Attachment A - Statement of Work.docx

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Central Virginia VA Health Care System Richmond VA MEDICAL Center

PROJECT NUMBER: 652-24-105

PROJECT TITLE: Upgrade Air Handling Systems and Distribution

AE PERIOD OF PERFORMANCE: 1035 days after contract award.

DESIGN TIME FRAME: 280 calendar days after contract award.

CONSTRUCTION SOLICITATION PERIOD: 180 days CONSTRUCTION TIME FRAME (CPS): 575 days

CONSTRUCTION BUDGET: In accordance with VAAR 836.204 the estimated magnitude of construction is between $2,000,000 and $5,000,000.

CRITERIA FOR DESIGN AND PROJECT DEVELOPMENT (as applicable to project) Note: The documents listed below can be found at the following website: http://www.cfm.va.gov/til/

-Whole Building Commissioning Process Manual -VA Barrier Free Design Standards -VA Signage Design Manual -VA Design Alerts -National Codes and Standards (JCAHO, NFPA, NEC, Natl. Plumbing Code, EPA, OSHA, etc.)

-Physical Security and Resiliency Design Manual

SCOPE OF PROJECT

A. Project Overview The scope of this project involves the replacement of air handlers’ components, controls, VAV’s and ductwork in various critical locations. Design shall include the phasing of work and temporary air handling equipment to always maintain conditioned air flow in these critical locations.

B. Project Objectives

· Replacement of air handling unit components, controls, VAV’s, necessary ductwork and any ancillary items for AC10 (2G-100) that supplies conditioned air for the Surgical Intensive Care Unit.

· Replacement of air handling unit components, controls, VAV’s, necessary ductwork and any ancillary items for AC33 (1N-126) that supplies conditioned air for the Community Living Center.

· Replacement of air handling unit components, controls, VAV’s, necessary ductwork and any ancillary items for AC-PAL (1Q-166) that supplies conditioned air for the Palliative Care Unit.

· Replacement of air handling unit components, controls, VAV’s, necessary ductwork and any ancillary items for AC37 (2A-145) that supplies conditioned, and HEPA filtered air to the Operating Rooms.

· Concept plans showing the location of the air handling equipment and the corresponding service areas are included in Attachment C.

· Mechanical equipment replacement designs shall specifically meet the requirements of the HVAC Design Manual, based on the function of the space.

· The design shall incorporate all necessary phasing, maintenance of fire walls, installation of infection control construction barriers, and development and documentation of approved pathways through the facility for the moving of the construction materials and staging areas.

· Design shall incorporate a minimum of 10% of the construction budget as deductive alternates. Each alternate shall be progressively deductive in nature and shall be non-scope impacting.

· A/E shall conform to the VA Information Security requirements, located in Attachment B, outlining the contractor’s requirement to protect VA information and VA information systems.

C. Site Assessment

· Conduct a thorough assessment of the current conditions of the space and the HVAC systems serving the spaces. The assessment shall also identify the current function of each space (room, closet, corridor, etc.).

· As-built documentation of the existing facility will be provided, however the A/E is responsible for verifying all as-built conditions.

· Verify the existing structural, electrical, and mechanical aspects of the existing equipment.

D. Mechanical Design

· Design replacement components for the air handling units listed in Section B. The new air handling unit must meet the current air supply requirements of the current space.

· Design replacement of return air fans and exhaust fans to meet the requirements of the current space.

· All new equipment must fit within the existing equipment’s footprints inside the mechanical.

· Design a new control system to directly integrate with the facility automation system, which is a Johnson Controls Metasys Building Automation System. The design will affect a complete replacement and upgrade of the controls for the air handler, VAV’s and all ancillary equipment associated with the HVAC system.

· The design will incorporate the replacement of the VAV boxes for the areas served by the air handler. The design will also take into consideration if a change in the functions of the VAV boxes are necessary.

· The design shall also incorporate the replacement of ductwork and ductwork accessories necessary to have a fully functional air distribution system that meets design requirements.

· The design shall also consider existing sources of chilled water, hot water and steam and determine if upsizing these utilities are necessary with the new air handling units.

E. Electrical Design

· Design new equipment to use the existing electrical services, at the distribution panel, provided for the original equipment. If the existing electrical services are insufficient to power the new equipment, the contractor is responsible for upgrading the service to meet the new equipment demand.

· If during the design it becomes necessary to effect any change on a Federal Pacific panel, the design shall incorporate the complete replacement of that panel as part of the design.

SCOPE OF WORK FOR A/E

A. General Requirements

The A/E firm shall provide all required labor, materials and equipment necessary to perform the requirements in this scope of work as defined by the Scope of Project. This shall include, but not limited to, site investigations, developing design/construction documents and specifications, provide construction period services and requested site visits, commissioning services, and any other supplementary services.

B. Commissioning Agent

The A/E shall provide Independent Commissioning Agent to provide services in accordance VA Whole Building Commissioning Process Manual and VA specifications throughout the design and construction periods. The Commissioning Agent shall provide all labor, materials and instrumentation required to complete the scope of work. Commissioning activities shall include all appropriate work tasks necessary to commission new equipment as well as connections to existing supporting mechanical, electrical and plumbing systems.

C. Site Investigation and Schematic Design (SD)

The A/E shall make investigations as necessary to thoroughly evaluate the defined project area. The A/ E firm shall:

a. Request and review all as-built documents and verify as-built conditions within the projects area. This shall be accomplished with coordinated site visits.

b. The A/E shall conduct an on-site survey for the following utilities to determine the if current utilities can service the new requirements and the best way to connect utilities that will minimize impact to existing operation:

i. Electrical

ii. Heating Water

iii. Chilled Water

iv. Steam

c. The A/E shall provide, because of this site investigation, a schematic design (SD - 15%) outlining existing conditions and potential shortfalls with the utilities and potential equipment layout.

D. Design Development (DD)

The A/E shall make investigations necessary to thoroughly evaluate the project areas. All designs shall be in accordance with "Minimum Requirements for A/E Submissions Instructions for Minor & NRM Construction Program PG-18-15 Volume C. The A/E firm shall:

a. Meet with Engineering, and other project stakeholders prior to start of design to determine detailed requirements of work involved.

b. Work from existing building and site drawings furnished by the VA and the selected conceptual design to develop project design. (Existing condition drawings are to be used only as guidelines.)

c. Perform any necessary on-site field investigations to accomplish work and to verify drawings provided by the VA.

d. Prepare rough sketches and concept drawings, as necessary, to solve possible problems in design throughout the contract.

E. Construction Documents (CD)

After the VAMC approves the A/E's design development the A/E shall:

a. Complete such further investigations necessary to develop selected item into working drawings and specifications for issuance through the competitive bid process.

b. Prepare construction documents necessary to accomplish the approved design development.

c. In most instances, copies of the VA Master Construction Specifications will be available off the Internet (https://www.cfm.va.gov/til/), which will be edited and incorporated in the project specifications. In those instances where copies of the VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. Copies of design guides, space criteria, room finishes, and other VA guidelines are also available at the VA Technical Information Library https://www.cfm.va.gov/til/.

d. Working drawings and specifications shall provide for construction within the National Fire Protection Association Code, VA Standards, and other national codes.

e. The working drawings and specifications shall provide for the removal of any and all asbestos containing materials. Removal shall be in accordance with VA, EPA, and OSHA standards.

f. Based on the findings of the work performed by the Industrial Hygienist as part of the design development, it may be necessary to remove asbestos containing materials or other hazardous materials. If so, the A/E shall employ the services of a CIH to develop plans and specifications for removal in accordance with VA, EPA, OSHA standards.

g. An independent professional cost estimator shall be used by the A/E for all construction cost estimates. Construction cost estimates shall include but is not limited to:

1. Naming specialties by trades and include the number of labor hours, labor dollars (unit and total), material quantity, material dollars (unit and total), equipment costs (unit and total) and any other associated direct costs.

2. Direct costs not associated with any specific trade.

3. Bonding Cost.

4. Reasonable profit and overhead based on industry practices.

F. As Built Drawings

a. A/E firm shall provide a clause in the specifications indicating method by which a contractor will provide information to the firm to allow the firm to provide as-built drawings upon completion of construction. As-built drawings shall not only cover work involved in the construction but shall also cover existing adjacent areas as defined within the scope of the preliminary survey.

b. A/E firm shall submit a complete set of drawings on CD or via digital download using AutoCAD Release 2022. Layering shall be per VA CAD/BIM Standards. The A/E firm shall also provide, if used by the A/E Firm, AutoCAD Revit files of the as-built conditions at completion of the project.

G. Construction Period Services

Upon award of the construction contract associated with this project, the A/E firm shall provide construction period services to allow the VA to supervise the contract on a daily basis with adequate support from the A/E firm. The items of support shall include, but not be limited to:

a. Review of all technical submittals, shop drawings and other technical correspondence.

b. Provide advice and consultation on questions raised by the VA or the contractor on technical matters.

c. Provide sketches and cost estimates as necessary.

d. A/E firm shall provide adequate representation at all pre-bid and pre-construction conferences to answer questions from contractors and inform them of technical items which should be brought to their attention for a complete job.

e. Provide services for submittal and document exchange using a commercially available construction document management system (e.g. Procore, Submittal Exchange, Newforma, etc.) for the duration of the construction and 1 year following the completion of the construction.

H. Site Visits

a. Visits resulting from errors and omissions in the design will be a not cost to the VA.

b. Participate in partial and final inspections as scheduled and generate punch lists for completion.

c. A/E firm shall provide representatives to make periodic site visits during the construction to provide additional support to the VA in managing the contract.

d. General Requested Site Visits shall consist of one person for a 1-day site visit and shall be at a fixed cost per site visit.

e. Final Inspection and Follow-up site visits shall each consist of five persons for a 1-day site visit.

f. The A/E firm shall price forty (10) General Requested Site Visits during construction activities, One (1) Final inspection with (1) One Follow-Up inspection at completion of project.

g. Formal documentation will be required for all site visits. Final inspection reports will be prepared by the A/E firm and submitted to the VA for issuance to the contractor. Record of site visits will be in accordance with, Special Provisions of the Contract.

I. Functional End Product It is important to emphasize that the A/E shall perform design development to include detailed design work to prepare detailed construction documents with the end results as a completely functional and fully operational product.

J. Promotion of Full and Open Competition

a. A/E agrees to assure specifications are not restrictive. Specifications will be based performance criteria when possible and will not use brand names.

b. If an occasion arises that use of a brand name is necessary, the A/E will provide a justification including:

i. Why the particular brand must be used or why a performance specification cannot be written (Proprietary design, etc.)

ii. The criteria of alternate items that must be met to be considered equal.

c. In the event it is necessary to pre-qualify major components the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List.

d. In addition to requirements of the special provisions, a certification will be provided stating the solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply major components or systems of the project.

Schedule For Design Development and Construction Documents

The AE shall submit review packages, so they are received on the day noted in the schedule below.

Submission Requirement

Calendar Days Completion Date - Calendar Days after NTP

Submission Requirement A

Schematic Design Submission Requirements (SD–15%)

The AE shall deliver the following (labeled with Schematic Design) and include this attachment as a checklist with your submission:

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

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

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

· 1 CD or digital download containing:

· All drawings in AutoCAD and pdf format

· Narrative report in pdf format

· Electronic copy of preliminary cost estimate

· PG-18-15, Volume C checklists, completed and signed.

· Design review checklists completed and signed.

Submission Requirement B

Design Development Submission Requirements (DD1-35%)

The AE shall deliver the following (labeled with 35% submission) and include this attachment as a checklist with your submission:

· 3 copies of a narrative report forwarding the design developed 15% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with COR, and any design calculations or analysis.

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

· 2 copies of updated cost estimate.

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

· 2 copies of completed environmental sampling reports.

· 1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the VA Interior Designer. This information should also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples. Should be 85% complete

· 1 CD or digital download containing

· All drawings in AutoCAD and pdf format

· All specifications in Microsoft Word and pdf format

· Narrative report in pdf format

· Electronic copy of cost estimate

· PG-18-15, Volume C checklists, completed and signed

· Design review checklists, completed and signed.

· Checklist of all submittals, certifications, tests, and inspections in an Excel spreadsheet format.

· All design related calculations.

· Completed environmental sampling reports.

Submission Requirement C

Design Development Submission Requirements (DD2–65%)

The AE shall deliver the following (labeled with 65% submission) and include this attachment as a checklist with your submission:

· 3 copies of a narrative report forwarding the design developed 35% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with COR, and any design calculations or analysis.

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

· 2 copies of updated cost estimate.

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

· 1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the VA Interior Designer. This information should also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples. This should be 100% complete.

· 1 CD or digital download containing

· All drawings in AutoCAD and pdf format

· All specifications in Microsoft Word and pdf format

· Narrative report in pdf format

· Electronic copy of cost estimate

· PG-18-15, Volume C checklists, completed and signed

· Design review checklists, completed and signed.

· Checklist of all submittals, certifications, tests, and inspections in an Excel spreadsheet format.

· All design related calculations.

Submission Requirement D

Construction Document Submission Requirements (CD1–95%)

The AE shall deliver the following (labeled with 95% submission) and include this attachment as a checklist with your submission:

· 3 copies of a narrative report forwarding the design developed 65% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with COR, and any design calculations or analysis.

· 3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2016 software.

· 2 copies of updated cost estimate.

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

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

· 1 CD or digital download containing

· All drawings in AutoCAD and pdf format

· All specifications in Microsoft Word and pdf format

· Renderings in full size pdf format

· Narrative report in pdf format

· Electronic copy of cost estimate

· PG-18-15, Volume C checklists, completed and signed

· Design review checklists, completed and signed.

· Checklist of all submittals, certifications, tests, and inspections in an Excel spreadsheet format.

· All design related calculations.

Submission Requirement E

Construction Document Submission Requirement (CD2–100%)

The AE shall submit complete bid documents for final review prior to solicitation. Deliver the following packaged (labeled with 100% submission) and include this attachment as a checklist with your submission:

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

· 3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2016 software.

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

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

· 1 CD or digital download containing

· All drawings in AutoCAD and pdf format

· All specifications in Microsoft Word and pdf format

· Narrative report in pdf format

· Electronic copy of cost estimate

· PG-18-15, Volume C checklists, completed and signed

· Design review checklists, completed and signed.

· Checklist of all submittals, certifications, tests, and inspections in an Excel spreadsheet format.

· All design related calculations.

Submission Requirement F

Construction Bid Document Submission Requirements (BD)

The final design documents shall be sealed and signed by the design professional responsible/liable for the design represented in the respective document. The seal and signature shall conform to laws and requirements for the application of seals and signatures for professionals in the state or region in which the person taking liability for the work is registered. Any errors found on the sealed set are subject to revision and resubmission by the AE at no cost to the Government.

· 1 full size set of sealed contract drawings (complete with VA signed coversheet) .

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

· 1 CD or digital download containing

· All drawings in AutoCAD, Revit and pdf formats

· All specifications in Microsoft Word and pdf format

· Narrative report in pdf format

· Electronic copy of cost estimate

· PG-18-15, Volume C checklists, completed and signed

· Design review checklists, completed and signed.

· Checklist of all submittals, certifications, tests, and inspections in an Excel spreadsheet format.

· All design related calculations.