36C25625R0017- Renovate 3N SICU and Replace AHU SOW 111824.docx

Scope of Work Renovate 3N SICU & Replace AHU

Project No. 667-24-133 Overton Brooks VA Medical Center, Shreveport, LA

Project Background, Description, and Scope of Work

The Overton Brooks VAMC requires the complete renovation of the 3N Surgical Intensive Care Unit (SICU) on the third floor, along with the replacement of the supporting Air Handling Unit (AHU). This project will involve the renovation of approximately 7,650 square feet and includes all necessary design, construction documents, construction period services (CPS), and site visits. The design must integrate a phasing plan to ensure minimal disruption to ongoing medical center operations, including safe access and continued functionality during construction.

The Contractor (A/E, Architect Engineer) shall deliver the requirements as specified in this scope of work. The Contractor (A/E, Architect Engineer) for this design shall provide all necessary investigation, verification of as-built conditions, development of specifications, development of cost estimates, development of construction documents, and construction period services. The A/E shall review all product submittals for construction plan compliance, offer recommendations to the VA concerning all submittals, conduct site visits, review requests for information (RFI), maintain and produce accurate post construction documents for submission to the VA. This design shall include all site development services and construction services necessary to complete the improvement tasks described herein. Including all permitting requirements needed, A/E will be responsible for all permitting needs for both site preparation and facility building construction activities.

Scope of Work

The contractor will provide all necessary labor, supervision, and resources to complete the following:

1. New Work The contractor will deliver a comprehensive design for the renovation and AHU replacement, including construction documents and specifications, in compliance with the latest VA Design Guidelines and Manuals. Key design elements will include:

· Space layout and finishes

· Casework and signage

· Mechanical, electrical, and plumbing (MEP) systems

· HVAC controls

· Sprinkler system redesign

· Fire alarm and life safety integration (connection to VA central monitoring)

· Communications (Wi-Fi, phone, cable)

· Security cameras and electronic hardware

· Replacement of AHU with updated HVAC controls

· Replacement of all thermostats, temperature sensors, and control valves for VAV boxes

Design must follow Medical/Surgical Inpatient Units and Intensive Care Nursing Units design criteria.

Design Engineer is required to design the new AHU on a standalone steel platform. The existing roof mounted AHU continuously leaks which this station now requires a structural steel platform to elevate the new unit on the existing rooftop. AE must also consider reusing an existing temporary AHU which is currently located on 4 West rooftop.

2. Construction Period Services (CPS) The contractor will oversee construction activities, ensuring compliance with the construction plans, reviewing submittals, conducting site visits, and addressing requests for information (RFIs). Post-construction, the contractor will produce and submit accurate as-built documents.

3. Site Investigation and Permitting The contractor will conduct thorough site investigations and obtain all necessary permits for site preparation and construction activities. This includes validating as-built conditions, developing construction specifications, and providing detailed cost estimates.

4. Fire Protection Engineer (FPE) Review and Certification The design will be reviewed by a registered FPE to ensure compliance with Life Safety Code (LSC) and National Fire Protection Association (NFPA) standards. The FPE will provide feedback during each phase, starting with the 25% Design Development, and deliver a final certification of compliance at the 100% Construction Documents submission.

5. Testing, Adjusting, and Balancing (TAB) and Commissioning The contractor will provide a pre-TAB report on the current AHU and submit a final TAB report on the new unit to verify that it meets space demands. The contractor will commission the new AHU to ensure it operates according to the specified startup, shutdown, and operational sequences.

6. Construction Period Services (CPS) A/E shall provide full post design services construction period service IAW the Special Provisions of this contract. The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

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

POST-AWARD: CPSs 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. Provide a submittal log for construction. Designing and estimating of design omissions. Promptly review all material submittals, shop drawings, and test reports. Promptly recommend acceptance or rejection to COR, and in no case longer than 5 working days after receipt.

POST-AWARD SITE VISITS: CPSs shall also include a minimum of 12 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-builts/redline drawings on AutoCAD (2020) bound and provide both electronic (two CDs clearly labeled) and hard copy sets. Hard copy sets of as-built drawings shall consist of one full size set and four 22”x34” size sets.

Work Hours and Coordination

Work will generally be performed Monday through Friday from 7:00 a.m. to 4:30 p.m., excluding federal holidays. However, some work may need to be completed outside these hours to minimize disruptions to hospital operations. All work schedules must be coordinated with the Contracting Officer’s Representative (COR).

Period of Performance

The contract period of performance will be 365 days from the Notice to Proceed (NTP) date.

DESIGN DELIVERABLES

A. Design Submissions/Deliverables:

Design submission and deliverables will be in accordance with the A/E Submission Instructions for Minor and NRM Construction Programs; PG-18-15, Volume C (See Attachment A: A/E Submission Requirements).

B. 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 the firm will take during the design process to ensure a quality finished design is achieved.

C. Cost Estimate A detailed estimate of construction cost (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission. Emphasis shall be placed on cost and scope management. The design shall be within the project construction budget and be consistent with the identified project scope. The development of construction documents by the Design Team shall include deductive alternates, up to 10% of the approved project cost estimate.

D. Drawings This project will utilize AutoCAD, version 2020. All VA design guides and requirements can be found online at: http://www.cfm.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent shall govern.

E. Handicap Accessibility The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), the Americans with Disabilities Act (ADA) and PG-18-13 (Barrier Free Design Guide) in all areas.

F. Government Furnished Information The following is a list of government furnished information found on the VA’s Technical Information Library website (https://www/cfm/va.gov/TIL/) to be used for this project, if applicable:

· Steam, Heating Hot Water, and Outside Distribution Systems Design Manual. Volume 3

· PG-18-1 Master Construction Specifications

· PG-18-3 Design and Construction Procedures

· PG-18-4 Standard Details and CAD Standards

· PG-18-5 Equipment Guide List

· H-18-8 Seismic Design Handbook

· 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 (included as Attachment A)

· PG-18-17 Environmental Compliance Manual

· Physical Security and Resiliency Design Manual for VA Facilities, Mission Critical Facilities

· VA HVAC Design Manual

· VA Fire Protection Design Manual

· VA Asbestos Abatement Design Manual

· VA Sustainable Design Manual and Guiding Principles Checklist

· VA-Space & Equipment Planning System (VA-SEPS)

· VA Architectural Design Manual

· VA Design Manuals for Estimating, Electrical, Elevator, Lighting, Plumbing & Telecommunications G. A/E Submission Requirements (Supplemental Instructions) Reference Attachment A (AE Submission Requirements) for a detailed outline and listing of specific requirements. As indicated under Section C, paragraph 1, below are supplemental instructions relative to AE submission requirements.

NOTE: The VA will have 21 days to review design submission; however, some design submissions may require longer as they require a higher-level review. The AE shall not proceed to the next design submission until comments have been received back from the VA. The AE will be allowed a “time-only” extension equal to the number of days that the VA takes longer than 21 days to return review comments.

The following design milestones are required from Notice of Award:

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 COR and end user(s) to develop conceptual and viable design options to meet the intended scope of work. The A/E shall develop schematic drawings and design options, along with Pro’s and Con’s with associated cost 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. The AE shall work with the VA COR until an acceptable plan is developed and approved in writing by the VA COR. The A/E final deliverables for this phase are (hard and electronic copies):

1) Station Approved Plan (Siting Plan & Floor Plan)

2) Preliminary Cost Estimate (RS Means, Cost Works)

3) List of probable Specification Sections for this project

4) Initial Design Analysis and Approach

5) Feasibility study of proposed path to include utility locates, potholing results, ground penetrating radar, and all other necessary documentation to validate proposed path

1. 35% Design Development: These drawings shall be at the largest scale possible and shall show the utilities, infrastructure, architectural layout of each floor, room dimensioning/square footage, room identification, fire exists (Life Safety), chases, columns, and other pertinent information necessary to provide information that will carry the design to the next review.

0. Drawings & Specifications: Provide one 22”x34” size D set and four 17”x22” size C sets. Provide one set of preliminary specifications indicating all 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 in PDF format (1 combined PDF, and individual PDF files). Specifications in Word format (individual Word documents per specification section).

0. 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 30%). 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 a CD.

0. 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 a draft preliminary detailed submittal register. Provide a list, by discipline, on what outstanding data or feedback is required from station. Provide one hard copy of the Design Analysis and one electronic copy on a CD.

0. FPE Review/Certification: Provide review comments made by the 3rd party Fire Protection Engineer for this submission.

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

1. 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, including clearing defined phasing requirements and deduct bid alternates. 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. A/E 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 A/E 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.

0. Drawings & Specifications: Submit in the same manner as the 35% DD submittal. Specifications shall incorporate AE’s edits.

0. Cost Estimate: Submit in the same manner as the 35% DD submittal.

0. Design Analysis: Submit in the same manner as the 35% DD submittal. Include A/E responses to all 35% design review comments.

0. FPE Certification: Submit in the same manner as the 35% DD submittal. Specifications shall incorporate AE’s edits.

1. 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.

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

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

1. Design Analysis: Submit in the same manner as the 65% DD submittal. Include A/E responses to all 65% design review comments.

1. FPE Certification: Submit in the same manner as the 65% DD submittal.

1. 100% FINAL Construction Documents: This submission shall incorporate all project requirements and previous comments. These documents shall be ready for bidding/construction.

0. Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL “STAMPS” SHALL BE ON THIS SET OF DOUMENTS. Provide one 22”x34” size D set and four 17”x22” size C sets of FINAL construction drawings. Provide two sets 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, Specifications, Design Analysis and Cost Estimate). The drawings shall be as both AutoCAD (2020), and PDF format both in individual files per drawing and a combined drawing PDF file. The specifications shall be in separate WORD documents and separate PDF files for each specification section. Also, provide a combined PDF file for each complete volume of the specifications. Coordinate the naming & numbering of the files with the COR.

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

0. Design Analysis: Submit FINAL and complete Design Analysis documents including all calculations for each discipline. Submit in the same manner as the previous submittals. Include A/E responses to all design review comments.

0. FPE Certification: Provide a FINAL certification letter from a 3rd party 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) code.

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