STATEMENT OF WORK_508-23-109 - Architectural Planning Study.docx

550-13-102 Renovate B58-5- Endoscopy Suite December 30, 2022 Modification #003

STATEMENT OF WORK

PROJECT NO: 508-23-109

PROJECT NAME: Architectural Planning Study

ESTIMATED CONSTRUCTION COST: N/A

I. General Description:

Provide professional services to prepare healthcare facility planning documents that include Facility Master Plan, Facility Space Inventory, and Construction Planning/Programming documents for the Atlanta VA Health Care System (AVAHCS) Main Campus located at 1670 Clairmont Road, Decatur GA, 30033 and Gwinnett County. The planning project areas include the construction planning for the CLC Building Replacement Facility (+/- 170,000 SF) and the Gwinnett County Health Care Center (+/- 232,000 SF) with 66 CLC beds, 29 PACT teams and Geriatric Research Education and Clinical Center (GRECC). The final construction program documents will consist of planning narrative descriptions of the work, functional space programs for design, functional conceptual layouts, phasing plans, and project planning cost estimates. Additional deliverables include the assessment of existing space allocation and future space needs for existing areas in Building 1 (A, B, and C), Building 3A Data Center, and Modular Building M at Atlanta Veterans Administration Medical Center (VAMC). Other services include reviewing current VA provided strategic planning and market assessment documents, developing planning assumptions based on information gathered from document reviews, site visits, service line stakeholder interviews, and facility planning meetings.

A. Provide Facility Master Plan: Review current AVAHCS Main Campus strategic planning documents, to be provided by AVAHCS to determine current strategic priorities, strategic initiatives, fundamental services, future market analysis, and VHA Operating Rational and Basis of Criteria predicated on established and/or anticipated best practice standards, as adapted, to provide environments supporting the highest quality healthcare for veterans. Provide updated Facility Master Plan.

B. Provide Facility Space Inventory: Services to also include assessment of existing space allocation and future space needs for existing areas within Building 1 (A, B, and C), at Atlanta Veterans Administration Medical Center (VAMC). The space programming should clearly outline space requirements, measured against available resources. The A/E shall determine the amount of space available, the type of space available, the general condition and limitations of the space, and the utilization of space including specific activities necessary to support the functions.

C. Prepare Construction Programming Documents: The A/E shall prepare construction programming documents for the following project study areas:

a. Project Study Areas: Prepare project specific programming documents. Review and evaluate strategic planning user requests, interview stakeholders, conduct site visits, perform space and project planning studies to produce planning narrative descriptions of the work, functional area layouts and phasing plans, and program cost estimates for the following project areas:

· AVAHCS – CLC Building Replacement Facility.

· Gwinnett CBOC for 29 PACT Teams, 66 bed CLC, Geriatric Research Education and Clinical Center (GRECC).

· Atlanta VAMC, Building 1C, 3rd Floor, Vacant MEP Space for SCMS, HTM and Administrative Use.

· Atlanta VAMC, Building 1C, 5th Floor, Vacant Space for Clinical Use.

· Atlanta VAMC, Building 1C, 6th Floor, Space to be vacated for “508-22-105 Construct 6th Floor Short-Stay CLC 20-Beds” for clinical use.

· Atlanta VAMC, Building 1A, “508-22-700 EHRM Infrastructure and Data Center Upgrades”.

· Atlanta VAMC, Modular Building M, Lease Termination Plan.

II. Justification:

A. AVAHCS – CLC Building Replacement Facility: A planning study is needed to determine the highest quality and best use of the former Eagles Nest CLC Building D and underutilized space in Building 1C, 3rd and 5th floors on the AVAHCS campus. New services to be included in the replacement facility include Women's Health Clinic, Graduate Medical Education (GME), Education and Training Center, consolidated call centers, VA Community Care (VACC) and facility administrative space for Primary Care and Medical Specialty services. Consolidated administrative space may allow the cancellation of three (3) existing administrative leases. Professional services are needed to prepare planning documents to support a major project.

B. Gwinnett CLC/CBOC/GRECC: A planning study is needed to determine the preferred layout, program and associated costs for replacement CLC beds, GRECC and CBOC PACT teams due to patient growth and the demolition of the Eagle's Nest (Building D). Professional services are needed to prepare planning documents required to support a major construction or lease project.

C. Atlanta VAMC, Building 1C, 3rd Floor: VAMC Atlanta, Building 1C, 3rd Floor, Vacant MEP Space for SCMS, HTM and Administrative Use. Professional services are needed to prepare planning documents required to support a NRM construction project.

D. Atlanta VAMC, Building 1C, 5th Floor: VAMC Atlanta, Building 1C, 5th Floor, Vacant Space for Clinical Use. Professional services are needed to prepare planning documents required to support a NRM construction project.

E. Atlanta VAMC, Building 1C, 6th Floor: VAMC Atlanta, Building 1C, 6th Floor, space to be vacated for “508-22-105 Construct 6th Floor Short-Stay CLC 20-Beds for clinical use. Professional services are needed to develop a relocation plan for the displacement of current business occupancy.

F. Atlanta VAMC, Building 1A, 3A105: Additional space is needed to accommodate a planned EHRM data center expansion and upgrade from 688 SF to 2,511 SF. Professional services are needed to develop a relocation plan for the displacement of current business occupancy in Room 3A121, HBPC Office.

G. Atlanta VAMC, Modular Building M: Additional space is needed to accommodate the planned lease termination and displacement of current business occupancy (6,138 SF).

III. Submittal Requirements (Deliverables):

A. Quality Control Plan (QCP) – Submit A-E’s quality control goals, procedures, and checklist to be implemented by the design team for this delivery order.

B. Updated Facility Space Inventory C. The following construction programming documents shall be provided for each of the project study areas:

a. Narrative Description of the Work – Based on investigation, provide:

i. A written narrative describing the proposed work defined in the project.

ii. Description of the location where the construction will take place (if applicable).

iii. Description of the work to include construction phasing requirements to maintain services during construction.

iv. Description of impacts needed to temporarily relocate functions.

b. Functional Area Layout and Phasing Plans – Provide space layout showing proposed location and functional areas, flow circulation, adjacencies, and space needed for walls, mechanical, electrical, and telephonic equipment, and public areas and toilets. Plans defining layout of the space and construction phasing to confirm initial fit and location for construction planning purposes.

c. Functional Space Program - Defining each functional space requirement by number of occupants and square footage relative to the existing space available and new space required. Establish net assignable square-footage (NASF). Utilizing VA Space and Equipment Planning System (VA-SEPS), develop functional space program based on specific information about mission, workload projections, and staffing levels authorized using standardized set of criteria parameters.

d. Program Cost Estimates – Conceptual estimate based on the description of the project and limited drawings defining space layout of the work. The cost estimate shall be a square-foot estimate of the contract cost at award to be paid to the contractor utilizing current cost, plus escalation to estimated bid date (3 years for Non-Recurring Maintenance (NRM) projects and 10 years for Major Construction projects). A design contingency allowance based on a 0% level of design completion and estimator’s confidence level should be included in the current and escalation cost.

D. Basis of Study (10%) - The Basis of Study submittal is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concepts are fully understood and that the subsequent study details, and their ultimate presentation in the final plan in reports, will be based on sound architectural and engineering decisions. It is expected by this submittal, the A-E shall have performed (at a minimum) the following tasks:

a. Reviewed the VA provided future space driver needs, such as service line defined continuum of care, workload and staffing projections (such as the number of beds, PACT teams, etc.). The A-E will provide a blank survey of requested projections for the VA to fill out as the method for providing the requested service line projections.

b. Coordinated with VA personnel to develop a listing of all planning assumptions and constraints. Generated in a collaborative method with VA personnel a list of necessary interviewees to ensure that critical stakeholders are included.

c. Facilitate a series of planning meetings to include a 3-day planning charrette with all critical stakeholders to preform analysis and determination of needs to develop options for the master plan. Evaluate site locations, which involve validation of existing space allocation of the services in Building 1, areas A, B and C, the service locations for Women’s Health Clinic, Graduate Medical Education (GME), Education and Training Center, Call Centers, VA Community Care (VACC).

d. Report shall incorporate VA provided projections of service line future needs and specific reports such as any past master planning reports, risk and vulnerability assessments, and facility condition assessments. Submission shall include basis of study outline, summery of gathered data from interviews, existing space allocation drawings of Building 1 (A, B and C), Project Study Areas, VA-SEPS generated departmental gross square footages based on data gathered, GAP comparison of existing spaces in Building 1 to VA-SEPS allocated spaces, recommendation of space use Building 1, area C floors 3 and 5 vacant area based on GAP, VA-SEPS program requirements for service lines to be provided in new construction on the Gwinnett Campus.

E. Schematic Study (35%) - The Schematic Study submittal is a narrative presentation of facts, sufficiently complete, to demonstrate that the Basis of Study results are being further developed for the project areas. Conceptual drawings of the facility master plan, initial project listings and initial cost estimates will be included. It is expected by this submittal, the A-E shall have performed (at a minimum) the following tasks:

a. Propose Functional Space Programs, Draft Narrative Description of the Work, Conceptual Floor Layouts/Blocking Diagrams, and Program Cost Estimates

b. Proposed Functional Space Programs shall be developed for projects in alignment with the functional space program (VA-SEPS program).

c. Evaluation of GAP comparison to be provided outlining existing allocated space, VA-SEPS authorized departmental space and the proposed planned departmental space in the Proposed Plan.

d. Information shall be revised to incorporate VA comments from the 10% submission.

F. Development of Study (65%) - The Development of Study submittal is a narrative presentation of facts, sufficiently complete, to demonstrate that the Schematic Study results are being further developed for the project areas. Refined design drawings, project listing and cost estimates of the facility master plans will be included as well as preliminary findings. It is expected by this submittal the A-E shall have performed (at a minimum) the following tasks:

a. Functional Space Programs, Draft Project Narrative Description of the Work, Conceptual Floor Layouts, Phasing Plans, and Program Cost Estimates.

b. Functional Space Programs shall be developed for projects in alignment with the functional space program (VA-SEPS program).

c. Evaluated GAP comparison defining existing allocated space, VA-SEPS authorized departmental space, and the proposed planned departmental space in the Proposed Plan.

Information shall be revised to incorporate VA comments from the 35% Schematic Study submission.

G. Study Review (95%) - The Study Review submittal is a narrative presentation of facts, sufficiently complete, to demonstrate that the study objectives have been integrated into the facility master plans. Completed drawings, project listings and cost estimates of the facility master plan will be included. It is expected by this submittal the A-E shall have performed (at a minimum) the following tasks:

a. Prepared pre-final Functional Space Programs, Draft Project Narrative Description of the Work, Conceptual Floor Layouts, Phasing Plans, and Program Cost Estimates.

b. Prepared pre-final Functional Space Programs shall be developed for projects in alignment with the functional space program (VA-SEPS program).

c. Continued evaluation of GAP comparison to be provided defining existing allocated space, VA-SEPS authorized departmental space and the proposed planned departmental space in the Proposed Plan.

Information shall be revised to incorporate 65% submission review comments.

H. Final Study (100%) – The Final Study submittal is a narrative presentation of facts, sufficiently complete, to demonstrate that any required revisions to the Study Review submittal have been completed and integrated into the master plan. Final drawings, project listings and cost estimates of the facility master plan. It is excepted by this submittal the A-E shall have performed (at a minimum) the following tasks:

a. Incorporated all previous VA comments

b. Provided formal final printed master Plan Report Booklet, bound with a protective cover, 4 booklets.

I. Certification & Accreditation (C&A) requirements – The C&A requirements do not apply, a security accreditation package is not required.

IV. Submittal Formats: Submittals shall be submitted in electronic format only, unless specifically required to be in hard copy format as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), Moving Pictures Experts Group-4 (.mp4), and AutoCAD (.dwg) files are acceptable formats. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A-E shall be responsible for providing:

A. Meeting/Conference Minutes - Meeting minutes for all formal meetings and conferences held with the VA. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

B. Site Visit Reports - Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

C. Construction Cost Estimates - Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated December 1, 2021. This document is available on the TIL at https://www.cfm.va.gov/til/ae/CostEstimatingManual.pdf. All estimates in any of the electronic formats listed above.

D. Quality Assurance/Quality Control (QA/QC) Plan - All documents in any of the electronic formats listed above two (2) paper bond sets of documents.

E. Basis of Study (BS) - All documents in any of the electronic formats listed above three (3) paper bond sets of documents.

F. Schematic Study (SS) - All documents in any of the electronic formats listed above three (3) paper bond sets of documents.

G. Development of Study (DS) - All documents in any of the electronic formats listed above three (3) paper bond sets of documents.

H. Study Review (SR) - All documents in any of the electronic formats listed above three (3) paper bond sets of documents.

I. Final Study (FS) - All documents in any of the electronic formats listed above three (3) paper bond sets of documents.

V Schedule, Meetings, and Site Visits SUBMISSION AND COMPLETION SCHEDULE ( 336 Calendar Days) PLANNING CHARRETT and QUALITY CONTROL PLAN Conduct initial document review and on-site 3-day planning Charrette. The planning Charrette may be divided into multiple meetings at the discretion of the AE. The AE will provide an executive out brief on the final day of the charrette. Submit Quality Control Plan (QCP) 6 weeks from NTP

BASIS OF STUDY DOCUMENTS

Deliver 10% development of study documents to VAMC and

SCHEMATIC STUDY DOCUMENTS

Deliver 35% development of study documents to VAMC and

DEVELOPMENT OF STUDY DOCUMENTS

Deliver 65% development of study documents to VAMC and

STUDY REVIEW DOCUMENTS

Deliver 95% study review documents to VAMC and

FINAL STUDY DOCUMENTS (CD) – Includes Project Manual Deliver final study 100% documents to VAMC and

Deliver corrected 100% final study document

The A-E shall provide design planning personnel for physical site visits during the contract performance, in the quantities estimated below. The attendance required for each visit shall be determined based on the need expressed by the COR.

ESTIMATED TRAVEL PER-DIEM DAYS, TRIPS, LODGING NIGHTS AND RENTAL CAR DAYS

Discipline

Kick Off Meeting (Man-Days)

3-Day Charrette (Man Days)

10% BS

(Man-Days)

35% BS

65% SS

(Man Days)

95% SR

100% FS Study (Man-Days)

Project Manager

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