595-600_BH_PC_Building_SOW.docx

Lebanon VA Medical Center Lebanon, Pennsylvania

ARCHITECT/ENGINEER

SCOPE OF WORK FOR

Construct New Behavioral Health/Primary Care Clinic 595-600

-- Services -- Provide professional Architect/Engineer (A/E) services to include:

· Site investigation - architectural, structural, mechanical, electrical, plumbing, site surveys, etc.

· Construction drawings and specifications

· 3rd Party cost estimates

· Cost estimate of expected construction cost at the end of each phase

· Construction period services - review of submissions, provide recommendations regarding contractor change proposals, visit site per VA's request and add to drawings as-built conditions from contractor's record drawings and VA correspondence during construction. A/E shall review all construction change orders and provide an independent cost estimate on each change order request. A/E shall respond on site within a twenty-four-hour period when requested and shall provide site visits as requested during construction.

· Infection Control Risk Assessment (ICRA) including a drawing and specification

· A pre-construction risk assessment (PCRA) (Appendix G)

-- Project Scope --

GENERAL:

Provide a full set of construction documents for a project to construct a new consolidated Behavioral Health and Primary Care Building. The desired outcome is a PACT Clinic style layout and approx. 16,000 square feet in space.

SPECIFICS:

This project involves constructing a new Behavioral Health/Primary Care(BH/PC) Clinic. Major elements of work shall include, but are not limited to:

· Provide a full set of construction documents for the BH/PC Clinic.

· A covered entry, site parking, and road access will be addressed with this project.

· The architect will plan the final location for the building. The building will be in the proximity of Building 17. https://v2.interactive.medmaps.com/site/lebanonva

· Design and construction work will be coordinated with other active projects at the Medical Center. The main projects to coordinate with is the “New Entry Building 17” and “Construct Community Living Center(CLC)”.

· Other options as determined by design meetings for efficient delivery of service.

· Design and construction work shall be coordinated with other construction projects ongoing at the hospital. A list of current projects will be provided upon approval of the 35% submission.

· Provide heating, ventilation, and air conditioning (HVAC) and controls that meet current American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) and VA standards. Design shall provide variable air volume (VAV) systems with direct digital control (DDC) and individual room controls. New control system shall be compatible with current facility HVAC control system.

REQUIREMENTS:

· Design will meet the guidelines per the PACS design guide: https://www.cfm.va.gov/til/dGuide/dgPACT.pdf

· Perform all services in accordance with the current VA Building Information Modeling (BIM) Manual and current VA Drawing Deliverable Requirements: https://www.cfm.va.gov/til/projREq.asp

· All designs shall be compliant with space criteria referenced in VA space planning criteria: http://www.cfm.va.gov/til/space.asp.

· Ensure patient privacy criteria are met (e.g. computerized information, patient privacy, Health Insurance Portability and Accountability Act).

· The design shall meet all VA Physical Security Standards. The area in this design is considered “Mission Critical” and the appropriate guide shall be followed. If a section of the manual cannot be met, the A/E shall notify the VA immediately, and assist the VA in the security waiver process. The Physical Security Guidelines can be found at this link: http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

· Design and construction work shall be coordinated with other construction projects on-going at the hospital. A list of current projects will be provided upon approval of the 35% submission.

· A/E shall use most current healthcare delivery processes and the VA design criteria as a guide. The direction that fits the situation the best will be used in the design.

· If shutdowns are required during construction, a full shutdown plan shall be included in the design. Shutdown plans shall include the particular energy source to shut off (e.g. breaker, valve, etc.) and what area, outlets, utilities and/or equipment the shutdown affects. The specific name of the energy source to be shut off shall be identified, for example: “panel H1L1, breaker 2” for electric, or “Valve 3-f” for a water source, etc. Drawings and a written narrative shall be provided.

· A Leadership in Energy and Environmental Design (LEED) Silver Rating is desired with the construction. A rating will not be sought, but practices will reflect LEED Silver requirements. Proof of possible LEED credits shall be provided.

· Bid Alternates/Deducts shall be designed into the project to decrease the price of the project 20%.

· The design shall meet the Site Development Design Manual requirements: https://www.cfm.va.gov/til/dManual/dmSITE.pdf

· The design shall meet the Architectural Design Manual requirements: https://www.cfm.va.gov/til/dManual/dmARhosp.pdf

· The AE shall insure all National Fire Protection Association (NFPA) Life Safety Code requirements are maintained through a phasing plan.

· A/E shall use most current healthcare delivery processes and the VA design criteria as a guide. The direction that fits the situation the best shall be used in the design.

A/E shall be responsible for providing certified industrial hygiene services to perform asbestos survey investigations, bulk sampling, development of specifications and drawings, and construction period services. All designs shall be accomplished in accordance with VA guidelines and specifications, and program guides PG-18-1 thru PG-18-17, which are available on the Internet at http://www.cfm.va.gov/til/. A/E shall pay particular attention to Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA), International Building Code (IBC), Environmental Protection Agency (EPA), VA guidance, and VA space criteria - http://www.cfm.va.gov/til/space.asp. SPECIAL NOTE: Be reminded that the VA guidelines are just a guide, and the project is not bound by them. If current healthcare trends dictate a different design approach is needed, we will follow that approach.

A/E shall be responsible for providing all services necessary for design of this project, e.g. structural, industrial hygiene, mechanical, electrical, etc.

-- Site Investigations -- EXPECTATION: A/E shall make site visits as necessary to survey existing conditions.

Make site visits as required to determine existing as-built conditions affecting this project. Note: Information including drawings and other documentation provided to the A/E is used as reference only. All additional references and specifications are available in VHA’s Technical Information Library at address http://www.cfm.va.gov/til/ . A/E shall field verify every aspect that relates to the project, including all dimensions, wall layouts, capacities, etc. A/E shall coordinate visits with the Contracting Officer’s Representative (COR) as assigned after award. The A/E shall arrange for and oversee the performance of such investigations as required for the proper design of the project.

AutoCAD background drawings will be provided by the VA upon request.

-- Design Review Schedule -- EXPECTATION: Submit review package so they are received on or before the noted day. All days below are calendar days.

Construction Documents (CD) 1 - 65% Design 56 Days after receipt of NTP

(4 sets of drawings and 2 sets of specifications shall be furnished by the A/E)

Completed bid documents are expected within 280 calendar days of Initial PDT meeting. The A/E shall provide a submission schedule at the PDT meeting.

The government will have 14 days to review each design submittal.

Note: A Notice to Proceed (NTP) shall be given during the first PDT Meeting and then again after government acceptance, but before the beginning, of each subsequent submittal. A/E shall be required to attend and take minutes of each Project Design Team (PDT) Meeting. Minutes shall be submitted electronically to the COR and Contracting Officer within three business days of each meeting.

-- Design Requirements/Submissions --

EXPECTATIONS: Submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/til/aeDesSubReq.asp and the current VA BIM Manual. Please pay specific attention to the schematic, design and construction submission requirements.

Deliver all design packages in person directly or by traceable carrier to the COR on the established dates to allow the VA Project Design Teams to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information as follows and as outlined in the attachments for each submission. Information required for each submittal is outlined in Program Guide PG-18-15 Volume C November 2008. The manual is available at the following address: http://www.cfm.va.gov/contract/ae/aesubmin.doc

Schematic Submission: See Appendix B Schematic Submission Requirements

· All items required by PG-18-15 Volume C Schematic Submission.

· Provide at least three proposed layouts for areas shown in Appendix A and as outlined at the initial PDT meeting. More layouts shall be required if the provided layouts do not meet the needs of the medical center.

· Budget estimates for each proposed layout.

· Recommendation of advantages and disadvantages of each layout and preferred A/E layout with reasoning. Achieve a consensus on design approach before proceeding to 35% design.

· Provide two high resolution renderings showing interior and exterior spaces for each schematic. Location shown on the high-resolution renderings must be approved by the COR.

Design Development 35%: See Appendix C, 35% Submission Requirements.

· All items required by PG-18-15 Volume C Design Development and the current VA BIM Manual.

· Identify Working Drawings scope within the construction budget.

· Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, EPA, National Electrical Code (NEC), NFPA 101 Life Safety Code

· Prepare design calculations.

· Identify potential bid deduct alternatives

· Initial draft of shutdown plan.

· Initial draft of flushing plan.

· Identification of potential LEED points.

· Identify phasing requirements for construction and their implications to the VA. Construction of project to be performed in a manner that makes phasing to be a minimal impact to the VA.

· Address all comments from the Schematic review.

· Identify scope within the construction budget.

· Identify applicable alternative energy sources.

· Provide two high resolution renderings showing interior and exterior spaces. Location shown on the high-resolution renderings must be approved by the COR.

Construction Documents 65%: See Appendix D, 65% Submission Requirements

· All items required by PG-18-15 Volume C Construction Documents and the current VA BIM Manual.

· Complete all discrepancies found during 35% PDT meeting into plans and specifications.

· Revise and update cost estimate.

· Preparation of project scope for Federal Business Opportunities (FBO)/negotiated advertisement and account for any bid deduct alternatives developed in the 35% design submission.

· Finalize phasing plan for construction

· Design all finishes, required submittals.

· Updated draft of shutdown plan.

· Updated draft of flushing plan.

· Updated Identification of potential LEED points.

· Submit exterior and interior board and include labels with manufacturer, color choice, etc. for an easy cross-reference during construction submittal review. The board should include all finishes.

· Provide one set of life safety drawings for review by VA Safety and Fire Protection reviewer. (Electronic)

· Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

· Provide 5 high resolution renderings showing interior and exterior spaces. Location shown on the high-resolution renderings must be approved by the COR.

Construction Documents 95%: See Appendix E, 95% Submission Requirements

· All items required by PG-18-15 Volume C Construction Documents and the current VA BIM Manual.

· Complete all discrepancies found during 65% PDT meeting into plans and specifications.

· Revise and update cost estimate.

· Preparation of project scope for Federal Business Opportunities (FBO)/negotiated advertisement and account for any bid deduct alternatives developed in the 65% design submission.

· Finalize phasing plan for construction.

· Final submission of shutdown plan for review.

· Final submission of flushing plan for review.

· Identification of potential LEED points.

· Address all comments from the VISN Safety & Fire Protection Review and forward to VA COR electronically within 5 days of receipt.

· Exterior and Interior board to be finalized/revised as necessary and include labels with manufacturer, color choice, etc. for an easy cross-reference during construction submittal review. The board should include all finishes.

· Provide five final high-resolution renderings showing interior and exterior spaces. Location shown on the high-resolution renderings must be approved by the COR.

Final Bid Documents Submission, Compact Disc (CD): See Appendix F, Bid Documents Submission Requirements Submit a complete document of all contract requirements for approval signatures as required in PG-18-15 Volume C for Bid Documents and the current VA BIM Manual. Continue to update and submit until approved.

-- Construction Period Services -- Expectations: Respond to submittals and other requests in a timely manner.

Provide services:

· Assist the VA to determine whether the contractor or subcontractor meets qualification requirements, support by written recommendations of any problems or litigation encountered in past based on first-hand knowledge.

· Review all submissions and provide recommendations to the VA within five calendar days upon request.

· Review and provide replies to contractor generated Requests for Information (RFI) when required by the project manager within 5 days.

· Review contractor’s change order request and provide an independent cost estimate for each change order request.

· Review contractor's cost estimates and provide recommendations to the VA.

· Make 40 site visits at the request of the VA and prepare written reports to include agreed upon changes in design as determined necessary during the construction. Visits made based on errors and omissions in design will be at no cost to the VA.

· Participate in partial/final acceptance inspections as scheduled and generate punch list items for completion.

· Prepare as-built drawings on original set with A/E’s stamp, based on record drawings that the contractor kept during construction and with correspondence performed during construction. Transpose contractor’s as-builts to AutoCAD 2013 and provide a set of updated as-builts and specifications on CD within 30 days to the COR. Update the BIM model as outlined in the current VA BIM Manual and provide to the COR within 30 days.

· Post-construction and weekly project meetings are required –Telephone or Site Attendance (when directed by the Contracting Officer) is mandatory for all weekly meetings to address concerns and issues.

· For Change orders – that are caused by design errors the AE is responsible for generating the Scope of Work, specifications, drawing revisions / sketches and IGE as well as reviewing the contractor pricing.

Appendix A Project Area

Building 17

Appendix B Schematic Design Development Submission Requirements Deliver the following (labeled with Schematic submission) and include this attachment as a checklist with your submission:

· 3 copies of narrative report forwarding the schematic submission addressing items listed in the design requirements and any additional A/E recommendations

· 3 sets of architectural floor layouts for each option being considered based on space required and VA space criteria. Make a recommendation on the most efficient and effective floor layout and the reasons for the preference. Show equipment to be used in each room/area. All drawings shall be 1/8” scale.

· 1 set of architectural renderings of the proposed area for each option.

· 1 copies of the preliminary cost estimate for each option being considered.

· 1 CD containing

· All drawings in AutoCAD 2013 and in Portable Document Format (PDF).

· All specifications in Microsoft Word 2010 or higher

Appendix C 35% Design Development Submission Requirements Deliver the following (labeled with 35% submission) and include this attachment as a checklist with your submission:

· 3 copies of a narrative report forwarding the design develop 35% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

· 3 sets of all drawings required by project.

· 3 copies each of the draft shutdown and flushing plans.

· 1 set of architectural renderings showing the look of the exterior and interior spaces of the building.

· 1 copies of updated itemized cost estimate by specification section or trade (labor, material and equipment)

· 2 copies of VA Master Specifications list of specification sections (Index) to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification.

· 1 CD containing

· All drawings in AutoCAD 2013 and in PDF form.

· All specifications in Microsoft Word 2010 or higher

· Architectural Renderings of internal and external spaces

Appendix D 65% Construction Documents Submission Requirements Deliver the following (labeled with 65% submission) and include this attachment as a checklist with your submission:

· 3 copies of a narrative report forwarding the design develop 65% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

· 3 sets of all drawings updating all previous comments required by project.

· 1 copies of updated itemized cost estimate by specification section or trade (labor, material and equipment)

· 3 copies of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

· 3 copies each of the shutdown and flushing plans.

· 1 additional electronic copy each of the custom edited VA Master Specifications and drawing as specified above are to be delivered to the COR so that it can be sent to an independent Fire Protection Engineer. A letter of transmittal signifying delivery shall be forwarded to the Contracting Officer.

Also include the agreed upon, by the A/E and COR, 35% comments with replies to the Fire Safety Professional Engineer.

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

· 1 CD containing

· All drawings in AutoCAD 2013 and in PDF form.

· All specifications in Microsoft Word 2010 or higher

Appendix E Construction Documents 95% Submission Requirements Expectation: Submit complete bid document for final review prior to solicitation

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

· 3 copies of a narrative report forwarding the design develop 95% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include finalizing bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

· 3 sets of all drawings updating all changes required by project.

· 2 copies of final itemized cost estimate organized by specification section (labor, materials and equipment). Include dollar amounts for each bid deduct alternative.

· 2 copies of final project specification prepared including a master submittal list in the specifications.

· 3 copies each of the final shutdown and flushing plans.

· 3 copies each of the edited VA Master Specifications for sections to be used for project, Index and a master submittal list under Spec Section 01340 of all the submittals required by the specifications.

· 1 additional electronic copy each of the custom edited VA Master Specifications and drawings as specified above shall be delivered to the COR so that it can be delivered to the Independent Fire Safety Professional Engineer. A letter of transmittal signifying delivery shall be forwarded to the Contracting Officer. Also include the agreed upon, by the A/E and COR, 65% comments with replies to the Fire Safety Professional Engineer.

· 1 copy of final color board showing the finalized interior design scheme (fabrics, finishes, furniture layout and plans) for each area, include an inventory of materials/manufacturers recommended for use for approval and prepared for order by the VA Interior Designer. The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

· 1 set of HIGH RESOLUTION Architectural Renderings. These shall be presented to the Project Manager on poster board as individual pieces, 36” x 24”

· 1 CD containing

· All drawings in AutoCAD 2013 and in PDF form.

· All specifications in Microsoft Word 2010 or higher

· All High Resolution Architectural Renderings

Appendix F Bid Document Submission Requirements Expectation: Continue to submit until all changes are incorporated by the A/E for final signature prior to solicitation. Upon approval duplicate copies as required.

· 1 set of all drawings required by project, produced on AutoCAD 2013 software for final markup of any changes prior to signature.

· 1 copy of final project specification (2 bound) including a master submittal list in the specifications.

· 1 CD containing

· All drawings in AutoCAD 2013 and in PDF form combined into a single document.

· All specifications in Microsoft Word 2010 or higher and in PDF form combined into one document.

· Submittal Spreadsheet – identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification.

· Interior Design finish summary containing the approved submittal information. This at a minimum shall include sufficient information to order/make repairs, i.e. color, manufacturer, item number, etc.

· All High Resolution Architectural Renderings.

· Shutdown Plan

· Flushing Plan

· The Revit file for the project.

· All requirements outlined in the current VA BIM Manual

· Upon signature approval, provide 5 sets of final Contract Documents on a CD (complete with VA signed Cover Sheet). Provide three- ½ size set of final drawings. The documents on the CD shall contain two files, one full drawing file and one full specification file.

Appendix G

Pre-Construction Risk Assessment Form (PCRA) – attached separately.

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