SOW - EHRM Infrastructure Upgrades Hot Springs - Final 2-26-21.pdf

Hot Springs (Black Hills Health Care System) VAMC

500 North 5th Street February 26, 2021

Hot Springs, SD 57747

Project 568A4-21-702 EHRM Infrastructure Upgrades – Hot Springs, SD

Project Design Scope of Work https://www.blackhills.va.gov/

Contents

1. GENERAL INTENT

2. STATEMENT OF WORK

A/E Part One Services (also known as Design Phase)

A/E Part Two Services of this design project (also known as Construction Period Services

(CPS))

3. DESIGN WITHIN FUNDING LIMITATIONS

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT

5. DESIGN CRITERIA

6. DESIGN COLLABORATION

7. A/E RESPONSIBILITIES

A/E Initial Design Requirements:

Independent Life Safety Review

Environmental Protection

Physical Security

Industrial Hygienist

Fire Protection Engineer

Historical Preservation

Architecture

Structural

Mechanical

Electrical

Low Voltage and Health Care Systems

IT Related

General

8. CHARRETTE KICK-OFF MEETING

9. SUBMITTAL REQUIREMENTS

Quality Control

Basis of Design (BD) - 10%

Schematic Development (SD) – 35%

Design Development #1 (DD) – 65%

Construction Documents (CD)- 95%

Final Bid Documents (Bid) – 100%

A/E Part Two Services of this design project (also known as Construction Period Services

(CPS))

10. A/E DRAWINGS FORMAT

11. A/E SUBMITTAL FORMATS

Quality Assurance/Quality Control (QA/QC) Plan

Basis of Design (BD)

Schematic Design (SD)

Design Development (DD), and Construction Documents (CD)

Final Bid Documents (Bid)

As-Built Documents

12. PROPOSED PROJECT SCHEDULE/PERIOD OF PERFORMANCE

13. CONTRACT OVERSIGHT

14. OI&T Infrastructure Standard for Telecommunications Specs

15. GOVERNMENT PROVIDED MATERIAL

16. SEASONAL INFLUENZA VACCINATION

17. SOW ATTACHMENTS

End

1. GENERAL INTENT The Contractor (herein referred to as “A/E”) shall provide

Architect/Engineer (A/E) services to design a construction project at Hot Springs VA Medical Center - VA Black Hills Health Care System in accordance with this design scope of work.

2. STATEMENT OF WORK

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, conduct studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facilities electric distribution system and IT infrastructure to allow for the new Electronic Health Record Modernization (EHRM) system. This project shall include, but is not limited to,

a) Cable/Data Outlet

a. Replace 49 IT closet room footprints to meet new standards

b. New cable trays within closets and throughout buildings as needed

c. Run new upgraded CAT6A ethernet cabling from IT closets to data drops

d. Demolition CAT3 and other not used/abandoned aged telecommunication cable systems

e. Demolition of building and campus duct bank vault analog phone lines.

f. Demolition of campus duct bank vault abandoned infrastructure.

b) IT Specialty

a. Racks for IT equipment

b. Sensor for racks

c. Cabinets in Data Center (DC)

d. Cable management/remediation – DC

e. New patch panels for CAT6A

c) Electrical

a. Upgrade the facilities electric distribution system as required to support IT infrastructure

b. Provide additional normal, critical and UPS outlets in each IT closet

c. Power distribution – DC

d. Distribution panels – Telecom Rooms (TR)

e. UPS – TR

f. Distribution Panels – DC

g. UPS

h. UPS Mechanical Bypass

i. Power Outlet – New Data Drops and Power Outlets (DDPO)

j. Install approximately 100 additional IT outlets

k. Install approximately 75 new electrical outlets throughout the facility

d) HVAC

a. Air conditioning – DC

b. Terminal Units -TR

c. DDC system points, infrastructure

d. Condensate drain piping

e. Provide cooling via split units to TRs

e) Fiber

a. Upgrading the facilities fiber from Demark throughout the buildings/campus to each IT closet with OM4

b. Demolition

c. Provide Diversified Path

d. Duct Bank Vaults

f) Renovation

a. Demolition – renovation/electrical/mechanical

b. New walls

c. Painting and flooring

d. Fire Stopping

e. Relocation of equipment

f. Relocation of sprinkler head

g. Realign room for cabinet/rack efficiency

g) Other

a. Asbestos Abatement / Lead Paint

b. Site prep

c. Physical security

d. Progress meetings

e. Physical security: 3rd Party commissioning by General Contractor

f. Meeting minutes

A/E Part Two Services of this design project (also known as Construction Period Services (CPS)) includes responding to construction contractor Requests For Information (RFIs) during the solicitation and construction phases of the construction project, attendance at pre-bid, kick off construction project (on site not required), one (1) site visit per month during construction, and Final to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, provide independent government cost estimate (IGCE), attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built redlined drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log, review general contractor meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Hot Springs VHA record drawings and the EHRM infrastructure readiness assessment documents will be made available for A/E use; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, printing costs, mailing costs, and inspection, to meet the requirements of the design project.

The A/E shall further provide meeting minutes for all meetings held under this design project.

3. DESIGN WITHIN FUNDING LIMITATIONS The design shall be prepared by the

A/E so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction cost (ECC) of $18,427,500. Included in design will be 10% worth of deducts to ensure that a construction contract can be issued for the VA’s budgeted amount.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG- 18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA Attachment 1 “VA Technical Information Library (TIL) website https://www.cfm.va.gov/til/index.asp” is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the following listed Department of Veterans Affairs References, with special emphasis on items in bold:

PG-18-1 Master Construction Specifications

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 Seismic Design Handbook

PG-18-9 Space Planning Criteria

PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

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

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

The following standards are added to the Technical Information Library (TIL):

• SOW Attachment 2: Infrastructure Alert 003C2B SA 017R01a 2020 Nov 1.pdf

• SOW Attachment 3: Infrastructure Standard for Telecommunications Spaces V3 2020 Aug 21.pdf

• SOW Attachment 4: OEHRM Site Infrastructure and End User Device Requirements V1 8 out for signature 2020 Sept 9.pdf

• SOW Attachment 5: OEHRM Infrastructure Readiness Playbook V2 2020 July 23.pdf

• SOW Attachment 6: SOCAMES 6 Design Alert 1 2020 Apr 29.pdf

• SOW Attachment 7: Directive 1061 LEGIONELLA 2019 Oct 23.pdf

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

https://www.blackhills.va.gov/ https://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2

6. DESIGN COLLABORATION The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 23 and the Independent Life Safety Review Agent (LS Agent) for the project.

Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, infection control, noise control, etc. prior to the Independent Life Safety review.

7. A/E RESPONSIBILITIES

A/E’s shall be rated on their performance and adherence to the design contract as well as the number of change orders that are determined to be design errors or design omissions. Design errors are defined as a contract document that calls for items which are incorrect (wrong dimensions; incorrectly sized pipe, duct, and equipment; conflicts and interferences; product or method conflicting with the preference list, a constructability errors, maintenance clearances, errors in elevations, failure to field verify conditions during design, etc.). Design omissions are defined as a contract document that fails to include items necessary to the project, of which the A/E should have been aware (utilities to equipment, missing architectural details, omitted details causing constructability issues, etc.). A/E of record shall remain responsible for the quality of the design throughout construction implementation. If a determination by the COR/Contracting Officer is made regarding a design error/omission and/or a constructability problem that justifies a site inspection, the A/E shall inspect the field condition within seven (7) calendar of the COR’s request. This shall be at no additional cost as the problem arose due to quality of their design product. Reliance on construction contractor to field verify and/or reliance on VA as built/record drawings is unacceptable. A/E firm of record is responsible for the successful design and construction implementation.

The A/E shall coordinate their design between their design disciplines/consultants, contract requirements and existing field conditions. The A/E shall ensure their design is constructible, serviceable and maintainable. The details, accuracy and coordination of the drawings shall be completed to allow the installing contractor to install all items identified within the contract in the location described by the design team. It is the design teams’ responsibility to ensure proper clearances, installation space/capacity, maintenance and serviceability space. Coordinated design details, work areas, and maintenance/code/manufacturers clearances shall be illustrated in the construction drawings. The A/E team shall create accurate construction coordination drawings as the basis of design.

A/E shall include testing of existing systems as appropriate for a typical design of this nature; such as test and balancing of existing Heating, Ventilation, Air Conditioning (HVAC) systems to ensure mechanical designs are appropriate as needed.

The basis of design, encompassing all aspects (size, utilities, aesthetics, etc.) shall be designed by the A/E and documented in the design. The A/E is responsible to ensure the basis of design “fits” and functions within the space allotted.

All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remains the sole property of the Government and may be used on any other work without additional compensation to the A/E. With respect thereto, the A/E agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

The A/E design shall have accurate locations of a final installations. This is very important since our contractors do not want to install new devices without precise locations.

The A/E shall design for a “sufficient” lay down space and environmental conditions. It is the COR’s understanding cable and fiber optic rolls take up quite a bit of space and fiber needs to be stored in an environmentally controlled area. This requirement will likely need a creative solution.

The A/E shall provide “Constructive Feedback on the SOW as Requested” in the proposal. The intent here is to help improve the SOW template format for future solicitations to ease in in E/A dissemination.

A/E Initial Design Requirements:

Existing site conditions regarding analog lines:

Cisco System: new VOIP and analog (2020’s install).

Analog lines that have migrated.

1. 96 maxed out all ports.

2. 94 ports, 2 ports free.

3. 48 ports free.

Avaya System: Copper wire pairs, digital phone line, analog, VOIP (1980’s install with multiple updates).

Analog lines that have not migrated to the Cisco system.

1. 276 copper line pairs with no discovery yet whether active or not.

2. Estimating 70 plus copper pairs of the 276 are active.

The A/E shall identify what remaining Avaya analog copper pairs that are live.

The A/E shall identify end locations and lines that need be moved to Cisco system.

The A/E shall create a demolition plan.

The A/E shall design new infrastructure including a run length analysis.

The A/E shall run length analysis for new infrastructure The A/E shall identify equipment needed and location for VA or contractor to procure.

The A/E shall include a phasing plan.

A/E shall design data port plates with a minimum of four (4) ethernet drops, or more if currently utilized.

The A/E design shall include fiber, closet, etc. installed at buildings 23 and 29. Currently there is no fiber going to these buildings, and no data closet. Drawings of record including “2007 Existing Fiber Network” will be provided in the next phase when the highest rated firms are selected to submit written responses.

The A/E shall provide construction work direction to remove abandoned infrastructure in “all” of the campus duct bank vault system. See SOW Attachment 9 “Duct Bank Vault System Existing Site Conditions.pdf” for example of existing site conditions.

The A/E shall design telecommunication rooms per specification square footage, however rooms down to 100 square foot minimum may be authorized by CO on a case by case basis, with formal notification.

Independent Life Safety Review The A/E Shall provide a separate Life Safety code compliance drawing(s) – these drawing(s) shall show the fire and smoke barrier boundaries for the associated areas.

a) The VA will need 21 calendar days from receipt of digital submittal for each Fire/Life Safety Code Review by VA chosen 3rd party.

b) The A/E shall incorporate any comments from the VA 3rd party life safety review.

Environmental Protection The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the Hot Springs VA. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects, see SOW Attachment 10 “NEPA Interim Guidance for Projects 2010 Sept 30.pdf”. Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

Physical Security The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security and resiliency Design Manual for Mission Critical Facilities located on the TIL, see SOW Attachment 11 “Physical Security and Resiliency Design Manual 2020 oct 1.pdf”. The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (Mission Critical Facility) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VOC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver and equivalency requests as necessary.

The A/E shall design in 3rd party commissioning to support physical security controls which will be coordinated by the general contractor and approved to the COR/CO.

Industrial Hygienist The A/E shall obtain the services of a Certified Industrial Hygienist (CIH) to review the project and the VA asbestos assessment to assure that issues involving asbestos and lead paint are addressed. If abatement is required as a part of this project, A/E plans and specifications shall be provided for this work within the plan set.

The VA has an internal Infection Control Risk Assessment (ICRA) policy for assuring the hazards associated with construction dust, noise, utility outages, etc., are addressed. The A/E shall become familiar with this policy and assure the contract documents implement appropriate safety measures when required. ICRA shall be included in the specifications. See SOW Attachment 14 “PCRA ICRA Risk Assessment.pdf”.

The A/E shall provide work direction in the design documents the construction prime will purchase a HEPA Cart similar to SOW Attachments 12 & 13 “HEPACART Example Spec VA.pdf” and “HEPA CART with Options 2020 Dec 15.pdf” for use in areas with compromised immune systems including but not limited to building 12 2nd floor Dialysis and 1st floor wing A. At the end of the construction effort the HEPA cart in good working condition will become the property of the Hot Springs VA. The construction prime shall provide a 30-minute demonstration to the VA staff at the hand off time.

A/E design shall utilize SOW Attachment 28 “General Requirement Specifications and Notes.pdf”

The A/E design shall utilize SOW Attachment 29 “Asbestos Abatement Design Manual for VA 2011 July .pdf”

The A/E design shall provide detailed work direction on dust control, oversight ownership, daily check list, tuned to the quality assurance plan.

Design shall include all infection control procedures necessary to complete project in accordance with Joint Commission, Hot Springs VHA, and Life Safety requirements.

Fire Protection Engineer The A/E shall obtain the services of a Professional Fire Protection Engineer to review, approve, and affix their stamp of Certification to the project documents being in compliance with NFPA Life Safety Code.

The A/E shall incorporate any comments from the VA 3rd party fire safety review. See SOW Attachment 15 “Fire Protection Design Manual 2015 December.pdf”.

The A/E shall follow current National Fire Protection Association (NFPA) codes and standards. The A/E is not required to follow local or State codes, consult with the Technical Information Library (TIL), Design and Construction Procedures PG 18-3.

Historical Preservation The A/E shall create a state historic preservation offices (SHPO) and national historical preservation submittals and submit to the VA after the DD meeting comments have been incorporated. The A/E shall continue (with approval from the VA) into CD documents. The design shall continue while state and federal historical offices reviews the 50% design submittal. The final SHPO comments shall be addressed prior to the VA accepting the A/E’s final CD design as acceptable for construction.

Architecture

1) Design shall include all demolition and new work necessary to meet requirement of the project.

2) The designer shall include hours for consulting with Equipment vendor(s) and maintenance as necessary to complete the design.

3) Design shall detail the architectural construction requirements including complete floor and ceiling plans, elevations, sections, details, schedules, material and color selection, and discipline coordination.

4) Architect shall coordinate all interior design with Hot Springs Interior Designer, Carissa Alley 605-720-7116. Provide interior design schedule on drawings.

5) Design shall include all finishes for doors, frames, walls, windows, ceiling, floor, cabinetry, countertops, etc. that are affected by the construction to ensure existing surrounding area transition cleanly into the new space. The Architect shall recommend finishes that are affordable, maintenance friendly, and aesthetically-pleasing.

6) Design shall include all furnishings, medical equipment, and storage cabinetry. Architect shall label items based on the following system: VV=VA purchased and installed, VC=VA purchased-contractor installed, CC=Contractor purchased and installed, CV=contractor purchased-VA installed.

7) The A/E shall design the final AutoCAD layers to have a relevant description.

8) The A/E final AutoCAD drawings shall not have orphaned references.

9) The A/E shall design shall utilize attachments:

a. SOW Attachment 31 “Directive 0058 VA Green Purchase Program 2013 Jul 19.pdf”

b. SOW Attachment 23 “Best Practices for Purchasing Environmentally Sustainable Products website https://sftool.gov/greenprocurement”

c. SOW Attachment 25 “Lighting Design Manual 2015 Dec.pdf”

d. SOW Attachment 30 “VA BIM Manual V 2 2 2017 Aug.pdf”

e. SOW Attachment 18 “Drawing sheet templates website https://www.cfm.va.gov/til/bim/DwgSheetTemplates.zip”

10) The A/E design shall update AutoCAD files for the campus based on GPS surveyed “Sitepark

UTM13 NAD83-2011 NAVD88 goid12B USFT 10-17-2014.dwg“and Building 12+65+53 drawings to include:

a. Duct bank vaults ID’s and table “Sitepark IRM Network.xlsx”

b. Use as a reference only “Dimensionally incorrect Sitepark old.dwg”. Appears to be hand drawn from the 1920s due the distortion compared to the GPS surveyed version.

c. Internet Service Provider (ISP) 2020 installation “Internet Service Provider Golden West.dwg”

d. Folder “Existing Fiber Network” installed in 2007, however the fiber pathing in 2007 in building 12+65 was used in 2020 by Golden West ISP. Demarcation is in Building 65 center of large computer server room.

e. Drawings of record will be provided in the next phase when the highest rated firms are selected to submit written responses.

11) The A/E shall include 320 hours consultation from the A/E AutoCAD subject matter expert with the COR to be used toward anyone of the following:

a. How best to improve the quality of the AutoCAD dataset given the current assortment of data i.e. layer naming scheme, single folder optimized referencing for use on future solicitations.

b. Provide template legend data to assist in internal VA drawing quality improvement.

c. Enhancement of contractor project drawings outside the resource/capability at the

Hot Springs VA site. Such as adding drawing boarder/building title block, properly scaled views with scale at plot size, and northing arrow. 90% of the drawing are missing this information and must reference the file/folder name. Building 12+53+65 should have a plot (paper space) page for each wing.

Structural

1) Design shall include any necessary structural construction requirements including all structural plans, elevations, sections, and details as required.

2) Engineer shall include hours for consulting with Equipment vendor(s) and maintenance as necessary to complete the design.

3) Structural engineer shall evaluate the structural capacity for any equipment that may be roof mounted such as a direct expansion (dx) unit.

Mechanical

1) Mechanical Engineer shall field verify existing conditions to ensure that the HVAC infrastructure shall be sufficient to support the new equipment and layout. This is to https://sftool.gov/greenprocurement include, but not be limited to fans, motors, duct mains, run-outs, new Direct Digital Control (DDC) controls for Variable Air Volume (VAV) boxes, thermostats, etc.

2) Design shall include all mechanical plans, elevations, sections, details, and schedules for heating, ventilating, air conditioning, controls, refrigeration, plumbing, medical gases, and fire protection.

3) Design shall include sinks, bathrooms, piping, connections to existing facility piping, valves, drains, etc.

4) Design shall include all HVAC requirements, including ductwork, VAV boxes, reheats, exhaust, dampers, registers, etc.

5) Design shall include required fire safety systems, controls, and addition/relocation of sprinkler system components. Designer shall coordinate sprinkler head locations with equipment rails and ceiling lift locations.

6) Engineer shall include hours for consulting with Equipment vendor(s) and maintenance as necessary to complete the design.

7) All aspects of ventilation will be considered including but not limited to humidity levels, fresh air replacement, drafts and temperature of each space independently.

8) Design shall include all other mechanical upgrades necessary to accommodate new equipment.

9) A/E design shall utilize SOW Attachment 24 “HVAC Design Manual rev 2020 Mar 1.pdf”

Electrical

1) The A/E shall utilize the electrical one-line drawings provided at the time of award.

2) Evaluate power supply to the space. If additional circuits are required, this shall be included in the design.

3) Design shall include all electrical plans, elevations, sections, details, diagrams, and schedules showing electrical closet, power distribution systems, auxiliary power systems, lighting fixtures, and outlets.

4) Designer shall show all necessary service panels, circuits, cabling, wiring, conduit, outlets, relays, switches, etc. for a complete and usable electrical system.

5) All existing electrical systems and components shall be field verified by the electrical engineer.

6) Design shall include requirements for both normal and critical power. Engineer shall include hours for consulting with Equipment vendor(s) as necessary to complete the design.

7) A/E design shall utilize SOW Attachment 27 “Electrical Design Manual 2019 Dec 1.pdf”

8) The A/E shall use a standard seven (7) day minimum request requirement for the GC to schedule power outages.

Low Voltage and Health Care Systems

1) Design shall include all plans, elevations, sections, details, diagrams, and schedules showing data closet, distribution, and signaling systems.

2) Design shall include additional low voltage outlets as needed for new control stations and relocated computer workstations.

3) The A/E shall include and coordinate all biomedical systems, security, fire alarm, patient monitoring, Nurse Call (NC), panic/duress, telecommunications and data as required to meet the design.

4) The A/E shall work with Biomedical Instrumentation Service (BIS) team to layout biomedical equipment requirements. All supporting infrastructure for biomedical equipment shall be shown on the drawings.

5) Designer shall evaluate the fire alarm system and design for additional system components that interface with the existing fire alarm system supported by Johnson Controls.

6) Engineer shall include hours for consulting with Equipment vendor(s) and maintenance as necessary to complete the design.

IT Related

1) A/E design shall utilize SOW Attachment 26 “Telecomm and Special Telecomm Systems

Design Manual 2016 February.pdf”

2) A/E design shall utilize SOW Attachment 32 “Office of Information and Technology 2020 Mar

20.pdf”

General

1) Accuracy of Planning Information: The A/E shall conduct a thorough site visit(s) to investigate all aspects of the existing space; Investigation shall include data closets, electric room and capacity, and all other utilities serving the new space. A/E shall document as-built conditions. The A/E's investigation shall include validation of all field conditions.

2) Discrepancies in Planning Information: The A/E shall promptly report to the Contracting

Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E's failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.

3) Change Orders: Any work that is not addressed by the contract and is considered a change order shall be immediately brought to the attention of the Contracting Officer. No “out-of-scope” or additional work shall be executed by the A/E prior to negotiation with the approval by the Contracting Officer.

4) Ownership of Drawings: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remains the sole property of the Government and may be used on any other work without additional compensation to the A/E. With respect thereto, the A/E agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

8. CHARRETTE KICK-OFF MEETING

The design must begin with meetings with key VA Health Care System (VAHCS), Hot Springs staff and a thorough physical site survey. The A/E firm shall be responsible for site review of the existing facility to field verify the owner’s existing conditions, documents and as-built drawings to complete the design.

The A/E shall confirm existing measurements, capacities, elevations, surface and subsurface conditions impacting their design. As Built documents are not to be relied upon. Any modifications that are required to be made as a result of the site review to the As Built shall be communicated to the VA and if determined to be corrected by the A/E firm, shall be completed via a modification. The Design submittals will be developed with VA involvement to assure they are reasonable. Once a SD approach has been selected, the design development (DD) stage begins. All large-scale decisions, i.e. layouts, materials and systems selections, etc., shall be made by the completion of design development. Design shall be complete enough to do a detailed estimate and predict the final bid price with 90% certainty.

The A/E shall present a charrette at Hot Springs VA:

1) A/E Design Team

2) NFPA Life Safety Category for project.

3) The VA Design Guides to be used

4) A general overview and timeline of the process to the stakeholders.

9. SUBMITTAL REQUIREMENTS Design submittals shall follow the requirements of

Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. See SOW Attachment 16 “AE Submission Instructions for Minor and NRM Construction Program Volume C 2008 Nov.pdf”. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is attached to this SOW as SOW Attachment 17 “Sensitive Infrastructure Data Classification For Official Use Only ocr pub 2018 N 7.pdf”.

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

Quality Control Upon each design submittal, the A/E shall submit any internal quality control documentation, and the completed VA quality assurance documentation, to document that the A/E team has completed their design to a sufficient level of detail. The A/E shall have an experienced construction project manager review their design to verify that it is constructible and Quality Assurance/Quality Control (QA/QC) the documents to prevent any potential design error/omission change orders. Upon completion of the design, the A/E shall submit to the VA all documentation of the A/E’s completed QA/QC process.

At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled:

35% SCHEMATIC SUBMISSION

65% DESIGN DEVELOPMENT SUBMISSION

95%, 100% CONSTRUCTION SUBMISSION

respectively, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review.

The A/E team shall have formal approval from the VA prior to leaving any phase.

The following submittals will be required for this project:

▪ Quality Assurance/Quality Control (QA/QC) Plan

Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15 the A/E Submission Instructions, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design.

o Provide and present two corrective action routes or variations on a common plan to the VA COR and project users. VA will provide written comments on which concept or hybrid of concepts to proceed developing. Clearly delineate each Bid Item’s scope and area of involvement.

o Provide written narrative of mechanical and electrical system options with supporting engineering justification and calculations.

o Provide separate estimated costs associated with each Bid Item (capital investment and life cycle) o A/E shall provide an overview of the benefits of a Revit BIM model.

Schematic Development (SD) – 35% o With BD redlines and comment log.

o The A/E shall conduct such interviews, site inspections and pre-planning of the project as necessary to develop the design concept. The concept shall be accompanied with a gross magnitude cost estimate and a design narrative. The A/E shall present the schematic concept(s) at meetings with key VA staff for each discipline (architectural, mechanical, electrical, etc.) that is anticipated to participate in the construction process.

This submission shall be accompanied by order of magnitude estimates for each option being presented. Key VA staff will review, analyze, and comment for change or approve the concept that is to be developed into preliminary plans.

o The A/E shall complete all major site investigations and preplanning tasks prior to the final schematic design submission and presentation.

o Provide Specifications in MS Word format with tracking for easy review of changes, follow CSI format till the 100% construction drawings. A/E shall include a brief narrative of changes at the top of the document for each phase update for a quick QC by the COR.

o If required and prior to submission of Schematic material, the A/E shall meet with the VAMC’s Project Engineer/COR to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, shut down coordination notice, estimated project duration, attention to utility shut down, isolation areas, and what Government constraints will exist that will influence the Contractor's approach to the construction project.

Design Development #1 (DD) – 65% o With SD redlines and comment log.

o Upon the VA’s selection of the preferred design approach, the A/E shall proceed with design development. The A/E shall conduct further meetings with key VA staff to ascertain projects objective design concept. During this phase of the project, it is important that the project be developed to sufficient detail that the cost estimate accurately reflects the cost of construction. A/E shall provide a detailed estimate at this time.

o Provide and present corrective actions plan incorporating VA comments from SD submittal with further refinement. Show plans at scale that allows entire concept of project to be shown on one sheet. Show larger scale drawings detailing critical areas.

Show all rooms, doors, corridors, basic column grid, assumed column sizes, expansion and seismic joint locations, electrical closets and equipment rooms, signal and telephone closets, mechanical shafts and space, and all vertical circulation, e.g., stairs, conveyers, elevators, and automatic conveyances. Clearly delineate each Bid Item’s scope and area of involvement.

o Provide diverse internal wiring risk analysis. The A/E design shall minimize the risk.

o A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

o Provide Specifications.

o A/E shall provide a submittal to the COR no later than 50% CD’s that identifies an overview of all products to be installed in this construction design.

o The A/E shall provide designs for construction phasing, swing space and other impacts necessary for construction implementation as identified throughout the design evolution. The occupied spaces, offices, patient rooms, and clinics must remain in service at all times. Relocation shall be shown with room set-up in contract documents o The VA has implemented a policy that requires contractors to show evidence of appropriate Occupational Safety and Health Administration (OSHA) training commensurate to the hazards of the tasks required of the project. The A/E shall coordinate with the VA to assure the contract documents clearly state these requirements.

Construction Documents (CD)- 95% o With DD redlines and comment log.

o The A/E team shall make a formal presentation of the Construction Documents to VA staff. Provide four (4) copies of the 100% review documents to the VA a minimum of ten (10) calendar days ahead of the presentation. An estimate of cost must be provided to assure that project meets budget requirements.

o Provide an updated diverse internal wiring risk analysis. The A/E design shall minimize the risk.

o As part of CD drawing phase, the A/E shall generate a submittal schedule and register with all expected submittals and supply to the COR. The A/E team shall list the required number of calendar days for review. The A/E shall list any/all submittal items that are considered complex that will require a review period greater than 10 calendar days by the A/E team. All other items not specifically listed shall be reviewed by the A/E and returned to the VA within seven (7) calendar days of submission to the A/E.

Final Bid Documents (Bid) – 100% o With CD redlines and comment log.

o This submittal will be used for bidding purposes and no additional comments will be made by the VA. If discrepancies arise before bidding the A/E will correct and resubmit new bid documents. If bidding has commenced the A/E will provide necessary information through the amendment process.

o The A/E shall provide a Brand Name or Equal Products List to identify all items in the specifications designated as brand name specified or equal. The list shall identify each item with the specification section in which the salient characteristics of each item are defined.

o The A/E shall provide a list of all items specified for which no substitutions will be accepted. The list shall identify each item with the specification section in which the item is defined. The A/E shall develop the Federal Acquisition Regulation/Veteran Affairs Acquisition Regulation (FAR/VAAR) required documentation for projects requiring sole source justification.

o The A/E shall provide a preliminary construction schedule which shall include a timeline for projected outages highlighting the facility interruption time frame for each affected area. This information shall be communicated to all -offerors, for their review and inclusion within their -offers or proposals. It shall be communicated within the solicitation documents that the contractor will be required to review and provide any concerns regarding the projected construction timeline to minimize any disruptions to the medical center. Outages shall be clearly marked on the Gant chart.

A/E Part Two Services of this design project (also known as Construction Period Services (CPS)) o The Post-Contract Phase is the stage in which assistance in the Government's use and occupancy of the Project is provided.

o Immediately after the VA has posted the contract solicitation, the A/E shall download, print, assemble in the proper order and deliver to the VA two (2) sets of the Solicitation in three (3) ring binder and digital both indexed for easy reference, Offer and Award

(Standard Form 1442) and the technical specifications. COR will be notifying the A/E when the solicitation has been posted. VA will be responsible for printing any amendments as they occur for inclusion in the contract specifications.

o Answer all questions which arise during the solicitation period. Develop technical addenda if necessary, including specifications and drawings.

o Review all technical submissions, shop drawings, and other items required of the contractor. A/E is to make written recommendations to the VA as to their compliance with drawings and specifications. Return submittals with recommendations to the VA within seven (7) calendar days unless noted otherwise under the submittal register/schedule previously approved by the VA.

o Reply to all Requests for Information (RFI) within seven (7) calendar days unless the project COR determines the RFI to be critical to the project. Critical RFI’s shall be returned to the VA within five (5) calendar days. If the RFI will generate a change order, follow the Architectural Supplemental Instruction/Pricing Request (ASI/PR) VA process.

o Any (ASI)/ (PR) or other documents that alter the construction documents (other than RFI) shall be submitted to the COR within seven (7) calendar days from the date of the determined need. An estimate of construction cost shall be submitted with the ASI/PR documents. A/E to follow VA construction estimate cost process.

o Review all requests for change orders generated by the contractor, VA and/or A/E firm and make written recommendations and provide detailed unit cost estimates to the VA.

Most importantly the detailed estimates shall not be lump sum and shall be detailed as the drawings. That is, if it is shown in detail, it should be priced in detail. The design team shall independently review the work required to resolve the identified problem.

The A/E shall recommend to the COR as to whether the solution is a change order to the original construction contract. If the work is recommended to be a change order to the contract, the design team shall make an independent recommendation to the COR regarding the construction tasks required, the cost of the required tasks, and the impact to the construction schedule. All reviews of change orders shall be completed (including recommendation, IGE and other supporting documents) within ten (10) calendar days of the determined need.

o A/E’s shall call at least one progress meeting per week with the COR and contractor.

Meetings should be scheduled for approximately one hour depending on agenda.

o The A/E of record shall remain responsible for the quality of the design throughout construction implementation. If a determination by the COR/Contracting Officer is made regarding a design error/omission and/or a constructability problem that justifies a site inspection, the A/E shall inspect the field condition within seven (7) calendar days of the COR’s request. This shall be at no additional cost as the problem arose due to quality of design.

o Record Drawing Submittal consisting of

▪ Making arrangements for obtaining from Contractor information in the form of marked-up prints, drawings and other data certified by them on changes made during performance of the Work.

▪ Review of general accuracy of information submitted and certified by the Contractor.

▪ Preparation of record drawings based on certified information furnished by the Contractor.

▪ The A/E shall create record drawings that are digitally signed/approved in the PDF(s). Hard copy engineer stamped drawings will not be accepted.

▪ Transmittal of record drawings and general data, appropriately identified, to the

VA.

o A/E shall inspect the construction work onsite for the below standard inspections, per each phase if applicable. Provide notes, observations, report of errors or omissions and/or punch list within three (3) calendar days of the inspection.

1) Pre-bid solicitation.

2) One site visit per month during construction.

3) Final Inspection.

10. A/E DRAWINGS FORMAT All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019. Please note Revit drawings do not exist for any of the Hot Springs Infrastructure. Revit deliverables for this SOW will be limited to building 12, 53, and 65.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM and DWG model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Hot Springs Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

▪ Architectural/Interior Design

▪ Square Footage/Volume

▪ Room Names and Numbers

▪ Architectural Schedules

▪ Architectural Specialties and Woodwork

▪ Doors

▪ Windows

▪ Louvers

▪ Roof

▪ Floors

▪ Ceilings

▪ Vertical Circulation

▪ Walls/Curtain Wall Sizes, Shapes, & Material Data

▪ General Signage

▪ Schedules

▪ Furniture

▪ Equipment

▪ Structural

▪ Foundations

▪ Shafts and Pits

▪ Mechanical

▪ HVAC

▪ Plumbing

▪ Electrical/Telecommunications

▪ Power and Lighting

▪ Steam Distribution

▪ Other Engineering Data as Required

▪ Exterior Building Information

▪ Nurse Call System

▪ Asbestos/Hazardous Material Info

▪ Security System Information (Access Control, Security

Cameras, Panic Alarms, Overhead Paging)

▪ Life Safety Information (Fire Extinguishers, Wall

Ratings, Door Ratings, Fire Protection/Alarms)

▪ Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition) http://www.cfm.va.gov/til/projReq.asp

11. A/E SUBMITTAL FORMATS Submittals shall be submitted in electronic format and hard copy formats as listed below.