663-25-112 AE SOW-10.25.2025.pdf

Project No. 663-25-112 Upgrade Campus Fire Alarm System VA Puget Sound Health Care System, Seattle-Division, Seattle, WA

Architect/Engineer Statement of Work 10/25/2024

1. The Architect/Engineer (A/E) shall perform investigative surveys to verify as-built conditions required to fully develop construction documents for the site preparation, demolition, and new construction for designing a fully functional new upgraded fire alarm system and removal of the existing system. A/E shall include professional design services for design of an addressable fire alarm system serving approximately 1,500,000 gross square feet at the VA Puget Sound Health Care System (VAPSHCS), Seattle Campus, compliant with the latest codes, VA guides, and industry best practices.

2. The existing fire alarm system at VAPSHCS is split between two generations of Siemens’ fire alarm control systems. Buildings 100, 101, 102, 103 and 104 are currently served by a Siemens’ Desigo System. The remaining buildings are served by legacy Siemens’ MXL Networked Fire Alarm Systems. Both systems report to their own Network Command Center (NCC) in the building 100 Energy Plant. Additionally, the existing fire alarm system of building 7 is a stand-alone Siemens’ MXL system that does not report to the NCC in the building 100 Energy Plant.

3. This project replaces the legacy Siemens MXL networked fire alarm systems in buildings 1, 7, 13, 16, 20, 22, 28, 34, and 36 and their associated portions of the system in the building 100 energy plant. The new fire alarm systems shall be compatible with the Siemens Desigo system that services other buildings on the campus. Where field devices are not compatible with the new Siemens Desigo System or are no longer supported by the manufacturer, the field devices shall be replaced. The overall intent of this project is to replace all old unsupported devices and consolidate all fire alarm systems into the Desigo system to allow for monitoring by a single supervising station in the building 100 Energy Plant.

4. The new addressable fire alarm system design will include items such as Fire Alarm Control Panels (FACP), control and annunciation, primary and secondary power supply, initiating devices and circuits, notification appliances and circuits, etc. The fire alarm system will include new conduit, wiring, and connections for all components. The control and annunciation design will include fire operator workstations and remote annunciators as required. The main power will be a connection to the facility power service and the secondary power will be by internal batteries. The alarm initiating devices include items such as smoke detectors, manual fire alarm stations, duct detectors, valve tamper and water flow switches, heat detectors, etc. The alarm notification appliances include items such as speakers, strobe units, etc. The new fire alarm system shall connect to other systems as required by code including systems such as the fire command center, smoke / fire doors, fire department notifications, communication between buildings, security systems, kitchen suppression systems, elevator recall systems, smoke control systems, etc. Devices associated with these systems shall be surveyed for compatibility with the new fire alarm system and replaced if the devices are not compatible. The design shall include appropriate signage throughout the campus and any other in-kind upgrades. The design shall modify any existing layout and equipment to provide adequate fire detection coverage and functionality throughout the campus and meet the latest code requirements. This includes incorporating the current and future construction plans into the final design. The new design plan must maintain continuity of service during construction and during the transition to the new alarm system.

5. Buildings 8, 11, 23, and 18 are scheduled for future demolition, the existing portions of fire alarm systems required to maintain a functioning fire alarm system in those buildings shall remain in place and in service.

6. The A/E’s design shall specify that each decommissioned and removed legacy MXL FACP shall be retained and be configured to allow for re-use as spare parts in case of a failure of a panel ahead prior to the panel’s scheduled replacement.

7. The A/E shall develop an appropriate phasing plan for construction as to provide minimum interruption to occupants of the buildings and coordinated outage of utility systems. Where the entire buildings Fire Alarm System is to be replaced the A/E’s design shall include a phased construction where the replacement system is constructed in parallel to the legacy system while the legacy system remains in service until the replacement system has been commissioned and tested. This is to minimize the requirement for fire watches and interim life safety measures during construction. All existing devices shall be demolished and removed once the replacement system has been commissioned and tested. Include in the demolition removal of all conduit and associated infrastructure.

8. After system selection, the A/E shall work alongside the system vendor to best develop a plan for the demolition and removal of the legacy Siemens MXL Fire Alarm Systems and their replacement/transition to the Desigo system.

9. The A/E shall be responsible for the coordination and cost required to retain a Fire Protection Engineer. The Fire Protection Engineer shall meet the requirements of, and perform the duties outlined in the document “Fire Protection Engineer - Qualifications and Scope of Services” found on the TIL and PG-18-15, Minimum Requirements for A/E Submissions

10. Space is limited at VAPSHCS, Seattle Campus. Design staging should be prepared in such a way as to minimize disruption to clinical spaces and function, with phasing involving patient care spaces held until the end of the project as much as possible.

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

12. The A/E shall plan, coordinate, and conduct bi-weekly design and coordination meetings between A/E technical disciplines before submitting material for each VA review. VA meeting room facilities may be utilized for project meetings. The A/E may coordinate with the COR for use of VA facilities and shall establish an FTP site for use by the A/E and the VA to review documents and assist in communication.

• Construction is expected to begin in FY2027 Q1.

• The estimated construction budget is in accordance with VAAR 836.204 Disclosure of the magnitude of construction projects is between $10,000,000 and $20,000,000.

13. The project will include all necessary design and construction period services including civil, architectural, plumbing, mechanical, electrical, fire sprinkler, and fire alarm to create and support a complete set of construction documents.

14. 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 for the Schematics, Design Development and the Construction Documents stages of the VA design process and the Construction Period Services of the Project. The A/E 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 asbestos abatement and related restoration work.

15. The finishes in all areas are to be designed to tie in with other finishes at VAPSHCS Seattle.

All interior design work shall be completed by the A/E Interior Designer in compliance with the VA Interior Design Manual. Any work completed by the A/E Interior Designer must be coordinated with the VAPSHCS Seattle Interior Design/Finishing Team through the COR and all final selections shall be approved by VA. An interior finish binder is to be provided showing all finishes used in this project.

16. A/E shall specify that all new devices are to be barcoded for future testing and inventory management. A/E to specify that construction contractor to provide VAPSCHS with an inventory with drawing identifying locations off all devices.

17. 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, at 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. VA Technical Information Library resources specific to the above function include:

• Master Construction Specifications PG-18-1

• Fire Detection and Alarm 28 31 00

• Design & Construction Procedures PG-18-3

• Standard Details and CAD Standards PG-18-4

• Equipment Guide List PG-18-5

• Space Planning Criteria PG-18-9

• Barrier Free Design Standard PG-18-13

• VA BIM and CAD Standards PG-18-13

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

• Environmental Guidance PG-18-17

• Seismic Design Requirements H-18-8

• VAPSHCS Seattle Specification and Design Information

• The Joint Commission Criteria

• NFPA Codes and Standards

• VA Architectural Design Manual

• VA Asbestos Abatement Design Manual

• VA Fire Protection Design Manual

• VA HVAC Design Manual

• VA Industrial Hygienist Requirements

• VA Interior Design Manual http://www.cfm.va.gov/TIL/

• VA Physical Security and Resiliency Design Manual

• VA Signage Design Manual

• VA Whole Building Commissioning Process Manual

• Safety and Health During Construction VHA Directive 7715(1)

18. All drawings shall be completed in accordance with VA Building Information Model (BIM) and CAD Standards.

19. Commissioning: The A/E shall provide commissioning and training services for the new fire alarm system. The commissioning plan as described in the VA Whole Building Commissioning Process Manual shall include a phased plan for testing the new fire alarm system during construction. The A/E shall be responsible for all costs and coordination required to have OEM field service engineer present during commissioning and providing the results to the COR. In addition, the A/E approved competent person shall conduct on-site training for VA end users for operation and maintenance of the fire alarm system and shall provide both a written and video training plan. Training shall be conducted after final commissioning is completed but before transitioning from the existing alarm system to the new.

20. The project schedule will begin with the Notice of Contract Award (NOCA) and is described in the schedule below:

A/E PERIOD OF PERFORMANCE CHART (IN CALENDAR DAYS AFTER NOCA)

Level Complete

Calendar Days for the Work

VA

Review

Resubmit if

Comments

Total days after

NOCA

Kick-Off Meeting with Documentation 28 15% Schematic Design SD1 Submittal 35 21 7 91 35% Schematic Design SD2 Submittal 28 21 7 147 65% Design Development DD1 21 21 7 196 95% Construction Documents and Specs

CD1 21 21 7 245

100% Construction Documents CD2 14 14 7 280 Construction Period Services Site Visits

There will be four official design reviews for this project; one at completion of the 15% schematics design (SD), one at 35% SD, 65% Design Development (DD), and 95% Construction Documents (CD). Required deliverables for each submission can be found under sections 23-27 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.

21. The following quantities of design review materials are required for the 15% Schematics submission SD1:

• Preliminary phasing analysis.

• Preliminary impact analysis.

• Infection control analysis.

• Project objectives and background.

• Review of applicable codes.

• Design concepts.

• Special requirements/considerations/aggregations.

• Recommendations/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 or market conditions.

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

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

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

• One complete, digital set of plans (Revit/Native Format, DWG, and PDF) and narratives

(Microsoft Word and PDF)

22. The following quantities of design review materials are required for the 35% schematic submission SD2:

• Provide updated Basis of Design incorporating previous design review comments.

Include survey report of existing system for required upgrades and modifications, power supply, obstructions / interferences to be encountered during construction, setup and location of existing equipment and devices and replacements, etc. needed for construction drawings and to finalize specifications.

• Provide proposed phasing plan.

• Preparation of construction drawings showing general layout of demolition and new work to assist in 65% design review preparation. Include: Limits of each existing node / zone location and proposed limits for new system, schedule of existing devices / equipment for each node and proposed new devices / equipment

• Outline of specifications.

• QA/QC plan with completed actions

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

• One digital copy of all drawings (Revit/Native Format/NWD, DWG, and PDF)

• One set construction cost estimate (hard copy and PDF)

• One set partial marked-up VA master specifications (red-lined track changes) to ensure

VAPSHCS Seattle standards are being incorporated (hard copy, Microsoft Word, and

PDF)

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

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

DD1:

• Incorporate all comments from 35% design submissions.

• The Construction specifications shall be prepared in final draft.

• Construction drawings to include demolition plans and preliminary device layout.

Drawings shall show details, finish schedules, phasing schedule, and protective construction techniques. Layout of devices should account for all applicable codes and calculations.

• QA/QC plan with completed actions.

• Provide a rendering or three-dimensional image for selected options of typical space (as required by the VA).

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

• One digital copy of all drawings (Revit/Native Format/NWD, DWG, and PDF)

• One set construction cost estimate (hard copy and PDF)

• One set partial marked-up VA master specifications (red-lined track changes) to ensure

VAPSHCS standards are being incorporated (hard copy, Microsoft Word, and PDF)

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

24. The following quantities of design review materials are required for the 95% CD submission

CD1:

• Incorporate all comments from 65% design submissions.

• Finalization of affected areas including equipment locations (if necessary).

• Complete working drawings with finalized layout of devices with all factors considered

(i.e. mechanical, electrical, structural, etc.).

• Construction specifications in final form. Include master submittal log (list of all submittals required of the construction general contractor).

• Final construction cost estimate shall be provided.

• Construction pricing form

• Commissioning plan

• Training plan

• QA/QC plan with completed actions

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

• One digital copy of all drawings (Revit/Native Format/NWD, DWG, and PDF)

• One set construction cost estimate (hard copy and PDF)

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

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

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

25. The following quantities of design review materials are required for the 100% CD submission CD2:

• Incorporate all comments from 95% design submissions.

• Final construction cost estimate.

• Final construction specifications with master submittal log.

• Final construction contract drawings.

• Final construction project schedule estimate – include gantt chart, and critical path, and line item for procurement of material with identification of long lead items (Microsoft Project Gantt or similar and PDF).

• Final commissioning plan.

• Final training plan.

• Final construction pricing form.

• Completed QA/QC plan.

• Provide a rendering or three-dimensional image for the final design of typical spaces (as required by the VA).

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

• One hard copy set plans, half size.

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

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

• One set completed plans in digital format (Revit/Native Format/IFC/NWD, DWG, and

PDF).

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

• One hard copy of the final submittal register.

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

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

26. The following items are to be provided within fifteen (15) working days of the completion of the construction project:

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

• One digital copy of project as-built drawings (Revit/Native Format/IFC/NWD, DWG, and

PDF).

27. 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.

• 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.

• Participate in construction progress meetings.

• Site Visits.

• Pre-solicitation conference.

• Preconstruction conference.

• Commissioning, and training.

28. The A/E shall assign one representative to participate in the pre-solicitation 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.

29. Infection Control During Construction and Renovation: The A/E shall develop an infection control plan as outlined in the VHA Directive 7715(1) 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.

30. 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.

31. Specifications shall be based on the VA 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 VA Master Construction Specifications provided must be thoroughly reviewed to delete and update reference items and Federal Specifications cited in order, 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.

32. 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 particular section of the specifications for which samples and shop drawings are required.

33. 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.

34. 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.

35. 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.

36. The A/E shall visit the site, as required, to obtain total details of the specifics required for the work, including, architectural, mechanical, electrical, etc., in order 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.

37. The A/E shall retain copies of everything submitted.

38. All final drawings shall contain the A/E's stamp with professional seal along with name and address of firm.

39. The A/E shall 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.

40. The VA will retain a Registered Fire Protection Engineer to review A/E drawings for compliance with NFPA codes and VA Fire Protection Design Manual. 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.

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