SOW CONSTRUCT PHARMACY BONHAM Revised Final 4224.docx

Sam Rayburn Memorial Veterans Center 1201 E. 9th St. Bonham, Texas 95418 March 19, 2024

Design SCOPE OF WORK Project # 549-160 Project Title: Construct Pharmacy Estimated Construction Cost: VAAR Magnitude of Construction of Between $10,000,000 and $20,000,000

PROJECT DESCRIPTION

This Design project will engage an Architect Engineering (A/E) firm to provide Contract Drawings, Functional Layouts, Specifications, Construction Cost Estimates, Engineering Calculations and subsequent Construction Period Services located at VA Medical Center Bonham, TX.

VAMC is soliciting Design Services to expand Pharmacy operations with new construction for a building addition not to exceed 13,132 Gross Square Feet (GSF). This project also includes 3,801 GSF of renovation of existing pharmacy space. The total construction and renovation areas are not to exceed 16,933 GSF. The new pharmacy building addition will be in the grassy area on the southeast wing of Building #1. Design must comply with the new U.S. Pharmacopeial Convention (USP), USP 797, USP 800 codes, regulations, and requirements included in the VA TIL Pharmacy Design Guide, and PG18-12 Pharmacy Service latest publications.

The project purpose is to expand the hybrid Inpatient and Outpatient Pharmacy operations to resolve space and personnel constraints, and product receiving area limitations. Existing Outpatient Pharmacy staff members include approximately 30 staff members, 16 technicians and 10 Pharmacists and services the local Bonham area, Garland Medical Center, and the outlying area CBOCs: Bridgeport, Denton, Granbury, Greenville, Plano, Sherman, and Tyler; and includes inpatient wards.

The intention is to build a new standalone Outpatient Pharmacy building addition, move Outpatient operations into the new building, and allow the small Inpatient Pharmacy personnel in room 172 to move into the old Outpatient Pharmacy.

The new Outpatient Pharmacy will NOT have a sterile compounding area, clean room, non-surgical compounding area, or built-in automated storage carousel systems. Pharmacy does NOT use Pyxis dispensing systems and instead uses three robots for inpatient and outpatient drug storage and dispensing. Additionally, Pharmacy staff manages the OMNI cells utilization and operations for multiple facilities. The new construction WILL include a research and training room if permitted by TIL.

OBJECTIVES

1. A/E PART I Services, also known as Design Phase, includes site visits, field investigation, studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work; and provide a complete construction ready design, Scope of Work, construction cost estimate and percent-loaded construction schedule for the construction of the New Pharmacy along with the renovation of existing space. The completed design will satisfy all requirements assuring compliance with all applicable local, state and VA/federal codes and guidelines. The A/E will carry out all due diligence to verify existing conditions and be prepared for unforeseen conditions. The proposed designs should include the following requirements: complete architectural, structural, electrical, civil, mechanical, communication, and fire protection system design. All other work related to provide a complete and usable project based on the scoped objectives outlined above.

2. OPTION LINE ITEMS: A/E PART II Services, also known as Construction Period Services (CPS) Phase, includes responding to construction contractor Requests for Information (RFIs) during the solicitation and construction phases of the construction project, attendance at pre-bid, post- award and project commissioning/final acceptance, review of construction material submittals and shop drawings. Include a minimum of six (6) total CPS site visits during construction 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 and participation during 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. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. Additionally, the AE shall include commissioning verification services to verify balancing and Siemens Apogee connections of new mechanical climate control systems.

The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

3. 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 this project design services. Copies of the VA North Texas Health Care System Bonham, TX record drawings will be made available to the highest rated A/E firm; 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, 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.

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 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.

Deliverables All drawings and construction document submittals shall be submitted at the 15% programing, 35%, 65%, 95% and 100% design phases, unless otherwise noted. All submittals must receive VA concurrence prior to starting the next phase. 100% design drawings shall be approved by the VA.

15% programing document/drawings 1 CD with REVIT, CAD and PDF files, 1 Set of Full-Size Drawings, 2 set of ½ Size Drawings and Preliminary Cost Estimate.

35% Construction Documents: 1 CD with REVIT, CAD and PDF files, 1 Set of Full-Size Drawings, 2 set of ½ Size Drawings and Preliminary Cost Estimate.

65% Construction Documents: 1 CD with REVIT, CAD and PDF files 1 Set of Full-Size Drawings, 2 set of ½ Size Drawings and 1 Set of Specifications.

95% Construction Documents: 1 CD with REVIT, CAD and PDF files 1 Set of Full-Size Drawings, 2 set of ½ Size Drawings, 1 Set of Specifications and an Intermediate Cost Estimate.

100% Construction Documents: 1 CD with REVIT, CAD and PDF files, 1 Sets of Full-Size Drawings, 2 sets of ½ Size Drawings, 1 Set of Specifications and final Cost Estimate All time frames are exclusive of VA review time.

AE will write up meeting minutes, receive and review submittals for VA final approval.

Basis for Design A. Design shall comply with current VA specifications, guidelines, design alerts, manuals, details, criteria, instructions, procedures, standards, etc. Refer to the VA Technical Information Library at http://www.cfm.va.gov/TIL/ or the VA Design Manual at https://www.cfm.va.gov/til/dManual.asp). When series standards are not available or are incomplete for a specific function/space, contractor shall apply the standards and guidelines of another series for that specific function or a similar function.

B. Compliance to these standards, National Fire Codes, International Building Codes, and OSHA Standards will be reflected in the completed design and construction documents. Refer to VA Construction Standard CD-30. Conflicting criteria shall be brought to the attention of VA.

C. Comply with current applicable state, local, & federal building codes as well as codes from other recognized authoritative bodies.

D. The AE shall design for a total construction budget of a VAAR Magnitude of Construction of Between $10,000,000 and $20,000,000 E. The AE shall review FAR 52.236-22 “Design within Funding Limitations”. The design shall be prepared by the A/E 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 contract price as stated in FAR 52.236-22, Design Within Funding Limitations. The AE shall notify the COR and CO if the estimated construction cost is higher than the government’s estimated construction cost.

F. Other related referenced standards and VA guidance:

1) Review AE Quality Alerts from the TIL

2) VA TIL, PG-18-3, Desing and Construction Procedures

a) Topic 15 - energy efficient and sustainable design policy for va new construction

b) Topic 16 - sustainable buildings policy for new and va Renovation construction Detailed Submission Requirements A. Program Guide PG-18-15 establishes the guidelines for the AE submissions. Design shall be performed and submitted in accordance with VA AE Submission Instructions for Minor and NRM Construction Program. Refer to: http://www.cfm.va.gov/contract/aeDesSubReq.asp. These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances, in which critical decisions need to be made, sufficient and relevant information has to be provided timely in order for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions in regard to the applicability of specific requirements shall be resolved with the health care system staff prior to any submission deadline.

B. At each submission, all drawings and support material shall be dated and appropriately labeled above the title block. The number of submissions and review times are listed in the below table:

C. VA submission review comments may be verbal, noted directly on review sets, or written list. The AE shall be responsible for compiling & addressing review comments. AE shall produce & distribute meeting notes or minutes for VA review within two (2) days after each submission review meeting.

D. Design Team Meetings: The AE shall meet with design team consisting of key VA staff (COR, engineering, key personnel, etc.) to conduct interviews to ensure that design will meet VA needs. Design team meetings are suggested after each submission. The number of meetings may vary based on AE experience and design progress. For each submission, furnish 3 copies of all drawings (provide 2 half size and 1 full size drawing sets and CD with drawings), specifications, estimates, and supporting documents (except Bid Document review as stated above).

E. Each design submission to address:

a. Cost Estimate / Budget

b. Physical Security Compliance

c. Space summary that shows individual departmental gross sf, and total project gross sf. Note: All spaces that are enclosed and conditioned are considered occupiable and are to be included in the space calculations.

F. Final bid documents shall be reproduced as part of the contract. An initial 2 sets (1 full size and 1 half size and CD of drawings) of the Construction Bid Documents are to be delivered to the COR along with electronic media. Specifications shall be PDF and MS Word. Drawings shall be completed in latest version of Revit, AutoCAD, and PDF.

G. Total time to accomplish Schematics, DDs, and CDs and IGCE and SOW to construct the Pathology and Laboratory Medicine Service LAB.

H. Notice of Award through to final reproduced bid documents shall be 223 Calendar Days. The AE shall propose a submission schedule based upon their understanding of the design and their staffing workload. The schedule is negotiable so that the timeframes are mutually agreeable to the AE and VA.

As-Built Drawings The AE shall provide as-built drawings as part of this project. Building layout drawings are provided as a government furnished item to this contract. Any discrepancies shall be verified in the field during the inspection and corrected in the as-built drawings.

Construction Documents The AE shall provide complete construction documents through to As-Built drawings, scheduling, phasing, construction cost estimating and construction period services. The A/E team will be inclusive of a RCCD certified Engineer, certified Physical security Engineer, Structural Engineer, Architect, Geotechnical Engineer, MEP Engineers, IH Engineer Fire Protection engineer and others as determined by during Design In design of the project the AE must use VA specifications located at http://www.cfm.va.gov/TIL/spec.asp. Material submittals must be reviewed and approved in conjunction with the COR.

Records Management Statement:

All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System and must be returned to VA North Texas Health Care System at the end of contract or destroyed in accordance with Veterans Health Administration Record Control Schedule (RCS)10-1.

The Contracting Officer’s Representative (COR) and Contracting Officer (CO) of this contract shall assure that:

· No information, except that inclusive of delivery of this contract, will be shared with the contractor in any follow up communications.

· None of the information in this contract includes any personal identifiable (employee) information (PII) or personal health information (PHI).

INNOVATION

Requirements indicated are not intended to limit innovative service delivery of the Contractor. The government will consider variations from the Statement of Work, if the proposed change is within the schedule and budget limitations, meets the objectives for the project, and results in an improved outcome. The government may approve all proposed changes in the Statement of Work.

GOVERNMENT FURNISHED MATERIALS

The Government will provide the following materials to the contractor after contract award to assist with the project.

Attachments

1. BONHAM CAMPUS MAP 2021

2. Bldg 1 1st floor pdf

3. BonB1-1stfl.dwg

A/E QUALITY ASSURANCE/QUALITY CONTROL

To reduce construction errors and omissions, the design team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

Within 14 business days after receipt of Notice of Award, the design team shall submit a QA/QC plan describing each task that will be taken during development of the various design submission packages of the project; name of Design team member responsible for QA/QC for Contracting Officer (CO) approval. Each task shall be initialed and dated by the responsible Design team member.

The QA/QC shall also cover the construction period services of the project and accompany the 100% final design document submittal package.

RISK CONTROL

The VAMC is an active hospital and therefore will require consideration to those areas with patients and staff. The Contractor shall be responsible for the administration and management of all aspects of this SOW. This includes responsibility for all Contractor employees, subcontracts, agents, and anyone acting for or on behalf of the Contractor.

The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, rain gear, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

Contractor’s personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA grounds. I.D. badges shall have an identification picture and shall state the name of the individual and the company they represent. The VA will issue an ID badge upon the completed fingerprinting process.

The parties agree that the Contractor’s personnel working as a result of this contract shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

SECURITY

Contractors do not need and shall not be allowed access to any VA personnel or VA patients Personal Health Information (PHI) or Personally Identifiable Information (PII) in the performance of the requirements of this SOW. Additionally, the contractor does not need and shall not be allowed access to VA sensitive information in the performance of the requirements of this SOW.

The contractor shall not connect contractor-owned IT devices (laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Computer certification and accreditation requirements do not apply, and a security accreditation package is not required.

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

SITE VISITS

During the design period the A/E shall make visits to the project site. The A/E shall visit the site prior to commencing the design to meet with the VAMC Engineering Project team for a kick-off of the Design. The A/E is required to verify as-built drawings through thorough site investigations coordinated through the assigned Contracting Officer Representative (COR). Two (2) additional visits will be made during the VAMC review of the Design Development (DDs) and Construction Document (CDs) phases.

During the Construction Period Services phase the A/E shall make visits to the project site through to Final Commissioning and VA project acceptance to support the active construction project phase.

PRICING

The AE shall design for a total construction budget of $9,400,000. The AE shall review FAR 52.236-22 “Design within Funding Limitations”.

The Contractor shall provide a fee for the required services using the format applicable to the Request for Proposal document issued by the Government Contracting Officer, VA Form 10-6298.

The contractor shall describe how they will structure a team, the approach to manage and accomplish the work, and list professional experience of team members to include a Project Management Plan.

Designs will stay within the statutory limitation of 10% of the indicated construction budget, with the inclusion of bid alternate items where necessary, to assure full utilization of the project’s provided budget. Bid item decisions shall be made during review meetings.

ADDENDUM A

1. The Cover Pages, Table of Contents, Cover Letters, shall not count towards the page count.

2. The Bid Bonds shall be included in the electronic submission as well as in hard copy as shall be placed in the Price Volume.

3. The Contractor shall follow all COVID-19 sign in procedure daily. Badges shall be issued for project durations over six months.

4. The Contractor shall provide phased services throughout the project.

5. The Contractor shall abide by ICRA and Safety standards throughout the project.

6. The Contractor shall provide temporary toilets for their employees.

7. The Contractor may be able to work after hours and weekends but shall be coordinated prior due to security restrictions. Regular working hours and delivery hours will be determined at the preconstruction kick-off meeting.

8. The Contractor Shall provide “As-Builts” upon completion of the project.

9. The A/E shall ensure that the design meets the new EHRM and PRSDM requirement.

APPLICABLE REFERENCES

The references listed below are not intended to be all inclusive. The Contractor shall ensure that all applicable references and/or standards are followed.

Most of the A/E work is expected to complete during normal working hours, Monday – Friday, 7:30am – 4:30pm.

IT Security Statement: This project has been determined to be low security risk to the Department of Veterans Affairs.

Attachments

End Remarks