663A4-23-201_Replace 40T Condenser_Design SOW_01.pdf

VAPSHCS – American Lake Replace 40 Ton Condenser at Bldg. 200 Tacoma, Washington Project No. 663A4-23-201

A/E SCOPE OF WORK

PROJECT 663A4-23-201

REPLACE 40 TON CONDENSER AT B200

1. The Architect/Engineer (A/E) shall provide all labor and materials to provide a complete design set for the removal and replacement of the building 200 rooftop mounted 40 Ton Refrigerant Condenser and all associated apparatus and infrastructure. The latter is consistent with condensate piping, refrigerant line-sets, refrigerant evaporators, and the exterior walk-in freezer. Additional, design entail detailing a concrete housekeeping pad for the exterior walk-in freezer mounting as well as a supporting drainage system so that water run off flows away from the exterior freezer box. The design work is associated with project 663A4-23-201 - Replace 40 Ton Condenser at B200, Community Living Center (CLC), VA Puget Sound Health Care System (VAPSHCS), American Lake (AMLK) Campus, Tacoma, Washington.

2. The A/E shall provide design and construction period services to include investigative services, planning consultations and visits, comprehensive design work, preparation of contract drawings and specifications, preparation of cost estimates, construction period services, site visits, reports, commissioning, as-built drawings, and other design services necessary for a complete project.

3. The A/E shall meet with key Veterans Affairs (VA) staff at appropriate points throughout the design and construction process. A VA-designated Contracting Officer’s Representative (COR) will represent the VAPSHCS and its interests and will work with the A/E throughout the contract to ensure contract compliance and that all design milestones are approved by the VA, through design review processes, before transition to the next design lifecycle milestone.

4. Project 663A4-23-201 has three primary purposes. The purpose for the new refrigerant system is to effectively service the existing eight walk-in refrigerators and freezers, at their perspective OEM recommended operating range, to preserve and retain food stores to be used in food preparation and meals served to the inpatient Veterans living at the Community Living Center. In short, the new Condenser and supporting components of end item are to have an impeccable operational readiness rate with minimal down time;

they are to be safe to operate, interoperable with adjacent 100 Ton Chillers, digital interface, peer to peer, via controls and BACnet protocols.

a. The intent for this project is to retain perishable food stores at their perspective objective temperatures for storage throughout their best use date durations without spoilage in accordance with the American Frozen Food Institute (AFFI); so that, food is as fresh as possible to the original package date and that there is no catastrophic loss of perishable food stockpiles.

b. The 40 Ton Condenser and all associated major components of end item are to have both audio and visual emergency alarms to alert and inform maintenance personnel of system shortfalls e.g., R410 refrigerant low, low-level water, inconsistent operating ranges, system default to emergency operations and system emergency shutdown alarm.

c. American Lake disposition is categorized as being within a Very High Seismic Zone;

therefore, the design must analyze and address any seismic requirements for the mounting of mechanical equipment to housekeeping pads, rooftop mounting and overhead mounting in accordance with published criteria for a very high seismic zone.

d. Construction is expected to begin in FY2025 Q2.

e. The estimated construction budget is $2,050,000.

5. The VAPSHCS – AMLK Campus is consistent with historic significance with multiple contributing buildings and structures assigned to the historical registry as designated by the Washington State Historical Preservation Office (SHPO). Building 200 is a non-contributing building; therefore, the design will not require coordination with SHPO.

6. The project will include all necessary design and construction period services including, but not limited to, architectural, mechanical, electrical, fire sprinkler, and fire alarm to create and support a complete set of construction documents.

7. The finishes in all areas are to be designed to tie in with other finishes at the AMLK Campus. All interior design work shall be completed by the A/E Interior Designer in compliance with the VA Interior Design Standards. The VAPSHCS has its own Interior Designer, who will be closely involved in the design process. Any work completed by the A/E Interior Designer must be coordinated with the VAPSHCS-AMLK Interior Designer and all final selections shall be approved by VA. An interior finish binder is to be provided showing all finishes used in this project.

8. All work shall be designed and phased to limit disruptions to the station.

9. The VA will review and approve the room numbers for use by the A/E. The A/E is to provide the VA with a floor plan of the proposed design and proposed room numbers wherever any new room number or changes to room numbers is required.

10. The project design shall be completed in accordance with this A/E Scope of Work and all appropriate VA standards, specifications, and other criteria unless otherwise noted by VA.

VAPSHCS-specific specification and drawing notes and corrections will be provided to the A/E by the COR and shall be incorporated into the final construction documents. The following references, as a minimum, shall be utilized for planning and design purposes.

The current version (at time of contract award) of each document shall be used by the A/E.

The A/E shall retrieve all items from the VA’s Technical Information Library at http://www.cfm.va.gov/TIL/ or from the COR.

a. Master Construction Specifications PG-18-1

b. Design & Construction Procedures PG-18-3

c. Standard Details and BIM Standards PG-18-4

d. Space Planning Criteria PG-18-9

e. Barrier Free Design Guide PG-18-13

f. A/E Submission Instructions – Volume C PG-18-15

g. Environmental Compliance Manual PG-18-17

h. Equipment Guide List H-7610

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

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

k. Seismic Design Requirements H-18-8

l. VAMC Specification and Design Information

m. Joint Commission Criteria

n. NFPA Criteria

o. VA Fire Safety Criteria

p. VA HVAC Design Criteria

q. VA Industrial Hygienist Requirements

r. VA Interior Design Standards

s. VA Physical Security and Resiliency Design Manual – Life-Safety Protected

t. VA Signage Standards

u. VA Whole Building Commissioning Process Manual

v. Uniform Federal Accessibility Standards

11. All drawings shall be completed with traditional CAD format and working copies shall be in PDF format; refer to contract deliverables within this SOW for further information. The VAMC has existing drawings in both CAD and hard-copy format that the A/E may use when developing their preliminary models.

12. VA Physical Security Requirements: This project shall comply with the VA Physical Security and Resiliency Design Manual – Life-Safety Protected requirements. Per this manual, the A/E shall employ a security specialist that has a minimum of five years’ experience in physical security design and shall maintain current certification as Certified Protection Professional (CPP) or Physical Security Professional (PSP) from the American Society for Industrial Security (ASIS). The security specialist must have demonstrated knowledge and experience applying security strategies, such as the application of CPTED, ballistic and forced entry requirements, and electronic security system design. The résumé of the specialist must be submitted to the VA COR for review and approval prior to the concept phase of the project.

13. Commissioning: The A/E shall provide commissioning services as described within the VA Whole Building Commissioning Process Manual.

14. The project schedule will begin with the Notice to Proceed (NTP) and is described in the schedule below:

A/E DESIGN SCHEDULE (IN CALENDAR DAYS)

Design Level A/E Design VA Review Total Days After NTP

Kick-off meeting at BVAMC - - 7

35% Design Development (DD) 28 14 59

65% Design Development (DD) 35 21 115

95% Design Development (DD) 25 14 154

100% Construction Documents (CD) 21 14 195

There will be three official design reviews for this project held in-person at the VAPSHCS- AMLK Campus; one at completion of the 35% DD, one at completion of 65% DD, and one at completion of 95% DD. Required deliverables for each submission can be found under sections 15-19 of this A/E Scope of Work. Intermediate submissions may be required by the VA if any official submission is deemed to be unacceptable; the decision on whether a submission is acceptable is the sole right of the VA. Any requested intermediate submission materials shall be provided by the A/E at no additional cost to the VA.

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

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

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

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

d. One complete set of plans and narratives in digital format (Revit/CAD, Microsoft Word, PDF)

e. Completed copy of the 35% VISN compliance checklist (Provided by COR)

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

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

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

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

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

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

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

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

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

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

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

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

f. Completed copy of the 95% VISN compliance checklist (Provided by COR)

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

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

b. One hard copy set plans, half size

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

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

e. One set completed plans in digital format (Revit/CAD and PDF).

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

g. One hard copy of the final submittal register

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

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

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

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

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

20. The A/E shall assign one representative to participate in the pre-bid conference at the project site at a time designated by the Contracting Officer. The A/E’s representative shall be thoroughly familiar with the project and the contract documents.

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

22. Specifications shall be based on the Department of Veterans Affairs Master Construction Specifications with A/E revisions, additions, deletions, etc., required to assure all phases and facets of work are specifically covered without omission. The A/E will be responsible for editing all sections to revise, add, delete, etc., prior to compiling the finished specification package. The Department of Veterans Affairs Master Construction Specifications provided must be thoroughly reviewed to delete and update reference items and Federal Specifications cited to make everything concurrent with the work performed;

unnecessary items shall be deleted in total. The primary specifications must be thoroughly reviewed to delete items from the specifications that do not apply to the work to be performed. The intent is to provide a package that is suitable for the project to enable the contractor to perform the work in the best possible manner without reviewing unnecessary details.

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

24. A/E shall develop a “Submittal Register” based on actionable specification items that require review and approval and submit to VA with 100% CD deliverables. After submittals are reviewed for compliance during construction, the A/E shall log them in the submittal register.

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

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

27. The A/E shall visit the site, as required, to obtain total details of the specifics required for the Work, including, but not limited to, architectural, mechanical, electrical, etc., to fully complete the drawings and specifications without omission. Such visits shall include a thorough inspection of normally enclosed or inaccessible areas such as spaces above ceilings, within walls or chases, and in pipe crawl spaces. Where necessary, A/E shall arrange to have walls or ceilings broken open or to have excavations made to physically determine existing conditions. Arrangements for visits shall be made with the COR with at least 48-hours advance notice.

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

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

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

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

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