ATTACHMENT 1 - STATEMENT OF WORK.docx

Hampton VA Medical Center

Architect Engineer (A/E)

SCOPE OF WORK

Nurse Call Replacement Facility Wide

Project # 590-25-108

-- Services --

Provide professional Architect/Engineer services to include:

1. Site investigation

2. Architectural, Environmental and Electrical

3. Environmental survey (lead, asbestos, mold identification, etc.)

4. Construction drawings and specifications

5. Third party construction estimates

6. Construction period services

6.1. Air monitoring during abatement

7. Construction Final Inspection

8. Conduct Infection Control Risk Assessment (ICRA) in conjunction with VA Safety/Infection Control staff

-- Project Scope --

SCOPE:

The A/E shall provide design services, for NRM construction project 590-25-108. The project shall replace the entire Nurse Call system throughout the facility, to include pull stations, monitoring systems and servers. The design shall remove the existing nurse call devices, cabling, and headend equipment that is used for the current system. The project shall include all patient care areas in the following buildings: 13, 14, 17, 148, 148T, 146, 144, 138, 138A, 137, 116, 114, 113, 110, 110A, 110B, 110C, 83, 66 and 43.

The design for the new nurse call system shall have the following minimum capabilities:

· CODE blue system shall be able to be tied in with Police Dispatch staff console for notification.

· All new patient/staff signaling devices for all locations with nurse call.

· Voice over IP audio communication.

· Touch screen staff console with 2-way communication.

· wireless phone, pager, overhead paging integration.

· Bed monitoring with bed exit alarms.

Design shall comply with VA guidelines and specifications. Design manuals and specifications can be found at https://www.cfm.va.gov/til/index.asp Proposed work is located at Hampton VA Medical Center.

IAW VAAR 826.204(g) the magnitude of construction is between $5,000,000 and $10,000,000. Completed design shall result in a cost that is within the budget limitations. To ensure this, the A/E shall set up one or more bid deduct alternatives totaling 10% of the construction cost. If the base bid cost exceeds budget and deduct alternates do not bring the project within the construction budget, the A/E shall re-design or take necessary steps to reduce the cost so that budget limitations are not exceeded.

The Architect/Engineer shall make a thorough investigation of the existing site. Existing conditions shall be determined by verifying information from field investigations and any documentation that may be available. A survey/field investigation shall be conducted to obtain sufficient information to permit designers to develop a detailed cost estimate. The entire Veterans Affairs drawing files will be made available and accessible along with reproduction materials, but the A/E shall provide the manpower to reproduce prints. AutoCAD drawings are also available for use. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E investigation of field conditions shall be performed in a competent, professional manner in accordance with Architectural Design Manual PG 18-10. Site utility locations will be verified by the A/E (VA staff will not mark utilities but will assist with locating).

Incorporate in the preliminary drawings the pre-construction risk assessment/evaluation as the sample shown below.

PCRA Introductory Information and Instructions

Use this template as a baseline for performing facility Pre-Construction Risk Assessments (PCRA) for Construction, Renovation, and Maintenance work (referred to as the “activity” in this document). The template provides minimum requirements for categorizing activity type(s) and safety risk to determine the level of precautions needed to prevent impact related to Construction, Renovation and Maintenance on patients, employees, and contractors.

Ensure that the activity statement of work and any drawings available are used for the PCRA assessment and included in the project file with the completed PCRA.

Communication and coordination of all types of activity with affected areas are to be included among the control measures. The development of communication and coordination plans must begin during the activity planning phase.

Facilities may customize this template to incorporate site-specific information and requirements.

NOTE: This VHA PCRA template pertains specifically to non-infection-related safety for Construction, Renovation, and Maintenance activities. It must be used in conjunction with the VHA Infection Control Risk Assessment (ICRA) for the activity, if required, which specifically addresses infection risks outside the scope of this PCRA.

PERMIT: See the last page of this document for a fillable permit form to be used for posting at the activity site.

Activity Location:

Activity Name, Number, and/or Brief Description:

Table 1 - Construction, Renovation, and/or Maintenance Activity Type and Control Measures

NOTE: If any of the bulleted criteria in a higher activity type pertains to the work that will be done (even if the other criteria are in a lower type), use the higher activity type for the VHA PCRA.

Controls defined in Table 1 for the activity must be in place before the activity begins and maintained until work is completed and the area is activated. Control measures for each activity must also include the control measures in the preceding row(s).

As the activity progresses, a full re-evaluation of remaining activity type and risk is required prior to changing the level of control measures.

Activity Type determined from Table 1:

Inspection/upkeep generally defined as follows:

· Work can be completed in a single shift, not to exceed 10 hours.

· Patients, employees and/or visitors may be in the area depending on the activity.

· Work that does not create dust or debris.

· Work that does not create vapors or fumes.

· Removal of ceiling tile or access to mechanical or electrical chase for visual inspection that will not impair fire safety systems and are limited to 1 tile per 50 square feet with limited exposure time (not to exceed an hour for each tile) within the shift.

· Minor interior updates (e.g., replacing floor or ceiling tiles, carpentry work to include hanging signage, and painting with hand tools) that do not create vibration or noise.

· Limited building system maintenance that does not require Lock Out Tag Out (LOTO) such as plumbing on potable systems limited to faucet replacement, steam trap replacement etc. and electrical work such as replacement of bulbs, receptacles, or switches.

1. Immediately replace any ceiling tile, close access panels, etc., upon completion of work.

2. Site visits of construction area are required weekly by member of multi-disciplinary team. Site visits will be documented on standard checklist.

3. Site specific safety plan, task hazard analysis, and hazard communication required to be provided by the contractor and approved where a contact is in place. For internal work the shop involved must work with Safety to ensure proper precautions are in place.

4. Must address identified hazards and controls that will be implemented to ensure minimal impact to patients, employees, contractors and facility.

5. Communication and coordination plan for all affected areas

Small scale Construction, Renovation and general maintenance/repair work, generally defined as follows:

· Prolonged work that may take longer than a single shift but not exceeding six months.

· Patients and employees are not to be in the area until activity is completed.

· Work that creates some noise and vibration due to power tool use.

· Selective demolition/removal of preexisting floor covering, casework, lay-in ceiling, or other architectural elements that may

· disturb asbestos, lead or silica

· create the potential for falling objects

· create vibration and/or noise in excess of 80 dB(A) in surrounding areas.

· cause penetrations in fire or smoke barrier

· Plumbing work such as the installation of new sinks, showers and toilets and associated plumbing that requires utility outages or work on the steam system that may require:

· LOTO

· The use of compressed gas cylinders

· Electrical work such as installation of conduit and wire for lighting, receptacles and switches for an area, the installation of conduit and wire for new devices such as terminal units, fans etc. Electrical work such as installation of cabling/wiring/conduit for a single device, installation of new device such as a light fixture that require LOTO.

· Air Handler and/or fan shutdown/startup and HVAC work such as replacement of a single diffuser, single terminal unit, a single device and the installation of ductwork, diffusers, and terminal units for an area that may require:

· Work on ladders

· Rigging, hoisting or lifting of equipment or materials overhead

· Modification of existing fire alarm and suppression systems requiring system outages and ILSMs or obstruction of exits and or impact on corridors.

· Architectural, structural, or any other work that may cause vapors or fumes such as:

· Roofing work

· Flooring work

· Painting or other large-scale use of such substances.

All control measures in the row above and the following:

1. Hazard communication chemical inventory required to be provided by the contractor and approved.

2. Where construction, Renovation and maintenance are done in an accredited facility, and ILSM assessment is required to be done and ILSMs put into place in accordance with TJC LS.01.02.01 and the local facility policy including Fire watch if necessary. Staff is trained and the ILSM is verified regularly

3. Hot Work or burn permits in place and staff trained

4. LOTO procedures in place and staff trained on their use

5. Site visits will be reviewed using the criteria in standardized guide.

6. Daily inspections of the site are to be conducted by the General Contractor or shop supervisor and documented on their daily log.

Large-scale construction, renovation, or maintenance generally defined as follows:

· Work exceeding 6 months in duration.

· Patients and employees are not to be in the area until activity is completed.

· Excavation or heavy equipment use taking place

· Dig safe required utility location

· Trench safety

· Dust control plan

· Equipment exhaust, Noise, Vibration

· Confined space entry required (permit required or not)

· Requires crane work

· General crane work

· Lift over buildings

· Includes elevated work

· Roof work, fall protection

· Window work, scaffolding and fall protection

· Odor control

· Welding, cutting or use of torches requiring burn permits

· Demolition of building components and infrastructure including removal of multiple doors, walls, framing, ceilings, flooring, piping, electrical and HVAC that may

· require asbestos, lead or silica abatement

· create the potential for falling objects

· create vibration and/or noise in excess of 90 dB(A) in surrounding areas.

· cause breaches to fire or smoke barrier

· The installation building components such as new walls, ceilings and doors including framing, drywall and associated plaster work that requires transport of significant materials through building and up elevators i.e., weight limits of floors and elevators

· Plumbing work requiring LOTO and system shutdown and startup such as the installation of:

· new medical gas systems,

· steam/heating hot water, condensate systems,

· Potable water and sanitary drainage, multiple sinks, showers and toilets including associated plumbing.

· Electrical work such as installation of electrical feeders, distribution panels, conduit and wire for lighting, receptacles and switches for an area, the installation of conduit and wire for new devices such as terminal units, fans etc. requiring LOTO and system isolation.

· Installation of fire alarm and suppression systems requiring outages of those systems and ILSMs or closure of exits/corridors

· Mechanical work such as the installation of air handling equipment, associated ductwork, diffusers, heat exchangers, terminal units and controls requiring lifting and support of equipment and systems.

All control measures in the two rows above and the following Activity Hazard Analyses and Control Plans (check all that apply):

1. Excavation safety plan in place ☐

2. Dust control plan in place ☐

3. Pollution prevention plan in place ☐

4. Dig safe paper work in place ☐

5. Crane lift plan in place ☐

a. Crane placement

b. Crane swing

c. Crane load evaluation

6. Fall protection plan in place and staff trained ☐

7. Confined entry plan in place and staff trained ☐

Table 2. Affected Adjacent Area Assessment

In addition to the minimum precautions noted above for the Activity Type, it is critical that the activity be coordinated with the areas adjacent to the activity to ensure operations in those areas are not disrupted or impacted. List the adjacent areas in Table 2 below and develop activity-specific coordination plans and associated communication plans with each area to address activity work that could impact or disrupt the operation of the areas, in general as follows:

· If adjacent area is vacant (e.g., work outside, construction of new building, etc.):

· Coordination is typically not necessary other than potentially traffic flow and pedestrian access.

· If adjacent area is non-continuously occupied (e.g., areas where outpatient care is provided, employee health, etc.):

· Develop a list of activities that will potentially impact or disrupt the operation of the area (e.g., work involving noise, vibration or exit obstruction) and meet with POC to coordinate execution of work in a way that mitigates the impact (e.g., conduct work after hours).

· If adjacent area is occupied continuously (e.g., areas where inpatient care is provided, residential areas such as Community Living Centers, etc.):

· Develop a list of activities that will potentially impact or disrupt the operation of the area (e.g., work involving noise, vibration or exit obstruction) and meet with POC to coordinate execution of work in a way that mitigates the impact (e.g., move affected party temporarily).

(e.g., OR, Unit/Ward, Sterile Processing, Administrative, etc)*

Activity Area**

Area Above

Area Below

Adjacent Area 1

Adjacent Area 2

Adjacent Area 3

Adjacent Area 4

* There may be more than one Service/type of area for each row. List all. The information entered on this table must be used in the ICRA if required.

** List the area(s) in which the construction/renovation/maintenance activity will occur.

Infection Control Risk Assessment (ICRA)

Consult with Infection Prevention and Control regarding the assessment of potential infection risks associated with the activity and the need for control measures. See VHA Directive 7715 and the VHA ICRA Template for more information.

Is an ICRA required for the Activity? Yes ☐ No ☐

Pre-Construction Risk Assessment (PCRA) Permit

This page must be posted at the entrance to the project area, or other designated area

Unique permit number:

Location and brief description of construction/renovation/maintenance

Project manager

Project start date

Contact phone number

Completion date

Contractor or lead shop

Permit expiration date

Activity Type Inspection/Upkeep, Small-scale, or Large-scale)

(Check the box for the Activity Type to indicate the Control Measures)

Inspection/Upkeep

1. Immediately replace any ceiling tile, close access panels, etc., upon completion of work.

2. Site visits of construction area are required weekly by member of multi-disciplinary team. Site visits will be documented on standard checklist.

3. Site specific safety plan, task hazard analysis, and hazard communication required to be provided by the contractor and approved.

4. Must address identified hazards and controls that will be implemented to ensure minimal impact patients, employees, contractors and facility.

5. Communication and coordination plan for all affected areas

Small-scale

All control measures in the row above and the following:

1. Hazard communication chemical inventory required to be provided by the contractor and approved.

2. ILSMs in place and staff trained on situation

3. Hot Work or burn permits in place and staff trained

4. LOTO procedures in place and staff trained on their use

5. Site visits will be reviewed using the criteria in standardized guide.

6. Daily inspections of the site are to be conducted by the General Contractor and documented on their daily log.

Large-scale

All control measures in both rows above and the following Activity Hazard Analyses and Control Plans as applicable (check all that apply):

1. Excavation safety plan in place ☐

2. Dust control plan in place ☐

3. Pollution prevention plan in place ☐

4. Dig safe paperwork in place ☐

5. Crane lift plan in place ☐

a. Crane placement

b. Crane swing

c. Crane load evaluation

6. Fall protection plan in place and staff trained ☐

7. Confined entry plan in place and staff trained ☐

Additional requirements:

Is an Infection Control Risk Assessment (ICRA) required for the Activity? Yes ☐ No ☐

Infection Prevention and Control signature:

Date:

Project Manager signature

Date

Safety Officer signature

Date

Chair, Construction Safety Committee signature

Date

*The location of all Activity Hazard Analyses and Control Plans (excavation, dust, pollution, etc.) as applicable shall be identified on this permit and shall be made available to all workers on the job.

Provide bound specifications and 100% construction drawings with all xref’s bound. Construction documents will be required to be furnished in hard copy, electronic .dwg files (AutoCAD 2020 or most current at the time of final design submission) and electronic .pdf files. All AutoCAD drawings (including subcontractors) shall be in an organized drawing file system using its “Project Browser/Navigator”.

The A/E shall include in his design any environmental permits (i.e. VPDES) and ensure proper erosion control measures are also included in the contract documents for construction.

Fire safety systems design to extend and or reconfigure existing systems. Provide complete systems including fire suppression, isolation, alarm, and sensing. Project documents will be approved by a licensed professional Fire Protection Engineer. Fire safety review will include a review of impact on life safety of adjacent spaces and coordination with all drawings including MEP drawings.

Cost estimates detailing quantities of materials, labor, profit, overhead, insurance, taxes, etc. in the format found at https://www.cfm.va.gov/cost/index.asp

Electrical design documents which include electrical, data and telephone closets, power distribution systems, auxiliary power systems, lighting, switching, fire and safety, public address, security, and signal systems extended or modified where feasible. The project will be designed utilizing emergency power panels per VA standards.

Life safety and infection control will be considered during all phases of design. Final construction documents will detail measures 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.

Plans for phasing construction to minimize impact on the medical center will be incorporated into the construction documents. Plan construction to include impacts on the medical center such as relocating patient and staff equipment, providing temporary barriers, providing temporary utilities, minimizing impact on patient flow, etc.

All design submissions will be submitted in accordance with the Program Guide PG-18-15, Volume C, for NRM projects. These submission requirements may be found at the following web site https://www.cfm.va.gov/til/aeDesSubReq.asp Other applicable program guides can be found at http://www.cfm.va.gov/contract/ae.asp.

Provide construction administration to include shop drawings review, site inspections, and RFI response.

-- Site Investigations --

EXPECTATION: A/E shall make site visits as necessary to survey existing conditions.

Make site visits as required to determine existing as-built conditions affecting this project. Note: Information including drawings and other documentation provided to the A/E is used as reference only. All additional references and specifications are available in VHA’s Technical Information Library at address https://www.cfm.va.gov/til/index.asp. A/E shall field verify every aspect that relates to the project. Coordinate visits with the Project Manager/Contracting Officer Representative (COR) as assigned after award. The A/E shall arrange for and oversee the performance of such investigations. Auto CAD architectural background drawings will be provided by the VA upon request. The A/E shall field verify all dimensions, wall layouts, etc. A/E shall field verify every aspect that relates to the project.

-- Design Review Schedule --

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

Note: NTP will be issued at PDT meeting. A/E will be required to attend and take minutes of each Project Design Team (PDT) Meetings. Minutes will be submitted electronically to the Project Manager/COR and Contracting Officer within three calendar days of each meeting.

-- Design Requirements/Submissions –

EXPECTATIONS:

Submit complete review package in accordance with the following requirements and guidelines outlined in https://www.cfm.va.gov/til/aeDesSubReq.asp. Please pay specific attention to the schematic, design and construction submission requirements. As appropriate depending upon the complexity of the design, the A/E with VA approval, may elect to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects). Design shall comply with the VA BIM & CAD standards located on the TIL at VA BIM & CAD Standards.

FOR EACH SUBMISSION DELIVER ONE (1) CD CONTAINING ALL SUBMISSION DOCUMENTATION AND ONE (1) FULL SIZE, THREE (3) HALF SIZE DRAWINGS, AND ONE (2) SPECIFICATIONS BOOK AND (1) NARRATIVE REPORT PER SUBMISSION. Provide written Statement of Compliance stating the design meets all requirements of the Technical Information Library (TIL). If design is not in full compliance, list all deficiencies and include supporting documentation to support a deviation request. In addition provide:

Design Development 25%:

· Provide proposed equipment, utility/infrastructure requirements, etc

· Identify all design calculations.

· Identify all existing utilities and utilities requirements.

· Preliminary Budget estimate for proposed with breakouts for equipment, materials, labor.

· Complete DD1 Checklist, initiate remaining DD checklists.

· Provide written Statement of Compliance stating the design meets all requirements of the Technical Information Library (TIL). If design does not, all deviations must be noted in writing and supporting documentation stating why requirements can’t be met.

Design Development 50%:

· Address all comments from the 25% Submission review.

· Complete DD2 and remaining DD Checklists

· Updated Estimate

Design Development 95%:

· Address all comments from the 50% Submission review.

· Design all finishes

· Finalize required submittals.

· Complete CD1 Checklist

· Updated Estimate

Contract Documents (Bid documents):

· Submit an updated, complete package of all contract requirements including final estimate. The Drawing Cover Page shall be submitted for approval signatures. If necessary, update and submit until approved by the VA.

· Provide a submittal register containing all necessary submittals by specification section in an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

· Complete project related sections of Standard Detail-Div 23-Schedules.xlsx

· Provide a Gantt chart of the estimated construction schedule showing work that is expected to last 30 or more days in duration, including submittals. Include expected material lead times.

-- Construction Period Services –

PROVIDE:

· Assist the VA to determine whether the contractor or subcontractor meets qualification requirements, support by written recommendations of any problems or litigation encountered in past based on firsthand knowledge.

· Review all submittals and provide recommendations to the VA within fourteen (14) calendar days upon request.

· Review and provide replies to contractor generated RFIs when required by the project manager within seven (7) calendar days.

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

· 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 Request for Proposals for anticipated changes.

· Make site visits on requests of the VA and prepare written reports 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 as scheduled and generate punch list items for completion. The punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.)

· Assist the VA is resolving design issues during equipment commissioning.

· Prepare as-built drawings on original set with A/E’s stamp, based on record drawings that the contractor kept during construction. Transpose contractor’s as-builts to AutoCAD (.dwg) and provide a set of updated as-builts on CD within 30 days to the Project Engineer. Final drawing submittal will include hard copies as described for other submissions as well as a CD clearly labeled with the project name, number and submittal date containing:

1. Folder labeled “bid documents”

a. All specifications bound in 1 word document (make sure spec sections are separated by page breaks)

b. All drawing sheets in one .pdf file.

2. Folder labeled “DWG’s” with subfolders containing engineering disciplines (Architectural, MEP, Structural, Civil, etc.) which includes the .arj file (for every discipline) to launch and organize the drawing file system and make all drawings the current project inside of AutoCAD.

3. Folder labeled “PDF sheets” containing separate .pdf documents for each discipline.

4. Folder labeled “cost estimate” containing a copy of the final construction cost estimate documents

5. Folder labeled “calculations” containing final calculation documents.

6. Folder labeled “specifications” with a word document for each spec section

7. Folder labeled “misc” for IH reports, materials testing, VPDES permit, soils tests, sustainability checklist, etc.

8. Upon construction completion, red line drawings will be furnished to the A/E to prepare as built drawings. Final as built drawings will be furnished as master building drawings in a project manager format prescribed by the VA.

· The A/E shall review and approve all specified equipment and installation submittals and shop drawings. The A/E shall attend the pre-construction conference to review and confirm project scope. During construction, the A/E shall allow for a minimum of 6 site visits as directed and scheduled by the COR.

-- Period of Performance –

· Design completion: 390 calendar days; includes VA design reviews.

· Procurement timeframe: Six (6) months from the time Engineering submits package to contracting. Designer shall answer pre-bid RFIs and provide updated construction documents to capture any changes made through the procurement process.

· Construction period services: 365 calendar days from construction award date

· Total contract period: 935 calendar days