Attachment - SOW 534-336 Expand MB Specialty Clinic PCAC.docx

Ralph H. Johnson VA Health Care System

A/E SCOPE OF WORK

Expand MB Specialty Clinic Project # 534-336

Summary of Services

1. Provide Professional Architect/Engineer (A/E) and healthcare planning services necessary to construct additional space on the existing Dental Clinic. Refer to section Project Scope for specific and general details associated with this design. Services shall include, but are not limited to:

2. Part I.A – Surveys, Testing, Site Analysis Study – Perform all work necessary to accomplish the preparation of existing conditions plans which, at minimum, includes site investigation for: civil, surveying, geotechnical, structural, seismic, architectural, interior design, equipment/furnishings, mechanical, plumbing, fire detection/protection/suppression, electrical, electronics/security, physical security, telecommunications, healthcare technology systems and devices, radiological shielding, environmental hazards (such as suspect lead-containing materials, suspect ACM or other hazardous materials), stormwater, air pollution, and associated permitting required by local jurisdictions. The A/E shall arrange visits to the project site with appropriate disciplines as the A/E deems necessary to complete all work for appropriate documentation of existing conditions.

3. Part I.B – Preparation of Contract Drawings and Specifications – Schematic, Design Development, and Construction Documents: Preparation and submission of design concept documents, interim design document submittals, and the Final Construction Documents at the completion of the design development process in accordance with the Design Package Submission Schedule. Submittal packages shall contain a complete set of documents as specified in the Design Requirements and Submissions subsection of this scope of work. The A/E shall develop a design necessary to meet the requirements in the Project Scope section of this scope of work. The design shall include engineering and architectural services rendered necessary by the VA at the end of Part I.A Investigative Services within the construction cost parameters.

4. Part II - Construction Period Services: Review and provide recommendations on all submittals, shop drawings, product data, samples, request for information (RFI’s), modifications, etc. in accordance with Construction Period Services section of this scope of work. A/E furnished services shall include third party asbestos monitoring, commissioning, and providing record drawings based on finalized contractor red-line as-builts.

5. Part III - Site Visits: A/E shall coordinate site visits with the COR in accordance with Site Visits section in this statement of work. During construction, allow for thirty (30) site visits in coordination with the COR or when requested by the COR. The A/E shall furnish documented field reports denoting the purpose and results of the site visit.

Acronym Definitions

ABAAS – Architectural Barriers Act Accessibility Standard AABC – Associated Air Balancing Council ASHRAE – American Society of Heating, Refrigerating and Air-Conditioning Engineers A/E – Architect/Engineer or Designer of Record ACM – Asbestos Containing Material CIH – Certified Industrial Hygienist CD – Construction Documentation CO – Contracting Officer COR – Contracting Officer’s Representative DAS – Distributed Antenna System DD – Design Development DDC – Direct Digital Controller FF&E – Furniture, Fixtures & Equipment FPE – Fire Protection Engineer HIPPA – Health Insurance Portability and Accountability Act of 1996 HVAC – Heating, Ventilation, and Air Conditioning IT – Information Technology ICRA – Infection Control Risk Assessment CONTRACTING TEAM – Integrated Project Team PCRA – Pre-Construction Risk Assessment NCRP – National Council on Radiation Protection & Measurements NEBB – National Environmental Balancing Bureau NFPA – National Fire Protection Association NHPP – National Health Physics Program NRC – Nuclear Regulatory Commission NTP – Notice to Proceed or Contract Award, associated date is used interchangeably OCFM – Office of Construction & Facilities Management PACS – Physical Access Control System QA/QC – Quality Assurance / Quality Control RFI – Request for Information RFP – Request for Proposal SC DHEC – South Carolina Department of Health and Environmental Control SD – Schematic Design SEPS – Space and Equipment Planning System SOW – Scope of Work TAB – Test, Adjust, and Balance TABB – Testing, Adjusting, and Balancing Bureau TIL – Technical Information Library, http://www.cfm.va.gov/til/index.asp.

VA – Veterans Affairs VAHCS – Veterans Affairs Health Care System (specific to Ralph H. Johnson Main Facility) VPIH/CIH – VA Professional Industrial Hygienist/Certified Industrial Hygienist

Project Scope & General Requirements

1. SPECIFICS:

A. Provide professional engineering services to construct an addition to the Myrtle Beach Specialty Clinic to provide additional Dental space. 8,950 SF of new space will be constructed. 50 additional parking spaces will be created to support the clinic. As a part of the design, project will include segregated spaces for pandemic dental procedures with appropriate airflows.

All spaces shall be sized and designed in accordance with the VA Technical Information Library and all applicable other codes and standards.

The medical gas system shall be designed in accordance with NFPA 99 and all other applicable codes and standards.

The building IT system shall be designed in accordance with the VA EHRM, EIA/TIA, and all other applicable codes and standards.

All rooms shall have all utilities and fixtures necessary to perform the required services and the utilities shall be arranged in a functional manner. All rooms shall have the required blocking to support the necessary equipment. All floor and wall materials shall be high durability and facilitate easy cleaning and prevent contamination and match the existing building. The interior colors shall comply with the Charleston Interior Design Guide to match the existing building. All colors and materials shall be submitted and approved by the Interior Designer during the design process.

The building architecture, materials, and colors shall match the existing building. The structural engineer shall verify the seismic requirements, if any, of the building. Life Safety shall be designed in accordance with the latest NFPA 101.

The building HVAC system should not be a boiler system as defined under Directive 1810 and a waiver from the 5.c.(5) and (6) requirements is desired. The system shall be designed in accordance ASHRAE Standard 170, ASHRAE 90.1, and all other applicable standards and codes. The HVAC system shall be controlled by a DDC system as designated by the VA COR. The electrical system shall be designed in accordance with NFPA 99, NFPA 70 and all other applicable codes and standards. The building lighting system shall be controlled by a system as designated by the VA COR.

The building shall be fully sprinklered with an automatic sprinkler system designed in accordance with NFPA 13. The building shall have full coverage by a fire alarm system designated by the VA COR designed in accordance with NFPA 72, which will report to an alarm service designated by the VA COR. The building shall have access control and security systems as required by VA Directive 0730 and all other applicable codes and standards.

B. The estimated cost of construction between $10,000,000 and $20,000,000. The period of performance is 365 days after notice of award. Refer to Design Package Submission Schedule.

2. GENERAL REQUIREMENTS:

A. Sensitivity of Information: The sensitivity of information relating to this project is emphasized. All the information in this scope of work shall be treated as ‘For Official Use Only’. This information is not to be distributed without a need to know as confirmed by the CO. See Attachment H for more information.

B. The A/E is responsible for providing all architectural and engineering services necessary for design of this project. The A/E is responsible for detailed, accurate, and complete construction documents. Delegated designs are not acceptable unless approved through the COR and CO prior to contract award. The A/E shall submit a justification for each delegated design request with the proposal. The justification will explicitly state why a delegated design is required by code or standard, and/or what benefit(s), if any, are expected.

C. Modifications: Any work that is not addressed by the awarded contract is considered a modification and shall be immediately brought to the attention of the Contracting Officer. No “out-of-scope” or additional work shall be executed by the A/E prior to negotiation/approval by the CO.

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

E. The A/E shall retain the services of a registered FPE for this project. Qualifications of the FPE and scope of their work is found at the following link https://www.cfm.va.gov/til/ae/FPEngr.pdf.

F. The Certification & Authorization (Approval) requirements do not apply, and a Security Accreditation Package is not required.

G. The A/E shall provide a SC DHEC Certified Asbestos Management Planner to perform asbestos survey investigations, bulk sampling, and development of abatement specifications and drawings for the expansion of the existing Myrtle Beach Dental Clinic as required. Asbestos surveys shall include sampling of all suspect ACM within this scope of work. Survey investigations, sampling and reporting shall meet the requirements of SC DHEC regulations. Provide air monitoring and clearance for abatement procedures.

3. DESIGN PACKAGE SUBMISSION SCHEDULE:

A. The A/E is responsible for providing a schedule, with the proposal, to deliver COR-approved, Final Construction Documents within the design period of performance, below. * Denotes hard stop review/approval steps in the design process; design cannot advance until the COR receives appropriate approvals and states to move forward with the next design stage.

B. The A/E shall be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions.

C. Proposed Schedule: A/E Design Period of Performance (in calendar days):

*The total calendar days listed in the Part One project schedule may fluctuate based on when the respective submittals meet all VA guidelines and acceptance is issued. If submittals are 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.

Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option Line Items) and Commissioning (Option Line Item) 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 Solicitation Support Services, Construction Period Services, and Commissioning.

4. SUBMISSION REQUIREMENTS:

A. Refer to Attachments A – F for detailed 15%-SD to Final Construction Document submission checklists.

B. The COR shall determine minimum acceptability of each submission within five (5) calendar days of submission by the A/E. For the Final Construction Documents submission, the COR shall determine minimum acceptability within ten (10) calendar days of submission by the A/E. Comment by Henkel, William (VHACLE): Please change all referencews from business or work days to calendar days. Comment by Wilkins, Michael B.: done

C. If the COR finds the design submission to be unacceptable, the A/E shall resubmit the submission. The VAHCS’s review time shall not be impacted and shall remain the same number of allotted days, including the above noted calendar days for the COR to determine acceptability of the design submission. An incomplete submission is defined as: a submission lacking any piece of information outlined in Attachments A – G of this SOW or failure of the submission to include a required item as outlined by Minimum Requirements for A/E Submissions (PG-18-15).

D. Deliver all design packages, addressed as follows (ATTN: 138-Engineering Service-Michael Wilkins) directly to the COR on the established dates to allow the CONTRACTING TEAM to meet as scheduled. A transmittal letter is required to go to the CO and COR on the same day as delivery.

E. The A/E design documentation shall consist of electronic files (on DVD or other agreed upon transfer medium) and include a Building Information Model (BIM/model) in the latest release of Autodesk Revit (.rvt file format) and 2D AutoCAD 2019 floorplans (.dwg and electronic .pdf formats) derived from the model according to the guidance provided in the VA Drawing Deliverable Requirements (DDR). Refer to VA BIM & CAD Standards (PG-18-13) for more detailed requirements. Delivering the design packages shall be delivered through a File Transfer Protocol (FTP) site. The site cannot be a public site such as Dropbox, coordinate with the VA COR prior to the submission date.

5. DESIGN MEETINGS AND MINUTES REQUIREMENTS:

A. The A/E shall coordinate on-site meetings with the COR at least ten (10) calendar days in advance; meetings shall be scheduled around federal holidays.

1) Each on-site CONTRACTING TEAM Review shall consist of the A/E outlining their design narratives and associated visual aids to depict to the CONTRACTING TEAM the design, approach used, and how previous comments have been incorporated into the design. A design charette shall be conducted at each of these CONTRACTING TEAM reviews to discuss in depth the design considerations, requirements, and proposed solutions at each stage of design specific to each CONTRACTING TEAM members area of concern.

2) The A/E shall attend and take minutes at each CONTRACTING TEAM meeting. Minutes shall be submitted electronically to the COR and CO within five (5) calendar days of each meeting.

3) The A/E is responsible for documenting thorough written meeting minutes all comments, actionable items, responsible parties, and due dates discussed at the CONTRACTING TEAM on-site reviews, including hand-written, typed, drawing mark-ups and comments given by members of the CONTRACTING TEAM to the design team during discussion.

B. All CONTRACTING TEAM Review Meeting minutes will be submitted by the A/E to the COR for review prior to being published as final. There will be a two (2) calendar day review period for the CONTRACTING TEAM to submit corrections to the meeting minutes prior to the meeting minutes being published.

6. QUALITY ASSURANCE/QUALITY CONTROL PLAN

A. Per PG-18-15, the A/E shall develop, execute, and demonstrate that project plan and specifications have been thoroughly reviewed, are constructable, and are complete.

B. Ten (10) calendar days after notice of award has been issued, submit a detailed and project specific QA/QC Plan for review. At minimum, include:

1) Procedures to be utilized that demonstrate design submissions, drawings, plans, specifications, submittal logs, and other relevant information gone through a rigorous review and coordination effort with the A/E firm and subcontracted firms.

Part I.A – Surveys, Testing, Site Analysis Study

1. Initial CONTRACTING TEAM Meeting:

A. The period between Notice of award and the initial CONTRACTING TEAM kickoff meeting shall be used by the A/E to gather data/information to be well prepared to discuss their design intent and to ensure project requirements are understood. This time shall also be used to gather as-builts and begin investigative services.

B. The introduction of the A/E team to the Contracting Team will take place on-site. The Contracting Team shall consist of members of the impacted clinical, administrative, other operational services and any other members of the VAHCS or outside entities who have vested interests in the design, compliance, and accreditation for the VAHCS. The A/E shall review needs identified by the Contracting Team for the area under consideration for design and provide recommendations. The A/E shall discuss potential layout concepts that incorporates the required services within the existing footprint of the building.

2. Accuracy of Planning Information/Existing Condition Survey:

A. The A/E shall conduct thorough site visit(s) to investigate all aspects of the existing facilities and conditions that could impact the design or construction. Investigation shall include all utilities serving the existing buildings. Information, including drawings and other documentation, provided to the A/E shall be used as reference only. AutoCAD background drawings shall be provided by the VAHCS upon request and shall be used as reference only. The A/E shall document as-built conditions. The A/E is responsible for field verifying existing site conditions.

B. The A/E shall coordinate visits with the COR.

C. The A/E shall complete all necessary site investigations, testing, and provide a finalized investigative services report prior to the 35% DD submission.

D. The A/E shall Perform Photographic Documentation during Investigative Services; files are to be maintained for future reference of existing conditions for construction documents and unforeseen unit costing basis.

E. The A/E shall promptly report to the CO, in writing, any discrepancies between this contract and the planning information provided by the VAHCS. The A/E shall make no adjustments to work due to the discrepancy before the CO has reviewed the matter and forwarded a determination to the A/E. The A/E's failure to report any such discovered discrepancy or to proceed prior to the CO’s determination shall be at the A/E’s risk and expense.

3. Hazardous Material Survey:

A. The A/E is responsible for providing a complete hazardous material survey (i.e. asbestos, lead, etc.) of proposed spaces/utilities covered in the limits of work. Survey shall include, but not be limited to walls, flooring, cove base, subflooring, floor mastic, ceiling tiles, piping/ductwork insulation, piping/ductwork mastic, piping elbows, paints, caulking, and any other suspect materials as determined by the A/E’s subject matter expert.

4. Electrical Power Survey:

A. The A/E shall complete electrical power investigations to determine existing loads in the limits of work.

B. The A/E shall field verify existing electrical infrastructure conditions, such as load testing, coordination studies, existing phase balance, phase rotation and relationship, compliant grounding, lightning protection system, etc. Information gathered shall be used to inform future design calculations and submittals of electrical needs, if existing infrastructure is sufficient, or, if additional circuits, panels, distribution equipment, breakers, etc. are required to be replaced/installed in the design.

C. The A/E shall follow the facility’s process for requesting outages in lieu of completing live electrical work. See Attachments for more information.

5. HVAC System Survey:

A. The A/E is responsible for providing an HVAC system survey and evaluation based on a pre-TAB report of the existing impacted HVAC systems.

B. A/E is responsible for procuring a TAB agency shall be either a certified member of AABC, TABB, or NEBB to perform TAB of existing systems, to include flow balance documentation, performance tests, vibration tests, and sound tests.

C. The project might involve connecting new work to existing systems; thus, the A/E must evaluate impacts on any existing systems impacted.

D. During TAB, all related system components shall be in full operation. Fan and pump rotation, motor loads and equipment vibration shall be checked and documented. Record zone and unit airflow capacities as well as measurements for hydronic equipment on performance data sheets. Include entering and leaving water and air temperatures for all heating and cooling coils associated with the impacted HVAC systems.

Part I.B – Preparation of Contract Drawings and Specifications

1. 15% SD SUBMISSION REQUIREMENTS

A. Refer to Attachment A, 15% SD Submission Requirements.

B. The A/E shall furnish up to five (5), but no less than three (3), space layout schematics that also include an evaluation, cost estimate, and schematic plans to determine the feasibility of completing the project within project budget. A space layout schematic will be selected by the VAHCS and CONTRACTING TEAMVA within five (5) calendar days after the CONTRACTING TEAM 15% SD Review Meeting. The cover sheet shall include a VA signature block with titles/names provided in Attachment G.

C. If three options are not feasible, the A/E must notify the CO/COR prior to the initial design meeting with the CONTRACTING TEAM.

2. 35% DD SUBMISSION REQUIREMENTS

A. Refer to Attachment B, 35% DD Submission Requirements.

B. Preliminary plans for PCRA, FF&E and construction phasing shall be documented. The A/E shall furnish preliminary VA Master Specifications to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The final revised floor plan will be signed by the CONTRACTING TEAM and approved by the PENTAD before proceeding to the 65% Design.

3. 65% DD SUBMISSION REQUIREMENTS

A. Refer to Attachment C, 65% DD Submission Requirements.

B. Updated plans for PCRA, FF&E and construction phasing shall be documented. The A/E shall collaborate with the CONTRACTING TEAM to provide the completed PCRA for incorporation into the project design. The A/E shall provide finish boards with samples, manufacturer names, series, colors, etc. for easy clarification. The design shall have modern finishes selected in coordination with the CONTRACTING TEAM. Finishes shall incorporate recycled materials as required by VA TIL. Project design will require contractor to recycle demolished material such as carpet and ceiling tile, document quantities, denote disposal method, and certify documents noting that demolition materials have properly been recycled. Design shall also require contractor to provide manifest of any hazardous materials to be abated.

4. 95% CD SUBMISSION REQUIREMENTS

A. Refer to Attachment D, 95% CD Submission Requirements.

B. The VAHCS will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance with the latest edition of VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The A/E shall incorporate all comments into the design prior to finalizing the 100% CD. https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331

C. The A/E shall finalize construction plans showing FF&E requirements and temporary conditions for construction, per phase, to ensure general conditions and PCRA requirements are designed, identified, and specified including:

1) ICRA classification sheet on construction plan, denoting: requirements for how negative the space must be maintained (in inches of water); requirements for negative air monitoring, alarming, and ante room (as applicable); negative air achievement during construction by capping all HVAC ducts in the area.

2) Denote all existing rated barriers (vertical and horizontal) and identify requirements for demolition of existing systems and installation of new systems in or through these barriers (patch and fill requirements and timeframes after demo)

3) Denote temporary construction barrier wall(s) and construction entry door/frame types and ratings for separation of construction areas to occupied areas (all barriers between construction areas and occupied areas shall meet NFPA 241 requirements). All temporary construction barriers shall be finished immediately upon installation and the finishes shall mirror and be cohesive with surrounding areas.

4) Identify requirements for all fire protection systems during construction. Will sprinklers, smoke detectors, and pull stations remain active? Will fire watch be required? Will a heat detection system be installed due to a compromised fire protection system? Will construction barriers re-route egress or necessitate egress signage change outside of construction space?

5) Identify contractor laydown area, trash, delivery, and pedestrian/construction routes.

6) Identify temporary utilities for contractor use as necessary.

7) Identify utilities/systems passing through construction space or that require bypass during construction to be maintained to ensure continuity of services in adjacent areas.

8) Denote water safety concerns through construction (temporary water temperature ranges maintained, no stagnant water, no dead legs, flushing/heating of the system prior to tie-ins and before turnover to VA, etc.).

9) Identify environmental hazards, such as suspect lead-containing materials, suspect ACM, other hazardous materials, stormwater, air pollution, etc. that may impact construction, budget, permitting, etc.

5. 100% CD SUBMISSION REQUIREMENTS

A. Refer to Attachment E, 100% CD Submission Requirements.

B. The final review and review comments must be approved prior to submission of the Final Construction Documents.

6. FINAL CONSTRUCTION DOCUMENTS SUBMISSION REQUIREMENTS

A. Refer to Attachment F, Final Construction Documents Submission Requirements.

B. The cover sheet shall include a VA signature block with titles/names provided in Attachment G.

7. DESIGN REQUIREMENTS & SUBMISSIONS:

A. The project shall be phased to minimize the impact to the Medical Center operations and patient care. Prior to submission of Schematic design material, the A/E shall meet with the COR to discuss proposed phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what VAHCS constraints will exist that will influence the Contractor's approach to the construction project. Phase construction as required to minimize impacts to continuity of care as the work is being completed. Design for temporary exterior space if interior phasing or swing space is unavailable. The A/E shall be responsible for documenting the phasing requirements.

B. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Provide an outline of the actions that the A/E shall take during the design process. The A/E shall submit a detailed QA/QC Plan describing each step that will be taken during the development of various phases of design. Refer to Minimum Requirements for A/E Submissions (PG-18-15) for all A/E submission requirements.

C. The A/E shall provide a submittal register detailing submittals from the edited specifications required to be submitted for review and approval.

D. Design to address patient privacy criteria (i.e., computerized information, patient privacy, HIPAA).

E. Design to address that all spaces are ABAAS compliant and meet VA Guidelines for Accessibility.

F. Design to address that all Patient and Hospital Wi-Fi in all areas integrated into existing systems.

G. FF&E & Finishes Requirements: The A/E must make efforts to not limit competition when selecting equipment, finishes, or other materials that meet VA TIL, codes, standards, or other requirements for the basis of design. If brand names and/or sole source is justified, information shall be provided to the COR and CO to support contracting requirements to sole source to that brand. If “brand name or equal” language is to be utilized, salient characteristics must be included in specifications to define the “or equal” language. Also, the requirements must be clearly identified to support "brand name or equal" justifications.

1) Fully sprinklered and fire protection systems must be integrated into existing systems. All work to be performed on the fire alarm system must be performed by a Contractor authorized by Gamewell to work on a Gamewell E-3 Series Fire Alarm System.

2) HVAC integrated with Siemens Desigo DDC system; each room to have separate controls.

3) PACS integrated with Honeywell MB-Secure 4000 system.

4) Installing 3rd party cellular networks (Verizon, AT&T, and T-Mobile systems).

8. REFERENCES

A. Submit the complete design review package in accordance with the following requirements and guidelines outlined below. As appropriate, depending upon the complexity of the design, the A/E may elect to delete individual submissions where not required with prior approval by the COR. The A/E shall document these deletions as a part of the appropriate submission package.

B. The A/E shall include all information required for each submittal as outlined in the VA Minimum Requirements for A/E Submissions (PG-18-15), as outlined in Attachments A – G. The A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

C. At a minimum, all designs shall be accomplished in accordance with VA Directives, VA Design Manuals, and VA Guidelines which are available at the OCFM’s website http://www.cfm.va.gov/til/. A more comprehensive list of references and requirements that the designs should comply to include:

· 2019 ASHRAE 90.1 Standards

· PG-18-1 Master Construction Specifications

· PG-18-3 Design & Construction Procedures

· 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, and VA-Space & Equipment Planning System (VA-SEPS)

· PG-18-10 Design Manuals

· PG 18-12 Design Guides

· PG-18-13 Topic Specific Standards and Criteria

i. Architectural Accessibility (includes Barrier Free Design Standard)

ii. VA BIM and CAD Standards

iii. Facility Dedication Plaques and Seals

iv. Safe Patient Handling and Mobility Design Criteria

· PG-18-14 Room Finishes, Door, and Hardware Schedule

· PG-18-15 Minimum Requirements for A/E Submissions

· PG-18-17 Environmental Planning Guide

· SC DHEC South Carolina DHEC Environmental Regulations

· Special Design Requirements (Includes Asbestos, Commissioning, Fire / Life Safety and Physical Security)

· Sustainable Design Requirements

· Cost Estimating Requirements

· AE Quality Alerts

· AE Design Alerts

· VA Directive 0055 VA Energy and Water Management Program

· VA Directive 0056 VA Sustainable Buildings Program

· VA Directive 0065 Climate Change Adaptation Planning

· VA Directive 0066 VA Sustainable Locations Program

· VA Directive 1061 Prevention of Healthcare Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems

· VA Directive 1116 Sterile Processing Services

· VA Directive 1129 Radiation Protection for Machine Sources of Ionizing

· VHA Directive 1611 Safe Patient Handling and Facility Design

· VA Directive 7512 Seismic Safety of VA Buildings

· VA Directive 7545 Cultural Resource Management Procedures

· VA Handbook 1330.01 Health Care Services for Woman Veterans

· VA Handbook 7545 Cultural Resource Management Procedures

9. PROJECT COST AND SCHEDULE ESTIMATING:

A. The A/E shall manage the execution of the project within the programmed construction budget. The VAHCS programmed construction budget is identified in section Project Scope & General Requirements. The entire A/E design team shall take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding.

B. The A/E shall provide a design identifying a minimum of 10% of the construction budget as bid deducts. Refer to subsection 10. Bid Deducts and Equipment/System Decision Tree for more details.

C. The A/E team shall provide a projected construction period of performance that includes details on phasing if applicable. The period of performance must include VAHCS constraints, such as suitable time to activate in-between phases, as determined by the CONTRACTING TEAM.

D. Cost estimate submittals for the base bid shall be no more than the VAHCS programmed construction budget, and not less than -5%. If the cost estimate is more than the programmed construction budget or less than -5% of the programmed construction budget, the A/E is responsible for notifying the CO and COR of potential budget issues, to provide non-scope impacting recommendations to get the estimate within budgeted construction cost, and to provide updated design documents that correspond to the budgeted construction cost. The Final Construction Documents submission estimate shall not be greater than the programmed construction budget.

E. Provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet is required for each bid package (bid deducts).

F. The level of detail of an estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures shall not be acceptable. Project estimates shall include all elements within the contractor’s bid such as insurance, bonds, hazardous abatement, current market factors, and any other such items.

G. Cost documentation must be delivered at the same time as other design submissions. The A/E is responsible for managing workflow and communications to ensure that this shall be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that could affect cost.

H. All work necessary to complete the design intent shall be included in construction documents. Inclusion of ‘Lump Sums’ or other under-estimated work that is necessary to complete construction work per the design is unacceptable and shall not be included in any cost estimate or submittal.

10. BID DEDUCTS

A. The A/E shall provide a design identifying a minimum of 10% of the construction budget as bid deducts. Each bid deduct shall be progressively deductive in nature and shall be non-scope impacting. The CONTRACTING TEAM and A/E shall work collaboratively to ensure project remains viable for medical center operations within the programmed budget.

11. OTHER REQUIREMENTS

A. Solicitation Support Services Pre-bid Site Visit The A/E shall attend the pre-bid site visit, to include meeting and project walk-around. Contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

Technical Questions/RFIs The A/E shall answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked following the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. The A/E shall provide technical question responses to the Contracting Officer, who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A/E within five calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/E is required to comply with the five calendar day requirement.

Addenda and Revisions Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% Construction Documents as part of the construction contract. These documents shall be labeled Final Construction.

B. Construction Period Services (CPS) Requests for Information (RFIs)

The A/E shall provide a response/solution to all construction RFIs within five calendar days of submittal to the A/E.

Submittal Reviews The A/E shall provide submittal reviews within seven calendar days of submittal to the A/E.

Site Visit Reports The A/E shall submit a site visit report within two calendar days of a site visit. All documents in any of the electronic formats listed above. Provide a total of thirty (30) site visits.

Review of Modification/Change Order Requests The A/E shall review the contractor's cost proposals for construction change orders/modifications when requested by the COR. The A/E's response regarding their review of cost proposals and their 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 Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

Punch List The A/E shall visit the project site to perform a punch list inspection at substantial completion of construction and shall submit a written report of findings to the COR within three calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings The A/E shall review and produce record drawings from red-lined information provided by the General Contractor. Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

C. Commissioning The A/E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, VA OCFM Whole Building Commissioning Process Manual, located on the TIL. See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction.

It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), 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 projects based on the following Systems to be Commissioned (as construction scope requires).

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,SecurityAccess Detection Systems, Video Surveillance System