AE SOW - Project 663A4-24-209 Upgrade Fire Sprinkler System at Bldg 61 at the American Lake VA Medical Center in Tacoma WA.pdf

VAPSHCS – American Lake Engineer Fire Suppression System at Building 61 Tacoma, Washington Project No. 663A4-24-209

A/E SCOPE OF WORK

PROJECT 663A4-24-209

EMERGENCY UPGRADE FOR FIRE SUPPRESSION SYSTEM AT BUILDING 61

1. The Architect/Engineer (A/E) shall provide all labor and materials to perform investigative surveys to verify as-built conditions required to fully develop construction documents for the site preparation, demolition, and new construction to upgrade and or replace the fire suppression system at Building 61. The latter is consistent with proposing an engineered solution to either upgrade the current dry fire suppression system or replace it with a wet fire suppression system or other type of fire suppression system. Furthermore, the design will detail fire detection and fire alarm systems to be upgraded to the latest VA Fire Protection Design Manual 19HEF-2023 and the Public Building Amendment Act (PL-100-678) to effectively alert and communicate fire or smoke detection to Campus first responders; horizontally to adjacent local fire departments; and vertically to the VA Executive Leadership Team to facilitate coordination and compatibility to reduce and eliminate the fire threat. The design work is associated with project 663A4-24-209 – Engineer Fire Suppression Systems at Buildings 61, VA Puget Sound Health Care System (VAPSHCS), American Lake (AMLK) Campus, Tacoma, Washington.

2. BACKGROUND: American Lake Campus, like the surrounding local area, experienced consecutive days below freezing over the long Martin Luther King weekend, which abruptly ended the night of fourteen January. The warm-up resulted in a pipe bursting in the attic space directly over the eastern wing of the building. The resulting flood of water destroyed interior architectural finishes at the third floor, second floor and to a lesser extent the first floor; the magnitude of the damage sustained to the building interior is estimated to be near $5MM as office and waiting room furnishings were likewise destroyed by the cascading water. Although, immediate measures were taken to clean-up the standing water and dry the space to mitigate further damage ultimately mold began forming within a very short time. Building 61 is a multi-story, 49,035sf, clinical building that is listed on the historical registry having been constructed in 1932. Building 61 serves as the American Lake Campus Outpatient Mental Health Section and Pain Clinic. The Mental Health Service Line Staff is charged with mental health rehabilitation and in support of this endeavor provides Veteran’s psychiatric evaluation and treatment for Post Traumatic Stress Syndrome (PTSD), Traumatic Brain Injury (TBI) as well as family-oriented wellness, general outpatient mental health care, and substance abuse recovery. On average, the Service Line at Building 61 Outpatient Mental Health, schedules and provides wellness and addiction assessment and care for those ailments to nearly 1500 Veteran Patients a week. The scope and magnitude of these services have been relocated to a multitude of other buildings across campus which is impacting both required real property space allocation and is straining the clinical services and medical functions specific to those structures.

3. The A/E shall provide design and construction period services to include investigative services, planning consultations and visits, comprehensive design work, mechanical calculations, preparation of contract drawings and specifications, preparation of cost estimates, construction period services, site visits, reports, commissioning, as-built drawings, and other design services necessary for a complete project.

4. The A/E shall meet with key Veterans Affairs (VA) staff at appropriate points throughout the design and construction process. A VA-designated Contracting Officer’s Representative (COR) will represent the VAPSHCS and its interests and will work with the A/E throughout the contract to ensure contract compliance and that all design milestones are approved by the VA, through design review processes, before transition to the next design lifecycle milestone.

5. Project 663A4-24-209 has four primary purposes. The number one purpose is to investigate the chain of causation that resulted in the dry fire suppression system being charged by a volume of water so great that when below freezing temperatures caused the pipe to burst, in the attic space, the result was catastrophic in that the cascading water destroyed architectural finishes and interior light fixtures on all three floors that comprise the building’s east wing. Secondly, the A/E is to engineer a fire detection, fire alarm and fire suppression system that will be affective in suppressing and reducing fire threats as well as communicating fire and or smoke alerts to first responders both resident to the VA Campus and to those first responders that are assigned to local stations, adjacent to the VA Campus. Next, the A/E shall detail engineered solutions to mitigate weather induced damage to the fire suppression system as a whole with the intent of making it impervious to wild temperature swings and or sustained below freezing temperature durations which could be experienced beginning in the Fall and through to early Springtime. Finally, the entire system is to be capable of digital communication to affectively elicit a coordinated fire suppression response, interoperable with adjacent FA infrastructure, capable of Campus digital interface, peer to peer programming, via instrumentation, controls and Fire Detection and Alarm protocols.

a. American Lake disposition is categorized as being within a Very High Seismic Zone;

therefore, the design must analyze and address any seismic requirements for the mounting of mechanical equipment to housekeeping pads, rooftop mounting and overhead mounting in accordance with published criteria for a Very High Seismic Zone.

b. Construction is expected to begin in FY2026 Q4.

c. The estimated construction budget is $3,300,000.

6. The VAPSHCS – AMLK Campus is consistent with historic significance with multiple contributing buildings and structures assigned to the historical registry as designated by the Washington State Historical Preservation Office (SHPO). Buildings 61 is a contributing building and therefore the design will require coordination with the SHPO.

7. The project will include all necessary design and construction period services including, but not limited to, fire detection, fire alarm and fire suppression to create and support a complete set of construction documents.

8. The finishes in all areas are to be designed to tie in with other finishes at the AMLK Campus. All interior design work shall be completed by the A/E Interior Designer in compliance with the VA Interior Design Standards. The VAPSHCS has its own Interior Designer, who will be closely involved in the design process. Any work completed by the A/E Interior Designer must be coordinated with the VAPSHCS-AMLK Interior Designer and all final selections shall be approved by VA. An interior finish binder is to be provided showing all finishes used in this project.

9. All work shall be designed and phased to limit disruptions to the station including temporary chiller service.

10. The project design shall be completed in accordance with this A/E Scope of Work and all appropriate VA standards, specifications, and other criteria unless otherwise noted by VA.

VAPSHCS-specific specification and drawing notes and corrections will be provided to the A/E by the COR and shall be incorporated into the final construction documents. The following references, as a minimum, shall be utilized for planning and design purposes.

The current version (at time of contract award) of each document shall be used by the A/E.

The A/E shall retrieve all items from the VA’s Technical Information Library at http://www.cfm.va.gov/TIL/ or from the COR.

a. VA Design Manual VA-dm 2022

b. Master Construction Specifications PG-18-1

c. Design & Construction Procedures PG-18-3

d. Standard Details and BIM Standards PG-18-4

e. Space Planning Criteria PG-18-9

f. Barrier Free Design Guide PG-18-13

g. A/E Submission Instructions – Volume C PG-18-15

h. Environmental Compliance Manual PG-18-17

i. Equipment Guide List H-7610

j. Hardware (Equipment) Symbols H-08-6

k. VAMC Approved Hardware Locking Standards H-08-6

l. Seismic Design Requirements H-18-8

m. VA Fire Protection Design Manual 19HEF-2023

n. VAMC Specification and Design Information

o. Joint Commission Criteria

p. Public Building Amendment Act PL 100-678

q. National Fire Codes (NFC)

r. NFPA Criteria 90A-2021

s. NISTIR 5560

t. VA HVAC Design Criteria

u. VA Industrial Hygienist Requirements

v. VA Interior Design Standards

w. VA Physical Security and Resiliency Design Manual – Life-Safety Protected

x. VA Signage Standards

y. VA Whole Building Commissioning Process Manual

z. Uniform Federal Accessibility Standards http://www.cfm.va.gov/TIL/

aa. VHA Infection Control Risk Assessment VHA Directive 7715

11. All drawings shall be completed with traditional CAD format and working copies shall be in PDF format; refer to contract deliverables within this SOW for further information. The VAMC has existing drawings in both CAD and hard-copy format that the A/E may use when developing their preliminary models.

12. VA Physical Security Requirements: This project shall comply with the VA Physical Security and Resiliency Design Manual – Life-Safety Protected requirements. Per this manual, the A/E shall employ a security specialist that has a minimum of five years’ experience in physical security design and shall maintain current certification as Certified Protection Professional (CPP) or Physical Security Professional (PSP) from the American Society for Industrial Security (ASIS). The security specialist must have demonstrated knowledge and experience applying security strategies, such as the application of CPTED, ballistic and forced entry requirements, and electronic security system design. The résumé of the specialist must be submitted to the VA COR for review and approval prior to the concept phase of the project.

13. Commissioning: The A/E shall provide commissioning services as described within the VA Whole Building Commissioning Process Manual. A/E shall be responsible for all coordination and costs required to have OEM field service engineer present during commissioning.

14. The A/E shall develop an infection control plan as outlined in the VA Infection control policy for any construction activities associated with this project. In addition, the A/E shall provide a detailed Infection Control Drawing with a risk assessment matrix showing the following information: type of construction activity, patient risk groups, class of precautions, and a description of infection control precautions. The drawing shall outline construction barriers, and detailed requirements for maintaining .01 inches/water gauge negative pressurization of the entire workspace by use of HEPA exhaust air systems directed outdoors for Level III and Level IV.

15. The A/E shall retain the services of an industrial hygienist (IH). The A/E or the IH have the option of preparing the asbestos drawings. The services include all A/E IH services associated with asbestos, lead based paint, and mold for the Schematics, Design Development and the Construction Documents stages of the VA design process and the Construction Period Services of the Project. The AE shall be responsible for providing all design documents for the Project. The IH consultant shall coordinate with the A/E to ensure that fully coordinated drawings are provided for all hazardous material remediation and related restoration work.

16. Construction Period Services:

• Review submittals as required in specifications (material, equipment, shop drawings, etc.) and respond within ten (10) working days. Recommend to COR as to the submittal being approved, disapproved, or approved as noted. Include review comments as to appropriateness of submittal and conformance to construction drawings and specifications.

• Review change orders and provide A/E cost estimate to support VA's negotiations with contractor within five (5) working days.

• Respond to requests for information (RFI) within three (3) working days.

• Furnish as-built drawings at completion of construction within fifteen (15) working days.

• Provide construction verification services at significant construction progress milestones and provide punch-list report of findings to the COR. May be conducted as part of the commissioning plan if applicable.

• Approved A/E representative to participate in bi-weekly virtual conference progress meetings.

• Site Visits (approved A/E representative)

• Pre-bid conference

• Preconstruction conference o Progress meetings o As required to resolve RFI (A/E expected to be available within two (2) working days) o Commissioning, training, significant construction progress inspections

17. Space is limited at VAPSHCS American Lake. Design staging should be prepared in such a way as to minimize disruption to clinical spaces and function. The A/E shall develop an appropriate phasing and coordination plan for construction as to provide minimum interruption to occupants of the buildings and coordinated outage of utility systems.

18. The project schedule will begin with the Notice to Proceed (NTP) and is described in the schedule below:

A/E DESIGN SCHEDULE (IN CALENDAR DAYS)

Design Level A/E Design VA Review Total Days After NTP

Kick-off meeting at BVAMC - - 7

15% Schematic Design 35 21 63

35% Design Development (DD) 35 21 119

65% Design Development (DD) 70 21 212

95% Design Development (DD) 21 14 242

100% Construction Documents (CD) 14 14 273

There will be three official design reviews for this project held in-person at the VAPSHCS- AMLK Campus; one at completion of the 35% DD, one at completion of 65% DD, and one at completion of 95% DD. Required deliverables for each submission can be found under sections 15-19 of this A/E Scope of Work. Intermediate submissions may be required by the VA if any official submission is deemed to be unacceptable; the decision on whether a submission is acceptable is the sole right of the VA. Any requested intermediate submission materials shall be provided by the A/E at no additional cost to the VA.

19. The following quantities of design review materials are required for the 15% Schematics:

• Preliminary Phasing Plan

• Preliminary Impact analysis

• Infection Control Analysis

• Project objective and background

• Review applicable codes.

• Design concepts

• Special requirements/considerations/aggregations

• Recommendation/solutions

• Information needed from the VA to assist in design development.

• Preliminary cost estimate based on design analysis. Provide appropriate adjustments for phasing and local market conditions.

a. Two hard copy sets of plan view drawings for each different option proposed identifying key functional and operational relationships.

b. Two hard copy sets of plan view drawings for each different option proposed identifying possible floor plan arrangements to include possible equipment layouts.

c. Narrative summary for each option to include key design impact, rationale, and option pros and cons.

d. One complete set of plans and narratives in digital format (Revit/CAD, Microsoft Word, PDF)

20. The following quantities of design review materials are required for the 35% Design submission:

a. Two hard copy sets of plan view drawings for each different option proposed identifying key functional and operational relationships.

b. Two hard copy sets of plan view drawings for each different option proposed identifying possible floor plan arrangements to include possible equipment layouts.

c. Narrative summary for each option to include key design impact, rationale, and option pros and cons.

d. One complete set of plans and narratives in digital format (Revit/CAD, Microsoft Word, PDF)

e. Completed copy of the 35% VISN compliance checklist (Provided by COR)

21. The following quantities of design review materials are required for the 65% DD submission:

a. Two hard copy sets plans (black line), full size 30” x 42”

b. One digital copy of all drawings (Revit/CAD and PDF)

c. One set construction cost estimate (hard copy and PDF)

d. One set partial marked-up VA master specifications (red-lined track changes) to ensure VAMC standards are being incorporated (hard copy, Microsoft Word, and PDF)

e. One set of completed VA Design Review Checklists (all divisions)

22. The following quantities of design review materials are required for the 95% DD submission:

a. Two hard copy sets plans (black line), full size 30” x 42”

b. One digital copy of all drawings (Revit/CAD and PDF)

c. One set construction cost estimate (hard copy and PDF)

d. One set complete marked-up VA master specifications (red-lined track changes) (hard copy, Microsoft Word, and PDF)

e. One set of completed VA Design Review Checklists (all divisions)

f. Completed copy of the 95% VISN compliance checklist (Provided by COR)

23. The following quantities of design review materials are required for the 100% CD submission:

• Incorporate all comments from 95% design submissions and third-party Fire/Life Safety Code Review.

• Final construction cost estimate

• Final construction specifications with master log

• Final construction contract drawings

• Final construction project schedule estimate – include line item for procurement of material and make note of any long lead items (Microsoft Project GANTT Chart format with critical path).

• Final Commissioning Plan

• Final Training Plan

• Completed QA/QC Plan

a. One hard copy set original stamped and signed plans, full size 30” x 42”

b. One hard copy set plans, half size.

c. One hard copy set completed specifications (printed two-sided, in 3-ring binder)

d. One set completed specifications in digital format (Microsoft Word and compiled PDF)

e. One set completed plans in digital format (Revit/CAD and PDF).

f. One digital copy of the final submittal register (Microsoft Excel)

g. One hard copy of the final submittal register

h. One set final construction cost estimate (Microsoft Excel and PDF)

i. One set of completed VA Design Review Checklists (all divisions)

24. The following items are to be provided at the completion of the construction project:

a. One hard copy set plans reflecting as-built conditions, stamped “As-Built”, full size 30” x 42”

b. One digital copy of project as-built drawings (Revit/CAD and PDF)

25. The A/E shall assign one representative to participate in the pre-bid conference at the project site at a time designated by the Contracting Officer. The A/E’s representative shall be thoroughly familiar with the project and the contract documents.

26. Security Requirements: The A/E will not have access to any personally identifiable information or patient sensitive information (PII/PSI). A/E Contractors will not have access to any IT systems or connections.

27. Specifications shall be based on the Department of Veterans Affairs Master Construction Specifications with A/E revisions, additions, deletions, etc., required to assure all phases and facets of work are specifically covered without omission. The A/E will be responsible for editing all sections to revise, add, delete, etc., prior to compiling the finished specification package. The Department of Veterans Affairs Master Construction Specifications provided must be thoroughly reviewed to delete and update reference items and Federal Specifications cited to make everything concurrent with the work performed;

unnecessary items shall be deleted in total. The primary specifications must be thoroughly reviewed to delete items from the specifications that do not apply to the work to be performed. The intent is to provide a package that is suitable for the project to enable the contractor to perform the work in the best possible manner without reviewing unnecessary details.

28. Included in each Construction Section of the specification should be a paragraph entitled "Submittal of Samples and Shop Drawings." Under that Section, the A/E shall list all items within that section of the specifications for which samples and shop drawings are required, with the added words, "but not limited to."

29. A/E shall develop a “Submittal Register” based on actionable specification items that require review and approval and submit to VA with 100% CD deliverables. After submittals are reviewed for compliance during construction, the A/E shall log them in the submittal register.

30. Information, including drawings and other documentation, provided to the A/E by the VA, shall be used for reference only. The A/E shall field check everything and shall not use any drawings provided for plan or elevation views. The final drawings submitted by the A/E shall be originals and shall be the result of their own field check, and shall not be take-offs or tracings, from any drawings or other information provided without express VA approval.

31. Where multiplicity is referenced in the provided specifications, the A/E shall consult the

COR to eliminate such multiplicity. The contractor shall not be given alternatives or choices but must provide specific items as detailed in the specifications. The A/E, during their visit with the COR, shall obtain the name and type of materials currently used and necessary for use on the contract for which they are responsible. In the specifications, the items shall be named specifically with an add-on statement such as: "or approved equal." The only variation that may occur is when an item cannot be substituted due to maintenance requirements at the VA. Information on such items shall be provided to the A/E by the VA.

32. The A/E shall visit the site, as required, to obtain total details of the specifics required for the Work, including, but not limited to, architectural, mechanical, electrical, etc., to fully complete the drawings and specifications without omission. Such visits shall include a thorough inspection of normally enclosed or inaccessible areas such as spaces above ceilings, within walls or chases, and in pipe crawl spaces. Where necessary, A/E shall arrange to have walls or ceilings broken open or to have excavations made to physically determine existing conditions. Arrangements for visits shall be made with the COR with at least 48-hours advance notice.

33. The A/E shall retain copies of everything submitted. The intent of this requirement is to save time, whereby many questions can be resolved by telephone and to ensure that true copies are available in the event of loss or damage during the reproduction cycle.

34. All final drawings shall contain the A/E's stamp with professional seal along with name and address of firm. All correspondence with Contracting Officer shall be signed by the Official of the A/E firm with whom contract was negotiated and may not be re-delegated to another person in the same firm. The use of VA furnished drawings and specifications does not preclude responsibility and are available to increase productivity and maintain architectural and interior design integrity. The A/E firm needs to verify all typical drawings for re-use and is to take full responsibility. All final drawings must be stamped.

35. The A/E shall also prepare an independent specification section "SR - SPECIAL REQUIREMENTS," wherein detailed phasing of work to be accomplished will be described in sequential order. The section shall be prepared using standard format of other specification sections. The same format is defined as all having the same font, spacing, section breaks, headers, footers, numbering, highlighting, font size, underlining, etc. All required interruptions of space and utilities will be carefully spelled out with time frames.

36. The VA will retain a Registered Fire Protection Engineer to review A/E drawings for compliance with NFPA and VA Fire Safety Criteria. Feedback from these reviews will be provided to the A/E for inclusion into contract drawings and specifications. The A/E shall integrate all review comments into the contract documents as directed by the COR.

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