515-317 AE Instructions FINAL - 4-3-21.pdf

A/E Submission Instructions Page i 515-317, Expand Community Living Center, Buildings 83 & 84

Department of Veterans Affairs

VA Medical Center

Battle Creek, MI

A/E Submission Instructions

Project 515-317 Expand Community Living Center, Buildings 83 & 84

• Schematics

• Design Development

• Construction Documents

• Solicitation Support Services

• Construction Period Services

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

A/E Submission Instructions Page ii

MEDICAL CENTER PROJECTS

Table-of-Contents

I. GENERAL

A. INTRODUCTION

B. A/E RESPONSIBILITIES

C. SUBMISSION POLICY

D. QUALITY ASSURANCE/QUALITY CONTROL

E. ADDITIONAL SERVICES

F. CRITICAL PATH METHOD

G. SOLICITATION SUPPORT SEVICES

H. CONSTRUCTION PERIOD SERVICES

I. CODES, STANDARDS AND EXECUTIVE ORDERS

II. SUBMISSIONS

A. SITE DEVELOPMENT

B. ARCHITECTURAL

C. FIRE PROTECTION

D. INTERIOR DESIGN

E. STRUCTURAL

F. PLUMBING

G. SANITARY

H. HVAC

I. ELECTRICAL

J. EQUIPMENT

K. STEAM GENERATION

L. STEAM DISTRIBUTION (OUTSIDE)

M. SOLID WASTE DISPOSAL SYSTEM (INCLUDING INCINERATION)

N. AUTOMATIC TRANSPORT

O. ASBESTOS ABATEMENT

P. SPACE PLANNING

Q. CRITICAL PATH METHOD (CPM)

A/E Submission Instructions Page iii

Table of Contents (Cont.)

R. ESTIMATING

S. SPECIFICATIONS

T. FINAL BID DOCUMENTS

III. DISTRIBUTION OF A/E MATERIAL

A. SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

B. GENERAL NOTES

A/E Submission Instructions 1

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

I. GENERAL

A. INTRODUCTION

1. This document contains information and minimal submission requirements or contract documents specified in the A/E contract.

2. The Architect/Engineer shall provide design services necessary to furnish:

Conceptual Floorplan options, Schematic Design, Design Development, Construction Documents, Technical Specifications, Solicitation Support Services, Construction Period Services, Site Visits, Cost Estimates, As- Built Documentation, and all other related information for Project 515-317, Expand Community Living Center, Buildings 83 & 84 at the VA Medical Center in Battle Creek, Michigan.

The AE will provide multiple concepts that will allow the Medical Center to maintain a minimum of 105 resident beds between Buildings 83, 84 and

200. There are currently 40 beds in Building 83, post renovation. Building 84 currently has 65 beds, but this will change during the design.

Based on the results of the Criteria Review Conference the Architect/Engineer shall come up with a minimum of 3 different layout ideas during the schematics phase of the design for renovation and expansion, for review with the VA. After review of the proposed layouts one will be selected as the basis for the renovation design/layout; include in the selected layout any changes discussed during the layout selection meeting.

The A/E is expected to thoroughly review the affected areas, including areas hidden by equipment, ceilings, and walls to the best of their ability to capture all possible interferences with existing electrical, mechanical, and structural materials so that all the proposed layouts will be practical and feasible given the MCC. As-built drawings will be provided for reference during design but shall only be used to supplement field investigations so that all existing conditions are included in the design. The AE shall be responsible for deciding what record drawings or as-built drawings are patinate, relevant, and useful.

The following are what the station feels the concepts would be:

A/E Submission Instructions 2

• 8,000 square foot addition to both Buildings 83 and 84. The additions will contain two floors with five (5) bedroom suites per floor and one floor of storage to support the CLC operations. The suites will contain attached bathrooms, with showers, along with sleeping areas. A new enlarged delivery dock on the south end of Building 84, along with reworking the rear entrance to Building 200 to make it more customer friendly.

• An addition to both sides of Building 200 with one side containing an entrance drive and bedroom suites above and the other side being a multi-story bedroom addition. A new enlarged delivery dock on the south end of Building 84 will be necessary.

• The AE should study the overall buildings and develop two additional alternatives.

In addition, the project should renovate at least one of the 18,600 square foot floors of Building 84 to meet guidelines for patient privacy found in the Small House Model and make necessary modifications to both Buildings 83 and 84 to allow the tie in of the new wings. Included in the renovation of Building 84 will be a complete replacement of the windows to include the restoration of the arched units on the enclosed porches. Replacement of all windows in Building 83 will also be included as an alternate.

The AE shall be responsible for reviewing the Facility Asbestos Survey, provided after award by the Battle Creek VAMC. The AE shall team with a hazardous materials testing firm to verify assumed ACM and for design of asbestos mitigation plans and specifications.

The AE shall team with a 3rd party commissions agent during design. The AE shall coordinate with the Commissioning agent during design as well as during CPS. The Commissioning agent subconsultant shall be responsible for commissioning of the design during/after construction.

All designs are required to have an independent, third-party Fire and Life Safety review of the 65% DD Package and the 95% CD Package. This review will be coordinated by the VA COR. The design firm shall collaborate between the VA and an independent life safety reviewer throughout the project.

This design will require input from the Michigan State Historical Preservation Office (SHPO), due to the historic nature of the buildings.

Following the selection of the desired concept, the AE will produce several renderings that will be part of a package, also developed by the AE, that will be submitted to the SHPO for their review and approval. AE should be familiar with the SHPO review process.

A/E Submission Instructions 3

The AE Firm will be required to complete privacy training prior to beginning any work. Contractor shall not have access to Department of Veterans Affairs' computer systems. All Contractors and Subcontractors are required annually to read and sign the Privacy Training document to be provided after award. The contractor shall provide to the contracting officer and/or the COR a copy of the privacy training certificates for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign privacy training VA20939, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until the training and documents are complete

3. The AE will receive a total of 561 days to complete the design, broken down as listed in the design instruction, time will include the required government review between stages.

4. The AE shall develop and provide a Critical Path Method (CPM) Schedul in accordance with VA Master Specification Section 01 32 16.01 Architectural and Engineering CPM Schedules, attached.

5. MCC: $15,175,839.35

6. Coordinate all activities with the VA Medical Center (VAMC). Hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

7. Final approved Schematic documents shall be the basis for the development of the Design Development phase. Likewise, final approved Design Development documents shall be the basis for the development of the Construction Documents phase and the approved Construction Documents will be the basis for the Bid Documents. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

8. VA will review all submittals for functional and aesthetic relationships.

However, no further functional decisions are anticipated after the Design Development phase.

9. Provide a design narrative/analysis for each technical discipline (e.g., architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

A/E Submission Instructions 4

The design narrative/analysis for the SD phase shall include photographs of the existing conditions and of all existing equipment included in the project.

10. Provide individually packaged drawings for each submission to each unit specified in the "Distribution of A/E Materials" section.

11. Bid document must be approved by the Multidisciplinary Medical Center Review Team. Submit final drawings (Bid Documents) on CD to be used with the BIM/Revit version at the VAMC. Submit instructions on the use of the disks along with a complete listing of all layers that are used.

B. A/E RESPONSIBILITIES:

1. Contract documents shall meet or exceed the requirements of this document.

2. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. Each A/E discipline shall receive a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard Application Guide. The AE is responsible for obtaining the NCS.

3. A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

4. A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

5. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

6. If phasing or critical path method scheduling is going to be required during the construction, the AE will be required to provide a baseline CPM schedule or if no CPM a baseline general schedule to include phasing if required.

C. SUBMISSION POLICY:

1. There is a Schematic* submission, a Design Development (DD**) submission, and a Construction Document (CD***) submission indicated in this guide. The VAMC may alter the submission requirements depending upon the complexity of the project by adding or deleting certain reviews. Where additional reviews might be required, the VAMC will issue, at their discretion, a detailed

A/E Submission Instructions 5

“Statement of Task” or supplemental instructions to the A/E, which would be provided at the time of solicitation for a fee proposal.

2. At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "SCHEMATIC SUBMISSION", “DESIGN DEVELOPMENT SUBMISSION”, “CONSTRUCTION DOCUMENT SUBMISSION”, or “BID DOCUMENT SUBMISSION” in large block letters above or beside the VA standard drawing title block. The cover page should include a locality map and a map of the station indicating affected areas. The cover should also include the project title and project number. All other pages should indicate the project name and number. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review.

3. Submission Schedule:

Issuance of the Notice of Award - Day 1

Kickoff Review Meeting - 21 calendar days after issuance of notice of Award.

Concept Package - Due no later than 60 days after Kickoff meeting.

VA Review of Concept - 30 calendar days (estimated)

Submit Schematic (SD) (35%) - Due no later than 90 calendar days after

Contracting Officers Representatives approval of concept. Including SHPO review time.

VA Review of SD - 30 calendar days (estimated)

Submit Design Development (DD) (65%) - Due no later than 120 calendar days after receipt of Contracting Officers Representatives approval of 35% Schematic Design Submission.

VA Review of DD - 30 calendar days (estimated)

Submit Construction Documents (CD) (95%) - Due no later than 90 calendar days after receipt of Contracting Officers Representatives approval of 65% Design Development Submission.

A/E Submission Instructions 6

VA Review of CD 30 calendar days (estimated)

Bid Documents (BD) (100%) - Due no later than 60 calendar days after receipt of Contracting Officers

Representatives approval of 95% Construction Documents.

The total design period of performance of 561 calendar days after issuance of

Notice of Award.

D. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

2. Two Weeks after Receipt of the Notice of Award: Submit a detailed

QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

3. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

E. ADDITIONAL SERVICES:

If additional services (i.e. surveys, soil borings, asbestos surveys, water flow testing, or lead surveys), are necessary to be performed by consultants, submit criteria for the work to be performed to the VAMC Contracting Officer as soon as possible. Upon approval of the criteria, submit proposals and qualifications of at least three firms being considered for the work in accordance with the contract procedures (CP1) of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval. A/E should submit survey information for the Schematic Review.

F. CRITICAL PATH METHOD PHASING MEETINGS

A/E Submission Instructions 7

A. If required and prior to submission of Schematic material, the A/E shall meet with the VAMC’s Project Manager to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for recording the phasing requirements.

B. Submit a phasing narrative and phasing plans (on reduced size plans) within two weeks after each phasing meeting to the VAMC Project Manager. VA will review these submission(s) and return comments to the A/E within two weeks of receipt. The A/E will then use this information in preparing their schematic, design development, and construction document submissions.

G. SOLICITATION SUPPORT SERVICES (OPTION ITEM)

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

The following is a list of solicitation support services the AE is expected to perform for the above listed project:

1. AE shall provide solicitation support services during the construction period’s solicitation phase. Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

2. The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

3. Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

4. Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period.

Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

5. Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement.

6. Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

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

H. CONSTRUCTION PERIOD SERVICES (OPTION ITEMS)

The following is a list of construction period services the AE is expected to perform for the above listed project:

1. Pre-bid Conference – AE is NOT expected to attend the pre-bid conference with the interested contractors, the COR and the Contracting officer.

2. Pre-Construction Conference – AE is expected to attend the pre-award conference with the selected contractor, the COR and the Contracting officer and provide clarification, if possible, for items brought up during the conference. AE will take minutes and provide this information for the COR and Contracting Office.

3. RFI’s – the A/E is expected to acknowledge all (bidding and construction) RFI’s within 48 hours of receipt. The A/E is expected to provide a response/solution to all construction RFI’s within five (5) calendar days of receipt.

4. Change Orders and Change Order Estimates – Review contractor's cost estimates and provide recommendations to the VA. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

5. Construction Progress meetings – The A/E is expected to take attendance and minutes during all construction progress meetings. A “Draft” copy shall be sent out within 24 hours to all meeting attendees for comments/corrections. After 48 hours of the “Draft” release, if no comments are made, then minutes shall be considered “accepted” and resent to attendees as accepted meeting minutes. If corrections are required, then accepted meeting minutes shall be sent out within five (5) calendar days of meeting.

6. Site Visits – A/E is expected to visit the site periodically during construction to verify that the work has been installed per specification.

There will be 25 site visits, not to include a final site visit/verification listed below.

7. Final (Punch List) Site Visit – AE is expected to accompany the COR and contractor on a final site visit at the completion of the project. AE will verify that the punch list items for each building have been completed to

A/E Submission Instructions 9 specification. Punch list will be provided to both the COR and the contractor.

8. As-Built Drawings – The AE will provide as built drawings for the affected areas upon completion of the project. As-built drawings should be in the current REVIT/BIM version in use by the medical center. The AE will provide electronic as-built drawings in the current AutoCAD version in use by the medical center.

I. CODES, STANDARDS AND EXECUTIVE ORDERS

A. VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

• VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (www.cfm.va.gov/til/).

• International Building Code (IBC) (Only when specifically referenced in VA Design Documents, see notes below)

• NFPA 101 Life Safety Code (see notes below)

• NFPA National Fire Codes, with the exception of NFPA 5000 and NFPA

• Occupational, Safety and Health Administration (OSHA) Standards.

• VA Seismic Design Requirements, H-18-8

• National Electrical Code (NEC)

• International Plumbing Code (IPC)

• Safety Code for Elevators and Escalators, American Society of

Mechanical Engineers (ASME) A 17.1.

• ASME Boiler and Pressure Vessel Code

• ASME Code for Pressure Piping

• Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, Barrier Free Design Guide (PG-18-13)

• Building Code Requirements for Reinforced Concrete, American Concrete

Institute and Commentary (ACI 318)

• Manual of Steel Construction, Load and Resistance Factor Design

Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

• Energy policy Act of 2005 (EPAct)

• DOE Interim Final Rule: Energy Conservation Standards for New Federal, Commercial and Multi-Family High-Rise Residential Buildings and New Low-Rise Residential Buildings, 10 CFR Parts 433, 434 and 435.

• Federal Leadership in High Performance and Sustainable Buildings:

Memorandum of Understanding (MOU)

A/E Submission Instructions 10

• Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management.

• The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification.

• Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1- 2004.

• Safety Standard for Refrigeration Systems – ASHRAE Standard 15 – 2007.

B. As an agency of the federal government, VA is not subject to local imposition of code enforcement procedures (drawing reviews, building permits, inspections, fees, etc.). VA must function as the Authority Having Jurisdiction (AHJ) and thus has the responsibility to guard public health and safety through enforcing its adopted codes. However, local authorities should be notified about planned projects and given opportunity to review drawings provided that VA does not pay for review or inspection fees.

A/E Submission Instructions 11

II. SUBMISSIONS

A. SITE DEVELOPMENT: Submit the following:

Site Development: Schematics* DD** CD***

Narrative Analysis of site Circulation study Phasing analysis Parking analysis Development concept showing proposed buildings and structures

Landscape drawings with plant groupings

Topographic, utility, and landscape survey

Demolition plan Layout plan showing location of:

• Building and structures

• Roads

• Fire Access

• Parking

• Accessible spaces

• Van spaces

• Mechanical and electrical equipment on grade

• Future expansion

• Off-site roads

• Off-site utilities

• Service area(s)

• Entrances and exits

• Walks

• Inlets

• Contractor's staging area

• Vertical and horizontal road alignment

• Paving joint patterns Grading plan showing:

• Existing contours

• Proposed contours

• Spot elevations at structure corners, entrances, equipment pads, etc.

A/E Submission Instructions 12

Site Development: Schematics* DD** CD***

• First floor elevations

• Rim and invert elevations on storm drainage fixtures

• Erosion and sediment control Rock excavation (quantity) Planting plan showing:

• List of plant material

• Limits of irrigation Site details Landscape details Signage plan and schedule Specifications

* Submit site and landscape plans at an appropriate scale to show all work involved.

** Submit site and landscape plans at same scale as topographic/utility survey incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated site and landscape plans incorporating all revisions required by comments from the design development phase.

B. ARCHITECTURAL: Submit the following:

Architectural: Schematics* DD** CD***

Location of:

A/E Submission Instructions 13

• Rooms1

• Doors2

• Corridor(s)3

• Basic column grid/sizes

• Expansion and seismic joints

• Electrical closets

• Equipment rooms

• Signal and telephone closets

• Mechanical shafts and space

• Stair(s)

• Ramp(s)

• Elevator(s)

• Automatic Conveyances Floor Plans/Drawings:

• All floors (new and renovated)

• Penthouse

• Roof plan

• Pipe basement

• Pipe tunnel

• Reflected ceiling4

• Equipment floor plans 1:50 (1/4 inch) scale5

• Demolition plans6 Room names and numbers7 Program net/designed net Exterior dimensions/total building gross area

Size and shape of all departmental functions and services9

Exterior building elevations10 Finish floor elevations11 Door locations, sizes, and swings Wall thickness and chase walls Handrail location/dimensions Fixed equipment Equipment elevations and details Plumbing fixtures Wheelchair accessible facilities Wall sections12 Building sections13

A/E Submission Instructions 14

Finish grades at corners, entrances, exits, platforms and ramps

Fire and smoke rated partitions14 Lead-lined and radio-frequency-shielded partitions14

Fire extinguisher cabinets14 Spray-on fire proofing (see fire protection)

Construction details15 Drafting symbols, abbreviations, and general notes

Door, window, and louver schedules Interior details, elevations, sections Finish schedule16 Graphics and signage17 Color rendering **** Specifications Lead abatement18 Lead abatement specification19

* Submit, as a minimum, a single line layout for at a scale not less than 1:100 (1/8 inch). A scale of 1:200 (1/16 inch) is acceptable for architectural floor layout if an entire floor cannot be shown on one sheet. Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

**** Submit at Concept Stage

B. NOTES:

1. Use lines between spaces to indicate the centerline of the partition (for schematics only).

2. Indicate doors with a slash mark.

3. Along the corridor, the line shall represent the corridor side of the partition.

A/E Submission Instructions 15

4. Indicate ceiling mounted equipment, lighting fixtures, air diffusers, registers, tracks, and other significant elements.

5. Identify all equipment for each room. Indicate and coordinate all equipment with the Equipment Guide List (Program Guide 7610) and Activated Equipment List. Use VA standard symbols and notation to distinguish between contractor-furnished and installed (CC), VA-furnished contractor-installed (VC), VA-furnished and installed (VV), VA-furnished with construction funds [VC(CF) and VV(CF)], and relocated (R) equipment. Equipment floor plans are not required for the offices, consultation rooms, classrooms, conference rooms, and waiting rooms within the above departments. Draw equipment details which are necessary for major decisions, though complete detailing is not required for this submittal.

6. Indicate existing finish schedule and notes on plan.

7. Label as required for schematic drawings. Coordinate new room numbering with medical center.

8. Use the same names on drawings as those used in the space program.

Provide area figures in fractional form, e.g., 400/390. Indicate space provided, but not called for in the space program, as: -/390.

9. Label each service or activity listed in the Project Scope Data of the Design Program and indicate boundaries with a distinctive line. Include the activity code number (see Handbook 7610).

10. If the project requires exterior work, show all facades indicating massing, proposed fenestration and the building relationship to adjacent structures and the finish grade. Show all significant building materials, including their colors, any proposed roof top mechanical equipment, architectural screens, skylights, and stacks on the elevation drawings. If building is designed for future expansion (vertical and/or horizontal), delineate elevations with and without the future expansion. If project is an addition, show elevations of the existing building in sufficient detail to illustrate the relationship between the new and existing in terms of scale, material, and detail.

11. Define the relationship of the finish ground floor to finish grade at major entrances and docks.

12. Indicate construction including fire resistance rating, building materials and systems, and proposed sill and head heights of openings. Indicate both new and renovated areas on form provided by VA.

A/E Submission Instructions 16

13. Define building configuration. Draw sections at the same scale as floor plans, normally 1:100 (1/8 inch). If the building abuts an existing structure, indicate in the section how the new floor elevations align with existing.

14. Identify psychiatric areas where special considerations are required to ensure the safety of patients (e.g. hard ceilings, safety glazing, etc.).

15. Indicate new building components and systems, such as window design, roofing system, special entryways, building "skin", and any special architectural elements for the project. Complete detailing of miscellaneous items is not required for this submission.

16. Indicate all building systems, materials, and future expansion, if applicable.

17. Submit a drawing for all which is part of the construction contract.

18. Provide square meters (feet) of lead paint and x-ray shielding to be removed.

19. Format provided in SPECIFICATIONS. If there is no VA master specification, develop contract specification that is in compliance with regulations of the Environmental Protection Agency.

C. FIRE PROTECTION: Submit the following:

Fire Protection: Schematics* DD** CD***

Fire protection narrative:1

• Fire and smoke separation

• Fire sprinkler/standpipe system

• Size of fire pumps

• Water supply available/max.

demand

• Water flow testing results

• Fire alarm systems2

Existing to be modernized Base loop system for interface of new construction

• Kitchen extinguishing systems

• Size of air handling unit

• Exit paths from each zone

• Distances to stairs

• Occupancy of each area

• Exit calculations for each floor

• Smoke control features

A/E Submission Instructions 17

Fire Protection: Schematics* DD** CD***

• Sprinkler zones

• Fire alarm zones

• Smoke zones

• Building water supply

• Interior sprinkler supply lines

• Standpipes

• Fire extinguisher cabinets

• Fireproofing of structural members

• Sprinkler/standpipe riser supply piping

• Termination of sprinkler main and inspector test drains

• Sprinkler alarm valves

• Waterflow and tamper switches

• Sprinkler system fire department connections

• Sprinkler design hazards per

NFPA 13

• Exit signs and emergency lighting

• Occupied areas not protected by automatic sprinklers

Calculations Estimated capacities for proposed air handling units in cubic meters (cubic feet) per minute

Location of:

• Fire alarm system

• Annunciator panels

• Pull stations

• Flow switches

• Audio-visual devices

• Smoke detectors

• Duct smoke detectors

• Smoke dampers

• Fire dampers

• Fire alarm risers5

• Exit signs

• Emergency lighting

A/E Submission Instructions 18

* Submit, as a minimum, a single line layout for at a scale not less than 1:100 (1/8 inch). Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

C. NOTES:

1. Indicate NFPA 220 and UBC fire resistive rating of the building, NFPA 101 occupancy type, and fire protection code analysis to access compliance with

NFPA 101.

2. Determine type, features, age, reliability, compliance with present day codes, capacity, zoning, supervision, control panel and power supplies, initiating devices and circuits, and auxiliary functions for existing fire alarm system. Indicate manufacturer, model number, voltage, and wiring style of existing alarm systems and devices. Provide recommendations for the proposed fire alarm work.

3. Provide information to meet JCAHO requirements; e.g. location of all fire rated barriers, smoke barriers, exit signs, fire extinguishers, manual pull stations, smoke detectors, and sprinkler flow switches. Show all interim life safety measures such as temporary systems Fire Alarm, Sprinkler, and Smoke.

4. At DD Submission, add room names, room numbers, door locations and swings, smoke and fire rated partitions, sprinkler/standpipe risers to floor plans.

Identify psychiatric areas on drawings so areas for institutional type heads are identified. Add location of all valves (post indicator, sectional) and backflow preventer if provided.

5. Show new equipment and/or the necessary changes involved if modification to the existing system is required. Include any recommendations where certain requirements of VA criteria might be waived, in order to allow the existing equipment to be reused.

D. INTERIOR DESIGN: Submit the following:

Interior Design: Schematics* DD** CD***

Written interior design concept1 Illustrate overall design solution2 Material and finish samples

A/E Submission Instructions 19

Interior Design: Schematics* DD** CD*** Sketches Design solution for interior spaces:

• Perspectives

• Plans

• Details

• Elevations

• Sections

• Wayfinding

• Floor patterns

• Wall patterns

• Lighting

• Signage

• Handrails

• Bumper guards Specification section 09050 Finish schedule Exterior colors and materials Sample boards for interior and exterior materials, products, and finishes

Edited carpet and wallcovering specifications

Keyed Finnish plans Interior design details, elevations, and sections

1:100 (1/8 inch). Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch)

D. NOTES:

1. Provide a document of data collected in interior design programming.

Include collection and analysis of data from the VAMC project coordinator and interior designer. Data includes, but is not limited to the following: existing interior and exterior design and materials, light, safety, patient profile, customer’s “vision” or desired image, public vs. private spaces, complete signage package, A/E Submission Instructions 20 goals of customer, relationship to existing facilities, future expansion/renovation plans, regional influences, etc.

2. Discuss and illustrate the overall design solution for the primary areas of the project using marked-up floor plans, loose sketches, and material and finish samples. Use broad categories of materials, finishes, color palettes, patterns, textures, and scales. Separately group all major neutral background materials and finishes that will be used and discuss how they will be integrated with all other materials and finishes on the project. Include all primary and secondary corridors, typical patient and toilet rooms, lobbies, atriums, eating spaces, chapels, waiting rooms, and exam rooms. Show the relationship among departments and functions, and between public and private spaces.

E. STRUCTURAL: Submit the following:

Structural: Schematics* DD** CD***

Three alternative structural systems for typical bays1

Supporting calculations2 Cost estimates for each system3 Recommend preferred system Column locations Shear load resisting elements4 Boring location plan5 Structural plans6 Sections Details Size/location of:

• Columns

• Beams Lateral load resisting elements Load bearing walls Slabs Foundations Elevations Schedules General notes Boring logs Subsurface investigation report Estimated quantity of rock Specifications

* Submit, as a minimum, a single line layout for at a scale not less than importance, at a scale of 1:50 (1/4 inch) including equipment.

A/E Submission Instructions 21

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch)

E. NOTES:

1. When only one structural system is possible due to other project requirements, include an explanatory statement and submit only that structural system.

2. Include vertical and lateral load design for CD submission.

3. Include foundation and fireproofing.

4. Indicate existing utilities and structures within, adjacent, or contiguous to the new construction.

5. Upon approval of the subsurface investigation criteria, submit qualifications of at least three consultants being considered for the work together with the proposal of the consultant recommended as most qualified.

6. If there is only a CD submission, provide a Structural Engineering Analysis Submission within six weeks from the Notice of Award including sketches, calculations, and cost estimates of three alternative structural systems for typical bays, boring location plan for subsurface investigation, and consultant qualifications. For vertical expansion projects, analyze existing structure for structural feasibility.

F. PLUMBING: Submit the following:

Plumbing: Schematics* DD** CD***

Narrative:

• Existing plumbing systems to be used and necessary modifications

• New plumbing systems

• New or modified water treatment

• Room names

• Identify

Existing plumbing fixtures w/VA

A/E Submission Instructions 22

Plumbing: Schematics* DD** CD*** numbering system New plumbing fixtures w/VA numbering system

Existing equipment New equipment New medical gas outlets New laboratory gas outlets Plumbing piping

• Size of pipe

• Equipment schedule

• Fire & smoke partitions

• Demolition plans

• Riser diagrams

• Legend, notes, and details Location and size of sprinkler riser, standpipes, and fire pumps (see fire protection)

Location of emergency eyewash and shower equipment

Calculations (equipment & piping) List of Required Contract

Contract Specifications

1:100 (1/8 inch).

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics phase.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase. Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch).

G. SANITARY: Submit the following:

Sanitary: Schematics* DD** CD***

Narrative:

A/E Submission Instructions 23

Sanitary: Schematics* DD** CD***

• Existing sanitary systems:

underground water, sanitary sewers, storm sewers, & fuel gas with sources, disposal methods, storage pressures, condition, etc.

• New sanitary systems

• Provide water analysis & expected yield if well required

• Circulation study to assess emergency vehicle access

Install test well, if well is required.

Utility Plans/Drawings showing existing and new sanitary systems:

• Size of pipes

• Invert elevations of sewers

• Locate/size

Pumps Storage facilities Treatment equipment Fire hydrants Sectional and post indicator valves

Backflow preventer

• Areas of new irrigation system

• New irrigation system

• Profiles of sanitary & storm sewers

• Demolition Plans

• Legend, notes, and details Point of connection to sprinkler system Calculations List of specifications Contract Specifications

* Submit utility drawings at same scale as provided for Site Development drawings.

** Submit utility drawings at same scale as provided for Site Development drawings, incorporating all of the revisions required by comments from the schematics phase.

*** Submit utility drawings at same scale as provided for Site Development drawings, incorporating all of the revisions required by comments from the

A/E Submission Instructions 24 design development phase. Submit legend, notes, and details at a scale not less than 1:100 (1/8 inch).

H. HVAC: Submit the following:

HVAC: Schematics* DD** CD***

Description of HVAC systems Equipment for each functional space Life cycle cost analysis1 Tentative location/sizes:

• Mechanical equipment room

• Principal vertical shafts Block layout of equipment Louvers:2

• Outside air

• Exhaust air

• Relief air Engineering calculations3 Selection of HVAC equipment Catalog cuts of equipment Room by room heating and cooling loads

Zone by zone heating & cooling loads Building block heating & cooling loads Tabulation of steam consumption Psychometric chart for air handling unit Coil entering and leaving conditions Fan motor heat gains Consumption of humidification loads Sound/acoustic analysis Room-by-room air balance charts4 Chilled water plant:5

• Quantity and type of chillers

• Capacity in tons of refrigeration

• Electrical equipment Heating system:

• Total heating load

• Domestic hot water load

• Humidification load

• Equipment steam demand

• Zoning of heating system

A/E Submission Instructions 25

HVAC floor plan:6

• Main supply, return and exhaust ductwork

• Volume dampers

• Fire and smoke partitions

• Fire and smoke dampers

• Smoke detectors

• Automatic control dampers

• Air quantities for each room

• Air inlets/outlets

• Rises and drops in ductwork

• Expansion loops

• Anchors

• Vales

• Drip assemblies

• Balancing fittings Interconnection of HVAC equipment with fire protection equipment (see fire protection)

Plan/section of mechanical equipment rooms

Schematic flow and riser diagrams7 Schematic control diagrams8 HVAC demolition drawings Phasing plan Equipment schedule Seismic bracing VA symbols and abbreviation Selection of

• Pumps

• Fans Sizing and selection of

• Expansion tanks

• Steam to hot water convertor

• Heat exchangers Sound analysis Complete selection data Outside chilled water and condenser water distribution9

Standard detail drawings

A/E Submission Instructions 26

Automatic temperature control drawings10

HVAC specifications

1:100 (1/8 inch). Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch)

H. NOTES:

1. Provide specific design recommendations and full back-up data. Include the heating and cooling capacities of each functional area and the block cooling and heating loads for each new and/or existing building.

2. The locations of these louvers must not allow short circuiting of air from emergency generator exhaust or truck waiting and loading dock areas into air intake etc. Consider factors affecting louver location such as visibility, historical considerations, wind direction, nuisance and health hazard odors (from emergency generator or truck exhausts).

3. Include room-by-room, peak zone-by-zone, and building block heating and cooling loads. Provide a tabulation of steam consumption based on data from all sources. Show correlation between each HVAC zone boundary and architectural floor area correlation between the architectural room numbers and abbreviated/coded room numbers used with computer input data sheets.

4. Show supply, return, exhaust, make-up, and transfer quantities with intended pressure relationships, i.e. positive, negative, or zero with respect to adjoining spaces.

5. Provide pertinent data on accessories such as pumps and cooling tower etc.

Show the extent of the outside chilled water and condenser water piping. Clearly show how the piping will be laid in tunnels, trenches, or by direct burial.

6. Show ceiling clearances, at locations where ducts cross each other, by providing 1:50 (1/4 inch) scale local sections. Show all ductwork, and piping 150 mm (6 inch) and larger in double line. Show separate floor plans for air

A/E Submission Instructions 27 distribution and piping unless waived by VA. Show clearances required for access and maintenance with coil and tube pull.

7. Show typical air handling systems and all hydronic systems with existing capacities and new estimated loads. Verify actual operating conditions and capacities of HVAC systems prior to design.

8. Show control devices, such as, thermostats, humidistats, flow control valves, dampers, freezestats, operating and high limit sensors for all air systems and fluids, smoke dampers, duct detectors etc. Provide a written description of the sequence of operation on the floor plans. Detail the scope of work involved with the Central Engineering Center (ECC) and address if enough spare capacity is available or a new ECC is required. Show a point schedule for analog/digital input/output to be included in ECC.

9. Show pipe sizes and insulation with plans, profile, sections, details, and all accessories, such as, anchors, expansion loops/joints, valves, manholes, capped and flanged connections, interface between the new and existing work (if any).

Clearly indicate interferences (if any) with the existing utilities and/or landscape elements on outside piping layout drawings. Show rerouting any utilities, cuttings of roads, pavements, trees, etc., and the extent of new and demolition work.

Outside utility drawings shall be based on the study of the latest site drawings, discussions with engineering personnel, and actual site inspection of the existing utility.

10. Show all duct detectors, control valves/dampers static pressure sensors, differential pressure control assemblies, etc., whose actual physical location is critical for the intended sequence of operation on floor plans.

I. ELECTRICAL: Submit the following:

Electrical: Schematics* DD** CD***

Narratives:

• Design1

• Life cycle analysis for electrical systems

Location and size of:

• Electrical equipment2

• Electric closets3

• Telephone closets3

• Signal closets3

• Electrical distribution equipment Drawings showing:

• Electrical plot plan of existing and

A/E Submission Instructions 28 proposed underground power (including manholes)

• Telephone systems

• Signal inter-building systems

• Proposed electrical system4

• Electric symbols

• Lighting fixture schedule

• Emergency Life Safety Equipment

(see fire protection)

• Symbols, note, abbreviations List of specialty areas Method of short-circuit calculations Method of voltage drop and demand calculations

Utility company correspondence Utility company requirements Load calculations for normal & emergency use

Drawings:

• Lighting layouts

• Power layouts

• Signal layouts

• Specialty area layouts

• Demolition plans Riser diagrams Branch circuit wiring (typ.)

Location and size of:

• Primary distribution switchgear/switchboard

• Engine-generator sets

• Substation/pad-mounted transformer

• Manholes Location of smoke dampers and duct smoke detectors

Interconnection of electrical control equipment with HVAC equipment

Smoke partitions and fire alarm zones Fire alarm and signal riser diagrams

A/E Submission Instructions 29

Calculations for emergency generator(s)

Phasing scheme Electrical details importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch)

I. NOTES:

1. Include basic assumptions, points of interconnection, impact of new construction to existing electrical distribution system, current demand loading (high voltage switchgear and primary feeder), and projected load of new construction. Propose various feasible electrical systems for project and provide advantages/disadvantages.

2. Include means and clearances for installation, maintenance, and removal/replacement of equipment.

3. Electrical, signal and telephone closets must stack vertically.

4. Include high voltage and low voltage switchgear, transformers and low voltage main and/or distribution panels, branch panels and methods of feeding 277/480 volt and 120/208 volt normal and emergency panels.

J. EQUIPMENT: N/A

K. STEAM GENERATION: N/A

L. STEAM DISTRIBUTION (OUTSIDE): N/A

M. SOLID WASTE DISPOSAL SYSTEM INCLUDING INCINERATION: N/A

A/E Submission Instructions 30

N. AUTOMATIC TRANSPORT: N/A

O. ASBESTOS ABATEMENT: Submit the following:

Asbestos Abatement: Schematics* DD** CD***

Asbestos abatement report including:

1. Summary results of building records

2. Summary results of station personnel interview

3. determination of materials known to contain asbestos

4. visual inspection of building to determine location and condition of asbestos

5. sample strategy on the extent of asbestos present

Name and location of qualified laboratory for sample analysis

Asbestos abatement drawing Major Decontamination Areas showing:

1. Limits of sealing off the location

2. Quantities of asbestos material

3. Arrangements for auxiliary rooms

4. Engineering of negative air systems

5. Path of asbestos to loading platform

6. Location and connection to required utilities

Minor Decontamination Areas showing:

1. location, type, and length of pipe element to be abated by "Glove and Bag" approach

2. Other abatement features

Summary of:1

• Square meter (feet) of floor space for abatement

• Total linear and…