36E77619R0041-021.docx

Statement of Work – Halls and Walls 1st Floor Medical Center, Phase 1 NOTE: Contractor will not have access to any VA Information Technology (IT) systems or VA sensitive information. Contractor also will not require the need of contractor-owned IT devices.

Purpose The Phoenix VA Healthcare System (PVAHCS) requires aesthetic renovations throughout its medical center. The purpose of this project is to implement recommendations for aesthetic improvements from a prior masterplan assessment for the first floor of the Medical Center. A primary objective for this project is to determine the most feasible methods to provide the aesthetic improvements while minimizing the adverse impact to normal business healthcare operations during construction. The successful Contractor will identify the best-known means and methods for construction of minor physical renovations, flooring, wall treatment, ceiling treatment and other aesthetic appurtenances.

Background In FY2015, a third-party consultant developed an overall aesthetic improvement plan for the Medical Center and its Ambulatory Care Clinic. In addition to finish and lighting upgrades, the plan introduced small space expansions to improve seating, feeling of spaciousness and better flow through entries and corridors. The plan also introduced improved wayfinding techniques.

The overall concept of the improvement plan is to “to create interior environments that are welcoming, calming and aid in relieving environmental stressor for the patient during their time at the facility. Soft curves and circular elements are incorporated into floor patterns, light fixtures, ceiling treatments and large-scale wall graphics. The curves will organically direct traffic and create a sense of harmony.”

Scope of Work Extent of Work – This project is expected to use the existing improvement plan to formulate improvements on the first-floor high use public areas within Building 1 of the medical center (Built in 1950). The limits for this project is approximately 9,500 sf located on the first floor of the medical center. A graphic of the extent of work is provided in the appendix. The extent of the work impacts the:

· Entrance to the Emergency Department;

· the Emergency Department waiting area;

· Starbucks serving area;

· Primary elevators (1-3) lobby;

· East Access Public entrance;

· VA Eligibility waiting area;

· Secondary elevators (4-5) lobby; and

· Corridors connecting these areas.

· Create an overhead background music system throughout all the public spaces. If possible, incorporate this music background into the existing overhead paging system components. This project will provide the music generation source as well as an audio link for a future live play grand piano in the main Lobby of Building 8 (the adjacent Ambulatory Care Center main building).

· Incorporate the existing hard wood Maple hand rails throughout all the hallway system in the new design or create a new handrail system. Most patients rely on the existing hand rail network throughout the hospital to aid in their mobility. The existing hardwood maple handrails are very expensive and have a high salvage value if not reused.

· Furniture details and pricing lists that will complement this design build scope. The furniture will be purchased separately from this scope by VA Phoenix directly using local funding.

· Create an electronic “Way Finding on Demand” system located in the in-scope areas using wall mounted touch screens and/or kiosk directory systems. The entire hospital campus patient spaces and clinics will be contained within this electronic directory system. However, only enough displays will be a part of this scope as needed in this phase 1 area. The system will be able to collect data on when it is used, and for which clinics information is requested. The clinic’s locations and hospital mappings will be in a non-proprietary VA customer updateable database.

· Apply “High Impact Concept” Interior Finishes. To include Terrazzo Flooring and cove base throughout the entire project area (approximately 9,500 sf).

Planning – The Architect-Engineer (A-E) shall analyze the concepts presented in the existing improvement plan and present opportunities and options for improvement. This scope calls for “Hight Impact Concept” finishes throughout (see attached 15% design concept). A primary objective for this effort is to assess constructability challenges. All planning concepts shall be accompanied with challenges for means of construction while maintaining normal healthcare business operations. The A-E is expected to gain intimate knowledge of the current hospital business operation trends in the project area including times of operation; volume of patients, visitors and staff; travel patterns through the impact area; services that are provided within the project extents; and other pertinent information that could affect healthcare business operations. Stakeholders guidance is for the selection of “Timeless” colors and styles in the selection of finishes. Stakeholders have directed that poured in terrazzo flooring and cove base will be applied to all the areas as a part of this scope due to the materials’ extreme durability and ability to easily clean. This project’s finishes will likely remain in place for the next 50 years.

Impact Analysis During Construction – The A-E is expected to identify impacts to normal healthcare operations for proposed improvements and identify opportunities to minimize or mitigate the adverse impacts caused during construction. The A-E will identify and evaluate various means and methods that can be implemented to meet this objective. The A-E will ultimately assess the various opportunities and present pros and cons for the proposed improvements. The A-E will summary its analysis and provide recommendations based on the opportunities, challenges, obstacles and other implications that may impact the proposed design.

Interior Design – using results from planning and construction impact analysis, prescribe improvements for the first floor. The A-E shall furnish renderings, charrettes or other graphical imagery to present its recommendations.

Physical Renovations – to the extent that physical improvements can be made to improve the intended purpose of the improvement plan, the A-E shall evaluate and recommend opportunities to achieve the intended results of improved spaciousness, seating and flow through corridors and entries. Renovations are not intended to be extensive, but the A-E may identify opportunities to achieve the intended benefits through alternative renovations and physical approaches.

Cost analysis – the A-E shall provide a cost analysis for various configurations and proposed improvements. The cost analysis shall be integrated with the previous scope items to enable an effective cost-benefit analysis to be used by VA decision makers.

Design Narrative - the A-E shall complete a comprehensive design narrative that captures all aspects of the scope described herein including final decisions that were used to determine the basis for design and construction documents. The design narrative will effectively compare and contrast the many aspects the A-E considered and describe the aspects used to arrive at the final design selection.

Design and Construction Documents - the A-E shall prepare construction plans, specifications, and cost estimates for the final selected improvement alternatives. The specifications must include general conditions that communicate the most effective means and methods for construction as determined by the impact analysis. The specifications for these limiting conditions shall be clear and free from ambiguity, clearly providing and describing the stipulations that will be placed on the Contractor during construction.

VHA Guidelines – the A-E shall be familiar with general requirements and criteria provided by the VHA Office of Construction & Facilities Management Design Criteria – Technical Information Library (TIL). [footnoteRef:1] General requirements such as Safety Management Plan, Infection Control Risk Assessments (ICRA) and Prevention Measures, and Interim Life Safety Measures (ILSM) should be addressed in the specifications. [1: Office of Construction & Facilities Management – Design Criteria - https://www.cfm.va.gov/til/criteria.asp]

Submittals

1. Concept Report – A 15% level report that presents graphical information and conceptual opportunities that will be evaluated to achieve the purpose of the improvement plan. This report should have adequate information to evaluate concepts, assess impacts of construction, assess impacts to business operations, compare and contrast various circumstances and proposed improvements.

1. Design Narrative Report - A 35% level report that finalizes the recommended alternatives. The report will be a comprehensive design narrative that captures all aspects of the scope described herein including final decisions that were used to determine the basis for design and construction documents. The design narrative will effectively compare and contrast the many aspects the A-E considered and describe the aspects used to arrive at the final design selection. In addition to the cost analysis that was conducted in the scope, the design narrative should include a parametric cost estimate for the overall recommended alternative. A Notice to Proceed and continue with the preparation of Construction Documents will be awarded to the A-E upon the VHA acceptance of the recommended alternative. The designer will also meet in person with the VA stakeholders in Phoenix Arizona to present 35% design’s 3D illustrations depicting several recommended finishes options and styles for this project.

1. 65% Construction Documents – these documents will emphasize the plans and specifically demonstrate what is intended to be constructed. The plans may have limited details for special aspects of construction and installation. Specifications should include categorical headings, item placeholders and other summary descriptive terms for the methods of construction. An itemized preliminary cost estimate is required at this phase.

1. 95% Construction Documents – these documents will finalize all aspects of the design plans, including all necessary details to demonstrate the intended items to be constructed. Specifications shall be comprehensive and itemized to sufficiently define and clarify all aspects of the means and methods for construction. These include general specifications and project specific specifications to communicate all limitations and special requirements to the Contractor. An itemized detailed cost estimate is required at this phase.

1. 100% Construction Documents – these documents are expected to be fully constructible and complete, incorporating all feedback from the VHA reviewers. These documents will be reviewed a final time to ensure comments, issues and previous feedback have been integrated into the documents. The final cost estimate is required at this phase.

1. Final Construction Documents – upon approval of the 100% Construction Documents, the A-E will submit the final construction documents will all necessary professional certifications and signatures.

Appendices:

· Appendix A: Building 1 AutoCAD Drawings

· Appendix B: HDR’s 15% Finishes Concept “Building 1 – Gallery Lobby – High Impact Concept”

· Appendix C: HDR’s 15% Finishes Concept “Building 1 – Gallery Lobby – Low Impact Concept”

· Appendix D: VA Phoenix Maintenance and Operations Standards and materials image1.png