SOW EHRM Infrastructure Upgrades - West Haven 1.10.23.pdf

689-22-700 EHRM Infrastructure Upgrades, West Haven campus

STATEMENT OF WORK

VA Minor Construction Project Number: 698-22-700

Architect-Engineer Design Scope of Work EHRM Infrastructure Upgrades

VA Connecticut Healthcare System (VACHS) – West Haven Campus

West Haven Campus

950 CAMPBELL AVENUE

WEST HAVEN, CT 06516

TABLE OF CONTENTS:

BACKGROUND

SCOPE OF WORK

ADMINISTRATIVE PROCEDURES

MATERIAL TO BE PROVIDED TO THE A/E BY THE VA

DELIVERABLES

DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

CONSTRUCTION PERIOD SERVICES

APPENDIX A: ENVIRONMENTAL ASSESSMENT SCOPE OF WORK

APPENDIX B: INFECTION PREVENTION MEASURES

APPENDIX C: VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR

INCLUSION INTO CONTRACTS, AS APPROPRIATE

APPENDIX D: VACT PAINT STANDARDS/ PPG DRAW DOWN FORMULAS

APPENDIX E: SPECIFICATION CLARIFICATION AND REQUIREMENTS

Drawing 1: VACHS West Haven Campus Site Map

I. BACKGROUND

The VA Healthcare System of West Haven, CT is part of a nationwide Enterprise Health Record Modernization Project. The Office of Electronic Health Record Modernization (OEHRM) Program is a large-scale, commercial Electronic Health Record (EHR) implementation. The Department of Veterans Affairs (VA) must ensure that the new EHR is supported by both proper Information Technology (IT) infrastructure and physical (i.e., facilities) infrastructure.

II. SCOPE OF WORK

The scope of this project includes but not limited to the following infrastructure improvements: Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion, and renovation of existing space (demo, new construction, finishes, cable). Construct data center addition of approximately 2,000 gross square feet (electrical distribution, cable management, cabinets, raised flooring, finishes, HVAC), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, physical security upgrades, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, provide diversified path for WAN, hazardous material abatement. Project buildings include: 1, 2, 3, 4, 5, 6, 8, 8.5, 9, 11, 11A, 12, 14, 15, 21, 22, 24, 27, 34, 35, 35A, 36, 36A, 12A, 14A, 15A, 2B, and site.

A. Project Scope and Objectives:

Review the locations of existing architectural, electrical, structural, mechanical, plumbing, fire protection, HVAC, communications, etc. system’s drawings within the project area and document and verify their locations. The A/E shall have a thorough understanding of the existing conditions within the project limits and have a thorough understanding of all VA standards and requirements including the USP 800 requirements.

1. Review existing documents and testing previously performed to confirm the locations of existing utilities, and existing hazardous materials including asbestos, lead based paint, etc. Review the WebGIS for West Haven.

2. Physically investigate the existing utility systems inside of all affected buildings listed above to confirm the locations of all mechanical, electrical, communication and IT systems.

3. Perform environmental destructive testing of areas to be impacted by construction.

These tests should include potential asbestos containing materials, lead containing materials, etc. These areas include the locations where the proposed revisions to the existing structure or partitions. The sampling requirements shall be adequate to define the remediation requirements of the project in the construction documents.

4. Interview stakeholders to better define the needs for the EHRM work.

5. Provide initial programming, schematic design concept 35% design documents, design development 65% documents, 95% construction documents, and 100% final design bid documents for civil, any required landscaping, architectural, structural, plumbing, mechanical, electrical, HVAC, fire protection, communication, pneumatic tube, phasing, demolition, and construction of improvements within the project limits. Work with onsite IT to discuss timing and process to add/replace equipment and activate.

6. Provide a Third-Party Commissioning Plan in accordance with VA Whole Building Commissioning Process Manual dated May 01, 2013 and with minor revisions 11/01/2013. The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx- RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in construction. It is anticipated that the Commissioning Agent will participate in the following: construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all EHRM projects based on the following Systems to be Commissioned.

• HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

• Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

• Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

• Electronic Safety and Security (VA Master Specification Section 28 08 00):

Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

7. Develop a Furniture, Fixtures, and Equipment (FF&E) Activation Package relevant to the needs of EHRM to include drawings, estimates, and full detailed equipment requirements. VA Logistics to purchase in accordance with the activation plan.

8. Provide an alternate proposal for a Construction Facilitator and Activation Coordination

Manager during Type C, Construction Period Services. Shall have experience in design, construction, and activation of healthcare facilities.

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Design Scope

1. General: This design project includes site visits, field investigation, 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 facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The project shall include, but is not limited to, upgrading facility fiber throughout the buildings to each IT closet, provide a redundant fiber run throughout the facility to each IT closet, provide redundant fiber mains to the demarcation room from the provider point, install approximately 100 additional IT outlets, install approximately 75 new electrical outlets throughout the facility, provide additional outlets in each IT closet, upgrade facility power distribution as required, upgrade facility HVAC distribution as required, physical security assessment and upgrades and hazardous material abatement.

2 Design Scope – Architectural: The A/E shall provide necessary plans to meet the Project Scope and Objectives stated in Section IIA, including flooring & raised flooring in data center, doors, and wall protection finishes as required.

3 Design Scope – Structural: The A/E shall provide for structural design, calculations and documentation as required to evaluate the location of structural members to avoid utility conflicts. In addition, the A/E shall provide structural design, calculations and documentation as they pertain to dead loads added by new/additional equipment.

4 Design Scope – Mechanical: The A/E shall review all available documents from the facility and perform site visits as required to evaluate the location of all HVAC equipment, controls, and components as required. The A/E shall provide mechanical design, calculations, and documentation for Data center and all data closets.

5 Design Scope – Electrical: The A/E shall provide design of and detailed construction drawings and specifications for: Upgrades to electrical infrastructure to accommodate new/additional equipment, New Electrical Improvements, Demolition, as required in accordance with required equipment and controls.

a. The A/E shall perform an electrical load analysis for the proposed space to determine all electrical requirements. The A/E shall specify and determine if the current electrical load contains the capacity to meet the power requirements for the expanded system components, HVAC equipment. The A/E shall also explore all alternate options for power distribution. If additional power is need off the VA campus, the A/E shall coordinate with the utility company United Illuminating to provide power.

6 Design Scope – Communications and Data: The A/E shall develop detailed construction drawings and specifications as required to meet the requirements of the EHRM Design.

a. The project shall include upgrading facility fiber and redundant fiber throughout the buildings noted to each IT closet. This includes redundant fiber from Demark room to provider point.

b. Additional IT outlets will be added as required.

7 The A/E shall work closely with the VA COR through the conceptual planning and design phases to ensure coordination with various VA staff through detailed phasing plans. The drawings shall contain boldly printed instructions requiring the same level of coordination by the construction contractor and subcontractors.

1. General Requirements: The A/E shall produce designs that comply with the latest editions of all applicable DVA guidelines (e.g. Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, JC, Federal and State codes pertinent to the project scope.

1. Hazardous Materials: The A/E shall have all areas to be impacted by design or construction tested for asbestos and lead containing materials and incorporated into the plans and specifications. However, as a baseline and so as to not duplicate efforts, current VA hazardous material surveys shall be first reviewed by the A/E to determine what has already tested positive. This information shall be incorporated into the construction contract documents. However, all other questionable or unknown items and materials that may contain asbestos or lead shall be further sampled and tested. The Scope of work for this effort can be found in Appendix A.

2. Safety Plan: VA construction projects have requirements for the General Contractor to establish a safety plan per OSHA, AIA, and VA guidelines. The A/E shall specify the applicable standards and method of plan development for both the area of work and interaction of work within the facility. Refer to the Technical Information Library (TIL) for Infection Prevention Measures that shall be included in the Safety Plan. The A/E shall also be responsible for developing their own safety for all site investigation, which shall include asbestos awareness training and procedures when encountering asbestos.

Parking Limitations – A/E shall incorporate parking restrictions into the general requirements specification. Contractors should park off campus and utilize the shuttle that runs to campus. All equipment needed for construction can be unloaded to the construction area prior moving vehicles off campus. A maximum of one construction contractor vehicle can be allowed to park on campus. Contractors are encouraged to carpool to campus.

3. A/E Checklist: The A/E shall specify the applicable standards and method of development for a Quality Control Plan. The A/E shall not be responsible for the development, but only for identifying and specifying the appropriate standard forms for Quality Control inspections that will become part of the overall plan.

4. Utility Shutdowns: The VA has a mandatory requirement to obtain approval for utility shutdowns. The A/E shall provide a list of all utility shutdowns required for this project and identify and define the procedure for each shutdown in a Construction Schedule Gant Chart. This will include, but not be limited to, electrical, mechanical and plumbing tie-ins. The A/E shall provide estimated time of each outage and provide a narrative to the impact of the shutdown.

2. Site Survey: The A/E shall conduct on-site survey(s) with coordination of the VA COR.

3. Code Study: The A/E shall conduct a code study to determine code compliance of the proposed redesign. This shall also include a life safety plan.

4. Construction Cost and Bid Alternatives: The A/E shall provide a design for this project taking into account phasing. At least 10% of the estimated cost/scope of the project shall be identified as deductive bid alternates to provide some flexibility at the time of construction bid. The specific deductive items shall be developed at the 35% design submission and refined through final design. The construction cost shall not exceed $40.5M.

III. ADMINISTRATIVE PROCEDURES

A. A Pre-proposal meeting of the A/E, the VA Contracting Officer and the COR will be held prior to preparation of the A/E’s proposal. The Statement of Work and the existing conditions of the site proposed for work will be reviewed. At this time, the A/E will have the opportunity to review and obtain copies of As-Built Drawings and other VA materials as necessary to prepare a proposal. Availability and accuracy of as-built drawings cannot be confirmed and shall be verified by the A/E.

B. After contract award and issuance of the Notice of Award, the A/E will coordinate all site visits through the COR. A copy of the COR’s authorized duties and responsibilities will be provided with the Notice of Award.

C. All A/E personnel, their sub-contractors and representatives visiting VA sites will be required to sign in upon arrival and sign out upon leaving in a logbook which is kept in the Engineering Design and Development Section in Building 15. Each visiting individual will be required to enter their name, their company’s name, VA project title, date, reason for the visit, and the times of arrival and departure. Additionally, all persons shall be badged. Arrangements for after-normal-working-hour site visits shall be made in advance and during normal working hours.

IV. MATERIAL TO BE PROVIDED BY THE VA

A. The VA shall provide the A/E with copies of As-Built site plans, master floor plans, elevations, and structural plans in AutoCAD or .pdf format. Otherwise, copies of drawings will be hardcopy prints. These drawings will be provided for reference purposes only. The A/E shall be responsible for verifying all such plans for dimensional accuracy and other features and representations critical to the design prior to their use in production of final plans. The VA Engineering Department electronic files copy machines and paper will be made available for use by the A/E for such document production throughout the project. A/E shall include test pits for the investigations of existing underground utilities. As-Built documents may not be current as site conditions have changed.

B. Specific sections of the VA Master Construction Specifications, Design and Construction procedures, Standard Details and CAD standards, Design Manuals, etc. can be found via the internet for acquisition and editing by the A/E at http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/

V. DELIVERABLES

The A/E shall develop and provide to the VA the following:

A. Meeting Minutes: The A/E shall take minutes of all conferences and other meetings with the VA (including site visits) and shall provide a copy to the Contracting Officer for a concurrence signature.

B. Drawings: The A/E shall deliver to the VA fully developed Drawings on current year AutoCAD and a REVIT file using the VA standard BIM Guidelines (https://www.cfm.va.gov/til/projReq.asp). Hard Copy drawings shall be plotted at 1:96 scale minimum. Larger more appropriate scales shall be used for sections and details.

C. Specifications: The project specifications shall be prepared in Microsoft Word by the A/E from the VA Master Specifications. The general format shall include; Part 1 – General, Part 2 – Products, and Part 3 – Execution. Part 1 shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. Part 2 shall include descriptions of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A/E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA master Specs, the A/E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8-1/2” x 11” bond paper using 12 pt. Times-New Roman fonts.

The A/E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions.

D. Construction Cost Estimates: The A/E shall prepare a Detailed Construction Cost Estimate in Microsoft Excel using the CSI 34 Division Format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overhead, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with 65% and 100% design reviews and include a cost breakdown.

E. Submittal Register: The A/E shall develop a list of all submittals required by the specifications in Section 1 of each individual specification. The register shall include specification reference, and item to be reviewed and approved.

F. Narratives: Written narratives shall be used as part of each design submission. The narrative, or basis of design, should be used to elaborate on and provide an explanation of key design decisions relating to constructability, and in general to communicate all information relevant to the design submission.

G. Construction Schedule: The A/E shall also establish a preliminary construction schedule indicating the entire length of time estimated for the completion of the construction https://www.cfm.va.gov/til/projReq.asp contract, measured in weeks. The A/E shall provide a commensurate Gant chart for the construction activities to include critical path items. For example, utility shut downs.

This schedule shall include pre-construction activities (such as submittals and mobilization), specific construction activities/events, special phasing requirements and final activation of the space.

H. Phasing: The A/E shall develop a phasing plan taking into consideration minimal disruption to current staff, maintaining emergency egress, storage of construction equipment and materials, security and access, debris removal and maintenance of the clean environment. The specific phasing requirements shall be established by the VA prior to the 35% design submission. The VA will notify the A/E on the availability of the entire work area or if partial areas will be required for the duration of construction.

I. Reproduction: The A/E shall be responsible for all reproduction during design; however, only materials which are submitted to the VA for design reviews shall be reimbursable.

All other reproduction for in-house reviews, consultants, etc. shall not be reimbursed.

Note that all bid administration activities will be performed by the VA Contracting office.

VI. DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

The following design submissions will be required from Notice of Award:

PCAC Award/Admin Time – (14 Calendar days) Schematic Design Submission – 35% (74 Calendar Days from NOA) Design Development Submission – 65% (134 Calendar Days from NOA) Construction Documents and Back check Design Submission – 95% (164 Calendar Days from

NOA)

Final Design Submission (194 Calendar Days from NOA)

The A/E shall examine the schedules set forth below and recommend to the VA any improvements in the allocations of time allowed for each phase, the net effect of which would be to either provide more time for phases needing more time or to shorten the schedule.

A. First Submittal Schematic Design Submission (35%)

For this submission, the A/E shall produce a clean and up to date physical schematic.

a. Preliminary Studies:

Provide required preliminary studies including the electrical load study/analysis, structural load study, regulated hazardous materials study and a summary of applicable VA design standards and guides the A/E shall follow during design.

b. Narrative:

Provide a written narrative with a summary of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of the design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team prior to the schematic design submission should be documented. The schematic design narrative shall also identify each and all required systems, utilities (including preliminary HVAC calculations) and major (built-in) equipment with a brief description of its type, location, use and extent.

The A/E shall address constructability issues and their impact on project construction cost.

c. Drawings:

The A/E shall provide preliminary schematic drawings that show improvements within the project limits.

Identify and verify as-built conditions in walls and overhead spaces in those areas that will be impacted and propose solutions to re-route existing utilities or avoid utility conflicts.

Review existing environmental reports covering the project area. Identify existing asbestos, lead based paint, and other environmental hazards locations that will be impacted and identify locations that require further testing.

Two C size Drawings and electronic version of CAD work completed to date.

d. Specifications:

The A/E shall provide an index of all VA Master Specifications which are anticipated to be used for this project.

e. Cost Estimates:

The A/E shall provide a complete cost estimate with as detailed a breakdown as possible for this stage of design. Separate cost estimate figures shall be given for design alternatives being presented for consideration as part of the schematic design.

f. Construction Schedules and Phasing Plans:

The A/E shall provide a preliminary construction schedule and phasing plan.

g. The A/E shall provide a completed VA infection control form addressing all areas.

h. The A/E shall provide a completed A/E Review Checklist for all applicable disciplines.

i. The 35% schematic package shall include preliminary concept. This shall be submitted 74 calendar days after Notice of Award (NOA).

The VA will provide 35% review comments to A/E no-later than 14 calendar days after NOA.

The 35% schematic review package meeting with the VA at 99 calendar days after

NOA.

B. Second Submittal Design Development Submission (65%)

a. Narrative:

Provide a written narrative that builds upon the Schematic narrative and continues to document key decisions and be used to further describe and explain important aspects of the design, especially those not yet appearing in the form of a drawing.

As an element of the design development narrative, include an outline of work yet to be completed and included on the drawings as part of the Design Development submission (details, elevations, schedules, etc.). The design development narrative should focus on only the inpatient pharmacy. The A/E shall further develop constructability issues and their impacts on project construction cost and schedule.

Engineering Calculations shall be included as an appendix.

b. Drawings:

The A/E shall provide design development drawings that show detailed plans to improve Data Center and satellite IT closets One F size (30”x42”) and two C size Drawings and one electronic version of CAD or BIM format of work completed to date.

If BIM format is used see http://www.cfm.va.gov/til/projReq.asp for VA BIM requirements. BIM software to be Revit 2019 or latest version.

c. Specifications:

The A/E shall provide Specifications based on criteria established at the initial design meeting as required for supplementing the construction drawings. The A/E shall provide a list of all proposed specification sections: General Conditions, Submittals, Demolition, and all major electrical, civil, structural, mechanical, plumbing, fire protection, and communication components and hardware.

d. Cost Estimates:

The A/E shall provide an accurate and detailed cost estimate which will show that the scope and the design of the project are within the project budget. Deductive bid alternates shall be broken out separately to show that they account for 20% of the overall budget for construction award.

e. Construction Schedules and Phasing Plans:

The A/E shall provide a detailed construction schedule and phasing plan to support the design.

f. The A/E shall provide a completed VA infection control form addressing all areas.

g. The A/E shall provide a completed A/E Review Checklist for all applicable disciplines.

h. 65% Review Schedule:

The 65% design development package shall include detailed design. This shall be submitted 134 calendar days after Notice of Award (NOA).

The VA will provide 65% review comments to A/E no-later than 131 calendar days after NOA

The 65% review package meeting with the VA at 148 calendar days after NOA.

http://www.cfm.va.gov/til/projReq.asp

C. Third Submittal Construction Documents and Back check Design Submission (95%)

a. Narrative:

The A/E shall provide a written narrative with a concise and complete record of the design process including all key design decisions and the background and reasons for the intent of these design decisions. The narratives shall include all records of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team should be documented. The design narrative shall also identify each and all required systems, utilities, and major (built-in) equipment with a brief description of its type, locations, use and extent of the inpatient pharmacy only. The A/E shall address constructability issues and their impacts on project construction cost and schedule.

Engineering Calculations shall be included as an appendix.

b. Drawings:

The A/E shall provide detailed final drawings and calculations based on information collected, and VA comments on the 65% design submittal.

One F size (30”x42”) and two C size Drawings and one electronic version of CAD or BIM format work.

If BIM format is used see http://www.cfm.va.gov/til/projReq.asp for VA BIM requirements. BIM software to be Revit 2019 or latest version.

c. Specifications:

Provide all Specifications that are required for the construction package. The specifications shall be free of writer’s notes and any editing comments. All information that is not required for this project shall be removed from each individual specification section.

d. Cost Estimates:

A complete takeoff cost estimate based on the Construction Documents Submission.

e. Construction Schedule and Phasing Plans:

Provide a detailed Construction Schedule and Construction Phasing Plan. All utility shutdowns shall be included.

f. Safety Plan:

Provide a list of all applicable standards, method of plan development, a VA Infection Control form, and address all Interim Life Safety Measures.

g. Quality Control Plan:

Provide a list of all applicable standards and method of plan development of a Quality Control Plan.

h. The A/E shall provide a completed VA Infection Control form addressing all areas.

http://www.cfm.va.gov/til/projReq.asp

i. Completed A/E Review Checklist:

Provide a completed A/E Review checklist for all applicable disciplines.

j. 95% Review Schedule:

The 95% final design package shall include final detailed design. This shall be submitted 194 calendar days after Notice of Award (NOA).

The VA will provide 95% review comments to A/E no-later than 209 calendar days after NOA.

The 95% review package meeting with the VA at 219 calendar days after NOA.

D. Final Design Submission (100%) One set of original 100% Final Design Drawings to be submitted at 249 calendar days after Notice of Award (NOA).

One set of indexed and bound Specifications.

Two CD’s each of;

a. Final Drawings in AutoCAD, REVIT using the VA standard for BIM Guidelines (to include PDF versions of each sheet),

b. Final Drawings in Hard Copy format shall be plotted at 1:96 scale minimum.

c. Specifications,

d. Construction Cost Estimate,

e. Construction Duration Estimate,

f. Phasing Requirements, and

g. Narrative with Engineering Calculations, Safety Plan and Quality Control Plan,

h. Equipment List

For bidding purposes upon final approval by the VA of all 100% construction documents (as evidenced by a VA authorized signature on the Mylar title-pages), the A/E shall deliver to the VA; one (1) set of C-size Drawings and one (1) set of bound specifications.

VII. CONSTRUCTION PERIOD SERVICES (To be awarded only at the time of construction award)

A. General: The Contracting Officer reserves the right to terminate any construction period services, without payment for services completed, if such services are not needed or area not being adequately completed.

B. Response to RFI’s: The A/E shall be responsible for evaluating RFI’s to determine if a change will be required. The A/E shall then provide recommendations to the Contracting Officer. Within 7 calendar days, the A/E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A/E will develop and maintain throughout the project an RFI Submittal Log to be utilized by the VA during construction period services, updated bi-weekly, and provide meeting minutes for weekly construction meetings throughout the duration of construction. The log shall include “Date of RFI Submission”, “Date of Return” and “Number and Date of Reviews”

C. Submittal Review: The A/E shall review Contractor submittals. The A/E will be required to review contract submittal for adherence to contract requirements and then forward their recommendation of approval/disapproval to the VA Contracting officer within 14 calendar days. The COR shall take final action of approval/disapproval on each submittal and shall prepare and send a formal return of submittal to the contractor.

D. Cost Estimate: The A/E shall include a cost/credit estimate for RFI’s which result in a change to contract cost.

E. Commissioning: The A/E shall develop a Commissioning plan to activate the new Inpatient Pharmacy. Attend pre-bid, post-award and commissioning kick off construction project conferences. Additionally, the AE shall include commissioning services for all new equipment, specifically MEP, HVAC, door/security, life safety requirements, amongst others. The HVAC commissioning shall oversee and verify balancing of the entire construction area which includes the atrium. The AE shall develop a commissioning plan and provide as part of the construction solicitation. All Part Two Services are optional line items and will not be exercised at the time of award.

F. Site Visits: Day to day construction administration will be performed by the COR. The A/E shall make approximately two site visits per month during construction (both scheduled and emergent) 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, 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 drawings.

G. Construction Facilitator and Activation Coordinator: Provide an alternate proposal for a

Construction Facilitator and Activation Coordination Manager during Type C;

Construction Period Services. The A/E shall manage activation during Type C services; to include management and oversight of furniture and medical equipment relocations, new furniture and equipment activation and installation, coordination with all VA services as required. The A/E shall also assist with the management of construction coordination and phasing, including planning utility outages and moves. Consultant shall have experience in technical medical equipment and processes, design, construction and activation of healthcare facilities.

H. Asbestos and Lead Abatement: The A/E shall perform all inspection and documentation services required during asbestos and lead abatement activities, as required.

I. Photographic Documentation: The A/E shall be required to prepare photographic documentation in accordance with VA master specifications during the period of construction.

J. Record drawings: The A/E shall verify as-built conditions from contractor-supplied marked up prints, and prepare as-built documents for the VA.

One E size and one C size Drawing and one- electronic version of CAD work.

END OF STATEMENT OF WORK

APPENDIX A

ENVIRONMENTAL ASSESSMENT – SCOPE OF WORK

SECTION I

1.1 GENERAL:

A. This Scope of Work (SOW) is applicable to renovation and/or remodeling projects that may contain asbestos, lead, mold, and other potentially hazardous or regulated substances in which the VA Industrial Hygienist (VPIH) is hired by the A/E. In this document, the term A/E may also refer to as a contractor.

B. These special instructions cover the A/E and VPIH services for the Design Development and the Construction Documents stages of the VA process and the construction period services of a project. The VPIH hired by the A/E is not only required to have the experience and expertise of all aspects of hazard analysis and abatement but also have experience working as a member of a A/E design team.

C. The assessment and inspection portion of the services shall be completed by VPIH personnel who are licensed by the State of Connecticut Department of Public Health as asbestos inspectors for those performing asbestos inspection or assessment. VPIH personnel who perform lead paint inspection or assessment shall be licensed by the State of Connecticut Department of Public Health as a Lead Inspector or Lead Risk Assessor. VPIH personnel who perform microbial inspection or assessment shall show proof of expertise through experience and training in microbial and mold remediation inspection and assessment techniques.

D. The design documents shall be produced using VA Master Specifications by the VPIH with personnel who are licensed by the State of Connecticut Department of Public Health as an Asbestos Project Designer, Lead Project Planner/Designer, have expertise, experience, and training in microbial and mold remediation techniques, and are reviewed and approved by a Certified Industrial Hygienist (CIH) accredited by the American Board of Industrial Hygiene (ABIH).

E. A/E shall be responsible for providing all design documents related to demolition, phasing and other related documents for the project, (as determined by VA if proposed abatement impacts the specific construction project). The VPIH working for the A/E shall design and produce all hazard analysis and abatement contract documents and fully coordinate these drawings with A/E firm contract documents. Work requirements are listed in SECTION 2.2 for the VPIH.

F. The A/E will employ an independent industrial hygienist (VPIH) consultant and/or use its own qualified personnel to perform various services on behalf of the VA. The VPIH will perform the necessary monitoring, inspection, testing, and other support services to ensure that VA patients, employees, and visitors will not be adversely affected by abatement work, and that abatement work proceeds in accordance with specifications, that the abated areas or abated buildings have been successfully decontaminated. The work of the VPIH consultant in no way relieves the Contractor from their responsibility to perform the work in accordance with contract/specification requirements, to perform continuous inspection, monitoring and testing for the safety of their employees, and to perform other such services as specified. The cost of the VPIH and their services will be borne by the VA except for any repeat of final inspection and testing during monitoring services that may be required due to unsatisfactory initial results, as specified. The VPIH during asbestos abatement oversight shall be licensed by the State of Connecticut Department of Public Health as an Asbestos Project Monitor with project oversight by a Certified Industrial Hygienist (CIH) accredited by the American Board of Industrial Hygiene (ABIH).

SECTION 2

2.1 Project Scope of Work (SOW)

The VPIH shall perform an environmental assessment of the proposed work areas, and areas adjacent to, directly above and below work areas that will be impacted by the project and any other areas not indicated in this section determined by the A/E that may be impacted during the project. Areas that could be impacted by this project should be carefully inspected including walls, floors, shafts and above ceiling and the precise location and quantity of all hazardous materials including but not limited to asbestos, lead, polychlorinated biphenyls, and mold should be provided. The COR will provide access to all the historical records available for the areas impacted by the project before the beginning of the inspection.

2.2 VPIH Services Scope of Work:

1. All areas that may be impacted by this project (as described in General AE Scope of Work section) shall require environmental assessment for the presence of asbestos-containing materials, lead-based paint, silica, and other environmental hazards (e.g.

PCB, mercury, refrigerant, polychlorinated biphenyls, etc.).

In addition, any areas located adjacent to, above, and below these rooms will require assessment if planned project activities impact these areas. This determination of these additional locations should be made prior to initiating field portion of the environmental assessment.

VPIH Services will include:

2. Asbestos Inspection:

a. A State of Connecticut licensed Asbestos Inspector will conduct an asbestos inspection in each impacted area to meet the requirements of EPA NESHAP/AHERA inspection and State of Connecticut regulations.

b. The inspector will collect bulk samples of suspect materials using approved EPA protocol for analysis by polarized light microscopy (PLM) method in a NVLAP accredited laboratory.

c. The inspector will check above ceiling spaces, including the existing HVAC system and all access hatches leading to above ceiling equipment for presence of suspect asbestos-containing materials and/or debris that might have become dislodged from above equipment.

d. The inspector may be required to perform selective demolition to expose concealed potential asbestos containing materials in the following areas, if impacted by the project: below existing flooring, inside wall cavities and chases, and inside ceiling chases.

3. Lead Inspection:

a. A state licensed Lead Inspector/Risk Assessor will test suspect surfaces and building components that may be impacted by the project for lead-based paint or lead-containing materials.

b. An X-ray Fluorescence Analyzer (XRF) will be used to identify the presence of lead or lead-based paint on/in building components prior to project activities.

c. Representative composite TCLP (Toxicity Characteristic Leaching Procedure) lead sample(s) may be collected as necessary to determine if demolition debris is either classified as hazardous waste or solid waste, depending on lead content and/or leachable lead content.

d. Ceiling spaces shall be included in the scope for inspection for the presence of lead-based paint or lead-containing components.

4. Mold Assessment: An inspector shall conduct a visual assessment of existing conditions for any visible mold and water damaged building materials in each area that will be impacted by this project.

5. Other Hazardous or Regulated Materials Assessment: During above inspections, also record any other hazardous or regulated materials noticed in the impacted areas and their conditions, such as mercury-containing equipment or items, refrigerant in any AHU, PCB-containing materials or equipment or items, etc.

6. VPIH Project Monitoring: During any asbestos abatement activities, provide VPIH monitoring services as specified in VA Master Specifications.

7. Written Reports:

a. A written report will be generated to summarize work activities and detail the findings of each inspection.

b. The asbestos inspection report will include quantities and locations of asbestos-containing materials identified, sample location diagrams, photographs of each homogenous area and any damaged materials as documentation of present conditions, sample log and results, as well as the completed laboratory analysis.

c. The lead inspection report will include locations and components of lead-based paint, a sample location diagram, sample log and results, as well as any laboratory analysis.

d. Two (2) hard copies and one electronic copy of the final report shall be provided, with electronic copy in PDF format. All data tables must be provided in Microsoft Excel format. All sample locations must be identified on a print and marked in the field.

8. Abatement Specifications:

a. A State licensed Project Designer will review all inspection results and visit the site if regulated or hazardous materials have been identified in the impacted area.

b. Develop a written specification in accordance with the VA Master Spec for abatement of all asbestos-containing materials to be impacted by the renovation work and lead compliance during abatement and renovation for each area that requires asbestos and/or lead abatement.

c. The specification shall include the quantity and location of asbestos-containing materials to be removed and CAD drawings shown containment locations.

d. The materials for constructing the containments shall be outlined as well as methods of asbestos removal and disposal requirements, engineering controls during abatement.

e. Regulatory requirements specific to the site and final clearance criteria shall be detailed.

f. The specification will also provide appropriate guidance related to the lead compliance and disposal of lead-contaminated demolition debris, and other regulated or hazardous materials identified in the project impacted areas.

9. Final payment for design services will not be made until all project documents are received during the design phase and final payment will not be made until project close-out documentation including, but not limited to, VPIH site logs, monitoring results, and waste manifests is received after the completion of VPIH construction period services.

END OF APPENDIX

APPENDIX B

INFECTION PREVENTION MEASURES

A. Implement the requirements of VA Medical Center’s Infection Control Risk Assessment (ICRA) team. ICRA Group may monitor dust, in the vicinity of the construction work, and require the Contractor to take corrective action immediately if the safe levels are exceeded.

B. Establish and maintain a dust control program as part of the contractor’s infection preventive measures in accordance with the guidelines provided by ICRA Group as specified here. Prior to start of work, prepare a plan detailing project-specific dust protection measures, including periodic status reports, and submit to the COR and Facility ICRA team for review for compliance with contract requirements in accordance with Section 01340, SAMPLES AND SHOP

DRAWINGS.

1. All personnel involved in the construction or renovation activity shall be educated and trained in infection prevention measures established by the medical center.

C. Medical Center Infection Control personnel shall monitor for airborne disease (e.g.

aspergillosis) as appropriate during construction. A baseline of conditions may be established by the medical center prior to the start of work and periodically during the construction stage to determine impact of construction activities on indoor air quality. In addition:

1. The COR and VAMC Infection Control personnel shall review pressure differential monitoring documentation to verify that pressure differentials in the construction zone and in the patient-care rooms are appropriate for their settings. The requirement for negative air pressure in the construction zone shall depend on the location and type of activity. Upon notification by the COR, the contractor shall implement corrective measures to restore proper pressure differentials as needed.

2. In case of any problem, the COR, along with assistance from the contractor, shall conduct an environmental assessment to find and eliminate the source.

D. In general, following preventive measures shall be adopted during construction to keep down dust and prevent mold.

1. Dampen debris to keep down dust and provide temporary construction partitions in existing structures where directed by Resident Engineer. Blank off ducts and diffusers to prevent circulation of dust into occupied areas during construction.

2. Analyze each site during design to determine the effects of blocking HVAC ducts and their impact on existing air handling systems that must remain operational before initiating a dust control program. The method of capping ducts shall be dust tight and withstand airflow.

3. Construct anteroom to maintain negative airflow from clean area through anteroom and into work area where required.

4. High risk patient care areas may require additional measures like air locks, special signage, smoke and negative pressure alarms.

5. Identify these areas clearly on the drawings and work with Medical Center personnel to achieve desired level of isolation suited to the scope of risk involved.

6. Do not perform dust- producing tasks within occupied areas without the approval of the Project Manager. For construction in any areas that will remain jointly occupied by the medical Center and Contractor’s workers, the Contractor shall:

a. Provide dust proof fire-rated temporary drywall construction barriers to completely separate construction from the operational areas of the hospital in order to contain dirt debris and dust. Barriers shall be sealed and made presentable on hospital occupied side. Install a self-closing rated door in a metal frame, commensurate with the partition, to allow worker access. Maintain negative air at all times. A fire-retardant polystyrene, 6-mil thick or greater plastic barrier meeting local fire codes may be used where dust control is the only hazard, and an agreement is reached with the Resident Engineer and Medical Center.

b. HEPA filtration is required where the exhaust dust may reenter the breathing zone. Contractor shall verify that construction exhaust to exterior is not reintroduced to the medical center through intake vents or building openings. Install HEPA (High Efficiency Particulate Accumulator) filter vacuum system rated at 95% capture of 0.3 microns including pollen, mold spores and dust particles. Insure continuous negative air pressures occurring within the work area. HEPA filters should have ASHRAE 85 or other pre-filter to extend the useful life of the HEPA. Provide both primary and secondary filtrations units. Exhaust hoses shall be heavy duty, flexible steel reinforced and exhausted so that dust is not reintroduced to the medical center.

c. Adhesive Walk-off/Carpet Walk-off Mats, minimum 24” x 36”, shall be used at all interior transitions from the construction area to occupied medical center area.

These mats shall be changed as often as required to maintain clean work areas directly outside construction area at all times.

d. Vacuum and wet mop all transition areas from construction to the occupied medical center at the end of each workday. Vacuum shall utilize HEPA filtration.

Maintain surrounding area frequently. Remove debris as they are created.