531-26-101 AE-SOW.doc

VISN 20

Renovate Sterile Processing Service (SPS) Space (A/E)

Boise, ID VAMC Project No. 531-26-101

A/E SCOPE OF WORK

PROJECT 531-26-101

RENOVATE STERILE PROCESSING SERVICE (SPS) SPACE

1. The Architect/Engineer (A/E) shall provide a complete design to renovate the Sterile Processing Service (SPS) Space at the Boise, Idaho VA Medical Center (BVAMC); the design work is associated with VA Project 531-26-101, Renovate SPS Space. The A/E shall provide comprehensive professional services to include investigative services, planning consultations and visits, architectural and engineering design work, preparation of contract drawings and specifications, preparation of cost estimates, construction period services, site visits, reports, commissioning, as-built drawings, and other design services necessary for a complete project. The estimated magnitude of construction is between $5,000,000.00 and $10,000,000.00.

2. The intent of Project 531-26-101 is to remodel approximately 8,700 square feet of the second floor of Building 85 to correct space and functional deficiencies within SPS. The space needs for sterile processing have grown over the years. The project will remodel approximately 5,437 square feet of existing SPS space and will increase the size of SPS by expanding into former Dental Clinic Space. Approximately 3,229 square feet of dental space will be converted to support SPS space. The project will bring the SPS space into compliance with recently updated VHA directive regarding SPS space.

3. The A/E shall meet with key Veterans Affairs (VA) staff at appropriate points throughout the design and construction process. A VA-designated Contracting Officer’s Representative (COR) will represent the BVAMC and its interests and will work with the A/E throughout the contract to ensure contract compliance.

4. All drawings shall be completed using AutoCAD 2024 or newer version. A copy of each drawing shall be provided to this facility in AutoCAD format and PDF format. A copy of the VA Boise AutoCAD standards manual is available and will be provided by the COR upon request. Standard VA format for CAD drawings including layering, details, etc. and must be followed. The VA has many drawings in CAD format and some that are hard copy only that the A/E may use.

5. The project design shall be completed in accordance with this Scope of work and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria unless otherwise approved by VA. Also included will be the Boise VAMC specifications. The following references, as a minimum and as applicable, shall be utilized for planning and design purposes. The current version of each dated prior to the A/E contract award will be used. The majority of these items are available on the Internet at http://www.cfm.va.gov/TIL/

a. Master Construction Specifications

PG-18-1

b. Design & Construction Procedures

PG-18-3

c. Standard Details and BIM Standards

PG-18-4

d. Equipment Guide List

PG-18-5

e. Space Planning Criteria

PG-18-9

f. Design Manuals

PG-18-10

g. Design Guides

PG-18-12

h. Barrier Free Design Guide

PG-18-13

i. Room Finishes, Door & Hardware Schedule

PG-18-14

j. A/E Submission Instructions – Volume C

PG-18-15

k. Environmental compliance Manual

PG-18-17

l. Hardware (Equipment) Symbols H-08-6

m. VAMC Approved Hardware Locking Standards H-08-6

n. Seismic Design Requirements H-18-8

o. BVAMC Specification and Design Information

p. Joint Commission Criteria

q. NFPA Criteria

r. VA Fire Safety Criteria

s. VA HVAC Design Criteria

t. VA Industrial Hygienist Requirements

u. VA Interior Design Standards

v. VA Physical Security and Resiliency Design Manual – Ancillary

w. VA Signage Standards

x. Uniform Federal Accessibility Standards

y. BVAMC Local CAD Standards & Details

z. BVAMC Local Revision/Addition to Master Specifications

6. There will be three official design reviews for this project: one at 35%, 65%, and 95% completion of contract drawings. A detailed cost estimate is to accompany each review. Schedule: The project schedule will begin with the Notice of Award (NOA) and is described in the schedule below. Note: All time periods in this SOW are stated in calendar days. If a due date falls on a weekend or Federal holiday, the submittal or deliverable shall be due the following business day.

A/E DESIGN SCHEDULE (IN CALENDAR DAYS)

a. Construction Period Services (Option Line Items) and Commissioning (Option Line Item) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. Solicitation Support Services shall be performed for the length of time between the time the option for construction period services is exercised through award of the construction project.

b. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Solicitation Support Services, Construction Period Services, and Commissioning.

c. There will be three official design reviews for this project held in-person at the BVAMC; one at completion of the 35% Schematics, one at completion of 65% DD, and one at completion of 95% DD. Required deliverables for each submission can be found under sections 7-11 of this A/E SOW. Intermediate submissions may be required by the VA if any official submission is deemed to be unacceptable; the decision on whether a submission is acceptable is the sole right of the VA. Any requested intermediate submission materials shall be provided by the A/E at no additional cost to the VA.

7. The following quantities of design review materials are required for the 35% Schematics submission:

a. Two hard copy sets of plan view drawings for each different option proposed identifying key functional and operational relationships.

b. Two hard copy sets of plan view drawings for each different option proposed identifying possible floor plan arrangements to include possible equipment layouts.

c. Narrative summary for each option to include key design impact, rationale, and option pros and cons.

d. One complete site investigation report. Refer to paragraph 20 for submittal requirements.

e. One complete set of drawings, specifications and narratives in digital format (CAD, Microsoft Word, PDF).

8. The following quantities of design review materials are required for the 65% DD submission:

a. Two hard copy sets drawings (black line), full size 30” x 42”.

b. One digital copy of all drawings (CAD and PDF).

c. One set construction cost estimate (hard copy and PDF).

d. One set partial marked-up VA master specifications (red-lined track changes) to ensure BVAMC standards are being incorporated (hard copy, Microsoft Word, and PDF).

e. One set of completed VA Design Review Checklists (all divisions).

9. The following quantities of design review materials are required for the 95% DD submission:

a. Two hard copy sets drawings (black line), full size 30” x 42”.

b. One digital copy of all drawings (CAD and PDF).

c. One set construction cost estimate (hard copy and PDF).

d. One set complete marked-up VA master specifications (red-lined track changes) (hard copy, Microsoft Word, and PDF).

e. One set of completed VA Design Review Checklists (all divisions).

10. The following quantities of design review materials are required for the 100% CD submission:

a. One hard copy set original stamped and signed drawings, full size 30” x 42”.

b. One hard copy set drawings, half size 15” x 21”.

c. One hard copy set completed specifications (printed two-sided, in 3-ring binder).

d. One set completed specifications in digital format (Microsoft Word and compiled PDF).

e. One set completed drawings in digital format (CAD and PDF).

f. One digital copy of the final submittal register (Microsoft Excel).

g. One hard copy of the final submittal register.

h. One set final construction cost estimate (Microsoft Excel and PDF).

i. One set of completed VA Design Review Checklists (all divisions).

11. The following items are to be provided at the completion of the construction project:

a. One hard copy set drawings reflecting as-built conditions, stamped “As-Built”, full size 30” x 42”.

b. One digital copy of project as-built drawings (CAD and PDF).

12. Solicitation Support Services: The A/E shall provide the following solicitation support services during the construction project’s solicitation phase:

a. Answer all technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked following the site visit.

· Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer, who will distribute the information via amendment to the solicitation.

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

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

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

13. Construction Period Services (Option Line Items): For the duration of the project, the A/E firm shall perform Construction Period Services as described in this Scope of work and in the contract. These services include, but are not limited to:

a. Conducting site visits: To include approximately four site visits for the duration of the construction period (both scheduled and emergent) to ensure compliance with the design drawings and specifications. A site visit at construction progress of 35%, 65%, 95%, and 100% with verification of punch list review. Typical site visits include General Contractor’s progress meetings and observing various tests, inspections, and other important construction milestones as required for the project. A/E shall attend all construction progress meetings to assist the VA; attendance can be in person or via teleconference.

b. Site Visit Reports: In general, within two (2) calendar days of a site visit, the A/E representative shall furnish to the Government a written summary (report) of the work observed and a status report regarding the project schedule as physically observed. The A/E representative shall alert the Government to conditions that may affect the Contractor’s ability to complete the work in accordance with the schedule.

c. Review of Requests for Information (RFIs): All Requests for Information (solicitation and construction) shall be acknowledged by the A/E within 48 hours of receipt. A response/solution to all construction RFIs is to be provided within five calendar days of submittal to the A/E.

d. Review of Construction Submittals: Submittal reviews shall be provided within seven calendar days of submittal to the A/E.

e. Review of Modification and Change Order Requests: At the request of the COR, the A/E may be required to assist with construction contract modifications. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an Independent Government Cost Estimate for the modification. The A/E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. Note - If major modification, VA will provide additional time and document format guidance.

f. Punch List: The A/E shall visit the project site to perform a punch list inspection at substantial completion of construction and shall submit a written report of findings to the COR within three (3) calendar days of inspection. Based on phasing of construction, it is possible that multiple punch list inspections will be required by the A/E.

g. Record Drawings: A/E shall review and produce record drawings from red-lined information provided by the General Contractor. Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project.

14. Security Requirements: The A/E will not have access to any personally identifiable information or patient sensitive information (PII/PSI). A/E Contractors will not have access to any IT systems or connections.

15. Specifications shall be based on the Department of Veterans Affairs Master Construction Specifications with A/E revisions, additions, deletions, etc., required to assure all phases and facets of work are specifically covered without omission. The A/E will be responsible for editing all sections to revise, add, delete, etc., prior to compiling the finished specification package. The Department of Veterans Affairs Master Construction Specifications provided must be thoroughly reviewed to delete and update reference items and Federal Specifications cited in order to make everything concurrent with the work performed; unnecessary items shall be deleted in total. The primary specifications must be thoroughly reviewed to delete items from the specifications that do not apply to the work to be performed. The intent is to provide a package that is suitable for the project to enable the contractor to perform the work in the most professional manner without reviewing unnecessary details.

16. Included in each Construction Section of the specification should be a paragraph entitled "Submittal of Samples and Shop Drawings." Under that Section, the A/E shall list all items within that particular section of the specifications for which samples and shop drawings are required, with the added words, "but not limited to."

17. A/E shall develop a “Submittal Register” based on actionable specification items that require review and approval and submit to VA with 100% CD deliverables. A blank submittal register template will be provided to the A/E by the COR for use on this project. After submittals are reviewed for compliance during construction, the A/E shall log them in the submittal register.

18. Information, including drawings and other documentation, provided to the A/E by the VA, shall be used for reference only. The A/E shall field check everything and shall not use any drawings provided for plan or elevation views. The final drawings submitted by the A/E shall be originals and shall be the result of their own field checks, and shall not be take-offs or tracings, from any drawings or other information provided without express VA approval.

19. Where multiplicity is referenced in the provided specifications, the A/E shall consult the COR to eliminate such multiplicity. The contractor shall not be given alternatives or choices but must provide specific items as detailed in the specifications. The A/E, during their visit with the COR, shall obtain the name and type of materials currently used and necessary for use on the contract for which they are responsible. In the specifications, the items shall be named specifically with an add-on statement such as: "or approved equal." The only variation that may occur is when an item cannot be substituted due to maintenance requirements at the VA. Information on such items shall be provided to the A/E by the VA.

20. The A/E shall visit the site, as required, to obtain total details of the specifics required for the work, including, but not limited to, architectural, mechanical, electrical, etc., in order to fully complete the drawings and specifications without omission. The A/E shall perform a thorough and detailed site investigation where a visual inspection shall be conducted on all accessible portions of work and additionally thorough inspection of normally enclosed or inaccessible areas such as spaces above ceilings, within walls or chases, and in pipe crawl spaces. The VA will assist with opening doors, access panels, ceiling tiles, etc. to give the A/E as much as possible visual inspection of accessible, normally enclosed, or inaccessible areas for the A/E. Such visits shall include a thorough site inspection report. Arrangements for visits shall be made with the COR with at least 48-hours advance notice.

a. The A/E shall provide updates to any as-builts in a 2-D manner, based on their findings from the thorough and detailed site investigation/report.

b. The A/E is not required to perform a complete 3-D scan or creation of new as-builts, but rather update existing 2-D as-builts for the existing conditions of the construction drawings to be accurate during construction.

21. The A/E shall retain copies of everything submitted. The intent of this requirement is to save time, whereby many questions can be resolved by telephone and to ensure that true copies are available in the event of loss or damage during the reproduction cycle.

22. All final drawings shall contain the A/E's stamp with professional seal along with name and address of firm. All correspondence with Contracting Officer shall be signed by the Official of the A/E firm with whom contract was negotiated and may not be re-delegated to another person in the same firm. The use of VA furnished drawings and specifications does not preclude responsibility and are available to increase productivity and maintain architectural and interior design integrity. The A/E firm needs to verify all typical drawings for re-use and is to take full responsibility. All final drawings must be stamped.

23. The A/E shall also prepare an independent specification section "SR - SPECIAL REQUIREMENTS" as required by the work, wherein detailed phasing of work to be accomplished will be described in sequential order. The section shall be prepared using standard format of other specification sections. The same format is defined as all having the same font, spacing, section breaks, headers, footers, numbering, highlighting, font size, underlining, etc. All required interruptions of space and utilities will be carefully spelled out with time frames.

24. The VA will retain a Registered Fire Protection Engineer to review A/E drawings for compliance with NFPA and VA Fire Safety Criteria. Feedback from these reviews will be provided to the A/E for inclusion into contract drawings and specifications. The A/E shall integrate all review comments into the contract documents as directed by the COR.

END OF SECTION