AE Design SOW - Enhancemant to Radiology Oncology - Final edit.docx

G.V. (Sonny) Montgomery VA Medical Center 1500 E. Woodrow Wilson Dr. (138) 08/03/2023 Jackson, MS 39216

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

ENHANCEMENTS TO RADIATION ONCOLOGY PROGRAM AT GVSMVAMC (INCLUDING 3RD PARTY MECHANICAL SYSTEM COMMISSIONING SERVICES)

PROJECT NO: 586-404 / VHA16-586-2023-53883

PROJECT NAME: Enhancements to Radiation Oncology Program at G.V. (Sonny) Montgomery VA Medical Center (GVSMVAMC) ESTIMATED CONSTRUCTION COST: Between $10-20 million (in accordance with VAAR 836.204 DISCLOSURE OF THE MAGNITUDE OF CONSTRUCTION PROJECTS) **The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the G.V. (Sonny) Montgomery VA Medical Center (GVSMVAMC) in accordance with this design scope of work. This procurement provides architectural engineering services (including but not limited to architectural design, landscape design, physical security specialist, surveying, geotechnical, structural, civil, mechanical, electrical, fire protection, and medical physics) to develop a 35% schematic design and additionally complete a design-build procurement package for the renovation / expansion of the RadioTherapy Center at the GVSMVAMC in Jackson, MS.

2. STATEMENT OF WORK:

2.1 GENERALLY:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies, and user interviews required to prepare drawings, general specifications (including user requirements), and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to Renovate & Expand the RadioTherapy Center. This project includes the following: 1) addition of approximately 6,650 GSF of new radiation oncology specialty care space, 2) renovation of approximately 5,045 GSF administrative and operational support space, 3) relocation of an approximately 650 GSF stairwell to facilitate expansion the existing footprint, 4) reducing the size/footprint (while retaining roll-up door functionality) of an existing metal building (Roads & Grounds Shop) to facilitate installation addition of new RadioTherapy building space, 5) addition of new Mechanical and Electrical space and services to support consolidation of all facility infrastructure systems for the entire RadioTherapy Center, and 6) full integration with existing facility utility systems to include: JCI MetaSys building automation system, SoftwareHouse C*CURE 9000 access control system, Vicon Surveillance System, Siemens Desigo Addressable Fire Alarm System, facility hardware systems, Guldmann G3+ patient lift systems, and Amico-Ohmeda OAV systems (brand name Justification and Approval (J&A) to be developed for the Design-Build contract once equipment is verified.)

All spaces shall receive new chilled-water air handling unit and hot water reheat terminal boxes for space cooling, consistent electrical & lighting systems, new telecom wiring and faceplates, finishes, and other modifications necessary to provide an integrated design between existing & new as well as support new space functions as described herein.

IMPORTANT: It is an essential requirement for radiotherapy patient care services to remain functional throughout the design-build construction project. Night and weekend work will be necessary to complete various construction milestones.

GVSMVAMC has included a full set of 2016 construction drawings that describe various known construction complexities and further requirements for this project. A new design is necessitated as certain requirements have changed and the A/E of Record is no longer in business.

A/E Part Two Services of this design project (also known as Construction Period Services) includes a) providing/facilitating complete third-party mechanical system commissioning requirements in compliance with the VA Commissioning Manual, b) responding to construction contractor Requests For Information (RFIs) about the 35% schematic design during the solicitation and construction phases of the construction contract, c) in-person attendance and participation at pre-bid and construction kick-off meetings, d) review of construction material submittals and shop drawings, e) attending approximately 2 in-person site visits per month during construction (both scheduled and emergent) with the appropriate design professionals in attendance to ensure compliance with VA design requirements, f) preparation of site visit reports, g) review of any construction project modifications for cost and technical acceptability, h) in-person attendance and participation during the final acceptance inspection, j) review & comparison of construction drawings for the completed project based with the construction contractor’s as-built drawings, and k) preparation of the punch lists for various required inspection milestones.

The A/E shall prepare and utilize a submittal log (shared with VA) during the construction period, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of GVSMVAMC record drawings will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 04 – GVSMVAMC Campus Map will give AE firm a basic understanding of the GVSMVAMC campus.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on the GVSMVAMC campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. Annual influenza shot is required for all staff performing work on GVSMVAMC campus

3. Contractor badge must be obtained and worn by contractor or representative at all times while on campus

4. Any other site requirements that may arise related to health and safety of VA personnel and patients (ie, face masks, etc.).

If at any time an employee of the A/E firm becomes ill, they should not remain or report to work at GVSMVAMC.

· Seasonal influenza with Vaccines (SOW Attachment 03)

2.2 SPACES AND DESIGN ELEMENTS

The A/E for this project shall work with the local VA team (including Facilities and Radiation Therapy leads) as well as National VA Radiation Oncology leads to complete the 35% schematic solicitation package (to include floor plans, elevations, site plan, and landscape design) for the design-build construction project.

1. Radiation Oncology Clinical spaces to include the following:

a. Number of Rooms and Room Types (estimated)

i. One (1) new Linear Accelerator suite inclusive of the following:

1. One (1) new 18MV Linear Accelerator Vault designed to accommodate VA-selected and -provided LINAC

a. One (1) new 720 pound (minimum) rated Guldmann GH3+ full-range, ceiling-mounted, patient lifts to facilitate patient access to the new LINAC

b. Amico-Ohmeda OAV system

c. Storage cabinets

2. One (1) new Control Console room

3. One (1) new patient toilet

ii. One (1) existing Linear Accelerator suite inclusive of the following:

1. One (1) existing LINAC treatment room

2. One (1) Control Console room

3. One (1) patient toilet

4. Repurpose Vault and Control Console rooms

iii. One (1) new CT Simulator Suite

1. One (1) new CT Simulator unit room

a. One (1) new 720 pound (minimum) rated Guldmann GH3+ full-range, ceiling-mounted, patient lifts to facilitate patient access to the new CT Sim

b. Amico-Ohmeda OAV system

2. One (1) new CT Simulator unit control room

3. One (1) new two-section Block/Mold Room with sink and ventilation system for bismuth/lead/tin/cadmium and block-making equipment located therein

iv. Office spaces: All offices adjacent to existing and new vaults shall include STC50 (sound transmission coefficient -50dB) wall construction for necessary sound attenuation. Each office shall include accommodations for separate Treatment Planning and administrative computers (2 each) for each occupant.

1. Three (3) Physician offices (one Service Chief, one Asst. Chief, and one Physician)

2. Two (2) Medical Physicist offices

3. One (1) Dosimetrist office

4. One (1) Chief Radiation Therapist office

5. One Therapist Team office w/space for three (3) Radiation Therapists including two individual computers and file/storage space for each therapist

6. One (1) Administrative Officer (AO) office at existing copier room location

7. Expand existing Two-Nurse station to provide additional space to accommodate required workstations (two for each nurse) and other personal effects

v. Miscellaneous space requirements: Existing Linear Accelerator suite will remain as spare; i.e. when new machine reaches end-of-life, the existing suite will be renovated to support the replacement LinAc while patient care continues in the “old” LINAC vault.

Existing LINAC vault and control room spaces shall be identified in the solicitation to be converted for use to Physicist/Radiation Therapist storage, testing, and training spaces upon activation of the new LINAC vault (ending phase.)

IMPORTANT: The A/E shall clearly indicate in the design/build solicitation package that outsourcing of patient care IS NOT AN OPTION during construction, i.e. the facility shall remain open and functional M-F, 7:00 AM – 4:30 PM.) Construction phasing to include night/weekend work for a) renovation of existing interior spaces, b) cutover to new department AHU, and c) opening of wall to incorporate newly constructed areas shall be required in the new solicitation. Other phasing requirements may be discovered during Schematic Design development.

1. Supply closet

2. Linen Room (Clean & Dirty)

3. Soiled & Clean Utility Room closet(s)

4. Physics closet(s) as required

5. Conference/break room w/TV presentation monitor

6. Renovate/relocate Kitchen area

7. Copy room (convert existing file room to copy room)

8. Pyxis Support Space (convert small area adjacent to Nurse’s Station)

9. Interior (preferably not rooftop) Electrical and Mechanical Equipment support space

10. Exam rooms (4 total including one setup for Triage w/wheelchair scale)

vi. Various Other Requirements to be included in new D/B solicitation (not a comprehensive list)

1. New Normal Electrical Feed served from either Chiller Plant1 or R&E/Chiller Plant2 electrical services. A new DOE 2016 service entrance transformer is required to provide all normal power requirements of the facility.

2. Avoidance/relocation of underground main sanitary sewer line beneath existing and new spaces. Survey of manholes by A/E and drilling of pilot holes by D/B construction contractor will be necessary.

3. Piling system to support new building over (highly expansive) Yazoo Clay shall be utilized. No spread footings will be allowed. 2016 GeoTechnical study is attached which recommends approx. 35 foot drilled pilings into weathered clay. An extensive structural bridging system is indicated to support the new vault due to piling locations related to the sanitary sewer line and spread footing location. Determine whether it is practical to locate or support the vault in a more cost-effective location/manner.

4. Removal of existing rooftop DX space cooling equipment.

a. Provide new chilled water AHU to serve the entire department’s space cooling needs including full duplex pumping with weekly automatic changeover of chilled water pumping via the JCI MetaSys system.

5. Removal of existing LinAc machine cooling DX equipment.

a. Provide new chilled water LinAc machine cooling system including closed loop heat exchanger. Provide full duplex pumping with weekly automatic changeover on both the chilled water and isolated closed circuit machine cooling loops via the JCI MetaSys system.

6. All built-in cabinetry shall include seamless 1¼-inch minimum thickness solid-surface countertop material (medium to large particulate, color selected by VA.)

7. All computer drops within the department shall be converted to Cat 6A and re-fed to new EHRM Telecomm Room. All desk locations require 3 RJ-45 connections. Eliminate IT functions within the Radiation Oncology Department and relocate all switches, patch panels, UPSs, and racks to the new EHRM TR located in adjacent Blue (Pink) Clinic. The Contractor shall be required to coordinate equipment relocation and switchover with local VA OIT department

8. The design/build construction contract shall facilitate the design and installation of new Varian TruBeam LINAC and Siemens SOMATOM go.Open Pro CT Simulator equipment and suites. Equipment quotes describing equipment expectations are attached.

a. Varian/Siemens will install the new RadioTherapy equipment. The D/B construction contractor shall be responsible to coordinate the design, construction, and installation of the new equipment with the equipment manufacturers and provide all supporting installation and utility infrastructure in accordance with the equipment manufacturer’s and VA requirements. New equipment installation shall occur prior to completion of the D/B construction contract.

9. Key design elements

a. Utilization of natural light/windows in offices and exam rooms wherever possible

b. Two (2) patient access points for Radiation Oncology clinic

i. From surface lot

ii. From basement/second floor elevator (adjacent to RadOnc entry)

10. The architectural design shall be consistent in quality and aesthetics to the most recent Jackson VA hospital projects and comply with all applicable documents in the Department of Veterans Affairs (VA) Technical Information Library (TIL), with special attention to the Equipment List (Program Guide [PG]-18-5), Space Planning Criteria (PG-18-9), Radiation Therapy Service (PG-18-9, Chapter 277), and A/E Submission Requirements (PG-18-15). The design shall accommodate OEM space and utility requirements for the new Radiation Therapy treatment equipment.

The VA will support the 35% A/E design firm in developing specific project requirements such as those listed above. The A/E design firm is responsible for further ascertaining and describing these requirements within the Design/Build solicitation package. The VA is using the Design/Build contracting vehicle to expedite the design, construction and renovation of existing spaces for Jackson’s RadioTherapy Center as well as to clearly describe known issues in order to minimize construction cost and the need for contract modifications.

2.3 TECHNICAL REQUIREMENTS AND DELIVERABLES:

Task 1: Initial Site Assessment The contractor shall conduct a site assessment for the proposed Radiotherapy Center expansion to include all architectural, electrical, mechanical, civil, geotechnical, medical physics, information technology (IT), physical security, and structural investigative work necessary to develop a complete design/build project solicitation package.

The contractor shall develop a design-build package for the installation of a new Radiotherapy Delivery System Vault shielded for 18 MV X-Rays (Varian TruBeam, v3), a Siemens Open CT Simulator, necessary offices, mechanical room(s), electrical room(s), storage, IT spaces, and other necessary facility support areas. The total square footage should be between 13,500-15,000 GSF. Existing conditions shall be field verified to ensure the accuracy of 35% design.

1.1. Conduct a geotechnical assessment.

A recent geotechnical survey of the project site for the installation of a second linear accelerator vault is available and appended to this solicitation package. The vault shall be required to be placed on drilled shaft pilings approx. 35 feet in length (to weathered clay) due to extraordinarily expansive (Yazoo) clay present in the area. No spread footing foundations will be allowed.

1.2. Conduct utilities survey and assessment (electrical, HVAC, water/sewer, IT infrastructure, etc.)

The contractor shall evaluate (verify and analyze) all existing utility systems including but not limited to electrical capacity; heating, ventilation, and air conditioning (especially chilled water supply line and pump size/capacity); water and sewer; IT infrastructure, plumbing, and medical gas/air. They shall also assess the location of all utilities and provide a survey of where all utilities are located. The VA will advise on available points of connections for all utility needs. The contractor shall provide specific utility capacity needs for the Center, including radiotherapy equipment, to the VA for making decisions on points of connection.

The existing rooftop-mounted space cooling DX package unit serving the existing department shall be replaced with a new chilled water-based fan-wall (four supply fans, minimum) 100% outside air economizer air handling unit to serve the space cooling needs of the existing and new department. Existing and new VAV boxes shall be single duct VAV-type utilizing hot water reheat. New VAV boxes and HHW lines are required to serve the existing spaces. Each office and exam room shall include dedicated VAV box(es).

Provide new chilled water piping and full-duplex (100% backup) pumping connected to the main (14-inch) supply & return system and sized to serve the cooling needs of the entire M-section of the hospital (served out of the Blue Clinic mech room.) Cooling for the new LinAc machine shall be provided by facility chilled water utilizing a full-duplex (100% backup) pumping system with weekly and automatic changeover of the lead/lag pumps via the facility JCI MetaSys building management system.

The contractor shall identify any utility needs that exceed the capacity of current systems that may be required in the radiotherapy suite necessary to connect to the larger (attached) medical facility utility systems. The contractor shall also assess any information technology requirements and compatibility with current facility IT infrastructure to determine what additional infrastructure may be required to connect the RadioTherapy Center to the main facility. NOTE: A previous project design for the installation of a second linear accelerator vault and CT Simulator is available and appended to this contract.

1.3. Conduct Parking Assessment

The contractor shall assess parking needs, evaluate existing capacity, and identify any issues regarding needed parking in accordance with the Parking Design Manual and Demand Model, located in the TIL. The contractor shall take into consideration the flow of patients from the parking area to the clinical services as well as any zoning restrictions.

Deliverables:

Geotechnical and Subsurface Obstruction Assessment (subtask 1.1) Utilities Survey and Assessment including Water, Sewer (including avoidance/relocation of sewer main beneath facility), Mechanical (Chilled Water, Heating Hot Water), and Electrical (subtask 1.2) Parking Assessment (subtask 1.3) Initial Site Assessment (summary of outputs from subtasks 1.1 – 1.3)

Task 2: Schematic Design Schematic Design (SD) - 35%: In addition to the requirements in PG-18-15, a Basis of Design is required. Schematic Design shall be comprised by a set of drawings and specification rendering representative of at least 35% of a complete design. It shall detail the expected number of rooms and spaces, identify areas of construction, demolition and renovation, notate life safety compartments and functional areas as identified from the basis of the design/design program, square footage for each space, and adhere to identified spacing adjacencies and shall include a systems engineering approach with considerations to operational workflow, considerations for patient access and experience. The Schematic design shall include overhead views of interior and exterior for all areas under construction or utilized as part of phasing efforts and exterior renderings. The contractor shall develop schematic designs describing the size, location, and layout of a radiotherapy center to include the radiation treatment vaults, control areas, adjacent treatment areas, patient changing areas, triage, Pyxis, ARIA, and Physicist/Dosimetrist /Therapist/Nurse workstation layouts & locations, copy room, and staff offices. The design will include information pertaining to weight requirements, above-grade and subsurface obstructions, chilled water system upgrade requirements, stairwell relocation requirements, construction phasing requirements, shielding, electrical, HVAC, IT, life-safety, and fire protection. Consideration and cost allocation associated all and other items identified through discovery shall be included in the cost estimate to be provided for this iteration.

NOTE: It is necessary to hoist the new LINAC and CT Sim equipment through the “back door” of the facility. The construction contractor shall be required to install temporary structural “cribbing” to ensure the continued structural integrity of the floor system notwithstanding notes on the previous sets of construction drawings.

· Creation of Specifications for the following divisions at a minimum

a. 01 00 00 – General Requirements

b. 01 32 16.15 – Network Analysis Schedules

c. 01 33 23 – Shop Drawings, Product Data and Samples

d. 01 35 26 – Safety Requirements

e. 01 42 19 – Reference Standards

f. 01 45 00 – Quality Control

· Solicitation package scope of work

a. Shall be formulated to execute the design-build construction project based on the 35% schematic design. Review requirements include:

· 50% Design Document (DD)

· 75% DD

· 100% Construction Document (CD)

· Quality Assurance Plan

· Key Personnel for A/E and Construction Team

· Selection Criteria to be developed by VA. Recommendations for key personnel shall be provided by contractor

· Specification creation outlining the specifications to be included in the project

b. Shall include recommended period of performance for execution of design and construction

c. Preliminary Infection Control Risk Assessment (PICRA)

d. Preliminary equipment and supply list based on space plan development Scope of work will outline

· Contract title

· Project background

· Scope

· Specific tasks

· Construction Phasing Plan

· Performance monitoring

· Security requirements

· Pertinent information

· Risk control

· Place of performance

· Period of performance

1.1. Develop two (2) draft building design concepts in collaboration with the VA users.

Based on this statement of work, medical center parameters, and initial assessment findings, the contractor shall develop two (2) building design concepts (i.e., conceptual floor plans) to illustrate how space may be allocated and how patients will flow in and out of the radiotherapy center. These should include room-by-room space programs and conceptual planning information consistent with Chapter 277 VA Space Planning Criteria for Radiation Therapy Services and compliant with all city, state, and federal building codes and regulations, as required. Both design concepts must indicate in detail how continuity of clinical services are maintained throughout the construction duration. The contractor should consider and include information consistent with:

All essential shielding and other radiotherapy safety requirements Use of facility by patients coming from a parking lot, inpatient clinical services, or other related outpatient clinical service (e.g., chemotherapy, lab, pharmacy) Need for staff-only areas away from patient treatment areas and/or patient flow Any necessary access accommodations should after hours care be required Indication of the requirement to size chilled water lines & pumps to serve the area.

Survey of and notice to the design/build contractor of obstructions to be avoided beneath the building and structural bridging requirements.

Survey of above-grade obstructions that must be relocated or modified to facilitate construction of new space.

Removal and setback requirement of the end wall of the Roads & Grounds shop building.

1.2. Present schematic design concepts to the local Facility Management Service (FMS) as well as the VA National Radiation Oncology Program (NROP) Office.

The contractor shall facilitate a meeting with FMS and the NROP Office (and others as designated by the Program Office) and present the two schematic options. The contractor shall collect and compile program office feedback and provide a summary of the meeting.

1.3. Deliver final schematic design.

The contractor shall use feedback from the schematic meeting to create a final schematic that represents a 35% design to be included in the solicitation/procurement package.

Deliverables:

Two (2) draft schematic designs (subtasks 2.1 and 2.2) One (1) final schematic design (subtask 2.3 and 2.2) Task 3: Procurement Package for Design/Build Firm The contractor shall develop the procurement package for bid by a design/build firm for the complete design and build of Jackson’s new RadioTherapy Center. This includes renovation of existing and construction of new space. The procurement package must include complete/comprehensive 35% floor plans, elevations, user design requirement and specifications identified herein and through user interviews and site visits. The procurement package shall also include the following as a minimum:

00 11 21 Request for Proposal to Design-Build 01 00 00 General Requirements 01 32 16.16 Network Analysis Schedules 01 33 23 Shop Drawings, Product Data and Samples 01 35 26 Safety Requirements Deliverables:

Draft procurement package Final procurement package Task 4: Rough Order of Magnitude Cost Estimate for Design/Build Construction Based on the final schematic design, the contractor shall develop a rough order of magnitude to assist VA in budgeting based on proposed scope and awarding the proposed design and build. Cost estimate to be prepared in accordance with VA Cost Estimating Manual.

Deliverable:

Rough order of magnitude cost estimate for Design/Build Task 5: Ongoing Subject Matter Expertise Advisement The contractor shall perform third-party mechanical system commissioning (Construction Period Services) for the design/build construction contractor meeting requirements listed in the VA Commissioning Manual (mechanical systems only.) Testing and balancing shall be the responsibility of the D/B Contractor.

The contractor shall provide solicitation support and advisement services during the construction period (all disciplines.)

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price. The VAAR Magnitude of Construction range is between $10 and $20 Million.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

The following references should also be used to complete the design documents:

· VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA COR. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 16 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the GVSMVAMC. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY: Physical security is not required for this design.

10. TELECOMMUNICATIONS DESIGN: In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” February 2016 (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

11. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 02. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The following submittals will be required for this project:

· Quality Assurance/Quality Control (QA/QC) Plan

· Basis of Design (BD) - 10%

· Design Program (DP) – 20% – to include two preliminary SD concepts with a “final” SD concept to be selected by the VA for further development and incorporation into the D/B SoW.

· Schematic Design (SD) – 35% – also includes development of Design/Build Statement of Work

12. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD)] available at http://www.cfm.va.gov/til/projReq.asp. The facility uses AutoCAD Architecture 2022.

13. SUBMITTAL FORMATS:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meetings to be held shall be no fewer than six (6) with at least on the following types outlined:

· Introductory meeting to review the contract and scope

· Design team introduction and planning meetings with key stake holders for program for design development and confirmation (investigative meetings and site visits)

· 10% design meeting review

· 10% design meeting review reconvene with VA comments

· 20% design program meeting review

· 20% design program meeting review reconvene with VA comments and selection of single plan for final SD development

· 35% design meeting

· 35% reconvene design meeting review of VA comments

Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

· Project name, number, meeting host, Meeting Name

· Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

· Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

· Meeting purpose, Roll call, and Additional Items

· Agenda items (Decisions, action items, and fixes or next steps)

· Next meeting date and time

· Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with the manual for preparing cost estimates, Cost Estimating Requirements for Veterans Affairs Facilities, August 1, 2022. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

· All documents in electronic format.

Basis of Design (BD)

· All documents in electronic format.

· Requirement is in addition to the requirements in PG-18-15

· Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood (all disciplines), and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions.

· Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

Design Program (DP)

· All documents in electronic format (Two preliminary SD floor plans with one to be selected by VA for development and incorporation into the Design/Build Statement of Work.)

· Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate – two (2) to VA

Schematic Design (SD)

· All documents in electronic format.

· Two (2) half-size paper bond sets of drawings – two (2) to VA

· Two (2) paper bond sets of specifications – two (2) to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate – two (2) to VA

14. OPTION ITEM REQUIREMENTS

Solicitation Support Services Pre-bid site visit to include meeting and project walk around for design build procurement. 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.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, 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 Contracting Officer who will distribute the information via amendment to the solicitation.

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

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

In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 35% SD.

At completion of the construction period, the A-E will provide/perform third-party mechanical system commissioning in accordance with the VA Commissioning Manual.

Construction Period Services (CPS) Requests for Information (RFI) Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews Submittal reviews shall be returned to VA within seven calendar days of submittal to the A-E Site Visit Reports Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests Modification requests shall be submitted within seven calendar days (check all against Dan’s email) of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A-E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format. The CPS A/E will then have 14 calendar days to review record drawings for completion providing comments to VA.

Third-Party Commissioning The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

· HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

· Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

· Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

· Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

The 119 days listed in part one project schedule may fluctuate based on when submittals meet all VA guidelines and acceptance is issued. If submittals are not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary, it is the responsibility of the AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

16. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the GVSMVAMC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the GVSMVAMC Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the Design-Build construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the 35% design discovered during and after the construction phase.

17. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the VA Facility Management Service (Room I-101) during normal working hours (0700 – 1630). Work, unless previously arranged with the COR, shall be completed Monday through Friday during normal working hours and not on published Federal holidays. This check-in is mandatory for each working day. The construction superintendent must be on site for any work to be performed. If an alternate construction superintendent is assigned, the VA must be notified immediately through the COR.

18. SECURITY REQUIREMENTS:

The A/E is responsible for assuring that all employees and consultant employees working on the project comply with these regulations.

1. Employees shall not be on site without an appropriate escort assigned by the COR. Contractor employees are responsible for reporting with acceptable photo ID in order to obtain access. Contractor employees are subject to inspection of their personal effects by VA Police while on VA premises.

2. No photography or video recording of VA premises is allowed without prior authorization from the COR.

3. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering Office shall be returned each day.

4. Before starting any work, the A-E shall submit an electronic security memorandum describing the approach to following goals and maintaining confidentiality of “sensitive information”.

5. The A/E is responsible for safekeeping of all drawings, project manual and other project information. This information shall be shared only with those with a specific need to accomplish the project.

6. All paper waste or electronic media such as CDs and diskettes shall be shredded and destroyed in a manner acceptable to the VA.

7. VA Information Custodial Language

a. The Authorization requirements do not apply, and that a Security Accreditation Package is not required.

b. The following standard items relate to records generated in executing this contract:

i. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

iv. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

v. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced as part of this contract.

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

viii. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer.