Attachment 1 - AE SOW-586-401.pdf

REQUIREMENTS FOR A/E SERVICES

FOR DESIGN OF PROJECT 586-401

Community Living Center Residential Neighborhood GV ”Sonny” Montgomery Veterans Administration Medical Center

1500 East Woodrow Wilson Avenue Jackson, Mississippi 39216

CONTENTS

I. General Scope

II. Site evaluation

III. Time Schedules, Reviews and Submittal Requirements

1. Schematic Phase (Site Selection)

A. 35% Review B. 65% Review C. 95% Review D. Final Submission

IV. Construction Period Service Requirements (Option Item)

V. Materials Furnished to A/E by VA

VI. General Guidelines

REQUIREMENTS FOR A/E SERVICES

FOR DESIGN OF PROJECT 586-401

Community Living Center Residential Neighborhood

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 proposes to construct a new +/- 14,000 sq.ft. (10 bed; Small House Model) expansion to the existing CLC. This expansion will replace patient beds lost due to prior year renovation efforts to provide for single patient, private rooms w/ private baths. The new expansion will incorporate the cultural transformation initiatives and latest design guidelines established by VA. Completion of this project will give the Jackson VAMC a total of 56 CLC beds (FY2029 projected Long Term Care Model of 60 beds).

B. The Small House Model proposed in this project includes: 1) 10 resident bedrooms (including privatized restrooms/showers; closets), 2) 10-resident living room, 3) 10-resident dining room,

4) pantry, 5) nourishment room, 6) medication room, 7) crash cart alcove, 8) clean and soiled utility rooms, 9) clean linen room, 10) general storage room, 11) equipment storage room, 12) housekeeping closet, 13) staff locker room, 14) male/female toilets, 15) nurse report room, 16) multipurpose activity room, and 17) multipurpose activity storage room.

C. The contract documents will include all disciplines associated with 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 directly 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. The A/E selected (CBCP) shall be submitted with the proposed A/E team and will be evaluated along with all other team members.

F. The Contract Documents shall include all disciplines associated with the design and construction of the project, including but not limited to architectural, civil, mechanical, electrical, structural, building commissioning, Industrial hygiene, and landscape design.

G. Related work for landscaping and utility work shall be included in the design.

H. Project is to be designed in accordance with VA’s “Sustainable Design and Energy Reduction

Manual”; http://www.cfm.va.gov/TIL/sustain/sustain.pdf. Design to LEED Silver standards with certification under Green Globes. All costs and labor to achieve certification (fees, administration, coordination, etc..) shall be the responsibility of the A/E under this contract.

I. The project is a Design Within Funding Limitations project with a Construction budget not to exceed $13,545,980.46

J. The A/E will be required to develop a Critical Path Method (CPM Schedule) plan and schedule demonstrating fulfillment of the contract requirements as designated in this Scope of Work.

http://www.cfm.va.gov/TIL/sustain/sustain.pdf

II. SITE EVALUATION: (Schematic Submission)

The A/E services shall include a site evaluation phase prior to initiation of the Design Phase. The site evaluation shall include a review of the existing Hospital area around the existing Community Living Center space on the East side of existing hospital, preparation of a pro vs con site analysis and a final recommendation to the VA for the chosen site location. The evaluation shall be submitted to the VA for review and comment thirty (30) days after award of the contract shall include but not be limited to:

1. Proximity and compatibility with the existing Community Living Center

2. Site preparation and building conceptual cost

3. Existing utility relocations and cost

4. Parking spaces lost to accommodate the building

5. Access to the existing Hospital and Community Living Center

6. Ability for the building to be expanded for future capacity as need arises

7. Access to outdoor space and views from the patient rooms

8. View obstructions of existing facilities

9. Overall aesthetic view of the addition and the existing facilities.

10. Efficiency of operations and staff requirements along with the ability to use existing staff if possible

11. Schedule for Construction and Occupancy of the options identified.

III. TIME SCHEDULE, REVIEW, AND SUBMITTAL REQUIREMENTS: The following specifies the documents / materials to be submitted by the A/E to the Contracting Officer Representative (COR) 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 English units.

A. 35% Review (Design Development) – Four (4) sets of documents due one hundred and twenty

(111) 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 for the new space layout in all disciplines including topographical survey and existing utility locations and sizes.

(2) Geotechnical report and recommendations

(3) Demolition/Clearing requirements.

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

(5) Some details including the foundation system proposed are required at this review.

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

(7) Several meetings between the A/E and the VA may be required to determine room sizes and layout for 35% submission.

(8) 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 new building or addition.

(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 any proposed expansion joints.

d. HVAC: Provide a written description of the proposed systems

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 any environmental factors effecting the proposed Building expansion.

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. 65% Review (Construction Documents): Four (4) sets of contract documents are required two hundred and forty (222) 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.

b. All areas of construction shall clearly differentiate between existing and new construction.

c. 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, sprinkler heads, patient transport railing system etc.

d. 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.

(3) 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.

e. 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. 95% Review: Four (4) sets of contract documents are required three hundred and thirty (333) 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 (368) 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.

10. Proposed Construction Milestone schedule.

-- Design Review Schedule –

EXPECTATION: Submit review package so they are received on or before the noted day. All days below are calendar days.

Initial Project Design Team (PDT) Meeting Day 0 Schematic Submission (30 Days) 30 Days after Initial PDT meeting Government Review and PCAC Award & Admin Time (30 Days)

60 Days after Initial PDT meeting

Design Development (DD) – 35% Design (60 Days) 120 Days after Initial PDT meeting Government Review (21 days) 141 Days after Initial PDT meeting Construction Documents (CD) 1 - 65% Design (90 Days) 231 Days after Initial PDT meeting Government Review (21 Days) 243 Days after Initial PDT meeting Construction Documents 2 - 95% Design (90 Days) 342 Days after Initial PDT meeting Government Review (14 Days) 356 Days after Initial PDT meeting Construction Documents 3 – 100% (14 Days) 377 Days after Initial PDT meeting

Completed bid documents are expected within 377 calendar days of Initial PDT meeting. The A/E shall provide a submission schedule at the PDT meeting.

NOTE; ALL DAYS LISTED ARE “CALENDAR” AND NOT “BUSINESS” DAYS.

CONSTRUCTION PERIOD SERVICE REQUIREMENTS: OPTION ITEM

A. Construction period is proposed for 365 days or as recommended by A/E during design phase.

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 COR not including at least one site visit per month and project milestones site inspections.

4. A/E shall provide an engineering inspector on a “full time basis” during active work associated with civil site, all underground utilities, building structural, mechanical, plumbing and any other critical building components. The proposed inspector(s) must be experienced with the building system they are inspecting and shall be submitted with the project sf 330 qualifications for review.

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.

L. The A/E shall review the Contractor’s requests for information and cost proposals for construction change orders when requested by the COR. The A/E’s reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes.

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, 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. This is required if any record drawings of existing conditions are used.

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.

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces.

Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

Last Updated on Tuesday, December 14, 2021

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