586-23-101 A_E Scope of Work PLMS.pdf

REQUIREMENTS FOR A/E SERVICES

FOR PLANNING, DESIGN, AND CONSTRUCTION PHASE SERVICES OF PROJECT

586-23-101

RENOVATE FOR PATHOLOGY AND LABORATORY MEDICINE SERVICE

I. General Scope

II. Time Schedules, Reviews and Submittal Requirements

A. Conceptual Continued Operations Plan B. 25% Review C. 50% Review D. 75% Review E. 100% Review F. Final Submission

III. Construction Period Service Requirements

IV. Materials Furnished A/E by VA

V. General Guidelines

VI. Asbestos report

VII. Record Retention Clause

REQUIREMENTS FOR A/E SERVICES

FOR PLANNING, DESIGN, AND CONSTRUCTION PHASE SERVICES OF PROJECT

586-23-101

RENOVATE FOR PATHOLOGY AND LABORATORY MEDICINE SERVICE

I GENERAL SCOPE: The A/E shall provide all Conceptual Continuous Operations Plans for the Pathology and Laboratory Services during the project construction phase, architectural, engineering, fire protection, mechanical systems design, commissioning services, and construction period services as defined herein to accomplish complete drawings, specifications, and cost estimates for the following work:

A. The first phase of the required effort to be completed by the A/E will be to develop three

(3) viable Conceptual Continuous Construction Operations Plans to support the continuous and complete operation of the Pathology and Laboratory Medicine Department during complete renovation of their new space. The development of these (3 Minimum) Conceptual Continuous Operations Plan options will require close coordination with the VA COR and Laboratory and Pathology staff to develop an understanding of daily operations, workflow, lab/pathology equipment replacement process, as well as physical constraints to facilitate a highly functional and interoperative Pathology and Laboratory Department.

The (3 minimum) Continuous Operations Plans shall consider viable options including but not limited to: a) identified permanent spaces adjacent to the existing laboratory, b) phased renovation to allow portions of the Laboratory to be moved to completed areas, and c) the use of temporary modular buildings to relocate specific non-critical lab areas outside of existing buildings. The Continuous Operations Plans shall consider necessary utility services to support each option and include the estimated cost of each option. The modular option will require a site selection and utility connection design and a recommendation of how these spaces may be incorporated in the renovation project.

This project completely renovates approximately 14,700 square feet of the existing basement floor Pathology and Laboratory Medicine Department located at the G.V.

(Sonny) Montgomery VAMC. The laboratory shall be fully Biosafety Level 2-compliant (BSL-2). This project modernizes and enhances the efficiency of the existing area as set forth by the latest established design criteria and guidelines published by Department of Veterans Affairs. This project replaces all Mechanical (HVAC/R), Electrical, and Plumbing (MEP) systems, as well as any utility services passing through the renovated spaces that serve areas outside of the renovated space.

New chilled and heating hot water pumping systems, air handling unit and associated air distribution systems including terminal boxes are essential requirements for this project. (NOTE: The AHU is specific to the Laboratory and Pathology area along with approx. 5,000 square feet of available space adjacent to the laboratory.)

The replacement air distribution system shall consist of new duplex chilled water and heating hot water pumping systems with weekly automatic changeover, 100% outside air economizer fan wall (4-supply fans, minimum) air handling unit(s) with single-duct variable air volume terminal air units with hot water reheat. All control systems shall be controlled by and completely integrated into the facility’s existing JCI MetaSys front-end (J&A available on request.) All offices shall include their own VAV box & thermostat. Laboratory vent hoods shall be connected to the air distribution control system to minimize outside air requirements and control air flow/pressurization within lab/path and adjacent areas. The new steam-to-hot water exchanger shall be a 1/3rd + 2/3rds type.

B. The contract deliverable documents shall include all disciplines associated with the renovation of the project.

C. A 3rd-party licensed Fire Protection engineer shall be obtained by A/E for documented/stamped review of all contract documents. All review comments shall be submitted to the VA for review and approval.

D. The A/E shall provide complete 3rd-party (Association of Energy Engineers) AEE-accredited, Certified Building Commissioning Professional (CBCP) mechanical system design and construction energy commissioning (Cx) services developed & executed in compliance with the VA Commissioning Manual. The CBCP shall prepare a Cx plan in collaboration with the A/E design team that coordinates all Cx and TAB activities.

Deliverables include: 1) issues logs at each phase detailing all discovered issues, 2) intermediate and final Cx reports describing all operational sequences. Credentials of mechanical Cx agent(s) must be submitted to VA for approval and have a proven track record and provide history of quantified energy improvements savings through new and existing health care facility Cx efforts. Prior VISN 16 VA healthcare facility experience is preferred. Estimated Cx budget: 0.5% of the mechanical system construction budget.

E. The A/E services will include close coordination with our VISN 16 Laboratory and

Pathology medicine partners to determine name and manufacturer of the new equipment to be placed into service once the renovation/remodel of the space is completed. Care in providing adequate space to allow additional or expanded laboratory testing capability is critical. The A/E is required to coordinate with the lab equipment manufacturers to determine the site-specific requirements for all equipment including but not limited to space/clearance requirements, support utility requirements, cooling temperature & ventilation requirements, and all other site requirements for the operation of the fully functional equipment.

F. A basis of design document is required for the selected design and shall include & indicate all the aforementioned requirements.

II TIME SCHEDULE, REVIEW, AND SUBMITTAL REQUIREMENTS: The following specifies the documents/materials to be submitted by the A/E to the project manager (COR) for each scheduled review and due dates for the submission.

Timeframes and calculated dates indicated must be strictly adhered to. The VA review schedule and time is included in the schedule. The total time Period of Performance for the Continuous Construction Operations Plans, and all Design Phase Services is 417 days from the date of the Notice to Proceed with the work.

A. Continuous Construction Operations Plans – Four (4) copies of the three (3) required

CCOPs along with the evaluation report is due (90) days after contract award. The VA shall have thirty (30) days for review and option selection.

B. 25% Review – Four (4) sets of documents due (60) days after Conceptual Continued Operations Plan option selection by VA.

1. Drawings: The drawings will be complete, at least to the extent that the following are shown on the documents:

a. General requirements:

(1) Verification and recommendations resulting from site visits of existing conditions in all disciplines associated with the project.

(2) Demolition requirements.

(3) Sizes of pipe, ducts, wiring, etc., are not required at the review.

(4) Some details are required at this review.

(5) All drawings shall not be less than 1/8” scale.

(6) Several meetings between the A/E and the VA may be required to determine room sizes and layout for 25% submission.

(7) Project shall meet all local, state, and Federal Code requirements, such as

NFPA, NEC, ASHRAE, etc.

b. Architectural:

(1) Submit a 1/8 “scale layout of the floor plans. These drawings will show all affected rooms, doors, corridors, exits, electrical and mechanical rooms, stairs, and elevators.

(2) Indicate the net area contained in existing renovated areas.

(3) Submit a title sheet with drawing index.

c. Structural:

(1) A/E will indicate if any structural conditions exist with this project.

(2) If present, show location of structural conditions.

(3) Show location of expansion joints and describe the plan to maintain function and interior finish proposed for the joints.

d. Air Conditioning: Provide a written description and indicate on the drawing the required changes for this project.

e. Heating: Provide a written description and indicate on the drawings the changes for this project.

f. Plumbing and Sanitary: Provide a written description of verification of existing conditions and description of proposed system. A detailed review of the plumbing systems is required including the above ceiling and below basement floor (Crawl Space) to properly identify the existing piping systems location, size, and valves.

A narrative description of any areas served outside the renovated space by the plumbing systems in the space and the description of relocations required to maintain service.

g. Electrical:

(1) Submit a preliminary basis for design, including a written description of electrical work required for this project.

(2) Request to VA for special receptacles; telephone and computer outlets will be required at this time.

h. Environmental: Asbestos is not anticipated on this project.

2. Develop a preliminary cost estimate based on the preliminary design. Use VA Form

6238.

3. The requirements listed above will be reviewed by the VA Project Team and affected staff. All comments and recommendations will be returned to the A/E within fourteen

(14) days.

C. 50% Review: Four (4) sets of contract documents are required sixty (60) days after receipt of the VA review comments on the 25% submittal.

1. Drawings: The drawings will be complete, at least to the extent that the following are shown:

a. General Requirements:

1) All drawings developed from the previous review shall show preliminary pipe, duct, and wiring sizes, as well as other required construction details.

2) All previous review comments shall be evaluated and incorporated into the drawings, specifications, and estimates.

3) All areas of construction shall clearly differentiate between existing and new construction. Emphasis shall be placed on contract accomplishment of unforeseeable or hidden conditions, including miscellaneous job requirements such as relocating of pipe, vent, or other affected items.

b. Architectural:

1) Submit preliminary floor plans, details, schedules, and large-scale plans.

2) Show room titles, numbers, door sizes, types, and swing on floor plans.

3) Show general notes.

c. HVAC:

1) Duct and pipe sizing computations shall be 35% complete.

2) Duct layout, piping systems and 35% complete layout of heating, air conditioning, and ventilation should be shown. Locate all fire and smoke dampers.

d. Plumbing: All plumbing demolition and required relocations should be shown as applicable.

e. Electrical:

1) Floor plans shall show location of the majority of outlets and power.

2) Show locations of new or existing panel boxes and indicate available, as well as additional power requirements.

3) Typical lighting calculations shall be given.

2. Specifications: Provide a full set of assembled edited project specifications in a marked-up format.

3. Cost Estimate: Submit a revised cost estimate and ensure the following minimum items are included on the VA Form 6238:

a. All submissions hereafter shall assure that all the quantities have been checked and found to be correct.

b. All estimates shall be based on the most current working drawings available and shall be current as of the date of the submission.

c. Price material at the contractor’s buying level. Sales taxes, when applicable, will be added into material buying cost.

d. Cost totals should reflect labor and materials separately and should be formatted as follows:

1) Totals – Labor and materials for all branches of work.

2) Mobilization cost of contractor.

3) Prime contractor’s labor and supervisor.

4) Contingencies, overhead, profit, and escalation (COPE) at 20%.

5) Bonds – Contractor bond cost.

6) Total estimate cost.

4. The above will be reviewed by the project team and staff and returned to the A/E within fourteen (14) days

D. 75% Review: Four (4) sets of contract documents are required sixty (60) days after return of the 50% review comments from the VA.

1. Drawings: The drawings will be complete at least to the extent that the following are shown:

a. General Requirements:

(1) All drawings developed from the previous review shall be detailed, showing pipe, duct, and wiring sizes, as well as all other required construction details.

(2) All previous review comments shall be evaluated and incorporated into the drawings, specifications, and estimates.

(3) All areas of construction shall clearly differentiate between existing and new construction (separate drawings for demolition and renovation).

Emphasis shall be placed on contract accomplishments of unforeseeable or hidden conditions, including miscellaneous job requirements such as relocating pipe, vent, or other affected items.

b. Architectural

(1) Submit complete floor plans, details, schedules, and large-scale plans.

(2) Show room titles, numbers, door sizes, types, and swing on floor plans.

(3) Show general notes.

(4) Indicate all fire partitions, smoke partitions, and safety and protective elements.

(5) Show reflective ceiling plans, indicating all ceiling mounted equipment, air diffusers, registers, existing and relocated sprinkler heads, etc.

c. HVAC

(1) Duct and pipe sizing computations shall be 95% complete.

(2) Duct layout, piping systems, and 95% complete layout of heating, air conditioning, and ventilation should be shown. Locate all fire and smoke dampers.

(3) Show control diagrams. Include on the diagrams, where applicable, air-conditioned systems, exhaust air systems, and the heating system. Diagrams shall be complete with legend and description of operations.

(4) Major details, elevations, sections, and legends on the drawing are to be complete. Show each section of each critical point in corridors, indicating the location and space allocation intended for all ducts, piping, and large conduits.

Show typical sections.

d. Plumbing: All plumbing piping, fittings, fixtures, relocations, tie-ins to existing etc., should be shown.

e. Electrical:

(1) Floor plans shall have room titles and area function shown on this review set of drawings. Location of lighting system, outlets, power, and signal systems shall be shown.

(2) Typical lighting calculations shall be given.

(3) Show locations of new or existing panel boxes and indicate available, as well as additional, power requirements.

2. Specifications: Provide a full set of assembled edited project specifications in CSI format.

3. Cost Estimate: Submit a revised cost estimate and ensure the following minimum items are included on the VA Form 6238.

a. All estimates shall be based on the most current working drawings available and shall be current as of the date of the submission.

b. Price material at the contractor’s buying level. Sales taxes, when applicable, will be added into material buying cost.

c. Cost totals should reflect labor and materials separately and should be formatted as follows:

(1) Totals – Labor and materials for all branches of work.

(2) Mobilization cost of contractor.

(3) Prime contractor’s labor and supervisor.

(4) Contingencies, Overhead, Profit, and Escalation (COPE) at 35%.

(5) Bonds – Contractor bond cost.

(6) Total cost estimate.

4. The above will be reviewed by the project team and staff and returned to the A/E within fourteen (14) calendar days.

E. 100% Review: Four (4) sets of contract documents are required sixty (60) days after receipt of the 75% review comments from the VA.

1. Submission Requirements:

a. The plans and specifications shall be complete, in accordance with the previous review requirements, with all review comments accounted for and ready for use as final contract documents.

b. The specifications will be in final format, including front end documents provided by the Contracting Officer.

c. The final cost estimate shall reflect all previous comments and shall show each branch of work based on quantitative take-off of designed labor and materials. This will also be the final cost estimate and should be labeled as such. Use VA Form 6238.

2. The above will be reviewed by the project team and staff and returned to the A/E within fourteen (14) calendar days.

F. Final Submission: Due thirty days (30) days after receipt of the 100% review comments by the VA. After completion of all the 100% review comments and coordination, the final contract documents shall be prepared and shall include the following:

1. One (1) complete set of contract drawings. Specifications will be reproduced by the VA, but the A/E will provide one (2) complete sets of specifications. NOTE: mylars are to be signed by appropriate VA personnel before copies of contract drawings are provided.

2. A complete set of CADD drawings on CD. These CADD files shall be in AutoCAD (latest version). A complete set of PDF file format drawings on CD and electronically sent to the VA by email.

3. A complete set of reproducible mylars of all contract drawings.

4. Final cost estimate based on revisions made at the 100% review.

5. A final set of technical support data.

6. Six (6) sets of half size drawings.

7. Provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. Checklist shall be produced on Microsoft EXCEL and shall be delivered hard copy and electronic format to the VA.

8. Contract Documents shall contain language which requires the contractor to complete a point cloud survey of the remodeling project once MEP rough in is completed and prior to concealment by wall construction activities. Also, a point cloud survey of the completed project and any other critical phases of the work to accurately document utility and infrastructure. These surveys shall be utilized for record drawing preparation with the raw data files provided to the VA.

III. CONSTRUCTION PERIOD SERVICE REQUIREMENTS:

A. Review of and approval or disapproval of material submittals, shop drawings, and test reports.

B. Review of Contractor RFI’s and provision of RFI answers to the VA for issuance to the Contractor.

C. Review and recommendations of change orders and cost analysis including written scope of work for recommended change orders.

D. Site Visits:

1. Pre-bid conference to be attended by the A/E.

2. Pre-construction meeting to be attended by A/E.

3. Minimum of twenty (20) site inspections when requested by the VA Resident

Engineer.

4. Partial and final inspections to be attended by the A/E.

E. A/E will be available during the period of construction to answer or verify questions and / or problems relating to the contract documents as they relate to field conditions.

F. A/E shall complete monthly site visits (included in the 20 site visits in #3 above) with contractor pay application and any schedule revisions then provide written comments regarding opinion of pay application and schedule change adequacy.

G. A/E shall review the contractor as built drawings during the monthly site visit to determine adequacy and accuracy of the required as built drawings.

IV. MATERIALS FURNISHED TO THE A/E BY VA:

A. Station as-built drawings (originals to be retained by the VA). The accuracy of these drawings must be field verified by the A/E.

B. One each unedited copy of the applicable sections of the VA master construction specifications, including front-end documents.

C. Guidelines for identifying the working drawings.

D. VA design manuals, standard details, and construction standards.

V. GENERAL GUIDELINES:

A. Original as-built drawings will be selected from drawing index by the A/E. These originals will be obtained from Engineering during initial survey which will be conducted immediately after receipt of “Award of Contract”. Prints and/or sepias/mylars will be made from these originals by A/E, at A/E’s expense. Originals will be returned, unmarked and undamaged, to Engineering within three (3) working days. Any as built plans that may be scanned by the A/E shall be electronically shared with the VA for our drawing’s electronic library archive.

B. This project requires the A/E to field verify the accuracy of VA as-built drawings, existing dimensions, and existing conditions, and will certify this verification in writing to Engineering as a part of the Preliminary Review Submission. A/E will assume liability for working drawings produced for this medical center that are based on VA as-built originals, existing conditions, and existing dimensions.

C. A/E will perform field survey of existing dimensions, existing conditions, existing systems, as necessary, for this project, using A/E’s staff and equipment. VA staff and equipment will not be available for A/E’s use.

D. An evaluation of A/E’s performance during preliminary, design, and construction phases of this project will be made by Engineering as part of the Final Progress Payment and will be entered into the completed project file.

VI. ASBESTOS STATEMENT

ASBESTOS WARNING STATEMENT FOR CONSTRUCTION CONTRACTS IN ALL

AREAS EXCEPT I- BUILDING, WAREHOUSE, CLINICAL ADDITION,

M SECTION (RADIATION THERAPY), AND OUTBUILDING STRUCTURES (Roads and Grounds, Mental Health Modular, Connex, Decon. Building, Storage Sheds)

Due to the age of the facility, Contractor shall be aware of the potential for the existence of asbestos containing materials. The facility has an asbestos assessment prepared to EPA AHERA Standards. The Assessment can be reviewed during normal business hours by contacting the Facility Safety Section at ext.

51528 or 51329.

However, the Assessment does not look behind walls, above plaster or suspended ceilings, or underneath presently exposed roofing. Contractor will use caution when working in areas built prior to 1981 especially when breaching walls, hard ceilings, or sealed chases which are not surveyed during an AHERA Assessment Should the Contractor encounter asbestos materials, the Contractor shall notify the facility Safety Section BEFORE proceeding. Asbestos related work EXCEPT removal identified in the initial project documents will be handled as a change order(s) to the existing contract or separate contract and the cost of such work is NOT to be included in the initial contract bid price.

Disturbance or removal any suspected asbestos containing material shall be in accordance with OSHA, EPA, and Mississippi Department of Environmental Quality protocols and done by properly qualified persons Any release of asbestos shall cause contractor to immediately stop work and contact the Facility Management Office at ext. 51329 or 51528 during normal business hours or the Boiler Plant at ext. 51537 after hours.

VIII. RECORD RETENTION CLAUSE

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C.

chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity.

Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The GVSMVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S.

Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: “Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

12. Flow-down of requirements to subcontractors:

13. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

14. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

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