AE SOW-NFS.docx

REQUIREMENTS FOR A/E SERVICES

FOR DESIGN OF PROJECT 586-22-104

RENOVATE NUTRITION & FOOD SERVICES KITCHEN

CONTENTS

I. General Scope

II. Time Schedules, Reviews and Submittal Requirements A. 25% Review B. 50% Review C. 100% Review D. Final Submission

III. Construction Period Service Requirements

IV. Materials Furnished to A/E by VA

V. General Guidelines

REQUIREMENTS FOR A/E SERVICES

FOR DESIGN OF PROJECT 586-22-104

RENOVATE NUTRITION & FOOD SERVICES KITCHEN

I. GENERAL SCOPE: The A/E shall provide all architectural and engineering services as defined herein to accomplish complete drawings, specifications, and cost estimates for the following work:

A. This project will completely renovate approximately 12,000 +/- square feet of the existing Nutrition & Food Services (N&FS) kitchen. This project proposes to modernize and enhance the efficiency of the existing kitchen area by improving access, quality of care, staff environments and adding N&FS administrative areas as set forth by the latest established design criteria and guidelines published by Department of Veterans Affairs. The renovated area will serve a one hundred and fifty (150) bed medical center and have a minimum of fourteen (14) day food supply storage. Proposed new equipment needed for this renovation to be included in design. N&FS administrative areas included within this design will be offices, conference room, and space calculations provided by the VA. In addition to architectural components, complete mechanical, electrical, exhaust including pre-engineered hood with integral makeup air supply and plumbing systems to include a grease trap be added to the system.

B. A/E to propose a kitchen rental to accommodate services during the project. Kitchen rental to accommodate existing services and storage requirements.

C. The contract documents will include all disciplines associated with the renovation of the project.

D. A third-party licensed Fire Protection engineer to be obtained by A/E for documented review of all contract documents. Results to be provided to VA for review.

E. The A/E shall provide complete, 3rd party, (Association of Energy Engineers) AEE-accredited Certified Building Commissioning Professional (CBCP) mechanical system design and construction energy commissioning (Cx) services presented directly to the VA. The CBCP shall prepare a Cx plan that coordinates all Cx and TAB activities. Deliverables directly to the VA include: 1) an issues log detailing all deficiencies discovered during the entire Cx process, 2) intermediate and final Cx reports describing all operational sequences. Selected Cx agent must have proven track record and provide history of quantified energy improvements savings through new and existing health care facility Cx efforts. Prior (VISN 16) healthcare facility experience is preferred. Estimated Cx budget: 0.8% of construction budget.

II. TIME SCHEDULE, REVIEW, AND SUBMITTAL REQUIREMENTS: The following specifies the documents / materials to be submitted by the A/E to the project manager for each scheduled review and due dates for the submission. Dates indicated must be strictly adhered to. In addition, all drawings shall be dimensioned in both English and Metric units.

A. 25% Review – Four (4) sets of documents due one hundred and twenty (120) days after award of contract.

1. Drawings: The drawings will be complete, at least to the extent that the following are shown on the documents:

a. General requirements:

(1) Verification and recommendations resulting from site visits of existing conditions in all disciplines.

(2) Demolition requirements.

(3) Sizes of pipe, ducts, wiring, etc., are not required at the review.

(4) Some details are required at this review.

(5) All drawings shall not be less than 1/8” scale.

(6) Several meetings between the A/E and the VA may be required to determine room sizes and layout for 25% submission.

(7) Project shall meet all local, state, and Federal Code requirements, such as NFPA, NEC, ASHRAE, etc.

b. Architectural:

(1) Submit a 1/8” scale layout of the floor plans. These drawings will show all affected rooms, doors, corridors, exits, electrical and mechanical rooms, stairs, and elevators.

(2) Indicate the net area contained in existing renovated areas.

(3) Submit a title sheet with drawing index.

c. Structural:

(1) A/E will indicate if any structural modifications will be required with this project.

(2) If present, show location and nature of structural modification.

(3) Show location of expansion joints.

d. HVAC: Provide a written description of verification of existing conditions and indicate on the drawing the required and proposed changes for this project. A&E to evaluate if new air handler is recommended. Alternate #01 will be for the new air handler.

e. Plumbing and Sanitary: Provide a written description of verification of existing conditions and description of proposed system.

f. Electrical:

(1) Submit a preliminary basis for energy efficient design, including a written description of electrical work required for this project.

(2) Request to VA for special receptacles; telephone and computer outlets will be required at this time.

g. Environmental: A/E should identify and address asbestos abatement. Asbestos is anticipated to be present in the existing breakroom of the N&FS kitchen on this project.

2. Develop a preliminary cost estimate based on preliminary design. Use VA Form 6238.

3. The requirements listed above will be reviewed by the VA Project Team and affected staff. All comments and recommendations will be returned to the A/E within ten (10) days.

B. 50% Review: Four (4) sets of contract documents are required two hundred and forty (240) days after award of contract.

1. Drawings: The drawings will be complete at least to the extent that the following are shown:

a. General Requirements:

(1) All drawings developed from the previous review shall be detailed, showing pipe, duct, and wiring sizes, as well as all other required construction details. All drawings and point of service for all utilities field verified by A/E.

(2) All previous review comments shall be evaluated and incorporated into the drawings, specifications, and estimates.

(3) All areas of construction shall clearly differentiate between existing and new construction (separate drawings for demolition and renovation). Emphasis shall be placed on contract accomplishments of unforeseeable or hidden conditions, including miscellaneous job requirements such as relocating pipe, vent, or other affected items.

b. Architectural:

(1) Submit complete floor plans, details, schedules, and large-scale plans.

(2) Show room titles, numbers, door sizes, types, and swing on floor plans.

(3) Show general notes.

(4) Indicate all fire partitions, smoke partitions, and safety and protective elements.

(5) Show reflective ceiling plans, indicating all ceiling mounted equipment, air diffusers, registers, existing and relocated sprinkler heads, etc.

c. HVAC

(1) Duct and pipe sizing computations shall be 95% complete.

(2) Duct layout, piping systems, and 95% complete layout of heating, air conditioning, and ventilation should be shown. Locate all fire and smoke dampers.

(3) Show control diagrams. Include on the diagrams, where applicable, air-conditioned systems, exhaust air systems, and the heating system. Diagrams shall be complete with legend and description of operations.

(4) Major details, elevations, sections, and legends on the drawing are to be complete. Show each section of each critical point in corridors, indicating the location and space allocation intended for all ducts, piping, and large conduits. Show typical sections.

d. Plumbing: All plumbing piping, fittings, fixtures, etc., should be shown.

e. Electrical:

(1) Floor plans shall have room titles and area function shown on this review set of drawings. Location of lighting system, outlets, power, and signal systems shall be shown.

(2) Typical lighting calculations shall be given.

(3) Show locations of new or existing panel boxes and indicate available, as well as additional, power requirements.

2. Specifications: Provide a full set of assembled edited project specifications in CSI format.

3. Cost Estimate: Submit a revised cost estimate and ensure the following minimum items are included on the VA Form 6238.

a. All estimates shall be based on the most current working drawings available and shall be current as of the date of the submission.

b. Price material at the contractor’s buying level. Sales taxes, when applicable, will be added into material buying cost.

c. Cost totals should reflect labor and materials separately and should be formatted as follows:

(1) Totals – Labor and materials for all branches of work.

(2) Mobilization cost of contractor.

(3) Prime contractor’s labor and supervisor.

(4) Overhead, Profit, and Escalation

(5) Bonds – Contractor bond cost.

(6) Total cost estimate.

4. The above will be reviewed by the project team and staff and returned to the A/E within ten (10) calendar days.

C. 100% Review: Four (4) sets of contract documents are required three hundred and thirty (330) days after award of contract.

1. Submission Requirements:

a. The plans and specifications shall be complete, in accordance with the previous review requirements, with all review comments accounted for and ready for use as final contract documents. All drawings field verified by A/E.

b. The specifications will be in final format, including front end documents provided by the Contracting Officer.

c. The final cost estimate shall reflect all previous comments and shall show each branch of work based on quantitative take-off of designed labor and materials. This will also be the final cost estimate and should be labeled as such. Use VA Form 6238.

d. Phasing plan including project milestones to be submitted by A/E.

2. The above will be reviewed by the project team and staff and returned to the A/E within ten (10) calendar days.

D. Final Submission: Due three hundred and sixty-five (365) days after award of contract. After completion of all the 100% review comments, coordination, and field verification, the final contract documents shall be prepared and shall include the following:

1. One (1) complete set of contract drawings. Signature box required on coversheet of drawings to include signature approvals for VA review and all maintenance shop disciplines.

2. Specifications will be reproduced by the VA, but the A/E will provide one (1) complete set of specifications. NOTE: mylars are to be signed by appropriate VA personnel before copies of contract drawings are provided.

3. A complete set of CADD drawings on CD and by electronic link. These CADD files shall be in AutoCAD 2020 and capable of being transferred into an Intergraph Microstation environment.

4. A complete set of reproducible mylars of all contract drawings.

5. Final cost estimate based on revisions made at the 100% review. Detailed note added that items not used are credited back to VA.

6. Phasing plan including project milestones to be submitted by A/E.

7. A final set of technical support data.

8. Six (6) sets of half size drawings. Complete set of contract docs in .pdf on CD.

9. Provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. Checklist shall be produced on Microsoft EXCEL and shall be delivered hard copy and electronic.

CONSTRUCTION PERIOD SERVICE REQUIREMENTS:

A. Construction period is proposed for 548 days.

B. Review of and approval or disapproval of material submittals, shop drawings, and test reports.

C. Review and recommendations of change orders and cost analysis.

D. Site Visits:

1. Pre-bid conference to be attended by the A/E.

2. Pre-construction meeting to be attended by A/E.

3. Minimum of eighteen (18) site inspections when requested by the VA Project Engineer not including at least one site visit per month and project milestones site inspections.

E. Attend Substantial and Final Completion inspections.

F. Review Contractor’s punch list for Substantial Completion.

G. A/E will be available during the period of construction to answer or verify questions and / or problems relating to the contract documents as they relate to field conditions.

H. Provide Bid Sheet to include all detailed cost estimate items. Detailed note added that items not used are credited back to VA.

I. Provide access to submittals via an electronic project management tool to the VA and contractor.

J. Prior to expiration of the one-year warranty period, obtain the VA’s authorization to conduct an inspection to determine if any work is required by the Contractor to remedy defects.

K. A/E to submit record drawings copies via one (1) hard copy, CD, and cloud storage space delivery.

MATERIALS FURNISHED TO THE A/E BY VA:

A. Station as-built drawings (originals to be retained by the VA). The accuracy of these drawings must be field verified by the A/E.

B. One unedited copy of the applicable sections of the VA master construction specifications, including front-end documents.

C. Guidelines for identifying the working drawings.

D. VA design manuals, standard details, and construction standards.

GENERAL GUIDELINES:

A. Original as-built drawings will be selected from drawing index by the A/E. These originals will be obtained from Engineering during initial survey which will be conducted immediately after receipt of “Award of Contract”. Prints and/or sepias/mylars will be made from these originals by A/E, at A/E’s expense. Originals will be returned, unmarked and undamaged, to Engineering within three (3) working days. As an alternate, A/E may furnish print/sepia paper or mylar and run copies as desired in the medical center Engineering office, using Engineering print machine. In either case, prints/sepias/mylars will not be furnished by VA.

B. As required for this project only, A/E will field verify accuracy of VA as-built drawings, existing dimensions, and existing conditions, and will certify this verification in writing to Engineering as a part of the Preliminary Review Submission. A/E will assume liability for working drawings produced for this medical center that are based on VA as-built originals, existing conditions, and existing dimensions.

C. A/E will perform field survey of existing dimensions, existing conditions, existing systems, and will verify accuracy of VA as-built drawings, as required for this project, using A/E’s staff and equipment. VA staff and equipment will not be available for A/E’s use.

D. A/E to provide Fee Schedule for the project using VA Form 6298.

E. An evaluation of A/E’s performance during preliminary, design, and construction phases of this project will be made by VA Engineering as part of the Final Progress Payment and will be entered into the completed project file.

---END---