Attachment 1 - Expand ED and MH Minor Design SOW.pdf

Scope of Work

Improve/Expand Emergency Department & Mental Health Minor Design Project No. 598-410

John L. McClellan Memorial Veterans Hospital, Little Rock, AR

PROJECT BACKGROUND AND DESIGN SCOPE OF WORK

The John L. McClellan Memorial Veterans Hospital (JLM) located in Little Rock, AR was constructed circa 1983 and needs significant improvements to the Emergency Department to correct patient flow issues, meet mental health requirements and correct capacity deficiencies. This project will include the reconfiguration of the patient access to the emergency department, patient access to the north entrance, accommodate approximately 13,000-sf of renovation/modernization to existing ER and approximately 4500sf of expansion of the building at the Emergency Department entrance. This 4500-sf expansion will need to incorporate elements of the main entrance canopy system and patient drop off/pickup area in order to maintain a consistent visual appearance. The current Emergency Department entrance is difficult to enter, has unclear access to the parking lots, and is not in accordance with the latest American with Disabilities Act and VA Physical Security Design Manual. The renovation area (approx. 13,000sf) includes emergency rooms designed to accommodate mental health patients, establishing an observation unit and provide both the patients and staff with a safe treatment area.

The Architect/Engineer (A/E) shall provide all labor, equipment, materials, testing, site investigations, and professional design/engineering services in order to provide a Design Solution for a complete construction package for the “Emergency Department Expansion” project located at the John L. McClellan Memorial Veterans Hospital, Little Rock, AR. This will include verification of the existing conditions, perform investigative demolition as needed for verification purposes, sitework, civil, architectural, communications, security, OI&T, equipment, mechanical, plumbing and electrical studies; prepare complete drawings and specifications for the project.

Existing area is currently in use and will require phasing in order to maintain functionality. It requires significant improvements to existing Mechanical, Electrical and Plumbing (MEP) systems. This project will include an approximate 4,500 sf expansion as well as renovating approximately 13,000 sf of existing area. This project will affect the exterior/interior functionality and the overall appearance of the hospital.

The A/E shall be responsible for the professional quality and technical accuracy of the design project;

construction documents shall be signed and “sealed” by the responsible registered professional architect(s) and engineer(s).

The A/E shall be responsible for the professional quality and technical accuracy of the design project;

construction documents shall be signed and “sealed” by the responsible registered professional architect(s) and engineer(s). A/E shall develop and execute a quality assurance (QA/QC) plan that demonstrates the team and method of review for the project plans and specifications. The project QA/QC shall have gone through a rigorous, thorough review and coordination effort. The QA/QC plan shall be submitted to the VA along with the project schedule. Within 14 calendars days after receipt of Notice of Award the Contractor shall submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the Contractor member responsible for QA/QC. Upon its completion, each task shall be initialed and dated by the responsible Contractor member. A 100% completed QA/QC plan shall be submitted with the final construction document submission package.

The design of new work shall include all changes to existing facilities, utility systems, and site improvements required to provide for satisfactory connection between the old and new work to make the facility completely operable for its intended use. The A/E will conduct the site and building survey as required to meet all design requirements, commissioning requirements, and ensure accurate specifications during the design process. This includes validating existing drawings and conducting “above the ceiling” observations to verify and validate existing conditions. These are not all inclusive of the survey requirements. Site investigations must be sufficiently thorough to ensure that design details are compatible with the project site. The A/E will provide a traffic/parking lot study to address hazards at entrances and improve patient flow in/out of the Emergency Department Entrance. The A/E will provide a traffic/parking lot study to address hazards at entrances and improve patient flow in/out of the Emergency Department Entrance.

Life safety and infection control will be considered during all phases of design. Final construction documents will detail measures (ICRA & Life Safety Plan) to be taken by the contractor to assure life safety and infection control. A preconstruction risk assessment will be completed and included in project submissions. The risk assessment will include infection control, patient safety, employee safety, dust, noise, and vibration. Plans for phasing construction to minimize impact on the medical center will be incorporated into the construction documents. Items to be addressed may include timing of entrance and exit of the facilities, road closures, limited lane closures, work after normal working hours, and limited parking closures, etc. Plan construction to include impacts on the medical center such as providing alternate facilities entrance and exit, parking or temporary access points.

The general goal of this project is for the expansion /renovation of the emergency department to meet current healthcare requirements (VA/JOC), improve patient flow through the ER, create a dedicated ambulance access and accommodate mental health patients. The work plan will generally involve considerations for the following:

a) Improve the North entrance for patient entry (drop-off, and pick-up). Drop off area to include a patient lift.

b) Create a dedicated Ambulance drop off

c) Appropriately and safely route the traffic flow and parking for patient entry, drop-off, and pick-up.

d) Provide a covered drop off area to match new main entrance design

e) Improve interior/exterior signage/wayfinding.

f) Improve exterior lighting

g) Meet latest mental health VA TIL requirements

h) Upgrade existing building utility support systems to accommodate expansion/renovation. (HVAC, Electrical, Plumbing)

List of Assumptions and Limiting Factors

a) The ED will remain in service during construction, phasing/staging will be required.

b) It is anticipated that at least 3 construction phases will be required. The VA will need to review and approve the proposed phasing.

c) It is anticipated that the current ambulance entrance may not be able to stay in service throughout all phases of construction and an alternate route or solution will need to be addressed.

d) The existing North Entrance and ED do not meet the Physical Security 50’ standoff. In order to meet this requirement and minimally affect parking the expansion area will need to encompass the north entrance and part of the existing drop off area.

e) Work performed involving environmental aspects must be done in compliance with laws, policies, and guidelines in accordance with CAVHS Green Environmental Management Systems (GEMS) Program, Waste Management, VA Directive 2004-069 and the Federal Pollution Prevention Act.

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

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 300 calendar days from Notice of Award. Performance time to include VA review of each submission as identified.

LOCATION

John L. McClellan Memorial Veterans Hospital 4300 W 7th Street Little Rock, AR 72205

DESIGN SUBMISSIONS/DELIVERABLES:

Design submission and deliverables will be in accordance with the A/E Submission Instructions for Minor and NRM Construction Programs; PG-18-15, Volume C (See SOW Attachment 1: AE Submission Instructions PG- 18-15 Volume C).

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or A/E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions the firm will take during the design process to ensure a quality finished design is achieved.

To reduce construction, change orders due to design errors and omissions, the A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

a. Provide an outline of the actions that your firm will take during the design process.

b. Two Weeks after Receipt of the Notice of Award: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

c. 65%, 95% and 100% drawings will go through BIM conflict detection.

d. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

COST ESTIMATE

In accordance with FAR 52.236-22 Design within Funding Limits, the construction cost limit for the construction contract cannot exceed $13,495,972.00.

A detailed estimate of construction cost (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission. Emphasis shall be placed on cost and scope management. The design shall be within the project construction budget and be consistent with the identified project scope. The development of construction documents by the Design Team shall include deductive alternates, up to 10% of the approved project cost estimate.

DRAWINGS

This project will utilize AutoCAD, version 2020. All VA design guides and requirements can be found online at:

http://www.cfm.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent shall govern.

http://www.cfm.gov/TIL/

1. Drawings notes will not contain generic statements or instructions to “see specifications”. Specification references on drawings will be detailed with specification number, name, and applicable paragraph as appropriate.

2. A Finish Schedule will be on the drawings and not in the specifications.

3. A/E will include the VA's standard asbestos warning.

4. Projects that require phasing will have separate phase drawings for each specialty or trade. These drawings will provide details for utility and space utilization during phases.

5. Standard Auto Cad Drawing file compatible to Release 2020 to be provided on compact disk. The VA does not use any "helper" programs and A/E drawings should be useable by the VA.

6. VA Standard Title Blocks will be provided on disk.

7. Each submission will include 2 full size hard copies of drawings required for that submission. Each drawing submission will also be provided on DVD in pdf and AutoCAD format. The Architect will additionally upload documents to the VA via Submittal Exchange.

8. The Final Drawing Set, after the CD (95%) drawings will meet PG-18-15 requirements and will have all A/E Design Contract notation (such as contract/project numbers) removed from all parts of the submission.

The final drawing sets will be signed/stamped drawings and an additional 30”x42” Mylar will be provided.

Final electronic copies are to be "purged" of all unused components. "XREF'S" used should be bound to each sheet.

FIRE PROTECTION ENGINEER REVIEW & CERTIFICATION

The A/E shall have the design plans and specifications reviewed by a 3rd party registered Fire Protection Engineer (FPE) to ensure the design proceeds in accordance with Life Safety Codes (LSC) and applicable National Fire Protection Association (NFPA) codes. The FPE’s review comments shall be provided along with each design submittals beyond the schematic design. With the Final 100% Construction Documents submittal, the A/E shall provide a FINAL certification letter from a registered FPE stating the FINAL plans and specifications are in compliance with the current LSC and NFPA codes.

The drawings will require a certification to be signed by the independent firm or the Architectural/Engineering firm. This certification will be done in a manner similar to the following:

“I hereby certify that the drawings and specifications associated with project X123 have been reviewed and have been found to be in complete compliance with the requirements of the (Year) edition of the LSC. Other sections of the National Fire Protection Association (NFPA) Codes that are applicable to this project are listed below with any deviations clearly identified.”

SEISMIC DESIGN

Design shall be in accordance with the VA’s manual for Seismic Design Requirements (H-18-8), as it applies to Little Rock, AR.

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the Physical Security and Resiliency Design Manual (PSRDM) for VA Facilities, Mission Critical Facilities.

HANDICAP ACCESSIBILITY

The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), the Americans with Disabilities Act (ADA) and PG-18-13 (Barrier Free Design Guide) in all areas.

LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN (LEED)

The A/E shall design the renovated Emergency department and mental health facility to meet LEED Silver requirements. The AE shall provide, with each design submission, the status of the LEED points considered and incorporated into the design and shall identify the plan to achieve the appropriate number of points for LEED Silver. NOTE: Actual LEED certification as a result of the construction will not be required.

GOVERNMENT FURNISHED INFORMATION

Government furnished information includes, but not limited to, the following information found on the VA’s Technical Information Library website (http://www.cfm.va.gov/TIL) - to be used for this project, as applicable (use most recent version):

PG-18-1 Master Construction Specifications for VHA Projects PG-18-3 Design and 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 PG-18-10 Design Manuals (by discipline) PG-18-12 Design Guides (graphical, by function) PG-18-13 Architectural Accessibility, Barrier Free Design Standards PG-18-14 Room Finishes, Door and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Physical Security and Resiliency Design Manual for VA Facilities, Mission Critical Facilities VA Signage & Wayfinding Design Manual VA HVAC Design Manual VA Fire Protection Design Manual VA Asbestos Abatement Design Manual VA Sustainable Design Manual and Guiding Principles Checklist VA-Space & Equipment Planning System (VA-SEPS) VA Architectural Design Manual VA Design Manuals for Estimating, Electrical, Elevator, Lighting, Plumbing & Telecommunications

VA Construction Standards, Handbooks, etc., will be followed to the maximum extent practicable in design of the project and are available on the Internet at: http://www.va.gov/facmgt/standard.htm All variations will be discussed with the Supervisory General Engineer for a waiver.

Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings- (must be used in the initial planning and project design as applicable to the specific project)

Local and state codes by discipline.

It is the A/E’s responsibility to acquire access to all standards, codes, manuals; and be proficient in their application. Failure to provide any procedure, design or construction aspect required by the above will be remedied at A/E’s expense.

http://www.cfm.va.gov/TIL http://www.va.gov/facmgt/standard.htm

AE SUBMISSION REQUIREMENTS (SUPPLEMENTAL INSTRUCTIONS)

Reference SOW Attachment 2 - Design Schedule (CPM) for a detailed outline and listing of specific requirements. Below are supplemental instructions relative to AE submission requirements. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

NOTE: The VA will have 15 calendar days to review design submission; however, some design submissions may require longer as they require a higher-level review. The AE shall not proceed to the next design submission until comments have been received back from the VA. The AE will be allowed a “time-only” extension equal to the number of days that the VA takes longer than 15 calendar days to return review comments.

The following design milestones are required from Notice of Award:

Review Submission Design Review Completion Schedule

1 10% Deliver Concept Submission to COR 30 days after Notice of Award (NOA)

1 10% VA response due 15 days after receipt of the submission

2 35% Deliver first review material to COR not later than 90 days after NOA.

2 35% Review first review material with COR 110 days after NTP.

3 65% Deliver second review material to COR not later 180 days after NOA.

3 65% Review second review material with COR 195 days after NOA.

4 95% Deliver third review material to COR not later 255 days after NOA.

4 95% Review third review material with COR 270 days after NOA.

Final 100% Deliver final design to Contracting Officer no later than 300 days after NOA.

Solicitation Support Services, Construction Period Services, and Commissioning (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Solicitation Support Services and Construction Period Services.

a. 10% Schematic Design: Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting any and all data required for the design. The A/E is responsible for measuring and collecting actual field data that may be required. The A/E shall collaborate with VA COR and end user(s) to develop conceptual and viable design options to meet the intended scope of work. The A/E shall develop schematic drawings and design options, along with Pro’s and Con’s with associated cost for review. This schematic design phase is an iterative process and requires close coordination back and forth with the VA COR/Project manager. The preliminary schematic design/layout will most likely require tweaking until a final plan/layout is officially approved by the hospital and COR. Dimensions, areas, spaces, etc. will need to be indicated clearly on the drawings. The AE shall work with the VA COR until an acceptable plan is developed and approved in writing by the VA COR. The A/E final deliverables for this phase are (hard and electronic copies):

1) VAMC Approved Plan (Siting Plan & Floor Plan)

2) Preliminary Cost Estimate (RS Means, Cost Works)

3) List of probable Specification Sections for this project

4) Initial Design Analysis and Approach

b. 35% Design Development: These drawings shall be at the largest scale possible and shall show the utilities, infrastructure, architectural layout of each floor, room dimensioning/square footage, room identification, fire exists (Life Safety), chases, columns and other pertinent information necessary to provide information that will carry the design to the next review.

1) Drawings & Specifications: Provide one 22”x34” size D set and four 17”x22” size C sets.

Provide one set of preliminary specifications indicating all of the AE proposed edits in a 3-hole punch binder. Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Also, provide electronic copies on a CD. Drawings in PDF format (1 combined PDF, and individual PDF files). Specifications in Word format (individual Word documents per specification section) .

2) Cost Estimate: Provide a detailed cost estimate indicating labor, material and equipment cost in RS Means CostWorks format. Estimate shall include Prime Contractors Overhead, Profit, Bond and Labor Burden (typically 30%). Estimate shall indicate feasible deductive bid alternates to bring the construction cost within the allotted construction budget. This cost estimate shall be submitted in hard copy with the Design Analysis and an electronic copy on a CD.

3) Design Analysis: Provide a design analysis for each discipline indicating the design rational, thought process and design calculations (including actual field test and test date). Provide a summary of deductive bid alternates. Provide a draft preliminary detailed submittal register. Provide a list, by discipline, on what outstanding data or feedback is required from OBVAMC. Provide one hard copy of the Design Analysis and one electronic copy on a CD.

4) FPE Review/Certification: Provide review comments made by the 3rd party Fire Protection Engineer for this submission.

NOTE: The AE shall not proceed with the 65% design without written concurrence from the VA COR.

c. 65% Design Development: This submission of drawings, specifications and cost estimate shall be very close to complete. This review by the VA shall be to validate that 35% comments were incorporated into the project. The construction documents should be sufficiently developed to cover all work items to be addressed by the project, including clearing defined phasing requirements and deduct bid alternates. No major items missing from this submission. The VAMC review of these documents should result in very minor comments to allow for the next 95% submission. A/E shall provide a list of questions by discipline on anything that’s needed from the VA to continue and fully develop the next 95% design submission.

Additionally, the A/E shall provide minutes from the last design review meeting and shall provide responses to all VA comments noted or identified during the last review submission.

1) Drawings & Specifications: Submit in the same manner as the 35% DD submittal.

Specifications shall incorporate AE’s edits.

2) Cost Estimate: Submit in the same manner as the 35% DD submittal.

3) Design Analysis: Submit in the same manner as the 35% DD submittal. Include A/E responses to all 35% design review comments.

4) FPE Certification: Submit in the same manner as the 35% DD submittal. Specifications shall incorporate AE’s edits.

d. 95% Design Development: This submission of drawings, specifications and cost estimate shall be complete.

This review by the VA shall be to validate that 65% comments were incorporated into the project. There shall be nothing missing from the construction documents. The VAMC review of these documents should result in very minor comments to allow for the next submission to be final. If the comments of this set of documents results in numerous comments, then a 99% review or a check set of certain elements of the design may be required before the AE shall proceed to the 100% Final Construction Documents.

1) Drawings & Specifications: Submit in the same manner as the 65% DD submittal.

2) Cost Estimate: Submit in the same manner as the 65% DD submittal.

3) Design Analysis: Submit in the same manner as the 65% DD submittal. Include A/E responses to all 65% design review comments.

4) FPE Certification: Submit in the same manner as the 65% DD submittal.

e. 100% FINAL Construction Documents: This submission shall incorporate all project requirements and previous comments. These documents shall be ready for bidding/construction.

1) Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL “STAMPS”

SHALL BE ON THIS SET OF DOUMENTS. Provide one 22”x34” size D set and four 17”x22” size C sets of FINAL construction drawings. Provide two sets of FINAL fully edited specifications (specs in a 3-hole punch notebook, printed on both sides of the paper). Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements.

Provide two CD electronic copies of the entire package (Construction Drawings, Specifications, Design Analysis and Cost Estimate). The drawings shall be as both AutoCAD (2020), and PDF format both in individual files per drawing and a combined drawing PDF file.

The specifications shall be in separate WORD documents and separate PDF files for each specification section. Also, provide a combined PDF file for each complete volume of the specifications. Coordinate the naming & numbering of the files with the COR.

2) Cost Estimate: Submit FINAL CostWorks cost estimate in the same manner as previous submittal.

3) Design Analysis: Submit FINAL and complete Design Analysis documents including all calculations for each discipline. Submit in the same manner as the previous submittals.

Include A/E responses to all design review comments.

4) FPE Certification: Provide a FINAL certification letter from a 3rd party registered Fire Protection Engineer stating that the FINAL plans and specifications are in compliance with the current Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) code.

SOLICITATION SUPPORT SERVICES – Option Line Item:

• Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

• Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

• Answers to RFIs will be required from the A/E within five calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/E is required to comply with the five-calendar-day requirement.

• Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings.

• In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

CONSTRUCTION PERIOD SERVICES – Option Line Item: The Construction Period Services will commence with the award of the Construction Contract and will terminate with the acceptance of the facility by the VA. Note that this will only take place if the option for CPS was exercised. Unless otherwise provided in this Agreement, the A/E shall not provide administration of the construction contract. The A/E shall act in an advisory and consultant capacity to the Contracting Officer. He shall not be the representative of the Contracting Officer at review meetings or on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor. The A/E shall not be responsible for or have control or charge over the acts or omissions of the Contracting Officer’s Representative or Construction Contractor, Sub-contractors, or any of their agents or employees, or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.

REQUEST FOR PROPOSAL DOCUMENTS – INTERPRETATION: The A/E, when requested, shall assist the Contracting Officer and his Contracting Officer Representative to interpret the Request for Proposal documents and shall:

(1) recommend any action(s) he deems suitable for the satisfactory prosecution of the design of the proper construction work.

(2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the Request for Proposal documents.

(3) assess the preparation of Construction Contract Modifications initiated by or through the VA to be executed in accordance with the Request for Proposal documents.

MODIFICATIONS/CHANGE ORDER REQUESTS: Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. 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 Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

SHOP DRAWINGS AND SUBMITTALS: When necessary, the A/E will, through the VA, review certain submittals and make recommendation. The A/E may be required to hold joint reviews with the VA technical staff on complicated system submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay.

The A/E shall check Government furnished and/or the construction shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the design concept and construction documents. The A/E shall recommend approval, disapproval, or other suitable disposition. He shall evaluate the submittals with reference to any companion submittals that constitute a system.

SITE VISITS AND INSPECTIONS: During the Construction Period, the A/E shall make visits to the project site. Site visits shall be made as and when requested by the Contracting Officer or his authorized representative. CPS shall include a minimum of 10 Site Visits during the construction phase of the project. Type and discipline of site visit shall be determined at the time of need by the COR. This includes visits to be made during intermediate, air conditioning systems, inspections, for partial final, and final inspection and for special purposes as requested by the Contracting Officer. A site visit is defined, except for payment purposes, as a visit to the site by one man for any part of a day. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The Contracting Officer has the prerogative to determine the professional discipline(s) required for each visit. The A/E shall observe the construction, advise the VA of any deviations or deficiencies. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Contracting Officer or his authorized representative within three calendar days following the site visit date.

(1) Intermediate Inspections: The A/E shall provide registered architects and engineers who are familiar with the design work of the project to act as observers and advisers to the VA team conducting intermediate inspections.

(2) Intermediate Air-Conditioning Inspections: The A/E shall provide registered engineers who are\ familiar with the air-conditioning design of the project to act as observers and advisers with a VA team conducting intermediate inspections of the air-conditioning system. The number of such inspections and scheduled time thereof will be determined by the Contracting Officer.

(3) Partial Final and Final Inspections: The A/E shall provide registered architects and engineers in the number and of the disciplines at the time requested by the Contracting Officer to act as observers and advisers with a VA team conducting partial final and/or final inspection(s) of the project.

TIMELY RESPONSE: As time is of the essence, particularly during the construction phase, the A/E shall promptly review and approve, disapprove, or take other appropriate action upon all the VA requests. The A/E shall submit recommendations on all shop drawings and other submittals and other requests within fifteen (15) calendar days after receipt.

THIRD PARTY COMMISSIONING – Option Line Item:

The A/E shall incorporate the VA’s commissioning specifications into the design and construction documents as applicable. The A-E should incorporate a 3rd party Commissioning Agent to oversee and execute the contract required commissioning activities during the construction phase.

Provide independent third-party functional commissioning services for each construction project.

Commissioning shall be performed per the requirements of Appendix A. All communications from the Commissioning Agent must be delivered simultaneously to the A/E team and the VA Project Manager and/or the VA Contracting Officer’s Representative. This paragraph supersedes any general instructions provided in VA specification templates and the A/E is to amend their specifications to reflect this section.

Third Party Commissioning Agent Qualifications:

Firm and Individual Experience A. The firm and the designated Commissioning Authority shall have a minimum of five (5) years’ experience in providing Total Building Commissioning Services and shall be regularly employed as a Commissioning Provider.

B. The Commissioning Authority is an objective, independent advocate for the VA. The Commissioning Authority shall have current engineering knowledge and extensive hands-on field experience regarding building systems; the physical principles of building systems performance; building systems start-ups, balancing, functional testing, and troubleshooting; operation and maintenance procedures; and the building design and construction process.

C. The Commissioning firm and the designated Commissioning Authority shall have successful commissioning experience for projects that are similar to the project. The Firm and designated Commissioning Authority shall have been the principal commissioning authority on a least three (3) comparable projects that have been completed within the previous five (5) years.

D. The Commissioning Authority shall have experience in the quality process.

E. The Commissioning Authority shall be knowledgeable in building operation and maintenance, including training of operations and maintenance personnel.

F. The Commissioning Authority shall have excellent verbal and written communications skills, be highly organized, and able to work with all levels of management, technical, and trades personnel.

G. Personnel and the capability to sustain loss of assigned personnel without compromising quality and timeliness of performance.

H. The Commissioning Authority shall be an independent contractor and not an employee of the Architect/Engineer, Design-Build Contractor, Prime Contractor or General Contractor on this project.

Firm and Individual Certifications A. The proposed commissioning firm should be certified by at least one of the following agencies:

1. National Environmental Balancing Bureau (NEBB)

2. AABC Commissioning Group (AGC)

3. Building Commissioning Association (BCA)

B. The proposed Commissioning Agent should be certified by one of the following organizations to supervise execution of the commissioning process:

1. National Environmental Balancing Bureau (NEBB)

2. AABC Commissioning Group (AGC)

3. Building Commissioning Association (BCA)

C. The Fire Protection Commissioning Specialist should be a registered Fire Protection Engineer in at least one state. He/she should have a minimum of 5 years’ experience with design, installation, inspection, or testing of fire protection systems, and/or smoke control systems.

D. The Building Envelope Commissioning Specialist should be a Registered Architect in at least one state.

He/she should also have a minimum of five (5) years’ experience with design, installation, or inspection of building envelope components.

E. The Controls Commissioning Specialist should have a minimum of 5 years’ experience in design, installation, programming, inspection, or testing of direct digital control systems for HVAC systems.

F. Key members of the Commissioning Authority’s commissioning team should have a bachelor’s degree in Mechanical, Electrical, Architectural engineering. A Professional Engineer license in at least one jurisdiction is desired. Over 5 years field experience in building systems operations, maintenance, and troubleshooting, HVAC system installation, maintenance, and troubleshooting, HVAC Direct Digital Control system installation, programming, maintenance, and troubleshooting, electrical system installation, maintenance, and troubleshooting, other applicable trade contracting experience may be deemed equivalent experience for the bachelor’s degree.

ASBUILTS: AE shall also incorporate contractor’s as-builts/redline drawings on AutoCAD (2020) bound and provide both electronic (two CD’s clearly labeled) and hard copy sets. Hard copy sets of as-built drawings shall consist of one full size set and four 22”x34” size sets.

GENERAL INFORMATION:

a. The A/E contractor shall submit all requests for information in writing to the COR and allow at least three calendar days for the COR to respond.

b. The Contracting Officer must approve all work that is beyond the scope of this statement of work.

c. The VA shall use A/E's Cost Estimate as a guide in negotiating with SDVOSB contractor. If the need arises for more information than was supplied in the original cost estimate, the A/E will obtain the information as necessary.

d. The A/E will also supply guidance if it becomes apparent that the VA and the SDVOSB contractor cannot reach agreement on a reduction in scope. The A/E will alter drawings and specifications to reflect the reduced Scope of Work. A revised cost estimate will be necessary.

e. A/E will request meetings as needed to collect required information.

f. A/E will submit minutes from meetings one week after for VA concurrence.

g. Architect/Engineer response to RFIs will need to be issued within 10 calendar days.

h. Architect/Engineer response to submittals will need to be issued within 14 calendar days.

i. A/E will state salient characteristics of desired items. Specifications should not reference "See

Drawing" for notes. Brand names can be used as a Basis of Design product.

j. VA will perform all contracting duties, Bid Openings, Negotiations, Project Management, i.e., processing pay requests, day-to-day visits on the project site. The A/E may be requested as indicated otherwise, to make site visits or make special reviews.

k. The A/E will have an experienced staff with a minimum of the following:

• Architect with of 10 years’ healthcare design experience to conduct the design

• Architect with previous experience designing Emergency departments – to be vetted by the

COR.

• Personnel trained in Process-Led Lean Design. These personnel must conduct a Lean Rapid

Improvement Event to assess the Emergency Departments current state, identity process improvements and incorporate these improvements into the design.

• Exterior Lighting Designer

• Licensed Mechanical Engineer

• Licensed Electrical Engineer

• Landscaper with healthcare experience

• Licensed Geotechnical Engineer

• Estimator with 5 years minimum experience

• Physical Security Specialist with at least 3 years of VA design experience

• Construction Manager with minimum 5 years’ experience – For phasing of construction

• Civil Engineer with minimum 5 years’ experience.

• Structural Engineer with minimum 5 years’ experience

• Registered Architect with minimum of 10 years’ experience

• Third-party commissioning agent

• Licensed Fire Protection Engineer

ATTACHMENTS:

SOW Attachment 1 - PG 18-15 Vol C SOW Attachment 2 - Design Schedule CPM SOW Attachment 3 - 1st Floor 2019 (v2013) SOW Attachment 4 - Campus Map SOW Attachment 5 - JLM Floor 1 - Asbestos Survey Jan 2018 SOW Attachment 6 - JLM Veterans Hospital Facility Standards SOW Attachment 7 - Seasonal Influenza with Vaccines SOW Attachment 8 - VHA Directive 1061 SOW Attachment 9 - Post Award Specs-Drawings Review Checklist - FINAL - 20221117