Statement of Work 01172025.pdf

VA New England Healthcare System | White River Junction VA Medical Center (405) 163 Veterans Drive White River Junction, VT 05001 802-295-9363 https://www.va.gov/white‐river‐junction‐health‐care/

January 17, 2024

Project: 405‐25‐001

Project Name: Pathology Lab Renovation

I. Table of Contents II. Scope of Work

III. Background and Facility

IV. Project Specific Requirements

V. General Description of Work

Site Investigation, Programming, Feasibility, Desing/Basis of Design 30% Schematic Design submittals Design Development Construction Phase Services

VI. A/E Requirements

VII. Design and Project Budgets

VIII. Project Design Service Requirements

Codes, Guidance Documents & Design Criteria:

Deliverables:

1) Design Deliverable Submittal Schedule

2) Submittal Delivery Formats

Design Phase Site Visits Meetings

1. Design Review Conferences

Construction Drawings – Formatting & Delivery Specifications Quantity & Cost Estimates Proposed Renovated Pathology Lab Location Construction Phasing Construction Schedule Design Analysis

White River Junction, VT VAMC Pathology Laboratory Renovation Design

Statement of Work, January 17, 2025

Quality Control Post Design Responsibility Infection Control Risk Assessment (IRCA) Energy Requirements

IX. Project Construction Phase Services Requirements

A/E Construction Phases Services Response to RFIs Submittal Review, Tracking, and Response Material and Cost Estimating During Construction Construction Phase Progress Meetings Construction Site Visits & Periodic Inspections Schedule of Values & Contractor Payment Milestones Commissioning As‐Built Drawings

Attachment A – Submissions & Design Review Materials

10% ‐ Basis of Design/Proof of Concept, Programming, (Key Aspects, Schedule, Scope Validation), Construction Phasing, Asbestos and PCB Sampling/Survey 30% ‐ Design Development, Schematic Design 60% ‐ Design Development 95% ‐ Design Development Final Bid Set Submittal – Construction Plans Construction Phase Services Project Close Out

Attachment B – Privacy & Records Management

Attachment C ‐ Existing Pathology Laboratory Floorplan

Attachment D ‐ Existing Building 44, Second‐floor Floorplan

Attachment E ‐ Preliminary Program for Design & Preliminary Room Contents

Attachment F ‐ Lab Inventory, Key Equipment Inventory with footprint Areas.

Statement of Work, January 17, 2025

II. Scope of Work The White River Junction VA Medical Center seeks the services of a qualified Architect / Engineer (A/E) firm to provide design & construction phase services to plan & assist with the phased renovation of the hospital’s existing 8,750sf± Clinical Laboratory.

Work involves design planning and construction phase services for the phased renovation of a Clinical Pathology Laboratory. Operating 24 hours a day, seven days a week, the laboratory provides critical services to the hospital. Because it provides a critical service, the lab will need to remain open during renovation. Renovation design will require a detailed construction phasing plan.

Early/initial work will involve predesign site visits to obtain and verify existing conditions, and meetings with VA staff for Design Analysis and Programming.

Design will include, Architecture, Structural Engineering, Mechanical Engineering, Electrical Engineering, Industrial Hygiene, and other disciplines required for delivery of Construction Plans and Construction Phase Services for this phased hospital laboratory renovation. The Construction Plan set will be used for bidding.

A/E firm will prepare a detailed construction cost estimate. During the bidding phase, the A/E will assist with bidding, and Requests for Information (RFIs). The VA will be responsible for solicitation for bids.

The A/E firm will provide construction phase services. These construction phase services will include assisting the VA with RFIs, Submittal Review, progress meetings, construction inspections, cost estimating and consulting on change orders, punch lists and commissioning.

The design shall conform to all VA requirements outlined in the FGI Guidelines for Design and Construction of Hospitals, Facilities Guideline Institute (FGI), ADA, Joint Commission Accreditation Standards, ANSI, SMACNA, IBC, NEC, NFPA as well all requirements of the VA design manuals posted by discipline in the VA Technical Information Library at the following web address: https://www.cfm.va.gov/til/index.asp.

Magnitude of Construction is between $10,000,000.00 and $20,000,000.00

III. Background and Facility The White River Junction VA Medical Center (WRJ VAMC) is a 74‐bed, acute care facility that provides a full range of primary, secondary and specialty care. Four State‐of‐the‐art Operating Room Suites, and six Post Anesthesia Recovery beds support the hospital’s active surgery program.

The existing lab occupies part of the 2nd floor of Building 1 (The Birches). The building was constructed circa 1937. The building has masonry walls and cast‐in‐place reinforced concrete floors beams, slabs, and columns. The renovated Clinical Laboratory (lab) currently occupies approximately 8,750sf. The lab provides round‐the‐clock critical service to the hospital operations. The lab operates 24/7 to serve the numerous hospital patient care departments. To

Statement of Work, January 17, 2025 keep the lab open and maintain uninterrupted service, the renovation design will require planning for construction phasing.

The A/E will assist the VA in selecting a space for the renovated laboratory. The A/E will investigate and report on the feasibility of locating the renovated laboratory in two hospital campus locations. The first location is the second floor of Building 1 (The Birches) where the existing laboratory resides. This option would require construction phasing to keep the lab open during renovation. Keeping the Laboratory in its current location likely requires infrastructure upgrades such as structural, electrical and HVAC upgrades. The second location is the second‐floor of Building 44 (Freedom Building). Building 44 is a steel framed building with concrete deck constructed circa 1989. Building 44 is the hospital’s research building and the second‐floor houses the research laboratory. The Building 44 second‐floor research space occupies approximately 16,000sf (gross). Based on its review and analysis, in consultation with VA staff, the A/E will report on the feasibility of both locations, and recommend a location for the proposed renovated Pathology Laboratory. A/E will present Laboratory location recommendation to V/A staff for approval at the 10% Basis of Design/Proof of Concept/ Feasibility design phase.

A/E scope includes a detailed construction phasing plan to accommodate uninterrupted lab operation. A/E will consult with VA staff and evaluate construction phasing options. Options include phasing construction within the existing lab footprint, or construction/fit up of a remote temporary laboratory elsewhere on the hospital campus. A/E will evaluate options for potential temporary lab space and construction phasing. A/E will present construction phasing options and a recommendation to V/A staff for approval at the 10% Basis of Design/Proof of Concept/Feasibility design phase. Both the temporary and renovated labs require planning and design, and the project phasing is included in the A/E Scope of Services.

A Pneumatic Tube System delivers specimens to the lab from the Emergency Department and Phlebotomy. Project Scope includes redesign of this this Pneumatic Tube System if the laboratory remains in Building 1.

IV. Project Specific Requirements In addition to modernization of the lab facility, infrastructure and finishes, and construction phasing, a successful design will accommodate numerous hospital lab infrastructure and programmatic needs. These needs include a safe, clean, healthy, and comfortable work environment, while facilitating workflow and critical laboratory services. Design shall address environmental goals including air quality, temperature, noise/acoustical attenuation, ease of cleaning and disinfection, drop off delivery, receiving, processing of specimens, and workflow.

Lab infrastructure goals include electrical upgrades, dedicated HVAC system, and potential for high‐density storage, specimen receiving area, and redesign of the pneumatic tube system.

To address air quality, the renovated lab design shall address, ventilated, hazardous chemical and flammable storage. Existing fume hoods and exhaust fans shall be upsized to accommodate lab equipment. The renovated lab shall also have a new dedicated penthouse HVAC system.

The A/E will consult with VA staff and hold meetings with stakeholders to develop programmatic requirements. VA has prepared and attached a Preliminary Program for Design Diagram to this Statement of Work. The attached Preliminary Program for Design and Preliminary Contents List includes details of functional areas. The VA has also included a detailed Pathology Lab Equipment Inventory and a Key Equipment & Footprint list that includes equipment footprint size (in square feet). The VA can provide more detailed programmatic room contents lists to the selected A/E early during design. The A/E’s design and consulting efforts shall devote particular attention to the following requirements and specific programming needs.

Project Phasing – Meeting the round‐the‐clock, 24/7, hospital laboratory needs is an essential function of the lab. A/E design shall accommodate uninterrupted lab operation during construction. The A/E shall consult with VA staff and evaluate options for construction phasing and any temporary laboratory. Options include phasing construction within the existing lab footprint, and design of a temporary lab in space that the VA may offer outside the existing laboratory space. After investigating and evaluating options, the A/E shall report on the feasibility, advantages, and challenges of each option. The A/E shall recommend a construction phasing plan to the VA, and include justification for its recommendation. The A/E’s construction phasing recommendation shall be presented to VA staff for approval. Construction phasing shall be addressed early in the programming and design process and be completed by the 10% Basis of Design/Proof of Concept design phase. A/E scope includes a detailed construction phasing plan including design and fit up of temporary lab space/s.

Selection of Proposed Laboratory Location – A/E will investigate two locations for the renovated laboratory (the existing location on second‐floor of Building 1, and second‐ floor of Building 44). In consultation with VA staff, A/E will recommend a space for the proposed renovated lab. Analysis and recommendations will consider suitability of existing and proposed conditions, and utilities and infrastructure as well as construction costs.

Acoustical Attenuation Noise vs. Open Concept Floorplan – An open floor plan is sought for efficient and adaptable space planning. The A/E shall assist the VA in balancing the desire for an open concept and workflow, with the desire for quiet and comfortable workspace, and easily cleaned and disinfected surfaces. Acoustical attenuation shall be a design consideration. This may require the A/E to engage an Acoustical Engineer to assist in design.

Hazardous & Flammable Storage & Waste – The A/E shall design for air quality. The A/E shall consult with VA Staff, safety personnel, Industrial Hygiene, and regulatory compliance to provide a design which meets these needs. Design shall consider hazardous material storage, hazardous waste, biohazard, and flammable storage.

Storage areas shall be isolated and/or ventilate as required for regulatory compliance, VA requirements, and air quality.

Hoods & Exhaust Fans – The new lab shall include upsized fume hoods and exhaust fans. The new hoods shall be sized appropriately for the lab’s equipment. In keeping with the air quality goal, the A/E shall consult with VA staff to inventory equipment that requires hood ventilation and design the exhaust hoods appropriately sized for the equipment inventory.

Electrical Upgrades – Electrical upgrades are likely required in both potential laboratory locations. Electrical upgraded required for the Building 1 location include replacement of two electrical panels. In the Building 1 location all electrical panels should be combined into a single electrical closet. Laboratory location assessment will include detailed review of existing electrical infrastructure and proposed electrical needs.

Design may include relocation of an electric and data closets. During design process A/E shall provide Electrical Panel Metering to assist with determining/verifying laboratory electrical load.

Pneumatic Tube Delivery System – If the renovated lab remains in Building 1, the existing Pneumatic Tube system shall be relocated in the Emergency Department, and the entire Pneumatic Tube system shall be redesigned. A/E scope includes design of casework, trim and finishes withing the Emergency department to facilitate and fit up the relocated Pneumatic Tube system.

Specimen Drop & Receiving – To facilitate the labs 24‐hour operation, both the temporary and new lab design will require a specimen drop and receiving area. A/E shall consult with the clinical staff to consider and address this need.

High‐Density Storage – To maximize utilization of existing space, the VA hopes to employ high‐density storage in the renovated lab. The A/E shall provide structural analysis to consult and design for high density storage. The A/E shall also investigate high‐density storage and the VA’s storage needs to make a recommendation regarding high‐density storage. A/E shall consider durability and functional longevity in any high‐ density storage recommendation.

HVAC – The renovated lab shall have dedicated enclosed penthouse Air Handling Unit/s (AHU). Airflow monitoring, including CFM and ACH, shall be integrated with the VA’s Building Management System (BMS). HVAC design shall conform to the VA’s HVAC Design Manual located on the VA Technical Information Library available at:

https://www.cfm.va.gov/til/dManual.asp. HVAC design shall consider additional heating/cooling load for local climatic/weather events which may exceed typical environmental design loads.

Structural Engineering – The A/E shall include a Structural Engineer to evaluate, consult, and design for this lab renovation. Structural consulting and design shall include, but not be limited to HVAC penthouse and high‐density storage, and equipment live and dead loads. Structural suitability and any required Structural reinforcing shall be considered in site selection.

Site Investigation & Existing Conditions ‐ To the extent that they are available, the VA will provide existing building plans. The A/E shall conduct its own site investigation to confirm and document existing conditions. All architecture and engineering disciplines shall confirm and document existing conditions. Reliance on as‐built building plans is not appropriate, and the A/E Shall be responsible for accuracy veracity of existing conditions used in design.

Asbestos, Lead & PCB Abetment – The VA assumes that the project will include extensive asbestos abatement if the existing Building 1 site is selected. If Building 1 houses the proposed laboratory, Asbestos and PCB survey, testing, and abatement will be required. The VA can provide the A/E with a 2011 Asbestos Survey for reference.

2011 Asbestos testing for the second‐floor of Building 44 showed no Asbestos detected.

Water Treatment –Renovated lab and any temporary lab will require water treatment including reverse osmosis (RO), and Deionized (DI) water.

Built‐in Vs. Modular Furnishings – A/E shall assess and advise the VA regarding durability of furnishings. Specifically, the VA prefers an open floor plan, but the VA does not wish to sacrifice durability of furnishings. Built‐in casework and countertops (millwork) may be considered more durable than movable, modular furnishings. A/E shall advise the VA regarding durability and tradeoffs between modular furnishings and built‐in millwork.

Workflow – Workflow is an important considered in design and layout. To maximize utilization of finite space, and provide orderly laboratory processes, workflow shall govern clinical layout. A/E shall work with the clinical lab staff to define and design for workflow.

V. General Description of Work Work consists of A/E consulting and design to meet the needs for a buildable detailed design, set of specifications, and construction cost estimate. Design shall culminate with detailed set of Construction Plan and Specifications for phased renovation. A/E scope also includes construction cost estimating, and post design Construction Phase Services. Deliverables are to be prepared according to the deliverable milestones and requirements described in this Statement of Work with attachments.

Site Investigation, Programming, Feasibility, Desing/Basis of Design

During this phase of work the A/E shall work with VA stakeholders to identify and prioritize project goals and constraints. This phase of work includes Programming, information gathering and documenting existing conditions, 10% Basis of Design/Feasibility/Proof of Concept and location selection. A/E shall conduct meetings with VA Staff and stakeholders and perform detailed site investigation of all existing conditions to define, and refine, necessary elements of project design.

A/E shall identify and document project programming needs, and prepare a detailed design plan narrative, Design Analysis, Program for Design, Basis of Design.

A/E shall investigate and consult with VA on location options. A/E shall report findings on the two laboratory location options and provide a location recommendation for VA approval.

During this phase, A/E shall obtain a survey of existing data ports. Structural Engineer shall evaluate existing structures for proposed loads. During this phase A/E shall investigate construction phasing options and recommend a construction phasing plan to the VA for guidance and approval.

30% Schematic Design submittals.

During this phase A/E shall advance to 30% Schematic Design. A/E shall obtain 30‐ day existing electric load data. If Building 1 is selected for the proposed laboratory, A/E shall conduct Asbestos, Lead, and PCB Survey. Design shall meet the project physical and budgetary constraints while addressing the hospital lab needs.

Electrical panel metering and data port count shall proceed during this phase.

Design Development

During this phase the A/E shall advance design through (100% Submittal) Construction (Contract) Plans and Specifications. A/E shall develop a complete design including Construction Plans, Specifications, and Construction Cost Estimate.

This Phase of work culminates with delivery of Construction Plans, Construction Specifications, Construction Cost Estimate, and a proposed Construction Schedule.

Construction Plans will be used for bidding. Milestones include 60% design Development submittal, 95% Design Development submittal, and 100% Construction Plans & Documents.

Construction Phase Services

Construction Phase Services include periodic inspections, review of bids, consulting to respond to RFIs and submittal reviews, and preparation of “As‐Built” Record Plans.

VI. A/E Requirements The A/E shall have, and will be evaluated for, experience, and successful completion of hospital design and design of laboratory facilities. A/E shall have experience with Building and administrative Codes and guidance documents. The A/E shall provide the services described in this Statement of Work and its supplemental attachments. A/E shall include Architecture and Engineering disciplines required for Design and Delivery of this project. At a minimum these disciplines include, but are not limited to: Architect, Structural Engineer, Mechanical Engineer, Electrical Engineer, Industrial Hygienist and Construction Cost Estimator. To address desire for a quite comfortable working environment, while balancing desire for an open concept and easily cleaned surfaces, the A/E may involve an Acoustical Engineer/Consultant.

VII. Design and Project Budgets A/E is responsible to develop a design that can be built within the budget, and function as required. The A/E as part of their site investigation is responsible for confirming and documenting all existing conditions that may affect the project construction. The construction cost for this design shall not exceed $11,706,600.

The A/E shall track estimated construction costs throughout the project design. The A/E shall notify the Project Engineer when estimated construction costs exceed the construction budget.

The A/E shall be responsible for proposing alternatives to bring the estimated project cost in line with the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

Bid Alternates shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government will select the proposed alternates from the A/E recommendations. Alternates shall not be used to bring the projected project costs within construction funding. The alternates shall be clearly identified in the specifications General Requirements section and on the Construction Drawings.

VIII. Project Design Service Requirements

Codes, Guidance Documents & Design Criteria:

All work shall conform to all VA requirements outlined in the FGI Guidelines for Design and construction of Hospitals, Facilities Guideline Institute (FGI), ADA, Joint Commission Accreditation Standards, ANSI, SMACNA, IBC, NEC, NFPA, ASHRE as well as all requirements of the VA design manuals posted by discipline in the VA Technical Information Library at the following web address:

https://www.cfm.va.gov/til/index.asp.

Deliverables:

Design work shall advance toward progressively complete construction phasing plans according to the following deliverables milestones. A/E shall provide a means to track VA comments on milestone deliverables and include A/E actions taken to respond to VA comments. Refer to Attachment A ‐ Submission and Design Review Materials for milestone submittals and delivery format. Submissions shall conform to VA Design Standard PG‐15‐15, Volume C, available at the following site:

https://www.cfm.va.gov/til/aeDesSubReq.asp

10% ‐ Basis of Design/Proof of Concept, Design Analysis, Programming, (Key Aspects, Schedule, Scope Validation), proposed Laboratory Location Analysis Report including location recommendation, and Construction Phasing.

30% Submittal – Schematic Design based on preliminary meetings, existing conditions Surveys, and location selection. Asbestos Sampling/Survey as required. Electric panel metering, and date port count.

60% Submission – “DD” Design Development

95% Submittal – “DD” Design Development

100% Submittal “CD” Construction Documents

Construction Phase Services o Project Close Out Submittals – “As‐Built” Construction Drawings, Commissioning, Warranties and Operations & Maintenance Manuals.

1) Design Deliverable Submittal Schedule A/E shall complete 100% Construction Documents within 270 days of receiving Notice to Proceed. Within 30 days of receiving Notice to Proceed, A/E shall provide a design schedule for delivery of the above milestone submittals in keeping with this overall schedule.

2) Submittal Delivery Formats

Refer to Attachment A – Submissions & Design Review Materials for submissions and formats.

Design Phase Site Visits

The A/E shall perform site visits as part of design work. These include at a minimum:

3 Initial Site Visits for documenting & verifying Existing Conditions, surveys, mapping, and Asbestos Survey. Site Visits for verifying and documenting Existing Conditions include Architect, and various Engineering Disciplines. An additional 2 Site Visits may be provided at the request/approval of the VA.

Meetings

The A/E shall hold regular meetings with VA staff as work proceeds. Meetings may be held electronically via video conference. A/E shall provide meeting agendas and take records of meetings and provide meeting minutes to the VA staff. A/E shall conduct the following meetings.

Initial Planning Meetings: 3 meetings with VA project team for Programming, identifying/verifying project needs and scope.

Weekly Design Meetings: A/E shall conduct weekly project/design meetings throughout design. These meetings will keep VA staff appraised of design progress and afford for two‐way communication between A/E and VA staff during design.

1. Design Review Conferences A/E shall conduct design review conferences shortly following issuance of each review milestone Submission. Design review conferences for the 10% Basis of Design, 30% Schematics, Design Development and Construction Document Development phases shall include the A/E Project Manager/Senior Designer.

The A/E shall prepare meeting agendas, take notes, and prepare minutes for all site visits, meetings and conferences attended. Minutes shall be prepared in type written, signed by the A/E Project Manager, and furnished to the project engineer electronically within seven calendar days after the meeting/conference for concurrence and distribution to attendees.

The VA will endeavor to provide review comments within 14 days of submittal receipt. Some milestones require outside review and may take longer.

Construction Drawings – Formatting & Delivery

Construction Drawings and Documents shall be sufficiently detailed to for construction cost estimating, bidding, and construction. All drawing submissions prior to final Construction Plans shall bear the marking: “NOT FOR CONSTRUCTION”. These include 30% Schematic Design and 60% & 95% Design Development progress drawings. The Construction Drawings, and only the Construction Drawings, shall bear the marking:

“CONSTRUCTION DRAWINGS”.

Drawings, specifications, and all other deliverables shall be prepared in accordance with VA standards. The VA has adopted the US NCS v6 replacing the VHA National CAD Standard Application Guide. Drawings shall be prepared and provided in English Units (Feet, Inches and fractions). Construction Drawings shall clearly describe required work and be sufficient in detail for contractors to provide responsive bids. Draws shall clearly identify the drawing scale. Plan views shall have a North Arrow. Drawings shall bear the Vermont Seal and signature of the Architect or Professional Engineer of Record for the various disciplines. Drawings shall be prepared on a VA boarder.

All drawings shall be created using Building Information Modeling (BIM) architectural/engineering software. Drawings shall be prepared and provided in compliance with the VA standards. Rerefer The VA BIM Guide and VA BIM & CAD Standards available at the following web site: https://www.cfm.va.gov/til/projReq.asp.

When submitting BIM/CAD electronic drawing files CAD files shall be created/exported directly from the BIM software application. One CAD (*.DWG) file shall be submitted per drawing (sheet). In addition, A/E shall deliver CAD source files at the 100%, Construction, and As‐Built milestones. Electronic delivery of BIM/CAD source files shall meet the following minimum criteria:

1. CAD Source files shall be in AutoCAD .dwg format.

2. Drawing .dwg files shall be delivered in a manner ready for plotting without manipulation. Files (.dwg) shall be delivered in the same Layer State used to plot

Construction Plans (Contract Plans). Layer States shall be set and saved for in the

Layer State used to plot plotting contract plans.

3. Delivery shall include all background External Reference (X‐ref) files.

4. X‐refs shall be “Bound” or otherwise delivered in a .Zip file in a manner such as

AutoCAD “E‐transmit” (formerly “Pack and Go”), such that when opened, the drawing, includes all reference files in the proper coordinate position and scale, ready for plotting.

5. The Pen Tables required to Plot the .dwg drawings shall be included with the electronic transmission of CAD files.

When submitting drawings in Portable Document Format (PDF), files shall be prepared and transmitted as follows:

Electronic delivery of Delivery .pdf Drawings shall be Full Scale 1:1.

1. PDFs shall be vector images created from CAD software. Scans of plotted sheets are not acceptable.

2. Linework in the PDF shall be “snappable”. Scans of paper copies of Drawings are neither vectorized nor snappable.

3. PDFs shall include drawing Layer information.

4. Drawing PDFs shall be bookmarked such that each sheet has its own bookmark.

Bookmarks shall be labeled with the drawing sheet number.

Specifications

The A/E shall utilize the lates edition of VA Master Specifications, PG‐18‐1. These specifications can be found at the VA Technical Information Library (TIL). While certain

Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

The A/E shall thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of contract/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 enumerate 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 multiple manufacturers. The use of trade names may be used to establish the standard of quality to be met.

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 Submittal Registry consisting of a complete listing of construction contractor submittals required. The Submittal Registry shall be in the form of 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.

Quantity & Cost Estimates

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 of the VA Manual for Preparation of Cost Estimates (latest edition). The manual is available at the VA’s Technical Information Library at https://www.cfm.va.gov/til/index.asp.

Cost estimates shall be submitted in one (1) hard copy and in electronic format.

The A/E is responsible for establishing internal controls for keeping the project design within projected construction funding/budget. 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. All estimates shall include the words “For Government Use

Only” on each page.

Proposed Renovated Pathology Lab Location

The A/E shall assist the VA in selecting a location for the proposed renovated laboratory. Two options include the existing laboratory space on the second‐floor of

Building 1, and laboratory space on the second‐floor of Building 44. During the 10%

Basis of Design/Proof of Concept phase the A/E will consult with the VA, investigate, and evaluate the two location options, and provide a report and recommendation. The laboratory location recommendation will consider required infrastructure (Structural, Electrical, MEP, HVAC) upgrades, and available space, and layout.

Construction Phasing

Planning for construction phasing to keep the lab open and operating 24 hours per day, and seven days per week will require construction phasing. A/E shall begin construction phasing planning at the outset of design. The A/E shall consult with the VA staff and evaluate phasing options. Options include phasing withing the existing lab footprint, and employing a temporary auxiliary lab within the hospital campus. During the 10% Design Analysis phase, and the A/E shall present an analysis report of Phasing options and provide a construction phasing recommendation for VA approval. 100%

Construction Plans shall include a detailed Construction Phasing Plan which will keep the lab operational during construction. The Construction Phasing Plan shall be incorporated into the Construction Plans, Specifications, and Construction Cost Estimate.

Construction Schedule

The A/E shall prepare a proposed Construction Schedule consistent with the

Construction Plans and Construction Cost Estimate. The construction schedule shall:

a) identify construction activities,

b) indicate duration of each construction activity,

c) identify the Critical Path Method network submitted in a Gantt Chart. The proposed Construction Schedule shall include construction milestones and construction inspections at appropriate milestones.

Design Analysis

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

Quality Control

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.

Description of steps that will be taken during the development of the various phases of the design.

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/subconsultants. 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. The A/E maintains responsibility for design quality.

Post Design Responsibility

The A/E shall support the VA in the event of errors or omissions as they relate to bidding, or construction (contract administration). As needed, the A/E will clarify the design intent and correct any errors or omissions in the Contract Documents. To avoid construction delays the corrections shall be provided within a timely manner. Such corrections shall be provided at no additional cost to the Government. When requested to do so, the A/E shall incorporate such amendments into the Contract Documents at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the Submittal Register. During Construction bidding, the A/E shall assist in answering all bidders’ Requests for Information (RFIs) pertaining to the design. If clarifications are required, the A/E shall prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

Infection Control Risk Assessment (IRCA)

Projects shall be assessed for impact to Patient Care utilizing an Infection Control Risk Assessment (IRCA) at the 60% Design Development Stage. ICRA requirements shall be included on the Construction and Bid Set Drawings. A/E shall meet with VA Infection Control staff during preparation of 60% Design Development and incorporate ICRA requirements into the 60% and subsequent drawing sets.

Energy Requirements The A/E shall design all renovated areas to comply with ASHRAE Standard 90.1 ‐2007 as a minimum.

Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R‐ Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixtures that are cost effective (20‐year life) and meets the lighting W /SF required in Chapter 9, ASHRAE Standard 90.1.

IX. Project Construction Phase Services Requirements A/E Construction Phases Services

A/E Construction Phase Services shall include, but are not limited to the following:

Review of RFIs for both bidding and construction as described in detail below.

Review of submittals listed in the contract documents, manufacturer’s data/performance sheets, samples, mock‐ups, shop drawings, schedules, phasing plans, etc. as described in detail below.

Review and consult on Change Orders including Change Order cost estimating as described in detail below.

Construction Phase Meetings: During Construction phase, weekly meetings as described in detail below.

Periodic Construction Inspections.

Verification of as‐built conditions.

Preparation of As‐Built documents in accordance with Supplement “B”.

VA will permanently retain As‐Built drawings.

Industrial Hygiene (IH) services associated with any asbestos, PCB, or lead abatement identified in the project.

The VA may issue a change order for the A/E to provide additional services.

General Contractor shall provide warranties and Operation and Maintenance (O&M) Manuals for all equipment. A/E shall compile and present the VA with warranties and O&M manuals.

Response to RFIs A/E Construction Phase Services shall include assisting the VA with tracking and responding to Requests for Information (RFIs). A/E shall track, and respond to RFIs, in consultation with VA staff. A/E shall assist the VA with in RFIs in both the bidding and construction phases. Initial responses to RFIs during construction period services shall be received by the VA within 3 business days of transmittal, and final responses will be required within 2 weeks.

Submittal Review, Tracking, and Response A/E Construction Phase Services shall include assisting the VA with Submittal Review and tracking. The A/E shall prepare a Submittal Registry. A/E shall consult with the VA regarding submittal responses and track submittals and responses.

Material and Cost Estimating During Construction The A/E shall provide construction phase material and cost estimating. Material & Cost estimating includes change orders and associated costs. A/E will provide construction estimates and Cost/time/impact estimates and recommendations relevant to change orders and design omissions and construction plan deviations.

Construction Phase Progress Meetings A/E shall participate in weekly construction progress meetings. Meetings may be held electronically via video conference. Progress meeting may involve construction progress, planning, and addressing Submittals & RFIs and other issues relevant to the project team. A/E shall prepare, distribute, and maintain meeting minutes of progress meetings.

Construction Site Visits & Periodic Inspections

A/E shall provide site visits for periodic construction inspections. A/E shall perform a minimum of six (6) site visits as requested/required by the VA Project Engineer for the inspection of ongoing construction. A/E shall field verify/confirm As‐Built conditions for required As‐Built drawings. Site Visits shall also be used to verify construction As‐Built conditions.

A/E staff conducting the site investigation are to check in with the VA Engineering department and will be escorted to the project site. The A/E shall log site visit hours.

The A/E's proposal shall include travel fees and associated hourly labor rates for site investigation Phase Services. A/E proposal shall assume 1‐2 A/E professionals for 8 hours each site visit. Billing for site visits shall be itemized and include travel fees, hours, materials utilized, and billing rates for A/E staff.

Schedule of Values & Contractor Payment Milestones

A/E shall consult with, and assist the VA with review of contractor schedule, schedule of values and milestone payments.

Commissioning

A/E shall hire an independent commissioning agent to provide commissioning services.

A/E shall onboard the commission agent early in project design. A/E, in conjunction with the commission agent, shall prepare a commissioning plan in the 30% Schematic Design phase. Commissioning shall include at a minimum: Plumbing, HVAC, Electrical, and Fire Protection. Fire Protection testing shall include a minimum 20% sample of fire alarms and sprinklers.

As‐Built Drawings

Upon completion of construction or a phase of construction, the General Contractor shall provide the A/E drawings (which shall be required in Specifications). A/E shall field verify and document the As‐built conditions, and prepare As‐Built drawings. As‐Built drawings shall conform to the same standards as design Construction/Design Drawings and bear the label “As‐Built” and the date. As‐Builts shall include all design and construction disciplines.

Attachment A – Submissions & Design Review Materials

10% ‐ Basis of Design/Proof of Concept, Programming, (Key Aspects, Schedule, Scope Validation), Construction Phasing, Asbestos and PCB Sampling/Survey.

Provide existing Data Port Count in Adobe PDF.

Provide report including recommendation for proposed laboratory location in Adobe PDF.

Provide report including recommendation for construction phasing options & recommendations in Adobe PDF.

Provide design schedule, and project Basis of Design/Proof of Concept narrative in Adobe PDF.

30% ‐ Design Development, Schematic Design.

Provide Asbestos, Lead, & PCB Survey as required in Adobe PDF.

Provide 30‐day Electric Load Data in MS Word or Excel and Adobe PDF.

Provide 1 full‐sized bound set of 30% Schematic Design Plans including construction phasing.

Provide 30% Schematic Design Plans in Adobe PDF and AutoCAD DWG.

Provide 30% Specifications in MS Word and Adobe PDF.

Provide 30% Schematic Design Construction Cost Estimate in MS Excel and Adobe PDF.

Provide Design Analysis narrative in Adobe PDF.

Provide a Statement from the Structural Engineer regarding the structure’s capacity for design loads including occupancy, equipment, and HVAC. Include description of any required upgrades in narrative and 30% Schematic Design Plans.

60% ‐ Design Development.

Provide Commissioning Plan in Adobe PDF format.

Provide 60% Schematic Design Plans including construction phasing in Adobe PDF and AutoCAD DWG.

Provide 60% Design Development Plans in Adobe PDF and AutoCAD DWG.

Provide 60% Specifications in MS Word and Adobe PDF.

Provide 60% Design Construction Cost Estimate with proposed alternates in MS Excel and Adobe PDF.

Provide Design Analysis narrative in Adobe PDF.

Provide proposed Electrical Load in Adobe PDF.

Provide proposed Date Port Count in Adobe PDF.

Provide 3D rendering of project space (delivered electronically).

95% ‐ Design Development.

Provide Commissioning Plan in Adobe PDF format.

Provide 95% Design Development Plans including construction phasing in Adobe PDF and AutoCAD DWG.

Provide 1 full‐sized bound set of 95% Design Development Plans.

Provide 1 half‐sized bound set of 95% Design Development Plans.

Provide 95% Specifications in MS Word and Adobe PDF.

Provide Design Narrative in Adobe PDF.

Provide proposed Electrical Load in Adobe PDF.

Provide proposed Date Port Count in Adobe PDF.

Provide 3D rendering of project space (delivered electronically).

Provide 95% Design estimates with proposed alternates in MS Excel and Adobe PDF.

Provide Submittal Registry in MS Excel.

Provide Construction Schedule in Adobe PDF.

Provide 3D rendering of project space (delivered electronically).

Final Bid Set Submittal – Construction Plans Provide 100% Construction Plans including construction phasing in Adobe

PDF and AutoCAD DWG.

Provide 4 full‐sized bound sets of 100% Construction Documents Plans.

Provide 3 half‐sized bound set of 100 % Schematic Design Plans.

Provide 100 % Specifications in MS Word and Adobe PDF.

Provide Construction Cost estimates with proposed alternates in MS Excel and Adobe PDF.

Provide Design narrative in Adobe PDF.

Provide proposed Electrical Load in Adobe PDF.

Provide proposed Date Port Count in Adobe PDF.

Provide Submittal Registry in MS Excel.

Provide Construction Schedule in Adobe PDF.

Provide 3D rendering of project space (delivered electronically).

Construction Phase Services Project Close Out

Provide “As‐Built” Drawings in Adobe PDF and AutoCAD DWG., Provide Commissioning Reports in Adobe PDF

Provide Warranties, O&M Manuals.

Attachment B – Privacy & Records Management

The following standard items relate to records generated in executing VA contracts.

Contractor and VA staff will follow all Privacy & Security policies and procedures including the following:

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.

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PLANNING

NOT FOR CONSTRUCTION

DATE: 1/17/2025

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PROGRAM FOR DESIGN

WRJ PATHOLOGY LAB RENOVATION 405-25-001

WRJ PATHOLOGY LAB RENOVATION 405-25-001 IPT

WHITE RIVER JUNCTION, VT

Projected Year: 2025 Midpoint Year: 2028

VISN: 1 State: VT State: 405 Station: White River Junction

Installation: VAM&ROC

Project POC: Jonathan Rugg jonathan.rugg@va.gov

Project Created: 7/2/2024 1:19:12 PM by Jonathan Rugg Space Plan Last Edited: 9/12/2024 10:15:43 AM by Susan Chun

Contents List Created: 7/2/2024 6:20:40 PM by Jonathan Rugg Contents List Last Edited: 10/11/2024 1:34:49 PM by Susan Chun

Report Generated: 11 Oct 2024 11:04AM ET

PRELIMINARY

Subject to Change

ATTACHMENT E

WRJ PATHOLOGY LAB RENOVATION 405-25-001 (WRJ PATHOLOGY LAB RENOVATION 405-25-001 IPT)

Department: 01 - PATHOLOGY AND LABORATORY MEDICINE SERVICE (240)

Functional Area: 02 - CORE LABORATORY WORK AREA

Qty Room Code Room Name Unit Area Net Area Const Phase Const Type

1 CL111 Core Lab Receiving/Send Out 600 600 1 0

FA Totals: Room Qty: 1 Net Area: 600 Gross Area: 900

Department: 01 - PATHOLOGY AND LABORATORY MEDICINE SERVICE (240)

Functional Area: 03 - CLINICAL PATHOLOGY WORK AREA

Qty Room Code Room Name Unit Area Net Area Const Phase Const Type

1 CL201 Clinical Pathology Chemistry Laboratory, Path Svc 2100 2100 1 0

1 CL226 Clinical Pathology Urinalysis Room, Path Svc 200 200 1 0

1 CL231 Clinical Pathology Routine Hematology Laboratory, Path Svc 1250 1250 1 0

1 CL251 Clinical Pathology Blood Bank Transfusion Storage Room, Path Svc 500 500 1 0

1…