36C25024R0098- 2.1 PRE-SOLICIATION NOTICE.pdf

Presolicitation Notice

Presolicitation Notice

DESCRIPTION

SCOPE OF WORK FOR

ARCHITECTURAL AND ENGINEERING SERVICES

PROJECT NAME: REPLACE GREASE TRAP AND SEWER MAIN

PROJECT NUMBER: 538-25-202

VHA NRM CONSTRUCTION PROGRAM

DEPARTMENT OF VETERAN AFFAIRS (VA)

VETERANS HEALTH ADMINISTRATION (VHA)

VETERANS INTEGRATED SERVICE NETWORK (VISN) 10

CHILLICOTHE VA MEDICAL CENTER (VAMC)

17273 STATE ROUTE 104

CHILLICOTHE, OHIO 45601

DOCUMENT DATE: 19 DECEMBER 2023

CHILLICOTHE VAMC MISSION: OUR MISSION IS TO HONOR OUR VETERANS’ SERVICE

AND SACRAFICES BY PROVIDING EXCEPTIONAL CARE

REPLACE GREASE TRAP AND SEWER MAIN PROJECT: 538-25-202

VAMC CHILLICOTHE, OHIO A/E SCOPE OF WORK

CHILLICOTHE VAMC VISION: OUR VISION IS TO BE A HEALTHCARE PROVIDER OF

CHOICE FOR VETERANS; IMPROVE VETERAN’S QUALITY OF LIFE BY ENHANCING

SERVICES, ACCESS AND SAFETY; AND TO BE THE WORKPLACE OF CHOICE.

TABLE OF CONTENTS

1. GENERAL

1.1. GENERAL FEE PROPOSAL REQUIREMENTS

2. DESCRIPTION OF PROJECT

2.1. BACKGROUND:

2.2. NEW CONSTRUCTION:

2.3. DEMOLITION

3. A/E TECHNICAL SERVICES:

3.1. GENERAL TECHNICAL REQUIREMENTS

3.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM

3.3. A/E PROJECT MANAGER

3.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING BUILDING

CONDITIONS

3.5. ACTIVATIONS VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE) . 10

3.6. DESIGN FOR SAFETY IN CONSTRUCTION

3.7. CONSTRUCTION PHASING PLANS

3.8. JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN FULL AND OPEN

COMPETITION AND BRAND NAME OR EQUAL REFERENCES:

3.9. CONSTRUCTION PERIOD OF PERFORMANCE

3.10. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN

3.11. UNDERGROUND UTILITY LOCATION

3.12. ASBESTOS AND LEAD PAINT ASSESSMENT

3.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS

3.14. HISTORIC PRESERVATION

3.15. PHYSICAL SECURITY AND RESILIANCY DESIGN

3.16. COMMISSIONING

3.17. BIDDING PERIOD SERVICES

3.18. CONSTRUCTION PERIOD SERVICES

4. CONSTRUCTION COST LIMITATION, BID ALTERNATES, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

4.1. CONSTRUCTION COST LIMITATION

4.2. BID ALTERNATES

4.3. INDEPENDENCY REQUIREMENT

5. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

5.1. QA/QC REQUIREMENTS

6. PROJECT DEVELOPMENT SCHEDULE

6.1. PRE-DESIGN CONFERENCE:

6.2. 10% REVIEW (PLANNING)

6.3. 35% REVIEW (SCHEMATICS)

6.4. 65% REVIEW (DESIGN DEVELOPMENT)

6.5. 95% REVIEW (PRE-FINAL)

6.6. 100% COMPLETE (CONSTRUCTION DOCUMENTS)

7. PROJECT DELIVERABLES :

7.1. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL DOCUMENTATION

7.2. DESIGN ANALYSIS, CALCULATIONS, STUDIES, NARRATIVES, EXHIBITS,

AND MODELS

7.3. TECHNICAL SPECIFICATIONS

7.4. DRAWINGS

7.5. COST ESTIMATE

7.6. CONSTRUCTION SCHEDULE AND JOINT OCCUPANCY PHASING SCHEDULE

7.7. CONSTRUCTION SUBMITTAL REGISTER

7.8. A/E INDEPENDENCY LETTER

7.9. MEETING MINUTES

7.10. JUSTIFICATION AND APPROVAL (J&A) LETTER(S)

7.11. DESIGN REVIEW COMMENTS RESPONSES

7.12. PHYSICAL SECURITY DESIGN CERTIFICATION ON SIGNED LETTERHEAD

7.13. PAPER COPY BILLING

8. DESIGN REVIEWS

8.1. STATION LEVEL REVIEWS

8.2. CAPITAL ASSET MANAGER (CAM) REVIEW

8.3. PHYSICAL SECURITY AND RESILIANCY DESIGN REVIEW

8.4. AS BUILT DRAWINGS REVIEW

9. REFERENCES, CODES, STANDARDS, AND EXECUTIVE ORDERS

9.1. LIST OF REFERENCE MATERIALS

9.2. VA NUMBERED STANDARDS FOR CONSTRUCTION FROM THE TIL:

10. GOVERNMENT FURNISHED ITEMS

10.1. LIST OF GOVERNMENT FURNISHED ITEMS

1. GENERAL

1.1. GENERAL FEE PROPOSAL REQUIREMENTS

1.1.1. The Architect/Engineer (A/E) shall provide all services required to prepare and furnish complete construction documents as required for the accomplishment of project number 538-25-202, titled “Replace Grease Trap and Sewer Main” at VAMC, Chillicothe Ohio.

The A/E shall provide the VA Medical Center with technical services during the design, bidding process, construction, and post-construction phases of this project as described in this scope of work.

1.1.2. The proposal shall be on VA Form 6298 and shall separately list services that are within the 6% fee limitation and outside of the 6% fee limitation as documented in VAAR Section 836.606-71. One option to document this separation of services is to create a PART 1A (Preparation of Contract Drawings and Specifications) and a PART 1B (Investigative Services and Schematic Design) within form 6298.

1.1.3. For services outside of the 6% fee limitation, provide separate line items for tasks that are applicable to the project (for example Asbestos and Lead Based Paint (LBP) related services, Commissioning Services (Cx), topographic surveys, etc.). If during fee preparation, the A/E feels services are required that are not listed in the Statement of Work, that should be brought to the COR’s attention. These line items will be used to track billing.

1.1.4. The AE shall utilize the Microsoft Word Version of this Scope of Work to refine and submit their proposal on if during the proposal stage any items of work change based upon discussions at site visits. If additional services not listed or services listed will not be required, they shall be edited accordingly. Items removed from the scope of work shall be highlighted red struck-through and not deleted. Items added to the scope of work shall be highlighted green. Additionally, the date on the cover sheet shall be revised to the date of modification and the previous date shall be highlighted red and struck through. This process shall be utilized to ensure all are on a mutual understanding of the scope of services to be provided once work commences. An example of why this may need to be utilized is during the proposal stage and the AEs review of the scope of work, based on the AEs technical background or regulatory requirements, the AE may know that a specific task, test, or service not listed in the scope may need to be accomplished to complete the design.

1.1.5. If the A/E determines that a physical security specialist is required for this project, the A/E shall provide as a part of their proposal the resume of the physical security specialist, and qualif ications of the f irm that will be providing any consulting services to complete the Physical Security Design. See the Physical Security and Resiliency Design Manual (PSRDM) for requirements for physical security subject matter specialists.

2. DESCRIPTION OF PROJECT

2.1. BACKGROUND:

2.1.1. This project will repair or replace the underground cast concrete grease trap that serves Building 7 (main kitchen) and Building 28 (canteen), and assess for replacement the sewer mains and manholes from those buildings to the grease trap, as well as the outflow sewer main and associated manhole down flow from the grease trap.

2.1.2. The grease trap serves the two cooking facilities for patients and staff and total failure would restrict food service on campus.

Existing structure (at least the concrete lid and associated pit doors) is crumbling and a hazard. It is located in a public area adjacent to sidewalks, roads and parking lots

2.1.3. The primary FCA deficiency of the project is FCA @25056: Sanitary Sewer Mains: “Piping has exceeded its life expectancy. Grease trap serving Buildings 7 and 28 is in poor condition.”

2.1.4. The design shall assess as a design alternative if the existing pre-cast grease trap structure can be utilized and repaired, which would likely include a new concrete lid with pit doors and manhole access points, replacing maintenance ladders on the interior, replacing piping connections, replacing the outfall riser and the included valves at the inflow and outflow pipes just outside the grease trap (as included in original 1977 design).

2.1.5. The design shall also assess an alternative design approach for grease management to possibly include interior solutions. An alternative solution needs to take into consideration and present to the Contracting Officer’s Representative (COR) operations and maintenance requirements compared to direct repair by replacement of a grease trap. The designer shall make recommendations for how to proceed with the design, but f inal decision shall be made by the COR.

2.1.6. If the design proposes to utilize existing piping or structures from the buildings to the grease trap or flowing away from the grease, those lines shall be camera inspected to determine if their condition is acceptable to remain.

2.1.7. The design will need to include requirements in the construction documents:

2.1.7.1. To allow for minimum downtime, whether that is by phasing, specifying of temporary bypass systems that work with grease, installation of a new parallel system that is brough online during a short shutdown then having the old system demolished, or other acceptable measures,

2.1.7.2. Restoration of site elements required to be repaired from construction activities to include specific details for pavement restoration, sidewalk restoration, curb restoration, landscape restoration, etc.

2.1.8. Design shall include survey of existing conditions, inverts, and features needed to satisfactorily detail the new design.

2.1.9. Design shall include subsurface utility investigation and mapping, translated to the site drawings.

2.1.10. Historic preservation considerations determined during design shall be incorporated in the construction documents. This shall be closely coordinated with the COR.

2.2. NEW CONSTRUCTION:

2.2.1. New construction shall be limited to that which is required to achieve the primary goal of this project which is described in the section DESCRIPTION OF PROJECT.

2.3. DEMOLITION

2.3.1. Demolition shall be limited to that which is required to achieve the primary goal of this project, which is described in the section

DESCRIPTION OF PROJECT.

3. A/E TECHNICAL SERVICES:

3.1. GENERAL TECHNICAL REQUIREMENTS

All tasks in this section are considered A/E Part One Services (also known as Design Phase) except for the last section titled “Construction Period Services”.

3.1.1. The survey and design of architectural and engineering features of the work shall be accomplished by the appropriate licensed design professionals who are experienced in the design of those systems.

This design will take the expertise of a multitude of design disciplines to include (but not limited to) Architectural Programming, Health Care Engineering, Hardware Specialists, Fire Protection Engineering, Mechanical Engineering, Electrical Engineering, Acoustical Engineering, Interior Design, Sustainable Design Professionals, and Safety and Infection Control Professionals.

3.1.2. The A/E firm shall perform all necessary planning, programming, surveys, excavations, soil borings, geotechnical investigation, studies, testing, asbestos testing, lead-based paint surveys, analysis, design, modeling, sustainable design requirements, regulatory approvals, construction cost estimating, construction schedule estimating, construction submittal schedule preparation, specification preparation, construction drawing preparation, and preparation of other contract documents as required for this project.

3.1.3. Consulting Architect and Engineers - It is the expectation of the Chillicothe VAMC that the Architect and Engineers hired to work on our projects perform true Consulting Engineering work. The A/E shall present options and recommendations for possible solutions.

The A/E shall educate Chillicothe VAMC staff on options by the means of presentations, product data sheets, renderings, pictures, explanations of technical details, etc.

3.1.4. The A/E design shall be in accordance with best practices, outlined in the VA HVAC Design Manual, available at https://www.cfm.va.gov/til/dManual/dmHVAC.pdf

3.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM

3.2.1. The A/E’s attendance shall be required for at least four (4) meetings during the design phase of this scope of work with the Chillicothe VAMC Design Team. These meetings include planning and investigation meetings and design milestone review meetings. The A/E shall pre-coordinate the agenda for the design meetings with the VA COR to make the meetings as effective and efficient as possible so as not to waste the Chillicothe VAMC Design Team or the A/E Design Team’s time. The A/E shall come prepared with presentations, exhibits, interview questions, and agendas to effectively get input and participation from the Chillicothe VAMC Design Team so that the A/E Design Team can get the data they need to complete their tasks and design. The A/E shall pre-coordinate their requirements for the meetings such as room size, if a projector will be required, specific Chillicothe VAMC Design Team staff the design team would like to meet with, and specific spaces the design team would like to see. The A/E shall pre-coordinate what information they would like from meeting with the Chillicothe VAMC Design Team staff so that those staff members can come prepared to those meetings.

3.2.2. The Chillicothe VA Design Team will be a team that could include Executive Staff, Care Line Staff, Contracting, Engineering Staff, Energy Manager, Maintenance and Operations Personnel, Occupational Safety and Health Professionals, Green Environmental Management System (GEMS) Coordinator, Industrial Hygienist, Fire Department, Police Department, Infection Control Nurses, Patient Safety managers, Emergency Managers, Information Technology Specialists, Commissioning Agent & Independent Life Safety Reviewer. The A/E firm shall work with various members of the Chillicothe VA Design Team for the development and execution of this project.

3.3. A/E PROJECT MANAGER

3.3.1. The A/E Firm shall appoint a Project Manager to serve as the single point of contact for this project and liaison between the A/E Firm’s employees/subcontractors and the government. A registered professional architect or engineer as applicable shall serve as the https://www.cfm.va.gov/til/dManual/dmHVAC.pdf

Project Manager and shall coordinate all design related meetings, sites visits, and presentations. Upon issuance of the Notice to Proceed for the design of this project, the A/E Firm shall advise the Contracting Officer Representative in writing of the name of the individual so designated. The A/E Firm’s Project Manager shall be responsible for the complete coordination of all work required for this project. The Project Manager shall coordinate all formal and informal meetings related to the execution of the requirements of this contract. The Project Manager shall ensure that quality control review of each submittal is performed prior to delivery of submittal to the government. The A/E Project Manager shall have effective, timely communication with the VA Contracting Officer (CO) and Contracting Officer Representative (COR).

3.3.2. It is imperative that the A/E Project Manager keep the Government up to date with the most current timelines for design progression, dates for submittal milestones, and timelines for work aspects during bidding and construction. It is imperative that the A/E Project Manager plan ahead and coordinate those plans with the Government. Why is this important? It all comes down to the Chillicothe VAMC mission, which is to honor our veteran’s service and sacrif ices by providing exceptional care. By taking on this project the A/E Firm is partnering with the Chillicothe VAMC to accomplish its mission. Effectively communicating with the Government will allow the Government to forecast funding requirements for the construction contract, it will allow the project to keep on track, and ultimately will aid our veteran’s by enabling the Chillicothe VAMC to provide exceptional care out of the space that this project will create.

3.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING BUILDING CONDITIONS

3.4.1. The A/E shall perform a comprehensive analysis of the existing and proposed conditions of the building in order to design this project.

3.4.2. The A/E shall thoroughly review all historical construction documents, current construction documents, historical design analysis, and master plan information for incorporation of applicable elements into this design. The A/E shall tie into or upgrade as necessary to systems that were designed for future expansion of this project from previous and on-going projects.

3.4.3. The A/E will hire a utilities location service for all underground utilities during design. These marked utilities must be included in the site survey and site drawings.

3.4.4. The A/E shall be responsible for locating all utilities in the area of construction and designing for accommodating or modifying them, as required for the construction of this project.

3.4.5. The A/E shall survey and measure the existing conditions of the building where construction will occur for this project to assure that adequate space is available for installation of all proposed new equipment, f ixtures, ductwork, utilities, structural elements, and architectural elements.

3.4.6. The A/E will provide an asbestos and lead paint assessment during design and include the appropriate abatement requirements in the bid documents. The extent of the survey will be for existing areas that will be impacted by construction from this design. No information is currently available regarding lead. Existing VA asbestos assessment records will be made available; however, these shall not serve as the only basis for design.

3.5. ACTIVATIONS VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE)

3.5.1. Projects are required to ensure that equipment and furniture within the project is funded by the appropriate activation funding source or construction per the following criteria:

3.5.2. Is the item necessary to meet requirements for an occupied building? All code-required items, such as a fire alarm, are required to be part of the construction project. If no, proceed to Question 2.

3.5.3. Is the item covered in Construction and Facility Management (CFM) Master Construction Specifications PG-18-1 Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the equipment is to be funded within the construction project. If no, proceed to Question 3.

3.5.4. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Division 27 and not IT equipment? If yes, the equipment is funded within the construction project. If no, proceed to Question 4.

3.5.5. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Specification Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the equipment is funded within the construction project. If no, the equipment must be funded by the respective equipment fund from medical care appropriations.

3.6. DESIGN FOR SAFETY IN CONSTRUCTION

3.6.1. The A/E shall include in the contract documents project specific requirements for mitigating risk to patients, visitors, VA employees, VA facilities, VA infrastructure, and construction workers during construction. For more information reference Chillicothe VAMC Facilities Management Service Standard Operating Procedures, VA Technical Information Library (TIL) Specification 01 00 00 General Requirements, and VA TIL Specification 01 35 26 Safety Requirements. The A/E shall coordinate requirements with the Chillicothe VAMC and update the General Requirements and Contract Drawings to ensure full incorporation of project specific safety requirements into the contract documents across all disciplines.

3.6.2. Design for Safety: The A/E shall recognize and anticipate construction hazards and how to eliminate them with well thought out design features detailed in the construction documents. Design for Construction Safety emphasizes permanent design features that eliminate or reduce the risk of hazards. The A/E shall consider safety issues related to the construction and maintenance of the permanent facility and address them during the design stage. The A/E shall design out anticipated hazards. Reference the following links for additional information, training, and Design for Construction Safety (DCS) methodology on this topic:

3.6.2.1. https://www.designforconstructionsafety.org/

3.6.2.1.1. https://www.osha.gov/dcsp/alliances/

3.6.2.1.2. ^ Specifically reference the “Products Developed Through the

Roundtable” power point training short course on “Designing for Construction Safety Short Course.”

3.6.3. Pre-Construction Risk Assessment (PCRA)/Infection Control Risk Assessment (ICRA) - The A/E shall f ill out and submit a Pre- Construction Risk Assessment (PCRA) to the Government during the design process to ensure control measures are coordinated and incorporated into the design. The template PCRA will be provided to the A/E Firm. The Chillicothe VAMC Infection Control Nurse will create an Infection Control Risk Assessment (ICRA) from the PCRA. The A/E Project Manager shall meet with the Infection Control Nurse and COR upon submittal of the PCRA to explain the extents of the project in order to allow the Infection Control Nurse to have a good understanding of the project so that the ICRA can properly be completed. The A/E will be returned copies of the approved PCRA and ICRA. The A/E shall incorporate requirements of those documents into the construction documents and provide a narrative to the COR of where in the construction documents the requirements of the PCRA and ICRA were incorporated. The PCRA and ICRA measures required shall be fully integrated into the construction phasing plans. The A/E firm shall accomplish this task to ensure that the requirements of the PCRA and ICRA are incorporated into the construction documents for bidding and to help mitigate risk.

3.6.4. Utility Outages - The A/E shall provide a list of all utility outages anticipated during construction which would be expected to impact occupied areas and will incorporate appropriate measures for avoiding these outages (e.g., hot taps, rental generators, rentals chillers, etc.) in the design and construction documents.

3.6.5. Interim Life Safety Measures (ILSM) and Egress Routes-

3.6.5.1. The A/E shall include in the contract documents requirements for interim life safety measures during construction. Interim life safety measures https://www.designforconstructionsafety.org/ https://www.osha.gov/dcsp/alliances/ required by the construction contractor shall be fully integrated into construction phasing plans. VA Policies on Interim Life Safety Measures shall be provided. The A/E firm shall accomplish this task to ensure that the requirements for interim life safety measures are incorporated into the construction documents for bidding and to help mitigate life safety and fire risk.

3.6.5.2. The A/E shall provide drawings for emergency egress routes for adjacent spaces that will have their emergency egress routes affected by this construction project, and place requirements in the construction documents for temporary signage requirements to be implemented by the contractor prior to proceeding with phases of construction that will affect an adjacent space’s egress routes. Egress routes shall be detailed in the contract documents to be protected from hazards that may be present such as falling objects which would require a protective overhead cover out far enough to negate the hazard.

3.6.5.3. Egress Routes - The A/E shall add project specific details into the construction documents to support the following: When construction conflicts with existing egress routes it is the desire of the Medical Center to if possible maintain egress routes by implementing project and location specific safety and infection control barriers (delineate requirements on the plans), specifically limit the duration of time egress routes can be down (this can be done by specifying all materials to be on site and the time limit the work must be accomplished within),maintain fire wall and shaft ratings when possible by requiring construction of rated enclosures, and when the egress paths cannot be maintained provide for alternate egress path specifically detailed on the plans by sequence of operation or phasing requirements. The A/E shall consider project specific conditions carefully, submit recommendations for meeting these and code requirements, and coordinate with the COR, Fire Chief, and Infection control nurse for details to specify in the contract documents.

3.6.6. Construction Access - The A/E shall evaluate options, recommend a solution, and design and detail into the contract documents the agreed to solution for the construction contractor to have a way to get their construction materials, workers, and equipment to the work site (including higher levels of the building if applicable) while mitigating impacts to staff and patients. For instance: would building an exterior elevator or stairway be more economical than having the contractor rent a crane. Is there an accessible route into the building that could have construction barriers built delineating the path.

3.7. CONSTRUCTION PHASING PLANS

3.7.1. The A/E shall develop, specify, and detail construction phasing plans that include sequencing requirements, coordination requirements, temporary utilities, construction signage requirements, temporary indoor and outdoor egress requirements & signage, temporary barricades, temporary weatherproofing, infection control measures, construction access and laydown areas for each phase of construction, and temporary facility access to ensure the Chillicothe VAMC can safely continue its mission during construction. It is recommended that the development and thought processes for the phasing plans begin early in the design process.

The phasing plan shall include narratives, plans, diagrams, and written lists of impacted systems to clearly show the intent of the phases and impacts to facility operations. The phasing plan shall detail construction risk reduction measures, PCRA, ICRA, and ILSM requirements per each phase. The construction phasing plan shall be incorporated into the construction documents. This task is very important to the Medical Center to maintain its ability to continue its operations and to serve the Veteran’s safely.

3.8. JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN FULL AND OPEN

COMPETITION AND BRAND NAME OR EQUAL REFERENCES:

3.8.1. The A/E shall become familiar with the requirements for Other than Full and Open Competition. Contact the COR for a short training on applicable Federal Acquisition Regulation (FAR), Veterans Affairs Acquisition Regulation (VAAR), and Veterans Health Administration (VHA) Procurement Manual references. The A/E shall educate any consultants working on their team of the requirements. The A/E shall incorporate into the design process early identif ication and submission to the COR requirements which require Justif ication and Approval (J&A) or Brand Name or Equal references and shall update the identif ied items of work as the design progresses. The A/E shall become familiar with the dollar thresholds listed in the VHA Procurement Manual for J&As, and plan ahead to submit the required documentation early enough in the design process to not delay construction funding. The A/E shall partner with the facility in recommending and receiving recommendations for elements of work that should be submitted for J&A or Brand Name or Equal.

The A/E shall be responsible for preparing all required justif ication and information required in the standard formats for J&A and Brand Name or Equal. Ask the COR if there are template letters that have been used for the type of products being specified for J&A or Brand Name or Equal. If there are template letters for that material that have been used on another project, they will be provided for update by the A/E.

3.8.2. The A/E shall provide J&A letters for items specified that would be deemed other than full and open competition. Items not approved shall be changed to allow for open competition by describing the salient characteristics in the appropriate location of the bid documents. Coordinate with the CO and COR for the current J&A for Other Than Full and Open Competition Form letters. Elements of work that typically have received J&As at Chillicothe VAMC include but shall not be limited to the following (as with all elements of work verify if systems are current for the given area of work):

3.8.2.1. Simplex-Grinnell (Tyco) - Fire Alarm/Mass Notif ication System as well as integration with the Panic Duress System manufactured by Inovonics.

3.8.2.2. GE Ascom Telligence Nurse Call System

3.8.2.3. Tridium Inc (Honeywell International) - Direct Digital Control

Integration

3.8.2.4. AMAG Technology - Physical Access Control System Integration

(Card Readers)

3.8.2.5. American Dynamics (Tyco) - Video Surveillance System

Integration

3.8.2.6. APC Schneider Electric, NetBotz 355 - IT Room Monitor Features integrated camera and sensors (temperature, humidity, airf low, dewpoint, camera motion).

3.8.2.7. Best (Stanley Best) Grand Master Key System 7 pin core. 7 pin

5E plug for electric panels and casework requiring keys (request specific codes based on location of use from lock shop via the COR, i.e., Pharmacy cabinets receive a Best code to the effect of 5E7G1BR7041203R90626 and Electric Panels receive a best code to the effect of 5E7G1BR7041203R90627). Specify to the likes: All cylindrical locks shall be keyed into existing Best Access Systems Great Grand Master Key System.

Provide removable BEST cores that are removable only with a special key without disassembly of knob or lockset. Cores shall be 7 pin BEST Interchangeable Core System. No substitutions will be allowed.

3.8.2.8. Where appropriate, such as tying into existing wall protection such as C/S Acrovyn Handrail, provide a justif ication and detail in the contract documents to the extent necessary to match the existing system.

3.8.3. The A/E shall provide Brand Name or Equal letters for items specified that necessitate brand name or equal reference. Items not approved shall be changed to allow for open competition by describing the salient characteristics in the appropriate location of the bid documents. Coordinate with the CO and COR for the current Brand Name or Equal Form letters.

3.8.3.1. When it becomes necessary or prudent to include brand name or equal references, our Contract Specialists have given the following guidance:

In the specifications or drawings in the location where the brand name or equal references are used add a typical note the effect of the following adjusting verbiage for the item being specified (the following example is for f inishes): “Products, colors and finishes as used in the schedule are not required for use. Color, f inishes and manufacturers listed here are for aesthetic reference only. Contractor may submit other manufacturer’s products that meet the contract drawings and specification requirements.

Submitted products shall comply with FAR and VAAR requirements for Buy- American Act.”

3.8.3.2. Elements of work that typically have received Brand Name or

Equal references at Chillicothe VAMC include but shall not be limited to the following (as with all elements of work verify if systems are current for the given area of work):

3.8.3.2.1. Bathroom Accessories listed in the Accessories Schedule - Bobrick references

3.8.3.2.2. Room Finish Legends

3.8.3.2.3. Guardian III - Residential Range Hood Fire Suppression System

3.8.3.2.4. Mechanical, Electrical and Plumbing (MEP) and Structural requirements that, based on the specificity of the requirements, becomes prudent for a reference to the basis of design material including salient characteristics listed that matter and the “or equal” reference.

3.8.4. The A/E shall develop an organized system such as an Excel sheet tracking log to summarize J&As and submit documentation for Other Than Full and Open Competition and Brand Name or Equal.

Submit at each design milestone along with the letters and justif ication documentation. Include on the J&A type (Other than full and open competition or Brand Name and Equal), company and product on the J&A, company website to the product, where in the contract drawings or specifications it is specified, estimated cost, approval level (see VHA Procurement Guide Chapter 6 for approval levels), and other information as appropriate.

3.8.5. The A/E shall provide the letters filled out and justif ied. Provide in Microsoft Word format so that further coordination and edits can be made as necessary.

3.9. CONSTRUCTION PERIOD OF PERFORMANCE

3.9.1. The A/E shall provide services to estimate construction period of performance durations for the base bid and all bid alternates. The A/E shall provide a construction schedule and a joint occupancy-phasing schedule in a recognizable format, such as critical path method, suitable for use in construction for the base bid and each bid alternate.

3.10. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN

3.10.1. The A/E shall design to the Guiding Principles and current VA

Sustainable Design Standards The A/E shall design to current VA Sustainable Design Standards posted on the TIL at https://www.cfm.va.gov/til/sustain.asp as well as current applicable guidance on “Guiding Principles for Sustainable Federal Buildings and Associated Instructions”. The A/E shall design the project to at a minimum meet the mandatory use requirements for the type of project (Minor, Non-Recurring Maintenance (NRM), etc.) project http://www.cfm.va.gov/til/sustain.asp listed in the VA Sustainable Design Standard and in addition meet the below project goals.

3.10.2. VA Sustainable Design Manual

In addition to the requirements in this manual, designers shall incorporate the sustainable design requirements shown in Master Construction Specifications section 01 81 13, Sustainable Construction Requirements.

3.10.2.1. With each design review milestone, submit a sustainable design package showing progress towards the project goals. Include a signed cover page including a narrative of the progress towards the project goals. Include supporting information as detailed below.

3.10.2.2. The Integrated Design process shall include (but not limited to) operations and maintenance staff, energy manager, and Green Environmental Management System (GEMS) coordinator.

3.10.2.3. Non-recurring maintenance (NRM) projects shall meet the requirements outlined in the following sections of this manual:

a. Chapter 1 (General)

b. Section 2.2 (Life-Cycle Cost Analysis)

c. Section 4.3 (Energy Efficient Products and Equipment)

d. Section 5.2 (Water-Efficient Products and Equipment Requirements)

e. Section 6.5 (Low-Pollutant Emitting Materials)

f. Section 6.7 (Environmental Tobacco Smoke Control)

g. Section 6.8 (Toxic and Hazardous Materials)

h. Chapter 7 (Environmental Impacts of Materials), except Section 7.4 (Composting)

3.10.2.4. Guiding Principles Checklist: At each design milestone submit the appropriate checklist and substantiating documentation from the document “Determining Compliance with the Guiding Principles for Sustainable Federal Buildings”.

3.10.3. Energy Conservation

3.10.3.1. Submit energy model results comparing the design to both American Society of Heating, Refrigerating and Air-Conditioning Engineering (ASHRAE) 90.1-2007 and ASHRAE 90.1-2010. (Or to current Guiding Principles and VA Sustainable Design Requirements)

3.10.3.2. Submit the ENERGY STAR Certif ication documentation.

3.10.3.3. Project documentation shall show: 1) All energy reduction options the team considered, 2) all energy reduction options incorporated, and 3) all energy reduction options the team rejected and reasons why. Documentation shall include energy modeling data associated with each option. This documentation shall be updated and included in every design phase submittal package.

3.10.3.4. Leadership in Energy and Environmental Design (LEED) Documentation and Certif ication is not required for this project.

3.11. UNDERGROUND UTILITY LOCATION

3.11.1. The A/E will hire a utilities location service for all underground utilities during design. These marked utilities must be included in the site survey and site drawings.

3.11.2. The A/E firm shall be responsible for locating all utilities in the area of construction, and designing for accommodating or modifying them, as required for the construction of this project.

3.12. ASBESTOS AND LEAD PAINT ASSESSMENT

3.12.1. The A/E will provide a National Emission Standards for Hazardous

Air Pollutants (NESHAP) asbestos and lead paint assessment during design and include the appropriate abatement requirements in the bid documents. The extent of the survey will be for existing areas that will be impacted by construction from this design. No information is currently available regarding lead. Existing VA asbestos assessment records will be made available; however, these shall not serve as the only basis for design.

3.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS

3.13.1. See “DESIGN REVIEWS: THIRD PARTY REVIEWS”

3.14. HISTORIC PRESERVATION

3.14.1. The A/E must recognize that the Chillicothe VA Medical Center is a

Historic District and is included as such on the National Register of Historic Places. The majority of buildings at the Chillicothe VAMC have been identif ied as contributing assets within the historic district. See the National Register of Historic Places Nomination for the Chillicothe VAMC for additional information and a complete listing of contributing and non-contributing structures as of the time of nomination.

3.14.2. In addition to the historical built resources, the property has been identif ied as having a significant potential for buried resources of both historic and pre-historic significance. Many areas of the campus have had a Phase I Archeological Survey completed. If the project is going to have potential for ground disturbance coordinate with the COR to review potential locations and see if any additional Archeological Survey services shall be required.

3.14.3. The Chillicothe VA Medical Center signed a Programmatic Agreement (PA) concerning historic preservation with a number of interested parties including the Ohio State Historic Preservation Office (Ohio History Connection) and the Advisory Council on

Historic Preservation. The A/E shall design to the requirements of the Chillicothe VAMC Historic Preservation PA to the extent applicable to the project.

3.14.4. The A/E shall coordinate closely with the COR to identify any proposed work that may cause adverse effects to the Historic District or may disturb buried resources. If any such impacts are identif ied, the A/E shall attempt to identify alternatives which either eliminate or lessen the adverse effects. If adverse effects, or potential adverse effects, cannot be completely avoided, VA may need to enter into Section 106 Consultation with various outside parties with interest in the preservation of historical assets at the Facility. The A/E shall not be responsible under this SOW to represent the Government nor to actively participate in Section 106 Consultation. The A/E shall provide support to the COR in the form of progress drawings and other readily available documentation to illustrate the scope of the proposed work.

3.15. PHYSICAL SECURITY AND RESILIANCY DESIGN

3.15.1. The A/E shall design to the applicable (Mission Critical and/or Life

Safety Protected) physical security and resiliency design manual requirements.

3.15.2. The Physical Security and Resiliency Design Manual (PSRDM) Consultants role for support on the design shall be to assess all PSRDM criteria for applicability, assess risk, design, make recommendations for other design disciplines to bring the design into compliance with the PSRDM, and as applicable make recommendations and create packages for waivers/exceptions in order to meet the project’s goals such as staying within the budget.

3.15.3. Physical security and resiliency design recommendation measures need to be tailored to local Chillicothe VAMC threats. Measures required by the PSRDM that would not be effective at lowering risk for the anticipated threat need to be documented as such and submitted for waiver/exception. This is prudent in order to right size the cost of PSRDM to the project, and to be effective stewards of the taxpayer’s dollars.

3.15.4. The A/E shall provide recommendations, reports, markups of drawings and specifications, criteria review documents, waiver/exception justif ication and recommendations, and certif ication letters provided by the physical security consultant.

3.16. COMMISSIONING

3.16.1. Third Party Commissioning Services are not required for this project. However, prior to construction the A/E shall compile all start up, testing, verif ication and training requirements that are in the specification into a single document that will act as a commissioning plan.

3.16.2. During both design and construction phases, the A/E will verify, by collecting documents from the contractor and/or witnessing in the field, the following tasks:

3.16.2.1. Verify that the applicable equipment and systems are installed in accordance with the contract documents and according to the manufacturer's recommendations.

3.16.2.2. Verify and document that all equipment requiring factory start up and testing has been performed/witnessed by the proper staff.

3.16.2.3. Verify all Testing and Balancing (TAB) requirements are met.

3.16.2.4. Verify that Operations & Maintenance documentation is complete.

3.16.2.5. Verify that all components requiring servicing can be accessed, serviced and removed without disturbing nearby components including ducts, piping, cabling or wiring.

3.16.2.6. Verify that the VA’s operating personnel are adequately trained to enable them to operate, monitor, adjust, maintain, and repair building systems in an effective and energy-efficient manner.

3.17. BIDDING PERIOD SERVICES

3.17.1. The A/E Firm shall provide technical services during the bidding phase of this project. Those services shall include

3.17.2. During the bidding process the A/E Firm shall validate that the documents posted on the SAM.gov website are the final bid documents intended for solicitation. This will require close coordination with the VA CO during bidding. If the A/E Firm finds that the contract documents posted on the SAM.gov website are not the most current documents intended for solicitation the A/E Firm shall immediately contact the VA CO and VA COR for correction.

3.17.3. The A/E shall provide quick responses to requests for information from Contractors back to the VA CO and VA COR. The timelines for responses shall be closely coordinated with the VA CO and VA COR. The requests for information shall come through the VA CO and/or VA COR. The A/E shall not provide direct responses to construction contract bidders. If the A/E Firm is contacted by a contractor regarding a VA construction project, the A/E Firm shall direct the contractor to contact the VA CO.

3.17.4. The A/E shall provide amended contract documents as required from the bidding process. The timelines for responses shall be closely coordinated with the VA CO and VA COR.

3.17.5. The A/E Firm shall attend pre-bid site visit meeting(s) and walk through(s), ideally in person, but virtual attendance may be substituted due to logistical or scheduling conflicts. The A/E will participate and present on a panel led by the VA CO to the construction contractor bidders. The A/E shall pre-coordinate with the VA CO and VA COR for the schedule, meeting locations, and items to highlight on the construction documents. The A/E shall present highlights of the project to include but not limited to construction phasing, explanation of any critical design elements and explain rationale, impacts of other on-going or planned projects, BIM Model discussion, and safety highlights. The A/E Firm shall facilitate a walking tour of the construction site and present highlights of the project, show critical connections, and all Chillicothe VAMC spaces that will be impacted by the project. The A/E Firm shall closely follow the rules of engagement for interaction with bidders as required by the VA CO.

3.18. CONSTRUCTION PERIOD SERVICES

All tasks in this section are considered A/E Part Two Services (also known as Construction Period Services).

3.18.1. The A/E shall provide technical services during and following the construction phase of this project Those services shall include:

3.18.2. The A/E shall attend, either physically or virtually, and participate in the Pre-Construction meeting. The A/E shall pre-coordinate topics they plan on covering at this meeting with the COR and CO.

3.18.3. The A/E shall participate in bi-weekly project progress meetings via conference call when not available in person.

3.18.4. The A/E shall accomplish monthly site visits to monitor project progress and attend any required coordination meetings, either in-person or virtually, as schedules permit. These site visits shall cover above ceiling and behind wall inspections to validate proper installation of systems. When necessary, the site visits shall be scheduled to oversee critical installations by discipline specific designers. Pre-coordinate site visits with the VA COR. Provide a report of f indings from each site visit. Assist the VA CO and VA COR with correcting any found deficiencies in the construction work by providing the technical justif ication for those requirements.

3.18.5. The A/E shall conduct one site visit to perform the final inspection by each appropriate discipline at the conclusion of each major phase of construction work. The A/E shall provide a punch list of items that need to be corrected to the VA CO and VA COR.

3.18.6. The A/E shall review the contractor’s submittals for the new equipment and material items and make recommendations to the same.

3.18.7. The A/E shall respond to requests for information and guidance during the period of construction.

3.18.8. The A/E shall provide revised contract documents during construction in the event that design deficiencies are identified. The timelines for responses shall be closely coordinated with the VA CO and VA COR.

3.18.9. The A/E shall evaluate all contractor cost proposals and change orders and make recommendations and comments to the same.

The A/E shall provide a detailed estimate to the CO and COR for use to compare against contractor proposals and change orders

3.18.10. The A/E shall evaluate all contractor value engineering proposals and make recommendations and comments to the same. The A/E shall provide a detailed estimate to the CO and COR for use to compare against contractor proposals and change orders

3.18.11. The A/E shall update the original contract drawings and BIM Models to incorporate the as built conditions. Provide one full-size set, and an updated electronic version of the drawings and model as well.

4. CONSTRUCTION COST LIMITATION, BID ALTERNATES, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

4.1. CONSTRUCTION COST LIMITATION

4.1.1. The construction cost limitation is $480,510.00. This number may adjust during the design process based upon other contracts that account for the total project budget. The VA COR and A/E Project Manager shall coordinate as to the current construction cost limitation as the design progresses. The A/E shall be responsible for ensuring accurate construction cost estimates and designing to below the construction cost limitation. Construction cost limitation must include the construction cost and all impact costs. Impact items are temporary conditions that occur at a facility as a direct result of the construction project and must be returned to the previous location/condition upon the project’s completion. Impact costs would include temporary storage needed for the project, temporary general purpose office space, renovation of temporary space needed for project phasing, temporary utilities, temporary parking, and temporary signs. Activation items are separate from construction, so they are not included in the construction cost limitation (Furniture, equipment, staff, startup supplies).

4.2. BID ALTERNATES

4.2.1. The project shall be designed with no more than three (3) bid alternates totaling 5% of the construction cost limitation. The intent of the bid alternates is to allow for award within the construction cost limitation if the bids come in higher than the A/E cost estimate, and yet still allow for a complete and useable facility for its intended use. Early identif ication of the bids in the planning and design process is encouraged. Bid alternates shall be fully designed and clearly shown on the construction bid documents. The selection of appropriate bid alternates is a partnering decision between the A/E and VA to accomplish the intended goals of this project.

4.2.1.1. Since this project includes multiple buildings, they can be ranked in order of priority and the lower priority buildings could become bid alternates for repair.

4.3. INDEPENDENCY REQUIREMENT

4.3.1. A/E Independency Letter - At 100% design completion, the A/E shall submit to the COR a signed letter certifying that the respective design package is independent of any other project and/or source of funding to activate.

5. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

5.1. QA/QC REQUIREMENTS

5.1.1. In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

5.1.2. Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

5.1.3. Two Weeks after Receipt of the Notice To Proceed: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where the A/E Project Manager can initial and date when the action has been completed.

5.1.4. At each submittal milestone submit documentation or reports (such as marked-up documents plans, specifications, review comments/corrections, reports from computer programs used to check for errors, completed design review checklist etc.) necessary to ensure that a thorough review and coordination have been completed.

5.1.5. The A/E firm shall…