36C24918R0145-001.docx

Department of Veterans Affairs TVHS, Murfreesboro Campus Requirements for A/E Services Project 626A4-18-203 Upgrade Elevators

I. GENERAL SCOPE OF WORK:

The consultant shall provide all necessary architectural and engineering services as required to prepare complete contract drawings, specifications, technical reports, and cost estimates, including services throughout construction for "Upgrade Elevators” at the historic Alvin C. York Campus of the VA Tennessee Valley Healthcare System, 3400 Lebanon Pike, Murfreesboro, TN 37129. This project will upgrade the elevator in Building 10 and add additional elevators in both Building 8 & 9. Work includes professional design services of Architects, Structural, Mechanical, Electrical and Plumbing Engineers. Design includes but is not limited to demolition, conveying equipment, architectural, mechanical, plumbing, electrical, controls, security, fire protection, life safety, Industrial Hygiene and estimating.

II. STATEMENT OF PROJECT OBJECTIVES:

It is the intent of the Department of Veterans Affairs to have the A/E fully survey, investigate, and document the existing spaces and utility systems, affected by renovations, to gain the knowledge and insight necessary to prepare quality, accurate documents to accomplish the following:

A. This project will modernize the elevator in Building 10, including all associated components and equipment areas.

B. The upgrade includes total replacement of the traction elevator including hoisting machines, controls/controllers, motor generators, selectors, governors, starters and overload current protection devices and all other components located in the machine room.

C. Upgrade also replaces cars, car platforms, car panels counterweights, sheaves, buffers, door operators, doors, controls, hoist way door interlocks, hoist and compensation cables, cab ventilation units, all signal and operation fixtures and other components located in the hoist way and floors.

D. As part of the modernization, the elevator equipment room shall be evaluated and upgraded, including all components (lighting, HVAC, fire protection, enclosure, etc.).

E. A/E shall visually inspect and evaluate any parts considered for re-use, such as rails. circuit breakers, switchboard panels, disconnect switch, light switches and feeder extension points in the machine room, etc.).

F. This project will install additional elevators in Buildings 8 & 9 per VA elevator design manual and specifications.

G. Project will ensure elevator systems and areas comply with VA Standards / Guidelines / Alerts and all current codes. Design will bring elevator up to the latest editions of A17.1 & A17.2 elevator codes and NFPA 101 life safety codes.

H. Project shall improve the condition of the facility by correcting the deficiency on the Facility Condition Assessment report.

I. Design to meet VA needs, VA space criteria, VA design alerts and VA design standards.

J. All components of the supply, ventilation and exhaust systems will be evaluated and upgraded to meet hospital standards, increase functionality, energy efficiency and building envelope maintenance. Energy efficiency and cost savings shall be considered in all design decisions. Design to applicable sections of the TVHS Energy Requirements and Design Guide for specific energy guidance.

K. Abate asbestos within the confines of the project. The goal is to be 100% asbestos free.

IV. BASIS FOR DESIGN:

V. DETAILED SUBMISSION REQUIREMENTS:

Program Guide PG-18-15, establishes the guidelines for the A/E submissions. Design shall be performed and submitted in accordance with VA AE Submission Instructions for Minor and NRM Construction Program. Refer to (http://www.cfm.va.gov/til/aeDesSubReq.asp). These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances, in which critical decisions need to be made, sufficient and relevant information must be provided timely for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions in regards to the applicability of specific requirements shall be resolved with the medical center staff prior to any submission deadline. Where “days” are stated, this refers to “calendar” not “work” days.

A. At each submission, all drawings and support material shall be dated and appropriately labeled above the title block (the number of submission shall be adjusted according to the project size and scope):

Design Kick-off Meeting

1 Day

Government Review

7 Days

Government Review

10 Days

Government Review

10 Days

Government Review

10 Days

Government Review

10 Days

Government Review

6 Days

B. VA submission review comments may be verbal, noted directly on review sets, or written list. The AE shall be responsible for compiling & addressing review comments. AE shall produce & distribute meeting notes or minutes for VA review immediately after each submission review meeting. The AE is responsible for running the meetings in person at the VA Campus where work is being performed, reproduction of all meeting materials for review and producing the agenda, attendance and full meeting minutes.

C. A/E shall furnish with drawings a separate stamped Life Safety sheet.

D. For each submission, furnish electronic files in the latest version of Microsoft Office and Microsoft Word and/or AutoCAD 2016. Also, submit 3 hardcopies of all drawings. Construction shop drawings are not required to be completed in AutoCAD. Also, submit one half size hard copy of A/E DD and CD submittals for energy review.

E. The 100% construction documents submission will include a full set of construction documents including all disciplines/packages and will be sealed and signed by the Architects and Engineers of Record.

F. The final construction documents submission package will incorporate all VA supplied comments from the earlier submission package reviews.

G. If the final construction documents submission package is not complete, the A/E must resubmit the package in its entirety.

H. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods and systems shown on the construction drawings in accordance with standard professional practice and the resulting contract. The specification submitted for review shall include: The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction.

I. Final bid documents shall be reproduced as part of the contract. To 2 full sets and 2 half set of the Construction Bid Documents are to be delivered to the COR. Electronic files of the Construction Bid Documents will be provided to the COR and Contracting Officer.

J. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the contract requirements.

K. Total time to accomplish Schematics, DDs, and CDs through final reproduced bid documents shall be 180 calendar days from the issuance of the Notice to Proceed. Each submission will require maximum 10 calendar days for VA review. A/E shall prepare a submission schedule based upon their understanding of the design and their staffing workload. The schedule is negotiable so that the timeframes are mutually agreeable to the A/E and VA.

VII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS:

A. Review of Submittals: A/E shall review all material submittals, shop drawings, test reports (as applicable), etc. Reviews shall be completed and submittals returned to the VA Project Engineer within 15 days of the A/E's receipt of the submittal.

B. Review Analysis of Requests for Information, Change Orders, and Costs: A/E shall provide prompt response when contacted by the Contracting Officer, or COR, to review and provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc.

C. The A/E, when requested, shall assist the Contracting Officer and COR to interpret the construction documents and shall: (1) recommend any action(s) deemed suitable for the satisfactory prosecution of the construction work; (2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents; and (3) assess the preparation of Construction Contract Modifications initiated by or through VA to be executed in accordance with the Construction Documents.

D. Site Visits: A/E shall provide 48 site visits (1 person for 3 hours) during the construction period, in addition to pre-bid conferences, in-wall inspection, above ceiling inspections and final inspection. A site visit “unit” is defined as a visit to the site by one individual for any part of a day when requested by the Contracting Officer or an authorized representative. On this job, a site visit should last 3 hours and may require the use of multiple “units” when more than one individual or an extended period is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The Contracting Officer Representative has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the COR of their presence on site, before any work is performed, to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the COR of any deviations or deficiencies, and recommend appropriate corrective actions.

E. "Record Drawings" Requirement: A/E shall revise the solicitation documents if necessary and provide a complete set of all drawings showing actual, completed construction and reflecting any changes incorporated in the work on hard copy and on electronic media. Electronic media drawings shall be in PDF, AutoCAD 2016, and REVIT Architecture 2012 and always electronically stamped. Compatibility means that data can be accessed directly by target system without translation or processing of data files. Final electronic media specifications shall be in Microsoft Word 2016 Format and PDF format.

VIII. MATERIALS TO BE FURNISHED TO THE A/E BY VA:

The following items will be furnished to the selected A/E (if available):

A. Prints and available electronic media of the station utility drawings, site plans, and building floor plans). Station does not have electronic versions of utilities (mechanical, electrical, plumbing, etc.). The accuracy of drawings is not guaranteed and shall be used for general information only. Actual conditions shall be field verified by the A/E.

B. Prints are made available to A/E at Projects Section. A/E is to view drawings needed and may remove (same business day) to make copies at an offsite location.

IX. Geographical Limitations:

A. A/E shall be required to arrive at the Alvin C. York VAMC Campus, Murfreesboro, TN location within four (4) hours when A/E’s presence is requested.

X. ATTACHMENTS

Attachment 1: TVHS Energy Conservation Project Requirements and Design Guide.