AE SOW Replace Building 7 Master Control Panel 529-22-101.pdf

VAMC BUTLER A/E Scope of Work Replace Building # 7 Master Control Panel Project No. 529-22-101

VAMC BUTLER

A/E SCOPE OF WORK

FOR

Replace Building # 7 Master Control Panel

Project #529-22-101

Bid Documents Ready By 330 Days After NTP Contracting Officer's Representative (COR) Ryan Gallagher

Replace Building # 7 Master Control Panel

Contents Services

Provide

Project Scope

GENERAL:

SPECIFICS:

Site Investigations

Design Review Schedule

Design Requirements/Submissions

Schematic Submission: Submission Requirements

Design 30% Submission Requirements

Design, 60% Submission Requirements

Construction, 95% Submission Requirements

Design, 100% Submission Requirements

Final Construction Documents Submission (CD):

Construction Period Services

Attachment A

Project Intent Documents

Attachment B

Schematic Drawing Submission Requirements

Attachment C

Design Development 30% Submission Requirements

Attachment D

Design Development 60% Submission Requirements

Attachment E

Design Development 95% Submission Requirements

Attachment F

Design Development 100% Submission Requirements

Attachment G

Contract Document Submission Requirements

Attachment H

As-Builts Requirements

Replace Building # 7 Master Control Panel

Services Provide

Professional Architect/Engineer (A/E) and healthcare planning services to include but not limited to:

• Site investigation – architectural and electrical.

• The preliminary plan for the area is listed in attachment A.

• Contract drawings and specifications for construction, all drawings shall be submitted per the VA's BIM standard.

• 3rd Party Cost Estimates

• Construction period services - review of submissions, provide recommendations regarding contractor change proposals, visit the site per VA's request and add to drawings as-built conditions from Contractor's record drawings; A/E will respond on-site within a two-hour period when requested.

• Provide File Transfer Protocol (SSFTP) system for use throughout the duration of the project. The site must be in place within 30 days of contract award. The site must remain open until final construction contract is complete. This site is intended for AE, VA, and contractor use. The site must be compatible to access and open Revit 2020, all Microsoft Office programs (Word, Excel, Project), and pdf files. The site must use Secure Socket Layer (SSL) or Secure Shell (SSH) when SSFTPing the files, which will provide encryption during the transfer.

• Note: due to requirements of certain construction submittals (i.e., finishes, profiles, shop drawings, etc.), these must be delivered to COR. Any hand-delivered submittals must also have a backup copy on A/E SSFTP Site. A/E SSFTP site must be secure (password protected), user-friendly for uploading and downloading files, and organized for easy file retrieval by the VA COR, Contracting Officer (CO), and contractors. The site must be organized with folders indicating each level of submission as outlined in this scope of work and corresponding required files. Must also submit hard copies to the VA for Design Review Drawings, Specifications, and Construction Documents.

• Submit documents to Butler VAMC for approval at schematic design, 30% completion, 60 % completion, 90% completion, 100% completion, and at construction document completion.

• Comply with VHA Safety & Fire Protection Program to have drawings submittals reviewed by VA at 30% and 100% submissions. Review based on VA standards, codes, and regulations.

• Comply with VA Office of Healthcare Engineering (OHE) design review to review plans at 30%, 60%, and 100% design phases. Either OHE or their designee will review designs.

• Provide a third-party commissioning agent whom Butler VAMC approves. This commissioning agent shall be brought onboard at the beginning of the design process and will remain a part of the design and construction team until the closeout of the contract. The commissioning agent shall comply with all requirements listed in VA Whole Building Commissioning Guide https://www.cfm.va.gov/til/spclRqmts.asp#Cx.

• Comply with VA Green Energy Management System (GEMS) program as per specifications: 017419.

• Infection Control Risk Assessment.

• Project scheduling and phasing.

https://www.cfm.va.gov/til/spclRqmts.asp#Cx

Replace Building # 7 Master Control Panel

Project Scope

GENERAL:

The general scope of this project is to upgrade the existing control, safety, and ancillary support systems located within building 7 (Boiler Plant) at the Butler VAMC. Also included in this scope is the addition of a second mid-sized boiler to serve the campus during marginal load conditions.

SPECIFICS:

The A/E shall provide design, site investigation, and consultation services to cover the following:

• Replace existing master boiler plant control panel (All controls must be corridnated with existing boiler units).

• Replace existing individual boiler control panels (All controls must be corridnated with existing boiler units).

• Replace/recalibrate all meters and sensors within the boiler plant. This also includes adding a steam monitoring station on the lines entering the chiller plant (building #30).

• Replacement of the existing water softener station along with existing controls.

• The addition of a second mid-sized boiler sized for campus's heating needs during the shoulder months and the possibility of the future disposition of building #1.

• Provide ventilation control of the boiler plant and temperature control for needed spaces of the boiler plant.

• Investigate and provide a plan for the asbestos abatement and replace the existing exhaust stacks for boilers #1 and # 3.

• Update existing variable frequency drives feeding critical equipment to ensure compliance with new standards.

• Note all deficiencies relating to MEP and life safety conditions during the initial phase of the contract.

• Develop a plan to bring the boiler plant into compliance with all codes and standards.

• Field verification of existing space and existing utilities servicing the renovated space by the A/E is required.

• AE design drawing shall provide for minor modifications and relocations of interior elements, finishes, and accessories as required to accommodate new system installations

• Investigate piping insulation within the boiler plant and recomend areas to be replaced.

• Investigate all piping for service and life cycle concerns provide replacement recommendations were warranted.

• Provide plans for a wet layup system for each boiler within the plant.

• All designs shall be as future-proof as possible and shall take into account changing technology. All designs shall also take into account the VA's need for high reliability and resiliency

• AE design drawings shall delineate an ICRA and phasing plan to minimize downtime during operations.

• Recommend bid alternatives as necessary. VA Guidelines require that projects be designed to meet or come under the developed budget noted above. Bid alternatives shall be provided to reduce the design cost to 20% less than the budget.

• Construction will be addressed in phases to allow operations to continue during

Replace Building # 7 Master Control Panel construction to the extent possible. Phasing will be determined during the 60% design review. Phasing must work within budget and allow the VA to continue operations with minimal interference.

• The AE shall be responsible for working with the various user groups affected by this project to determine their needs, adaptability to the various system interfaces required for system integration, and the locations for new/existing devices work with both the users and existing proposed wall locations.

• Due to this project's complexity, the VA intends to use a commissioning agent throughout the project. The A/E shall also involve a boiler controls subject matter expert (Controls SME) early in the design process. The VA intends that the controls SME is familiar with the equipment within the plant and will be able to provide factory authorized service within a two-hour time frame from a hub located within a fifty-mile driving distance.

• Provide specifications for construction period commissioning services. All designs shall be accomplished per VA guidelines and specifications, which are available on the Internet at http://www.cfm.va.gov/TIL/ A/E shall pay particular attention to where VA guidelines and standards differ from national and local building codes, when this occurs, defer to the stricter of the requirements.

• A/E firm will not have access to VA OIT systems or patient privacy areas. A/E firm shall complete training at Contractor shall complete VA Privacy Training for Personnel without Access to VA Computer Systems or direct access to or use to VA sensitive information training in the VA TMS system at VA TMS 2.0.

Site Investigations Expectation: A/E will make site visits as necessary to survey existing conditions.

Make site visits as required to determine existing as-built conditions affecting this project. Note:

Information including drawings and other documentation provided to the A/E by the VA is used as reference only. All additional references and specifications are available in VHA's Technical Information Library at the address. http://www.cfm.va.gov/TIL/.

The AE is responsible for verifying all existing site conditions and shall not rely on VA-provided information unless provided through an RFI process.

Design Review Schedule

• EXPECTATION: Submit the review package, so they are received on the noted day.

SUBMISSIONS:

Submit review packages so they are received on the noted day (calendar days after NTP) or earlier: This will be a 330 Day design period.

Initial PDT Meeting ................................................................................................................................ 0 days Schematic Submission ......................................................................................................................... 50 days Design Development Documents (30%) .............................................................................................. 120 days Design Development Documents (60%) .............................................................................................. 180 days Design Development Documents (95%) ............................................................................................ 220 days http://www.cfm.va.gov/TIL/ https://www.tms.va.gov/SecureAuth35/ http://www.cfm.va.gov/TIL/

Replace Building # 7 Master Control Panel

Design Development Documents (100%) .......................................................................................... 290 days Construction Bid Documents ............................................................................................................. 330 days

Note: The Notice to Proceed (NTP) issue will be the first Project Design Team (PDT) Meeting. A/E will be required to attend and take minutes of each PDT meeting. Minutes will be submitted electronically via e-mail to the COR and Contracting Officer within three calendar days of each meeting.

Design Requirements/Submissions EXPECTATIONS: Submit a complete review package per the following requirements and guidelines outlined in https://www.cfm.va.gov/til/aeDesSubReq.asp Volume C Document

Please pay specific attention to the schematic, design, and construction submission requirements.

Deliver all design packages directly to the Project Manager on the established dates to allow the VA Project Development Teams to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information as follows and as outlined in the attachments for each submission. Information required for each submittal is outlined in Program Guide PG-18-15 Volume C. The manual is at the following address: https://www.cfm.va.gov/til/aeDesSubReq.asp

Schematic Submission: Submission Requirements.

• Provide proposed systems for areas shown on Attachment A, and/or as outlined at the initial PDT meeting.

• Budget estimate for each proposed system.

• Develop Design Approach before proceeding to 30% design

• Define the design elements based on selected systems and submit all information required by the PG-18-15 (Design Development)

• Prepare design calculations.

• Information required for each submittal is outlined in Program Guide PG-18-15

Volume C.

• Follow requirements listed in attachment B

Design 30% Submission Requirements

• Address all comments from the Schematic Submission review.

• Follow requirements listed in attachment C

• Provide Detailed Construction Estimate of Line Items.

• Define the design elements based on the selected option and submit all information required by the PG-18-15 (30% Design Development).

• Identify Working Drawings scope within the construction budget.

• Identify all design calculations.

• Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, PADEP, EPA, NEC, NFPA 101 Life Safety Code.

• Identify all design calculations.

• Identify all existing utilities and utility requirements.

https://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/til/aeDesSubReq.asp

Replace Building # 7 Master Control Panel

• Identify all potential bid deduct alternatives.

• Identify phasing requirements for construction and their implications to the VA.

Construction of project to be performed in a manner that makes phasing have a minimal impact on the VA.

• Develop Infection Control Risk Assessment (VA EC-17)

• This phase will be subject to review by the VA office of Healthcare Engineering for compliance Design, 60% Submission Requirements

• Address all comments from the 30% review.

• Address all comments from the 30% VA Safety & Fire Protection Review.

• Update Detailed Construction Estimate of Line Items.

• Define the design elements based on the selected option and submit all information required by the PG- 18-15 (60% Design Development).

• Identify Working Drawings scope within the construction budget.

• Finalize impact of existing asbestos.

• Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, DER, EPA, NEC, NFPA 101 Life Safety Code.

• Identify all design calculations.

• Identify all existing utilities and utility requirements.

• Identify all potential bid deduct alternatives.

• Identify all phasing requirements for construction.

• Provide finish selections per discussions with VA Interior Designer

• Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

• Develop Infection Control Risk Assessment (VA EC-17)

• Follow requirements listed in attachment D

• This phase will be subject to review by the VA office of Healthcare Engineering for compliance Construction, 95% Submission Requirements

• Address all comments from the 60% review.

• Design finishes required submittals.

• Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

• Revise and update cost estimates.

• Preparation of project scope for CBD/ negotiated advertisement and account for any bid deduct alternatives developed in the 60% design submission

• Finalize all design calculations.

• Finalize all potential bid deduct alternatives.

• Finalize all phasing requirements for construction.

• This Phase Will only be subject to VA Butler Review

• Finalize Infection Control Risk Assessment (VA EC-17)

• Address all comments from the VA Safety & Fire Protection Review.

• Follow requirements listed in attachment F

Design, 100% Submission Requirements

• Address all comments from the 95% review.

• Address all comments from the 95% VA Safety & Fire Protection Review

Replace Building # 7 Master Control Panel

• Define the design elements based on the selected option and submit all information required by the PG- 18-15 (100% Design Development).

• Identify Working Drawings scope within the construction budget.

• Finalize impact of existing asbestos.

• Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, DER, EPA, NEC, NFPA 101 Life Safety Code.

• Identify all design calculations.

• Identify all existing utilities and utility requirements.

• Identify all potential bid deduct alternatives.

• Identify all phasing requirements for construction.

• Provide finish selections per discussions with VA Interior Designer

• Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

• Develop Infection Control Risk Assessment (VA EC-17)

• Follow requirements listed in attachment G

• This phase will be subject to review by the VA office of Healthcare Engineering for compliance

• finalize Cost Estimate

Final Construction Documents Submission (CD):

• Submit a complete document of all contract requirements for approval signatures.

Continue to update and submit until approved.

• Follow requirements listed in attachment H

• As-Built Drawings:

• Submit a complete document of all as-built drawings for VA review and approval.

Continue to update and submit until approved.

• Final submitted record drawings should be incorporated into the most current floor plan submitted by VA at the close of documents

• Follow requirements listed in attachment H

Replace Building # 7 Master Control Panel

Construction Period Services Expectations: Respond to submittals and other requests in a timely manner—no later than 14 business days after submittal.

Provide services:

• Assist the VA in determining whether the Contractor or subcontractor meets qualification requirements, support by written recommendations of any problems or litigation encountered in the past based on firsthand knowledge.

• Review all submissions and provide recommendations to the VA within fourteen calendar days upon request.

• Review and provide replies to Contractor generated RFI's when required by the project manager within seven calendar days.

• Review contractor's cost estimates and provide recommendations to the VA.

• Make site visits on requests of the VA and prepare written reports to include agreed-upon changed in design as determined necessary during the construction.

Visits made based on errors and omissions in design will be at no cost to the VA.

• Participate in partial/final acceptance inspections as scheduled and generate punch list items for completion. The punch list shall reference the contract documents for specific deficiencies (i.e., specification section, drawing detail, etc.)

• Prepare as-built drawings on original set with A/E's stamp, based on record drawings that the Contractor kept during construction and with correspondence performed during construction. Transpose Contractor's as-builts to Revit 2020 and provide a set of updated as-builts and specifications on CD and on A/E SSFTP site within 30 days to the COR. These should be posted on the A/E SSFTP site for VA retrieval.

• Commissioning will be required for this project. The design will be required to incorporate a commissioning specification (independent commissioning agent to be hired by the Government). The A/E shall provide construction period services as required to accommodate and coordinate with commissioning required activities.

• A/E shall be on-site for major work milestones as requested by the Government and at all phase completions.

Replace Building # 7 Master Control Panel

Attachment A Project Intent Documents

Replace Building # 7 Master Control Panel

Attachment B Schematic Drawing Submission Requirements

Deliver hand copies of the following and include this attachment as a checklist with your submission: (In addition, all submissions are to be uploaded to the A/E SFTP site on the same day.)

2 Copies of narrative report forwarding the schematic submission addressing items listed in the design requirements and any additional A/E recommendations

3 sets of architectural floor layouts for each option being considered based on space requirements and VA space criteria. Make a recommendation on the most efficient and effective floor layout and the reasons for the preference. Show equipment to be used in each room/area. All drawings shall be 1/8" scale.

2 copies of the preliminary cost estimate for each option being considered

1 copy of drawings in Revit 2020 and PDF on AE SFTP Site. Transmittal via e-mail indicating files have been posted to the A/E SFTP site must be sent to COR and CO.

Replace Building # 7 Master Control Panel

Attachment C Design Development 30% Submission Requirements

Deliver hard copies of the following (labeled with 30% submission) and include this attachment as a checklist with your submission: (In addition, all submissions to be uploaded to the AE SFTP site on the same day.)

2 copies of a narrative report forwarding the design develop 30% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the COR, and any design calculations or analysis

3 sets of all drawings updating all previous comments required by project produced on Revit and printed. Show equipment to be used in each room/area. All drawings shall be 1/8" scale.

2 copies of updated itemized cost estimate by spec section or trade (labor, material, and equipment) and by VA criteria.

2 copies of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the Contractor for review.

1 additional copy of each of the custom edited VA Master Specifications and 50% drawings as specified above is to be made available via AE SFTP site to VISN Fire Safety Professional Engineer on the same dates as delivered to the Project Manager. A letter of transmittal signifying delivery will be forwarded to the COR. Fire Protection Engineer must be given access to this site to retrieve these documents for review

1 copy of drawings in Revit 2020, PDF Format, and specifications in Microsoft Word on A/E SFTP Site.

Replace Building # 7 Master Control Panel

1 binder depicting the interior design scheme (actual samples for fabrics and finishes) for all areas include an inventory of materials/manufacturers recommended for use for approval and prepared for order by the VA Interior Designer. This information should also be submitted on A/E SFTP Site as a Spreadsheet.

2 copies of Infection Control Risk Assessment.

Replace Building # 7 Master Control Panel

Attachment D Design Development 60% Submission Requirements

Deliver hard copies of the following (labeled with 60% submission) and include this attachment as a checklist with your submission: (In addition, all submissions to be uploaded to the AE SFTP site on the same day.)

2 copies of a narrative report forwarding the design develop 60% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager and any design calculations or analysis.

printed.

Show equipment to be used in each room/area. All drawings shall be 1/8" scale.

equipment) and by VA criteria, NRM, Minor, BSER, and BSEA.

1 copy of drawings in Revit 2020 and PDF and specifications in the latest version of Microsoft Word on AE SFTP Site

1 copy of finish selections in loose format labeled with the designated manufacturer, finish, and area.

Replace Building # 7 Master Control Panel

Attachment E Design Development 95% Submission Requirements

Deliver hard copies of the following (labeled with 95% submission) and include this attachment as a checklist with your submission:

2 copies of a narrative report forwarding the design develop 100% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

1 additional copy of each of the custom edited VA Master Specifications and 100% drawings as specified above is to be made available via AE SFTP site to VISN Fire Safety Professional Engineer on the same dates as delivered to the Project Manager. A letter of transmittal signifying delivery will be forwarded to the COR. Fire Protection Engineer must be given access to this site to retrieve these documents for review.

1 copy of each color board showing the finalized interior design scheme (fabrics, finishes, furniture layout, and plans) for each area. Include an inventory of materials/manufacturers recommended for approval and prepared for order by the VA Interior Designer.

Replace Building # 7 Master Control Panel

1 copy of 3D Rendering of space – colored perspective view and colored plan view; submit a sketch to VA for approval before commencement of final Rendering. This Rendering must be submitted in an electronic format (jpeg, tiff, or pdf). VA requires a minimum plot size of 24" x 36". Completed file to be posted to A/E SFTP Site.

1 copy of drawings in Revit 2020, PDF format, and specifications in Microsoft Word on (CD)

Replace Building # 7 Master Control Panel

Attachment F Design Development 100% Submission Requirements

Deliver hard copies of the following (labeled with 100% submission) and include this attachment as a checklist with your submission:

2 copies of a narrative report forwarding the design develop 100% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

1 additional copy of each of the custom edited VA Master Specifications and 100% drawings as specified above is to be made available via AE SFTP site to VISN Fire Safety Professional Engineer on the same dates as delivered to the Project Manager. A letter of transmittal signifying delivery will be forwarded to the COR. Fire Protection Engineer must be given access to this site to retrieve these documents for review.

1 copy of each color board showing the finalized interior design scheme (fabrics, finishes, furniture layout, and plans) for each area. Include an inventory of materials/manufacturers recommended for approval and prepared for order by the VA Interior Designer.

Replace Building # 7 Master Control Panel

1 copy of 3D Rendering of space – colored perspective view and colored plan view; submit a sketch to VA for approval before commencement of final Rendering. This Rendering must be submitted in an electronic format (jpeg, tiff, or pdf). VA requires a minimum plot size of 24" x 36". Completed file to be posted to A/E SFTP Site.

1 copy of drawings in Revit 2020, PDF format, and specifications in Microsoft Word on (CD)

Replace Building # 7 Master Control Panel

Attachment G Contract Document Submission Requirements

Expectation: Submit a complete bid document for final review before solicitation. Continue to submit until the A/E incorporates all changes for final signature before solicitation. Upon approval, duplicate copies as required.

Deliver the following (labeled with Contract Documents Submission) and include this attachment as a checklist with your submission:

2 sets of all drawings updating all previous comments required by the project, produced on Revit and printed – for final VA review. If approved, final sets are to be submitted with the signed-off cover sheet.

1 copy of the Cover Sheet (Revit) for final VA signatures. VA will return the signed Cover Sheet (CS) to AE. AE will scan CS post to AE SFTP Site

Upon signature approval, provide and deliver to COR 10 full-size sets of final Contract Documents (complete with VA signed Cover Sheet). Provide and deliver to COR (3) ½ size sets of final drawings.

4 copies of final project specification (three bound; one loose) prepared in Microsoft Word software. Include a master submittal list in the specifications. Posted to AE SFTP

All drawings in both Revit 2020 and PDF file

All specifications in Microsoft Word

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Submittal Spreadsheet via Excel spreadsheet – identifying all the submittals required to be submitted by the Contractor for review. The list shall be organized by division and specification.

Attachment H As-Builts Requirements

1 set complete set in Revit and printed, uploaded to A/E's SFTP site. Set to include all final marks from contractor site set and Architect