523A5-24-303 Bldg 4 CLC Phase II SOW 10.17.pdf

Building 4 CLC Phase II, Brockton

Project #523A5-24-303

Building 4 CLC Phase 2 B-side, BR, Brockton

Architect/Engineer (A/E) Statement of Work (Design)

Scope of Work Provide all professional architectural and engineering (A/E) services necessary to develop detailed & complete drawings, specifications, cost estimates, construction schedules, project phasing plans, activations & furniture spreadsheets, investigations & reports, BIM modeling, finish boards, site visits and construction period services required for a limited renovation of building 4 First and Second Floor B-Wing Patient Wards in accordance with the VHA Small House (SH) Model Design Guide, The Facility Guidelines Institute’s Guidelines for Design and Construction of Residential Health, Care, and Support Facilities (The Residential Guidelines) and National Institute of Building Sciences’ Design Guidelines for the Visual Environment (Low Vision Design Program).

The design intent is to create a resident-centered environment and to develop a therapeutic environment of care to deliver high-quality and high-value care to our nation’s Veterans in Building 4, Veterans Affairs’ Medical Center (VAMC), 940 Belmont Street, Brockton, MA.

As background, building 4 had a design completed in 2013 based on the previous CLC design guide to improve patient privacy, improve building egress, and upgrade the HVAC system. Between 2018- 2024, only the C-side was renovated due to countless unforeseen conditions and differing site conditions that significantly delayed the project. Therefore, the B-side now requires a redesign. Many of the lessons learned, unforeseen conditions and differing site conditions found are referenced in the below scope as these are anticipated matters that require to be investigated, reviewed, considered & included in the design in addition to utilizing the new VHA SH Model Design Guide. This should include destructive investigations to look above hard ceilings, behind walls, to review and confirm scope activities within construction. The scope is focused on new HVAC equipment & ductwork, new patient showers connected to the shared bathrooms, and a new stair tower.

It is the responsibility of the Project Architects and Project Engineers to develop a complete and accurate project design that best meets the users’ needs and applicable code requirements. The Project Architects and Project Engineers will apply the VHA Small House (SH) Model Design Guide that now includes designs for building vertical households for spaces where land for individual homes is not available, and specific suggestions for renovations within existing footprints and spaces. The Project Architects and Project Engineers will apply The Residential Guidelines & the Low Vision Design Program that concentrate on a person-centered care approach for older adults & vulnerable populations receiving care & services as residents and focuses on four areas of comforts for designing for older patients including lighting, acoustic, mobility & thermal comforts.

Currently 4-2-B is a Dementia ward. The Project Architects and Project Engineers will use the VA SH Model Design Guide, the 2020 MinD Guidelines for Designing with and for People with Dementia and the 2014 white paper co-published by design firm Perkins Eastman and the Alzheimer’s Foundation of America, titled "Excellence in Design: Optimal Living Space for People with Alzheimer's Disease and Related Dementias”. Consider during planning to minimize overstimulation, introduce the familiar, provide easy & supportive wayfinding and orientation and patient bedrooms and shared spaces should be designed to alleviate stress and accommodate both Veterans and their families; Veterans’ families should be supported. Guidance on design of buildings, rooms, equipment, furniture, and outside spaces includes overcoming the difficulties a person with dementia may have with flooring and bathroom equipment, designing for familiarity, as well features of ageing such as visual and auditory impairment which may compound memory problems.

The VHA SH Model Design Guide must be used as a guide to the standards for the planning and design of VA facilities based on the SH Model and is supplementary to current technical manuals, building codes, and other VA criteria in planning healthcare facilities. The Design Guide, while representing a standard for functionality & organization does not preclude the need for the functional & physical design for a specific project. This SH Model Design Guide is also a tool to assist VA medical center staff and clinicians in better understanding the choices that project designers ask them to make during the design process. This Design Guide will also serve the Project Architects and Project Engineers in understanding the planning and design direction preferred by VA.

The primary goal is to provide an environment of care; a home where veterans can have the highest possible quality of life and receive the best quality care. This environment is a place that supports care-giving that is administered with integrity, commitment, and respect. The secondary goal is to foster a sense of family among residents and staff, provide a variety of opportunities for engagement in social spaces, both large & small, including space for families, give the resident a sense of ownership of the house as their personal space and to increase physical activity and restore function.

The intents of this project are to include, but not be limited to:

Perform site investigations and surveys at building 4 B-Wing subbasement, basement, first floor, second floor, roof, penthouses and adjacent A-Wing spaces to document existing conditions, infrastructure, and utilities. Basement is occupied, first & second floors are planned to be unoccupied, and roof requires special key request for access. The subbasement, piping space & utility/crawl spaces are considered permit required confined spaces that will require a 1-A Confined Space Rescue Team on standby. This information gathering phase is critical for the design phases to follow to confirm project feasibility, identify alternatives and to learn everything possible about the existing footprint & space. It will provide BIM modeling and Revit conversions to be used for the design.

Provide a functional design of the Small House (SH) Model for building 4 B-Wings & adjacent A-Wing patient dining room spaces. Translate the program goals, Veteran input, and space requirements into an efficient Veteran-centered design. Provide floor plans, exterior concepts, renderings, and sketches & models to illustrate design concepts and relationships to the design team.

Perform a structural survey of all existing columns in the building 4 subbasement all Wings.

There are existing reinforced concrete columns in the building 4 B-Wing subbasement that appear to have significant spalling and delamination of concrete at the base of the columns that require structural concrete repairs prior to any new roof top equipment installation. The Project Structural Engineer will review all the existing columns in the building 4 subbasement to make certain there are no other compromised columns. A detailed Structural Engineer survey report documenting the conditions of all the existing columns with photographs, column line identification & locations, and narrative of findings and recommendations will be provided.

The Architect, Structural Engineer and MEP engineers will be required to generate stamped drawings, including structural drawings with calculations, to indicate the concrete repair details for all the existing compromised concrete columns, identify any utility reworking needed, support required, safety needed or other necessities. The Architect and Structural/MEP Engineers must provide stamped and dated drawings with details and elevations of the repair work, along with a work narrative, cost estimate and any recommendations for how the work is to be performed within the permit required confined space subbasement for all identified findings. It should prioritize the columns needing to be repaired, providing recommended phasing, and expected time to the construction schedule. The subbasement is currently identified as a Permit Required Confined Space that typically requires a life safety rescue service to be readily available. Our VA Asbestos Manager and VA Industrial Hygienist confirmed that a 1-A Confined Space Rescue Team will be needed due to the potential atmospheric hazards present. The hazards that were identified (in 2015) were atmospheric (Low O2, Flammable and combustible gases, and possible hydrogen sulfide) and Asbestos/fiberglass/and organic (i.e., possible rodents or rodent carcasses). The Architect and Structural/MEP Engineers must include the costs of the 1-A Confined Space Rescue Team that will be needed that should include the necessary PPE, mechanical ventilation, etc. Disposal of PPE could be coordinated with VHA BHS Engineering/GEMS management (i.e., bagged, labeled, and turned over to the VA for disposal).

Review life safety drawings & verify with in-the-field conditions, evaluate & compare existing space with life safety code compliance and provide a report and design to bring building 4 B-Wing into life safety code compliance. Building 4 is over 50 years old with existing dead-end corridors at the ends of B-Wings that exceed what is required for new construction; existing conditions pose life safety hazards to patients, staff, and visitors in the event of a fire or other emergency event. This includes an emergency egress stair tower addition/enclosure, sealing open penetrations in rated barriers, ensuring vertical duct risers are correctly rated and rectifying rated expansion joints between Wings. The Project Architects and Project Engineers will review all life safety deficiencies and provide design drawings, details, recommended products/assemblies and reports and designs on how to correct the problems.

Review the buildings HVAC systems that are within and serve the building 4 B-Wing & adjacent A-Wing spaces. Provide a one-line & riser diagram as well as floor plans of the existing HVAC systems. The Project Architects and Project Engineers will research and review the SH Model Design Guide for technical considerations for the new design. HVAC systems shall be provided to heat, cool, and ventilate individual rooms or areas as required to satisfy design criteria. The HVAC system shall comply with NFPA 72, 90A, 99, and 101, and the current version of Department of Veterans Affairs (VA) HVAC Design Manual, VA Design and Construction Procedures, VA Master Construction Specifications and VA Standard Details, where applicable. The SH Model Design Guide requires the following technical considerations to be included in the design report, Life Cycle Analysis, Energy Conservation, Exterior Design Conditions, Interior Design Conditions, Supply Air Requirements, Outdoor Air Requirements, Exhaust and Return Air Requirements, Noise Criteria, Design Features such as economizers, Temperature Control Criteria, Humidity Criteria. The Project Architects and Project Engineers will provide a detailed report documenting the conditions of all the existing systems using photographs & the created one-line diagram and floor plans, to easily identify, locate & reference found deficiencies. The detailed report will include a narrative of findings and recommendations referencing code & SH Model Design Guide. Options will be presented to the VA with all new work to be designed, what deficiencies will be corrected, what existing systems may need to remain but need to be repaired/upgraded/removed. The Project Architects and Project Engineers will work with the VA COR, Facilities Engineering Manager, Maintenance and Operations Foreman, HVAC Technicians, Energy Engineer, and Nurse Managers to establish priorities of the new HVAC systems, as well as the upgrades, repairs & renovations to the existing HVAC systems. The design should review UV solutions for air and coil disinfection.

The building's B-Wing roof top HVAC units are in very poor condition; by upgrading them and relocating them and the ductwork to either the building's interior in new mechanical spaces or to a new built mechanical space it will improve temperature control, ventilation and provide much needed humidification control. It will also allow our HVAC technicians to work on equipment within a safe environment. The existing HVAC system does not provide individual room local environmental controls; many rooms are on a single vav box with one thermostat and without the ability to heat/cool the separate areas. As part of the first phase renovation, a roof top unit had been fabricated and furnished to the VA for the B-Wing.

The Project Architects and Project Engineers will review the existing unit stored on the VA campus and determine if it could be salvaged and used. Whether or not it could be salvaged, the Project Architects and Project Engineers will design completely new HVAC systems for building 4 B-Wing & adjacent A-Wing for all floors & spaces. Consideration should include reviewing options of roof top units, inside units, additions for mechanical space, exterior-set units to determine what is the best option for the Veterans, staff, and visitors of Building 4.

Isolation valves, temperature controls, ventilation, exhausting, humidification controls must be included in consideration with Energy requirements, Maintenance & Operations input, Facilities requirements, and SH model design guide. No existing ductwork will remain; all new ductworks will be installed. Any ductwork installed at the exterior will be installed so it does not impact the roofing system. It will be installed at a minimum 3 feet above the roofing system to allow roof repairs and replacement to occur. This will be coordinated during design with the existing roofing manufacturer for feedback & input so they can maintain the warranty. Rooftop ductwork and all exterior ductworks will be designed with consideration of snow loads, temperament weather, sun exposure, wind loads, physical security requirements and the need of maintenance and/or replacement ease. We anticipate the building 4 roof to be replaced during the time this is being designed.

Review the buildings Plumbing, Fire Suppression, Sanitary & Medical Gas systems that are within Building 4 B-Wing & adjacent A-Wing space. Provide a one-line & riser diagram as well as floor plans of the existing Plumbing systems. The Project Architects and Project Engineers will research and review the SH Model Design Guide for technical considerations for the new design. This includes but is not limited to the Domestic Water, Plumbing Fixtures, Sanitary Systems and Medical Gas Systems including patient bed service walls. The Project Architects and Project Engineers will work with the VA COR, Facilities Engineering Manager, Maintenance and Operations Foreman, Plumbers & Pipefitters, Energy Engineer, Interior Designer and Nurse Managers to establish priorities of the new Plumbing, Sanitary & Medical Gas systems, as well as the upgrades, repairs & renovations to the existing Plumbing, Sanitary & Medical Gas systems. All systems entering a patient bedroom should receive some type of isolation valve or capability to isolate a single bedroom from other spaces. Often, we need to shut down an entire ward to repair a sink within one bedroom interrupting the ward.

The design should make it so that all utilities entering a patient bedroom can be isolated from adjacent spaces so that if repairs or upgrades are required within a single space it will not negatively impact other spaces. Design includes reviewing, designing, upgrading, and adding Medical Gas, Oxygen and Vacuum as required throughout the space. The Project Architects and Project Engineers will review the existing system entirely, including bulk oxygen systems, cylinders, pumps, piping, valves, and headboards and consider replacing the entire system with new. Focus on SH Model Design Guide, coordination with Interior Designer for headboards, coordination with Respiratory Therapy for outlets & specific requirements, and ensure the system has redundancy and capability of isolating individual zones and rooms. The Med-Gas and Oxygen Systems shall be installed in accordance with the current version of the VA Plumbing Design Manual.

Review the building Electrical systems that are within & support Building 4 B-Wing & adjacent A-Wing spaces. Provide a one-line & riser diagram as well as floor plans of the existing Electrical systems. The Project Architects and Project Engineers will research and review the SH Model Design Guide for technical considerations for the new design. The SH Model Design Guide requires the following technical considerations to be included in the design report, but are not limited to, Lighting, Power, Security, Fire Alarm, Telecommunications, Monitoring, Signaling Systems, Nurse Call, Television, Public Address, Information Resource Management Services and Seismic requirements. Lighting must include ceiling lighting, overhead lighting, sconces, bathroom lights, shower lights, heat lamps in shower & bathrooms, corridors, night lights, emergency lights. The Project Architects and Project Engineers will provide a report documenting the conditions of all the existing systems using photographs & the created one-line diagram and floor plans, to easily identify, locate & reference found deficiencies. The report will include a narrative of findings and recommendations referencing code & SH Model Design Guide. Options will be presented to the VA with all new work to be designed, what deficiencies will be corrected, what existing systems may need to remain but need to be repaired/upgraded/removed. The Project Architects and Project Engineers will work with the VA COR, Facilities Engineering Manager, Maintenance and Operations Foreman, Electronics Technicians, Electricians, Energy Engineer, Interior Designer and Nurse Managers to establish priorities of the new Electrical systems, as well as the upgrades, repairs & renovations to the existing Electrical systems.

Review the buildings Waste Management Systems, Medical Waste, General Waste, Recycling, Reusable Medical Equipment (RME), Wi-Fi System, Transportation for Residents, Specimens, Pharmaceuticals, Supplies, Linen, Sterile Supplies and Waste systems that are within Building 4 B-Wing & adjacent A-Wing space.

The Project Architects and Project Engineers will review and include the VA Safe Patient Handling & Mobility Design Criteria within the design. The renovation will incorporate patient handling and mobility technology appropriate to the type of care setting in the design phase. The Safe Patient Handling and Mobility Facility Coordinator (SPHM FC) will be on the design team for the duration of the project from planning, designing, construction and activations to installation. The first part of the process will be working with the SPHM FC to create a needs assessment. The Project Architects will generate a needs analysis that will be used as the basis of design. The Project Architects and Project Engineers will review and incorporate the related documents listed below that are important for design of safe patient handling and mobility in VHA spaces. 1) VHA Directive 1611 Safe Patient Handling and Facility Design 2) Bariatric Safe Patient Handling and Mobility Guidebook: A Resource Guide for Care of Persons of Size 3) Safe Patient Handling and Mobility Guidebook 4) Patient Handling and Mobility (SPHM) Technology Coverage & Space Recommendations, 2016 Revision 5) Patient Handling and Movement Assessments, 2nd Edition 6) AL 14-07 Installation and Relocation Checklist for Ceiling Mounted Lifts.

Patient lift systems and mobility equipment must be coordinated with all above ceiling infrastructure and utilities, as well as other furniture & equipment within the spaces including but not limited to sprinkler heads, privacy curtains, IV tracks, TVs, fire alarm devices, light fixtures, diffusers, headboards, etc. The lifts & equipment must be located and installed in such a manner that they do not cause interference with ceiling or floor mounted items that require relocation. The Project Architects and Project Engineers will engineer drawings and calculations for structural support and method of attachment to building structure. The Project Architects and Project Engineers will work with the SPHM FC and VA Boston proprietary patient lift manufacturer and their installers to complete the overall planning, design, structural calculations, coordination with other ceiling/flooring infrastructures & utilities and perform the required witness testing and inspections during installations.

Soil investigations/borings/samples, Topographical surveys, Site surveying.

Lead and asbestos abatement testing & monitoring during construction, Accessibility requirements (ADA, Uniform Federal Accessibility Standards, Massachusetts

Architectural Access Board Regulations, Architectural Barriers Act) PCRA/ICRA review at starting at the 60% design timeframe and at each subsequent design submission. Coordinate a specific meeting with VA COR, VA Safety Specialist/Manager and VA Infection Control Practitioner to review, complete and include into the construction documents.

Review the design for Energy conservation. Energy conservation is emphasized in all aspects of the building design. Refer to the most recent version of ASHRAE, as well as DOE Regulations, Codes, Standards & Executive Orders. The VA SH Model Design Guide references energy considerations throughout, as well as the other VA design guides and manuals that will be required to be reviewed and incorporated. The Project Architects and Project Engineers will work with the VA Boston Energy Engineer at each design milestone to review and plan for energy conservation into the design.

The Project Architects and Project Engineers will be required to obtain the services of a third party to complete an independent fire and life safety code compliance review & report at each design milestone. This is to complete a Fire Protection and Life Safety Code Review as required by VA directives. The VA will also submit the design submissions to a separate consultant on contract with VA Central Office (Booze Allen Hamilton) to conduct independent reviews. This is separate and will not replace the Project Architects and Project Engineers responsibilities for an independent third-party review; this is in addition to. The Project Architects and Project Engineers will review, respond to, coordinate with, and make corrections to the design package based on both the VA Central Office (BAH) and their third-party consultant code review reports. The code review reports should identify comments, commentator, date, referenced code, referenced page # for specification/drawing, impact to design and construction costs associated with work.

Review and include all aspects of Infection Prevention, Patient Safety, Housekeeping, Maintenance & Operations, VA OI&T, Police & Security, and Interior Design. Infection Prevention considerations to include are negative pressure rooms, individual bedrooms and sinks in the corridor. Patient Safety would ask to consider reviewing during design the idea of patient doors with windows to allow patients that are on quarantine to be monitored for safety without requiring staff to enter the room. Interior Design reminds that a professional hospital designer considers the aging eye. Some of the specifications the VA Interior Designer includes but is not limited to: CRI (color rendering index of 90 or better), this ensures colors are rendered at their truest value, Color Temp of 3500, this ensures warmer tones. If color becomes too cool one will look ill when they are not, dimmers on all lighting to allow Veterans, staff & visitors to have full control of their environment, removed dark drapery window treatments to allow for more natural sunlight; dual solar shades will/are in place to control amount of light one allows in, new lighting to increase overall ambient lighting, new painting to brighten up walls to lighten the space, all lighting is diffused for less glare, new furniture within the space. Ceilings make a difference in places where people heal. We want to create spaces that help Veterans heal, elevate patient care, comfort, and consider staff well-being which is crucial in any healthcare environment. Review ceilings that can help improve indoor environment quality; consider acoustics, sustainability, functionality, and ceiling systems that incorporate air purification, air filtration and disinfection to enhance indoor air quality. Review and include window replacement, patient bed service walls, painting, corner guards, wall protection, cove base and other finishes.

In the future, Respiratory Therapy may need to convert one of the wards to a ventilator care unit. The need to do this would be driven by patients who need long term care with ventilators. Accordingly, the design must review this during design with the Medical Center and include designs to support this, specifically to include oxygen, medical are and vacuum for all beds.

The Project Architects and Project Engineers are responsible for coordination and compliance with National Historical Preservation Act Section 106 Requirements. The Brockton campus is considered eligible and has been listed in the National Register of Historic Places. It is, therefore, a historic property. The Project Architects and Project Engineers will assist the VAMC with applicable aspects of the Section 106 process. The Project Architects and Project Engineers agrees to comply with all federal and state laws and regulations that are applicable.

o The AE Firm will:

Develop a list of Consulting Parties for the undertaking.

Recommend an Area of Potential Effect (APE) for the undertaking Develop a draft letter on VA letterhead for each consulting party, to initiate

Section 106 consultation for the proposed undertaking. The letter(s) should include a finding per the following criteria:

No adverse effect (36 CFR 800.5(b)), that is, historic properties identified in the APE would be affected but not adversely; or

Adverse effect to historic properties (36 CFR 800.5(d)(2)), that is, historic properties identified in the APE would be affected adversely.

Documentation shall be consistent with 36 CFR 800.11(e).

If the Massachusetts State Historic Preservation Office has a project submittal form that is a substitute for a typical Section 106 consultation letter the form will be completed and VA will be informed of the appropriate submittal procedures (hard copy, email, or electronic).

The contractor shall address VA comments on the draft letter(s) and project submittal form to prepare final letter(s) and project submittal form. The submittal of these letters/forms to external parties will be the responsibility of VA staff only, unless the contractor is otherwise directed by the appropriate VA staff o During consultation, the AE will:

Develop materials to seek public comment Draft VA responses to external comments Develop materials to communicate with community, consulting parties, and others

Coordinate a minimum of one outreach and consultation meetings/events and publicize via newspaper, flyers, radio ads, websites as directed by VA;

Document recommendations and provide guidance to VA on appropriate steps and responses to input from consulting parties.

o Based upon the Section 106 initiation, if the consultation will result in the execution of an agreement document, the Vendor will:

Assist VA in drafting and developing appropriate mitigation documents within a Memorandum of Agreement (MOA) or Programmatic Agreement (PA).

Assist VA in determining which consulting parties should be signatories to any resulting MOA/PA.

Assist VA in coordinating all consultations for MOA/PA including meeting minutes and records for the official file.

Prepare schedule and cost estimates for any proposed mitigation.

VA Records Management & Information Security Office language required for A/E Statement of

Works:The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

11. All personnel will be required to obtain PIV Badging prior to accessing the medical center site.

12. Any CDs used to store and communicate VA data files will be required to be encrypted and scanned for viruses by the VA.

13. File Sharing sites established by the contractor will require a request for Outbound Firewall Waiver and a MOU/ISA between the VA and the contractor if data is stored on the contractor’s network.

2. Description of Work —

2.1 General: Conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Engineering Service), and presentation of preliminary layout plans with proposed alternatives to the User Group.

Based on User Group meetings and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals. Through the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents. All design submission requirements shall be in accordance to Open ended A/E Contract and conform to the latest editions of all VA criteria/standards/regulations/design guides, etc. (VA’s Office of Construction & Facilities Management web site:

http://www.cfm.va.gov), in addition to Commonwealth of Massachusetts state codes and regulations and national codes and regulations.

2.2 Implementation: Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions found, identify/investigate/review the availability of existing building information, and field verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, video tape, and document the conditions of areas to be renovated and/or impacted. Provide the necessary investigation/inspection/testing/metering of existing utilities to ensure their adequacy for this project.

2.3 Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a standalone project (i.e., not as part of another project) and all cost for this replacement including but not limited to lead and asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall then be submitted for approval to the Project Engineer.

2.4 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be correct under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

2.5 Asbestos & Lead: The proper identification Asbestos & Lead to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos and Lead Assessment of the facility will be made available to the A/E. Additionally proper asbestos and lead abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

3. General Description of Services —

A/E shall provide the services indicated in this Statement of Work, Supplement A, Supplement B and Supplement C. These services will be provided in distinct phases:

Conceptual/15% Submittal – Preliminary User Group Meetings & Field Surveys

30% Submittal – Schematics

60% Submittal – “DD” Design Development

90% Submittal – “CD” Construction Documents

100% Submittal – Bid [Final] Documents

Construction Period Services

Project Close Out Submittal – “As-Built” Construction Documents

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site.

The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards.

These CAD standards are available on the Internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed as “E” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2008. Drawing file names shall contain the drawing number and drawing title information. Drawings shall utilize world coordinate system with standard cross hairs. Each drawing shall have a separate drawing file name consistent with the drawing title. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

3.1.4 Fire/Life Safety Review: An independent fire safety and life safety review shall be accomplished at each design submission. Include the cost and coordination for a fire/safety review.

FP&C Consultants, 1520 Main Street, Indianapolis, IN, 46224 is suggested based on past experience;

the point of contact is Beth Alexander at phone number 317-486-5188.

3.2 Specifications …

3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.2.2 Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks.

Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers. The use of trade names may be used to establish the standard of quality to be met.

3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

The register shall be incorporated with the specifications.

3.3 Quantity and Cost Estimates …

3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the Internet at the VA’s Office of Construction & Facilities Management web site:

http://www.cfm.va.gov.

3.3.2 Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR

KEEPING THE PRJOJECT DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING.

THE A/E WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT COST ESTIMATES

AS NECESSARY (AT NO COST TO THE VA) SHOULD COST ESTIMATES EXCEED

CONSTRUCTION FUNDING.

3.4 Phasing and Construction Schedules…

3.4.1 Schedules: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of required construction. Special attention will be required to develop a design that can be phased as to allow work to be performed while all services remain in operation and can reasonably maintain day to day operations.

3.4.2 Schedule Format: The construction schedules shall be horizontal bar charts that: a) identify the major construction activities required to perform the work; b) identify the duration of each of the major construction activities; c) identify the critical path network to achieve the work.

3.5 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, existing conditions, design objectives, design assumptions, product literature, calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

3.6 Quality Control …

3.6.1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

Identification and discussion of all organizational and technical interfaces Design team members and their areas of responsibility

Team members responsible for checking the design Team members responsible for checking the electronic files Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts Project Schedule showing key milestones and review periods

3.6.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov .

3.6.2. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

3.6.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3.7 Site Visits, Meetings/Conferences, and Discussions …

3.7.1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation. It is the responsibility of Project Architects and Project Engineers to perform the necessary amount of site visits required to complete the site investigations, LIDAR scanning, documenting & verification of existing conditions to complete the design regardless of the quantity of site visits they may have projected and carried in their proposal.

3.7.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.7.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

3.8 Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the

Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3.9 A/E Services during Construction – Construction Period Administration (CPA):

CPA Services shall include, but are not limited to:

review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans, one-line diagrams, certifications;

provide and maintain an updated submittal register;

compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products;

responses to Request for Information (RFI);

change order review and recommendations;

preparation of cost estimates, sketches, narratives, justifications to Request for Proposal (RFP);

cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations proposed by the contractor, VA and design team.

site visits as required and/or requested by the VA Project Engineer for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit;

verification of as-built conditions from contractor supplied marked up prints;

preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently;

IH services associated with any asbestos, lead or other abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services to such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

Electronic Construction Submittals:

The A/E shall have the capability to electronically review and process construction submittals including digitally signing the Material Approval Submittal. A PDF writer (such as Adobe Reader/Writer or Pro V Nuance, etc.) is required by the A/E in order to process electronic construction submittals.

The A/E shall provide and manage a file transfer protocol (ftp) site or file share site for the processing of electronic submittals.