650-24-104 SOW - Renovate 6A Medical Surgical Inpatient Nursing Unit.pdf

Project 650-24-104 Renovate 6A Medical Surgical Inpatient Nursing Unit Page 1 of 19

07 July 2023

A/E SCOPE OF WORK

VA Providence HealthCare System, Rhode Island

Renovate 6A Medical Surgical Inpatient Nursing Unit

PROJECT 650-24-104

1.GENERAL:

Provide Architect/Engineer professional services to include site surveys, acquiring field data, and verifying as-built conditions to assure accurate development of design and bidding documents, space programming, schematic design, design development, construction documents, specifications, cost estimates, construction period services and site visits.

Project Background

The Medical Surgical Inpatient Nursing unit in Wing 6A has become functionally obsolete. The unit does not meet the current VA Providence HealthCare System design guides and manuals. This project will reconfigure the wing to provide a modern room arrangement to address privacy, dignity, and security deficiencies to bring space to comply with current VA design criteria. All project work will be coordinated through VAPHS staff to minimize disruptions to daily operations and activities.

2. PROJECT SCOPE OF WORK:

The Architect/Engineer shall provide design and construction documents and construction period services to renovate and reconfigure the wing to provide a modern room arrangement, and features which comply with current design guides and manuals and for patient care, safety, patient privacy, dignity and security and emergency response to the Medical Surgical Inpatient Nursing Unit at Providence VA HealthCare System. This project is to design for renovation of the entire Wing A in Building 1, 6th Floor at 830 Chalkstone Avenue, Providence, RI, 02908. The project shall renovate approximately 11000+ gross square feet (GSF) providing finishes to enhance patient experience consistent with the plane tree concept and provide patient lifts for safe patient handling.

The project shall provide approximately 11000+ GSF of the new Medical Surgical Inpatient Nursing Unit including but limited to reception, single inpatient rooms, etc. The renovated unit will require demolition, mechanical, plumbing, electrical, fire protection, telecommunication, nurse call, security, alarms as well as architectural design.

Due to the age of the facility, there is a potential presence for asbestos, PCBs, and lead. All existing hazardous materials should be documented and identified. Specialty work may include but is not limited to an Industrial Hygienist for asbestos, PCBs, and lead.

The following are key tasks to be performed include, but are not limited to:

A. Provide all services necessary for design of this project – i.e., phasing, demolition, life safety, structural, architectural, mechanical, electrical, fire protection, fire alarm, nurse call, telecommunication, security, plumbing design.

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B. Address considerations based on VAPHS needs and scope not identified which may be of concern.

C. Identify asbestos and other hazardous materials for abatement. If hazardous materials are identified, and if requested by the VA, the A/E shall develop a hazardous material remediation plan.

D. The project shall incorporate features that meet the VA standards for dignity, security and privacy of patients who utilize the facilities constructed by this project.

E. Conduct surveys, perform investigations, meet with staff who will be working in the areas being renovated or built to ensure the new construction and renovations meet the space and other needs for the particular specialty, and prepare documentation of all existing conditions necessary for the design and construction of this project.

F. Fully investigate interior spaces, by looking above drop ceilings and other explorative methods to determine utility locations, plumbing and electrical connections and other information that may impact the project design.

G. Assess existing systems to include but not limited to HVAC, plumbing, fire protection, electrical, communication, security, alarm systems, and medical gas systems in the existing building to the extent necessary to determine whether these existing systems contain sufficient capacity to provide system needs in the proposed wing renovation. For those building systems which do not contain sufficient capacity to support the renovation, identify potential means to provide the necessary building system and evaluate each potential system for initial cost, life cycle cost, and suitability for a health care facility, maintainability, and compatibility with existing systems. Prepare a recommendation for Wing 6A.

H. Review needs identified by the Integrated Project Team (IPT) for the area under consideration for design and provide recommendations.

I. Prepare a Program for Design based on the latest version of the VA’s Space Planning Criteria for Medical Surgical Inpatient Nursing Unit. Submit the Program for Design for review and discussion with the Providence VA HealthCare System. Revise the Program for Design to VAPHS comments until VAPHS approves the Program for Design.

J. Based on the results of the initial site investigation, survey, IPT input and the approved

Program of Design, prepare conceptual designs of a minimum of three (3) alternatives sitting plans, a minimum of three (3) alternative floor plans and a minimum of three (3) elevation plans that address the identified needs, for presentation to, and discussion with the VAPHS. In addition, the project shall be phased to minimize the impact to the Medical Center, Building 1. Advantages and disadvantages of each option shall be provided; revise one or more of the alternative sitting plans, floor plans and elevations to respond to the VA CO/COR comments until VA staff select a preferred alternative.

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K. Prepare design documents based on the preferred alternative concept design selected by VAPHS and approved by the CO/COR.

L. Prepare designs and construction documents for all architectural design and for all engineering necessary for a completed project, to include but not necessarily be limited to the following disciplines:

• Architecture

• Structural Engineering

• Mechanical Engineering

• Electrical Engineering

• Plumbing Engineering

• Fire Protection Engineering

• Information technology/Telecommunications systems

• Specialty Work

• Cost Estimating

• Hazardous Materials Abatement

• Any other design services and specialty design services not specifically listed above that is needed to provide a complete and thorough design.

M. Prepare project construction phasing plans, if required.

N. Prepare furniture and equipment plans and schedules to include plan indication, name, manufacturer, size, power, and utility requirements. Design utility systems to provide for equipment and coordinate utilities with furniture and equipment locations.

O. Prepare construction cost estimates.

P. Prepare project design/construction schedules.

Q. Prepare project submittal registers.

R. Incorporate Fire Code Review by VA’s third-party independent Fire Protection engineer comments into the design.

S. Meet with VAPHS staff to make progress presentations, to discuss design approach, and to respond to inquiries during the design phase of the project.

T. The A/E shall be responsible for the entire design and construction of this project, including confirmation of existing conditions, investigation for the presence of hazardous materials, and a corresponding abatement plan.

U. Prepare written limitations on construction operations and include these construction limitations in the construction documents. Such limitations on construction operations shall ensure the continued safe operation of the existing hospital during construction of

Project 650-24-104 Renovate 6A Medical Surgical Inpatient Nursing Unit Page 4 of 19 the project.

V. Prepare an infection control risk assessment in accordance with Infection Control Policies and Procedures of this VAPHS for each portion of the existing facility that is impacted by the project. Revise the risk assessment until the VAPHS concurs with the results of the risk assessment. Prepare a detailed infection control plan for the construction contractor to follow, based on the results of the risk assessment. This plan shall be based on medical center infection control policies and shall be site specific for the areas involved in the project.

W. The design must include a construction phasing plan that minimizes any negative effects to the normal operations of the medical center. Any disruptions to existing operations of this VAPHS that are proposed by the A/E must be approved by the VAPHS.

X. Provide for Interim Life Safety Measures (ILSM) in the design of the project that are necessary if construction will occur in any of the medical facilities on campus. All facilities must continue to comply with NFPA 101, The Life Safety Code throughout the construction of the project.

Coordination, Constructability, Phasing and Maintainability

CDs are developed to be constructed, and their development must address the issues of coordination, constructability, phasing and maintainability, all which impact construction schedule, cost and operations.

Coordination is required to ensure that the documentation of all disciplines, and of the documents within each discipline (plans, sections, details, specifications, Basis of Design) agree with each other, convey the same information, and do not have conflicts. It is a requirement that A/E dedicates the appropriate time and staff to fully review and ensure coordination of all project documents before submission to avoid request for information (RFI), change orders and delays.

Constructability is the ease and efficiency of the construction process. All construction documentation must be reviewed to optimize constructability by eliminating or minimizing potential obstacles, including incompatible systems, untried techniques or details, overly long-lead items, uncoordinated or incomplete CDs or overly complex phasing.

Phasing is the planned sequential construction of portions of a project so that areas come on-line and/or off-line in stages for the benefit of building operations or occupancy. The A/E must work with Project Officers to eliminate or simplify phasing where possible. The A/E shall develop clear and concise phasing documents for all disciplines so that the work during and at the end of all phases is complete and coordinated.

Maintainability means the facility is designed and constructed in a manner which promotes efficient and high-quality maintenance procedures with minimal impact to facility function and operations. The A/E must review design concepts for maintainability with facility personnel early in the project to obtain their input. A facility design with maintainability as part of its central planning will result in increased user satisfaction, greater equipment longevity and lower life cycle costs.

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3. SOLICITATION SUPPORT SERVICES AND SITE VISITS:

The solicitation support services will commence before the award of the construction contract.

Services shall include but not limited to the following:

A. Attend to the pre-bid and pre-solicitation site visit which includes meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

B. Respond to any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation period, including questions asked during 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 CO who will distribute the information via amendment to the solicitation.

C. Responds of the questions and RFIs will be required from the A/E within five (5) calendar days of the date the questions are sent to the A/E from either the project COR/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 (5)-calendar-day requirement.

D. Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise cost estimate, specifications, and drawings. Prepare supplementary final construction documents, within five (5) calendar days of receipt of the inquiry or request.

E. 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% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

F. Assist and provide evaluations of the construction cost of the apparent low bidder or best qualified proposer for construction of the project.

4. CONSTRUCTION PERIOD SERVICES AND SITE VISIT:

The construction period service will commence with the award of the construction contract and will terminate with the acceptance of the completed construction by the VA. Services shall include but not be limited to the following:

A. Attend a Pre-Construction meeting.

B. Timely review of shop drawings and material submittals. Complete the review of the contractor submittals and return the submittals to the VA within ten (10) calendar days after receipt of submittal.

C. Respond to inquiries, requests for information and request for clarification during the

Project 650-24-104 Renovate 6A Medical Surgical Inpatient Nursing Unit Page 6 of 19 construction of the project within five (5) calendar days of receipt of the inquiry or request.

D. Prepare supplementary construction documents, review contractor change orders, and cost proposal and develop independent cost estimates for change orders for any construction modification or change order, required within five (5) calendar days of receipt of the inquiry or request.

E. Conduct periodic visits to the project site during construction.

F. Conduct visits to the project site upon request during construction within three (3) calendar days of receipt of the request.

G. Conduct a final inspection of the substantially completed project within seven (7) calendar days of receipt of request.

H. Preparation of as-built drawings by incorporating changes from the marked-up set of prints prepared by the contractor onto the original drawings. As-built drawings shall be provided as electronic files in the form of be on IBM compatible AutoCAD version 2022, with the seal of the design professional on each sheet. Drawings shall be marked as record drawings. Submit to the VAPHS within fifteen (15) days after (acceptance of the project) receipt of the contractor's marked-up documents.

I. Participate in the final inspection of the project work upon completion by the contractor.

J. The A/E shall submit a written report to the Contracting Officer or their Representative for each site visit performed. Additionally, the A/E shall maintain a record of site visits, recording thereon the date of each visit, the hours thereof, the purpose of the visit, their personnel involved, VA personnel contacted, and conversations made. The site visits made by the A/E for their own benefit or because of deficiencies in the A/E's performance shall be at no additional expense to the government.

The A/E shall be responsible for the entire design of this project, including confirmation of existing conditions, and investigation for the presence of hazardous materials.

5. PROJECT FUNDS LIMITATION:

The approved Estimated Construction Cost (ECC) shall not exceed $8,000,000.

Complete the design of the project such that the estimated construction value of the work is not more than $8,000,000. This cost does not include construction management, contingency, portable equipment, or any portion of the design costs. A detailed cost analysis shall be provided as a deliverable document of this contract to ensure meeting the cost goal. The final construction cost estimate determined at the completion of construction documents will represent the most probable “low bid”.

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6. PROPOSED SCHEDULE:

The proposed schedule for design submissions after Notice to Proceed (NTP) is provided below.

Milestone Due Date After NTP

Initial Program of Design Due: 45 Calendar Days

Concept Design Documents: 90 Calendar Days

35% Design Documents: 150 Calendar Days

65% Construction Documents: 270 Calendar Days

95% Construction Documents: 390 Calendar Days

Final Construction Documents: 480 Calendar Days

Conformed Construction Documents 20 Days After Receipt of Bids

7. COST ESTIMATING REQUIREMENTS:

The cost estimating requirements for this project are as follows:

a. The A/E shall develop a detailed construction cost estimate, which shall be developed simultaneously with each stage of the design and shall be submitted at each stage of the review process. The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified, and a reasonable approximation of the required details can be arrived at.

b. The cost estimate shall be broken down into labor, material and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Fire Protection, and Electrical. The work grouped under each major discipline shall be placed into the appropriate VA Master Construction Specification Division using MasterFormat 2004

(MF04).

c. Each sub-component of an assembly must be identified separately, and each component of that sub-assembly's cost must be listed in R. S. Mean’s format. In addition to the printed copy, the A/E shall submit the estimate in Excel electronic spreadsheet format on CD ROM.

d. As construction costs for the Providence, Rhode Island, area is substantially different from other areas, particularly Boston, the A/E is required to confirm each section with appropriate data-bases, manufacturers, sub-contractors, and general contractors to insure that the various sections are accurate. Also, as the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes. The A/E will determine actual local overhead and

Project 650-24-104 Renovate 6A Medical Surgical Inpatient Nursing Unit Page 8 of 19 profit mark-ups. These factors shall be presented in the following manner: The overhead and profit will be carried in separate columns together with each line-item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and therefore will carry across to the totals column to be included in the "Grand Total". Therefore, the "Grand Total” number should reflect the anticipated low bid from a qualified general contractor.

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

Manual for Preparation of Cost Estimates for Hospital Projects and VA Program Guide PG-18- 15.

8. PLANNING INFORMATION/STANDARDS:

General Codes and Standards: The applicable portions of Government criteria in conjunction with industry standards shall govern the design and preparation of contract drawings, specifications, cost estimate, and design analysis. The design shall also satisfy applicable State of Rhode Island criteria.

Particular emphasis is placed on the latest editions of the following documents that establish minimum requirements. This includes but is not limited to the following:

A. International Building Code (latest edition) https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/ B. National Fire Protection Association 101 Life Safety Code (latest edition) https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of- Codes-and-Standards

C. National Fire Protection Association 99 Health Care Facilities Code (latest edition) https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-

Codes-and-Standards D. International Mechanical Code (latest edition) https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/ E. International Plumbing Code (latest edition) https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/ F. The National Electrical Code – NFPA 70 (latest edition) https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of- Codes-and-Standards

G. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the Facilities Guidelines Institute (FGI), American Society of Healthcare Engineering (ASHE) https://www.fgiguidelines.org/guidelines/2018-fgi-guidelines/

H. FGI Guidelines for Design and Construction of Hospitals and Outpatient Facilities (latest edition)

• ANSI/ASHRAE/ASHE Standard 170: Ventilation of Health Care Facilities is included as Part 4 of the FGI Guidelines.

I. Architectural Barriers Act Accessibility Standards (ABAAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to ABAAS https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/ https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/ https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/ https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards https://www.fgiguidelines.org/guidelines/2018-fgi-guidelines/

Project 650-24-104 Renovate 6A Medical Surgical Inpatient Nursing Unit Page 9 of 19 https://www.cfm.va.gov/til/accessibility.asp J. United States National CAD Standard and VHA National CAD Standard Application

Guide (latest editions) https://www.nationalcadstandard.org/ncs6/ https://www.cfm.va.gov/til/projReq.asp#cad

K. American Water Works Association (AWWA) Manuals of Water Supply Practices (latest edition)

L. Providence Water Supply Board design and construction standard details for construction adjacent to, or connection to, water mains owned Providence Water Supply Board (latest edition)

M. VHA Program Guide 18-1, Master Construction Specifications (latest edition) https://www.cfm.va.gov/TIL/spec.asp

N. VHA Program Guide 18-3, Design and Construction Procedures (latest edition) https://www.cfm.va.gov/TIL/cPro.asp

O. VHA Program Guide 18-4, Standard Details and CAD Standards (latest edition) https://www.cfm.va.gov/TIL/sDetail.asp

P. VHA Program Guide 18-5, Equipment Guide List (latest edition) https://www.cfm.va.gov/TIL/equip.asp

Q. VHA Program Guide 18-10, VA Design Manuals (by discipline) (latest edition) https://www.cfm.va.gov/til/dManual.asp

R. VHA Program Guide 18-12, VA Design Guides (graphical by function) (latest edition) https://www.cfm.va.gov/til/dGuide.asp

S. VHA Program Guide 18-14, Room Finishes, Door and Hardware Schedules (latest edition) https://www.cfm.va.gov/til/dGuide.asp

T. VHA Program Guide 18-15 Minimum Requirements for A/E Submissions (latest edition) https://www.cfm.va.gov/til/aeDesSubReq.asp

U. VHA Program Guide 18-17, Environmental Planning Guidance (latest edition) https://www.cfm.va.gov/til/spclRqmts.asp#EC

V. VA Seismic Design Requirements H-18-8 (latest edition) W. VA Manual for Preparation of Cost Estimates and Related Documents (latest edition) https://www.cfm.va.gov/til/dManual/dmCost.pdf X. Physical Security Design Manual for VA Facilities, Mission Critical Facilities (latest edition) https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

Y. VA Sustainable Design Manual (latest edition) https://www.cfm.va.gov/til/accessibility.asp https://www.nationalcadstandard.org/ncs6/ https://www.cfm.va.gov/til/projReq.asp#cad https://www.cfm.va.gov/TIL/spec.asp https://www.cfm.va.gov/TIL/cPro.asp https://www.cfm.va.gov/TIL/sDetail.asp https://www.cfm.va.gov/TIL/equip.asp https://www.cfm.va.gov/til/dManual.asp https://www.cfm.va.gov/til/dGuide.asp https://www.cfm.va.gov/til/dGuide.asp https://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/til/spclRqmts.asp#EC https://www.cfm.va.gov/til/dManual/dmCost.pdf https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

Project 650-24-104 Renovate 6A Medical Surgical Inpatient Nursing Unit Page 10 of 19 https://www.cfm.va.gov/til/sustain.asp Z. Sustainable design requirements contained in Master Construction Specifications

Section 01 81 13 – Sustainable Construction Requirements (latest edition) https://www.cfm.va.gov/TIL/spec.asp#01

AA. VHA Handbook 1330.01, Health Care Services for Women Veterans (latest edition) https://www.cfm.va.gov/til/space.asp

BB. VA Seismic Design Requirements contained in H-18-8, Seismic Design Handbook (latest edition) https://www.cfm.va.gov/TIL/seismic.asp

CC. Providence VAMC Design & Construction Standards (latest edition)

a. The A/E shall obtain all data necessary to prepare the design documents required. The A/E shall confirm all existing conditions and field verify the as-built drawings provided by the VA. The A/E is wholly responsible for both the accuracy and the level of completeness of the final product and failure to verify information is not acceptable. Information (drawings and other documentation) provided to the A/E by the VA, or any other government source shall be used for reference only.

b. Sustainability: New stand-alone construction and major renovation projects shall be designed and constructed to achieve LEED Silver status with minimum extra effort and cost. These projects may register with the USGBC with the goal of obtaining LEED Silver or LEED Silver equivalency. VA encourages A/E project teams to achieve the highest LEED level possible within the scope and budget of each project. The project team is also encouraged, but not required, to pursue third party review and formal LEED Certification with the U.S. Green Building Council and display the seal in the facility.

a. NEPA Compliance: Complete the VA’s NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use and similar projects will have a significant impact on the environment. Conduct additional environmental reviews as required by the results of this initial evaluation. Ensure the project complies with NEPA requirements in accordance with VA practices and policies.

b. Sustainable Design and Energy Reduction: The VA requires that the project comply with The Energy Policy Act of 2005, Executive Order 13423 (Strengthening Federal Environmental, Energy and Transportation management), EISA 2007, the VA Sustainable Design and Energy Reduction Manual, and all applicable energy codes and standards. The following requirements apply:

1. New Construction: The project shall be designed to achieve an energy consumption level that is at least

30% below the level achieved under ASHRAE Standard 90.1-2007, if life-cycle cost effective. Use Appendix G of ASHRAE Standard 90.1-2007 to document the energy savings. Should the 30% reduction in energy consumption prove not to be life-cycle cost effective, then the designer shall evaluate alternative designs at 5% successive decrements in order to identify the most energy efficient design that is life-cycle cost effective. The following parameters shall be used for performing the analysis:

https://www.cfm.va.gov/til/sustain.asp https://www.cfm.va.gov/TIL/spec.asp#01 https://www.cfm.va.gov/til/space.asp https://www.cfm.va.gov/TIL/seismic.asp

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• 20 year life-cycle period for system comparisons

• Use Public domain programs such as TRACE, E-CUBE, Carrier E20-II, Energy Plus, etc.

• 3% Discount Factor; and

• Neither method shall include taxes nor insurance while computing cost.

2. Renovation: Reduce the energy cost budget by 20% below pre-renovation 2003 baseline. The designer shall estimate 2003 baseline energy consumption before the renovation and compare it to the proposed design after the renovation and document the 20% savings. The primary unit for energy budget reporting is the British Thermal Unit (BTU) per square foot of the area to be renovated. The designer shall develop the energy budget as required in ASHRAE 90.1-2007, Appendix G, using the same parameters outlined above for new construction. Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R- Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixture that is cost effective (20 year life), and meets the lighting W/SF required in Chapter 9, ASHRAE Standard 90.1 -2007.

3. For the project, renewable energy systems (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness.

4. Specify Department of Energy, Energy Star labeled equipment.

5. Specify equipment that qualifies for utility rebate and/or incentive programs of local utility providers and provide complete documentation required by local utility providers to obtain utility rebates and/or incentives.

6. Design the building envelope, HVAC system and equipment, building service water heating equipment and design, interior and exterior lighting and lighting design, and building and site electrical designs to meet the requirements of ASHRAE 90.1-2007.

7. Provide an Energy Code and Sustainability Review Report, LEED Review Report, and Life Cycle Cost

Calculations as part of the design analysis that is submitted with each design submittal; design analysis shall be in digital form.

8. The A/E must possess design team members with Leadership in Energy and Environmental Design

(LEED) certification and Certified Energy Manager (CEM) certification.

9. The VA will conduct an energy review of each design submittal to ensure compliance with these requirements and provide written comments. The A/E shall provide written responses to the VA energy review comments to indicate the designer’s intention to comply, or the reasons why the comments are not to be included in the project.

9. MEETINGS:

The A/E shall attend meetings at the time and place requested by the Contracting Officer or their Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Contracting Officer or their Representative. Meetings shall include the following:

a. Pre-Design Meeting - The A/E shall meet with the Contracting Officer and/or the Representative (from Facilities Management Service), and, if applicable, the Using Service's Representatives, to determine project requirements, the arrangement of the areas, and to clarify the scope of work.

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b. Design Review Meetings - The A/E shall attend meetings with the Contracting Officer and/or the

Representative (from Facilities Management Service), and the Using Service's Representatives during field investigations and for review conferences as needed to advance progress of the work.

As a minimum, attend one review conference after each submission of the project design documents.

c. Progress meetings shall occur every two weeks throughout the design and construction documents phases unless other meeting schedules are agreed to.

10. DESIGN SITE VISITS:

The A/E shall visit the proposed project site to obtain the details and specifics of the relevant existing field conditions in order to fully complete the work of this project without omission. Such visits shall include a thorough inspection of normally enclosed or inaccessible areas such as spaces above the elevators, within walls or chases, in mechanical areas and interstitial spaces, in elevator pits, and in or under basement floors. Where necessary, arrange to have walls or ceilings opened to examine the interior or hidden conditions to provide complete drawings.

Arrangements for visits to make inspections should be made by contacting VAPHS COR, at least three

(3) business day before the visit so appropriate notifications can be made. A minimum of three (3) site visits shall be conducted, however, the number of site visits shall be as needed for the A/E to complete all required investigations, determine the nature of existing conditions, and provide a complete the design.

11. ANSWERING INQUIRIES & ISSUING AMENDMENTS:

The A/E shall provide prompt answers and recommendations to inquiries made by the Government. In the event of error or omission, the A/E shall issue design amendments to the project documents to clarify the documents. Those amendments required to correct omissions or errors made by the A/E shall be at no additional cost to the Government. This work is time sensitive and must be completed in a timely manner. Charges by the Contractor for unnecessary delays due to protracted responses to inquiries will be charged to the A/E.

A. Design amendments that may include revised plans, specifications, or supplemental sketches, shall be issued as bulletins.

B. Independent cost estimates for additional work or credits shall be developed by the A/E for any changes to the construction documents.

C. Costs estimates shall include labor, materials, equipment rentals, consumables, etc.

D. Costs estimates shall be detailed, providing individual line items for each material, labor category, individual piece of equipment, etc.

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12. FIRE CODE REVIEWS:

Conduct fire code reviews at the 35%, 65% and 95% project submission prior and provide the reviews with the submissions to the VAPHS. Such review shall be performed by a qualified individual who is a licensed professional Fire Protection Engineer in one of the 50 states or the District of Columbia and is knowledgeable of the National Fire Protection Association (NFPA) National Fire Codes, of sprinkler system requirements, of fire alarm system requirements, of Life Safety Code requirements, and of VA referenced fire codes and standards. Such reviews shall be documented in writing and shall be conducted to ensure compliance with applicable fire codes and standards. The Fire Protection Engineer shall provide written certification with the final construction documents and before construction commences that the project documents conform to the requirements of the VA Fire Protection Design Manual, of NFPA 101, The Life Safety Code, and all other applicable fire codes and standards.

13. QUALITY ASSURANCE/QUALITY CONTROL:

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

The VAPHS will review the plans and specifications at each design submission. If it is evident that the documents have not received a rigorous review by the A/E the submission shall be rejected. Upon rejection of a submittal, the A/E shall provide a revised QA/QC plan to address the failure of the existing plan, and revise and resubmit the documents at no additional cost to the government.

14. DESIGN SUBMISSIONS:

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

The A/E shall provide design in accordance with a 6% A/E limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606- 73.

A. Design Analysis (Basis of Design): Provide design analysis, in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified):

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1. The scope of work (as the A/E and its consultants understands it) with the specific objectives of the project.

2. The applicable Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage.

3. Any preliminary design calculations prepared by each design discipline (architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary).

4. Reports of site visits.

5. Meeting minutes.

6. Results of assessments and evaluations of alternative designs.

7. All other relevant data.

The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E.

B. Drawings: Base all original drawings on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/8" = 1 '0", where necessary, and generally 1/4" = 1'0" or larger when possible to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawing as "XREFS" bound to the drawing for submission purposes and final issue only. All other usage shall be drawing from a common Master Set, daily if required, from a source maintained on the architect’s master database.

The database shall be available by modem to all design disciplines and the VA. The purpose of this requirement is to insure consistency and to eliminate design conflicts by guaranteeing that common elements of the design stay common elements throughout the design life of the project.

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

Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic version of drawings shall be submitted using IBM compatible "AutoCAD" 2022 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2014 release. Final drawings shall be plotted in ink on 30" x 42" standard bond sheets. Sepias are not acceptable as original drawings. Final drawings submitted by the A/E shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information.

Final drawings shall bear the VA title block and nomenclature as are the sample sheets supplied by the VA. All drawings in a project set shall be on the same type and size sheets. All drawings are required to show existing conditions as of the date of the design submission.

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

1. Drawings shall provide uniform photographic quality.

2. Minimum lettering height shall be not less than 3/32-inch plotted lettering.

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

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

5. Clearly distinguish between new work and existing work.

6. Graphic scales shall be provided on all drawings.

C. Specifications: Provide complete project specifications, to include all sections of CSI Divisions 1-50 that, in the opinion of the A/E, are necessary to properly and adequately construct the project by a construction contractor.

Specifications shall be based on the VA Master Construction Specifications using the current 6-digit Master Format numbering system. Specifications shall be prepared in MS Word, IBM compatible format. Review and edit the applicable sections of the specifications as to completeness, relevance, and correctness. Delete references to industry standards and to other specification sections that do not apply to this project. Provide proper cross-references to other specifications that apply to the work.

The intent is to provide specifications that are suitable for the project intention and detailed enough to enable the contractor to perform the work in the best and most cost-effective manner possible. It is equally important that the A/E “edit out" portions of the specifications that add additional cost to the project without additional value or quality. Not every portion of the master specification is appropriate to this particular project.

Where choice of items is referenced in the specification section, consult with VAPHS Facilities Management Service for direction on which option to select. The construction contractor shall not be provided options or choices to select from but must be provided the specific selection.

Obtain from VAPHS Facilities Management Service the name and type of specialty materials and equipment that are required for use on the project. All materials shown in the specifications shall, if named specifically by brand or production name, carry the statement "or approved equal" and shall include specific material performance requirements that must be satisfied. Exception may occur due to previously purchased or installed items interacting with new construction. In this situation, items used should be the same as existing or matched accordingly. The VAPHS shall provide information on such items. Specify construction in detail in all the specification sections. Tolerances, and workmanship, shall not be allowed to default to "common industry/construction practices”, or any similar vague standard. The legal precedence of the specifications over the drawings shall not be used to resolve design ambiguities between the drawings or notes necessary for clarity. Any contradiction, ambiguity, or statements subject to various interpretations shall be immediately

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Incorporate the Providence VAMC’s local specification requirements, to be provided by the VHA COR, into the specification package including specifications relating to data communications and cabling requirements, Fire wall/smoke barrier penetration permitting requirements, Hot Work permitting requirements, infection control permitting requirements, fire alarm system requirements, security system (Pegasys), HVAC digital control systems (Metasys), Code Blue and Team 3 Nurse call systems, PA systems and other local pertinent specifications and general conditions that relate to work and construction at the Providence VAMC.

Ensure all specification requirements are consistent with other sections and with information reflected in the drawings or the A/E shall be responsible for costs incurred by the government for these and similar A/E design errors and inconsistencies in the specifications and drawings

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

E. Minimum Requirements for Submissions to VAPHS Providence: The cost of reproduction of all review materials is included in the contract amount. Submissions shall be made to VAPHS Providence in accordance with the requirements of VA Program Guide PG-18-15 Volume C, A/E Submission Instructions for Minor and NRM Construction Program latest edition, and the following:

(1) PROGRAM OF DESIGN DOCUMENT SUBMISSION. The following quantities of design review material are required:

(a) 4 copies of bound report

(b) 1 Electronic Media (CD ROM) copy of the report

(2) CONCEPT DESIGN DOCUMENT SUBMISSION: The following

(a) 4 copies of Drawings – 2 full size and 2 half size (Black line on bond paper, suitably bound).

(b) 2 copies of Design Analysis.

(c) 1 copy of the Construction Cost Estimate.

(d) 1 Electronic Media (CD ROM) copy the above documents in a single file in

Portable Document Format (pdf).

(2) SCHEMATIC DESIGN SUBMISSION (35% Design Document Submission).

The following quantities of design review material are required:

(a) 4 sets of Plans- 2 full size and 2 half size (Black line on bond paper, suitably bound)

(b) 1 set of Construction Cost Estimate

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(c) 1 set of marked-up Sections of the VA Master Construction Specifications

(d) 2 sets of Design Analysis

(e) 1 copy of the Construction Duration Schedule

(f) 1 copy of Commissioning Agent review comments reconciliation of those comments

(g) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

(h) Electronic Media (CD ROM) copy (single copy) of a, b, c, d and e listed the above in a single file in Portable Document Format (pdf).

(3) CONSTRUCTION DOCUMENT SUBMISSION (65% & 95%): The following

(a) 4 sets of Plans- 2 full size and 2 half size (Black line on bond paper, suitably bound)

(b) 1 set of Construction Cost Estimate

(c) 1 set of Construction Specifications

(d) 1 set of Design Analysis

(e) 1 copy of the Construction Duration Schedule

(f) 1 copy of A/E responses to VA comments of previous submission

(g) 1 copy of Fire Protection Engineer review comments reconciliation of those

(h) 1 copy of Commissioning Agent review comments reconciliation of those

(i) Electronic Media (CD ROM) copy (single copy) of a, b, c, d and e listed above in a single file in portable Document Format (pdf)

(4) CONSTRUCTION DOCUMENT SUBMISSION (Final): Upon completion of all revisions, submit the following items:

(a) 2 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM, and each copy containing the following:

• Drawings on IBM compatible "AutoCAD" version 2022 and in Portable Document Format (pdf)

• The final specifications in Microsoft Word format

• The final specifications assembled into a single file in Portable

Document Format (pdf)

• Final construction cost estimate in Microsoft Excel

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• Final Design Analysis in a single file in Portable Document Format (pdf)

• Construction duration schedule in Portable Document Format (pdf)

(b) 3 full size sets of Plans and 2 half size sets of Plans (Black line on bond paper, suitably bound)

(c) 2 set of Original Reproducible Specifications

(d) 1 copy of A/E responses to VA comments of previous submission

(e) 1 copy of Commissioning Agent review comments reconciliation of those

(f) 1 copy of documentation that demonstrates compliance with the A/E’s QA/QC Plan

(g) 1 copy of Fire Protection Engineer certification that project documents conform to applicable fire codes and standards

(5) CONFORMED CONSTRUCTION DOCUMENT SUBMISSION: Upon completion of the final design of the project and the award of a construction contract, submit the following items prior to the start of construction work as Conformed Project Documents:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM and with all addenda information incorporated into the project drawings and specifications. Each copy shall contain the following:

Drawings on IBM compatible "AutoCAD" version 2022 and in

Portable Document Format (pdf) the final specifications in Microsoft Word format the final specifications assembled into a single file in Portable

Document Format (pdf)

(b) 3 full size sets of Plans and 2 half size sets of Plans with seal of the design professional on each sheet.

(c) 2 set of Original Reproducible Specifications

F. Requirements for Portable Document Format (pdf) Documents: Documents in Portable

Document Format (pdf) format shall be published directly from native document format to pdf format without printing and scanning. Pdf documents shall be searchable, and content shall be selectable and able to be copied and inserted in other documents and or clip boards.

G. Delivery Media and Format for Final Documents

1. Format: CAD Drawings shall be prepared in accordance with VHA Program Guide 18-3, VHA National CAD Standard…