SOW - 626-319 - 6-28-24.pdf

Department of Veterans Affairs TVHS, Murfreesboro Campus

Requirements for A/E Services Project 626-319

Renovate for Consolidated Logistics Warehouse and Police Services

I. GENERAL SCOPE OF WORK

The consultant shall provide all necessary Architectural and Engineering (A/E) services as required to prepare complete contract drawings, specifications, observation/evaluation/technical reports, cost estimates, and services throughout construction to "Renovate for Consolidated Logistics Warehouse and Police Services” at the historic York Campus of the VA Tennessee Valley Healthcare System (TVHS), located at 3400 Lebanon Pike, Murfreesboro, TN 37129. This project will renovate approximately 30,000 Building Gross Square Feet (BGSF) of space to be vacated by the Consolidated Outpatient Mail Pharmacy. This project will also construct approximately 1,795 BGSF. This space will consolidate the pharmacy and pandemic cache, as well as co-locate all police staff and services in a secured building.

Additionally, this project will augment the existing undersized logistics space which serves the Nashville and Alvin C. York VAMCs. Work includes, but is not limited to, professional design services for Architectural, Mechanical, Plumbing, Industrial Hygiene (IH), Structural/Seismic, Electrical power and systems (such as communications, controls, security, fire protection/alarm), as well as space planning, landscaping, and physical hardening.

II. STATEMENT OF PROJECT OBJECTIVES

The Department of Veterans Affairs (VA) intends to have the A/E fully survey, investigate, and document the existing spaces and utility systems, affected by renovations, to gain the knowledge and insight necessary to prepare accurate documents in a professional and competent manner. The project objectives are as follows:

A. This project will integrate multiple support services into what was an industrial / processing space.

The purpose of the renovated space is for ancillary support services to move out of existing patient care areas into space that is being vacated by the southern district CMOP.

B. This project will consolidate Pharmacy and Pandemic Cache as to be the central distribution point for all of Tennessee Valley Healthcare System clinics.

C. This design will Investigate and remove unnecessary data/ telephone cabling back to the source/ patch panel to free up pathways for modern data/ telecom.

D. This project will bring all support functions of the building up to VA Standards, such as IT

Closet(s), electrical, wiring/ cabling, mechanical, fire protection, life safety, accessibility, restrooms, storage, etc.

E. This project will correct deficiencies within the roof, structure, drainage, etc. This project will also make improvements to the exterior building, such as upgrading select entrances, adding windows in select areas to let in natural light and replacing old windows.

F. Modernize systems: Systems should be scalable and capable of modern features such as the integration of various existing systems, equipment, devices. Upgrade outdated electrical, controls, communications and mechanical systems.

G. The design shall be energy efficient with improvements, such as insulation, doors/windows, HVAC, controls and lighting.

H. Improve the condition of the facility by partially correcting the following issues from the Facility Condition Assessment (FCA):

1. 334432 (Accessibility) – Building does not have staff restrooms.

2. 334433 (Accessibility) – Add water bottle filler drinking fountains to comply with VA ABAAS.

3. 283213 (Exterior Walls) – Vertical joints in exterior wall are in poor condition. Re-caulk.

4. 283215 (Exterior Walls) – Standing water adjacent to building.

5. 283217 (Exterior Walls) – Canopy at docks is rusting (lacks adequate slope) and is not large enough to provide coverage during rain.

6. 283220 (Interior Finish/Door) – Masonite on inside face of exterior walls warping.

7. 283224 (Emergency Electrical System) – Safety Switch, ASCO ATS, MDP-A and MDP-B installed in 2010 but all showing rust due to environmental factors from outdoor location.

8. 334864 (Lighting & Power) – Replace 8 HID fixtures to LED low bay fixtures.

9. 334865 (Lighting & Power) – Replace 30 T-12 8’ single lamp fixtures to LED fixtures.

10. 60954 (Lighting Protection) – Replace existing lightning protection system with new in compliance with NFPA 780.

11. 60955 (Nurse Call) – Replace existing standalone PA system. No NC.

12. 60956 (Secondary Distribution) – Replace 50% of panels and distribution throughout the bldg. (1970s vintage)

13. 334866 (Secondary Distribution) – Isolation transformer has storage in front working clearance area. Clear working area and re-stripe.

14. 334867 (Secondary Distribution) – Panel 1N in warehouse area has storage in front of it.

Clear working area and re-stripe with correct working clearance.

15. 203397 (Air Handling Equipment) – Trane air handling unit model L-6 Serial K6C305649, installed 1975, is in poor condition.

16. 399763 (Air Handling Equipment) – Data/OIT closet(s) are exhausted only and do not have local temperature control or ability to monitor remotely.

17. 334868 (Structural) – Partitions: Non-Structural Components & Equipment-Seismic: Stud walls around office spaces are not full height or braced to structure. Ceiling Systems: Most of the building doesn't have ceiling, but in the office space, tie bracing and compression strut were not observed.

a. Light Fixtures: Light system not braced to structure. Mechanical & Electrical Equipment: Mechanical and electrical equipment is not anchored or braced, including the 4 AHU suspended from the structure. Piping: No bracing was observed on any fire protection piping or any other mechanical pipes. Ductwork: Ducts in general are less than 6 square feet for rectangular and 28" diameter for round and therefore do not require bracing. Large ducts adjacent to the suspended equipment is not braced. Storage racks are not braced to structure.

b. Provide anchorage and bracing per H-18-8 and ASCE7-10 Chapter 13.

18. 399768 (Accessibility) – Walkway near stair is not compliant

19. 399764 (Life Safety) – Stairs – Add guardrail and correct handrail with extensions.

20. 334434 (Signage/Wayfinding) – Building number is not evident.

I. Modernize systems so that they are scalable and capable of modern features such as the integration of various existing systems, equipment, and devices. Upgrade outdated electrical, controls, communications, and mechanical systems. All relevant systems including but not limited to Nurse Call/ Code Blue, telephone, PA, Fire Alarm, and Security shall meet current VA standards.

J. Improve reliability, monitoring, control, and energy efficiency, utilizing modern systems and features, such as non-priority native BACnet DDC controls, variable speed drives, energy optimization control, reset of discharge air temperature, optimal start/stop, occupied/unoccupied, occupancy sensing, lighting control, and economizer modes. Replace outdated pneumatic controls with DDC that will integrate into the frontend controls system. Install thermostats with resets, setback, and override controls. New automated control systems shall provide precise control of temperature and humidity, pressure relationships, and provide a quality care environment.

III. STATEMENT OF A/E TASKS - The AE scope and this section 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.

A. The A/E shall furnish all services for a complete design development including construction documents, and construction period services as specified in the subject contract.

1. Necessary site survey work and evaluation such as verifying existing conditions/pre-TAB (Test-Adjust-Balance), geotechnical surveys/report, verifying record drawings, and verifying and analyzing utility systems shall be accomplished in conjunction with the preparation of Design Development documents. A/E shall furnish documentation and drawings of these findings, and address deficiencies in the design process.

2. The complete site survey work shall include a thorough investigation of existing conditions, affected by renovations, to accurately document and convey space dimensions for measured drawings, all utilities for affected areas, and utilities that traverse through affected areas, typical construction type and variations, and finishes. This information provides the necessary base drawings for the Schematic Development phase of Design Development.

3. Utility system verification shall include, but not be limited to, the necessary testing, adjusting, and/or balancing of affected systems to ascertain the existing operating and performance conditions that will impact the design and construction process. Systems that are insufficient in capacity or are no longer supported by OEM (original equipment) parts shall be considered for expansion and/or replacement.

4. System verification shall include, but not be limited to, the necessary testing of affected systems to ascertain the existing operating and performance conditions that will impact the design and construction process. Systems that are insufficient in capacity or are no longer supported by OEM (original equipment) parts shall be considered for replacement.

5. Geotechnical surveys are required for new construction, buildings, building expansion, parking lots and drives.

B. The A/E shall provide cost estimation, project scheduling & phasing, bid period and construction period services as further described in the contract.

C. The A/E will provide an Interior Designer with a NCIDQ Certification to coordinate all aspects of the interior design. All finishes must be approved by the VA Interior Designer.

D. The A/E shall provide three (3) interior design color boards for VA review, discussion, and selection. The color boards will be updated and re-submitted with the final revision.

E. The A/E shall provide bid document preparation in quantities as specified in the contract.

F. The A/E shall provide professional design and construction period services utilizing individuals who are adequately knowledgeable of the various design disciplines as required by the project.

Changes in personnel from those who are proposed in negotiations, interviews, kick-off meeting, and/or A/E submission forms must be approved in writing. Submit requested change to Contracting Officer’s Representative (COR) and Contracting Officer (CO) a minimum of 14 calendar days prior to said change. The registered individuals who will stamp the completed documents shall accomplish engineering design work.

G. The A/E will coordinate with third party commissioning agent of all the systems constructed and/ or modified by the design of Renovate for Consolidated Logistics Warehouse and Police Services to include HVAC, Controls, Nurse call, Med-Gas, Phone, Fire Alarm, Security, and Data.

H. A/E shall design within funding limitations and coordinate cost control measures throughout the design. Primary, fundamental cost control alternatives shall be thoroughly explored in Design Development (DD’s) and cost control/review shall be a critical part of each submission, thoroughly discussed at each review. Any submission with an estimate exceeding the base construction budget shall initiate a gate review, in which the A/E must develop and submit cost control measures, then make the corrections to the package (estimate, drawings, specifications) to get within budget, to be released to the next submission phase. In the event of budgetary issues, additional A/E presentations/meetings will be required to correct the budget issues.

I. The A/E design and estimate shall identify viable deductive construction alternates (target 10% of the total construction budget). The A/E and their design team shall develop proposals to prioritize the bid deducts for construction. A/E shall review the proposals with the Contracting Officer’s Representative (COR) to finalize the deductive alternates.

J. The A/E is to incorporate into the design all adjacent spaces that are impacted by the project. It is in the scope to investigate all existing utilities that must be moved/ mitigated to accomplish the renovations to include all affected structure/finishes. The A/E is to also integrate HIPAA standards into the design and layout.

K. The design must ensure proper life safety, including egress, proper fire/smoke compartmentation, fire alarm, sprinkler system, etc. The A/E shall provide a separate stamped Life Safety Sheet for the entire area within the submitted drawings.

L. The A/E shall survey and evaluate the HVAC, electrical, plumbing systems, and mechanical rooms to ensure they will meet the requirements of the renovated space and meet VA design guide requirements without adversely affecting the surrounding areas. A/E will design new mechanical, electrical, and plumbing systems where needed to meet VA standards. Utilize LED interior lighting with occupancy, and daylight sensors. A/E will pre-TAB (Test, Adjust, Balance) HVAC and exhaust in investigative service to establish a basis for the design and to make corrections to HVAC systems to get space to VA standards. A/E will place in construction documents that all HVAC will have a complete TAB performed by construction contractor. The design will allow for 10% growth on all major systems. Growth factors shall be separate from safety factors (in addition, compounded on top of safety factors). Design to ensure coverage to maximize staff safety.

M. A/E will coordinate with leading industry equipment manufacturers/vendor(s) to ensure proper layout and support of equipment per manufacturer’s requirements. Design drawings and specifications shall be generic to promote fair and open competition.

N. Design shall be energy efficient per the TVHS Energy Conservation Project Requirements (see Attachment 1) and Design Guide. Night/ Occupancy setbacks will be utilized where applicable to lighting and HVAC/ Exhaust.

O. A/E shall identify and design for the removal of all hazardous material.

1. Asbestos is not expected. Perform an asbestos survey to identify approximate quantities of Asbestos Containing Material (ACM) in type and location for complete abatement from the general limits of construction. Adjacent areas that are outside of these limits but are affected by construction for utility modifications or tie-ins shall limit abatement to the extent necessary to complete the utility work.

2. Lead-based paint may be encountered on some of the HVAC/piping/equipment. A/E will investigate and design for corrective action.

P. The A/E will provide expertise during testing of all systems constructed and/ or modified by the design, including but not limited to, HVAC startups, test-adjust-balance (TAB), Controls trending and adjustment, Nurse call, Medical Gas, Phone and Data.

Q. Data telecommunication closets will be designed to VA EHRM guidelines. Controls and HVAC will be correctly integrated into the closets to control temperature and humidity.

R. A/E shall provide space planning for the project as part of SD1 and SD2. To perform the space planning, additional meetings will be required with the VA Planning Department, primary stakeholders, such as Logistic, Police Services, Pharmacy, and other affected secondary stakeholders, such as Security, Engineering, Environmental Management / Housekeeping, Information Technology, etc.

S. Provide Solicitation Support services to include contractor Request For Information (RFI) submissions regarding contract drawings, clarifications of drawings and specification, proposed phasing review, etc.

T. INDEPENDENT THIRD PARTY & LIFE SAFETY REVIEW: The government reserves the right to provide all deliverables required per the scope of work or any other required submittal to third parties to perform independent reviews. The reviews will assist the government by providing further analysis regarding potential issues with solicitations and bidding, construction and buildability, accuracy of the cost estimate, maintenance concerns, building efficiencies, project calculations, or any other items the government requires for independent assessment. Third Party review comments will be vetted by the government and issued to the designer of record for coordination and/or design corrections. These comments may be provided to the designer at any point throughout the design. The A/E shall incorporate any comments from the VA 3rd party life safety review. VA fire review comments will be specifically tracked, documented, and addressed to verify all comments are incorporated within the design documents. The AE must provide a specific deliverable document at the 95% completion that lists the fire review comments and the corrective measure describing how the comment was addressed. The AE response will be uploaded for VA record keeping.

U. 12.SOLE SOURCE REQUIREMENTS AND JUSTIFICATIONS: The AE shall prepare all needed sole source justification documentation to be delivered to the VA COR for further action. The VA COR will provide the templates to develop for this requirement. This shall be submitted at the 65% deliverable milestone.

V. 13.ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the 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 located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.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.

W. PHYSICAL SECURITY: The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. 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 requests as necessary.

X. TELECOMMUNICATIONS DESIGN: In accordance with “Telecommunications and Special Telecommunications Systems Design Manual (latest version), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

Y. 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.

Z. Additional AE responsibilities include the following items. Provide a narrative and appropriate design deliverables for each item.

1. Construction risks and hazard mitigation plans.

2. Risk Response Scoring Matrix with the following minimum categories.

a. Time Constraints and Schedule

b. Availability of Labor and Materials

c. Economic and Inflationary Factors

d. Technical and Construction Complexity

e. Budget Containment

f. Scope Containment

g. Hospital Impacts During Construction

h. Each risk must be identified by frequency, likelihood or probability, and project

Impact.

i. (High, Medium, Low) and countermeasure steps taken to reduce or mitigate the risk.

3. Sole source justifications

4. Construction Scope describing project work and constraints (derived from narrative discipline descriptions)

5. Construction Bid Format with Deductive Alternates

6. Detailed construction schedule, cost loaded, indicating activities and manpower.

7. NEPA / CATEX forms

8. Design for water safety and Legionella compliance

9. VA ISLM matrix

10. Address VA third party life safety review comments

11. Adjust egress signage and exit signs for each phase.

12. Infection control with mitigation strategy. VA Infection Control Forms. Work with VA infection control team. Clearly indicate temporary measures in the design.

13. Temporary Barriers Plan

14. Temporary Signage Plan

15. Separate Phasing Plans

16. Clearly indicate system withholding amounts (until tested/commissioned/certified)

17. 3D perspectives of exterior and interior focal areas.

18. Complete VA VISN Design Compliance Template at 35% and 65%. Address VISN review comments; Plan for a separate meeting with VISN reviewers.

19. Maintain Project Minutes and Logs (RFI, Change Order, Submittal, etc.) Equipment Plans

IV. BASIS FOR DESIGN

The VA Technical Information Library (TIL) available at http://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 VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG-18-1Master 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) PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guide 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 OIT Infrastructure Standard for Telecommunications Spaces 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.

A. Department of Veterans Affairs standards and VA Office of Construction & Facilities Management Design Guides can be obtained from the Internet at http://www.cfm.va.gov/TIL/.

B. Design Criteria including manuals, guides, processes, and equipment lists are located at https://www.cfm.va.gov/til/criteria.asp

C. Design shall conform to the latest 003C2B-DA-142 (06-01-14) Patient Safety in VHA Bathrooms http://www.cfm.va.gov/TIL/dAlert/dAlert142.pdf

D. VA PG 18-13 Barrier Free Design Standard.

E. Comply with Nurse Call design guidance and requirements per NFPA 99, UL 1069 and facility standards. Discussions regarding new facility system/standard shall be addressed during Schematics. VA design guidance can be found on the TIL at https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf. Design guides (PG18-12) shall also be reviewed to ensure compliance. https://www.cfm.va.gov/til/dGuide.asp

F. The A/E shall design for a total FY27 construction budget of approximately $14million. The planned budgetary amount will be provided during negotiations. The A/E design and estimate shall be within the total construction budget prior to viable deductive construction alternates. This will require individual estimates by clearly defined, easily deductible areas and/or portions of work. The A/E shall not plan to infringe upon the contingency as part of their cost control measures. The contingency includes changes and additional construction period work and is utilized/obligated only when the VA approves.

G. Comply with current federal, national, and international building codes and applicable state and local building codes and standards, as well as codes/standards from other recognized authoritative bodies. This includes, but is not limited to, authoritative bodies such as Associated Air Balance Council (AABC), American Concrete Institute (ACI), Acoustical and Insulating Materials Association (AIMA), American National Standards Institute (ANSI), American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), American Society of Mechanical Engineers (ASME), American Society for Testing and Materials (ASTM), Gypsum Association (GA), International Building Code (IBC), National Electric Code (NEC), National Fire Protection Association (NFPA), National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), Occupational Safety and Health Administration (OSHA), Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA), Electronic Industry Alliance/ Telecommunications Industry Association (EIA/TIA), American Disabilities Act (ADA), American Barriers Act (ABA) and other applicable codes referenced in the VA design guidelines and Master Specifications. Designers shall indicate each applicable code with the current date, revision, version indicated on one sheet, including each applicable VA Guidelines / Standards.

Submit this with the Schematic Design Submission and include in subsequent design submission drawing packages.

H. Comply with VA HVAC Design Guidelines at www.cfm.va.gov/til/dGuide/dgMH.pdf. Indoor air quality requirements must be met / maintained, such as pandemic readiness, outside air percentages, air changes / CFM, and humidity. Design shall maintain building envelopes to prevent moisture infiltration and possible mold growth.

I. Comply with VHA National Center for Patient Safety. http://www.patientsafety.va.gov/

J. Comply with H-18-8 Seismic Design Requirements and its adopted edition of the ICSSC RP Standards. https://www.cfm.va.gov/til/seismic.asp

K. Comply with VA TIL, PG-18-3, Design and Construction Procedures for this Minor category project. http://www.cfm.va.gov/TIL/cPro.asp

L. Comply with VA TIL, PG-18-15 for A/E Submission Requirements.

http://www.cfm.va.gov/til/aeDesSubReq.asp (Click Minor and NRM Projects).

M. Any deviation from project requirements, guidelines, standards, or specifications shall be requested in writing and approved by the VA. The deviation request shall include an item for which deviation is requested and the reason or basis for the deviation. Designer shall maintain as list of any approved deviations with their reasoning and resolution. Code sheets shall be updated as appropriate.

N. Comply with energy requirements. See TVHS Energy Requirements and Design Guide (attached) and ASHRAE 90.1-2010.

O. Ensure proper life safety and VA accessibility requirements. Code Analysis will be clearly defined on the Index Sheet of the Construction Documents.

P. Comply with the Physical Security Design Manuals for VA Facilities. This is a Mission Critical Facility. http://www.cfm.va.gov/til/spclRqmts.asp#PHS.

Q. The required stamp of the licensed architect(s) and engineers of record will be considered as certification of compliance with the contract requirements. The registered individuals who stamp the final construction bid documents shall be the same lead designers that accomplish the assessments, surveys, interviews, and design work. Assessments shall also be stamped.

V. DETAILED SUBMISSION REQUIREMENTS

Program Guide PG-18-15 establishes the guidelines for the A/E submissions. The design shall be performed and submitted in accordance with VA A/E Submission Instructions for Minor and NRM Construction Program. Refer to (http://www.cfm.va.gov/til/aeDesSubReq.asp). These guidelines indicate a minimum level for submission compliance. Certain types of design may dictate more than the minimum to progress the design submissions/reviews and maintain the schedule. In some instances when critical decisions need to be made, adequate, relevant information must be provided timely for the design to progress to meet certain milestone dates. Questions regarding the applicability of specific requirements shall be resolved with the medical center staff, COR and Contracting Officer (CO) prior to any submission deadline.

At each submission, all drawings and support material shall be dated and appropriately labeled above the title block (the number of submissions shall be adjusted according to the project size and scope). In addition of full electronic version of required documents, hardcopies shall be submitted in quantities indicated:

Work Element Copies Duration (Calendar Days)

Notice of Award

Coordination, QA/QC Plan & Basis of Design

21 days after Notice of Award

10% Schematic SD1 (Planning & Concept)

2+ QA &

redlines

61 Days after Design kickoff

Government Review 7 Days after VA receipt of SD1

35% Schematic SD2

2+ QA &

redlines

60 Days after VA acceptance of SD1

Government Review 7 Days after VA receipt of SD2

Design Development 1

2+ QA &

redlines

45 Days after VA acceptance of SD2

Government Review 14 Days after VA receipt of DD1

65% Design Development 2

2+ QA &

redlines

45 Days after VA acceptance of DD1

Government Review 7 Days after VA receipt of DD2

Construction Document 1

2+ QA &

redlines

30 Days after VA acceptance of DD2

Government Review 7 Days after VA receipt of CD1

95% Construction Document 2

2+ QA &

redlines

30 Days after VA acceptance of CD1

Government Review 7 Days after VA receipt of CD2

100% Final Bid Documents 3 7 Days after VA acceptance of CD2

Final Acceptance Review 7 Days after VA receipt of Final Bid

Documents

Total Days Design Phase Schedule 355 Calendar Days

A. A design review meeting will be required for each submission. The meeting can be conducted via Microsoft Teams or on station (in person), whichever the users and support services prefer.

Fourteen calendar days prior to the design review meeting, the A/E shall submit, for COR approval, an agenda with an itinerary that proposes meeting times with each affected user/supporting service groups. The A/E shall coordinate times with each group and the COR to finalize the agenda itinerary for distribution to all participants. The A/E shall be responsible for compiling & addressing review comments; VA submission review comments may be verbal, noted directly on review sets, or written list. A/E shall produce & distribute meeting minutes for VA review within one business day after each submission review meeting.

B. A/E shall develop and execute a Quality Assurance (QA) plan that demonstrates the team approach and methodology for design review and improvements and code compliance, including fully documented comments / issues and resolutions / corrections. The QA process shall drive design review, improvement, and code compliance, including fully documented comments / issues and resolutions / corrections. The QA plan shall be submitted to the VA along with the project schedule and shall describe each QA task that will be taken during the development of the various design submission packages, including review of submissions. The design QA effort shall be led by a Senior Design Engineer and a Senior Architect and shall include Senior Designers for each trade. VA COR shall be invited to all QA meetings and reviews. Completion of each QA task shall be initialed and dated by the responsible QA team member. A 100% completed QA review shall be submitted with each A/E design submission, including the final construction bid document submission package. Cost review and cost control shall be part of each phase of the QA process and each design submission. The QA process shall produce deliverables included with each submission package, including but not limited to redline mark-ups, QA issue tracking sheets and a QA overview/narrative. QA teams shall review issues with the design team, so corrections are made prior to submission of each package. QA team shall be involved throughout design, installation, inspection, and testing. A final QA report shall include an overview/main narrative, designer certification letters of compliance for each discipline/trade, and final inspection list and tracking sheet of corrections.QA team leaders shall maintain a tracking sheet, mapping all code compliance issues from inception, review, and resolutions. Tracking sheet line-item activities shall include, date, issue, review and decision, responsible A/E designer and satisfactory resolution.

Since the A/E is solely responsible for the design, ‘VA Directed’ shall not be an acceptable explanation of compliance or resolution. The QA team leaders shall simultaneously copy the VA COR and Contracting Officer when producing/conveying any QA work product, (correspondence, observation lists, tracking, etc.). Any issues shall be discussed in group meetings and resolved to the satisfaction of the designers and QA team, then incorporated into the upcoming design submission package.

C. Each submission will include electronic files in the latest version of Microsoft Office, PDF, and/or AutoCAD 2020. PDFs of the specifications will also be furnished. Submit hard copies in the quantities identified in the schedule of all drawings (one of which will be half-sized), narratives, tests, and other work products. Construction shop drawings are not required to be completed in AutoCAD.

D. The 100% construction documents submission will include a full set of construction documents including all disciplines/packages and will be sealed and signed by the Architects and Engineers of Record.

E. The total calendar days listed in the design project schedule above may fluctuate based on when 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary, it is the responsibility of the A/E firm to cover all costs associated with such delays.

F. Submission packages, including the final construction documents, must incorporate/address all VA comments from the earlier submission package reviews.

G. If submission packages, including the final construction documents are not complete, the A/E must resubmit the package in its entirety.

H. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings per standard professional practice and the resulting contract. The specification submitted for review shall include: The name of the manufacturer, the product name, model number, or other identification as appropriate to identify the product that will be used in the construction.

I. Final bid documents shall be reproduced as part of the contract. Two (2) full sets and two (2) half sets of the Construction Bid Documents are to be delivered to the COR. Electronic files of the Construction Bid Documents will be provided to the COR and CO.

J. Total time to accomplish Schematics, DDs, and CDs through final reproduced bid documents shall be 355 calendar days from the issuance of the Notice of Award. A/E shall prepare a schedule, including all design work, submissions, trips, reviews, demonstrations, testing, and other tasks/activities based upon their understanding of the design and their staffing workload.

VI. CONSTRUCTION PERIOD SERVICE REQUIREMENTS (OPTIONAL – exercised at the VA’s discretion)

A. Review of Submittals: A/E shall review all material submittals, shop drawings, test reports (as applicable), etc. Reviews shall be completed, and submittals returned to the VA COR within Seven (7) calendar days of the A/E's receipt of the submittal.

B. Review Analysis of Requests for Information (RFI), Change Orders, and Costs: 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. The A/E shall provide a prompt response when contacted by the CO, or COR, to review and provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. RFI response time during solicitation and construction shall be three (3) to five (5) calendar days.

C. Site Visits: A/E shall provide 40 additional site visits (1 person for 3 hours onsite) during the construction period, in addition to mandatory A/E site visits for pre-bid conferences, in-wall inspection, above ceiling inspections, controls optimization and programming, and final inspection. The A/E shall produce an observation list(s) and a narrative with each site visit within 7 calendar days. A site visit “unit” is defined as a visit to the site by one individual for any part of a day when requested by the Contracting Officer or an authorized representative. On this job, a site visit should last 3 hours and may require the use of multiple “units” when more than one individual or an extended period is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The COR has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the COR of their presence on site, before any work is performed, to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the COR of any deviations, deficiencies, and recommend appropriate corrective actions.

D. The A/E, when requested, shall assist the CO and COR to interpret the construction documents and shall: (1) recommend any action(s) deemed suitable for the satisfactory execution of the construction work; and (2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents. Modifications initiated by or through VA to be executed in accordance with the Construction Documents.

E. “Record Drawings” Requirement: 30 calendar days after construction substantial completion, A/E shall revise the solicitation documents, if necessary, and provide a complete set of all drawings showing actual, completed construction, and reflecting any changes incorporated in the work on hard (bond) copy and on electronic media. Electronic media drawings shall be in AutoCAD 2022 and always electronically stamped. A/E shall load and demonstrate full AutoCAD compatibility at VA site. Compatibility means that data can be accessed directly by the target system without translation or processing of data files. Problems shall be corrected to the satisfaction of VA. Final electronic media specifications shall be in Microsoft Word and Adobe

PDF.

F. Logs and Minutes: The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log, submittal log, and provide meeting minutes for weekly construction meetings throughout the duration of construction. Logs and minutes shall track item statues.

G. Construction Period Services shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to unilaterally exercise the option(s) for Construction Period Services.

VII. MATERIALS TO BE FURNISHED TO THE A/E BY VA

The following items will be furnished to the selected A/E:

A. Available electronic media of the station site plans and building floor plans. The station does not have electronic versions of utilities (mechanical, electrical, plumbing, etc.). The accuracy of drawings is not guaranteed and shall be used for general information only. Actual conditions shall be field verified by the A/E.

B. Utility and structural drawings will be made available to A/E at the TVHS Projects Section. A/E is to view drawings needed and may remove (same business day sign-out) to make copies at an offsite location.

C. The TVHS Energy Conservation Project Requirements and Design Guide

D. Facility Condition Assessment report

E. Hospice Unit space programming plan (VA SEPS) will be provided during negotiations with the selected A/E. This A/E is responsible for reviewing the space programming, discussing issues and adjustments, resolving issues as part of schematics.

VIII. RESPONSE TIME REQUIREMENTS:

The A/E shall have a 5 hour in-person response time to the Alvin C. York VAMC Campus, Murfreesboro, TN for emergency site visits.

IX. ATTACHMENTS

The following items will be furnished to the selected A/E:

A. Attachment 1: TVHS Energy Requirements and Design Guide

B. Attachment 2: PG 18-15 AE Submission Requirements

C. Attachment 3: Facility Conditions Assessment Report

D. Attachment 4: 01 32 16.01 AE CPM Schedule