P09 MORG - Design SOW-Updated 05-15-2023.doc

Request for Proposal To Design

Renovate Morgue, Building 1 05-15-2023 Project No. 667-16-101 Overton Brooks VA Medical Center, Shreveport, LA A. General Information A 1.0 Project Background, Description and Scope of Work Provide Architect/Engineer professional services to include site investigation, design development, construction documents, specifications, cost estimates, construction period services and construction site visits. Overton Brooks VAMC has a requirement to design a project to completely renovate the Autopsy Suite and Morgue support area in the east wing of the Basement Wing, building 1, Overton Brooks Medical Center, Shreveport, LA, in order to bring it up to modern VA standards. The area to be renovated is approximately 1,380 square feet. The design documents shall capture the plan to completely renovate the Autopsy Suite, Morgue Refrigerator, Gross Specimen Storage, Staff Restroom, Locker & Dressing Area. All existing interior finishes, walls, body cooler shall be demolished in order to provide for a more efficient and compliant layout and workflow of the space. The existing dedicated AHU (located in catwalk area of BE92B) and associated exhaust (located on roof of Pharmacy at the 2nd floor level) which supports the Morgue/Autopsy space shall be completely replaced with VA compliant systems. The existing elevator cab and elevator equipment shall be removed and replaced. The size of the elevator shaft will need to evaluate and possibly enlarged to accommodate new updated elevator cab and equipment. The renovated space shall have all new walls, new finishes, new casework, new signage, and new plumbing, mechanical, electrical and elevator systems. The new space to includes a new patient lift (H-Track type), autopsy table, associated autopsy equipment, body coolers, specimen storage, dressing area and restroom along with designated clean and dirty areas. This contract will provide for complete design (construction documents) and construction period services (CPS).

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 270-days from Notice to Proceed. Performance time to include VA review of each submission as identified.

LOCATION

Overton Brooks Veterans Affairs Medical Center

510 E. Stoner Ave.

Shreveport, LA 71101

TERMS OF THE SOLICITATION

A. The term “responsibility,” used in the instructions that follow, includes architectural and engineering design, cost, schedule, and construction responsibility for completion of this project in accordance with the documents of this RFP. It is the responsibility of the Design Offeror or A/E to provide complete Design Documents (drawings and specifications) for a fully functional project. Omissions in this RFP and Technical Requirements do not relieve the Design Offeror from providing a complete and fully functioning project.

B. The terms “Design Team”, “Design Offeror”, or “A/E” refers to the successful design team. The design team shall consist of a Service Connected (Disabled) Veteran Owned Small Business architectural/engineering firm and all associated consultants and subcontractors.

C. The term “Design Team” or “engineer” refers to registered/licensed Architects and Engineering professionals.

D. The terms “the work and project” refers to the all-site investigation, site survey, calculations, testing and design for documents to design and construct the subject project.

E. The term “VA” and the term “VAMC” refers to the Overton Brooks Veterans Affairs Medical Center in Shreveport, LA.

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

COST ESTIMATE

A detailed estimate of construction cost (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission.

DRAWINGS

This project will utilize AutoCAD, version 2020. All VA design guides and requirements can be found online at: http://www.cfm.va.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent requirement shall govern. All drawings must be bundled using the “e-transmit” function.

SITE AND TOPOGRAPHY SURVEY

During the design phase, the A/E will coordinate with VAMC Staff to perform a site survey to facilitate the design. The AE will field verify, confirm dimensioning, and document the existing conditions. For this project a topographic survey is NOT required.

GEOTECHNICAL SURVEY

A geotechnical survey of the area is NOT required.

UTILITY SURVEY

During the design phase, the A/E will coordinate with OBVAMC Staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to extent necessary by the A/E. A/E shall procure any services (to include, but not limited to HVAC air and hydronic pre-testing and evaluation) required to adequately test and determine the capacity of the existing utility system.

ASBESTOS ABATEMENT SURVEY

During the design phase, the A/E will coordinate with VAMC Staff to obtain asbestos abatement survey information to facilitate the design. The AE shall also survey the areas of conflict in question and either confirms the presence, or clearance, of asbestos and incorporate into the design documents accordingly.

FIRE PROTECTION ENGINEER REVIEW & CERTIFICATION

The A/E shall have the design plans and specifications reviewed by a registered Fire Protection Engineer (FPE) to ensure the design proceeds in accordance with Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) codes. The FPE’s review comments shall be provided along with each design submittal starting with the 25% Design Development drawings. With the Final 100% Construction Documents submittal, provide a FINAL certification letter from a registered FPE stating that the FINAL plans and specifications are in compliance with the current LSC and NFPA codes.

SEISMIC DESIGN

In accordance with the VA’s manual for Seismic Design Requirements (H-18-8), OBVAMC Shreveport, LA seismicity is identified as being “Low” (per Table 4: Spectral Response Accelerations at VA Facilities, pg. 23); therefore, seismic design is NOT required.

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the Physical Security Design Manual for VA Facilities, Life-Safety Protected/Mission Critical Facilities dated January 2015 as applicable. Is required for this design effort.

HANDICAP ACCESSIBILITY

The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), ABAAS (Architectural Barriers Act Accessibility Standards) and PG-18-13 (Barrier Free Design Guide) in all areas.

COMMISSIONING

The A/E shall incorporate the VA’s commissioning specification into the design and complete set of construction documents as applicable. The Construction contractor shall procure the 3rd party Commissioning Agent to oversee and execute the contract required commissioning activities during Construction.

GOVERNMENT FURNISHED INFORMATION

The following is a list of government furnished information (Attach A is PG-18-15) found on the VA’s Technical Information Library (TIL) website (http://www.cfm.va.gov/TIL/) to be used for this project, as applicable:

PG-18-5 Chapter 240 - Pathology & laboratory Medicine Service HVAC Design Manual for New, Replacement, Addition and Renovation of Existing VA Facilities

Section 11 78 00 – Mortuary Equipment

Section 11 78 13 – Mortuary Refrigerators

PG-18-1

Master Construction Specifications

PG-18-3

Design and Construction Procedures

PG-18-4

Standard Details and CAD Standards

PG-18-10

Design Manuals (by discipline)

PG-18-12

Design Guides (graphical, by function)

PG-18-13

Barrier Free Design Guides

PG-18-14

Room Finishes, Door, and Hardware Schedules

PG-18-15

Minimum Requirements for A/E Submissions

Uniform Federal Accessibility Standards (UFAS)

ABAAS (Architectural Barriers Act Accessibility Standards)

Physical Security Design Manual for VA Facilities, Life-Safety Protected

NOTE: The design effort shall not be limited to the documents referenced.

The AE shall utilize and design to all applicable standards on the VA TIL.

A 2.0 Design Deliverables

OBVAMC Design Submissions – Statement of Task:

1. 25% Schematic Design (SD)

2. 35% Design Development (DD)

3. 65% Design Development (DD)

4. 95% Design Development (DD)

5. 100% Construction Documents (CD)

NOTE 1: Additional detailed design submission requirements can be found in VA Guide PG-18-15.

NOTE 2: The VA staff shall have a minimum of 16 calendar days to review and coordinate each AE design submissions. If the VA workload does not allow for a thorough review within the 16-calendar day timeframe, the AE shall not proceed to the next design phase until comments have been received from the VA. The AE will be entitled to a time only contract extension for the number of VA review days beyond 16 calendar days.

1. 25% Schematic Design: Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting any and all data required for the design. The A/E is responsible for measuring and collecting actual field data that may be required. The A/E shall collaborate with VA staff/end user to develop conceptual and viable design options to meet the intended scope of work. The A/E shall develop schematic drawings and design options for review. This schematic design phase is an iterative process and requires close coordination back and forth with the VA COR/Project manager. The preliminary schematic design/layout will most likely require tweaking until a final plan/layout is officially approved by the hospital and COR. Dimensions, areas, spaces, etc. will need to be indicated clearly on the drawings. With respect to space, the AE needs to identify the size of the existing space, the space VA standard and proposed space for review and consideration. The AE shall work with the VA staff/COR until an acceptable plan is developed and approved in writing by the VA/COR. The AE final deliverables for this phase are (hard and electronic copies):

a. OBVAMC Approved Plan (Siting Plan & Floor Plan)

b. Preliminary Cost Estimate (RS Means, Cost Works)

c. List of probable Specification Sections for this project

d. Initial Design Analysis and Approach

e. Initial Fire Protection Review and their comments

2. 35% Design Development: These drawings shall be at the largest scale possible and shall show the architectural layout of each floor, approximate room dimensioning/square footage, room identification, fire exists, chases, columns, and other pertinent information necessary to provide information that will carry the design to the next review.

a. Drawings & Specifications: Provide one 22”x34” size D set, three 17”x22” size C sets of preliminary construction drawings. Provide one set of preliminary specifications indicating all of the AE proposed edits in a 3-hole punch binder. Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Also, provide electronic copies on a CD (Drawings PDF format, Specifications in Word format).

b. Cost Estimate: Provide a detailed cost estimate indicating labor, material and equipment cost in RS Means CostWorks format. Estimate shall include Prime Contractors Overhead, Profit, Bond and Labor Burden (typically 32%). Estimate shall indicate feasible deductive bid alternates to bring the construction cost within the allotted construction budget. This cost estimate shall be submitted in hard copy with the Design Analysis and an electronic copy on CD.

c. Design Analysis: Provide a design analysis for each discipline indicating the design rational, thought process and design calculations (including actual field test and test date). Provide a summary of deductive bid alternates. Provide an initial review by the Fire Protection Engineer and their comments on the 25% design documents. Provide a draft preliminary detailed submittal register. Provide a list, by discipline, on what outstanding data or feedback is required from the VAMC. Provide one hard copy of the Design Analysis and one electronic copy on a CD.

NOTE: The AE shall not proceed with the 65% design without written concurrence from the VA COR.

3. 65% Design Development: This submission of drawings, specifications and cost estimate shall be very close to complete. This review by the VA shall be to validate that 35% comments were incorporated into the project. The construction documents should be sufficiently developed to cover all work items to be addressed by the project. No major items missing from this submission. The VAMC review of these documents should result in very minor comments to allow for the next 95% submission. AE shall provide a list of questions by discipline on anything that’s needed from the VA to continue and fully develop the next 95% design submission. Additionally, the AE shall provide minutes from the last design review meeting and shall provide responses to all VA comments noted or identified during the last review submission.

a. Drawings & Specifications: Submit in the same manner as the 35% DD submittal.

b. Cost Estimate & Design Analysis: Submit in the same manner as the 35% DD submittal.

c. FPE Certification: Provide review by the Fire Protection Engineer and indicate their comments.

4. 95% Design Development: This submission of drawings, specifications and cost estimate shall be complete. This review by the VA shall be to validate that 65% comments were incorporated into the project. There shall be nothing missing from the construction documents. The VAMC review of these documents should result in very minor comments to allow for the next submission to be final. If the comments of this set of documents results in numerous comments, then a 99% review or a check set of certain elements of the design may be required before the AE shall proceed to the 100% Final Construction Documents.

a. Drawings & Specifications: Submit in the same manner as the 65% DD submittal.

b. Cost Estimate: Submit in the same manner as the 65% DD submittal.

c. FPE Certification: Provide review by the Fire Protection Engineer and indicate their comments.

5. 100% Construction Documents: This submission shall incorporate all project requirements and previous comments. These documents shall be ready for bidding.

a. Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL “STAMPS” SHALL BE ON THIS SET OF DOUMENTS. Provide one 22”x34” size D set, four 17”x22” size C sets of FINAL construction drawings. Provide two set of FINAL fully edited specifications (specs in a 3-hole punch notebook, printed on both sides of the paper). Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Provide two CD electronic copies of the entire package (Construction Drawings and Specifications). The drawings shall be as both AutoCAD (2020) and scanned individual PDF files per drawing. The specifications shall be in separate Word and separate PDF files for each specification section. Coordinate the naming & numbering of the files with the COR. Also, provide a PDF file for each complete volume of the specifications.

b. Cost Estimate: Submit FINAL CostWorks cost estimate in the same manner as previous submittal.

c. FPE Certification: Provide a FINAL certification letter from a registered Fire Protection Engineer stating that the FINAL plans and specifications are in compliance with the current Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) codes.

Construction Period Services (CPS): AE shall provide full post design services construction period service IAW the Special Provisions of this contract.

· PRE-AWARD: CPS to include assistance with questions, request for information (RFI’s), meeting conference calls, clarifications, and addendums during the construction solicitation phase.

· POST-AWARD: CPS also include full support through the construction phase to include but not limited to, assisting with questions, clarifications, inspections, reviewing and responding to RFI’s and review/coordination of contract modifications/change orders. Designing and estimating of design omissions.

· POST-AWARD SITE VISITS: CPS shall also include a minimum of 7 Site Visits during the construction phase of the project. Type and discipline of site visit shall be determined at the time of need by the COR.

· ASBUILTS: AE shall also incorporate contractor’s as-built/redline drawings on AutoCAD (2020) with all x-refs and blocks bound and provide both electronic (two CDs clearly labeled) and hard copy sets. Hard copy sets of as-built drawings shall consist of one 22”x34” size set, three 17”x22” size sets.