Attachment 01 - SOW 2nd 3rd Floor Correction Addition Charleston SC.pdf

Ralph H. Johnson VA Medical Center

A/E SCOPE OF WORK

2nd Floor Addition and Seismic Corrections to Research

Building Project # 534-330

Scott R. Isaacks, FACHE

Medical Center Director (00)

Olivia Freda, MHA Acting, Associate Director (001)

Christopher D. Blasy, DO, FAAFP Chief of Staff (11)

Letha C. Rogers, MSN, RN Associate Director for Patient/Nursing Services (02)

Sharon Castle, Pharm D., BCPS Acting, Assistant Director (003)

Ralph H. Johnson VA Medical Center

A/E SCOPE OF WORK

2nd & 3rd FLOOR ADDITIONS TO DD BUILDING

Project # 534-330

-- Summary of Services --

PROVIDE: professional Architect/Engineer (A/E) and healthcare planning services necessary to correct seismic/structural deficiencies and construct a 2nd floor addition on the DD Building to create a Cancer Center. This will include the addition of an elevator lobby for the first, second, and third floors, as well as a connecting corridor from the new addition to the main facility. Services shall include, but are not limited to:

• Part Ia – Preparation of Existing Conditions and Conceptual Design –

Investigative Services: Preparation of existing conditions plan and conceptual design which includes site investigation for structural, seismic, architectural, interior design, equipment/furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices, environmental hazards, such as suspect lead-containing materials, and associated permitting required by local jurisdictions. Perform project site investigation in accordance with the ‘Site Investigations’ section of this scope of work. Perform load-testing (30 days) and coordination studies in accordance with VA Master Specification 26 05 73 as part of the electrical site investigation to determine existing conditions.

• Part I – Preparation of Contract Drawings and Specifications – Design Development: Preparation and submission of construction bid documents, interim design document submittals, and the final construction bid documents at the completion of the design development process in accordance with the ‘Design Package Submission Schedule’ section. Design document packages shall contain a complete set of documents as specified in the ‘Design Requirements/ Submissions’ section of this scope of work. The A/E shall develop a design necessary to meet the requirements in the ‘Project Scope’ section of this scope of work. Design shall include engineering services rendered necessary by the VA at the end of Part Ia Investigative Services within the construction cost parameters.

• Part II - Construction Period Services: Review and provide concise recommendations on all submittals, shop drawings, product data, samples, RFI’s, change order proposals, etc. in accordance with ‘Construction Period Services’ section of this statement of work. Services shall include providing record drawings based on finalized contractor red-line as-builts. Services shall include providing commissioning for systems in lieu of a VA hired 3rd party agent.

• Part III - Site Visits: Visit the site at the request of the VA in accordance with section ‘Site Visits’ in this scope of work. The A/E shall respond on site within an 8-hour period when requested. A total of 40 site visits during construction shall be included.

Commented [RED(1]: Needs tentative schedule that breaks down the period of performance and insert in SOW by COR https://www.cfm.va.gov/TIL/spec/230593.docx

Each site visit shall be documented through a field report denoting the purpose and results of the site visit.

Acronym Definitions:

A/E – Architect/Engineer or Designer of Record.

ACM – Asbestos Containing Material.

CIH – Certified Industrial Hygienist.

CO – Contracting Officer.

COR – Contracting Officer’s Representative.

FPE – Fire Protection Engineer.

IPT – Integrated Project Team.

PCRA – Pre-Construction Risk Assessment.

NCRP – National Council on Radiation Protection & Measurements.

NFPA – National Fire Protection Association.

NHPP – National Health Physics Program.

NRC – Nuclear Regulatory Commission.

NTP – Notice to Proceed (official start date of the contractual period of performance).

RFI – Request for Information.

SC DHEC – South Carolina Department of Health and Environmental Control.

SEPS – Space and Equipment Planning System.

TIL – Technical Information Library, http://www.cfm.va.gov/til/index.asp.

VA – Veterans Affairs; typically refers to the Ralph H. Johnson main facility or the Contracting Officer’s Representative.

VAMC – Veterans Affairs Medical Center; typically refers to the Ralph H. Johnson main facility.

VPIH/CIH – VA Professional Industrial Hygienist/Certified Industrial Hygienist, per VA TIL Master Specifications.

http://www.cfm.va.gov/til/index.asp

-- Project Scope --

GENERAL REQUIREMENTS:

A/E is responsible for providing all services necessary for design of this project – i.e.

structural, seismic, architectural, interior design, equipment/furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices, environmental hazards, such as suspect lead-containing materials, other hazardous materials, and associated permitting required by local jurisdictions.

Perform load-testing (30 days) and coordination studies in accordance with VA Master Specification 26 05 73 as part of the electrical site investigation to determine existing conditions.

A/E shall review needs identified by the IPT for the area under consideration for design and provide recommendations. A minimum of three options that address the identified needs will be presented to the VA for review. In addition, the project shall be phased to minimize the impact to the Medical Center operations and patient care. Prior to submission of Schematic design material, the A/E shall meet with the VAMC’s COR to discuss proposed phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what VA constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for documenting the phasing requirements.

The A/E shall provide an evaluation, cost estimate, and conceptual plans to determine the feasibility of completing the project within project budget for each of the three options submitted. Disadvantages and advantages shall be provided including impacts to patient care/medical center operations and order of magnitude cost estimates (with cost of patient care factored into the economy/feasibility).

The A/E shall function as the commissioning agent for all necessary commissioning actions.

The A/E shall provide testing, inspection, and reporting services during the construction period.

Design will have modern finishes selected in coordination with the IPT. Finishes shall incorporate recycled materials as required by VA Master Specification 01 81 13. A/E shall provide finish boards at the 35%, 65%, and 95% submissions with samples, manufacturer names, series, colors, etc. for easy clarification. Project design will require contractor to recycle demolished material such as carpet and ceiling tile, document quantities, denote disposal method, and certify documents noting that demolition materials have properly been recycled. Design shall also require contractor to provide manifest of any hazardous materials to be abated.

At the 65% design submission, the A/E shall collaborate with the IPT to provide the completed PCRA for incorporation into the project design.

At the 95% design submission phase provide two (2) framed project renderings (to inform the public of the project intent to include drawings, ANSI C-sized color renderings and fact sheets in addition to the regular design package requirements.

At the 95% design submission, the A/E shall finalize constructions plan showing temporary conditions for construction, per phase, to ensure general conditions and PCRA requirements are designed, identified, and specified including:

• Infection Control Risk Assessment (ICRA) classification sheet on construction plan, denoting:

o requirements for how negative the space must be maintained (in inches of water) o requirements for negative air monitoring, alarming, and ante room (as applicable).

o negative air achievement during construction by capping all HVAC ducts in the area

• Denote all existing rated barriers (vertical and horizontal) and identify requirements for demolition of existing systems and installation of new systems in or through these barriers (patch and fill requirements and timeframes after demo)

• Denote temporary construction barrier wall(s) and construction entry door/frame types and ratings for separation of construction areas to occupied areas (all barriers between construction areas and occupied areas shall meet NFPA 241 requirements).

All temporary construction barriers shall be finished immediately upon installation and the finishes shall mirror and be cohesive with surrounding areas.

• Identify requirements for all fire protection systems during construction:

o will sprinklers, smoke detectors, pull stations, etc. remain active? fire watch required?

o will a heat detection system be installed due to a compromised fire protection system?

o will construction barriers re-route egress or necessitate egress signage change outside of construction space?

• Identify contractor laydown area, trash, delivery and pedestrian/construction routes.

• Identify temporary utilities for contractors use as necessary

• Identify utilities/systems passing through construction space or that require bypass during construction to be maintained/bypassed to ensure continuity of services in adjacent areas

• Denote legionella water concerns through construction (temporary water temperature ranges maintained, no stagnant water, no dead legs, flushing/heating of the system prior to tie-ins and before turnover to VA, etc.)

• Identify environmental hazards, such as suspect lead-containing materials, other hazardous materials, etc. that may impact construction, budget, permitting, etc.

The following items shall be addressed with the design:

• Patient privacy criteria are met (i.e. computerized information, patient privacy, HIPPA)

• All rooms shall be ABAAS compliant and meet VA Guidelines for Accessibility.

• Patient and Hospital Wi-Fi in all areas integrated into existing systems.

• Determine if asbestos-containing materials are present within the limits of work and creating abatement specifications and drawings, by a licensed SC DHEC asbestos management planner, to abate. The VA anticipates that there should be no ACM inside the DD building due to its age (constructed 2010s); however, the A/E is responsible for verifying existing conditions and providing these services if suspected ACM is found.

o Provide air monitoring and clearance for abatement procedures, if applicable.

• Always minimize impacts to continuity of care. Phase construction as required to minimize impacts to continuity of care as the work is being completed. Design for temporary exterior space if interior phasing or swing space is unavailable.

• A/E must make efforts to not limit competition when selecting equipment, finishes, or other materials that meet VA, codes, standards, or other requirements for the basis of design. If brand names and/or sole source is justified, information shall be provided to the COR and CO to support contracting requirements to sole source to that brand. If “brand name or equal” language is to be utilized, the requirements of FAR 36.202 must be followed and salient characteristics must be included in specifications to define the “or equal” language. Also, the requirements of FAR 6.302-1 must be clearly identified to support "brand name or equal" justifications.

• Fully sprinklered and fire protection systems integrated into existing systems. All work to be performed on the fire alarm system must be performed by a Contractor authorized by Gamewell to work on a Gamewell E-3 Series Fire Alarm System.

• Integrated Nurse Call (Rauland Responder 5) and TV/Patient Education (GetWellNetwork) to each patient location and integrated with existing systems to be specified.

• HVAC integrated with Johnson Control DDC system; each room to have separate controls.

• Physical Access Control Systems integrated with Honeywell MB Secure 4000 system.

• Extend or relocate AT&T/Verizon/T-Mobile cellular networks.

• HVAC integrated with Johnson Control DDC system; each room to have separate controls.

• Structural Shielding Design Reports and Certifications shall be completed by qualified individuals registered with SC DHEC who can perform shielding designs and surveys.

Ensure that structural shielding design reports and shielding surveys conform to NCRP Report No. 151 or current document. The finalized structural shielding design reports for equipment shall be prepared and provided to the CO/COR.

o Provide specialized analysis of radiation and environmental requirements by a physicist with experience in radiation shielding requirements within a healthcare setting. Design shall comply with all requirements of NRC, VA, NCRP, NHPP, and other applicable codes/standards.

o Bring the existing renovated spaces up to compliance requirements for radiation shielding to provide for the safety of staff/patients occupying spaces inside, outside, above, below, adjacent to, etc. the equipment while the radiation producing equipment is in operation or in holding spaces for patients who consume radioactive materials.

o Complete a structural shielding survey and radiation measurements after the installation of the radiation producing equipment, and prepare and submit report to the CO/COR. The finalized shielding survey reports shall be prepared and provided for review and approval after equipment installation in each area. Should the shielding be found inadequate, the A/E shall provide a corrective design solution, revised construction documents, and construction administration at no cost to the VA.

• SEPS Plan (Attachment G)

• Minimize impacts to continuity of care at all times. Phase construction as required to minimize impacts to continuity of care as the work is being completed. Design for temporary exterior space if interior phasing or swing space is unavailable.

A/E shall retain the services of a registered FPE to design and review the entire project for code compliance. Guidance on FPE Consultant Services can be found at the following links:

• https://www.cfm.va.gov/til/ae/FPEngr.docx

At the 95% design submission phase, the VA will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance with the latest edition of VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The A/E shall incorporate all comments into the design prior to finalizing the design.

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331

SPECIFICS:

The scope of this work is to construct an addition of approximately 17,500 SF of new space on top of the 1st Floor of the Research Building, DD Building. New space shall be constructed to contain a state-of-the-art Cancer Center, with a connecting corridor to the 2nd Floor Specialty Clinic and Radiology in Building 1, estimated renovation of 500 SF. The addition shall provide capabilities for commensurate growth in ancillary and diagnostic services. The Cancer Center will include a chemo/infusion area and medical oncology exam space. A secondary, compliant compounding space shall be constructed to reduce safety risks to staff relating to the handling and transportation of hazardous drugs, including direct pass-through capabilities into the area of treatment. The addition will also renovate approximately 3,000 SF on the 1st floor to construct an elevator lobby, shafts, and elevators, and stairwells to support the 2nd Floor addition and future additions. Lastly, seismic deficiencies, noted during a recent seismic study in 2020 (see Attachment H), shall be corrected to meet the latest VA Seismic Design Manual requirements.

This location is ideal for a Cancer Center due to its proximity to parking, drop off, and the ability to capture pleasing natural light with water-front views. The adjacency and connection to Specialty Clinic and Radiology will mitigate existing patient flow issues from Radiology/Specialty Care to the Cancer Center. Patient privacy and dignity issues will diminish due to the adjacency to Radiology, a shared resource with cancer patients.

Additionally, the project will correct identified FCA issues in architectural and transport systems. No additional parking spaces are included in the project (surface or structure).

However, renovation of exterior spaces may be required.

The design shall include considerations to accommodate future expansion for Radiation Oncology services. The design shall prepare for easy integration of the Radiation Oncology Facility to the direct south of the DD building in the grassy area. The A/E shall work closely with the COR to obtain necessary specifications and design requirements of future Radiation Oncology clinical spaces (equipment, exam space, supplies, layout, utilities, radiation shielding, etc.) to provide the best possible configuration.

This project will prepare, structurally, foundationally, architecturally, radiation shielding, etc.

for future floor additions to the building. This may include chases, shafts, continuation of architectural features, and the modification of existing chases, shafts, etc. for future additions. Prepare the structure designed and constructed with this project for future https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331 addition in accordance with Topic 12 of PG-18-3 - Design & Construction Procedures. An additional three (3) floors are anticipated above this addition, the 2nd floor.

The total budget for this project is based on the following formula:

𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑃𝑃𝑃𝑃𝑇𝑇𝑃𝑃𝑃𝑃𝑃𝑃𝑇𝑇 𝐵𝐵𝐵𝐵𝐵𝐵𝐵𝐵𝑃𝑃𝑇𝑇 − 𝐷𝐷𝑃𝑃𝐷𝐷𝐷𝐷𝐵𝐵𝐷𝐷 𝐹𝐹𝑃𝑃𝑃𝑃 = 𝐸𝐸𝐷𝐷𝑇𝑇𝐷𝐷𝐸𝐸𝑇𝑇𝑇𝑇𝑃𝑃𝐵𝐵 𝐶𝐶𝑇𝑇𝐷𝐷𝐷𝐷𝑇𝑇𝑃𝑃𝐵𝐵𝑃𝑃𝑇𝑇𝐷𝐷𝑇𝑇𝐷𝐷 𝐶𝐶𝑇𝑇𝐷𝐷𝑇𝑇 In which the Total Project Budget is $14,933,333.33 and the Design Fee is the A/E’s negotiated proposal fee. Depending on the Design Fee, the Estimated Construction Cost will adjust accordingly.

The C&A requirements do not apply, and a Security Accreditation Package is not required for this work.

Picture 1: DD Building location on campus and other information.

Picture 2: Existing 1st Floor space plan.

-- Site Investigations --

EXPECTATION: A/E will make site visits as necessary to survey and document existing conditions.

The A/E shall 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 shall be used as reference only. The A/E is responsible for verifying existing site conditions. All additional references and specifications are available in this document or the TIL. Coordinate visits with the COR as delegated by the CO. The A/E shall arrange for and oversee the performance of such investigations necessary for the proper design of the project. AutoCAD background drawings shall be provided by the VA upon request and shall be used as reference only. The A/E shall field verify every aspect that relates to the project.

Perform load-testing (30 days) and coordination studies in accordance with VA Master Specifications 26 05 73 as part of the electrical site investigation to determine existing conditions.

A/E shall perform photographic documentation during Investigative Services; files are to be maintained for future reference of existing conditions for construction documents and unforeseen unit costing basis.

A/E shall perform asbestos survey investigations, bulk sampling, and development of abatement specifications and drawings. Asbestos surveys shall include sampling of all suspect ACM within the limits of work. Survey investigations, bulk sampling, and reporting shall meet the requirements of SC DHEC Regulation 61-86.1. The results of the investigations, sampling, and reporting shall modify the design documents to abate as necessary.

It is the expectation of the VA that the A/E shall complete all necessary site investigations and tests prior to the 35% Design Development submission.

-- Design Package Submission Schedule --

EXPECTATION: The A/E is expected to complete the design and provide final construction documents by March 1, 2024.

The A/E shall provide a schedule to the CO and COR for approval meeting the above completion date and the below time allowances for review. The A/E shall provide the draft schedule prior to the initial on-site IPT meeting.

• Initial on-site IPT meeting shall be no later than 15 business days after issuance of the

NTP. Coordinate with the COR for acceptable date/time.

• Allow 15 business days for IPT review of the SD-15% Schematic Design Submission

(Attachment A)

• Allow 25 business days for IPT review and Leadership approval of the DD1-30% Design

Development Submission (Attachment B)

• Allow 50 business days for IPT review of the DD2-65% Design Development Submission

(Attachment C)

• Allow 25 business days for IPT review of the CD1-95% Construction Documents

Submission

• Allow 15 business days for IPT review and Leadership approval of the CD2-100%

Construction Documents

Note: The IPT shall consist of members of the impacted clinical, administrative, and other operational services, and any other members of the VA or outside entities who have vested interests in the design, compliance, and accreditation for the VAMC.

The period between the NTP and the initial IPT meeting shall be used for the A/E to gather data/information to be well prepared to discuss their design intent and to ensure project requirements/constraints are understood to make a highly productive initial IPT meeting.

This time shall also be used to gather as-builts and begin investigative services.

The A/E shall attend and take minutes at each IPT meeting. The A/E is responsible for documenting through written meeting minutes all comments, actionable items, responsible parties, and due dates discussed at the IPT on-site reviews, including hand-written, typed, drawing mark-ups, and comments given by members of the IPT to the A/E during discussions.

• Draft minutes shall be submitted electronically to the COR and CO no later than 5 business days after the meeting.

• Allow 5 business days for the IPT team to submit corrections.

• Publishing and approval of meeting minutes by the COR and CO constitutes official acceptance to proceed to the next submittal phase.

Each on-site IPT Review shall consist of the A/E outlining their design narratives and associated visual aids to depict to the IPT the design, approach used, and how previous comments have been incorporated into the design. A design charette shall be conducted at each of these IPT reviews to discuss in depth the design considerations, requirements, and proposed solutions at each stage of design specific to each IPT members area of concern.

There should also be breakout sessions with each IPT member to ensure their specific concerns are identified and addressed.

The VA shall determine minimum acceptability of each submission within 5 business days of submission by the A/E. If the VA finds the design submission to be unacceptable, the A/E shall resubmit the submission. VA review time shall not be impacted and shall remain the same number of allotted days, including 5 business days for the VA to determine acceptability of the design submission. The A/E shall be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions. An incomplete/not minimally acceptable/ unacceptable submission is defined as: a submission lacking any piece of information outlined in Attachments A – F of this SOW, incompleteness of any piece of information in Attachments A – F of this SOW, or failure of the submission to include a required item as outlined by PG-18-15.

The A/E and IPT shall work together jointly to provide a minimum of two (2) opportunities for patients to have a forum to discuss their desires, wishes and intent regarding the space.

These opportunities shall be performed after normal business hours and held at the Charleston VAMC. These meetings shall occur prior to the Schematic Review Submission such that comments can be incorporated into the schematic design. Eliminate if patient care is not addressed in the project.

All documents submitted shall comply with the VA Building Information Model Standards.

https://www.cfm.va.gov/til/ae/aesubmin.doc https://www.cfm.va.gov/til/projReq.asp

-- Design Requirements/Submissions --

EXPECTATIONS: Submit the complete design review package in accordance with the following requirements and guidelines outlined in PG-18-15. Pay specific attention to the schematic, design and construction submission requirements. As appropriate, depending upon the complexity of the design, the A/E may elect to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects). The A/E shall document these deletions as a part of the appropriate submission package.

Deliver all design packages (addressed as follows (ATTN: 138-Engineering Service-‘Name of COR)) directly to the COR on the established dates to allow the VA IPT to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information required for each submittal as outlined in PG-18-15, and as outlined in Attachments A thru F. The A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

All designs shall be accomplished in accordance with VA guidelines and specifications, which are available at http://www.cfm.va.gov/til/. As a minimum, the design shall comply with the applicable sections from the following VA standards and guidelines found at the web site above:

• PG-18-1 Master Construction Specifications

• PG-18-3 Design & Construction Procedures

• PG-18-4 Standard Details and CAD Standards

• PG-18-5 Equipment Guide List

• H-18-8 Seismic Design Handbook

• PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-

SEPS)

• PG-18-10 Design Manuals

• PG 18-12 Design Guides

• PG-18-13 Barrier Free Design Guide

• PG-18-15 Minimum Requirements for A/E Submissions

• PG-18-17 Environmental Planning Guide

• SC DHEC – South Carolina DHEC environmental regulations

• Special Design Requirements (includes asbestos, commissioning, fire/life safety and physical security)

• Sustainable Design Requirements

• Cost Estimating Requirements

• A/E Quality Alerts

• A/E Design Alerts

• Design shall comply with 2013 ASHRAE 90.1 Standards, as well as:

⋅ VA Directive 0055 VA Energy and Water Management Program ⋅ VA Directive 0056 VA Sustainable Buildings Program ⋅ VA Handbook 0056 VA Sustainable Buildings Program ⋅ VA Directive 0065 Climate Change Adaptation Planning ⋅ VA Directive 0066 VA Sustainable Locations Program https://www.cfm.va.gov/til/ae/aesubmin.doc https://www.cfm.va.gov/til/ae/aesubmin.doc http://www.cfm.va.gov/til/ http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/til/etc/seismic.pdf http://www.cfm.va.gov/TIL/planning.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/til/accessibility.asp http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf https://www.scdhec.gov/ http://www.cfm.va.gov/til/spclRqmts.asp http://www.cfm.va.gov/til/sustain.asp http://www.cfm.va.gov/cost/index.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/alertDesign.asp http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=774&FType=2 http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=639&FType=2 http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=640&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=619&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=620&FType=2

⋅ VA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems

⋅ VA Directive 1116 Sterile Processing Services ⋅ VHA Directive 1129 Radiation Protection for Machine Sources of Ionizing Radiation ⋅ VHA Handbook 1330.01 Health Care Services for Woman Veterans ⋅ VA Directive 7545 Cultural Resource Management ⋅ VA Handbook 7545 Cultural Resource Management Procedures.

COST ESTIMATING:

Philosophy - Cost management is the task – the cost estimate is the tool. The A/E shall manage the execution of the project within the VA programmed construction budget. The VA programmed construction budget range is identified at the end of the Project Scope section of this Statement of Work. The entire A/E design team shall take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding. The cost estimator’s role must be viewed as a critical element of project cost management. Rather than limiting responsibilities to simply reporting costs, the estimator must be an integral part of the design team, continually interacting and providing input to design decisions at every stage of development.

Objective - Cost estimates for the base bid shall be within ±5% of the VA programmed construction budget. If the cost estimate is outside of ±5% of the construction budget, the A/E is responsible for notifying the VA of potential budget issues, providing non-scope impacting recommendations to get the estimate within ±5% of budgeted construction cost, and providing design documents that correspond accordingly. Design submissions with cost estimates outside of the ±5% window are grounds for rejecting a design submission.

The final construction document submission estimate shall not be greater than the VA programmed construction budget and not less than -5% of the VA programed construction budget.

Recapitulation - Provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet is required for each bid package (deductive alternates).

Detail - The level of detail an estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures shall not be acceptable. Project estimates shall include all elements within the contractor’s bid such as insurance, bonds, hazardous abatement, current market atmosphere, and any other such items.

Timing of Submission - Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other design submissions. The A/E is responsible for managing workflow and communications to ensure that this shall be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that could affect cost.

http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3033 http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3033 https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=0ahUKEwivhOPVsfrLAhVKFx4KHT8CDFIQFggdMAA&url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D3186&usg=AFQjCNGkstzmzR2S7-vbn9PhCUCY_DGhaQ&sig2=94uZ72Zfn-ELj3VyaEUgPg http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3081 https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=598347&FileName=VA259-13-R-0264-016.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=583&FType2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType2

DEDUCTIVE ALTERNATES AND EQUIPMENT/SYSTEM DECISION TREE:

The A/E shall provide a design identifying a minimum of 10% of the construction budget as deductive alternates. Each alternate shall be progressively deductive in nature and shall be non-scope impacting. The VA and A/E shall work collaboratively to ensure project remains viable for medical center operations within the allotted budget. The VA has the final determination on the A/E recommended deductive alternates. Items removed as deductive alternates shall be evaluated to determine impacts to the remainder of the design. Certain deductive alternates could require a separate design to keep the design intent viable. Items identified as ‘yes’ in question 1 of the below decision tree shall not be removed as deductive alternates. Items identified as ‘yes’ in question 2, 3, or 4 of the below decision tree shall not be removed as deductive alternates without explicit consent from the CO. Items identified as ‘no’ in question 4 shall not be included as part of the construction project, however, utilities and site prep for such equipment (or future equipment) is permissible if within budget.

Decision Tree, per Capital Asset Management Guidebook

1. Is the item necessary to meet requirements for an occupied building? This includes all governing code required items, such as fire alarm. If yes, the item is to be funded within the construction project. If no, proceed to question 2.

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

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

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

*IT equipment includes: computers, monitors, keyboards, docking stations, phones, printers, scanners, etc. Cabling and raceways for IT equipment is not included as part of IT equipment.

Other Non-IT equipment includes: physical access control systems, data closet racks, Wi-Fi (both patient and medical, excepting access points), testing/monitoring equipment, testing and punch down of cabling, etc.

-- Construction Period Services --

Expectations: Respond to submittals and other requests in a timely manner.

The A/E shall provide the following services:

• Assist in answering bid questions during solicitation and issuing any addendums, drawings, etc. necessary to address questions.

• Assist the VA to determine whether the contractor or subcontractor meets technical qualification requirements, assist in the review of contractor proposals for technical acceptability, support by written recommendations of any problems or litigation encountered in past performance based on first-hand knowledge.

• Review all submissions and provide concise direction to the VA. Provide direction within 5 business days upon request for shop drawings, product data, installation instructions, samples, etc. Provide direction within 10 business days for RFI’s and change order proposals. Changes to contract documents based on errors and omissions in design will be at no cost to the VA to include cost estimates for the change. The CO shall make the final determination on what is or is not an error or omission.

• Provide Commissioning for all affected systems.

• Prepare record drawings based on contractor red-line as-built drawings with correspondence performed during construction. The A/E shall provide a set of updated drawings and specifications on CD, to the COR within 20 business days of construction contract completion.

• The A/E fee shall include all costs for printing and miscellaneous reimbursable costs.

• Invoice payments for construction period services shall be directly correlated to the construction project progress percent complete. This amount will be coordinated with the COR throughout construction (i.e. if the construction is 20% complete, construction period services shall be billed at 20% complete).

-- Site Visits --

The A/E shall:

• Make site visits on requests of the VA and prepare documented field reports denoting the purpose and results of the site visit, to include agreed upon changes 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 (in-wall, above ceiling, and final) as scheduled and generate punch list items for completion. Inspections shall cover quality of installations and locations/placement of items in accordance with the contract documents. The punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.).

• Attend the pre-bid and pre-construction conference to review and confirm project scope as required.

• During construction, allow for a minimum of 40 site visits as directed and scheduled by the COR.

Attachment A

Schematic Design Submission Requirements (SD-15%)

Deliver the following (labeled with Schematic Design) and include this attachment as a checklist with your submission:

3 copies evaluation narrative addressing items listed in the design requirements and any additional A/E recommendations for each of the three proposed layouts.

3 half size sets of architectural floor layouts for each of the three proposed layouts being considered based on space required and VA space criteria. Make a recommendation on the most efficient and effective floor layout and the reasons for the preference. Show the layout, including possible furniture/equipment to be used in each room/area.

2 copies of documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design Investigative services/reports include structural, architectural, interior design, equipment/furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices, environmental hazards, such as suspect lead-containing materials, other hazardous materials, and associated permitting required by local jurisdictions.

1 copy of the preliminary cost estimate for each option being considered.

1 CD containing All drawings in AutoCAD 2019 and pdf format Narrative report in pdf format Electronic copy of preliminary cost estimate PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design

***Achieve a consensus on design approach/concept before proceeding to 35% design***

Attachment B

Design Development Submission Requirements (DD1-35%)

Deliver the following (labeled with 35% submission) and include this attachment as a checklist with your submission:

3 copies of a narrative report forwarding the design developed 15% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on AutoCAD 2019 software.

2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

2 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples and inspections required per drawing and specification section.

1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east, west and center, include an inventory of materials/manufacturers recommended for use for approval and prepared for order by the IPT. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name, and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

2 Copies of completed load-testing and coordination tests/studies.

1 CD containing

All drawings in AutoCAD 2019 and pdf format All specifications in Microsoft Word and pdf format Narrative report in pdf format Cost estimate in pdf format PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

All design related calculations.

Completed load-testing and coordination tests/studies.

***Achieve a consensus on design layout before proceeding to 65% design*** http://www.cfm.va.gov/cost/index.asp

Attachment C

Design Development Submission Requirements (DD2–65%)

Deliver the following (labeled with 65% submission) and include this attachment as a checklist with your submission:

3 copies of a narrative report forwarding the design developed 65% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2019 software.

2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

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

The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the IPT. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

1 CD containing All drawings in AutoCAD 2019 and pdf format All specifications in Microsoft Word and pdf format Narrative report in pdf format Cost estimate in pdf format PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

***Achieve a consensus on FFE & phasing plans before proceeding to 95% design***

Attachment D

Construction Document Submission Requirements (CD1–95%)

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

3 copies of a narrative report forwarding the design developed 65% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2019 software.

2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

2 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the IPT. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

2 framed project renderings to inform the public of the project intent to include drawings, color renderings, and fact sheets.

1 copy of construction plan showing temporary conditions for construction, per phase, to ensure general conditions, construction safety requirements are designed, identified, and specified

1 CD containing All drawings in AutoCAD 2019 and pdf format All specifications in Microsoft Word and pdf format Narrative report in pdf format Cost estimate in pdf format PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, ***Achieve a consensus on construction plans showing temporary conditions during construction & deductive alternatives before proceeding to 100% design***

Attachment E

Construction Document Submission Requirement (CD2–100%)

Expectation: Submit complete bid documents for final review prior to solicitation

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

3 copies of a narrative report forwarding the design developed 95% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2019 software.

2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

2 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples and inspections required per drawing and specification section.

1 CD containing All drawings in AutoCAD 2019 and pdf format All specifications in Microsoft Word and pdf format Narrative report in pdf format Cost estimate in pdf format PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, ***Achieve a consensus on entire design package before proceeding to Construction

Bid Document ***

Attachment F

Construction Bid Document Submission Requirements

Expectation: Continue to submit until all changes are incorporated by the A/E for final signature prior to solicitation. Upon approval, duplicate copies as required.

Continue to update and submit until approved. Final design documents shall be sealed and signed by the design professional responsible/liable for the design represented in the respective document. The seal and signature shall conform to laws and requirements for the application of seals and signatures for professionals in the state or region in which the person taking liability for the work is registered.

1 full size set of all drawings required by project, produced on AutoCAD software for final markup of any changes prior to signature.

1 copy (bound) of project specifications produced on Microsoft Word software.

1 CD containing

All drawings in AutoCAD 2019 and pdf format All specifications in Microsoft Word and pdf format Narrative report in pdf format Cost estimate in pdf format PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

All design related calculations.

Upon final signature approval, provide 1 full size set of final Contract Drawings (complete with VA signed Cover

Sheet).