Design SOW 663-23-100.pdf

VAPSHC – Seattle Refurbish Bldg 100 Elevators S5-S8 - Seattle Seattle, Washington Project No. 663-23-100

A/E SCOPE OF WORK

PROJECT 663-23-100

REFURBISH BLDG. 100 ELEVATORS S5-S8 - SEATTLE

1. The Architect/Engineer (A/E) shall provide all labor and materials to provide a complete design for the modernization of four traction service elevators and their associated machine rooms at Bldg. 100. The design work is associated with project 663-23-100 Refurbish Bldg 100 Elevators S5-S8 - Seattle at the VA Puget Sound Health Care System (VAPSHCS), Seattle Campus, Seattle, Washington.

2. The A/E shall provide design and construction period services to include investigative services, planning consultations and visits, comprehensive design work, 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.

3. 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.

4. Elevators S5-S8 are at the end of their useful service life and operate a reduced reliability. Additionally, sourcing parts and technicians knowledgeable on elevators of this age is becoming increasingly difficult and increasing down time. This project aims to reduce elevator entrapments and downtimes, modernize control systems that will enable the medical center to enact dynamic access controls based on clinic hours and threat levels, and modernize elevator energy efficiency while still allowing room and capacity to accommodate patient stretchers and medical equipment. This project will require phasing to ensure that only one service elevator is under construction at a time, while the others remain operational for use by VA staff. AE shall be responsible for planning the resources and shall provide mitigation solution for construction noise.

a. The intent of the project is to modernize existing elevators in accordance with ASME A17.1-2022 latest codes and regulations for elevator construction, elevator safety, ADA compliance and peer to peer digital operational communication via BACnet protocols and the VA Network for fire life safety, public announcement, and code blue platforms.

b. Modernization of Building 100 Elevators (S5-S8) is to include new Elevator Control System, Motor Drive System, Cab Interior renovation, new "close-loop" Car Door Operator, vandal resistant buttons, and barrel keys throughout to include the “independent”. Replace hoistway Door equipment to match operator.

c. Modernization will include installation of new Car and Hall fixtures with LED illumination, replacement of screen separating the machine room from top floor with a wall, Installation of air conditioning in Machine Room, Installation of new shunt trip disconnects for elevator power, Installation of heat detectors by each sprinkler head to activate the shunt trip, Installation of a barrier to separate secondary elevator equipment from storage area, and added GFCI plugs in machine room and pit.

d. All service elevators are to have emergency alarm bells with backup battery power, intercom system for the hall, car and remote communication as required by current Code. Two-way emergency communication systems must be present at the interior of the service car and monitored by an active control workstation with physical operator outside the confines of the elevator car and shaft.

e. The design must analyze and address any seismic deficiencies in the elevator shafts and supporting rail systems for service elevators in portions of Building 100 for the Very High seismic category in which the Campus is situated.

f. All machine rooms, mechanical rooms, control spaces and control rooms associated with elevator cable hoists and traction pulley system must include HVAC systems that maintain required operating temperature range consistent with the operating ranges specified by the elevator equipment manufacturer IAW ASME A17.1 – 2022, subparagraph 2.7.9.2. (Temperature and Humidity).

g. Construction is expected to begin in FY2027 Q3.

h. The estimated construction budget is $7,862,000.

5. The project will include all necessary design and construction period services including, but not limited to, architectural, mechanical, electrical, plumbing, fire sprinkler, and fire alarm to create and support a complete set of construction documents.

6. The finishes in all areas are to be designed to tie in with other finishes at the Seattle 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-Seattle 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.

7. All work shall be designed and phased to limit disruptions to the station.

8. The A/E shall retain the services of an industrial hygienist (IH). The A/E or the IH have the option of preparing all Hazardous drawings. The services include all A/E IH services associated with Hazardous 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 Hazardous abatement and related restoration work.

9. 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.

AE shall provide separate plans for demolition and new work. 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. Master Construction Specifications PG-18-1

b. Design & Construction Procedures PG-18-3

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

d. Space Planning Criteria PG-18-9

e. Barrier Free Design Guide PG-18-13

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

g. Environmental Compliance Manual PG-18-17

h. Equipment Guide List H-7610

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

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

k. Seismic Design Requirements H-18-8

l. VAMC Specification and Design Information

m. Joint Commission Criteria

n. NFPA Criteria

o. VA Fire Safety Criteria

p. VA HVAC Design Criteria

q. VA Industrial Hygienist Requirements

r. VA Interior Design Standards

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

t. VA Signage Standards

u. VA Whole Building Commissioning Process Manual

v. Uniform Federal Accessibility Standards

w. Safety and Health During Construction VHA Directive 7715(1)

x. Elevator Design Manual PG-18-10

10. 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.

11. 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, http://www.cfm.va.gov/TIL/ 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.

12. Commissioning: The A/E shall provide commissioning services as described within the VA Whole Building Commissioning Process Manual. 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.

13. The project schedule will begin with the Notice to Proceed (NTP) 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

Kick-Off

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.

14. 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)

15. 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.

• Provide proposed phasing plan.

• Preparation of construction drawings showing general layout of demolition and new work to assist in 65% design review preparation.

• 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)

16. 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. Drawings shall show details, finish schedules, phasing schedule, and 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)

17. 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.

• 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

• 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)

18. 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 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).

19. The following items are to be provided within fifteen (15) working days of 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/Native Format/IFC/NWD, DWG, and

PDF).

20. Construction Period Services:

c. 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.

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

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

f. 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.

g. Participate in construction progress meetings.

h. Site Visits.

i. Pre-solicitation conference.

j. Preconstruction conference.

k. Commissioning.

21. 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.

22. 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.

23. 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.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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.

29. 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., 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.

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

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

32. 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.

33. 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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