36C24418R0493-001.docx

Erie, PA VAMC A/E Scope of Work Expand Primary Care Date: 5/03/2018 Project No. 562-410

VA Erie Medical Center Erie, PA 16504

A/E SCOPE OF WORK

For

Consolidate Primary Care Minor

Project No. 562-410

Construction Budget: $7,846,730.00

- Table of Contents -

SECTION TITLE

1.0 SCOPE OF WORK

1.4 The A/E should also evaluate and consider the following, as base bid deducts:

1.4.1 Evaluate the possibility that the proposed addition could support a second floor above it, so that the VAMC could have the option of vertical expansion in the future. This evaluation should also include the suggested positioning of a future staircase and elevator core.

1.4.2 Evaluate the possibility of an unfinished basement, below the proposed expansion area.

1.4.3 Remodel of an additional area, consisting of approximately 3,636s.f. This area is located right against the areas, mentioned above.

1.5 The A/E should provide study and analysis of the following options:

a. Eye Clinic

b. Respiratory Clinic

c. Coumadin Clinic

d. Pharmacists’ Office

e. Pharmacy check-in, check-out, and pick-up.

f. Education rooms

g. Blood Draw Labs

h. Women’s Clinic

i. Transition Care Management (TCM)

j. Compensations and Pensions.

k. Agent Cashier

l. Eligibility / Release of Information

m. Dietician

n. Social Workers

o. Staircase and elevator

1.6 The project shall include all necessary modifications to the VAMC existing building structure, mechanical systems, electrical systems, plumbing work and any other system necessary for the operation of the Project. The A/E shall verify the existing conditions of the aforementioned systems to better provide sound alternatives for the proposed design and systems solutions.

1.11 The A/E shall contemplate at least three design options for each major design feature and systems, and give their recommendations to the VA, regarding which options they consider to be the best and why. The A/E shall provide sufficient data and information to allow the VA to compare and contrast the different features and systems, so they can arrive at their own conclusions. The information provided shall include, but is not limited to, the following: initial construction costs, maintenance activities, maintenance costs, life cycle costs, expected life span, and the pros and cons of the design features and systems.

1.12 Demonstrable LEED® Silver Certification is required. A/E shall provide documentation that the design and construction of this new building meets this goal. From the entirety of available LEED® Credits, certain credits are mandatory. The A/E shall supplement the mandatory credits with other credits chosen to accomplish sufficient credits for LEED® Silver Certification. The latest version of LEED® available shall be used. The mandatory credits (based on LEED® v3) are:

LEED® prerequisites necessary to obtain the required credits are also required. These include:

1.15 The A/E design responsibilities include the development of a detailed furniture, fixtures and equipment plan, which will be a part of the entire design submission process. This will require working with the Erie VAMC Interior Designer, to specify appropriate furniture, fixtures and equipment, develop cost estimates, and assure that the space is designed for the needs and requirements of the VAMC.

1.16 The A/E shall develop a Phasing Plan, on how they plan and recommend that the project could be built, considering that the VAMC is a working facility and would remain as such, during the construction phase. Access for Veterans and staff, as well as egress shall be maintained at all times.

1.17 The A/E shall include various option deduct bid alternates for project award, which will add up to 10% of the total construction estimate, considering available funding of $7,846,730.00.

1.23 The A/E shall procure all necessary permits required by the concerned Agencies or Authorities to bring the project to fruition. The A/E shall identify all required permits, easements and requests for utility services in the Design Narrative, as early as possible, including required costs and time/project schedule impacts. The A/E shall consider, as part of their services, the amendment of “General NPDES Permit for Stormwater Discharges Associated with Construction Activities”, PAC 250029. The A/E shall be responsible for all permits, fees and expenses, necessary to obtain an updated NPDES permit. The A/E shall follow the recommendations given by the Erie County Conservation District, and incorporate their recommendations in the construction documents. The A/E shall address in the construction documents, that the Contractor must be made a co-permittee and enter into an agreement with the permittee, the EVAMC.

1.24 General Description of Work & Services:

This Statement of Work (SOW) sets forth the general requirements for the performance of various services required under the contract. Multi-disciplined A/E services are required for the design of this project. Specific disciplines to be provided include, but are not limited to, the following:

(1) General architectural services

(2) Interior design, space planning and systems furniture integration

(3) Electrical engineering

(4) Civil engineering

(5) Structural engineering(to include seismic design)

(6) Mechanical engineering

(7) Geotechnical

(8) Environmental (NEPA assessment and compliance)

(9) Sustainable design and green construction(e.g. LEED, Green Globes (GG), guiding principles compliance (GPC))

(10) Energy engineering, analysis and modelling (eQUEST / DOE2)

(11) Surveying

(12) Compliance inspections (TJC, IBC, NEPA, NEC, VA Standards)

(13) A/E studies, evaluations, surveys, and designs

(14) Landscape/site design and improvement

(15) Landscape preservation and adaptive use

(16) Fire and life safety engineering

(17) Security enhancements and assessments, security system design

(18) Feasibility studies

(19) Preparation of contract documents

(20) Post-construction contract services

(21) Construction inspection services

(22) Phasing Planning for Construction (including making recommendations concerning construction contract arrangements and scheduling that will be advantageous to the VA in terms of cost and timing)

(23) Communications (Data / IT Systems)

(24) Construction phasing and scheduling planning

(25) Cost estimates

(26) Cost engineering (i.e. life cycle cost analysis (LCCA), ROI analysis, savings to investment ratio (SIR) analysis)

(27) Value engineering

(28) Administrative coordination and integration of the various disciplines involved

(29) Construction phase services and computer aided design (CAD) documentation including building information modeling (BIM)

(30) Building Commissioning and Commissioning Planning

(31) Required permits procurement

(32) Asbestos and lead surveys

Submission Phase……………………………….# of days from Notice to Proceed Date

1. All A/E employees and A/E subcontractor employees requiring access to VA information shall complete the following before being granted access:

0. Successfully complete the VA Privacy and Information Security Awareness Course and Rules of Behavior training and annually complete required privacy/security training.

0. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information access.

0. The contractor shall provide to the VA COR a copy of the training certificates for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

1. To complete the training modules:

1. Access courses electronically through EES at the following website: https://www.ees-learning.net/librix/loginhtml.asp?v=librix .

0. After you have gained access to the site, follow procedures to register if you are new user, login using your username and password

0. Click “Available Courses” (left hand column)

0. Enter FY11 in the “Keyword” from the Advanced Search section (center of page)

0. Click “Search”

0. Select VA Privacy and Information Security Awareness and Rules of Behavior FY 11.

0. Print the training certificate at the end of the session or;

0. Review the text version of the training modules and complete the certificates found at the end of the training modules.

1.27 All designs shall comply with applicable sections of VA publications, “Planning Criteria for Medical Facilities”, H-08-9; and “Equipment Guide List", H-08-5, VA Standards and other applicable Federal, State and Local code requirements. The A/E should also follow the Planning and Design Guidelines established in the “Pact Space Module Design Guide”. The A/E will be responsible for a complete functional design and to provide biddable documents that meet all requirements. All technical VA information can be accessed via the Technical Information Library at http://www.cfm.va.gov/TIL/ .

The VA has adopted the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. The standards and references hereby listed are not meant to be comprehensive; they are included to serve as an initial reference for the A/E. The A/E shall cite all standards used in furnished recommendations. The recommendations shall differentiate between best practices and VA policy requirements or external regulatory standards. The A/E shall use professional judgment to cite and reference any additional standards or references that are pertinent to the design analysis being conducted. The A/E shall minimally verify all analysis and design recommendations against relevant regulatory standards and requirements.

(1) Air Conditioning Contractors of America Manual N for Commercial Load Calculations 5th Edition.

(2) AIA/FGI (American Institute of Architects/Facility Guidelines Institute):Guidelines for Design and Construction of Healthcare Facilities2006

(3) 2010 Americans with Disabilities Act (ADA) Standards for Accessible Design

(4) ANSI/ASHRAE Standard 62.1 - Ventilation for Acceptable Indoor Air Quality 2007 (subject to revision)

(5) ANSI/ASHRAE Standard 90.1 - 2007 Energy Standards for Buildings except Low-Rise Residential Buildings shall be used for all minimum energy efficiency standards.

(6) ANSI/ASHRAE Standard 170 - Ventilation of Healthcare Facilities 2008

(7) Architectural Barriers Act Accessibility Standards (ABAAS, 36 CFR Part1191)2004

(8) ASHRAE Handbook of Fundamentals 2005

(9) ASHRAE Handbook of Refrigeration 2006

(10) ASHRAE Handbook of Applications 2007

(11) ASHRAE Handbook of Systems and Equipment 2008

(12) ASME Boiler and Pressure Vessel Code 2007

(13) ASME Code for Pressure Piping 2004 CODES / STANDARDS EDITION

(14) ASPE Data Book, Volume 1: Fundamentals of Plumbing Engineering 2004

(15) ASPE Data Book, Volume 2: Plumbing Systems 2004

(16) ASPE Data Book, Volume 3: Special Plumbing Systems 2004

(17) Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318) 2008

(18) Illuminating Engineering Society (IES), The Lighting Handbook 10th edition.

(19) International Building Code (IBC), with the exception of Chapter 10, unless locally adopted 2009

(20) International Energy Conservation Code (IECC) 2009

(21) International Fuel Gas Code (IFGC) 2009

(22) International Mechanical Code 2006

(23) International Plumbing Code (IPC) 2009

(24) Manual of Steel Construction, Load and Resistance Factor Design

(25) Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC) 2005

(26) NFPA 101 - Life Safety Code 2009

(27) All Remaining NFPA National Fire Codes with the exception of NFPA 5000 and NFPA 900

(28) Current as published in May 2009

(29) National Standard Plumbing Code (NSPC) 2006

(30) Occupational Safety & Health Administration (OSHA) Standards (Healthcare) 2004

(31) Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1 2007

(32) Safety Standard for Refrigeration Systems - ASHRAE Standard 15 2007

(33) SMACNA - HVAC Duct Construction Standards: Metal & Flexible 2005, 3rdEdition

(34) SMACNA - HVAC Air Duct Leakage Test Manual 1985

(35) US Pharmacopeia (USP) Revised General Chapter <797> Pharmaceutical Compounding- Sterile Preparations2008

(36) VA Barrier Free Design Guide, PG-18-13 2007

(37) VA Physical Security Design Manual - Life-Safety Protected 2007

(38) VA Seismic Design Requirements, H-18-8 2008

(39) VA Space Planning Criteria (PG-18-9)

(40) VA Standards for Construction. See http://www.cfm.va.gov/til/ VHA National CAD Standard Application Guide 2006

2.0 GENERAL

2.4 The A/E shall include written Design Narratives, with each submission, describing major architectural design solutions and approaches, as well as technical (structural, HVAC, electrical, energy efficiency, study/evaluation services regarding different options, etc.) solutions considered. For architectural and site design, the Narratives should start from the first submission. For technical aspects of the design, the Narratives should start from the 25% submission phase. Each submission must update what was stated in the prior one. The Design Narrative shall include the assessment of energy efficiency measures devised in the design, as well as a life cycle cost analysis measures considered. It should also include Site analysis, describing solutions proposed for vehicular circulation, parking, sidewalks, pedestrian access, landscaping, lighting and other related issues.

3.0 PRE-DESIGN

3.3.2 The Conceptual Design (C) submission shall be submitted within twenty five (25) calendar days after Notice to Proceed and shall include the following :

a. Three conceptual design options to be presented by the A/E, in person at the VAMC. Include (2) half-size sets and (1) full-size set. All three schematic design options are to be within programmed budget amount.

b. 3D model views, as stated in Section 3.3.3.

c. Narrative description of architectural and site design approaches, including Preliminary Basis of Design.

d. Cost Estimate for conceptual designs and options to be considered.

e. Recommendations of advantages and disadvantages of each design/layout

f. Provide electronic copies of all presented material.

3.3.3 The first submission shall include site plan and 3D massing model views of each layout. Consideration for site access, arrangement of spaces/connections, massing, and scale of addition, in relation to existing Medical Center, shall be addressed. Refer to Section 1.10, for additional information on 3D models and renderings.

3.3.4 There will be a ten (10) calendar day review of the first submission by VAMC.

3.3.5 Submit Basis of Design (BOD) report including:

a. Architectural Design

1) Narrative establishing users' vision, goals, and objectives

2) Programming considerations, including:

· Caseload data as basis for space program determined by SEPS on a departmental basis

· Functional (medical) and physical design program

· Adjacency matrix for major services

· Code analysis to identify design parameters

· Implementation strategies and phasing considerations

4.0 SCHEMATIC DESIGN

a. Construction drawings (2) half-size sets (1) full-size set.

b. 3D renderings, as previously described in Section 1.10, appropriate to this specific design phase.

c. Product Brochure

d. Cost estimates

e. Expanded Narrative, including Phasing Plan.

f. Phasing Plan Diagram.

g. Digital copies of all documents.

1) Preliminary phasing narrative (with preliminary phasing plans for site and building development.

2) Types and quantity of major medical equipment to be accommodated.

3) Preliminary LEED or Green Globe checklist to establish basis for sustainability rating.

4) Summary of building features in tabular form: building height, gross area of expansion and remodeled interior areas, number of exam rooms and other functions within the project, and construction type.

5) Special construction requirements, such as radiation shielding, if required, among others.

6) Physical Security requirements.

b. Interior Design

1) Narrative describing concept for interiors, including furniture and fixtures.

2) Signage and wayfinding concept.

3) Furniture and equipment concept.

c. Space Planning

1) Verification that SEPS program is used as a basis for design.

2) Summary of space by function with net areas, gross area, and net-to-gross ratio by department, net-to-gross ratio for building, and all variations from VA standards. Submit in tabular form with subtotal for each department and common areas such as lobbies, service areas, cafeteria, and canteen.

3) Departmental area tabulations derived from BIM model .

a. Construction drawings (2) half-size sets (1) full-size set.

b. 3D renderings, as previously described in Section 1.10, appropriate to this specific design phase.

c. Marked-up/edited specifications.

d. Cost estimates.

e. Expanded and updated Project Narrative.

f. Phasing plan, applying comments on Phasing Diagram, given during SD2 Submission.

g. Space Planning Plan, including concept explanation on Narrative Document.

1) Phasing narrative

2) Potential option deduct bid alternates for bidding development. The value of the alternates shall represent approximately 10% of the construction budget.

3) Vertical and horizontal expansion opportunities.

b. Critical Path Method

1) Updated Project Master Schedule.

2) Updated Detailed Design Schedule.

3) Updated Schedule Risk Analysis.

4) Phasing narrative.

5) Phasing plans on reduced site plans.

6) Phasing diagram.

7) Phases marked on full size drawings for VA review.

8) Written list of systems, including temporary systems by phase and separated by technical discipline.

c. Interior Design

1) Narrative describing interior design concept, how it meets the needs of the users and the facility, and budget considerations. Discuss appropriateness of materials and color selections, how they address patient needs, how they relate to the overall building design, and their appropriateness for the geographical location of the facility. Note all deviations from PG 18-14.

2) Finishes for typical rooms with preliminary color selections and environmentally sustainable qualities. Notify VA of proposed deviations from PG 18-14.

3) Provide signage/wayfinding concept.

4) Catalog cuts for proposed signage system

d. Space Planning

1) Submit updated summary of space by function with net areas, gross area, and net:gross ratio by department, net: gross ratio for building expansion and remodel, and all variation from VA standards. Include unassigned space, shell space, circulation (horizontal and vertical), and space for future expansion. Indicate variance from approved space program and provide explanation for each variance.

4.3.8 The VAMC will send out drawings and specifications to conduct a third-party Fire and Life-Safety Review of the SD2 submission.

5.0 DESIGN DEVELOPMENT

a. Construction drawings (5) half-size sets (1) full-size set.

b. 3D rendering, as previously described in Section 1.10, appropriate to this specific Design Development phase and to present to the Executive Leadership at the VAMC, as stated in Section 5.2.3.

c. Marked-up/edited specifications (2 copies)

d. Cost estimates (6 copies)

e. Updated Narrative (6 copies)

f. Phasing plan (6 copies)

g. Digital copies of all documents on CD-ROM (2 copies)

a. Architectural Design

1) Option deduct bid alternates with written description. Continue cost evaluation.

2) Updated Room Data Sheets for typical room types in the project that include:

· Minimum room dimensions and clearances.

· Minimum door size, vision panel, and hardware function.

· Fire ratings.

· Casework configuration, construction requirements, and location.

· Utilities (quantity and location): normal power, emergency power, isolated power, UPS, lighting, plumbing fixtures and controls, medical gases, data connections, communications (telephone, nurse call, PA, intercom), HVAC criteria and controls, air filtration and circulation.

· Equipment (fixed and movable) with rough-in requirements. Identify who furnishes and who installs each piece.

· Fixtures and furniture to be accommodated, whether or not part of the contract.

· Special features such as humidity control, eye wash, shielding, among others.

· Locker quantities and type, where it applies.

· Acoustic separation.

· Finishes.

3) Equipment catalog cuts.

b. Critical Path Method

1) Updated Project Master Schedule.

2) Updated Detailed Design Schedule.

3) Updated Schedule Risk Analysis.

4) Identification of anticipated midpoint of construction and escalation factors in determining construction cost.

5) Updated Phasing narrative.

6) Updated Phasing plans on reduced site plans.

7) Updated Phasing diagram.

8) Phases marked on full size drawings for VA review.

9) Written list of systems, including temporary systems by phase, and separated by technical discipline.

c. Interior Design

1) Finish schedule.

2) Finish sample boards.

3) Furniture catalog cuts and materials samples.

4) Fully developed design for lobbies, corridors and other major public spaces. Submit rendered elevations, perspectives or other presentations to describe the materials, lighting, and appearance of those spaces.

5) Signage and wayfinding system, including examples of graphic program.

6) Concepts for color and material palettes.

d. Space Planning

1) Submit report including an update of previously submitted summary of space by function with net areas, gross area, net:gross ratio by department, net:gross ratio for building, listing of deviations from approved VA SEPS space program, and justification for those deviations.

a. Construction drawings (2) half-size sets (1) full-size set.

b. 3D renderings, as previously described in Section 1.10, appropriate to this specific Design Development phase.

c. Marked-up/edited specifications – 2 copies

d. Cost estimates (2 copies)

e. Updated Narrative (2 copies)

f. Phasing plan (2 copies)

g. Digital copies of all documents on CD-ROM (2 copies)

1) Updated room sheets.

2) Medical equipment catalog cuts.

3) Updated and further developed option deduct bid alternates on drawings and in specifications with updated cost evaluation.

b. Critical Path Method

1) Updated Project Master Schedule with increased detail.

2) Updated Detailed Design Schedule with increased detail.

3) Updated Schedule Risk Analysis with increased detail in new risks and mitigation plan.

4) Updated Phasing narrative.

5) Updated Phasing diagram.

6) Written list of systems, including temporary systems by phase, and separated by technical discipline.

c. Interior Design

1) Finish schedule.

2) Finish sample boards.

3) Furniture catalog cuts and materials samples.

4) Signage and wayfinding system.

d. Space Planning

1) Submit the updated narrative Basis of Design (BOD) report including an update of previously submitted summary of space by function with net areas, gross area, net:gross ratio by department, net:gross ratio for building, listing of deviations from approved VA SEPS space program, and justification for those deviations.

6.0 CONSTRUCTION DOCUMENTS

a. Construction drawings (2) half-size sets (1) full-size set.

b. Marked-up/edited specifications – 2 copies

c. Cost estimates (2 copies)

d. Updated Narrative (2 copies)

e. Phasing plan (2 copies)

f. Digital copies of all documents on CD-ROM (2 copies)