36E77619R0044-011.pdf

VA MEDICAL CENTER

WHITE RIVER JUNCTION, VT 05009

Project 405-15-105

Upgrade Outpatient Mental Health (Buildings 8 and 8A)

SECTIONS

1. GENERAL

2. BACKGROUND

3. PROJECT STATEMENT OF WORK

4. SCHEMATIC DESIGN (“A” SERVICES)

5. DETAIL DESIGN (“B” SERVICES)

6. CONSTRUCTION PERIOD (“C” SERVICES)

7. COST ESTIMATING REQUIREMENTS

8. QUALITY ASSURANCE/QUALITY CONTROL

9. COMMISSIONING

10. DELIVERABLES

11. SCHEDULE OF A/E SERVICES

1. GENERAL

The White River Junction, VT VA will completely renovate their Buildings 8 and 8A and some adjacent external features such as entryways and patios. This contract will provide Architect/Engineer professional services to include schematic and design development, construction documents and specifications, cost estimates, planning assistance to WRJ Space Committee, Construction Assistance As-Built drawings and commissioning.

2. BACKGROUND:

Building 8 is a 3-story brick façade building of about 20,000 square feet built in 1938, and now contains Mental Health Outpatient treatment. Building 8A of similar age and style links buildings 1, 8, and 39 at Basement and 1st floor levels only, comprises 10,400 square feet and houses the WRJ’s Canteen, Retail Store and Chapel. Building 8 is integrally connected between Building 8A and Building 88. Both buildings have had numerous renovations that replaced finishes, changed building function, and effected improvements or significant repairs. No significant infrastructure changes have occurred since 1995.

Note: Electronic drawings of original building plans and details, and project changes before 2010 do not exist. Mylars and paper blueprints are available onsite for copying and reference. The selected A/E will have the opportunity to reproduce hard-copy drawings.

3. PROJECT STATEMENT OF WORK

The A/E will conduct a thorough survey and evaluation to assess existing conditions and to fully design requirements to encompass the following known needs:

A. Include total demolition inside except masonry brick walls, elevator and stair shafts and full demolition of all utility services.

B. Roof replacement, in compliance with SHPO (State Historical Preservation Office) requirements (slate, or acceptable slate-like material). https://accd.vermont.gov/historic-preservation

C. Building envelope and façade will be evaluated and improvements recommended in compliance with SHPO requirements, with consideration at doors to exterior and adjoining buildings. Windows will be replaced in compliance with SHPO.

D. All interior finishes replacement to include floors, walls, ceilings, millwork, lighting, window coverings, ceiling grilles, wayfinding signage, wood doors, door hardware.

IT, Wi-Fi, Paging, Audio-Visual equipment and office/dining/check-in/team space furniture, in consultation with WRJ’s Information Technology and Interior Design specialists.

E. Life Safety equipment, including stretcher sleds, extinguishers.

F. Fire and Life Safety System, including alarm/notification, fire pull station, smoke detectors, risers, headers, valves, sprinkler replacement. Fire Alarm Panel will be salvaged and re-used

G. Full Heating Ventilation and Air Conditioning System replacement, with Controls integrated through BACnet with capability to employ Room/Space occupancy setback schedules.

1) Building 8 that houses patient treatment spaces: the replacement Air Handler

Unit(s) shall be located in attic, supplied by chilled glycol water from Building

88 70-ton air cooled chiller. Preheat and reheat will be supplied by building hot water.

2) Building 8A that houses Canteen, seating, retail store, and chapel shall be supplied with Direct Expansion (DX) rooftop unit(s) and preheating/reheat supplied by building hot water. Air Distribution system will isolate kitchen as required per

NFPA, ASHRAE and VA HVAC Design Manual.

3) Energy recovery system

4) Humidification supplied by local steam generation & Dehumidification

5) Single Duct Distribution system, including registers, grilles diffusers, filters, etc. to support independent controls for each occupied room

6) Individual rooms shall have trim units such as four pipe (cooling and heating) Fan

Coil Units. or Variable Air Volume and room occupancy sensors.

7) Panel Curtain Radiation above each window.

H. Energy conservation/sustainable design including compliance with EPA Act 2005, Guiding Principles, and Sustainable Design Manual.

I. Controls Systems replacement and integration with existing Station’s Controls shall apply to HVAC, lighting and Life Safety controls. All BACnet controls will be tied

MSTP to Siemens BMS and shall be equivalent to 2019 DXR Controls. Capabilities will include reporting of conditions reported from metering devices, alarms, change history and trending/tracking of selected points, J. Utilities replacement including Domestic Hot and Cold Water, Drainage, Steam

Generator and Steam supply and condensate, Water Heating systems for building preheat/reheat, all with metering accessible in-field and via remote monitoring.

K. Electrical components replacement downstream of Motor Control Centers and transfer switches, shall include panels, all LED lighting, electrical supply to Utility equipment, Canteen, Patriot (retail) store, treatment rooms and offices. Electrical capacity and safety, including emergency and backup power as it pertains to existing equipment as well as any proposed new equipment will be evaluated and upgraded as needed.

L. All LED lighting, with room occupancy sensors and schedule.

M. Kitchen/Canteen/Seating replacement-in-kind, including grease trap, including equipment.

N. Patriot (retail) store replacement-in-kind, inclusive of display shelving, checkout, etc.

O. Elevator replacement-in-kind.

P. Building Automation Systems will be integrated using DXR Controllers, Siemens and

BACnet with building lighting, HVAC, room occupancy sensors and schedules

Q. Redesign and replacement of exterior sidewalks, patios, stairs, ramps, guiderails and exterior approaches as well as interior doors and passages to Buildings.1, 39 and 88

Conceptual and detail programming of the interior building spaces with site personnel, compliant with applicable design guides, R. Development of construction execution plan, working with stakeholders (FMS, Space

Committee, Leadership, Mental Health Key Users) to develop options to maintain existing Outpatient treatment, Canteen and Chapel services during construction, construction phasing, maintaining safe and convenient access to Building 88 with minimal interruption and obstruction to other patient care buildings, establishment of construction storage, parking and laydown area.

4. SCHEMATIC DESIGN (“A” SERVICES)

Design services will be executed with the following considerations:

A. Prepare architectural and MEP schematic design (SD) documentation including but not limited to site investigations, design narratives, schematic drawings, meetings, and cost estimating. This project phase includes the following services:

1) Review, assessment, and documentation of existing conditions.

a. Includes multi-day site visits for existing condition discovery (normal hours and off hours as required to limit imposition on VAMC operations, patients, and staff).

b. Develop existing condition drawings of utilities/systems under review.

2) Develop schematic design narratives and sketches of proposed systems upgrades together with a preliminary opinion of probable construction costs for review by

FMS staff and A/E at a scope prioritization meeting. It is expected that the conclusion of this prioritization meeting will serve to focus the SOW and set the priorities of the selected scope of work.

3) Develop SD documentation and of proposed system upgrades and scope.

4) Preliminary review of existing Siemens controls and requirements for the new HV

AC equipment and systems.

5) Develop preliminary deduct alternates with participation of the FMS staff.

6) Provide opinion of probable construction costs for review by FMS staff at the 35% design review meeting.

7) Early stage involvement of the third party commissioning agency that includes review and comment on drawings delivered at 35% completion

B. In addition to adherence to all required federal, state, local and agency laws and regulations, FAR, VAAR. A/E is responsible to investigate applicable requirements, including but not limited to.

a. VA Design Guides*

b. VA Design Manuals*

c. Mental Health Outpatient Services Design Guide*

(https://www.cfm.va.gov/til/dGuide/dgMHOP.pdf)

d. HVAC Design manual*

(https://www.cfm.va.gov/til/reviewChecklist/aeCkHVAC.doc)

e. United States National CAD Standard Details*

f. VHA National CAD Standard Application Guide*

g. VHA Program Guide 18-3, Design and Construction Procedures*

h. VA Manual for Preparation of Cost Estimates for Hospital

Projects*

i. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the American Institute of Architects

j. VA Sustainable Design Manual* https://www.cfm.va.gov/til/sustain/dmSustain.pdf

k. EPAct 2005

l. Executive Order 13693 https://www.fedcenter.gov/programs/eo13693/

m. Attached, Instructions to VA Project Manager, Architects and

Engineers (dated 08-17-16)

n. Attached, Guiding Principles for Federal Leadership in High-Performance and

Sustainable Buildings MOU, Mar 2006*

o. Safety and Security Requirements, per Physical Safety Data Manual

* These documents are available at https://www.cfm.va.gov/til.

C. LEED Certification to Platinum standard, all other available energy efficiency means available.

D. NESHAP (National Emission Standards for Hazardous Air Pollutants) Survey to determine remaining PCB/lead/asbestos containing materials. Note that Existing WRJ

Survey Report Building 8 and WRJ Survey Report Building 8A_FINAL both from 2011 and marked up drawings as partial abatement was conducted shall be provided but are known to be incomplete.

E. Results of all evaluations will be supplied to VA in a Design Analysis report, for example, lighting density survey, heating/cooling load calculations, HVAC and Controls

Basis of Design, Guiding Principles forms. This Design Analysis Report will be updated and delivered at the time of each interim Design Documents Reviews or when requested.

5. DETAIL DESIGN (“B” SERVICES)

Provide Type 'B' architectural and engineering services to prepare construction documents (CD) including but not limited to final design narratives, "For Construction" drawings and specifications, meetings, and cost estimating. This project phase includes the following services:

A. Advance the Arch/MEP design phase work to final CD documentation phase based on decisions and directives established under the Type 'A' design phase work.

B. Perform multi-day site visits to confirm routing of proposed new piping design, installation of new equipment, and to finalize site impacts based on proposed construction sequences.

C. Conduct a construction risk assessment prior to delivery of 65% drawings.

D. Finalize Specifications, Cx coordination, and BAS control requirements.

E. Participation in planning and SOW review meetings with FMS staff.

F. Finalize deduct alternate documentation.

G. Provide opinion of probable construction costs for review by FMS staff at the 65% and

100%design reviews.

H. Provide a final opinion of probable construction costs with the final submission of the construction documents together with any proposed deduct alternates.

I. Third-Party Commissioning Agent (Cx) will be involved and will be involved in

Commissioning Plan Development during B services, that includes review and comment on drawings delivered at 65% and 95% completion. A comment log will be maintained and issued with/prior to the 65%, 95% and 100% document submission.

J. Provide a list of required sub-consultant roles for this project, including not limited to:

1. Industrial Hygienist

2. Architectural Design

3. Fire Protection Design.

4. Construction Cost Estimator

K. Provide updated Analysis of Design as described in 4E above.

6. CONSTRUCTION PERIOD (“C” SERVICES)

Construction period “C” services will commence with the award of the construction contract and will terminate with the acceptance of the completed construction by the

VA. No escalation or additional costs of C services will be allowed if a construction contract is awarded within 3 years of 100% Construction Document turnover.

Services shall include the following.

A. Bid Evaluation in collaboration with VA.

B. Response to requests for information (RFI), requests for clarification, drafting of changes and change order cost proposals, and preparation of supplementary drawings, sketches, instructions, or other documents that may be required to clarify or supplement the contract documents, shall be completed by the A/E within fourteen (14) calendar days after receipt of request. Preparation of language, cost estimates, and sketches for any change order or extra work required.

C. Review of submittals - within fourteen (14) calendar days after receipt of submittal the

A/E shall complete the review of contractor submittals and return the submittals to the

VA. AE shall set up a ftp site for posting incoming submittals and reviewed submittals.

Submittals (with minimal exceptions) shall be submitted electronically and handled electronically to the maximum extent possible in accord with the instructions of the VA contracting officer. Preparation of language, cost estimates, and sketches for any change order or extra work required.

D. Preparation of as-built drawings and as built updated design narrative by incorporating changes from the marked-up set of prints prepared by the contractor onto the original drawings and to the narrative.

a. As-built drawings shall be in AutoCad (.dwg) and PDF format delivered within sixty (60) days after receipt of the contractor's marked-up documents.

b. Provide one final set of as-built drawings on mylar as described for the final submission. Provide one bound copy of the final as-built narrative.

c. As-built drawings will be delivered within 60 days after turnover of red-lined drawings from Contractor.

E. Attendance to weekly Construction meeting by phone or on-site presence and as needed during construction execution.

F. Commissioning during execution will include periodic site visits and reports as equipment and systems are turned over that will result in a site visit report and issues log.

A final report will be turned over within 30 days of Contractor’s Demobilization. G.

Maintenance and weekly update of Construction Risk Register.

H. Allow for 36 site visits during construction and eight (8) site visits during final inspection/punch list/close-in visits. Provide Unit Cost for additional 5 site visits. Site visits made necessary by clarification of design, contract, or existing conditions not properly addressed in the contract documents shall not be included in this total and will be at no cost to the VA. On each site visit a field inspection of all contract work will be conducted and assessment of progress made, and a written inspection report prepared and submitted to the VA Medical Center.

I. The A/E shall submit a written report to the Contracting Officer or his/her

Representative for each site visit performed within 5 business days. Additionally, the

A/E shall maintain a record of site visits, recording thereon the date of each visit, the hours thereof, the purpose of the visit, their personnel involved, VA personnel contacted, and conversations made. The site visits made by the A/E for his own benefit or because of deficiencies in the A/E's performance shall be at the A/E's expense. Site visit will be paid on a “as requested” basis; unused site visits will not be paid.

J. The A/E shall participate in the final inspection of the project work upon completion by the contractor and shall prepare a comprehensive written punch list within 5 business days.

7. COST ESTIMATING REQUIREMENTS:

A. The A/E shall develop a detailed construction cost estimate which will be developed simultaneously with 35%, 65% and 100% stages of the design and shall be submitted at each stage of the review process. The cost estimate shall identify cost by category “A”, “B” and “C” The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified and a reasonable approximation of the required details are identified.

B. The cost estimate shall be broken down into labor, material and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Fire Protection, and Electrical, Controls, IT, Equipment and Furniture. The work grouped under each major discipline shall be placed into the appropriate VA

Master Construction Specification Division (CSI format). Cost estimates shall assume the use of Davis Bacon wages as applicable for the local area. Deduct alternates will be identified during A & B services in consultation with FMS.

C. Each sub-component of an assembly must be identified separately and each component of that sub-assembly's cost must be listed in R. S. Means format. In addition to the printed copy, the A/E shall submit the estimate in Excel (electronic spreadsheet format) on CD ROM or through acceptable portal.

D. As the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes. The A/E will determine actual local overhead and profit mark-ups. These factors shall be presented in the following manner: The overhead and profit will be carried in separate columns together with each line-item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and therefore will carry across to the totals column to be included in the "Grand Total".

Therefore, the "Grand Total” number should reflect the anticipated low bid from a qualified general contractor.

E. The construction cost estimate for this project shall be prepared in conformance with the

VA Manual for Preparation of Cost Estimates for Hospital Projects

(https://www.cfm.va.gov/cost/index.asp) and VA Program Guide PG-18-15

(http://www.cfm.va.gov/contract/aeDesSubReq.asp).

8. QUALITY ASSURANCE/QUALITY CONTROL

The A/E is responsible for the quality of the project design. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. The A/E shall include all subconsultants in the QA/QC Plan. The plan shall include a process where a senior member of the firm verifies compliance with all elements of the firm’s QA/QC Plan.

9. COMMISSIONING

The A/E will subcontract project commissioning services to a third party. Such a commissioning agent (”CxA”) shall be approved by the VA COR. A/E will bring the

CxA to a full understanding of the previous design. The CxA will be involved in ALL continuing design and through construction, completion and acceptance, and startup.

CxA shall report equally and simultaneously to the VA and A/E. CxA will provide a written approach to commissioning at submission 65% design documents.

10. DELIVERABLES

The A/E shall retain file copies of all items forwarded to the Contracting Officer or his/her Representative (COR) under various design review submissions. Intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage.

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

Contracting Officer and COR for a concurrence signature within a week of the meeting.

B. Design Analysis (Basis of Design - BOD): Update the design analysis with each design submission. It will be in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified), (1) the scope of work (as the

A/E understands it) with the specific objectives of the project, (2) the applicable

Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage, (3) any preliminary design calculations prepared by each design discipline (architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary), (4) reports of site visits, (5) meeting minutes, (6) results of assessments and evaluations of alternative designs, and (7) all other relevant data. The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the

A/E. Previous BOD may be revised to update new programmed needs and include these elements. The Project Understanding and Mechanical Basis of Design will be included within the final 100% Construction Drawings in addition to a final narrative submission.

C. Drawings: Drawings shall be prepared in accordance with United States National

CAD Standard and VHA Program Guide 18-15, VHA National CAD Standard

Application Guide. Electronic version of drawings shall be submitted in AutoCAD

(.dwg) and Portable Document Format (.pdf). Final Construction Drawings shall be plotted in ink on 30" x 42" PET film sheets. Sepias are not acceptable as original drawings. Final drawings submitted by the A/E shall be originals, shall be the result of A/E field investigation, and shall not be direct takeoffs or tracings of any drawing provided as information.

1. Drawings shall be independent for architectural, mechanical, electrical, structural, civil, and any other design disciplines for the project, and shall show, on separate views required demolition and reconstruction details for each function

2. Drawings shall generally be done in plan view at largest scale (1/4”=1’0”) to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawn as

"XREFS" bound to the drawing for submission purposes and final issue only.

3. Final drawings shall bear the VA title block and nomenclature on PET (Mylar) sheets. All drawings in a project set shall be on the same type and size sheets.

All drawings are required to show existing conditions as of the date of the design submission.

4. All contract drawings shall be produced with a view to enable the use of half-size reductions. Pertinent criteria to assure this result are as follows:

i. Drawings shall provide uniform photographic quality.

ii. Minimum lettering height shall be not less than 1/8 inch.

iii. Legends and symbols as well as size, spacing and location of notes, dimensions, etc. shall be such as to produce legible half-size reproductions.

iv. No lettering, shading or marking on the reverse side is acceptable.

v. Clearly distinguish between new work and existing work.

vi. Graphic scales shall be provided on all drawings.

5. Record Drawings based on Contractor As-Built mark-ups will be supplied as

30”x42” mylar and electronic format (ACAD and PDF).

6. Interim Review and Construction Documents delivered electronically and 2 full size (36x42) and 1 half size copy (18x21) for each review set.

D. Specifications: Review previously written specifications with the view to provide complete updated project specifications, to include all sections of Master

Construction Specifications, that in the opinion of the A/E are necessary to properly and adequately construct the project by a construction contractor. Specifications shall be prepared in MS Word format. The A/E shall review and edit the applicable sections of the specifications as to completeness, relevance, and correctness. Delete references to industry standards and to other specification sections that do not apply to this project. Provide proper cross references to other specifications that apply to the work. The intent is to provide specifications that are suitable for the project intention and detailed enough to enable the contractor to perform the work in the best and most cost effective manner possible. It is equally important that the A/E

"edit out" portions of the specifications that add additional cost to the project without additional value or quality. Not every portion of the master specification is appropriate to this particular project. Where choice of items is referenced in the specification section, the A/E shall consult with VA Facilities Management Service for direction on which option to select. The contractor shall not be provided options or choices to select from but must be provided the specific selection. The

A/E shall obtain from Facilities Management Service the name and type of specialty materials and equipment that are required for use on the project. All materials shown in the specifications shall, if named specifically by brand or production name, carry the statement "or approved equal" and shall include specific material performance requirements that must be satisfied. Exception may occur due to previously purchased or installed items interacting with new construction. In this situation, items used should be the same as existing or matched accordingly.

The A/E shall specify construction in detail in all the specification sections.

Tolerances, and workmanship, shall not be allowed to default to "common industry/ construction practices”, or any similar vague standard. The legal precedence of the specifications over the drawings shall not be used to resolve design ambiguities between the drawings or notes necessary for clarity. Any contradiction, ambiguity, or statements subject to various interpretations shall be immediately corrected to reflect a single clear intention.

E. Construction Cost Estimates: The A/E shall prepare a Construction Cost

Estimate in Microsoft Excel using the CSI 34-division format. The Cost

Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overheard, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted at Schematic Design, 35%, 65% and 100% design reviews and for the final submission. The 65%, 100% and final documents shall include a breakdown of the deductive alternates.

F. Deduct Alternates: Include and suggest additional to

1. Repair of slate roof instead of replacement

2. Repair of Canteen Patio, instead of replacement

3. Seal and spot repair of brick repointing instead of full repointing.

G. Construction Duration Schedules: The A/E shall submit with each design submission a schedule for the project indicating construction milestones and long lead items. The schedule will be in sufficient detail to accurately estimate the proper construction duration.

H. Phasing Plan. A/E will deliver a narrative describing agreed temporary programming and a plan that includes coordinating moves of personnel and functions into their temporary space.

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

J. Risk Register: A/E shall develop and maintain/update construction risk register during Project Construction.

K. Narratives: Written narratives shall be used as part of each design submission.

The narrative should be used to elaborate on and provide an explanation of key design decisions by A/E and /or the VA, objectives, obstacles, alternatives and resolutions, design issues or decisions relating to constructability, and in general to communicate all information relevant to the design submission. This may be combined with the Design Analysis document(s).

11. SCHEDULE OF A/E SERVICES

Planning Submission Notice of Award + 30 Calendar Days

35% Submission Notice of Award + 50 Calendar Days

65% Submission Notice of Award + 125 Calendar Days

95% Submission Notice of Award + 190 Calendar Days

100% Final Documents Notice of Award + 195 Calendar Days

12. See Instructions to Architects and Engineers and Guiding Principles below.

13. (please make following Instructions AND Guiding Principles as attachment)

INSTRUCTIONS TO ARCHITECTS AND ENGINEERS

VA Energy and Sustainable Design

This memo is intended to provide guidance and information to VISN 1 VHA Project Managers and Architects and Engineers who are involved in developing projects; plans; and specifications for a variety of work at VA Medical Centers and Community Based Outpatient Clinics, including leases. The intent is to help clarify the myriad of policies and documents published on this subject.

This guidance does not apply to projects defined by VHA as “MAJOR” construction projects which are typically in excess of $20,000,000.

I have carefully reviewed a large number of VA and Federal documents (sometimes conflicting) on the subject of sustainable design, including:

A. VA Energy Management Program Guidebook, Nov 2014

B. VA Directive 0055, December 10, 2014

C. VA Directive 0056, October 11, 2012

D. VA Handbook 0056, October 11, 2012

E. Presidential Memorandum – Renewable Energy_12-05-13

F. Federal Leadership in High Performance and Sustainable Buildings - Memorandum of Understanding_2006

G. EO 13423_January 26-2007

H. Instructions for implementing EO 13423_March 29-2007

I. High Performance and Sustainable Buildings Guidance Final (12/1/2008)

J. EO 13514_10-05-09

K. Crosswalk of Sustainability Goals and targets in Executive Orders and Statues_12-02-

L. EO 13693_03-19-2015

M. Guiding Principles for Sustainable Federal Buildings and Associated

Instructions_February 2016

N. Determining Compliance with the Guiding Principles for Sustainable Federal

Buildings_February 2016

O. Implementing Instructions for EO 13693 - Planning for Federal Sustainability in the next decade_June 10, 2015

The following guidance applies to VA projects including Minor construction; NRM projects;

Local projects; specialty funding categories, and leases. This is intended to include “new construction, major renovation, or repair and alteration of existing Federal buildings.

The VA goal is to lead by example relative to energy efficiency and sustainable design. The term

“Guiding Principles” is a generic term referring to the documents “Guiding Principles for New

Construction and Modernization”, and the “Guiding Principles for Existing Buildings” (see document M, above). These documents may overlap depending on the specifics of individual projects. New Construction is intended to apply to new stand-alone buildings but also significant new additions, infill projects, and very large renovation projects involving full replacement of major building systems.

Regarding projects in existing buildings the VA goal is to make continued progress toward 100% conformance with the Guiding Principles for Existing Buildings; but no single project within an existing building is likely to accomplish all measures necessary for compliance. However, new work shall conform to the extent practical in the eyes of the designer.

Regarding architect/engineer development of plans, designs, and specifications for VA projects, as relates to energy efficiency and renewable energy, parties shall conform to the following:

1. All designers of new projects shall address the appropriate a) Guiding Principles for New

Construction and Modernization or b) Guiding Principles for Existing Buildings. (see

Document M, above). Address all appropriate energy efficiency measures associated with the project scope. Address all appropriate renewable energy measures, to the extent economically feasible and technically practicable, which are relevant to and within the project scope.

2. The intent is that all elements of the Guiding Principles shall be met.

3. All designs shall comply with current codes and all VA requirements

4. All designers of VA projects shall document in writing, and deliver to the VA

Project Manager (aka Contracting Officers Representative, COR), actions taken or considered to satisfy each element and sub element of the applicable Guiding

Principles.

5. All prudent, in scope, energy efficiency and renewable energy measures shall be included in the project (unless NOT life cycle cost effective and represent significant expense). In other words – if the measure is not life cycle cost effective but of minor cost – it shall be included. Typically we want to employ best available energy technology but not

“bleeding edge” technology.

6. If any significant energy efficiency or renewable energy measure is feasible but not recommended, the designer shall document same in writing and shall specifically review that action with the VA COR. VA COR shall contact the Office of Asset and Energy

Management (OAEM) for guidance on how to proceed (see Document B, above).

7. If a new construction project is a stand-alone building, VA COR shall obtain the signature of a Registered Professional Engineer (or appropriate third party assessor) to certify compliance with the Guiding Principles for New Construction.

See the VA Technical Information Library

(TIL) for a check list or refer to Document N, above. VA COR shall submit this information to the OAEM and upon approval, shall enter the new building into the Capital

Asset Data Base as a “Sustainable” building.

8. For leases

a. All new VA leases shall strive to comply with the Guiding Principles as discussed above (ie New Construction projects and Existing Building projects).

b. Beginning in FY 16 all new leases, where utilities are included in the rent (fully serviced), and greater than 10,000 sf, are subject to several new energy requirements (see Document L, above).

c. Contracting Officers also have new energy requirements related to lease solicitations (see Document L, above).

Definitions:

“Life cycle cost” means the sum of the present values of capital costs, installation costs, operating costs, maintenance costs, and disposal costs over the lifetime of the project, product, or measure.

‘‘life-cycle cost-effective’’ means the life-cycle costs of a product, project, or measure are estimated to be equal to or less than the base case (i.e., current or standard practice or product);

Prepared 8/03/2016; Jeffrey Nichol; Energy Engineer, Maine, NH, and Vermont.

Guiding Principles for

Sustainable Federal Buildings and

Associated Instructions

The Council on Environmental Quality

February 2016

Guiding Principles for Sustainable Federal Buildings

Table of Contents

I. Purpose

II. Applicability

III. Agency Determination of a Building’s Compliance with the Guiding Principles

IV. Effective Date

V. General Provisions

VI. Guiding Principles for Sustainable Buildings

A. Guiding Principles for New Construction and Modernization

1. Employ Integrated Design Principles

2. Optimize Energy Performance

3. Protect and Conserve Water

4. Enhance Indoor Environmental Quality

5. Reduce the Environmental Impact of Materials

6. Assess and Consider Climate Change Risks

B. Guiding Principles for Existing Buildings

1. Employ Integrated Assessment, Operation, and Management Principles

2. Optimize Energy Performance

3. Protect and Conserve Water

4. Enhance Indoor Environmental Quality

5. Reduce the Environmental Impact of Materials

6. Assess and Consider Climate Change Risks i

I. Purpose

In 2006, Federal agencies owning and operating more than 90% of all Federal facilities signed the Memorandum of Understanding for Federal Leadership in High Performance and Sustainable Buildings (2006 Guiding Principles).1 The Memorandum contained the first set of

Guiding Principles - overarching environmental performance goals - for new Federal buildings.

The 2006 Guiding Principles addressed reducing energy and water use, conserving resources, minimizing waste, protecting indoor air quality, and requiring the use of integrated teams during the design, construction, and operation of new Federal facilities. An updated set of Guiding Principles, called “High Performance and Sustainable Buildings Guidance,” December 2008, contained “Guiding Principles for Sustainable New Construction and Major Renovation” and “Guiding Principles for Sustainable Existing Buildings.”2 Previous Executive Orders (E.O.)

13423 (2006) and 13514 (2009) recognized green buildings as a key component in efforts to reduce environmental impacts, cut greenhouse gas (GHG) emissions, and lower the operating costs at Federal facilities. E.O. 13693, Planning for Federal Sustainability in the Next Decade, March 19, 2015, reaffirmed Federal green building efforts and called for revised Guiding Principles to reflect progress in green building design, construction, and operation practices;

broaden considerations around protecting occupant health, wellness, and productivity; and address climate change risks.3

E.O. 13693 section 4(f) requires “…CEQ… [to] prepare and issue revised Guiding Principles for both new and existing Federal buildings…” For existing buildings, E.O. 13693 section 3(h)(ii) states that agencies will identify “…a percentage of at least 15 percent, by number or total square footage,” of their “existing buildings above 5,000 gross square feet (GSF) that will, by fiscal year 2025, comply with the revised Guiding Principles for Federal Leadership in…Sustainable Buildings (Guiding Principles)…and making annual progress toward 100 percent conformance with the Guiding Principles for its building inventory.” For new construction and modernization, E.O. 13693 recommits the Federal Government to these revised Guiding Principles, and beginning in fiscal year (FY) 2020, to design new buildings to be net-zero energy by FY 2030.

The June 10, 2015 Implementing Instructions to E.O. 13693 confirmed that agencies “…shall ensure that all new major construction [and] renovation…of buildings over 5,000 gross square feet compl[y]with the Guiding Principles where cost-effective.”4 E.O. 13693 reconfirmed that green building work is an important part of Federal efforts to protect the environment, support communities, and address climate change.

This document updates and replaces the December 2008 Guiding Principles to:

1) Reflect the evolution of sustainable building design, construction, and operating practices since 2008,

2) Incorporate other building-related E.O. 13693 requirements,

3) Increase the economic and environmental benefits of Federal investments in facilities,

4) Enhance occupant health, wellness, and productivity, 1 www.fedcenter.gov/_kd/Items/actions.cfm?action=Show&item_id=4713&destination=ShowItem 2 www.wbdg.org/pdfs/hpsb_guidance.pdf 3 www.gpo.gov/fdsys/pkg/FR-2015-03-25/pdf/2015-07016.pdf 4 www.whitehouse.gov/sites/default/files/docs/eo_13693_implementing_instructions_june_10_2015.pdf

5) Include climate resilience in building design, construction, and operations, and protect Federal facilities investments from the potential impacts of climate change, and 6) Provide information on tracking agency green building performance.

II. Applicability

The Guiding Principles for new construction and modernization apply to all new Federally owned buildings over 5,000 square feet. The Guiding Principles for existing buildings should be adopted for agencies’ existing portfolio of Federally owned buildings over 5,000 square feet.

Agencies must ensure that they meet the Guiding Principles on at least 15% of these existing buildings (either by building or by square footage) no later than FY 2025. Once an agency achieves 15% compliance, it should set annual targets and continue to strive to apply the guiding principles to 100% of its building inventory. The Guiding Principles do not apply to those buildings where a Report of Excess (ROE) has been submitted to GSA, a Determination of Disposal has been made, or the building has been classified as Surplus. Agencies should check the Annual Federal Real Property Profile Guidance for additional details. For facilities located outside of the United States, consider the provisions of Section 17 of E.O. 13693 to determine applicability of the Guiding Principles.

Leases will no longer be included in calculating compliance with the Guiding Principles.

However, agencies should strive to incorporate as many of the Guiding Principles as possible in new lease actions.

When evaluating compliance with the Guiding Principles, the new construction and modernization criteria should be applied for all new construction and when the project that an agency is undertaking in an existing building is essentially a comprehensive replacement or restoration of virtually all major systems, interior work (such as ceilings, partitions, doors, floor finishes, etc.), and building elements and features.

The Guiding Principles apply to buildings, as well as some functions inherent in optimizing building utilization, including integrated design and operation and maintenance. Some of these concepts, such as occupant health and wellness, overlap with multiple principles. Occupant health and wellness represents a new focus area not included in the 2008 Guiding Principles and so it is highlighted as its own new principle below, despite overlap with other principles such as integrated design and indoor environmental quality. Examples of occupant health and wellness areas that overlap with multiple principles include indoor air quality, accessibility of staircases, fitness facilities, bicycle commuter facilities, and healthy dining options. Similarly, climate resilience and adaptation, which is new and therefore has a principle dedicated to it, also applies to other principles.

Although E.O. 13693 revoked several previous E.O.s and Presidential memoranda that applied to Federal buildings, the following documents still apply and should continue to be used in implementing the Guiding Principles: Sustainable Locations for Federal Facilities of September 15, 2011; Sustainable Practices for Designed Landscapes of October 31, 2011, as supplemented on October 22, 2014; Federal Greenhouse Gas Accounting and Reporting Guidance [Revision 1] of June 4, 2012; and Federal Agency Implementation of Water Efficiency and Management Provisions of Executive Order 13514 of July 10, 2013.

III. Agency Determination of a Building’s Compliance with the Guiding Principles

Determining a Building’s Compliance with the Guiding Principles

Each agency is responsible for evaluating its buildings for compliance with the Guiding Principles. This determination should be made on a building by building basis. Each agency should ensure that sufficient evidence and documentation is readily available to demonstrate compliance with the Guiding Principles. ENERGY STAR® Portfolio Manager is one of the tools available for agencies to use to organize and keep Guiding Principles documentation; this tool was specifically developed to assist agencies with implementation, documentation, and tracking the Guiding Principles.5

Documentation developed to meet the requirements of consensus-based third-party green building rating systems can be used to document compliance with the Guiding Principles. Note, however, that green building rating systems may meet many, but not all Guiding Principles.

Therefore, required elements or sub-elements of the Guiding Principles not tracked by the third party rating system must also be met. Guiding Principles that are “Not Applicable”

Previously, there was some ambiguity in determining compliance in buildings where one or more of the guiding principles, elements, or sub-elements were not applicable to the building under evaluation. For building evaluation purposes, “not applicable” may be used where the building’s inherent function, mission, safety, or designation prevents compliance with a specific guiding principle, element, or sub-element. The use of “not applicable” should be minimized. For new construction and modernization, “not applicable” is equivalent to compliance with that guiding principle, element, or sub-element. However, for existing buildings, criteria that an agency determines to be “not applicable” do not count toward the total number of required metrics for an individual building. Agencies should document all determinations of non-applicability.

Protocols, Processes, Contracts, and Projects that May Apply to More than One Building

Individual buildings can be compliant with a guiding principle, element, or sub-element through “campus-wide” or “installation-wide” protocols, policies, contracts, or projects only where a given building is directly subject to that protocol, process, contract, or project. Examples of this approach include:

• Green cleaning requirements in a contract servicing all buildings on a campus would mean that each building serviced under that contract meets that particular requirement.

• A centralized or aggregated renewable energy project on an installation that is designated to serve a particular building or buildings on the installation can be used to qualify each of those buildings as meeting cost effective renewable and clean energy requirements.

• A stormwater management project that serves more than a single building site can benefit multiple buildings within the project boundary.

• Measures that protect a campus’ utilities and make them more resilient can be applied to each building that benefits from those measures.

5 www.energystar.gov/buildings/facility-owners-and-managers/existing-buildings/use-portfolio-manager

E.O. 13693 green building requirements are applied on an individual building basis to improve Federal building design, construction, and operating practices and to foster continuous improvement in building environmental performance. Thus, performance metrics such as energy use or water use cannot be applied to more than one building. Determination of compliance with the Guiding Principles cannot be determined at a campus-wide or installation-wide level.

Life Cycle Cost-Effective

Section 3 of E.O. 13693 states that the Guiding Principles should be applied where life cycle cost-effective. The term “cost-effectiveness” should include the use of benefit-cost analysis in accordance with OMB Circulars A-94 as well as A-11 Part 7 Capital Programming Guide.

Updating the Sustainable Building Information in the Federal Real Property Profile

Each agency is responsible for accurately updating Guiding Principles compliance data as part of the agency’s annual Federal Real Property Profile (FRPP) submission. Currently, Sustainability is the data element that identifies whether or not a building has met the Guiding Principles.

Agencies should check the most recent FRPP guidance documents, which are issued annually for specific reporting requirements.

Under E.O. 13693 Section 3 (h)(ii), the percentage of each agency’s building inventory meeting the Guiding Principles will be calculated by: (1) gross square footage of subject buildings and (2) number of subject buildings. Agencies can report achievement toward the goal on the higher of the two calculations.

IV. Effective Date

The 2008 Guiding Principles for existing buildings can continue to be used to qualify buildings as meeting the Guiding Principles where agencies have already taken significant action and made substantial progress in transforming the building to meet the Guiding Principles. For existing buildings, completion of project design and/or the issuance of contracts that will result in meeting at least half of the required guiding principles, elements, and sub-elements is evidence of significant action and substantial progress. This group of existing buildings can apply the 2008 Guiding Principles to certify a building as meeting the Guiding Principles through September 30, 2017. The 2016 Guiding Principles will apply to all applicable existing buildings that have not yet crossed the significant action and substantial progress threshold, upon issuance.

The 2008 Guiding Principles for new construction and modernization requirements can be used only to qualify any new building or modernization where project design has been completed before the issuance of the 2016 Guiding Principles. The 2016 Guiding Principles for new construction and modernization requirements shall be used to qualify any new building or modernization as meeting the Guiding Principles for all new construction and modernization where a project design has not been completed.

Buildings that were determined to have met the 2008 Guiding Principles are considered to meet the Guiding Principles through FY 2025 as long as they continue to meet ongoing requirements such as Energy Independence and Security Act of 2007 (EISA) section 432 requirements including quadrennial evaluations, ongoing commissioning, benchmarking, and operating and maintenance requirements. Also, for these [grandfathered] buildings, agencies should add the sixth Guiding Principle on Resilience as they implement the ongoing requirements for a fouryear evaluation.

Likewise, buildings that have been determined to meet the 2016 Guiding Principles for new construction and modernization can be considered as meeting the Guiding Principles if they continue to meet…