AE SOW 538_23_102PS.pdf

SCOPE OF WORK FOR

A/E TECHNICAL SERVICES

RENOVATE BUILDING 26 MENTAL HEALTH UNIT

PROJECT NO. 538-23-102

1.1 GENERAL

The Architect/Engineer (A/E) shall provide all services required to prepare and furnish complete construction documents as required for the accomplishment of project number 538-23-102, entitled “Renovate Building 26 Mental Health Unit” at VAMC, Chillicothe Ohio. The construction documents shall consist of contract drawings, technical specifications, design analysis including, detailed construction cost estimates and projected construction schedules. The A/E shall also provide the VA Medical Center with miscellaneous construction period and planning services.

1.2 DESCRIPTION OF PROJECT

A. Building 26 consists of 70,763 gross square feet of which approximately 64,394 is usable.

The building has three floors plus an attic. The building was originally constructed in 1932 and has been renovated several times with a 1st floor building addition and renovation completed in 2021. The building is currently unoccupied.

1. The second floor will be occupied by Mental Health with Nursing Home patients and staff offices.

2. The first floor will be occupied by Mental Health with Acute Psychiatric patients and staff offices.

3. The ground floor will be occupied later by administrative staff.

4. The attic houses the air handling equipment for the upper floors.

B. This project entails specific modifications to the 1st floor Acute Mental Health Unit and basement mechanical space but is not all inclusive. A/E shall review all current VHA Design manuals, guides and directive that pertain to this Unit and make recommendation as well.

1. This project will include but may not be limited to:

• Adding a lobby before the sally port with egress to an exterior stair and second elevator. Design for new stairway and elevator or evaluate reconfiguring the existing stairway and elevators to meet the facility needs. If the need for a third elevator is required, the elevator could be a deduct bid alternate but attempt to include the elevator shaft and its infrastructure with this project. A/E shall assist VA maintenance staff with mock-ups of any space changes.

• All drop ceiling areas on the 1st floor shall be re-designed and specified to allow for hard ceilings that will allow for safety/security as well as maintenance of utilities above. All ceiling penetrations shall be call out to allow for any adjustments by the contractor as necessary to allow for lighting, fire suppression, etc. This is necessary for the unit to be in compliance with recent changes to the VHA Design Guides and industry standards. Air diffusers in the common area spaced need to be changed as well.

• Evaluate and divide the first floor into mental health suites. This unit needs to serve at least three patient populations: acute mental health (any age, gender and ambulatory – majority of patients), acute female mental health and acute geriatric

VAMC CHILLICOTHE, OHIO A/E SCOPE OF WORK

mental health. Design shall make the suites such that they can be locked off from the other suites to ensure patient populations do not have access to each other for safety. Include life safety code requirements that would make this possible. Create or use existing nurse stations that can accommodate this arrangement. The current smoke door divisions of suites are not well received by staff because of the increased risk of ligature points. Reconfiguration can be utilized to create the new suites and modify for locking and anti-ligature hardware on the smoke/fire doors.

• Modify with design for both the external and internal courtyard areas to be compliant with Mental Health Requirements. The current courtyards need to be reimagined in a way that is safe for a mental health unit. The existing space presents possible fall points and potentially possible areas of unintended escape.

• The existing domestic water service to B26 needs to follow VHA Directive 1061 and with the latest version of ASHRAE 188 while meeting compliance with Mental Health Anti-Ligature Risks where applicable. Design systems with ease of maintenance and flushing in mind.

• Correct deficiencies in the pipe basement room 20 to include proper ventilation of the space that houses the new HVAC air handler. Ground water infiltration is occurring in this space as well. This need to be addressed by use of sumps or other methods.

Design for a new concrete floor and interior walls to partition off the recently installed air handler. Call for replacement of any saturated insulation that has occurred due to the high humidity. Correct safety issues with the steam condensate at the air handler as well. All or part of these items can be deducted bid alternate except for the ventilation of the space.

• Evaluate and design for deficiencies as noted in the Chillicothe VAMC facility punch list, see attached. The A/E shall also use the MHEOCC checklist to verify the space complies. The IPT team shall be made aware of all deficiencies during the design review meetings. The A/E would also need to assist the VA with any waiver requests for items that may not be able to bring into compliance due to budget constraints.

• Provide sufficient detail in the project drawings and specification directing the contractor to protect all recently renovated space during the execution of this project.

• Evaluate and design for the need to rebalance the HVAC system due to any potential space or system modifications.

• Redesign the current tub room per the IPT team guidance.

• Assess and evaluate all existing wall mounted accessories for compliance with the Inpatient Mental Health Design Guide and MHEOCC.

• Evaluate all existing windowsills on the 1st floor acute mental health unit for compliance with the Design Guides and MHEOCC.

C. The following A/E technical services are required:

All tasks in this section are considered A/E Part One Services (also known as Design Phase) except for section 7 which is considered part of the Construction Period Services.

1. The A/E shall perform a comprehensive assessment and analysis of the existing conditions of Building 26, 1st floor acute mental health ward and the basement area if budget allows. The A/E in conjunction with the facility IPT (Integrated Planning Team)

Design Committee and Independent Life Safety Reviewer shall make recommendations for any remodel of existing space. Recommendations shall be consistent with the VA Mental Health Design guidelines, the MHEOCC and VA Directive as well as input from the IPT. The A/E shall attend Design Committee meetings and present their recommendations to the Committee. The A/E’s attendance will be required for at least six on-site meetings with the Design Committee. Final schedule of the on-site meetings will be developed as the project progresses.

a. The A/E shall survey the existing conditions of the above-mentioned area and all rooms and/or spaces where associated construction may occur

2. The A/E shall provide a detailed report of their assessment and analysis of the existing space and associated systems. The report shall also include a schematic design for renovating the immediate areas and any impact it may have on the remaining portion of the building.

3. The A/E shall design the project to achieve the described construction scope without exceeding VA’s construction funding limit of .

4. The A/E shall provide a third-party Life Safety Code Review and incorporate necessary corrections to achieve compliance.

5. The A/E shall prepare complete construction documents consisting of contract drawings, technical specifications, design analysis including, detailed construction cost estimates and project construction schedules. Drawings shall detail both existing conditions and all new work.

6. Provide up to three alternate bid deducts of sufficient size to assure the ability to obligate (approximately 20% in total).

7. During the construction period, the A/E shall review submittals for the new equipment and make recommendations to the project Contracting Officer’s Representative (COR). The A/E services shall include one site visit to attend a pre-bid meeting with prospective contractors and suppliers and one site visit to perform a final inspection. Final contract drawings shall be updated to reflect changes made during construction (as built) in CAD format.

8. The A/E shall evaluate and advise on the need to comply with the requirements of the VHA Physical Security and Resiliency Design Manual, latest edition.

9. Third party commissioning services is not required for this project. However, during construction, the A/E shall verify the following:

a. Verify applicable equipment and systems are installed in accordance with the contract documents and according to the manufacturers recommendations.

b. Verify and document that all equipment requiring factory start up and testing has been performed/witness by proper staff.

c. Verify that O&M documentation is complete.

d. Verify all components requiring service can be accessed, services without disturbing nearby building systems.

e. Verify that the VA’s maintenance personnel are adequately trained to enable them to maintain in an efficient manner.

1.3 PROJECT DEVELOPMENT

A. The A/E shall provide technical services for the building modifications to Building 26. The design shall include preparing and providing design calculations and analysis to include construction specifications, contract drawings, schedules and cost estimates as described herein as well as attending IPT meetings as mentioned above.

1. General: Final design shall conform to all current applicable standards and codes including, but not limited to, the following:

a. Department of Veterans Affairs design guides, manuals, handbooks and standards.

These may be found on the VA’s Technical Information Library (TIL) website at:

www.cfm.va.gov/til/.

1) Master Construction Specifications, PG-18-1

2) Barrier Free Design Guide, PG-18-13

3) Design and Construction Procedures, PG-18-3

4) Standard VA Details, P-18-4

5) VA Design Manuals by trade, PG-18-10.

6) Interior Design Manual for Hospital Projects, PG-18-14

7) VA Fire Protection Manual

b. Department of Veterans Affairs Mental Health Environment of Care Checklist (Version (March 2022 or latest), including but limited to the following as referenced by the Checklist:

1) National Association of Psychiatric Health Systems (NAPHS) Guidelines for the Built Environment of Behavioral Health Facilities: Feb 2018.

2) VHA Design Guide for Inpatient Mental Health Facilities – January 2021

3) VA Center for Engineering and Occupational Safety and Health (CEOSH) Assessment Tool for Psychiatric Settings

c. Applicable Codes and Standards

1) National Fire Codes – NFPA, Latest Editions

2) International Building Code (IBC)

3) For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively (this applies even if the IBC requirements are different).

4) Local Codes: As an agency of the federal government, VA is not subject to local imposition of code enforcement procedures (drawing reviews, building permits, inspections, fees, etc.). VA must function as the Authority Having Jurisdiction (AHJ) and thus has the responsibility to guard public health and safety through enforcing its adopted codes.

d. Copies of the above-mentioned VA documents are available at the VA Technical Information Library located on the web at http://www.cfm.va.gov/til/. Except for the standard details, VA documents are available in Microsoft Word format.

2. Design calculations and analysis: Provide as outlined in the various VA design manuals for hospital projects.

3. Technical Specifications:

a. Typed singled spaced on 8-1/2” x 11” white bond paper with a binding edge margin.

The master sections are double-spaced for ease of editing. For final printout, change formatting to single line format.

b. Technical specifications shall conform to VA Master Specifications. The A/E shall review and edit all inappropriate wording listed in the Master sections. Copies of the VA Technical Specifications are available in MS Word format and are available at the VA Technical Information Library.

c. Left justify the words “VAMC, CHILLICOTHE, OHIO” and right justify the specification title at the top of each page, except for the first page of the section. Right justify the specification and page number (16050-1) at the bottom of each page.

d. Provide with the technical specifications a table of contents and a list of drawings.

e. One set of specifications suitable for reproduction shall be submitted along with an electronic copy at the conclusion of the design work. The VAMC shall reproduce the specifications as required for bidding.

4. Drawings:

a. Standard Chillicothe VA format sheets, 30” x 42” shall be used. The standard VA format sheet is available in the Autodesk AutoCAD (.dwg) format.

b. Drawings shall be produced using BIM (Building Information Modeling) software in accord with the VA BIM Guide, which can be accessed at the following web address:

http://www.cfm.va.gov/til/bim/BIMGuide/

At a minimum the Model shall include but not be limited to the following systems:

Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Architectural Schedules, Walls and Curtain Wall Sizes, Shapes, and Material Data. Doors, Windows, Louvers, Roof, Floors, Ceilings, Vertical Circulation, Architectural Specialties and Woodwork, Signage, Schedules, Furniture, Equipment, Structural, Foundations, Shafts and Pits, Mechanical, HVAC, Plumbing, Electrical/Telecommunications, Power and Lighting, Exterior Building Information, Fire Protection/Alarms, and Civil Engineering, Life Safety (Fire Extinguishers, Wall Ratings, Door Ratings, etc), Steam Distribution, Nurse Call / Panic Alarm, Asbestos/ Hazardous Material, Security System (access controls, security cameras, panic alarms, etc), Overhead Paging Systems, Medical Gas, and all Site Data.

c. The station site plan including utilities and the building floor plans are available in the Autodesk AutoCAD (.dwg) format and will be provided upon request.

d. The contract drawings shall include all existing conditions and all new work.

e. Four sets, two full-size and two half-size of design drawings shall be submitted for the 35%, 70%, 95% and 100% reviews along with an electronic version of all the drawings in both Autodesk AutoCAD (.dwg) and BIM (.rvt) format. The deliverable BIM model at the interim design stages and at the final design stage shall be developed to include as many of the systems described above as are necessary and appropriate at that design stage. Provide all special fonts and plot style tables for use by the VA.

f. The final drawing submittal, including the electronic version, shall bear the seal of the registered architect/engineer(s) responsible for the design.

5. Cost Estimate:

a. VA Form 10-6238 or similar format shall be used. Forms to be provided by the VAMC upon request.

b. Estimates by specification sections shall be detailed by direct material cost, by craft and labor cost including labor burden and the subsequent line-item total, applying overhead, profit and bond to the subtotals based on a competitive bid.

c. Preliminary cost estimates shall be provided at the 35% and 70% reviews. A final construction estimate shall be provided at the 95% and 100% reviews.

6. Construction Schedule: Provide a construction schedule and a joint occupancy-phasing schedule in a recognizable format, such as critical path method, suitable for use in construction. Use the five-day workweek to calculate total construction duration. The phasing schedule shall be incorporated into either the specifications or the drawings.

1.4 CONSTRUCTION PHASE

All tasks in this section are considered A/E Part Two also known as Construction Period Services.

A. The A/E will provide the following services:

1. Assist the VAMC with the answering of bidder’s questions, including the development of drawing corrections or revisions if necessary. All amendments to the project specifications and drawings will be prepared and issued by the VAMC.

2. Review the contractor’s submittals for the new equipment and materials items and make recommendations to the same.

3. One site visit to attend the pre-bid meeting with the prospective contractors and suppliers.

4. Monthly site visits to monitor project progress once on-site construction work has started.

5. One site visit to perform the final inspection at the conclusion of the construction work.

6. Update the original contract drawings to incorporate the as built conditions. Provide four sets, two full-size and two half-size, and an updated electronic version of the drawings as well.

7. The A/E shall respond to all reasonable requests for information and guidance during the period of construction.

1.5 PROJECT DEVELOPMENT SCHEDULE

A. Pre-design Conference: To be scheduled within 10 days of receipt of the Notice to Proceed.

1. VAMC IPT and A/E shall review the Scope of Work.

2. The A/E shall propose a method of accomplishment.

3. Other information and/or clarifications shall be discussed as required. A walk-through of the facility can be accomplished at this time if requested by the A/E. Copies of any available VA records/drawings depicting existing conditions will also be made available at this time.

4. A/E can start their preliminary onsite investigation of B26 at this time.

B. 35% Review (Schematics): To be completed within 60 days of receipt of the Notice to Proceed.

1. The A/E shall submit his assessment of the existing conditions and his recommendations for the building addition to house clinical space as outlined in paragraph 1.2 above.

2. Schematic drawings shall be developed to show proposed recommendations for the accomplishment of this project. The A/E shall attend a meeting with the IPT and present these recommendations.

3. List of required technical specification sections, VA construction standards and standard details required.

4. A detailed narrative of potential impacts to adjacent occupied spaces.

5. Preliminary cost estimate.

C. 70% Review: To be completed within 45 days of receipt of the VAMC’s 35% review comments.

1. Drawings shall be developed to approximately 70%. The A/E shall attend a meeting with the IPT and present the project development. Drawings shall include the following:

a. Index of drawings.

b. Floor plans showing demolition, construction phasing and new work required inside the buildings.

c. Utility plans showing demolition and new work in the field.

d. Miscellaneous details.

e. Abbreviations and symbols legend.

2. Pencil edited copy of the technical specification sections to include infection control measures for review by the VA COTR.

3. Revised preliminary cost estimate for construction project.

4. Proposed phasing schedule.

D. 95% Review: To be completed within 30 days of receipt of the VAMC’s 70% review comments. The A/E shall attend an on-site meeting with the IPT and present the project development. During this review, the contract documents will be sent for legal, technical and fire safety reviews. This review takes a minimum of two weeks and will be accomplished in conjunction with the local review.

1. Incorporation of the 70% review comments.

2. Fully developed project documents ready for bidding. At this review the contract documents are to be 100% complete and this will be the final review by the VAMC.

a) construction plans

b) technical specifications

3. Design calculations and analysis.

4. Equipment selection engineering data.

5. Final construction estimate.

6. Final phasing schedule if not incorporated into the project drawings.

7. Final report on impact to adjacent occupied spaces during construction.

8. Construction schedule

E. 100% Complete: To be completed within 15 days of receipt of the VAMC’s 95% review comments.

1. Incorporation of the 95% review comments including legal, technical and fire safety reviews.

a) construction plans

b) technical specifications

2. Final cost estimate.

3. Final construction schedules.

Project Development Schedule

Milestone Task Duration

Pre-Design Conference 10 calendar days after receipt of Notice to Proceed

Schematic Submittal (35%) 40 calendar days after Pre-Design Conference

Schematic - Review Meeting 10 calendar days after VA receipt of 35% Submittal

Design Development Submittal (70%) 35 calendar days after VA acceptance of 35% Submittal

Design Development Review Meeting 10 calendar days after VA receipt of 70% Submittal

Construction Document Submittal (95%) 20 calendar days after VA acceptance of 65% Submittal

Construction Document Review Meeting 10 calendar days after VA receipt of 95% Submittal

Bid Set Submittal (100%) 15 calendar days after VA acceptance of 95% Submittal

Total Design Phase Schedule 150 calendar days

1.6 ACTIVATIONS VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE)

A. Projects are required to ensure that equipment and furniture within the project is funded by the appropriate activation funding source or construction per the following criteria:

1. Is the item necessary to meet requirements for an occupied building? All code-required items, such as a fire alarm, are required to be part of the construction project. If no, proceed to Question 2.

2. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the equipment is to be funded within the construction project. If no, proceed to Question 3.

3. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Division 27 and not IT equipment? If yes, the equipment is funded within the construction project. If no, proceed to Question 4.

4. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Specification Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the equipment is funded within the construction project. If no, the equipment must be funded by the respective equipment fund from medical care appropriations.

1.7 FULLY FUNCTIONAL DESIGN REQUIREMENT :

1. This project and the deduct alternates must be designed and completed in a manner that allow it to provide health care or other services intended without being dependent on another ongoing, subsequent or future phase projects. For example, designing a project that only provides the mechanical and building systems needed for an operating room would not meet this requirement. A project would need to include all the components

1.8 INDEPENDENCY REQUIREMENT :

1. A/E Independency Letter - At 100% design completion, the A/E shall submit to the COR a signed letter certifying that the respective design package is independent of any other project and/or source of funding to activate.

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