508-21-107 A-E SOW.pdf

508-21-107 HEPA Filter Installation Pharmacy Cleanroom Suite September 19, 2020

Martinson

SCOPE OF WORK

Project Number: 508-21-107 Project Name: HEPA Filter Installation Pharmacy Cleanroom Suite Estimated Construction Cost: $364,000 ($609/SF) Estimated Construction Area: 598 SF

I. General Description

Provide professional architectural-engineering design and construction period services and commissioning for project 508-21-107 HEPA Filter Installation Pharmacy Cleanroom Suite. The A-E shall complete the following in accordance with professional standard practices and Veterans Affairs (VA) standards to provide the following basic design and non-design services:

II Project Scope

Design Services: Prepare construction bid documents (Plans and Specifications) for the installation of above ceiling HEPA fan filter units in the existing Atlanta VA Health Care System (AVAHCS) Inpatient Pharmacy Clean Room Suite (Ante Room, Chemo Ante Room, IV Buffer Room, and Chemo Buffer Room). Existing rooftop air handler, chiller, and exhaust fan equipment to remain in service, see Attachment 001 – Planning Document.

Design for the cleanroom suite shall utilize as much of the existing architectural, mechanical, electrical, lighting, CCTC, communication and special systems as possible. The existing pharmacy suite was renovated in 2010. The A-E will evaluate existing systems in accordance with USP 797 Pharmaceutical Compounding - Sterile Preparations, USP 800 Hazardous Drugs – Handling in Health Care Settings, and VA Pharmacy Service Design Guide (PG-18-12) and design additional alterations or upgrades as required to install above ceiling HEPA fan filter units.

The A-E will evaluate eight (8) new Price Fan Filter Units (RSR-FC-PSF) to be designed as proposed government furnished equipment (GFE), see Attachment 002 – Equipment Catalog Sheet to be installed as part of this project.

The A-E will specify (3) new Fan Filter Units to be provided by the contractor.

If the GPE is not appropriate, the A-E shall specify contractor provided equipment.

Work includes but is not limited to the following Pharmacy Suite areas:

Ante-Room, Sterile Compounding (Room GC331A): Ante Room ISO Class 7 (Positive); where personnel hand hygiene, garbing procedures, and other activities that generate high particulate levels are performed. The ante-room is a transition room between the unclassified area of the facility and the other buffer rooms.

Chemo Anti-Room, Sterile Compounding (Room GC331B): The Chemo Ante-Room is an air lock transition between the Ante-Room and the chemo buffer room.

Sterile Hazardous Drug (Chemo) Buffer Room (C-SEC), (Room GC 331C): Sterile hazardous drug (HD) buffer room ISO Class 7 (Negative); for mixing, transferring, and assembling components of hazardous drug compounded sterile operations using one (1) Class II Type A/B3, two (2) Class II Type A2 Biological Safety Cabinet (BSC).

Sterile Non-Hazardous (IV) Drug Buffer Room (GC331D): Sterile non-hazardous drug buffer room ISO Class 7 (Positive); for mixing, transferring and assembling components of non-hazardous drug compounded sterile operations using Laminar Airflow Workbench (LAFW).

Sterile Hazardous Drug Storage: Negative pressure space for storing sterile compounding operations.

Storage, Sterile Compounding: Storage of sterile fluid bags, and IV admixture materials and supplies.

Work Areas, Sterile Compounding: Non-Sterile work area adjacent to clean rooms for support of both hazardous and non-hazardous compounded sterile preparation activities.

1. Architectural Design - The A-E shall physically investigate existing site conditions and upgrade as required to install above ceiling HEPA fan filter units in accordance with the following:

1. Process Flow: Refer to PG-18-12 Pharmacy Service Design Guide.

2. Construction Phasing: The Inpatient Pharmacy shall be kept fully operational during the construction phase. Plans shall include temporary walls and infection control barriers as necessary to phase the work during construction.

3. Life Safety: Fire Protection, Sprinkler Systems and Fire Alarm Systems shall be designed following criteria outlined in Veterans Health Administration (VHA) Program Guide (PG) PG-18-10: VA Fire Protection Design Manual as well as applicable local, state and national codes. The fire exits shall be marked with illuminated signage. Fire alarms and extinguishers shall be provided in all work areas. All supplies must be stored at least 18 inches from sprinkler heads.

4. Security: The Ante-Room, Sterile Hazardous Drug Buffer Room (C-SEC), and Sterile Hazardous Drug Buffer Rooms have specific Motion Intrusion Detection (MID) and Security Surveillance Television (SSTV) requirements, refer to PG-18-12 Pharmacy Service Design Guide and PG-18-10: Physical Security Design Manual for VA Facilities for information related to security for Inpatient Pharmacy.

2. Interior Design - The A-E shall physically investigate existing site conditions and upgrade as required to install above ceiling HEPA fan filter units in accordance with the following:

10. Design Guide: Refer to PG-18-10: Interior Design Manual for New Construction and Renovation of Hospitals and Clinics for staff and administrative areas and PG-18-14: Room finishes, Door and Hardware Schedule for all Functional Areas. Interior finishes of the Inpatient Pharmacy work areas should be aimed at promoting an adequate and safe environment for staff recognizing the unique functions of each of the following functional areas: Sterile Compounding Ante-Room Room, Sterile Hazardous Drug Buffer Room (C-SEC), Sterile Hazardous Drug Buffer Room, Sterile Hazardous Drug Storage Area, Sterile Compounding Storage Area, Sterile Compounding Work Areas. Durability, moisture and mold resistance, cleanability and high performance should be sought in selecting material and finishes for all work areas and support areas including storage spaces.

20. Flooring: Floors shall be level with no ridges or bumps in order to prevent pools of water from forming, creating a slipping hazard. A level floor also promotes ease of movement of transport carts, case carts, and other wheeled equipment. Durable flooring materials that can withstand daily or more frequent cleaning as well as the application of chemical agents must be specified. Sterile Compounding rooms, storage and work areas shall be specified with epoxy based seamless flooring with a built-in waterproofing membrane. The floor to wall transition shall be coved to allow proper cleaning in order to preclude growth of microorganisms in the crevices. Additionally, floors in the sterile compounding areas should be capable of handling heavy weights and heavy traffic pattern of wheeled fully loaded sterilizer carts.

30. Walls/Partitions: Interior partitions shall be constructed of metal studs and gypsum wallboard (GWB) with non-particulate or fiber shredding composition capable of withstanding constant cleaning. Wall protection shall be installed to prevent damage by carts and other rolling equipment. Provide wall blocking to support wall-mounted ancillary equipment. Provide sound attenuation per PG-18-3:

Design and Construction Procedures to achieve a minimum Sound Transmission Coefficient (STC) rating of 45.

40. Ceilings: Sterile Compounding rooms, storage and work areas shall have gypsum board ceiling systems since they provide a continuous surface with no seams. Provide access panels to allow direct service to mechanical/utility/system. The following spaces shall have gypsum board ceilings: These ceilings shall be constructed of gypsum board to attain a flush, non-porous surface. Light fixtures shall be recessed and enclosed.

50. Doors and Hardware: Provide door protection, vision panels, and hand-free operated mechanisms where possible in work areas. Consider the use of powered sliding doors in high traffic/high transaction areas. Door widths should be able to accommodate the movement of carts and equipment. Doors should open from space of higher level of cleanliness to a space of lower level of cleanliness. Provide assemblies to maintain the pressure differential in areas where negative pressure is required. Refer to PG-18-14: Room finishes, door and Hardware Schedule.

60. Casework: Specify heavy gauge stainless steel (SS) casework in Sterile Compounding rooms, storage and work areas. Stainless steel shall be fully welded with a work surface load capacity of at least 300 lbs. per linear foot and antimicrobial treatment on order to inhibit growth of bacteria, fungi, mold, and other microbes. Refer to PG-18-4: Standard Details and CAD Standards. Casework shall not be made from products containing wood or fibrous materials.

70. Finishes: Durability, cleanability, sustainability, and low flammability are critical properties when selecting interior finishes for sterile compounding rooms and work areas. In addition, non-slip (safety) and anti-microbial (infection control) attributes are important to help provide a safe and secure work environment. Walls/partitions shall have a smooth surface and have a painted with a low gloss finish to promote ease of frequent chemical cleaning. Ceilings shall provide a surface that is non-porous and easily cleaned. Refer to PG-18-14: Room Finishes, Door and Hardware Schedule.

80. Lighting: Refer to PG-18-12 Pharmacy Service Guide, dated April 1, 2018 and VA Lighting Design Manual, dated December 2015.

e. Mechanical Design – The A-E shall physically investigate existing HVAC and mechanical equipment/systems and upgrade as required to install above ceiling HEPA fan filter units. All HVAC systems and controls shall follow the requirements of USP General Chapter 800: Hazardous Drugs – Handling in Healthcare Settings.

1. General: The HVAC system shall comply with PG-18-10: HVAC Design Manual for New, Replacement, Addition, and Renovation of Existing VA Facilities for Hospitals, Clinics (Outpatient and Inpatient), Emergency Care, Ambulatory Care, Animal Research and Holding, Laboratories, Energy Centers, and Warehouses, PG-18-3: Design and Construction Procedures, PG-18-1: Construction Specifications, and PG- 18-4: Standard Details and CAD Standards. If specific VA requirements are not available, design criteria from industry standards including ASHRAE, ANSI/AMMI ST79, and NFPA should be submitted for review and approval by VA.

2. USP 800 Requirements: In hazardous drug compounding, the engineering controls for containment are divided into the following two categories:

A. Containment Primary Control (C-PEC): A C-PEC is required to minimize worker exposure to hazardous drugs. For sterile compounding this C-PEC is required to be an externally vented Class II Biological Safety Cabinet (BSC). Type A2 BSC must have a minimum intake velocity of 100 feet/minute, have HEPA-filtered, down-flow air that is a portion of the mixed down-flow and inflow air from a common exhaust plenum, and have all contaminated ducts and plenums under negative pressure or surrounded by negative pressure ducts and plenums. The HEPA filtered air may be exhausted back into the laboratory or the environment through an exhaust canopy. The C-PEC must operate continuously if it supplies some or all of the negative pressure in the Containment Secondary Engineering Control (C-SEC) or if it is used for sterile compounding.

B. Containment Secondary Engineering Control (C-SEC): The C-SEC is the room in which the C-PEC is located. For sterile compounding, the C-PEC must be either an ISO 7 buffer room with a Class 7 ante-room. The ISO Class 7 buffer room must have fixed walls, have HEPA filtered supply air, a negative pressure between 0.01 and 0.03 inches of water column relative to all adjacent areas, be externally vented, and have a minimum of 30 air changes per hour (ACPH). The ISO Class 7 ante-room must also have fixed walls, a minimum of 30 ACPH, and be externally vented. Unlike the buffer room, however, the ante-room must have a positive pressure of at least 0.02 inches of water column with respect to all adjacent areas in order to provide an inward air migration of clean air into the negatively pressurized buffer room.

According to USP 800, refrigerated antineoplastic hazardous drugs must be stored in a dedicated refrigerator in a negative pressure area with at least 12 ACPH. If a refrigerator is placed in a negative pressure buffer room, an exhaust outlet located adjacent to the refrigerator’s compressor and behind the refrigerator should be considered in order to isolate hazardous drugs from other parts of the buffer room.

The ANSI/ASHRAE/ASHE Standard 170-2008 for ventilation of health care facilities establishes values for the required minimum outdoor ACPH for health care facility spaces. For pharmacy spaces, a minimum of 2 outdoor ACPH are required by this code. ASHRAE 62.1 has an outdoor air (OA) rate of 5 CFM/person plus

0.18 CFM/SQ FT with a default occupant density of 10 people/1000 SQ FT. The minimum outdoor airflow will be determined as the greater of these two values.

3. Existing Conditions: The existing cleanroom area includes a number of rooms connected with doors and isolated from each other to maintain the required space temperatures, air pressure relationships and task separations. The entire pharmacy area is conditioned from a single packaged rooftop air handing unit with energy recovery wheel, makeup air and supply air fans, pre- and post-conditioning filters, and associated controls. Cooling coils in the air handling unit are supplied from an air-cooled water chiller on the roof via a packaged pump system and chilled water supply and return piping.

Supply air is distributed to the pharmacy area via sheet metal ductwork routed above the ceiling. The supply air system includes three separate temperature zones with a hot water reheat coil installed in each zone branch duct. Final air distribution to the spaces is via 24 x 24 or 24 x 48 laminar flow ceiling diffusers connected to the supply ductwork by flexible duct runouts. Temperature controls modulate the hot water reheat to maintain the room space temperature setpoint, while differential pressure controls monitor the relative pressure differential between the different spaces of the pharmacy area as well as the spaces just outside the pharmacy envelope.

There are multiple lab hoods in the pharmacy area that are exhausted to the building exterior and require total makeup air included in the supply air delivered to the space. In addition, there are a limited number of return air grilles in the ceiling and low in the walls which route return air back to the main air handling unit.

f. Electrical - The A-E shall physically investigate existing electrical distribution equipment and upgrade as required to install above ceiling HEPA fan filter units in accordance with the following:

1. General: PG-18-10: Electrical Design Manual prescribes the criteria to be used for the electrical design for SPS facilities.

2. Lighting: Lighting design for the Inpatient Pharmacy must comply with the PG-18-10: Electrical Design Manual; Chapter 6, and IES publication RP-29-06, "Lighting for Hospitals and Health Care Facilities", and the Illuminating Engineering Society (IES). Illumination in SPS shall utilize wet location recessed fluorescent luminaries in Decontamination, Sterilization, Scope Processing and Staff Showers. Lighting fixtures used in Staff and Administrative areas and other non–instrument processing areas may use recessed fluorescent luminaires to control glare on monitor screens per the IES (Illuminating Engineering Society): Lighting Handbook.

3. Power: All receptacles shall comply with the provisions outlined in the PG-18-10: Electrical Design Manual, Chapter 3. General purpose duplex receptacles shall be provided on each wall within a room.

6. Energy Conservation and Sustainable Design: Refer to the VA Sustainable Design Manual for detailed information and requirements. The minimum energy standard shall be the latest edition of ANSI/ASHRAE/IESNA: Standard 90. 1.

7. Communications/Special Systems: Refer to PG-18-10: Electrical Design Manual for communications and special systems requirements.

8. Telephone and Data: Refer to PG-18-10: Electrical Design Manual for telephone and data system requirements.

1. Life Safety and Fire Protection: U. S. Code: The Public Buildings Amendment Act, PL 100-678, (Nov 1988) requires all Federal agencies to follow the latest editions of nationally recognized fire and life safety codes. VA has adopted the National Fire Codes (NFC), except NFPA-5000, published by the National Fire Protection Association (NFPA). Life safety requirements are specifically addressed in the Life Safety Code, NFPA-101. Fire protection features not addressed by the NFC shall be designed to comply with requirements of the latest edition of the International Building Code (IBC). For guidance on compliance with other Codes and Standards, refer to PG-18-3: Design and Construction Procedures, Topic 1.

g. Plumbing - The A-E shall physically investigate existing plumbing systems and upgrade as required in accordance with the following:

1. General: Plumbing shall comply with PG-18-10: Plumbing Design Manual for: New Hospitals, Replacement Hospitals, Ambulatory Care, Clinical Additions, Energy Centers, Outpatient Clinics, Animal Research Facilities, and Laboratory Buildings; AAMI TIR34: Water for the Reprocessing of Medical Devices. Association for the Advancement of Medical Instrumentation, and ANSI ST Z358:

Emergency Eyewash and Shower Equipment.

h. Specifications – The A-E shall use the latest version of VA Master Specification Index to include all specification sections required for the project. The A-E shall add the following Division 1 Specification Sections (pre-edited and provided by AVAHCS Engineering Service to the Design Manual:

010000 General Requirements 011216 Work Schedule 011217 Job Meetings

013216-16 Project Schedules Small Projects 013323 Shop Drawings, Product Data, and Samples 013324 Electronic Submittals 013526 Safety Requirements 017419 Construction Waste Management

Non-Design Services:

a. Design Quality Control Plan (DQCP) – Submit A-E’s quality control goals, procedures, and checklist to be implemented by the design team for this delivery order.

b. Investigation – Review as-built drawings, perform on-site investigation, review USP 800 requirements, and meet with AVAHCS Engineering Service.

e. Design Narrative/Basis of Design – Based on A-E investigations, narrative report defining the proposed design approach, options and recommendations will be provided. The basis of design shall also include engineering design calculations. Assemble completed computations and engineering data including basis of design; such as narratives, material selections. Provide a separate volume for each discipline with an index and numbered pages, bound so that the document lays flat when opened.

f. Cost Estimate – Provide detailed construction cost estimate utilizing Tri-Service Modified Uniformat II Structure Work Breakdown Structure (WBS) Level 4 using Davis-Bacon Prevailing Wages in accordance with PG-18-15 (Volume B) and Manual for Preparation of Cost Estimates & Related Documents for VA Facilities. Cost allocation percentage for each element shall be based on past experience with projects of similar scope. Expand the element breakdown if necessary to capture components of the project that do not fall within the WBS if necessary. For projects with multiple buildings or phases, prepare a model for each building or phase.

g. Construction Administrative (CA) Services - The Architect-Engineer shall provide the following Title II Services:

i. Review of Submittals – This service includes reviewing and providing comments and recommendations to the government on items such as the construction contractor’s quality control plan, initial and final network schedules, bar chart schedules, schedules of prices, safety plan, shop drawings (including drawings, diagrams, layouts, catalog cuts, performance and test data, samples finish chips, etc.), and operation and maintenance manuals.

ii. Review of RFIs – Prepare construction cost and completion schedule estimates for RFIs (Request for Information) in the form of CBs (Construction Bulletins) that arise for changes in site conditions and design omissions.

iii. Attendance at Meetings – Bi-weekly attendance and meetings may include, taking notes, providing information to the government at meetings such as pre-construction conference, routine quality control meetings, safety meetings, change order negotiations, claims meetings, scheduling meetings, and other conferences between the government and the construction contractor as may be called by the government.

iv. Inspection and Surveillance – Bi-weekly inspection routine for review of the work for general conformance with the construction plans and specifications, and with the contract relative to quality control. Assist the government in conducting pre-final inspections and preparing detailed discrepancy lists.

v. Preparation of Cost Estimates for Change Orders – Prepare engineering estimates for contract changes resulting from field changes or differing site conditions.

vi. Review and Preparation of Record Drawings – Verify accuracy of contractor interim record drawings and as-build conditions as construction contractor document changes occur. Provide updated as-built drawings in AutoCAD 2013 format upon construction completion based on the information provided by the contractor’s marked up drawings.

h. Commissioning (Cx) Services - The Architect-Engineer shall provide a 3rd-party professional commissioning services for the project. The Commissioning Agent will support through the commissioning process, the design, construction, and post acceptance phases of the project. Commissioning services shall be provided in accordance with the Department of Veterans Affairs Whole Building Commissioning Process Manual available at http://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF.

The following systems shall be commissioned:

HVAC Air Handling System - Air Handling Units, Fan Filter Modules and DDC control panels.

HVAC Ventilation/Exhaust System – Exhaust and room pressurization control systems.

Engineering Controls for Sterile HD Compounding – Compliance with USP 800 Hazardous Drugs – Handling in Healthcare Settings (2017).

Biological Safety Cabinet (BSC) and Laminar Airflow Workbench (LAFW) s Certification

The Commissioning Agent shall include all tasks and provide all deliverables to complete the scope of work outlined below:

1. Pre-Design Commissioning Kickoff Meeting:

a. Conduct Pre-Design Commissioning Kickoff Meeting with the VA and the Design Team (Combined with Design Team Kick Off Meeting).

b. Establish or review Owner’s project requirements, goals, objectives, and preliminary schedule.

c. Establish commissioning goals and objectives.

d. Establish the purpose and proposed process for commissioning the project.

e. Establish the individual roles of each participating commissioning team member.

f. Establish systems to be commissioned and preliminary acceptance criteria

g. Deliverables: Draft Commissioning Plan, Meeting Minutes, Preliminary Owner’s Project Requirements.

2. Design Submission Review:

a. Complete a thorough commissioning review of the SD, DD, and CD submittal documents and submitted criteria to establish the systems to be designed and installed.

b. Documents provided to the Commissioning Agent should include, SD, DD, and CD Design Narrative (Basis of Design) and other submittal documents required by the A-E Design SOW, as well as other pertinent documents.

c. Deliverables: Design Phase Commissioning Issues Log (Incorporate Commissioning Agent review comments).

3. Design Phase Commissioning Plan:

a. Develop the Project Design Phase Commissioning Plan that outlines process requirements, deliverables, roles, responsibilities, schedule and milestones.

b. Provide a copy of the Commissioning Plan to the A/E and the VA. The A/E will incorporate the Commissioning Plan into the Design Narrative (Basis of Design).

c. Deliverable: Project Design Phase Commissioning Plan.

4. Duration Schedule for Commissioning Activities:

a. Based on the Project Design Phase Commissioning Plan, prepare a duration schedule for the design phase commissioning activities required by the commissioning plan. This duration schedule should include Design Phase Activities.

b. Deliverables: Design Phase Commissioning Duration Schedule – Incorporate into Commissioning Plan.

5. Design Review Meetings:

a. Attend and participate in SD, DD, and CD Design Review Meetings. Provide clarifications for identified Commissioning Issues as appropriate. Incorporate other comments or issues identified at Review Meeting that impact project commissioning into Commissioning Issues Log.

b. Deliverable: Revised Design Phase Commissioning Issue Log.

6. Commissioning Specifications:

a. Provide Commissioning Specifications Sections at SD, DD, and CD submittal milestones utilizing the VA Master Construction Specification. Specifications shall be submitted in accordance with the requirements. The SD specification is an outline specification.

b. Deliverable: Commissioning Specifications.

7. Design Phase Issue Log Resolution:

a. Provide and update the Commissioning Issues Log by recording resolutions to identified Commissioning Issues

b. Deliverable: Revised Design Phase Commissioning Issue Log.

8. Design Phase Controls Meeting:

a. Meet with the Design Team and VAMC to develop HVAC and other system control strategies, sequences of operation, trending, and alarms.

b. The Commissioning Agent acts as a advocate for the VAMC and the facilities operations staff to assist the Design Team in developing realistic operating strategies and sequences of operations that will enable the facilities operations staff to operate the building systems to sustain the operational, energy and other systems parameters throughout the project life cycle.

c. Deliverable: Meeting Minutes.

9. Develop Preliminary Pre-Functional Checklists (PFC’s):

a. The Commissioning Agent will prepare Preliminary Pre-Functional Checklists (PFC) for type of system to be commissioned and distribute to all Cx Team members for review and comment. A completed PFC indicates the system and its related equipment is ready for Systems Functional Performance Testing.

b. Preliminary Pre-Functional Checklists shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

c. Deliverable: Preliminary Pre-Functional Checklists (PFC’s).

10. Develop Preliminary Systems Functional Performance Test (FPT’s) Procedures:

a. Based on the systems to be commissioned and the systems shown in the DD submittal, the Commissioning Agent will prepare Preliminary Systems Functional Performance Test Procedures (FPT’s).

b. Preliminary FPTs shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

c. Deliverables: Preliminary Systems Functional Performance Test Procedures (FPT’s)

11. Develop Draft Pre-Functional Checklists (PFC’s):

a. Prepare Design Phase Commissioning Report to document the Design Phase commissioning process and results.

b. Deliverable: Design Phase Commissioning Report.

12. Pre-Bid Meeting:

a. Attend Pre-Bid Meeting; provide overall description of Commissioning Process, provide clarifications for Commissioning Issues

b. Deliverable: Meeting Notes for PM/RE (COR), Clarifications for Addendum if required.

13. Pre-Construction Meeting:

a. Attend Pre-Construction Meeting and be prepared to clarify the Commissioning Process for this project (e.g., discuss commissioning representative selection).

b. Deliverable: None.

14. Commissioning Kick Off Meeting (Construction Phase):

a. Conduct a “Commissioning Kickoff Meeting” with the Construction Team.

b. Establish the purpose and process for commissioning the project.

c. Establish the individual roles of each participating commissioning team member.

d. Review the Construction Phase Commissioning Plan and Commissioning Specifications.

e. Review the Commissioning Documents.

f. Review the Project Schedule and discuss how commissioning activities will be incorporated into the master schedule.

g. Review Draft PFC and FPT; identify pre-requisites for functional testing.

h. The kickoff meeting should occur within 60 days of Notice to Proceed.

i. Deliverables: Meeting Minutes, Revised Project Commissioning Plan (Include Names/Contact Information for selected Commissioning Team Members)

ATTENDEES:

Commissioning Agent, A/E Design Team Representatives

Contractor’s Commissioning Representative

Subcontractor’s Commissioning Representatives

VA Resident Engineer (COR)

15. Duration Schedule for Commissioning Activities:

a. Based on the Construction Phase Commissioning Plan, prepare a duration schedule for the commissioning activities required by the commissioning plan. This duration schedule should be incorporated into the contractor’s project schedule to track all commissioning activities of the commissioning team.

b. Deliverable: Commissioning Duration Schedule (Schedule shall be periodically updated to reflect changes in the project schedule and/or scope.)

16. Submittal & Shop Drawing Review:

a. Review all pertinent project shop drawings necessary to support the Commissioning Process.

Review of the shop drawings is for the purpose of developing appropriate Pre Functional Checklists and Systems Functional Performance Test Procedures. Submittals & Shop drawings shall be reviewed for commissionability, maintainability and for compliance to the Construction Documents.

b. Note any issues identified in the Shop Drawing Review that might compromise the final commissioned system on the ‘Commissioning Review Log’ and submit comment to the Design Team and the RE contemporaneously with the A/E review for resolution.

c. Comments shall be submitted in accordance with the contractual submittal review time.

Comments shall be provided to the Design Team no less than 7 days prior to the Submittal Review Due Date provided that the Cx Agent has no less than 7 days to review the submittals.

d. ANY ISSUES IDENTIFIED IN THE SUBMITTAL REVIEW THAT MIGHT REQUIRE A CONTRACT

CHANGE BUT IS NECESSARY TO MEET DESIGN INTENT SHOULD BE SPECIFICALLY REFERRED TO

THE RESIDENT ENGINEER (COR).

17. Construction Phase Commissioning Plan:

a. Based on the work completed in the items above, the Construction Phase Commissioning Plan for the project shall be periodically reviewed with the Commissioning Team and updated to reflect changes in project equipment, sequences of operations, scope or schedule and with project personnel.

b. Deliverable: Revised Project Commissioning Plan.

18. Commissioning Construction Observations:

a. During the course of construction, the Commissioning Agent will visit the site to observe the progress of construction with respect to the systems being commissioned. The focus of the observations will to verify that systems being installed comply with the Construction Documents and can be successfully configured, operated and maintained.

b. In addition, site observations visits will be scheduled to include:

Witnessing factory testing and/or contractor equipment/system start up activities;

Verification of Completed Pre-Functional Checklists

Verification that the Contractor and his subcontractors are completing and documenting Pre-Test procedures required by the specifications.

Clarification and technical support for understanding and resolving Commissioning Issues.

c. Deliverables: Site Observation Reports, Updated Commissioning Issues Log.

19. Commissioning Team Meetings:

a. The Commissioning Agent will hold regular commissioning team meetings to review progress of the commissioning effort and reinforce individual responsibilities. The team will review schedule, construction sequence, and completed work (PFC, PFT and FPT’s) and outstanding issues on the Commissioning Issues Log.

b. Commissioning Team Meetings (bi-weekly) may be held at the jobsite or by teleconference depending upon the status of construction. The commissioning bi-weekly meetings will be scheduled to coincide with weekly job meetings. While it is imperative that many of the Commissioning Team Meetings be held in person, during early construction phases, some meetings may be more cost effectively conducted remotely. Scheduling and location of meetings shall occur by consultation between the Commissioning Agent and the VA-RE (COR).

c. Deliverables: Commissioning Meeting Agenda and Minutes, Updated Commissioning Issues Log.

20. Develop Final Pre-Functional Checklists (PFC’s):

a. The Commissioning Agent will prepare Pre-Final Pre-Functional Checklists (PFC) for the project and distribute to all Cx Team members for review and comment. The Commissioning Agent will incorporate review comments and prepare Final PFCs.

b. An executed PFC submitted by the Prime Contractor indicates the system and its related equipment is ready for Systems Functional Performance Testing.

a. The Commissioning Agent will prepare Pre-Final Pre-Functional Checklists (PFC) for the project and distribute to all Cx Team members for review and comment. The Commissioning Agent will incorporate review comments and prepare Final PFCs

c. An executed PFC submitted by the Prime Contractor indicates the system and its related equipment is ready for Systems Functional Performance Testing.

a. The requirements for Pre-Functional Checklists shall be coordinated with the startup requirements specified for each commissioned system. The PFC’s shall be constructed to leverage the specified contractor and vendor start activities to avoid unnecessary duplication

b. Deliverable: Pre-Functional Checklists (PFC’s).

21. Final Systems Functional Performance Test (FPT’s) Procedures:

a. Based on construction documents and approved submittals, the Commissioning Agent will prepare Pre-Final Systems Functional Performance Test Procedures (FPT’s) for systems to be commissioned.

b. Completed Final FPT’s will be distributed to all appropriate members of the Commissioning Team for review and comment.

c. Final FPT’s will be issued once comments are reviewed and incorporated into final documents as appropriate.

d. Deliverables: Pre-Final and Final Systems Functional Performance Test Procedures (FPT’s).

22. Review Operations & Maintenance Manual:

a. The Commissioning Agent shall review Operations and Maintenance Manuals submitted by contractors for general conformance with specifications and VA’s requirements.

b. If provided with the manuals, Review Preventive Maintenance Schedules provided as part of the O&M Manuals for completeness. Verify that data is provided in a manner consistent with VA process for managing Preventive Maintenance tasks.

c. Review of O&M Manuals will include a review of system and component warranties to confirm conformance with contract requirements and adequate documentation of warranty contact information and VA obligations.

d. Review of O&M Manuals shall be completed in accordance with the Submittal Review schedule requirements.

e. Deliverable: Updated Commissioning Issues Log.

23. Review Contractor Equipment Startup Checklists and PFC’s.

a. The Commissioning Agent will review all contractor prepared Equipment Startup Checklists, and PFC’s to confirm that the systems are have been subject to appropriate Quality Control and Start Up procedures prior to initiation of Functional Performance Testing. Incomplete work, inadequate preparation and deficiencies will note noted and tracked on the Commissioning Issues Log.

b. Deliverable: Commissioning Issues Log.

24. Prepare Systems Manuals:

a. The Commissioning Agent shall work with the design team, contractor and VA to develop Systems Manuals. Manuals will contain system design, operations and sequence information that describes the design intent, operational features and appropriate operational practices necessary to sustain the system operation in accordance with the Design Narrative and the VA’s overall objectives for the facility.

b. Systems Manual will include sections for each major system included in the commissioning process.

c. Deliverable: Project Systems Manual.

25. Training Plan Review:

a. The Commissioning Agent shall collaborate with the Prime Contractor and installing subcontractors to develop effective contractor and manufacturer training plans and agendas for general conformance with specifications and VA’s requirements. Observe training for quality of training and for general conformance with the training plan and agenda.

b. The CxA shall observe contractor and vendor training for critical systems. The Contractor shall provide and the CxA shall maintain all attendance records and associated agendas and presentations for all training sessions. Attendance records shall be written original sign in sheets for each training session

c. Deliverables: Compiled Training Plan, Individual Training Agendas, Training Attendance Sign In Sheets.

26. Systems Training:

a. The Commissioning Agent will conduct training sessions to provide systems-level training for O&M personnel. Training will include:

● Review of system design, capacity, and equipment selection

● Review of system operating sequences

● Review of interconnection with other systems

● Review of Emergency operating procedures

● Review of the Project Systems Manual and its Use

● Student Evaluation forms

b. The number, duration and scope of the Systems Training sessions shall be determined by the specific requirements of the project.

c. The training provided by the CxA does not in any way relieve the Contractor from any specified training obligations.

d. Deliverable: Systems Training Presentations (electronic).

27. Final Commissioning Report:

The Commissioning Agent shall compile a comprehensive commissioning report documenting all commissioning activities, including but not limited to the following:

a. Executive Summary

b. Commissioning Scope of Work

c. Test methods and results

d. Outstanding commissioning issues

e. Comprehensive Commissioning Issues Log, including resolved items and a description of their resolution,

f. Commissioning plan,

g. Field Observation Reports, Status reports and other field activity documentation,

h. Submittal and O&M manual reviews

i. Training record

j. Completed Pre-Functional Checklists

k. Completed Functional Performance Test protocols and support documentation

l. Other support documentation developed as part of the execution of the project Construction Phase Commissioning Process

m. Deliverable: Final Commissioning Report

28. Deferred and/or Seasonal Testing:

a. The Commissioning Agent shall witness and document Systems Functional Performance Testing that was deferred to allow systems to be tested in appropriate seasonal conditions. Testing will be conducted in accordance with Systems Functional Performance Test Procedures. Testing support will be required from the installing contractors, EMCS Vendor and VA. Requirement for seasonal testing will be incorporated into the project specifications.

b. As part of the Seasonal Testing Effort, the Commissioning Agent shall review systems operations with the onsite operations team and reinforce training and best operating practices of the operations team

c. Deliverables: Executed Functional Performance Test and Support Documents, Commissioning Issues Log

29. Warranty Period Site Visits:

a. The Commissioning Agent shall make quarterly visits to the project site to reinforce training, evaluate performance of the installed systems and provide technical support to the operating team to sustain commissioned performance of the systems.

b. Deliverable: Warranty Site Visit Reports.

30. Post-Occupancy Inspection:

Return to the project approximately 10 months after substantial completion to review the building operation with the facility occupants and O&M staff, and to discuss outstanding issues related to commissioning. Provide suggestions for improvements to systems operation including,

a. Measurement & Verification Issues,

b. Re-Commissioning Tasks, and

c. Improvements in Preventive Maintenance or Operational Strategies

d. Assist facility staff in developing warranty issues, documents and requests for service to remedy outstanding problems.

e. As part of the Post Occupancy Inspection, the Commissioning Agent shall analyze the energy consumption records from the project site (both utility and system generated reports) and provide the team with an analysis of actual system energy performance versus predicted performance. To the extent possible, deficiencies in performance shall be analyzed to provide an understanding of the systems, components or operating strategies that may be operating outside predicted parameters.

f. Deliverables: Post Occupancy Field Visit Report, Commissioning Issues Log, Warranty Issues Report, Systems Energy Review Report.

31. Final Commissioning Report Amendment:

a. Amend Final Commissioning Report to document the Warranty Phase commissioning activities.

b. Deliverable: Final Report Amendment.

III Overall Design Process

The A-E shall develop formal schematic design documents in accordance with minimum submission requirements specified in the applicable VA Program Guides. These submissions shall be based on all of the material furnished by the VA, all informal design reviews/discussions, and all applicable VA Design Criteria, Design Guides, Design Standards, etc. The following formal design reviews and meetings with the COTR will be completed:

a. Kickoff meeting to discuss project goals, criteria, A-E design quality control, and to establish the protocol and agenda for the design.

b. One review sessions for the Schematic Design (SD) 35% complete.

c. One review session for Design Development (DD) at 65% complete.

d. One review session for the Construction Document (CD) at 100% complete.

VA Design Guide and Codes: Construction documents shall comply with this design manual, and the current editions of VA Program Guides, VA Handbooks, and VA Master Specifications.

The VA functions as the Authority Having Jurisdiction (AHJ) for all VA facilities projects and has responsibility to guard against public health and safety through enforcement of its own standards.

The design shall also meet the provisions of the current edition of:

a. PG-18-12 Pharmacy Service Guide, dated April 1, 2018. Planning, design, and construction of all VA pharmacies must be in accordance with PG-18-12 Pharmacy Service Guide, dated April 1, 2018. The more stringent code and/or standard are to be applied to VA facilities. Requirements of PG-18-12 are not to be construed as authorization or permission to disregard or violate applicable local codes and regulations.

b. PG-18-9 Space Planning Criteria, Pharmacy Service, dated October 3, 2016.

c. <797> Pharmaceutical Compounding – Handling in Healthcare Settings (2019)

d. <800> Hazardous Drugs – Handling in Healthcare Settings (2017).

e. VA Architectural Design Manual, dated August 1, 2014.

f. VA HVAC Design Manual, dated November 1, 2017.

g. VA Electrical Design Manual, dated December 2017.

h. VA Lighting Design Manual, dated December 2015.

i. VA Physical Security Design Manual for Mission Critical Facilities, dated January 2015.

j. VA Hole Building Commissioning Process Manual, dated May 1, 2013.

k. PG-18-10 Interior Design Manual for New Construction and Renovation of Hospitals and Clinics for staff and administrative areas and

l. PG-18-14 Room Finishes, Door and Hardware Schedule

IV Design and Construction Schedule, Meetings, Site Visits and Fees

a. Construction Cost Limitation (CCL): The following construction cost limitations shall pertain for the construction and design contracts. Dollar amounts listed are estimates of available funds and the bid package will be structured around funds available, or estimated to be available, at the time of construction contract negotiation.

FY2020 Construction: $364,000.00

SUBMISSION AND COMPLETION SCHEDULE (Calendar Days)

SCHEMATIC DESIGN DOCUMENTS (SD)

Deliver 35% schematic design documents to VAMC and Contracting Officer not later than…. ....4 weeks from NTP Review Material with VAMC within.… ....21 days

DESIGN DEVELOPMENT DOCUMENTS (DD)

Deliver 65% design development documents to VAMC and Contracting Officer not later than.… ....11 weeks from NTP Review Material with VAMC within.… ....21 days

CONSTRUCTION DOCUMENTS (CD) – Includes Project Manual

Deliver revised 100% construction documents to VAMC and Contracting Officer not later than.… ....18 weeks from NTP Review Material with VAMC within…. ....21 days

Deliver corrected 100% construction document bid package to VAMC and Contracting Officer not later than…. ....24 weeks from NTP

DELIVERABLES (35% SD):

Drawing Set (Electronic PDF) 1 EA Outline Specification Manual (Electronic PDF) 1 EA Design Narrative/Design Analysis (Electronic PDF) 1 EA Cost Estimate (Electronic PDF) 1 EA

DELIVERABLES (65% DD):

Drawing Set (Electronic PDF) 1 EA Specification Manual, edited with strike through lines shown (Electronic PDF) 1 EA Design Narrative/Design Analysis (Electronic PDF) 1 EA Cost Estimate (Electronic PDF) 1 EA

DELIVERABLES (100% CD):

Drawing Set (Electronic PDF) 1 EA Specification Manual (Electronic PDF) 1 EA Cost Estimate (Electronic PDF) 1 EA

DELIVERABLES (Corrected 100% CD):

Full Size Drawing Set (ANSI D: 22” x 34”) 2 EA Specification Manual 8” x 11” 2 EA Cost Estimate 8” x 11” 2 EA CADD Source Files (AutoCAD and Adobe PDF) 1 SET Specification Source Files (MS Word and Adobe PDF) 1 SET

SITE VISITS

The A-E shall provide design personnel for site visits during the construction period, per the applicable paragraph of the Special Provisions of the design contract, in the quantities listed below. The attendance required for each visit shall be determined based on the need expressed by the COR.

Discipline

3-Day Charrette

(Man Days)

Number of Investigative Site

Visits

(Combine w/ Meetings)

Number of Design Review

Meetings

Number of Construction

Administration (CA) Meetings and Site

Visits

Architect n/a 2 3 12

Interior Designer n/a 0 0 0

Structural n/a 0 0 0

Civil n/a 0 0 0

Geotechnical n/a 0 0 0

Environmental n/a 0 0 0

Mechanical Engineer n/a 2 3 0

Electrical Engineer n/a 2 3 0

Estimator n/a 0 0 0

Total n/a 6 9 12

V General Design Services and Requirements (As applicable from Part II – Project Scope)

a. Existing Site conditions – The A-E must analyze and verify existing site conditions.

b. Materials – The A-E shall specify materials that are combatable with the AVAHCS main campus.

c. Design Standards and Manuals – The A-E to follow applicable VA Design Manuals, VA Standards, VA Design Guides, VA Handbooks, local, state and Federal codes and regulations. VA standards can be located at http://www.cfm.va.gov/TIL/.

d. Construction Package – The A-E shall prepare a completely designed construction package consisting of full plans, specifications, detailed cost estimate, phasing, bid items, and other services as requested.

e. Demolition – Will be identified, as applicable, for each T.O. If demolition is applicable, the work may require investigation of hazardous materials and preparation of hazardous materials demolition drawings.

f. Project Management and Quality Control – The A-E awarded the project as either prime or subcontractor shall lead the project and act as the primary quality control architect and final binder of contract documents.

VI General A-E Services (As applicable from Part II – Project Scope)

Perform all A-E services that are required under this Task Order (T.O.) in accordance with base contract.

Specifically, to this T.O, the A-E will:

a. Professional and Technical Accuracy – The A-E shall be responsible for the professional and technical accuracy of all work and material furnished under this T.O., as well as the coordination of all data, reports and other items that are required. Members of the design team assigned to T.O. shall meet the professional requirements identified by the State of Illinois. In general, this T.O. will directly refer to individual discipline qualifications when a project requires explicit and particular emphasis. In addition

1. The A-E shall correct any errors and deficiencies in their performance without additional cost to the Government.

2. A corporate member of the principal A-E firm shall sign every drawing. This is required in addition to professional registration stamps.

3. Immediately upon award, the A-E shall apply for all the necessary passes for A-E personnel and vehicles to enter VA in accordance with the latest applicable requirements.

b. Design Development – Under this T.O. a Design Bid Build (DBB) construction contract package (i.e., drawings, specifications, Basis of Design (BoD), design analysis, engineering calculations, cost estimate, etc.) shall be accomplished in accordance with VA Standards, Design Guides and VA Manuals. The schedule for submittals will occur at the 35% (Schematic Design) drawings and specification, 65% (Design Development) drawings and specification, 100% (Construction Documents) drawings and specification, and Final (Corrected Construction Documents) drawings and specification.

c. Design Schedule – The Government review time will be 14 calendar days after submittals are received during which the A-E shall stop working on the documents. However, on projects with urgent completion dates, "over the shoulder" review meetings may be scheduled to accelerate the Government review process at the Government’s discretion.

d. Reproduction Requirements – Provide reproduction of design documents required during the design stages.

e. Available Data – Pertinent VA data and files will be made available to the A-E. The A-E shall be responsible for checking the accuracy of all data used and payment of all applicable costs and/or fees.

Any reports and/or data information is only for the A-E's information and is not guaranteed to fully represent all conditions. The Government shall not be responsible for any interpretation or conclusion by the A-E’s drawn from the data or information.

f. Construction Procurement Strategies – The method used to procure the required construction services is IFB.

g. Field Investigations/Site Visits – Prior to each field investigation…