Attachment 1 FINAL SOW Expand SPS Design - North Chicago.pdf

Expand SPS: 556-402 December 4, 2020

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Statement of Work for Architectural and Engineering Services

Project Name: Expand SPS Project #: 556-402

PART 1: BACKGROUND

The existing Sterile Processing Service (SPS) is located on the first floor in Building 133CA of the Captain James A. Lovell Federal Health Care Center FHCC. Following the merger of inpatient and outpatient services with the Department of Defense (DoD) in 2010, no additional workspace was provided. The SPS department workload has increased dramatically, including:

FHCC-wide instrumentation processing encompassing a full surgery schedule and dental department, case cart preparation, and scope processing for surgery, GI, clinics, etc.

Specifically, this project will also assist in absorbing a projected 100% increase in GI scope processing, flexible endoscope processing that must be accomplished with one hour of use, and a 25% increase surgical instrumentation processing.

As a result of increased workload, required inventory levels for instrument sets and trays will require additional space. The project will also generate space to expand the case cart, processing and sterilization areas; increasing productivity due to improved workflow. Space constraints for SPS can also be attributed to its shared space with the Logistics Central Supply Department. Layout is not ideal for sterile transport of instrumentation as SPS must frequently cross into the “dirty” Central Supply area with carts, etc.

PART 2: PROJECT SCOPE OVERVIEW

FHCC desires to award a contract for Architectural/Engineering (A/E) services related to the study and design of expanding the Sterile Processing Service (SPS). Project will expand footprint of Building 133CA by approximately 15,000 sf, 2-story addition, creating new space for SPS and adjacent services. Approximately 5,000 sf of existing space will be remodeled to allow appropriate access to the new SPS space and correct inefficient workflow and identified as FCA deficient. (Refer to PG-18-9: Space Planning Criteria, Chapter 285: Sterile Processing Services).

The awarded A/E firm will develop schematic, design development and construction document drawings as outlined in the Scope of Work below. The standard construction document drawings will be used for bidding and construction by a qualifying general contractor. The A/E firm will also provide construction period services.

This A/E will incorporate Building Information Modeling (BIM) in accordance with the VA BIM Guide.

Commissioning (Cx) will be performed under this contract by an independent third party.

Coordination with the Cx Agent will be required during design and construction as well as the inclusion of commissioning specifications in the contract documents.

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Design Objectives:

The FHCC currently supports multiple SPS missions, for both VA and DoD beneficiaries. The newly constructed space will improve the integration of these missions and consolidation of SPS staff and equipment.

SPS

The newly constructed SPS space will house the following features:

1. A staging area for deliveries adequate for the large number of carts adjacent to or connected to the existing BLDG 133CA loading dock and sterile storage area, with compliant temperature and humidity control.

2. An Ante Room for deliveries adequate for the large number of carts adjacent to or connected to the existing BLDG 133CA loading dock and decon area, with compliant temperature and humidity control.

3. Decon Space: Some of the equipment this space will support includes: (2) cart washers,

(5) reprocessing sinks, (4) large multi-level ultrasonics, (1) medium ultrasonic, (4) larger washer disinfectors, and (4) dental handpiece mechanical reprocessors. The space will have an adequately designed reverse osmosis/de-ionizing water system.

4. HDL Room: Some of the equipment this space will support includes: (4) endoscope reprocessors and (2) trophons.

5. Prep Room: Some of the equipment this space will support includes: (4) medium steam sterilizers, (4) hydrogen peroxide sterilizers, (10) workstations and (1) small steam sterilizer

6. The space will also be designed to include a sterile storage area, consumable storage area, dedicated locker rooms dependent on workspaces, office space for staff, and will meet all SPS Design Guide standards.

Central Supply

Central Supply is responsible for procurement of supplies, tracking, receiving, stocking, replenishing, monitoring, and adjusting stock levels to ensure accurate support for the FHCC. Project will enhance workflow and provide required space for Central Supply.

Prosthetics

Project will increase the square footage required for Prosthetics and sensory Aids to support our mission to maximize the independence of our veterans as well as providing mission readiness to active duty personnel and supporting their dependents. The new space will allow for better workflow which will increase productivity.

Utilities

A/E to verify all required utilities capacities required for the Project. Special emphasis shall be placed on the electrical requirements for the project and the probable need to provide additional electrical power from the FHCC site high voltage distribution system and/or additional generator capacity.

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PART 3: PROJECT CONSTRUCTION COST MAGNITUDE

The design shall reflect a Project Construction Cost Magnitude not to exceed $13,000,000.

Cost to include all necessary temporary facilities, site work, utilities infrastructure, placement, and access, selective demolition, and renovations, totaling an expected construction duration of approximately 18 months starting in 2022.

The design will include deductive alternates totaling a minimum of 10%. Each deductive alternate will be clearly identified on the contract documents and in the cost estimate. The deductive alternates will be designed such that the remaining areas left in the design will result in a fully functional space.

PART 4: SCOPE OF A/E SERVICES

COVID-19 Caveat: Travel and in-person meetings may not occur when federal or state authorities, or the executive judgment of the AE firm, determine the risk unreasonable. VA will host necessary on-line meetings via Microsoft Teams meetings. A combination of on-line and in-person meetings critical to the project progress will be required. In no case can the completion date be exceeded.

4.1 Design and Contract Administration Services

The A/E firm shall provide their services according to the below noted phases. Each phase will conclude with deliverables provided, and a meeting with key personnel from both the A/E firm and the Lovell FHCC. Design submissions shall be in accordance with the Office of Construction & Facilities Management “Design Submission Instructions” (PG-18-15) Volume “C” and other associated requirements.

a) The project will commence with a Notice to Proceed (NTP) from the Contracting Officer.

The NTP is intended to be signed at the Project Kickoff Meeting. The A/E shall coordinate and attend the project kickoff meeting within 15 days of the Notice of Award.

1) The Architect / Engineer project manager shall attend a design kick-off meeting to discuss project details and expectations. Ensure that each discipline lead is available by phone during that time.

2) Provide an agenda and subsequent minutes of the meeting, as with all subsequent meetings.

3) Provide a fully-loaded cost schedule meeting the requirements of VAAR 852.236- 84 – Schedule of Work Progress. Not less than one item per sub-consultant.

Break out all costs by phase.

4) Prepare and submit for review and acceptance a proposed baseline schedule reflecting each phase of the work, each critical activity, and each essential task required to optimally meet the objectives of the project. It is expected that this timeline will be shorter than that presented in the Period of Performance. Upon acceptance, this will become the Baseline Schedule from which subsequent progress updates are developed and reported.

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5) List of all architect/engineer sub-consultants, including: The discipline they were retained to support or fulfill, company name, office address, office telephone, and primary point of contact (name with telephone number), and name and contract information for lead person of each by discipline.

b) The A/E shall conduct site visits as required during the design phase to become familiar with all on-site conditions pertaining to the proposed project.

c) The Architect / Engineer’s project manager shall provide on-site design progress meetings which will occur bi-weekly. Allow for meetings to be attended in person by each design discipline lead (MEP/Structural/Fire Protection Engineers) as warranted to explain or demonstrate their part of the design, especially at delivery of each design phase, or otherwise be available by phone should the AE PM need to consult with them regarding questions or observations. The design progress meetings shall occur with the COR for the entire design period of performance. The quantity of meeting presented shall be treated as not-to-exceed. A/E shall send out completed meeting minutes within 2 days of each meeting.

d) A construction estimate will be provided with the Schematic, Design Development and Construction document with the 35%, 65%, and 95%, sets of documents.

e) The coordination meetings with the Commissioning Agent (CxA) will occur in conjunction with the design meetings. Respond to commissioning review requests for information and other commissioning and review comments. Include in the Opinion of Probable Construction Cost the expected commissioning activities and tests to be performed as part of the work. The Commissioning Agent shall develop commissioning specification sections to include in the project manual.

4.1.1 Programming and Schematic Design

The intent of this phase shall be for the A/E to review the current design concept and confirm viability given the following factors: existing utilities and support space requirements (Mechanical, Electrical, etc.), potential work flow (in compliance with VA PG-18-9: Space Planning Criteria - SPS), access through the existing facility to the SPS expansion, and meeting current VHA Design Manuals and Physical Security Standards.

a) The A/E firm shall visit the facility and meet with key FHCC personnel to determine a program for design of the project. The A/E, in conjunction with input from the FHCC, will determine the space requirements via Design Guide information and the SEPS program.

b) All surveys will be completed during the Programming / Schematic Design phase.

Information from the surveys will be incorporated in the design for the finalization of the Schematic Design. All surveys shall start within 21 calendar days of NTP.

(1) Review of Electrical Load Capacity testing

(a) Note: This review is extremely critical to the schematic design and earliest accomplishment of this should have HIGH priority.

(2) HVAC Baseline testing

(a) Work to occur after hours.

(3) Chilled & Domestic Water Pressure testing

(4) Steam

(5) Completed testing / surveys

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(a) The following completed survey information must be included and incorporated in the Schematic design & documents, including;

(i) Geotechnical Investigation: including soil borings, footing/foundation and construction recommendations.

(ii) Land Surveying: including elevations and locations of above and below ground utilities and structures within the anticipated addition footprint and extending a minimum of 50 feet beyond adjacent roadways.

(iii) Underground Utility detection

4.1.2 Design Development Phase

A. Using VA-selected layout option from the prior phase, complete the Design Development drawings and specifications.

B. A/E firm shall develop the design document leading to a full set of construction drawings and specifications to be used for bidding by qualified contractors. Review sets will be provided to the Lovell FHCC at the 35%, 65% and 95% completion stage, prior to the issuance of the “100% Bid Documents”.

C.

D. Develop the construction cost estimate arranged by MasterFormat® specification section, including material, labor, and equipment costs, quantities, and units of measure and based on actual take-off of this phase of the design, and recommend adjustments to meet the budget. Square footage values are not acceptable.

E. Present three deductive alternates totaling 10% of the projected total cost of the renovations package which will not result in a project which no longer meets the requirements of the facility.

F. Present the intended logic regarding construction methodology to minimize construction impacts such as utility shutdowns, noise, and similar issues.

G. Complete the project construction risk assessment and dust control measures.

H. Complete the mechanical, plumbing, fire protection, and electrical one-line riser diagrams.

I. Updated Basis of Design narrative as described above, and include: Phasing narrative, deductive alternates, energy calculations, lighting calculations, dust control narrative, Project Risk Assessment, Interim Life Safety Measures, Infection Control Risk Assessment, furnishings data sheets, and equipment data sheets Provide one printed and bound full size drawing set, six half-size drawing sets, two printed and bound project manuals, and two CD-ROM media collections of documents as both PDF and native file format (AutoCAD/Excel/Word) for VA review.

4.1.3 Construction Documents and Bidding

a) After the approval 95% approval of the Design Development drawings, the A/E firm shall prepare and stamp the “100% Bid Documents”.

b) The A/E firm will attend one (1) prebid meeting with potential contractors to address any questions, clarifications, and/or Requests for Information (RFIs) that arise during the bid phase.

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c) Upon completion of the bid process, the A/E firm shall issue a “For Construction” set of contract documents with all revisions noted during the bid process incorporated into the contract documents. All construction documents will be noted “For Construction”.

4.1.4 Required Services not Subject to the 6% Design Limitation

a) Programming/Concept Design

b) Soil Borings and Geotechnical Report

c) Site Survey

d) 3rd Party Life Safety Consultant Review – FP&C

e) Cost Estimating

f) Electrical Load Testing and Report.

g) Submittal Exchange Service – Provide hosting for 3 years.

h) BIM Presentations

i) Mission Critical - Physical Security and Resiliency Analysis and Design

j) Existing Conditions Verification

- Perform above ceiling verification of facility as-built drawings. Incorporate findings into existing as-builts for use as base plans for the project.

- Special attention shall be made after the initial design to verify the locations of all affected connection point locations, sizes, and associated valves/shut-offs.

k) 3rd Party Commissioning (Cx)

- Review design and specifications

- Prepare Cx Plan including PreCx and Cx Checklist. Attend PreCx meeting.

- Provide onsite Cx services to verify functions of all utility systems/

4.2 Construction Period Services (OPTION CLIN I)

After award of the construction contract and the issuance of the Notice to Proceed, to the awarded contractor, the A/E firm shall provide construction period services for the project including, but not limited to….

a) Weekly construction meetings (Based on 18 month construction period)

b) Submittal and Sample reviews and approvals (AE response due within 15 Calendar Days after request is sent by FHCC/GLAC)

c) Review and Responses to contractor RFIs

(AE response due within 7 Calendar Days after request is sent by FHCC/GLAC)

d) Reviews, provides estimates and recommendations for any proposed modifications.

e) Construction clarification drawings

4.2.1 Site Visits

Bi-weekly construction site visits (design professionals shall attend as needed to verify MEP progress and quality) (36 visits for inspector, 24 site visits for design professional)

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(Submit “Site Visit Observation Report” within 2 days of site visits)

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4.2.2 Startup and Commissioning

Contractor Startup:

A. Attend the demonstration of operation for facility systems.

B. Attend the contractor-coordinated factory startup and certification of the HVAC system.

Commissioning:

A. The A/E shall coordinate with CxA and respond to commissioning requests for information.

4.2.3 Construction Close-out Documents

The A/E shall utilize field-marked as-built drawings and specifications from the contractor to generate a complete As-Built set of CAD drawings and specifications. The set shall include any deviations approved during the submittal review stage.

PART 5: A/E PERIOD OF PERFORMANCE AND PROJECT MILESTONES

Complete all work including submittals, reviews and quality control within the number of calendar days from Notice to Proceed (NTP) as shown below:

Phase/Work Item Duration (Calendar Days)

Deadline (Calendar Days after NTP)

Programming and Initial Field Verification

56 56

VA Review 7 63

Schematic Design** 56 119

VA Review 7 126 Design Development Documents

50% Review Set 77 203 VA Review 14 217

75% Review Set 49 266 VA Review 14 280

95% Review Set 35 315 VA Review 21 336

Construction Bid Documents 100% Bid Set 14 350

VA Review 7 357

**Electrical Load Testing and Recommendation Report to be submitted prior to/with schematic Design Submittal.

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PART 6: DELIVERABLES

Quality Control: for each deliverable due under this contract, the A/E shall perform an internal quality control before submitting for Government review. This applies to all drawings and specifications and includes basic proofreading and proper cross-referencing/editing in regards to drawing indexes/table of contents vs drawings sheets and specifications.

Provide review checklist submittals in accordance with the VA Office of Construction & Facilities Management requirements - A/E Design Submissions Requirements (PG-18-15) and as noted in the Scope of Work noted above. Information is located at http://www.cfm.va.gov/til/aeDesSubReq.asp.

All deliverables in binders shall be properly labeled and not exceed three inches in thickness.

All drawings shall be properly bound. All electronic copies shall be uploaded to Submittal Exchange.

a) Programming and Schematic Design

i) Three (3) hard copies and one PDF of the phase deliverables.

b) Design Development

i) For each of the 35%, 65%, 95%, and 100% sets, provide the following;

(1) One (1) printed copy of the contract documents including drawings and specifications and PDF.

(2) Four (4) photo realistic renderings for the 35% DD submittal and four (4) realistic renderings for the 65% DD submittal. Coordinate with COR for specific requirements.

c) Construction Documents (Bidding)

i) One (1) printed copy of the contract documents including drawings and specifications and PDF on CD/DVD and upload to Submittal Exchange.

ii) For 100% (Construction Documents) set, provide CAD files in native AutoCAD format with reference files removed and drawing flattened.

d) Construction Documents (For Construction)

i) For the “For Construction” sets provide the following:

(1) One (1) printed copy and PDF.

(2) CAD files in native AutoCAD format with reference files removed and drawing flattened. Provide specifications in native (Word) format.

e) Construction Close-out Documents (OPTION CLIN I)

i) Review contractor-provided red-line as-built markups.

ii) Review contractor-provided operations and maintenance manuals.

iii) Review contractor-provided spare parts listing.

iv) Provide one (1) printed document set with electronic files of the following:

1) Incorporate contactor as-built notes and red-lines into CADD drafted record drawings of the installed condition. Limited and current floor plan CAD files may be available from VA but must be verified during the preliminary phase of design.

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

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2) Incorporate contactor as-built notes into the Statement of Condition (SOC) drawings.

SOC plan CAD files are available from VA but must be verified during the preliminary phase of design.

3) All design drawings, specifications, minutes, photos.

4) All contractor and CxA reports, submittals, photos, and other project records.

5) O&M Manuals, approved shop drawings, and logs.

PART 7: STANDARDS

1. All A/E Design work for VA shall comply with, and make highest and best use of the Technical Information Library resources freely available online at:

https://www.cfm.va.gov/til/catalog.asp, including but not limited to those listed within 01 41 00 Regulatory Requirements

2. Use VA standard 30” x 42” sheet size and comply with VA CADD Standards and details per http://www.cfm.va.gov/til/projReq.asp No custom or special fonts or title blocks.

3. Meet or exceed the current edition of International Energy Conservation Code, and provide COMcheck compliance report per https://www.energycodes.gov/comcheck.

4. All work shall comply with the following standard specifications:

A. 01 35 26 Safety Requirements B. 01 35 33 Infection Control Requirements C. 01 40 00 Quality Requirements D. 01 41 00 Regulatory Requirements E. 01 42 16 Definitions and Abbreviations To be included in every contract, including this A/E contact, and the subsequent construction contracts.

F. National Archives Records Administration Records Management Clause for Contracts herein made part of all projects of this program. The document is available at:

https://www.archives.gov/records-mgmt/policy/records-mgmt-language

5. Compatible system procurements as follows:

A. Locks and Keys: Door hardware shall be compatible with Best® 7-pin, G keyway, interchangeable core. GC to supply and turn over to the COR the quantity of new blank cores equal to new openings included in the project, not less than 21 days in advance of construction completion. Final pinout and keying shall be provided by VA.

B. Building Automation: Components, programming and start-up: Native BACnet communications protocol for Building Automation and Control (BAC) connected to the existing head-end equipment

6. Architect / Engineer shall indicate in the documents:

A. All design documents shall clearly state that they are FOR OFFICIAL USE ONLY.

https://www.cfm.va.gov/til/catalog.asp http://www.cfm.va.gov/til/projReq.asp https://www.energycodes.gov/comcheck

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B. All building systems shall be maintained in full operation at all times if alternative provisions have not been made. The A/E shall design interim construction methods to keep the systems fully functional. Identify any expected system shutdowns and off-hours work on the plans, and include in scheduling specification. GC shall submit to the COR all required shutdowns within their Baseline Schedule prior to being allowed to mobilize.

C. Wherever demolition is planned, ceiling tiles are to be removed, or the sprinkler system is to be disabled, GC shall first provide uniform heat detection throughout the work area, connected to the existing supervised building master fire alarm system, for the duration of the work. Fire and or smoke detection devices shall be provided prior to turnover and acceptance.

D. Fire-seal all penetrations through any wall or floor with UL Listed fire-rated materials and systems to affect a rated assembly equivalent to or better than that required.

E. Construction Waste Diversion Reports are required for every dumpster removed from every construction site at every VA facility. Provide these reports to VA COR immediately after the waste hauler removes each dumpster to comply with VA GEMS Policy.

F. All work in the crawl spaces shall meet permit-required confined space safety regulations as propagated by OSHA regardless of posted signs, or lack thereof.

G. Sole Source Procurement: The A/E shall provide design and specification for fully-functional complete systems, however include the following sole source procurements for the following special systems:

a. Fire Alarm: Components, programming and start up within the West Campus is by

Johnson Controls/Simplex.

b. Building Automation: Components, programming and start up: Automated Logic

Company of Chicago.

c. Proximity card reader and door lock release entry system: Components, programming and start up: eNorman