36C24520R0082-003.pdf

Architect & Engineer (AE) Statement of Work

Project #581-306

Clinical Services Addition

TABLE OF CONTENTS

Part 1 – Project Description

A. General

B. Background

C. Scope

D. Schedule

E. Basis of Design

Part 2 – Design Period

B. Schematic Design (SD)

C. Design Development (DD)

D. Construction Documents (CD)

E. Bid Documents

F. Cost Estimates

Part 3 – Design and Construction Standards

B. Access to VA Standards

C. Special Provisions for Construction Documents

D. Drawings

E. Specifications

Part 4 – Construction Contract Award Period

Part 5 – Construction Period

Part 6 – AE Contract Close-out

Part 7 – Commissioning Services

PART 1 – PROJECT DESCRIPTION

A GENERAL

This project will construct a new 3-story clinical addition to add 26,000 square feet (SF) of new clinical space and renovate up to 13,700 SF square feet of existing spaces (an additional floor for HVAC system may be required). Architect/Engineer (AE) shall provide complete design services, including geotechnical and civil surveying, Industrial Hygiene services for asbestos and lead based and hazardous materials, construction period services for answering questions during the bidding period and providing clarifying documents as required, review of submittals, responding to RFIs and change orders during construction, conducting site visits and documenting progress during construction. Other than the Emergency Department (ED) location expanding on ground floor and renovation of the main entrance, the AE shall also provide a minimum of 3 conceptual plans with cost estimates for consideration of additional locations attaching to main medical center. This may require becoming familiar with the medical center’s current layout, determining the best location for expansion, and accomplishing conceptual designs for the remaining square footage. It is expected the second floor may extend over the front entrance drive area.

B BACKGROUND

It is anticipated the primary location of the 3-story addition will be located at the front of the medical center and include new main entrance, patient drop off, valet parking, 2-bays for ambulances or a drive thru, and replacement of the existing canopy. Design may incorporate parking spaces as affected. This will require demolition of existing structures for the existing ED expansion, ambulance bay, smoking shelter, and drop off canopy.

C. SCOPE

The ground floor will renovate and expand the existing emergency department, updating with modern finishes and wayfinding to provide a warm and inviting space, as well as relocate the main entrance, canopy, and ambulance bay. The Walk-In Clinic will be relocated adjoining the ED. Other items involve Voluntary Service Information and Coffee Counter, Canteen Service Coffee House, AOD space, Lab, and VA-Police, waiting areas, and former smoking shelter. The new construction may require an elevator. Phasing and maintaining functionality for all existing services, traffic flow, pedestrian flows exterior and interior must be coordinated and planned.

The first floor will house an Integrative Pain Management Center for Physical Medicine & Rehabilitative Medicine Service (PM&R) and service space for Bio-Medical Engineering. The second floor will house several expanded services including Geriatric and Extended Care, Medical Specialty clinics, and Optometry clinic.

Emergency Department: The current ED does not have private rooms or enough space to properly accommodate patient census during peak times. Stretchers are in 55 square foot bays separated by curtains. Conversations are not private, and conversations are easily overheard by patients and visitors in adjoining ED bays. To reduce wait times during peak hours, an office is used as a second triage room, chairs may be used for patients with drips, and stable patients may sit in the main lobby while pending admission. Reconfiguration of this space will better integrate the Walk-In clinic into the triage and ER flow thus making the experience more patient-friendly. The ED does not have a separate waiting area, it is currently located in a combined waiting area in the Medical Center’s main lobby immediately adjacent to the main entrance. This project will increase the number of beds to 15, create all private rooms to mitigate both privacy issues and infection control risk, establish rooms for emerging diseases and mental health care, improve patient flow, establish a second triage room, and create a separate ED waiting area. It is expected to have an entrance for ED and a separate main entrance for the medical center, with the ED becoming the after-hours access.

-15 Monitored patient rooms, 2 shall be negative pressure/decontamination Isolation, 1 for suicide observation, glass visuals, -Ceiling patient lift, Cable TV -Clean and Dirty Rooms -Waiting Area separate from main lobby -2 bay Ambulance Entrance with space for local transport vehicle -Staff Break and Locker Rooms for 40 employees, 12-14 at a time -X-Ray Room and storage for portable machine -ED Clerks MSA area, Nurse Station, Clinical Coordinator, MOD Work Area -Triage Rooms -Medication Room appropriately sized -Nurse Manager office, Assistant Manager office, Chief office -Reusable equipment storage -Linen storage -Staff bathroom with shower -Patient bathroom, adjoining monitored patient rooms (1 per 4) -Walk-In Clinic adjoining with exam rooms, med room, clean supply room and individual waiting.

-Walk-in clinic Check-In area -IT Closet -O2 storage -Bereavement room -Lab draw space -Consultation room with workstation -Patient food area with ice machine and snack trays

Integrative Pain Management Center: The Pain Management Center will provide a coordinated effort for consultation and referral of patients with chronic, non-cancer pain who are not candidates for operative or interventional services. This will not only support those patients going through the Residential Rehabilitation Treatment Program but will also serve as the foundation for providing integrative pain management for patients within the broader VA system.

-Large, centralized waiting room and reception/clerk area -Male/female patient bathrooms with easy access from waiting room -Examination and treatment rooms large enough to fit full size exam/evaluation tables and wheelchairs for MD/mid-level including EMG/NCV capacities, Pharmacy, chiropractic, acupuncture, massage, healing touch, medication room

-General purpose consultation rooms.

-Overhead Lift -Biofeedback treatment room -Physical therapy evaluation rooms with connected gym/functional assessment space -Large multi-purpose room with audio/visual capabilities -medium size conference room -Common area for storage of program files, office supplies, multi-purpose copier -Multi occupancy offices for case managers, support staff (PSA/OA) and unassigned rooms for transient staff/residents -Diagnostic rooms for musculoskeletal, neuromuscular, pain neurophysiology, cardio-pulmonary -Single occupancy offices for program director and specialty providers -Conference room with computer and audio/visual support for interdisciplinary meetings -Clean and dirty utility room, Linen room -Utility support as required -Employee break area for all staff

Geriatric and Extended Care: Exam Rooms and Waiting area should be large enough to accommodate scooters and oversized wheelchairs and stretcher patients

-GEC Waiting Area for 4-7 clinics -Administrative offices for Chief, Administrative Officer, and Clinical Coordinator -Exam rooms and offices for GeriPACT, Palliative Care, and Hospice, for providers, social worker and Psychologist, Nursing RN/LPN -Overhead lift -Check-in for Health Administration Service (HAS) -Pharmacy Exam room, no exam table needed -Conference room, IDTs, family conferences and group visits -CVT/VVC room for appointments by IDT members (Mental Health, Nutrition & Food Service, Social Worker and provider) Patient Bathroom, Staff Bathroom -O2 room Medication room, clean and dirty rooms

Optometry Suite will relocate from existing suite and expand service -Waiting and reception check in area -Exam rooms (20 est.), 2 exam lanes with sinks @ 300sf per provider, no windows, 2 for stretchers -Offices for Chief, multiple providers, a shared office/workspace -Large conference room for 25-30 -Clean and Dirty Room, Medication Room -Employee Break Room -Bathroom for staff and separate for patients

Medical Specialty Clinic:

-Exams rooms all must fit stretcher patients

-Nurse intake rooms

-Clean and dirty supply rooms

Engineering Service: Biomedical Engineering shop

Other Areas Affected by Project:

Voluntary Service:

-Information Center in main lobby at coffee desk with sink and electric and the Red Vest Ambassador program -Supply closet for coffee desk -Supplies storage closet -Wheelchair storage, and if outside- covered and heated

Canteen Service: Existing Starbucks Coffee and Snack Counter, expand and/or relocate

Police Service: Locker Rooms, Operations Office

Laboratory Service: Blood draw

Second Floor of Bldg 12 administrative areas, Arlington Conference Room

D. SCHEDULE:

Final 100% submission of plans and specifications shall be no later than April 5, 2021, prior to entering the construction phase of the contract, lasting until September 30, 2023. Interim dates are negotiable to agreement with AE and VA and documented prior to award. A timeline based on AE contract award of approximately March 2020 is offered below.

During the process of the work the Contracting Officer (CO) and Contracting Officer

Representative will conduct periodic reviews with AE to review progress. AE shall perform the work required within the limits of the following schedule. Time frames from predesign to

100% are negotiable, however procurement and award of construction are critical dates for funding:

Predesign Meeting with VA staff: Day 0

Preliminary Study, Survey Mapping and Geotech (SD or 15%): +45 Days, Day 45

VA Review: +7 Days, Day 52

Submit 30% Design Development (DD) Review Package: +60 Days, Day 112

VA review: + 10 Days, Day 122

Submit 60% Design Development (DD) Review Package: +60 days, Day 182

VA review: + 10 Days, Day 192

Submit 95% Construction Document (CD) Review Package: +60 Days, Day 252

VA Legal/Technical, Fire/Safety/Energy Reviews of 95% Package: +15 Days, Day 267

Submit 100% (CD) Package: +10 Days, Day 277

Procurement of construction: +75 Days, Day 352

Construction Period Services: +730 days

Punch List and As-build: +30 days vhaclakleina Highlight

E. DESIGN ANALYSIS (BASIS OF DESIGN):

Provide design analysis, in letter size format, bound together, and divided into appropriate sections, to be submitted along with drawings, specifications, and cost estimate at each design review submission required by the contract. Each design analysis shall describe in detail with all assumptions identified as follows:

1. Scope of work with specific objectives of the project.

2. Applicable Federal, State, and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage.

3. Design calculations for each discipline (architectural, structural, civil, mechanical, electrical, fire protection, etc.), and all other relevant data.

4. Update the design analysis at each stage of submission and reflect changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between VA and AE.

5. PACT Design

VA Boiler Plant Directive (1810)

VHA Directive 1116, “Sterile Processing Services”

All current OI&T Directives

All current Physical Security Design Manual (PSDM) Directives

VA TIL and/or CFM Design Guide for Office and Space Criteria

PART 2 – DESIGN PERIOD

A. GENERAL

AE shall provide design period services to include drawings, specifications, and cost estimate reflecting specific tasks identified herein, in addition to on-site meetings with professional and administrative staff, site investigative work, review of existing documents, and conversations with maintenance and operations staff. AE shall provide competent design period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines, including but not limited to MEP, structural, fire protection, life safety, and other building/utility systems required.

AE shall develop plans and system schematics for actual in-place components from VA-provided drawings and from field verification on site. Verify existing conditions affecting design on site that may include crawling, use of ladders, selective disruptive research (coordinate with VA), and discussions with engineering personnel. Verify all information provided by VA on record drawings for critical dimensions and components. AE shall consider adjacent systems and components (architectural as well as utility systems) to avoid unforeseen site condition change orders to the construction contract. AE shall verify necessary building architectural and utility system components to provide for a full and complete design of replacement architectural elements and utility system components.

AE shall attend interim review project meetings on site with various VA staff. Record and provide meeting minutes within 36 hours to all attendees for review, comment and concurrence.

Incorporate appropriate comments, finalize the meeting minutes and submit the final meeting minutes within one week of the meeting.

VA is contracting design period services to include Schematic Design (SD) Development, Design Development (DD), Construction Documents (CD), and Bid Documents. All submissions and related work for each design phase shall conform to the requirements in this document and

Program Guide (PG)-18-15, Volume C AE Submission Instructions as modified in this document. See the Access to VA Standards section of Part 3 for webpage to obtain PG-18-15.

Accomplish design using 1/4" scale plans to provide enough area on plans to clearly delineate required work. Use of 1/8" scale drawings may be utilized for hazardous materials, phasing, floor pattern, finish patterns, life safety and fire protection.

Provide a cost estimate for each design review meeting, subject to AE development as design progresses. Provide a cost estimate for each conceptual location.

Note: There is a 6% AE limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, Part 836.606-73.

B. SCHEMATIC DESIGN (SD)

Schematic Design reflect the basic work required to define the design scope of the project;

includes options and what-if scenarios that allow VA to consider potential options for final design; and ensures arrangement of space complements the design scope as opposed to contradicting the design scope. They may consist of 3D sketches to assist professional management staff in realizing the layout.

Schematic Designs vary to meet the specific design scope of the project. An architectural renovation may have a few potential designs represented schematically as concepts of patient/staff flow of people, materials, etc. being considered, but may not provide alternatives for utility systems until later discussions, whereas an infrastructure project renovating and/or replacing utility systems may have a few potential schematic designs representing the types of systems available and their application towards the specific project. AE shall submit the following in a single package and at one time per date identified in contract Special Provisions:

❑ SD submittal package (PG-18-15 Volume C requirements as modified by this document)

❑ Assembled minutes of meetings for work up to SD submission

❑ Completed AE Review Checklist for each applicable design discipline

Schematic comments returned by VA to AE with:

❑ General Comments

❑ Drawing Comments

❑ Specifications Comments

C. DESIGN DEVELOPMENT (DD)

Design Development includes initial work of AE required to represent the project as a set of drawings conveying the major intent of the project work. At this stage of project design, the physical layout of the new work should be shown. AE shall submit the following in a single package and at one time per date identified in contract Special Provisions:

❑ DD submittal package (PG-18-15 Volume C requirements as modified by this document)

❑ Assembled minutes of meetings for work up to DD submission

❑ Completed AE Review Checklist for each applicable design discipline

DD review comments returned by VA to AE with:

❑ Specifications Comments

❑ One Set of AE DD drawings with using Service(s) approval signatures

❑ Estimate Comments

❑ Notes for specification details for potential sole source items such as Johnson Controls, GE

EST3.

D. CONSTRUCTION DOCUMENTS (CD)

Construction Documents submission shall combine updates of all earlier sets of specifications and drawings and any other relevant project information (meetings, other discussions, etc) making up a complete set of project documents. The quality of and level of detail of the CD submission should be such that no further or minimal changes are needed. The CD submission shall incorporate all changes needed from earlier reviews and that a quick review shall show all information is presented in clear and concise format. Discussion of Contractor staging/parking/exterior space usage, management of phasing activities such as control of dust and debris (infection control), etc. shall occur during development of the CD submission. AE shall submit the following in a single package and at one time per date identified in contract

Special Provisions:

❑ CD submittal package (PG-18-15 Volume C requirements as modified by this document)

❑ Assembled minutes of meetings for work up to CD submission

❑ Completed AE Review Checklist for each applicable design discipline

❑ Include summary of staff participating in final drawing and specification quality review and date when check set review was completed.

CD review comments returned by VA to AE with:

❑ Specifications Comments

❑ One Set of AE CD drawings with using Service(s) approval signatures

❑ Estimate Comments

❑ Electronic formats of VA specifications 01 00 00, 01 33 23 and any others required edited specifically for the project

❑ Electronic drawing showing project staging area on VA site plan for AE to include in drawing package at final submission.

E. BID DOCUMENTS

Bid Documents are a complete bound specifications and drawings and electronic media.

Required quantities are indicated below.

AE Provided Project Checklists: AE shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. This checklist will show all products requiring submittals in the form of shop drawings, data sheets, manufacturer cut sheets, etc. as well as all other items shown as required submittal items including, but not limited to, reports, system evaluations, testing, operating and maintenance manuals, etc.

Submission Requirements: AE shall date all material and present the designs on VA standard size drawings that are appropriately labeled, “100% CONSTRUCTION DOCUMENTS” above or beside the VA standard drawing title block.

Provide 2 sets of complete hard-bound technical specifications, 2 sets of full scale drawings, two sets of half scale drawings, 2 checklist, 2 cost estimate to VA Engineering.

Provide 100% drawings for bidding and construction period use by VA in .pdf electronic format.

The drawings shall be combined into VA approved named files (not AE identified project numbers), generally no greater than 5-6mb size. A share-point site or email with hyperlink click and download such as Newforma is encouraged for ease of transfer.

Provide 100% specifications for bidding and construction period use in electronic Microsoft

Word. The various specification sections shall be combined to form one complete document in

VA approved named files (not AE identified project numbers), generally no greater than 5-6 mb file size. A share-point site, or email with hyperlink click and download such as Newforma is encouraged for ease of transfer.

F. COST ESTIMATE

Provide construction cost estimates, submitted along with the design analysis, drawings and specifications, for each design review submission required by the contract. Each estimate shall show the expected construction cost if contractor's bids were submitted on the same date as the estimate. Level of detail for each estimate shall be consistent with degree of completeness of drawings being submitted. Cost estimates shall be broken down into major items of work and will be comprehensive in nature, identifying all areas of cost related to intended construction, and shall show cost of labor and materials separately for each item. Cost estimates shall show at a minimum the item description, the man-hours, the material and labor numbers, the quantity and unit descriptions, and a total before and after mark-ups.

PART 3 – DESIGN AND CONSTRUCTION STANDARDS

A. GENERAL

In the development of submissions AE firm shall utilize certain VA and other design and construction criteria. The design is not limited to these items and should be the result of compliance with applicable codes and standards, the user requests, and AE creativity:

• VA Design and Construction criteria in the Technical Information Library (TIL), including planning, design, and construction items such as: Design Alerts, Design and

Construction Procedures, Design Guides, Design Manuals, Equipment Guide List, Master

Construction Specifications, Room Finish and Door Hardware Schedule, Space Planning

Criteria, etc.

• The Joint Commission Organization Accrediting Healthcare systems requirements shall be considered.

• NFPA Codes including, but not limited to: NFPA 101, Life Safety Code; NFPA 99, Healthcare Facilities; NFPA 70, National Electrical Code (NEC)

• Compliance to all known applicable codes shall be reflected in the completed design and construction contract documents.

• National Elevator Code

Resolve conflicting criteria with VA.

VA continually updates information in the Technical Information Library (TIL) used in project design. AE shall review the guidelines in the TIL and incorporating the applicable criteria into the design and construction documents. The following section, Access to VA Standards, provides World Wide Web addresses for the TIL and commonly used VA standards and references.

B. ACCESS TO VA STANDARDS

The following are World Wide Web addresses to commonly used VA standards all links can be found through searching the Technical Information Library (TIL):

Technical Information Library (TIL) home page ................................ http://www.cfm.va.gov/TIL/

Accessibility information (PG-18-13) .......... http://www.va.gov/facmgt/standard/accessibility.asp

AE Design Submission Requirements (PG-18-15) .... http://www.cfm.va.gov/til/aeDesSubReq.asp

AE Quality & Design Alerts ..................................................... http://www.cfm.va.gov/til/alert.asp

Design & Construction (PG-18-3) ......................................... http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/ http://www.va.gov/facmgt/standard/accessibility.asp http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/TIL/cPro.asp

Design Guides (PG-18-12) ................................................... http://www.cfm.va.gov/til/dGuide.asp

Design Manuals (PG-18-10) .............................................. http://www.cfm.va.gov/til/dManual.asp

Environmental Compliance program (PG-18-17) ... http://www.cfm.va.gov/til/spclRqmts.asp#EC

Equipment Guide program (PG-18-5) .................................. http://www.cfm.va.gov/TIL/equip.asp

Master Specifications Index (PG-18-1) ................................. http://www.cfm.va.gov/TIL/spec.asp

National CAD Standards and Details (PG-18-4) ............... http://www.cfm.va.gov/TIL/sDetail.asp

Room Finishes, Door and Hardware Schedule http://www.cfm.va.gov/til/room/RoomFinishes.pdf

Signage Program .................................................. http://www.cfm.va.gov/til/spclRqmts.asp#SIGN

Space & Facility Planning (PG-18-9) .............................. http://www.cfm.va.gov/TIL/planning.asp

Technical Summaries ..................................................... http://www.cfm.va.gov/til/techSumm.asp

Sustainable Design Manual (April 2014)…………. http://www.cfm.va.gov/til/sustain.asp

285: Sterile Processing Servic……. https://www.cfm.va.gov/til/dGuide/dgSPS-Log.pdf

VHA Directive 1116(2)

Additional and detailed design information is not limited to the links provided.

C. SPECIAL PROVISIONS FOR CONSTRUCTION DOCUMENTS

AE is responsible for professional quality and technical accuracy in providing VA with documents.

Services include but are not necessarily limited to:

1. Contract administration

2. Civil design documents in detail of construction documents including all hydrology and hydraulics, topographic and boundary survey mapping, assumed and calculated values for road design, mass haul diagram, geotechnical information, environmental study, and all required permits.

3. Structural design documents in detail of construction documents including all structural plans, elevations, sections, details, schedules, calculations to size all structural components.

4. Electrical design documents in detail of construction documents including all plans, elevations, sections, details, diagrams, schedules, showing transformers, electrical vaults, power distribution systems, lighting, and signal systems.

5. Cost estimates at each review submittal phase showing detail quantities. Advise VA at earliest opportunity when project is over budget. No provision will occur for additional expense for redesign in later reviews.

6. Specifications for all sections of the work utilizing VA Master Specifications from website. Coordinate specs and edit for project application

7. Presentation and review submissions. Meeting with owning service hospital representatives, and field technical personnel.

http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/spclRqmts.asp#EC http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/spclRqmts.asp#SIGN http://www.cfm.va.gov/TIL/planning.asp http://www.cfm.va.gov/til/techSumm.asp http://www.cfm.va.gov/til/sustain.asp https://www.cfm.va.gov/til/dGuide/dgSPS-Log.pdf

8. Project phasing shall be developed to coordinate work with other construction activities, and to minimize disruption of normal operations of VA.

9. Quality Assurance and Quality Control (QA/QC). Develop and execute and demonstrate to VA the project plans and specifications have gone through QA/QC review with all disciplines and partners.

D. DRAWINGS

Drawings shall be based on standard VA guidelines. Drawings shall be normally in plan view, at a scale where work required is clear, legible, and easy to interpret.

All original drawings shall be based on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/4" = 1'. Details shall have a minimum scale of 3/4" = 1'-0", and if possible, larger. Drawings shall be independent for demolition, architectural, mechanical, electrical, structural, civil, etc., and shall show, on separate views, required demolition and reconstruction details for each function. Drawings shall be prepared using "Autocad" 2013 or earlier and plotted on 30" x 42" polyester film sheets.

Final drawings shall bear VA title block and nomenclature on polyester sheets. Drawings shall be on the same type and size sheets. All views, elevations, sections, etc., shall be complete to ensure total contractor compliance without any ambiguities, or subject to various interpretations. All drawing required are to show existing conditions as of the date of the design submission.

All sheets of drawings shall contain AE official stamp with professional seal and signature along with the name and address of the firm.

E. SPECIFICATIONS

Specifications shall be based on VA Master Construction Specifications. Specifications shall be prepared and submitted individually in latest version of Microsoft Word. AE shall review and edit applicable sections of the specifications for completeness, relevance, and correctness. The intent is to provide specifications suitable for the project intention and detailed enough to enable the contractor to perform the work in the simplest and practical manner. Where a particular item is referenced in the specifications, consult with Engineering for direction on which item to select. The contractor shall not be provided options or choices to make selection from, but must be provided the specific selection. AE shall obtain the name and type of specialty materials and equipment required for use on the project. All items shown in the specifications shall, if named specifically by brand or trade name, carry the statement "or approved equal" with salient characteristics listed. Exception may occur due to previously purchased or installed items interacting with new construction. In this situation, items used should be the same as existing or matched accordingly. Information on such items shall be provided by VA.

Construction tolerances shall be specified in detail in all specification sections or identified on plans.

Legal precedence of "specifications over drawings" shall not be used to resolve design ambiguities between drawings and specifications, or to justify omission of drawings or notes necessary needed for clarity. Contradiction, ambiguity, or statements subject to various interpretations, shall be corrected to reflect a single clear intention.

PART 4 – CONSTRUCTION CONTRACT AWARD PERIOD

AE shall provide technical design services during the period of Construction Contract award.

These services shall include, but is not limited to:

1. Attendance at pre-bid meetings

2. Review of construction contractor’s price and/or proposal.

3. Providing technical information needed to answer questions

4. Providing technical information needed to issue amendments.

PART 5 – CONSTRUCTION PERIOD

AE shall provide competent construction period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines included in development of the project. Additional construction period services shall include:

1. Review of shop drawings and submittals

2. Review of change order proposals and RFI's.

3. Use on online project management system to track submissions such as RFI’s, shop drawings, and submittals. System is to be like or equal to Newforma.

4. Proposal shall include firm fixed price to conduct Six (6) on-site interim construction inspection visits as requested by VA. Attend meetings with contractor and VA as required, and provide complete written report of visit, or meeting. Team shall consist of three (3) technical team members at their discretion or at VA request; one member must be the project manager. One visit will be considered the final inspection for the project.

5. AE is welcome to visit site upon request of COR during any time of construction process without further compensation described above.

6. Pre-final and final inspections and preparation of itemized punch-list for project completion requirements

PART 6 – AE CONTRACT CLOSE-OUT

VA will obtain hand written, legible, as built plans from the contractor and forward to AE.

AE shall submit the record drawings showing any changes or modifications to the Bid

Documents reflected on the hard-copy set of “as-builts” provided by VA; Drawings shall be individually marked “Record Drawing” and submitted in a single package as follows;

Drawings in AutoCAD (DWG) format of the entire project on CD.

1. All drawing objects shall be removed. (e.g. Revit, Desktop, etc.)

2. All drawings must plot properly using the NCS.ctb plot file.

3. Provide a copy of AE firms typical CTB file and user information.

4. Drawings shall represent final project with all demolished and/or removed items deleted from the .dwg files

5. All drawings must be on the VA Cad Standard Layering convention.

Drawings in an Adobe Reader (PDF) format of the entire project.

1 set of full size 30 x 42" polyester file reproducible.

PART 7 – AE COMMISSIONING SERVICES

Commissioning services shall be accomplished by AE and performed by a licensed and certified commissioning agent who is regularly performing such services, either on staff or by sub-consultant to AE.

A. Scope of Work: The Commissioning (Cx) Contractor shall provide all resources necessary to accomplish the deliverables described herein. The purpose is to provide VA with commissioning (Cx) services associated with the installation of multiple energy-using systems at the site. These systems are new, not previously commissioned or re-commissioned/retro-commissioned. These systems are being installed at the facility under multiple initiatives typically following the completion of design and/or construction work of various capital projects. The objective is to ensure VA receives maximum benefit, e.g. savings, from newly installed or otherwise modified energy-using equipment related to this project.

B. Deliverables provided by the Cx hall be of original production, professionally assembled and/or presented, meet reasonable standards for completeness, and be sufficiently detailed to convey the concepts and ideas to the VA Medical Center. Guidance documents describing and/or showing level of detail required in deliverables include, but are not limited to, Department of Veterans Affairs requirements for Commissioning found at the VA Technical Information Library (TIL) including: Special Requirements:

Commissioning http://www.cfm.va.gov/til/spclRqmts.asp#Cx; and VA Master

Specification 01 91 00 General Commissioning Requirements http://www.cfm.va.gov/TIL/spec.asp.

C. Background:

1) Commissioning and acceptance testing is integral to the design and construction process, not additive.

2) Whole project commissioning is intended to begin at the initiation of design with the goal of enhancing the ability of the design and construction team to meet demanding building performance requirements while maintaining project budget and schedule.

The Commissioning Agent (CxA) is charged with identifying the ‘performance impacts’ of all significant design and construction decisions so VA can make informed decisions when budget, schedule or convenience impact the outcome of a project.

http://www.cfm.va.gov/til/spclRqmts.asp#Cx http://www.cfm.va.gov/TIL/spec.asp

3) Commissioning during construction shall continue with the goal of ensuring the construction team meets designed requirements for installed systems identified during project design.

4) The Whole Building Design Guide (WBDG), a program of the National Institute of

Building Sciences (NIBS), http://www.wbdg.org/project/buildingcomm.php makes the following points regarding the Commissioning Process:

Commissioning is an all-inclusive, quality assurance-based process for working with project teams and documenting the planning, delivery, verification, and managing risks to functions performed in, or by, facilities. Commissioning ensures building quality using design review, and in-field or on-site verification. Commissioning also helps to maximize energy efficiency, environmental health and occupant safety. The process improves indoor air quality by making sure the building components are working correctly and that the plans are implemented efficiently and effectively.

Commissioning delivers preventive and predictive maintenance plans, tailored operating manuals and training procedures for all users to follow. Essentially, the commissioning process formalizes review and integration of all project expectations during planning, design, construction, and occupancy phases by inspection and functional and performance testing, and oversight of operator training and record documentation.

D. General Requirements:

1. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

2. Acronyms applicable to this contract for Cx services are found in VA Whole Building

Commissioning Process Manual (11/01/2013) and/or VA Master Specification 01 91 00

General Commissioning Requirements (most recent issue date).

3. Definitions applicable to this contract for Cx services are found in VA Whole

Building Commissioning Process Manual (11/01/2013) and/or VA Master Specification

01 91 00 General Commissioning Requirements (most recent issue date).

4. The agenda at any meeting following an initial meeting shall include review of minutes of the most recent meeting including comments provided by attendees.

Approval of most recent meeting minutes by attendees is required prior to moving onto further meeting agenda business.

1. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

A. Complete all work tasks and provide all deliverables identified further in this document in section SCOPE OF WORK – TASKS AND DELIVERABLES

B. Complete all work under this contract in accordance with the identified roles and responsibilities of the Cx Contractor identified further in this document in section

ROLES AND RESPONSIBILITIES, PARTS 1 – 8 (All PARTS 1 – 8 or only PARTS

6 – 8) as identified above for the specific systems or capital projects.

2. SCHEDULE FOR DELIVERABLES

http://www.wbdg.org/project/buildingcomm.php

A. The Cx Contractor shall complete the Date Delivered for each deliverable specified.

B. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.

C. If, for any reason, any deliverable cannot be delivered within the scheduled time frame, the Cx Contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. If deliverable cannot be delivered within the scheduled time frame, compensation may be taken from the Cx Contractor.

D. Where a written milestone deliverable is required in draft form, the VA – CO and/or

Contracting Officer Representative (COR) – will complete their review of the draft deliverable within ten (10) calendar days following the date of receipt. (Day 1 is the first business day after draft is received.) The Cx Contractor shall have ten (10) calendar days to deliver the final deliverable from date of receipt of the Government’s comments. (Day 1 is the first full business day after comments are received.)

E. The COR shall instruct the Cx Contractor to deliver draft milestone deliverables with regard to scheduled annual leave and/or sick leave. The purpose of this instruction is to ensure the COR reviews the information prior to or after periods of scheduled leave so as to meet the ten (10) calendar day review period.

F. If for any reason any written milestone deliverable cannot be reviewed by the COR and delivered back to the Cx Contractor within the scheduled time frame, the COR is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. If deliverable cannot be delivered within the scheduled time frame, compensation may be due to the Cx Contractor.

3. CHANGES TO STATEMENT OF WORK

A. Any changes to this SOW shall be authorized and approved only through written modifications to the contract by the CO. A copy of each modification will be kept in a project folder along with all other products of the project. Costs incurred by the Cx

Contractor through the actions of parties other than the CO shall be borne by the Cx

Contractor.

B. Changes to this SOW, e.g. additional requirements, may form a basis for equitable adjustment. Cx Contractor shall inform both CO and COR jointly and immediately if, in the Cx Contractor’s opinion, work underway or requested is interpreted as a change to the

SOW.

C. Adjustments to task and deliverable completion dates necessary to meet identified requirements within the described sequence of tasks and deliverables shall not be a basis for equitable adjustment.

7. REPORTING REQUIREMENTS

A. The Cx Contractor shall provide the COR with monthly written progress reports (original plus one copy). The progress report is due to the COR by the second workday following the end of each calendar month throughout the project's duration. Note: The COR is required to provide monthly progress reports to the Contracting Officer by the fifth workday of the new calendar month.

B. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. The progress report shall include an up to date Attachment A showing all deliverables provided to CO and

COR. The progress report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation.

8. TRAVEL

A. Travel and per diem shall be included within the fixed firm price of Cx services. Travel and per diem for attending meetings on site at VA Medical Center and for conducting

Commissioning site activities shall be itemized by activity to allow review of submitted invoices.

B. The terms and conditions of the Federal Travel Regulations shall apply to all travel and travel-related matters authorized herein. All other travel expenses shall be without additional expense to the Government.

9. NOT USED

10. CONTRACTOR EXPERIENCE REQUIREMENTS

A. The CxA, both the firm and individual designated as the Commissioning Agent, shall be certified by at least one of the following entities: the National Environmental Balancing

Bureau (NEBB), the Associated Air Balance Council Commissioning Group (AABC), the Building Commissioning Association (BCA). Certification(s) shall be valid and active. Proof of certification(s) shall be submitted to the CO and the COR three (3) calendar days after the Notice to Proceed.

B. The Cx Contractor must inform the CO and COR jointly when personnel are removed from the contract for any reason.

C. If a key person becomes unavailable to complete the contract, proposed substitutions of key personnel shall be made to the CO and COR for review and approval. Approval of substitute key personnel shall be made by the CO with notification to COR and Cx

Contractor.

11. CONFIDENTIALITY AND NONDISCLOSURE

A. It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Cx Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the Cx Contractor.

Any request for information relating to this contract, presented to the Cx Contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

SCOPE OF WORK – TASKS AND DELIVERABLES – PARTS 1 – 8

The Commissioning Agent shall provide all work to complete Commissioning Task Description and provide

Commissioning Deliverables identified in the chart below (pp. 7– 25) for the scope tasks identified in 4. SPECIFIC

MANDATORY TASKS AND ASSOCIATED DELIVERABLES.

Note: The scope tasks in 4. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES may be all PARTS 1 – 8 or may be only PARTS 6 – 8.

Commissioning Agent Task/Deliverables Description

Pre-Design Phase

Project Phase/ Cx Task

Commissioning Task Description Commissioning Deliverables

1. PART 1: PRE-DESIGN PHASE (MILESTONE = START TO SCHEMATIC STUDY ACTIVITIES

COMPLETE)

A. Pre-Design Commissioning Kickoff Meeting

Conduct Pre-Design Commissioning Kickoff Meeting with the VA and the Design Team.

Establish Owner’s Project Requirements (OPR), goals, objectives, and preliminary schedule.

Establish commissioning goals and objectives.

Establish the purpose and proposed process for commissioning the project.

Establish the individual roles of each participating commissioning team member.

Establish systems to be commissioned and preliminary acceptance criteria.

1.Draft Commissioning Plan

2.Meeting Minutes

3.Preliminary Owner’s Project Requirements

B. Schematic Submission Review

Complete a thorough commissioning review of the submittal documents and submitted criteria to establish the systems to be designed and installed in compliance with the Owner’s Project Requirements (OPR).

Documents provided to the Commissioning Agent should include, A/E Preliminary Study as well as other pertinent documents.

1.Preliminary Phase Commissioning Issues Log

Design Phase

Project Phase/ Cx Task

Commissioning Task Description Commissioning Deliverables

2. PART 2: DESIGN DEVELOPMENT (DD) PHASE (MILESTONE = POST-SCHEMATIC TO

APPROX 35% DESIGN COMPLETE)

A. Design Submission Review

Complete a thorough commissioning review of the submittal documents and submitted criteria to establish the systems to be designed and installed in compliance with the Owner’s Project Requirements (OPR).

Documents provided to the Commissioning Agent should include, A/E Design Narrative, calculations, room locations and preliminary layouts and other submittal documents required by PGA 18-15, as well as other pertinent documents.

1.Design Phase Commissioning Issues Log

B. Design Narrative

Review and Reconcile the A/E Design Narrative. Narrative should incorporate OPR requirements from VA Standards and other Project Documents. Design Narrative should describe designer’s approach to the project requirements.

A/E Design Narrative can include both the Owner’s Project Requirements (OPR) and the Basis of Design (BOD) information. Likewise separate documents can be developed and retained in the project record.

1.Design Phase Commissioning Issues Log (e.g. issues with Design Narrative, other)

C. Commissioning Plan

Develop the Project Design Phase Commissioning Plan that outlines process requirements, deliverables, roles, responsibilities, schedule and milestones.

Provide a copy of the Commissioning Plan to the A/E. The A/E will incorporate the Commissioning Plan into the A/E Design Narrative as described in PG 18-15

1.Project Design Phase Commissioning Plan

D. Duration Schedule for Commissioning Activities

Based on the Project Design Phase Commissioning Plan, prepare a duration schedule for the design phase commissioning activities required by the commissioning plan.

This duration schedule should include Design Phase Activities. The Duration Schedule should provide sufficient detail to comply with the A/E Team CPM scheduling requirements as outlined in PG 18-15.

1.Design Phase Commissioning Duration Schedule – Incorporate into Commissioning Plan

Project Phase/ Cx Task

Commissioning Task Description Commissioning Deliverables

E. Commissioning Specifications

Provide Draft Commissioning Specifications Sections utilizing the VA Master Construction Specification. Specifications shall be submitted in accordance with the requirements of PG 18-15.

Provide a Specification Coordination Matrix that outlines the commissioning-related language that needs to be included in the individual equipment and technical specifications.

1.Draft Commissioning Specifications

2.Specification Coordination Matrix for Commissioning Agent/A/E coordination.

F. Design Review Meeting

Attend and participate in DD Design Review Meeting. Provide clarifications for identified Commissioning Issues as appropriate.

Incorporate other comments or issues identified at Review Meeting that impact project commissioning into Commissioning Issues Log.

1.Revised Design Phase Commissioning Issue Log.

(Note that resolution of some issues may be deferred to later design stages.)

G. Design Phase Controls Meeting

Meet with the Design Team and VAMC to develop HVAC and other system control strategies, sequences of operation, trending, and alarms.

The Commissioning Agent acts as a advocate for the VAMC and the facilities operations staff to assist the Design Team in developing realistic operating strategies and sequences of operations that will enable the facilities operations staff to operate the building systems to sustain the operational, energy and other systems parameters throughout the project life cycle.

1.Meeting Notes

H. Develop Preliminary Pre-Functional Checklists (PFC’s)

The Commissioning Agent will prepare Preliminary Pre Functional Checklists (PFC) for type of system to be commissioned and distribute to all Cx Team members for review and comment. A completed PFC indicates the system and its related equipment is ready for Systems Functional Performance Testing.

Preliminary Pre-Functional Checklists shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

1.Preliminary Pre Functional Checklists (PFC’s)

Project Phase/ Cx Task

Commissioning Task Description Commissioning Deliverables

I. Develop Preliminary Systems Functional Performance Test (FPT’s) Procedures

Based on the systems to be commissioned and the systems shown in the DD submittal, the Commissioning Agent will prepare Preliminary Systems Functional Performance Test Procedures (FPT’s).

Preliminary FPTs shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

1.Preliminary Systems Functional Performance Test Procedures (FPT’s)

J. Design Phase Issue Log Resolution

Update the Commissioning Issues Log by recording resolutions to identified Commissioning Issues.

Commissioning Issue Log

3. PART 3: CONSTRUCTION DOCUMENT (CD) PHASE (MILESTONE = APPROX 60 % - 75%

DESI…