P09_Final_SOW_-_626A4-19-101_AE_Renovate_Ward_1B.docx

Department of Veterans Affairs TVHS, Murfreesboro Campus Requirements for A/E Services Project 626A4-19-101 Renovate Ward 1B

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 "Renovate Ward 1B” at the historic York Campus of the VA Tennessee Valley Healthcare System, 3400 Lebanon Pike, Murfreesboro, TN 37129. This project will completely renovate the ward to meet VA standards. Work includes professional design services of Architects, Mechanical, Electrical, IH, Structural, and Plumbing Engineers. Design includes, but not limited to, demolition, architectural, mechanical, plumbing, electrical, industrial hygiene, and fire protection.

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, in order to gain the knowledge and insight necessary to prepare quality, accurate documents in a professional and competent manner. The project description, justification, and additional objectives are as follows:

A. This project will increase efficiency through a more functional layout and address inpatient privacy and accessibility (UFAS) issues through improvements such as converting substandard/shared bedrooms to private bedrooms with handicap accessible bathrooms, enhance patient accessibility, and correct other conditional/ functional issues.

B. Heating, Ventilation and Air Conditioning systems will be re-designed, correcting FCA (Facility Conditions Assessment) deficiencies and bringing the system up to VA Guidelines. Renovated space will meet American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) 90.1.

C. Project will remove outdated pneumatic controls and convert to DDC which will integrate into the head in system.

D. This project will bring all lighting up to the energy/ facility standard.

E. Outdated electrical systems will also be re-designed to correct Facility Condition Assessment deficiencies.

F. This project will remodel the Interior to be aesthetically pleasing and replace worn and outdated finishes.

G. This project will remove any asbestos or hazardous material that may be within the proposed space.

H. This project will bring nurse call system up to current VA standards. Construction Complete Revised I. This project will upgrade the security system to meet the VA Physical and Information Security Design Guides.

J. This project will correct data or data closet deficiencies.

K. This project will provide greater energy conservation measures.

L. This project will provide new Signage and wayfinding within scope.

M. This project will commission the newly renovated space.

III. JUSTIFICATION

Ward 1B is approximately a 18,000 NSF medical/surgical inpatient bed unit that was last renovated in 1985. The unit has a mixture of single and double occupancy rooms and (20) total bathrooms with (12) being shared between multiple patient rooms. Over 60% of the existing bathrooms are non-ADA compliant. There are currently no security cameras in the Ward 1A. All the finishes are obsolete and badly worn.

This Ward has outdated Data and electrical infrastructure that must be brought to current VA specifications. The current un-ducted heating and return air system is a violation of hospital standards, and presents an infection control, industrial hygiene and personal comfort issue.

The project will correct or partially correct the following Facilities Condition Assessment (FCA) deficiencies: 203382, 334242, 334243, 334244, 334245, 334284, 334287, 334298, 60845, 283143 and 60848. Outdated electrical systems will also be replaced to correct Facility Condition Assessment (FCA D #60838 & 60841) deficiencies.

2. The complete site survey work shall include a thorough investigation of existing conditions, affected by renovations, to accurately document and convey space dimensions for measured drawings, all utilities for affected areas, and utilities that traverse through affected areas, typical construction type and variations, and finishes. This information provides the necessary base drawings for the Schematic Development phase of Design Development.

C. The A/E shall provide three (3) interior design color boards for VA review, discussion and selection. The color boards will be updated and re-submitted with final revision.

D. The AE will provide an Interior Designer with a NCIDQ Certification to coordinate all aspect of the interior design. All finishes must be approved by the VA interior Designer.

N. IRM closets will be brought to VA specifications. Controls and HVAC will also be correctly integrated into the IRM Data closets to control temperature and humidity.

V. BASIS FOR DESIGN

A. Department of Veterans Affairs standards may be obtained from the Internet at http://www.cfm.va.gov/TIL/ and referencing VA Office of Construction & Facilities Management Design Guides and Design Safety Alert Patient Safety in VHA Bathrooms - http://www.cfm.va.gov/TIL/dAlert/dAlert142.pdf.

B. Design shall conform to the latest 003C2B-DA-142 (06-01-14) Patient Safety in VHA Bathrooms - For Immediate Application on All Current Projects http://www.cfm.va.gov/TIL/dAlert/dAlert142.pdf C. Compliance to these standards, National Fire Codes, Uniform Building Codes, and OSHA Standards will be reflected in the completed design and construction documents. Refer to VA Construction Standard CD-30. Comply with ADA, ABA, UFAS, and VA PG 18-13 design standards.

D. The A/E shall design for a total construction budget to be given when awarded but will be in the range of $7,000,000 to $8,000,000. The A/E design and estimate shall identify 20 percent of the total construction budget as viable deductive construction alternates by areas of work and/or phases. This will require individual estimates by clearly defined easily deductible areas or work.

E. Comply with current applicable state, local, & federal building codes as well as codes from other recognized authoritative bodies; including but not limited to Associated Air Balance Council (AABC), American Concrete Institute (ACI), Acoustical and Insulating Materials Association (AIMA), American National Standards Institute (ANSI), American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), American Society of Mechanical Engineers (ASME), American Society for Testing and Materials (ASTM), The Building Officials and Code Administrators International (BOCA), Gypsum Association (GA), International Building Code (IBC), NEC, NFPA, National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), OSHA, Standard Building Code (SBC), Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA), The Uniform Building Code (UBC), and Uniform Federal Accessibility Standard (UFAS), & Architectural Barriers Act Accessibility Standard (ABAAS), and other applicable codes. Comply with VA HVAC Design Guidelines at www.cfm.va.gov/til/dGuide/dgMH.pdf. Indoor air quality requirements must be met / maintained, such as outside air percentages, air changes / CFM, and humidity. Design shall maintain building envelopes to prevent moisture infiltration and possible mold growth.

F. Comply with VHA National Center for Patient Safety. http://www.patientsafety.va.gov/ G. Comply with VA TIL, PG-18-3, Design and Construction Procedures http://www.cfm.va.gov/TIL/cPro.asp H. Comply with VA TIL, PG-18-15, AE Design Submissions and Review. http://www.cfm.va.gov/til/aeDesSubReq.asp (Click Minor and NRM Projects).

I. Any deviation from project requirements, standards or specifications shall be requested in writing and approved by VA. The deviation request shall include item for which deviation is requested and the reason or justification for deviation.

J. Comply with TVHS Energy Requirements and Design Guide (revision September 2014, attached). See ASHRAE 90.1-2010 for energy requirements.

K. Insure proper life safety and VA accessibility requirements. Code Analysis will be clearly defined on the Index Sheet of the Construction Documents. There shall be a stamped life safety sheet.

L. The awardee shall design within the construction budget provided at the time of contract award. The A/E design and estimate shall identify 20 percent of the total construction budget as viable deductive construction alternates by areas of work and/or phases. This will require individual estimates by clearly defined easily deductible areas or work.

M. Comply with the Physical Security design manuals for VA Facilities. This is a Mission Critical Facility. http://www.cfm.va.gov/til/spclRqmts.asp#PHS.

N. The required stamp of the licensed architect and/or engineer of record will be considered as certification of compliance with the contract requirements for that document. The registered individuals who will stamp the final construction bid documents shall be the same lead designers that accomplish the assessments, surveys, interviews and design work.

VI. 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 has to be provided timely in order 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

7 Days

Government Review

7 Days

Government Review

7 Days

Government Review

7 Days

Government Review

7 Days

Total Days

A. 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. A design meeting (with lead designer “in person”) will be required for each submission on site.

K. A/E shall develop and execute a Quality Assurance (QA) plan that demonstrates the team approach and methodology for design review and improvements and code compliance, including fully documented comments / issues and resolutions / corrections. The QA process shall drive design review, improvement and code compliance, including fully documented comments / issues and resolutions / corrections. The QA plan shall be submitted to the VA along with the project schedule and shall describe each QA task that will be taken during the development of the various design submission packages, including review of submissions. The design QA effort shall be led by a senior design engineer and a senior architect and shall include senior designers for each trade. VA COR shall be invited to all QA meetings and reviews. Completion of each QA task shall be initialed and dated by the responsible QA team member. A 100% completed QA review shall be submitted with each A/E design submission, including the final construction bid document submission package. Cost review and cost control shall be part of each phase of the QA process and each design submission. The QA process shall produce deliverables included with each submission package, including but not limited to redline mark-ups and QA issue tracking sheets and a QA overview/narrative. QA teams shall review issues with the design team, so corrections are made prior to submission of each package. QA team shall be involved throughout design, installation, inspection, and testing. A final QA report shall include an overview/main narrative, designer certification letters of compliance for each discipline/trade, and final inspection list and tracking sheet of corrections.QA team leaders shall maintain a tracking sheet, mapping all code compliance issues from inception, review and resolutions. Tracking sheet line item activities shall include, date, issue, review and decision, responsible A/E designer and satisfactory resolution. Since the A/E is solely responsible for the design, ‘VA Directed’ shall not be an acceptable explanation of compliance or resolution. The QA team leaders shall simultaneously copy the VA COR and Contracting Officer when producing/conveying any QA work product, (correspondence, observation lists, tracking, etc.). Any issues shall be discussed in group meetings and resolved to the satisfaction of the designers and QA team, then incorporated into the upcoming design submission package.

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

C. For each submission, furnish electronic files in the latest version of Microsoft Office and/or AutoCAD 2016. PDF’s of the specifications will also be furnished. Submit 2 hardcopies of all drawings (one of which will be half sized). Construction shop drawings are not required to be completed in AutoCAD.

D. 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.

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

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

G. 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 and three (3) interior design color boards.

H. 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.

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

J. Total time to accomplish Schematics, DDs, and CDs through final reproduced bid documents shall be 245 calendar days from the issuance of the Notice to Proceed. Each submission will require maximum 7 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 7 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. RFI response time shall be 3 to 5 days.

C. 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 of time 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, in order 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.

D. 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.

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 (bond) copy and on electronic media. Electronic media drawings shall be in AutoCAD 2016 and always electronically stamped. A/E shall load and demonstrate full AutoCAD compatibility at VA site. Compatibility means that data can be accessed directly by target system without translation or processing of data files. Problems shall be corrected to satisfaction of VA. Final electronic media specifications shall be in Microsoft Word 2016 and Adobe PDF.

F. The A/E will provide third party commissioning of all the systems constructed and/ or modified by the design of Renovate Ward 1B, including but not limited to, HVAC, Controls, Nurse call, Med-Gas, Phone and Data.

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.

C. The TVHS Energy Conservation Project Requirements and Design Guide will be provided to the selected A/E.