663-22-103 SOW Final.pdf

ARCHITECT / ENGINEER STATEMENT OF WORK

Project Name: SEA Electrical Coordination Study/Arc Flash/Panel Labels

Project Number: 663-22-103

Date: 3/11/2024

Place of Performance:

Seattle Campus

Puget Sound VA Health Care System – Seattle

1660 S Columbian Way

Seattle, WA 98108

Part 1: Project Scope of Work Overview:

Architect / Engineer shall provide an Arc Flash Hazard Analysis Study per NFPA 70E-Standard for Electrical Safety in the Workplace. This study shall also include short-circuit and protective device coordination studies. The A/E shall investigate and provide directory labels and panelboard tags for every panelboard in the facility while ensuring compliance with Article 408 in the most current edition of the National Electric Code. Last, the A/E is to perform load studies on every dry-type transformer in the facility and provide a report summarizing findings with recommendations to replace due to age or to increase transformer size due to loading.

NEC Article 408 link: NFPA 70 - National Electrical Code - Effective Date: 9/1/2022 - Engineering

Workbench (ihs.com)

Part 2: Period of Performance (POP):

Period of Performance (POP) and Project Construction Cost Magnitude: Project scope consists of three tasks. All the tasks are to be completed within the existing POPs concurrently. Complete all work including submittals, reviews, and quality control as shown below, within the number of calendar days shown (from Notice to Proceed):

Part 2, TASK A - SELECTIVE COORDINATION AND ARC FLASH STUDY

a. Kick-off meeting, A/E Site visits.- 10 calendar days after NTP

b. VA receive 15% submission - 40 calendar days after NTP

c. VA provides 15% comments with Meeting - 50 calendar days after NTP

d. VA receives revised 15% w/VA comments - 60 calendar days after NTP

e. VA receive 35% submission - 90 calendar days after NTP

f. VA provides 35% comments with Meeting - 100 calendar days after NTP

g. VA receives 35% w/VA comments - 110 calendar days after NTP

h. VA receive 65% submission - 140 calendar days after NTP

i. VA provides 65% comments with Meeting - 150 calendar days after NTP

j. VA receives revised 65% w/VA comments - 160 calendar days after NTP

k. VA receive 95% submission - 190 calendar days after NTP

l. VA provides 95% comments with Meeting - 200 calendar days after NTP

m. VA receives revised 95% w/VA comments - 210 calendar days after NTP

n. VA receives Complete package - 230 calendar days after NTP

o. VA reviews and provides Comments - 240 calendar days after NTP

p. VA receives final package - 260 calendar days after NTP https://ewb.ihs.com/%23/document/PYRAXGAAAAAAAAAA?qid=638070753781208120&sr=re-1-10&kbid=4%7C20027&docid=945674460&hfbeadac8 https://ewb.ihs.com/%23/document/PYRAXGAAAAAAAAAA?qid=638070753781208120&sr=re-1-10&kbid=4%7C20027&docid=945674460&hfbeadac8

Part 2, TASK B - PANELBOARD DIRECTORY

a. Kick-off meeting, A/E Site visits. - 10 calendar days after NTP

b. VA receive 15% submission - 40 calendar days after NTP

c. VA provides 15% comments with Meeting - 50 calendar days after NTP

d. VA receives revised 15% w/VA comments - 60 calendar days after NTP

e. VA receive 35% submission - 120 calendar days after NTP

f. VA provides 35% comments with Meeting - 130 calendar days after NTP

g. VA receives 35% w/VA comments - 140 calendar days after NTP

h. VA receive 65% submission - 200 calendar days after NTP

i. VA provides 65% comments with Meeting - 210 calendar days after NTP

j. VA receives revised 65% w/VA comments - 230 calendar days after NTP

k. VA receive 95% submission - 290 calendar days after NTP

l. VA provides 95% comments with Meeting - 300 calendar days after NTP

m. VA receives revised 95% w/VA comments - 310 calendar days after NTP

n. VA receives Complete package - 330 calendar days after NTP

o. VA reviews and provides Comments - 340 calendar days after NTP

p. VA receives final package - 360 calendar days after NTP

Part 2, TASK C - TRANSFORMER STUDY

a. Kick-off meeting, A/E Site visits. - 10 calendar days after NTP

b. VA receive 15% submission - 30 calendar days after NTP

c. VA provides 15% comments with Meeting - 40 calendar days after NTP

d. VA receives revised 15% w/VA comments - 50 calendar days after NTP

e. 35% Requirement: Install meters for Phase 1 - 60 calendar days after NTP

f. 35% Requirement: Final Meter Installed for Phase 1 - 74 calendar days after NTP

g. 35% Requirement: Final Day for Metering Phase 1 - 104 calendar days after NTP

h. 65% Requirement: Start Removal Phase 1 Meters - 105 calendar days after NTP

i. 65% Requirement: Final Removal Phase 1 Meters - 119 calendar days after NTP

j. 65% Requirement: Start Install Phase 2 Meters - 120 calendar days after NTP

k. 65% Requirement: Final Day to Install Phase 2 Meters - 134 calendar days after NTP

l. 65% Requirement: Final Day for Metering Phase 2 - 164 calendar days after NTP

m. 95% Requirement: Start Removal Phase 2 Meters - 165 calendar days after NTP

n. 95% Requirement: Final Removal Phase 2 Meters - 179 calendar days after NTP

o. 95% Requirement: Provide Load Study Report - 199 calendar days after NTP

p. Complete design package - 220 calendar days after NTP

The design shall reflect a project study with Period of Performance (POP) of no longer than 540 days.

Part 3: Design Period Services: Detailed Project Scope of Work:

The Architect / Engineer shall have demonstrated experience in performing similar electrical studies at large complex facilities including healthcare.

Part 3, TASK A - SELECTIVE COORDINATION AND ARC FLASH STUDY

A/E Responsibility

a. The A/E shall provide all required professional engineering consultants

b. The A/E shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the

A/E under this contract. The A/E shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services. Neither the Government’s review, approval or acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the Contractor shall be and remain liable to the Government in accordance with applicable law for all damages to the Government caused by the Contractor’s negligent performance of any of the services furnished under this contract (FAR 52.236-

23).

c. Pre-Design Site Investigation: The A/E shall perform a thorough Site Investigations to verify existing conditions affecting the work. This shall include an extensive tour of the existing spaces and investigation of existing utility systems and their capacities, structural analysis, and other possible upgrades required. Provide an agenda for site visit to ensure all required key staff and players can be included and scheduled. The A/E acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost. The A/E also acknowledges that it has satisfied itself as to the character, quality, and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the site, including all exploratory work done by the Government, as well as from the drawings and specifications made a part of this contract. This may include establishing accurate as-built conditions of the facility and its utility systems for future re-design and construction. A/E and their consultants gather pertinent design information of the existing architectural, mechanical, electrical, electronic, plumbing, and structural building feature(s) and element condition(s) in order to complete new design work (FAR

52.236-3).

d. This work will include site visits for inspection services, study period services, reports, and as-built drawings. The contractor will be provided all available previous arc flash studies, building architectural drawings, and the original building construction drawings.

e. A/E shall furnish an Arc Flash Hazard Analysis Study per the requirements set forth in the current issue of NFPA 70E -Standard for Electrical Safety in the Workplace.

The arc flash hazard analysis shall be performed according to the IEEE Standard

1584– 2018, the IEEE Guide for Performing Arc-Flash Calculations. Study is to conform to all VA, NFPA, IEEE standards.

f. Qualifications: The short-circuit, protective device coordination and arc flash hazard analysis studies shall be conducted under the responsible charge and approval of a

Registered Professional Electrical Engineer skilled in performing and interpreting the power system studies.

g. Computer Analysis Software: The studies shall be performed using SKM Systems

Analysis Power*Tools for Windows (PTW) software program.

Data Collection

a. Field data collection shall be performed by qualified personnel employed by A/E firm, qualified (as defined by NFPA 70E) to ensure accurate equipment modeling.

b. Qualified personnel employed by A/E firm will visually inspect to verify the equipment ratings, conductor ratings, and overcurrent device data by removing panel covers, covers, and doors where required to document the necessary data used in the analysis. This will likely require equipment shutdown so the equipment can be inspected and de-energized.

Full scheduling and coordination with the VA Medical Center via the project’s COR must occur for such shutdowns.

c. A/E will verify the owner’s one-line drawings against the actual existing conditions and provide marked corrections where discrepancies are found.

d. A/E shall obtain from the utility the minimum, normal, and maximum operating service voltage levels, three-phase short circuit MVA and X/R ratio, as well as line-to-ground short circuit MVA, X/R ratio at the point of connection, and Short Circuit Analysis.

Short Circuit Analysis

a. Transformer design impedances shall be used based on nameplate.

b. Provide the following:

i. Calculation methods and assumptions.

ii. Selected base per unit quantities.

iii. One-line diagram of the system being evaluated that clearly identifies individual equipment buses, bus numbers used in the short-circuit analysis, cable and bus connections between the equipment, calculated maximum short-circuit current at each bus location, and other information pertinent to the computer analysis.

iv. The study shall include input circuit data including electric utility system characteristics, source impedance data, conductor lengths, number of conductors per phase, conductor impedance values, insulation types, transformer impedances and X/R ratios, motor contributions, and other circuit information as related to the short-circuit calculations.

v. Tabulations of calculated quantities including short-circuit currents, X/R ratios, equipment short-circuit interrupting or withstand current ratings, and notes regarding adequacy or inadequacy of the equipment rating.

vi. Results, conclusions, and recommendations. A comprehensive discussion section evaluating the adequacy or inadequacy of the equipment must be provided and include recommendations as appropriate for improvements to the system.

c. For solidly grounded systems, provide bolted line-to-ground fault, line-to-line fault, and 3 phase bolted fault current studies for applicable buses as determined by the engineer performing the study.

d. Protective Device Evaluation:

i. Evaluate equipment and protective devices and compare to short circuit ratings.

ii. Adequacy of switchgear, motor control centers, and panelboard bus bars to withstand short-circuit stresses.

iii. A/E shall notify Owner, in writing, of any circuit protective devices improperly rated for the calculated available fault current.

iv. A/E shall notify Owner of over-dutied panelboards and their percentage over-duty.

Protective Device Time-Current Coordination Analysis

a. Protective device coordination time-current curves (TCC) shall be displayed on log-log scale Graphs.

b. Include on each TCC graph, a complete title with descriptive device names.

c. Terminate device characteristic curves at a point reflecting maximum symmetrical or asymmetrical fault current to which the device is exposed.

d. Identify the device associated with each curve by manufacturer type, function, and if applicable, LSIG, time delay, and instantaneous settings recommended.

e. Plot the following characteristics on the TCC graphs, where applicable:

i. Electric utility’s overcurrent protective device.

ii. Medium voltage equipment overcurrent relays.

iii. Medium and low voltage fuses including manufacturer’s minimum melt, total clearing, tolerance, and damage bands.

iv. Low voltage equipment circuit breaker trip devices, including manufacturer’s tolerance bands.

v. Transformer full-load current, magnetizing inrush current, and ANSI through-fault protection curves.

vi. Medium voltage conductor damage curves.

vii. Ground fault protective devices, as applicable.

viii. Pertinent motor starting characteristics and motor damage points, where applicable.

ix. Pertinent generators short-circuit decrement curve and generator damage point.

x. The largest feeder circuit breaker in each motor control center and applicable panelboard.

f. Provide adequate time margins between device characteristics such that selective operation is provided, while providing proper protection.

g. Provide the following:

i. A One-line diagram shall be provided which clearly identifies individual equipment buses, bus numbers, device identification numbers, and the maximum available short-circuit current at each bus when known.

ii. A sufficient number of log-log plots shall be provided to indicate the degree of system protection and coordination by displaying the time-current characteristics of series connected overcurrent devices and other pertinent system parameters.

iii. Computer printouts shall accompany the log-log plots and will contain descriptions for each of the devices shown, settings of the adjustable devices, and device identification numbers to aid in locating the devices on the log-log plots and the system one-line diagram.

iv. The study shall include a separate, tabular printout containing the recommended settings of all adjustable overcurrent protective devices, the equipment designation where the device is located, and the device number corresponding to the device on the system one-line diagram.

v. A discussion section which evaluates the degree of system protection and service continuity with overcurrent devices, along with recommendations, as required, for addressing system protection or device coordination deficiencies.

vi. A/E shall notify Owner in writing of any significant deficiencies in protection and/or coordination and provide recommendations for improvements.

Arc Flash Hazard Analysis

a. The arc flash hazard analysis shall be performed according to the IEEE 1584 equations that are presented in NFPA70E. The arc flash hazard analysis shall be performed in conjunction with the short-circuit analysis and the protective device time-current coordination analysis.

b. The flash protection boundary and the incident energy shall be calculated at significant locations in the electrical distribution system (switchboards, switchgear, motor-control centers, panelboards, busways, and splitters).

c. Provide the following:

i. Results of the Arc-Flash Hazard Analysis shall be submitted in tabular form, and shall include device or bus name, 3-phase bolted fault and arcing fault current levels, flash protection boundary distances, working distances, personal-protective equipment classes, and AFIE (Arc Flash Incident Energy) levels.

ii. The Arc-Flash Hazard Analysis shall report incident energy values based on recommended device settings for equipment within the scope of the study.

iii. The Arc-Flash Hazard Analysis is to include recommendations to reduce AFIE levels and enhance worker safety.

Field Adjustment

a. The A/E will provide documentation in order for adjustment of relay and protective device settings according to the recommended settings table provided by the coordination study. This adjustment is to occur by qualified personnel employed/hired by the A/E firm.

b. Field adjustments to be completed and documented by qualified personnel employed by

A/E under Startup and Acceptance Testing contract portion of project.

c. Qualified personnel employed by A/E shall make modifications to equipment as required to accomplish conformance with short circuit and protective device coordination studies.

d. A/E shall notify Owner in writing of any required major equipment modifications.

Submittals

a. The results of the short-circuit; protective device coordination and arc flash hazard analysis studies shall be summarized in a final report. Three (3) bound copies of the complete final report shall be submitted. 2 CDs of results shall be provided which provide pdf and native files, i.e., CAD, excel, word, and SKM.

b. The report shall include the following sections:

i. Executive Summary including Introduction, Scope of Work and

Results/Recommendations.

ii. Short-Circuit Methodology Analysis Results and Recommendations

iii. Short-Circuit Device Evaluation Table

iv. Protective Device Coordination Methodology Analysis Results and

Recommendations

v. Protective Device Settings Table

vi. Time-Current Coordination Graphs and Recommendations

vii. Arc Flash Hazard Methodology Analysis Results and Recommendations including the details of the incident energy and flash protection boundary calculations, along with Arc Flash boundary distances, working distances, Incident Energy levels and Personal Protection Equipment levels.

viii. Arc Flash Labeling section showing types of labels to be provided. Section will contain descriptive information as well as typical label images.

ix. One-line system diagram that shall be computer generated and will clearly identify individual equipment buses, bus numbers used in the short-circuit analysis, cable and bus connections between the equipment, calculated maximum short-circuit current at each bus location, device numbers used in the time-current coordination analysis, and other information pertinent to the computer analysis.

Arc Flash Labels

a. A/E shall provide a 4.0 in. x 4.0 in. thermal transfer type label of high adhesion polyester for each work location analyzed.

b. The labels shall be designed according to the following standards:

i. UL969 – Standard for Marking and Labeling Systems

ii. ANSI Z535.4 – Product Safety Signs and Labels

iii. NFPA 70 (National Electric Code) – Article 110.16

c. The label shall include the following information:

i. System Voltage

ii. Flash protection boundary

iii. Personal Protective Equipment category

iv. Arc Flash Incident energy value (call/cm²)

v. Limited, restricted, and prohibited Approach Boundaries

vi. Study report number and issue date

d. Labels shall be printed by a thermal transfer type printer with no field markings.

e. Arc flash labels shall be provided for equipment as identified in the study and the respective equipment access areas per the following:

i. Floor Standing Equipment - Labels shall be provided on the front of each individual section. Equipment requiring rear and/or side access shall have labels provided on each individual section access area. Equipment line-ups containing sections with multiple incident energy and flash protection boundaries shall be labeled as identified in the Arc Flash Analysis table.

ii. Wall Mounted Equipment – Labels shall be provided on the front cover or a nearby adjacent surface, depending upon equipment configuration.

iii. General Use Safety labels shall be installed on equipment in coordination with the

Arc Flash labels. The General Use Safety labels shall warn of general electrical hazards associated with shock, arc flash, and explosions, and instruct workers to turn off power prior to work.

f. Label Installation:

i. Labels shall be field installed by qualified personnel employed by A/E firm.

ii. List of arc flash compliant personal protective equipment (PPE) will be provided by A/E.

Arc Flash Training

i. The A/E supplying the Arc Flash Hazard Analysis shall train a specialist(s) determined by the VA, of the potential arc flash hazards associated with working on energized equipment (minimum of 4 hours). The training shall be certified for continuing education units (CEUs) by the International Association for

Continuing Education Training (IACET) or equivalent.

ii. A/E shall provide separate line item for the price of this training.

iii. The vendor supplying the Arc Flash Hazard Analysis shall offer instructor led

NFPA 70E training classes.

Design Criteria

a. The following criteria will be used to develop the design (including but not limited to):

i. Technical Information Library http://www.cfm.va.gov/TIL/

(a). Master Construction Specifications PG-18-1

(b). Design & Construction Procedures PG-18-3

(c). Standard Details and CAD Standards PG-18-4 http://www.cfm.va.gov/TIL/

(d). National Fire Protection Agency (NFPA) Publications Latest Edition

(e). International Building Code (IBC) Latest Edition

(f). OSHA Standards Latest Edition

(g). National Electric Code (NFPA 70) Latest Edition

(h).

(i).

Design Manuals (by discipline) http://www.cfm.va.gov/TIL/planning.asp

PG-18-10

*****PLEASE NOTE: NFPA takes precedence over IBC*****

b. The following design items will be included in contract requirements:

i. Coordinate with VA Facilities when live electrical work is required and use proper lockout/tag out. Refer to Lockout Tagout procedures provided by COR.

ii. Project design will use Earned-Value Management tracking for invoicing and billing.

iii. The A/E shall attend a kick-off meeting with PUG FMS Design Review team (VA FMS, VA EMS, VA Infection Control, VA Safety, VA Police, the project’s Contracting Officer, etc.).

iv. Prior to interrupting, or scheduling any interruption of, any service A/E will recommend to the COR, a phasing schedule which strives for the least disruptive study schedule and design the subsequent work accordingly.

Project Submission Requirement

a. The following are required design submissions for this project:

i. 15% Submission

(a). Initial concept, incorporating phasing strategy, feasibility studies, analysis of infrastructure systems and recommendations defining the study approach.

(b). Two sets of 12” x 18” Schematic Design model report drawing. One CD-

ROM to include Schematic Phase documents.

(c). Include an assessment of the existing systems condition.

(d). Develop a phasing narrative and strategy.

(e). Complete survey and as-built existing condition drawings.

(f). Collect and chart all VA review comments, listing a response to each, incorporate corrections into the design and specifications when called for, (or provide justification for not doing so based on Code, VA policy or guidance, or other empirical basis - with specific references) and resubmit the deliverable for review and acceptance.

(g). Respond to VA's Schematic review comments, if applicable. These responses should be included in the next sequential design submission.

ii. 35% Submission

(a). Develop concept of preferred alternative with phasing strategy, analysis of infrastructure systems, and recommendations defining the study approach.

(b). Two sets of 12” x 18” Schematic Phase model report drawing. One CD-

ROM to include 35% Phase documents.

(c). Updated Basis-of-Design narrative as described above, and include:

Phasing narrative, deductive alternates, energy calculations, lighting calculations, dust control narrative, Project Risk Assessment, Interim Life

Safety Measures, Infection Control Risk Assessment, furnishings data sheets, and equipment data sheets.

(d). Respond to VA's 15% review comments, if applicable. These responses should be included in the next sequential design submission.

iii. 65% Submission

(a). Drawings, specifications, Basis-of-Design narrative, and other deliverables listed in the prior phase, further elaborating and improving on the work based on the phase review.

(b). Prepare advanced detailed report in all disciplines, complete engineering drawings, and specifications in preparation for full contract drawings and specifications for the approved design based on the approved 35% design.

(c). Outlined specifications, two sets.

(d). Provide one full-size plan, two half-size plans, two CD-ROM medias with

PDF and native file format (AutoCAD/Revit/Excel/Word) for each VA review. Incorporate VA review comments and resubmit.

(e). One CD-ROM to include all 65% Phase documents.

(f). Respond to VA's 35% review comments, if applicable. These responses

iv. 95% Submission

(a). Drawings, specifications, Basis-of-Design narrative, and other deliverables listed in the prior phase, further elaborating, and improving on the work based on the phase review.

(b). Complete submittal of study drawings based on the approved 65% phase.

(c). Provide one full-size plan, two half-size plans, two CD-ROM media with

PDF and native file format (AutoCAD/Revit/Excel/Word) for each VA review. Incorporate VA review comments and resubmit.

(d). One CD-ROM to include all 95% Phase documents.

(e). Respond to VA's 65% review comments, if applicable. These responses

v. Final Contract Documents and Specifications

(a). Submittal of final study report.

(b). Provide one full-size plan, two half-size plans, two CD-ROM media with

PDF and native file format (AutoCAD/Revit/Excel/Word) for each VA review. Incorporate VA review comments and resubmit. Response to

VA's 95% review comments, if applicable.

(c). One CD-ROM to include Study drawings in latest AutoCAD format, specifications in MS Word and PDF format. Record Drawings.

(d). One set of E-size drawings; one set of C-size drawings.

(e). One CD-ROM to include Record Drawings in latest AutoCAD format and specifications in MS Word and PDF format.

b. The A/E will schedule a design review meeting after VA review of each submission. The meeting invitees will include the PUG FMS Design Review team (VA

FMS, VA EMS, VA Infection Control, VA Safety, VA Police, etc.). The A/E will take meeting minutes and include input into follow-on design.

c. Document Requirements:

i. The SKM report must include the VA's project number.

ii. The report manuals must be in MS Word and PDF.

iii. Each page of the report must carry the project number in the top margin and page numbers.

d. The review submission packages will incorporate the comments from the previous review. If any package is not complete for the required stage, a post review may be required, the cost of which will be borne by the Architect’s design team.

e. Each review submission package shall be submitted in electronic format. It shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be submitted to the VA Contracting Officer.

f. The VA will review the design submission package according to the timelines set forth in

Section 2.0 Deliverables, and provide comments/approvals, either electronically, by fax, or by hard copy delivery.

g. Professional Licensing: The A/E who prepares the documents shall be a professional architect or engineer licensed in the state in which the design work is completed.

h. The professional seal indicating such license by the state shall appear on the final design documents. The architect whose seal is shown will be known as the Architect of Record.

i. The A/E shall comply with the VA’s Requests for Information (RFIs) and all applicable codes.

If the final documents submission package is not complete a post submittal may be required, the cost of which will be borne by the A/E firm.

Project Study Phase

a. Attend a Pre-Study Conference.

b. Participate in site study inspections, prepare site inspection reports, attend job meetings, review study progress schedules, and prepare and distribute job meeting minutes.

c. Attend weekly study meetings. Teleconference will be acceptable in most instances.

d. Site Visits:

i. A/E will survey site and verify existing structure and utilities. A/E will not depend on original construction drawings or previous models for information.

ii. All Contractor and subcontractor owners and employees shall adhere to the Puget

Sound VAMC security and safety requirements while on site.

iii. The Contractor shall visit the site to obtain details of the specific areas covered by this contract in order to fully complete the study without error or omission.

iv. Site visit shall include thorough inspection of normally enclosed or un-accessed areas (i.e., lofts, interstitial space, etc.).

e. Review and respond in writing to Requests for Information (RFI's) and Price proposals from the VA to the Contracting Officer and COR. The A/E is responsible for routing the documents to their consultants. The A/E will return their responses to the VA within 3 working days of receipt, unless otherwise approved by the CO. The VA may require the

A/E to complete an independent cost proposal for required changes.

f. Notate modifications to the final design drawings and provide "as-built" drawings in

AutoCAD format to the COR within 30 calendar days of study completion to include:

i. One complete set of original E-size drawings of final project drawings.

ii. One CD-ROM of final As-Build drawings in AutoCAD 2015 format.

Part 3, TASK B - PANELBOARD DIRECTORY

a. The Architect / Engineer shall have demonstrated experience in performing similar electrical updates, provide uniform panel names on the exterior of the panels, use VA provided Panel Directory to update and install new directories for every panel, and update and trace loads in the panels for unknown circuits.

b. The following criteria will be used to develop the design (including but not limited to):

i. Technical Information Library http://www.cfm.va.gov/TIL/

(a). Master Construction Specifications PG-18-1

(b). Design & Construction Procedures PG-18-3

(c). Standard Details and CAD Standards PG-18-4

(d). National Fire Protection Agency (NFPA) Publications Latest Edition

(e). International Building Code (IBC) Latest Edition

(f). OSHA Standards Latest Edition

c. The following design items will be included in contract requirements:

i. Coordinate with VA Facilities when live electrical work is required and use proper lockout/tag out.

d. Project design will use Earned-Value Management tracking for invoicing and billing.

e. The A/E shall attend a kick-off meeting with PUG FMS Design Review team (VA

FMS, VA EMS, VA Infection Control, VA Safety, VA Police, etc.).

f. The A/E will recommend design approach and options based on the existing building, engineering requirements, and structural requirements. This will be included in a schematic design manual prior to start of design documents.

g. A/E will recommend a phasing schedule that ensures the least disruptive study schedule and design the subsequent work accordingly

Project Submission Requirements

i. 15% Submission

(a). Provide Tables of Summary listing all panelboards for COR to review.

(b). Provide VA with style and settings proposed for the Panelboard names to be affix to the panel cover.

(c). Develop a phasing narrative and strategy.

(d). Two sets of 8-1/2” x 11” of Table of Summary and one CD-ROM to include Schematic Design documents.

(e). Collect and chart all VA review comments, listing a response to each, incorporate corrections into the design and specifications when called for

(or provide justification for not doing so based on Code, VA policy or guidance, or other empirical basis - with specific references), and resubmit the deliverable for review and acceptance.

(f). Respond to VA's Schematic review comments, if applicable. These

(a). Using VA-selected layout option from the prior phase, complete the

Design

(b). Development drawings and specifications.

(c). At least 50% of panelboard directories updated and installed with approved directory format.

(d). At least 50% of panelboard names on exterior updated and installed with approved style and setting selected from 15%.

(e). Investigations to determine unknown loads already underway.

(f). Provide Tables of Summary listing all panelboards for COR to review.

Including the completed and updated directories.

(g). One CD-ROM to include Schematic Design documents. Includes all updated directories in PDF Format and working format.

(h). Provide one printed and bound full-size drawing set, three half-size drawing sets, one printed and bound project manuals, and two CD-ROM media collection of documents and photos to-date as both PDF and native file format (AutoCAD/Revit/Excel/Word) for VA review and records.

(i). Respond to VA's 15% review comments, if applicable. These responses

(a). At least 95% of panelboard directories updated and installed with approved directory format.

(b). All panels, 100% of panelboard names on exterior updated and installed with approved style and setting selected from 35%.

(c). Investigations to determine unknown loads already underway and close to concluding.

(d). Provide Tables of Summary listing all panelboards for COR to review.

Including the completed and updated directories.

(e). One CD-ROM to include 65% Phase documents. Includes all updated directories in PDF Format and working format.

(f). Respond to VA's 35% review comments, if applicable. These

(a). All panelboard directories updated and installed with approved directory format.

(b). Provide Tables of Summary listing all panelboards for COR to review, including the completed and updated directories.

(c). One CD-ROM to include all 95% Phase documents. Includes all updated directories in PDF format and working format.

(d). Final walkthrough to ensure completion.

(e). Respond to VA's 65% review comments, if applicable. These responses

v. Final Contract Documents and Specifications

(a). Submittal of final documents.

(b). Final Basis-of-Design narrative and a report identify what FCA’s the design will correct and what value of each FCA that will be corrected.

(c). Final cost estimate by the independent estimating consultant retained by the A/E, along with the written concurrence of the principal discipline leads and designers indicated in the drawing stamps.

(d). Provide Table of Contents and images of the updated directories.

(e). Response to VA's 95% review comments, if applicable. These responses should be provided prior to full acceptance of the final design submission.

(f). One CD-ROM to include Includes all updated directories in PDF Format and working format.

vi. Record Drawings and Panel Schedules (Panel Directories)

(a). One set.

(b). One CD-ROM to include Includes all updated directories in PDF format and working format.

vii. The A/E will schedule a design review meeting after VA review of each submission.

The meeting invitees will include the PUG FMS Design Review team (VA FMS, VA EMS, VA Infection Control, VA Safety, VA Police, etc.). The A/E will take meeting minutes and include input into follow-on design.

b. Document Requirements:

i. The drawings must include the VA's project number.

ii. Provide Table of Contents and images of the updated directories.

iii. Each page of the submitted book must carry the project number in the top margin and page numbers.

c. The review submission packages will incorporate the comments from the previous review. If any package is not complete for the required stage, a post review may be required, the cost of which will be borne by the Architect’s design team.

d. Each review submission package shall be submitted in electronic format. It shall include an index of drawings (by sheet number and title) submitted. The packages will be submitted to the VA Contracting Officer Representative and Contracting Officer.

e. The VA will review the design submission package according to the timelines set and provide comments/approvals electronically.

f. Professional Licensing: The A/E who prepares the documents shall be a professional

g. The professional seal indicating such license by the state shall appear on the final design

The A/E shall certify compliance with the VA RFP and all applicable codes.

h. If the final documents submission package is not complete a post submittal may be

Part 3, TASK C - TRANSFORMER STUDY

The Architect / Engineer shall have demonstrated experience in performing similar electrical transformer studies. All dry-type transformers throughout the facility will be metered, with the exception of Building 101. All dry-type transformers studied will be replaced due to age, but metering is required to determine if the recommended transformer needs to be larger sized. Load studies excel spreadsheet and A/E report with recommendations to replace with same size or upsizing is a required for submittal.

a. The following criteria will be used to develop the design (including but not limited to):

i. Technical Information Library http://www.cfm.va.gov/TIL/

(a). Master Construction Specifications PG-18-1

(b). Design & Construction Procedures PG-18-3

(c). Standard Details and CAD Standards PG-18-4

(d). National Fire Protection Agency (NFPA) Publications Latest Edition

(e). International Building Code (IBC) Latest Edition

(f). OSHA Standards Latest Edition

b. The following design items will be included in contract requirements:

i. Design must comply with VA ‘Physical Security Design Manual for VA Life-Safety

Protected Facilities’, dated October 2020.

ii. Contractor to provide 10% overages in all materials specifications.

c. Coordinate with VA Facilities when live electrical work is required and use proper lockout/tag out. Refer to Lockout Tagout procedures provided by COR. Project design will use Earned-Value Management tracking for invoicing and billing.

d. The A/E shall attend a kick-off meeting with PUG FMS Design Review team (VA FMS, VA EMS, VA Infection Control, VA Safety, VA Police, etc.).

e. The A/E will recommend design approach and options based on the existing building, engineering requirements, and structural requirements. This will be included in a schematic design manual prior to start of design documents.

Project Submission Requirements

i. 15% Submission

(a). Provide plan for the load study. Study is to be completed in two phases and each meter to run for 30 days. The first phase will involve 50% of the dry-type transformers and the second phase will involve the other 50% of the dry-type transformers. The report will provide the building and transformers planned for each phase.

(a). Install meters to transformers included in Phase 1.

(b). Start the metering for Phase 1.

(a). Remove meters from Phase 1.

(b). Install meters to transformers included in Phase 2.

(c). Start the metering for Phase 2.

(a). Provide load studies from both Phase 1 and Phase 2.

(b). Final Contract Documents and Specifications.

(c). Final Basis-of-Design narrative and a report identifying what changes need to occur to each transformer, if any.

(d). Provide specifications for transformers.

(e). Provide redline online drawings with updated transformer information.

v. Record Documents

(a). Provide load studies from both Phase 1 and Phase 2.

(b). Provide redline online drawings with updated transformer information.

(c). The A/E will schedule a design review meeting after VA review of each submission. The meeting invitees will include the PUG FMS Design

Review team (VA FMS, VA EMS, VA Infection Control, VA Safety, VA

Police, etc.). The A/E will take meeting minutes and include input into follow-on design.

b. Document Requirements:

i. The drawings must include the VA's project number.

ii. The clause and specification book must be in MS Word and PDF.

iii. Each page of the clause and specification book must carry the project number in the top margin and page numbers.

c. The review submission packages will incorporate the comments from the previous review. If any package is not complete for the required stage a post review may be required, the cost of which will be borne by the Architect’s design team.

d. Each review submission package shall be submitted in electronic format. It shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be submitted to the VA Contracting Officer.

e. The VA will review the design submission package according to the timelines set forth in

Section 2.0 Deliverables and provide comments/approvals either electronically, by fax, or by hard copy delivery.

f. Professional Licensing: The A/E who prepares the documents shall be a professional

g. The professional seal indicating such license by the state shall appear on the final design

The A/E shall certify compliance with the VA RFP and all applicable codes.

h. If the final documents submission package is not complete a post submittal may be

i. A/E will recommend a phasing schedule that ensures the least disruptive study schedule and design the subsequent work accordingly.

APPLICABLE TO ALL TASKS ASSOCIATED WITH PROJECT

Deliverables and Design Milestones:

a. Listed milestones are intended to be progressively achieved prior to moving on to subsequent milestones. Failure to fulfill a deliverable within the prescribed time will delay progression and may result in remedial action.

b. Kick-off Meeting:

i. Transmit prerequisite submissions to the Contracting Officer / COR at least one week prior to the kick-off meeting. Failure to compliantly fulfill this requirement will result in the scheduled meeting being cancelled and rescheduled. Incurring costs that result from delays due to this failure will be borne by the A/E firm.

ii. The A/E project manager and senior designers for all disciplines shall attend a design kick-off meeting to discuss project details and expectations.

iii. Provide an agenda and subsequent minutes of the meeting, as with all subsequent progress meetings.

iv. Items to be Submitted at the Kick-off Meeting:

(a). Baseline Schedule:

(i). Prepare and submit for review and acceptance a proposed baseline schedule reflecting each phase of the work, each critical activity, and each essential task required to optimally meet the objectives of the project. The submitted timeline shall be in accordance with the Period of

Performance. Upon acceptance, this will become the

Baseline Schedule from which subsequent progress updates are developed and reported.

(ii). Submit a list of all A/E sub-consultants, including: The discipline they were retained to support or fulfill, company name, office address, office telephone, and primary point of contact (name with telephone number). Also include the name and contract information for lead person of each by discipline.

(b). Design Quality Control Plan, including:

(i). The quality control and quality assurance methodology.

Note that internal quality efforts are expected and appreciated as engaging peer reviewers has proven to be exceedingly more effective.

(ii). List all licensed professional reviewers by name, discipline, and contact information.

VHA Additional Requirements

a. Comply with “VHA Supplemental Contract Requirements for Ensuring Adequate

COVID-19 Safety Protocols for Federal Contractors.”

b. This is a fully functional medical facility where the design must result in a comprehensive strategy to minimize disruption of services to the existing services as well as the surrounding areas including the floors above and below. Include in the work a narrative and phasing strategy to describe this requirement.

c. Contractor shall be required to obtain identification badges for employees working on the job site. IDs will be obtained by filling out form of 306 and VA

Forms #1, #2, and #3 and returning them to the COR for completion. These forms can be found at https://va-piv.com. The completed forms will then be forwarded for abbreviated background investigations. Then an appointment will be scheduled for each employee for fingerprinting and photos for the temporary ID badge.

d. The AE shall review of the Facility Condition Assessment (FCA) and shall identify FCAs that their design will correct and what value the project will correct.

e. The AE is responsible for producing a complete design narrative/analysis, calculations, and specifications in accordance with professional standard practices and VA criteria. Each AE discipline shall receive a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD

Standard (NCS) application guide. The AE is responsible for obtaining the NCS.

f. The A/E shall provide a checklist of all submittals, certifications, tests, and inspections required. When life safety is impacted, the Contractor shall design interim life safety measures as part of the design documents.

g. The A/E shall attend a kickoff meeting with VA engineering staff. The A/E will include a thorough site inspection of existing systems and verify their capacities and capabilities. The A/E will not fully depend on original construction drawings for information. This meeting will include a tour to view the project site.

h. The A/E will recommend design approach and options based on the existing building and new engineering requirements. This will be included in a schematic design narrative prior to start of design.

i. Specify on the plans, and within appropriate specification sections, any special testing and acceptance criteria for the work.

j. The A/E shall plan, coordinate, and conduct bi-weekly design and coordination meetings between A/E technical disciplines before submitting material for each

VA review. VA meeting room facilities may be utilized for project meetings. The

A/E shall coordinate with Facilities Management Service (Building 6) for use of

VA facilities and establish an FTP site for use by the A/E and the VA to review documents and assist in communication.

k. Firestopping and Firestopping Assemblies: The A/E shall provide the required design services by a U.L. qualified firestopping system designer to correct all existing and new utility penetrations in telecommunications rooms including all existing Fire/Smoke Rated Partitions. Installation of firestopping systems shall be https://va-piv.com/ performed by a UL qualified contractor. All firestopping and fireproofing materials shall be UL listed systems.

l. The A/E shall be responsible for conducting site visits to gather data, investigate, and document exiting conditions. Perform such investigations as required to accurately verify all existing conditions. Existing record documents (as-builts) will be provided by VA. However, they are known to not fully represent the existing conditions and the A/E must field-verify accuracy. All site visits shall be scheduled with the user service through the COR. Where required the A/E shall utilize VA supplied HEPA carts during the survey. This is a fully functional medical facility where the design must minimize disruption of services to the existing services as well as the surrounding areas, including the floors above and below.

m. The A/E shall employ a professional construction cost estimator (service). In-house construction cost estimating shall not be acceptable. Required if study determines replacement of panels required.

n. All work shall comply with the latest requirements of the Department of Veteran

Affairs design criteria and all applicable national codes and standards.

Design and specification services will include the following, as they pertain to the direction within the contract, SOW, and all supporting contract documents:

a. Architectural: General layout of wall, floor, ceiling systems, finishes, furnishings, and equipment - in coordination with VA COR and Interior Designer.

b. Structural: The A/E shall provide Structural and Seismic design services to meet the latest VA Seismic Design requirements. A/E shall field verify existing conditions, materials, and measurements for all structural elements to be evaluated for existing structural integrity, compliance with current seismic standards, and capacity for additional live and dead loads that may result from this project.

c. Civil: None.

d. Mechanical: None.

e. Plumbing: None.

f. Electrical: Normal and emergency power (for AED and emergency lighting), architectural lighting, area and task lighting, special medical equipment typical of the planned function(s), and computer receptacles for staff work areas. A/E shall field verify location of electrical panels and test existing load to determine available capacity. Field verify the panel(s) for existing electrical circuits within the scope of this project and the load for those specific circuits that will be available for this project.

g. Equipment: The A/E shall coordinate the design work directly with the suppliers/ manufacturers of the new equipment to produce a completely designed operational project. All drawings, schematics, and other data available from the equipment suppliers shall be incorporated in the A/E drawings and specifications.

i. The A/E is to determine the points of connection between old and new equipment and clearly detail these connections on the drawings.

ii. Provide new equipment requirements list.

PLEASE NOTE: All design and specification work are required to be performed by licensed design professionals whose primary subject matter expertise (academic and professional experience) is the discipline of the assigned and performed part of the design or specification.

Design Progress Meetings:

a. The A/E project manager shall provide design progress meetings on a bi-weekly basis, adjusting for Federal holidays. Allow for one quarter of the design progress meeting to be on-site meetings to be attended in person by each design discipline lead

(MEP/Structural/Fire Protection Engineers). The design progress meetings shall occur with the COR for the entire design period of performance.

b. Include preparation of meeting agendas, which are to be issued at least one business day in advance of each meeting.

c. Include preparation and dissemination of minutes of the meeting within one business day of each meeting. Transmit the minutes in Word format, allowing attendees 24 hours (next business day) to reply with corrections or exceptions.

d. Design progress meeting minutes shall include a…