Attachment I - AE Statement of Work (SOW)_Redacted.pdf

Renovate Primary Care PROJECT: 538-24-100

VAMC CHILLICOTHE, OHIO A/E SCOPE OF WORK

SCOPE OF WORK FOR

ARCHITECTURAL AND ENGINEERING SERVICES

PROJECT NAME: RENOVATE PRIMARY CARE

PROJECT NUMBER: 538-24-100

VHA NRM CONSTRUCTION PROGRAM

DEPARTMENT OF VETERAN AFFAIRS (VA)

VETERANS HEALTH ADMINISTRATION (VHA)

VETERANS INTEGRATED SERVICE NETWORK (VISN) 10

CHILLICOTHE VA MEDICAL CENTER (VAMC)

17273 STATE ROUTE 104

CHILLICOTHE, OHIO 45601

DOCUMENT DATE: 28 MARCH 2023

Renovate Primary Care PROJECT: 538-24-100

CHILLICOTHE VAMC MISSION: OUR MISSION IS TO HONOR OUR VETERANS’ SERVICE AND

SACRAFICES BY PROVIDING EXCEPTIONAL CARE

CHILLICOTHE VAMC VISION: OUR VISION IS TO BE A HEALTHCARE PROVIDER OF CHOICE FOR

VETERANS; IMPROVE VETERAN’S QUALITY OF LIFE BY ENHANCING SERVICES, ACCESS AND

SAFETY; AND TO BE THE WORKPLACE OF CHOICE.

Renovate Primary Care PROJECT: 538-24-100

TABLE OF CONTENTS

1. GENERAL

1.1. GENERAL FEE PROPOSAL REQUIREMENTS:

2. DESCRIPTION OF PROJECT

2.1. BACKGROUND:

2.2. NEW CONSTRUCTION:

2.3. DEMOLITION:

3. A/E TECHNICAL SERVICES:

3.1. GENERAL TECHNICAL REQUIREMENTS:

3.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM:

3.3. A/E PROJECT MANAGER:

3.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING CONDITIONS:

3.5. ACTIVATIONS VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE):

3.6. DESIGN FOR SAFETY IN CONSTRUCTION:

3.7. CONSTRUCTION PHASING PLANS:

3.8. JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN FULL AND OPEN

COMPETITION AND BRAND NAME OR EQUAL REFERENCES:

3.9. CONSTRUCTION PERIOD OF PERFORMANCE :

3.10. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN :

3.11. TOPOGRAPHICAL SURVEY - N/A :

3.12. UNDERGROUND UTILITY LOCATION - N/A :

3.13. ASBESTOS AND LEAD PAINT ASSESSMENT - N/A:

3.14. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS:

3.15. HISTORIC PRESERVATION – N/A:

3.16. PHYSICAL SECURITY AND RESILIANCY DESIGN:

3.17. INTERIOR DESIGN AND EQUIPMENT PACKAGE:

3.18. HVAC – CHILLICOTHE SPECIFIC REQUIREMENTS AND INITIATIVES:

3.19. SPACE PLANNING TASK (ARCHITECTURAL PROGRAMMING) N/A:

3.20. FUTURE VERTICAL AND HORIZONTAL EXPANSION - N/A:

Renovate Primary Care PROJECT: 538-24-100

3.21. STORM WATER QUALITY - N/A:

3.22. COMMISSIONING:

3.23. DOMESTIC WATER DIAGRAM:

3.24. BIDDING PERIOD SERVICES :

3.25. CONSTRUCTION PERIOD SERVICES:

4. CONSTRUCTION COST LIMITATION, DEDUCT ALTERNATES, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

4.1. CONSTRUCTION COST LIMITATION:

4.2. DEDUCT ALTERNATES:

4.3. FULLY FUNCTIONAL DESIGN REQUIREMENT:

4.4. INDEPENDENCY REQUIREMENT:

5. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

5.1. QA/QC REQUIREMENTS:

6. PROJECT DEVELOPMENT SCHEDULE

6.1. PRE-DESIGN CONFERENCE:

6.2. VHA Program Guide PG-18-15 A/E Submission Instructions

7. PROJECT DELIVERABLES :

7.1. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL DOCUMENTATION :

7.2. DESIGN ANALYSIS, CALCS, STUDIES, NARRATIVES, EXHIBITS, AND MODELS :

7.3. TECHNICAL SPECIFICATIONS :

7.4. DRAWINGS :

7.5. COST ESTIMATE:

7.6. CONSTRUCTION SCHEDULE AND JOINT OCCUPANCY PHASING SCHEDULE:

7.7. CONSTRUCTION SUBMITTAL REGISTER

7.8. A/E INDEPENDENCY LETTER:

7.9. MEETING MINUTES:

7.10. JUSTIFICATION AND APPROVAL (J&A) LETTER(S)

7.11. DESIGN REVIEW COMMENTS RESPONSES :

7.12. GUIDING PRINCIPLES AND SUSTAINABLE DESIGN PRODUCTS :

Renovate Primary Care PROJECT: 538-24-100

7.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW RESPONSES:

7.14. DOMESTIC WATER DIAGRAMS:

7.15. COMPREHENSIVE INTERIOR DESIGN AND EQUIPMENT PACKAGE:

7.16. PHYSICAL SECURITY DESIGN:

7.17. PAPER COPY BILLING :

8. DESIGN REVIEWS

8.1. STATION LEVEL REVIEWS :

8.2. THIRD PARTY REVIEWS :

8.3. CAPITAL ASSET MANAGER (CAM) REVIEW :

8.4. PHYSICAL SECURITY AND RESILIANCY DESIGN REVIEW :

8.5. AS BUILT DRAWINGS REVIEW :

9. REFERENCES, CODES, STANDARDS, AND EXECUTIVE ORDERS

9.1. LIST OF REFERENCE MATERIALS :

9.2. VA NUMBERED STANDARDS FOR CONSTRUCTION FROM THE TIL:

10. GOVERNMENT FURNISHED ITEMS

10.1. LIST OF GOVERNMENT FURNISHED ITEMS

11. Commissioning services

11.1. PERFORMANCE REQUIREMENTS

11.2. COMMISSIONING AGENT RESPONSIBILITIES

11.3. COMMISSIONING AGENT QUALIFICATIONS

11.4. TRADE COMMISSION DEFINITIONS

11.5. OUTLINE OF SYSTEMS TO BE COMMISSIONED

11.6. DELIVERABLES

11.7. WARRANTY PHASE

11.8. ABBREVIATIONS

Renovate Primary Care PROJECT: 538-24-100

1. GENERAL

1.1. GENERAL FEE PROPOSAL REQUIREMENTS:

1.1.1. The Architect/Engineer (A/E) shall provide all services required to prepare and furnish complete construction documents as required for the accomplishment of project number 538-24-100, titled “Renovate Primary Care” at VAMC, Chillicothe Ohio. The A/E shall provide the VA Medical Center with technical services during the design, bidding process, construction, and post- construction phases of this project as described in this scope of work.

1.1.2. The proposal shall be on VA Form 6298.

1.1.3. For services outside of the 6% fee limitation, provide separate line items for tasks that are applicable to the project (for example Asbestos and Lead Based Paint (LBP) related services, Commissioning Services (Cx), topographic surveys, etc). If during fee preparation, the A/E feels services are required that are not listed in the Statement of Work, that should be brought to the COR’s attention. These line items will be used to track billing.

1.1.4. If the A/E feels additional services are needed and not listed is this SOW or services listed will not be required, they shall be edited accordingly. Items removed from the scope of work shall be highlighted red struck through and not deleted. Items added to the scope of work shall be highlighted green .

2. DESCRIPTION OF PROJECT

2.1. BACKGROUND:

2.1.1. This project will renovate approximately 19,084 sf of the existing Primary Care Department and clinical addition shell space located on the 1st Floor of Building 31 to meet the requirements of the Patient Aligned Care Team (PACT) concept. In addition, the renovation shall include relocating the waiting area near the future elevator (to be constructed under a separate project).

2.1.2. Existing operations are to be maintained throughout the renovation which will require phasing of the renovation. The Phasing Plan is to limit the number of moves for the teams/individuals to the greatest extent possible. Additionally, the plan shall consider patient and VA staff access throughout the renovation.

2.1.3. Completion of the renovation shall support 8 existing PACT teams (6 in Building 31 and 2 in Building 27) with room to add 1 additional PACT team in the future. Additionally, all

Renovate Primary Care PROJECT: 538-24-100 ancillary services currently provided (i.e. social work, mental health, pharmacist, nutrition, etc.), shall be considered in the final layout.

2.1.4. Building 31 first floor consists of existing offices and exam rooms for Primary Care and an empty shell space with a mechanical, electrical, telecom room in the center that was constructed during a recent Building 31 Clinical Addition project.

2.2. NEW CONSTRUCTION:

2.2.1. Primary Care is required to be designed to meet the criteria set forth in VA’s PG-18-12 PACT Space Module Design Guide. Key components to PACT include on-stage/off-stage, dual access exam/consult rooms, patient flow, and staff flow.

2.2.2. Reception/Waiting area shall be located near the elevator located on the West side of the empty shell space.

2.2.3. Natural lighting should be utilized to its fullest extent when possible.

2.3. DEMOLITION:

2.3.1. Demolition shall be limited to that which is required to achieve the primary goal of this project which is described in this section DESCRIPTION OF PROJECT.

3. A/E TECHNICAL SERVICES:

3.1. GENERAL TECHNICAL REQUIREMENTS:

All tasks in this section are considered A/E Part One Services (also known as Design Phase) except for the last section titled “Construction Period Services”.

3.1.1. The A/E firm shall perform all necessary planning, programming, surveys, excavations, soil borings, geotechnical investigation, studies, testing, lead-based paint surveys, analysis, design, modeling, sustainable design requirements, regulatory approvals, construction cost estimating, construction schedule estimating, construction submittal schedule preparation, specification preparation, construction drawing preparation, and preparation of other contract documents as required for this project.

3.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM:

3.2.1. The A/E’s attendance shall be required for at least six meetings during the design phase of this scope of work with the Chillicothe VAMC Design Team. These meetings include design kick off, site investigation, meeting(s) with stakeholders, and design milestone review meetings.

3.2.2. The Chillicothe VA Design Team will be a team that could include Executive Staff, Care Line Staff, Contracting, Engineering Staff, Energy Manager, Maintenance and Operations Personnel, Occupational Safety and Health Professionals, GEMS Coordinator, Industrial Hygienist, Fire Department, Police Department, Infection Control Nurses, Patient Safety managers, Emergency Managers, Information Technology Specialists, Commissioning Agent & Independent Life Safety Reviewer. The A/E firm shall work with various

Renovate Primary Care PROJECT: 538-24-100 members of the Chillicothe VA Design Team for the development and execution of this project.

3.3. A/E PROJECT MANAGER:

3.3.1. The A/E Firm shall appoint a project manager to serve as the single point of contact for this project and liaison between the A/E Firm’s employees/subcontractors and the government.

3.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING CONDITIONS:

3.4.1. The A/E shall perform a comprehensive analysis (including field measurements) of the existing and proposed conditions of the building/site in order to design this project.

3.4.2. The A/E shall thoroughly review all historical construction documents, current construction documents, historical design analysis, and master plan information for incorporation of applicable elements into this design. The A/E shall tie into or upgrade as necessary to systems that were designed for future expansion of this project from previous and on-going projects.

3.5. ACTIVATIONS VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE):

3.5.1. Projects are required to ensure that equipment and furniture within the project is funded by the appropriate activation funding source or construction per the following criteria:

3.5.2. 1. Is the item necessary to meet requirements for an occupied building? All code-required items, such as a fire alarm, are required to be part of the construction project. If no, proceed to Question 2.

3.5.3. 2. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the equipment is to be funded within the construction project. If no, proceed to Question 3.

3.5.4. 3. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Division 27 and not IT equipment? If yes, the equipment is funded within the construction project. If no, proceed to Question 4.

3.5.5. 4. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Specification Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the equipment is funded within the construction project. If no, the equipment must be funded by the respective equipment fund from medical care appropriations.

3.6. DESIGN FOR SAFETY IN CONSTRUCTION:

3.6.1. The A/E shall include in the contract documents project specific requirements for mitigating risk to patients, visitors, VA employees, VA facilities, VA infrastructure, and construction workers during construction.

3.6.2. Pre-Construction Risk Assessment (PCRA)/Infection Control Risk Assessment (ICRA) – The PCRA/ICRA is a critical step in the protection of patients and staff during

Renovate Primary Care PROJECT: 538-24-100 construction. The A/E shall work with the Chillicothe VAMC Infection Control Nurse and COR to make sure that the team understands potential risks created by this project and ensure control measures are coordinated and incorporated into the design and phasing plans.

3.6.3. Utility Outages - The A/E shall provide a list of all utility outages anticipated during construction which would be expected to impact occupied areas, and will incorporate appropriate measures for avoiding these outages (e.g. hot taps, rental generators, rentals chillers, etc) in the design and construction documents.

3.6.4. Interim Life Safety Measures (ILSM) and Egress Routes–

3.6.4.1. The A/E shall include in the contract documents requirements for interim life safety measures during construction including code compliant, temporary or phased emergency egress routes.

3.6.5. Construction Access - The A/E shall evaluate options, recommend a solution, and design and detail into the contract documents the agreed to solution for the construction contractor to have a way to get their construction materials, workers, and equipment to the work site (including higher levels of the building if applicable) while mitigating impacts to staff and patients. For instance, would building an exterior elevator, or stairway be more economical than having the contractor rent a crane. Is there an accessible route into the building that could have construction barriers built delineating the path.

3.7. CONSTRUCTION PHASING PLANS:

3.7.1. The A/E shall develop, specify, and detail construction phasing plans that include sequencing requirements, coordination requirements, temporary utilities, construction signage requirements, temporary indoor and outdoor egress requirements & signage, temporary barricades, temporary weatherproofing, infection control measures, construction access and laydown areas for each phase of construction, and temporary

Renovate Primary Care PROJECT: 538-24-100 facility access to ensure the Chillicothe VAMC can safely continue its mission during construction.

3.8. JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN FULL AND OPEN COMPETITION

AND BRAND NAME OR EQUAL REFERENCES:

3.8.1. The A/E shall incorporate into the design process early identification and submission to the COR requirements which require J&A or Brand Name or Equal references, and shall update the identified items of work as the design progresses.

3.8.2. Elements of work that typically have received J&As at Chillicothe VAMC include but shall not be limited to the following (as with all elements of work verify if systems are current for the given area of work):

3.8.2.1. Simplex-Grinnell (Tyco) – Fire Alarm/Mass Notification System as well as integration with the Panic Duress System manufactured by Inovonics.

3.8.2.2. GE Ascom Telligence Nurse Call System

3.8.2.3. Tridium Inc (Honeywell International) – Direct Digital Control Integration

3.8.2.4. AMAG Technology – Physical Access Control System Integration (Card Readers)

3.8.2.5. American Dynamics (Tyco) – Video Surveillance System Integration

3.8.2.6. APC Schneider Electric, NetBotz 355 – IT Room Monitor Features integrated camera and sensors (temperature, humidity, airflow, dewpoint, camera motion).

3.8.2.7. Best (Stanley Best) Grand Master Key System 7 pin core.

3.8.2.8. Where appropriate such as tying in to existing wall protection such as C/S Acrovyn Handrail provide a justification and detail in the contract documents to the extent necessary to match the existing system.

3.8.2.9. Elements of work that typically have received Brand Name or Equal references at Chillicothe VAMC include but shall not be limited to the following

Renovate Primary Care PROJECT: 538-24-100

(as with all elements of work verify if systems are current for the given area of work):

3.8.2.9.1. Bathroom Accessories listed in the Accessories Schedule – Bobrick references

3.8.2.9.2. Room Finish Legends

3.8.2.9.3. Guardian III – Residential Range Hood Fire Suppression System

3.8.2.9.4. MEP and Structural requirements that, based on the specificity of the requirements, becomes prudent for a reference to the basis of design material including salient characteristics listed that matter and the “or equal” reference.

3.9. CONSTRUCTION PERIOD OF PERFORMANCE :

3.9.1. The A/E shall provide services to estimate construction period of performance durations for the base bid and all deducts.

3.10. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN :

3.10.1. The A/E shall design to the Guiding Principles and current VA Sustainable Design Standards

3.10.2. The A/E shall design to current VA Sustainable Design Standards posted on the TIL at https://www.cfm.va.gov/til/sustain.asp as well as current applicable guidance on “Guiding Principles for Sustainable Federal Buildings and Associated Instructions”. The A/E shall design the project to at a minimum meet the mandatory use requirements for

Renovate Primary Care PROJECT: 538-24-100 the type of project (Minor , NRM, etc) project listed in the VA Sustainable Design Standard and in addition meet the below project goals.

3.10.3. VA Sustainable Design Manual

3.10.3.1. In addition to the requirements in this manual, designers shall incorporate the sustainable design requirements shown in Master Construction Specifications section 01 81 13, Sustainable Construction Requirements.

3.10.3.2. The Integrated Design process shall include (but not limited to) operations and maintenance staff, energy manager, and Green Environmental Management System (GEMS) coordinator.

3.10.3.3. Non-recurring maintenance (NRM) projects shall meet the requirements outlined in the following sections of this manual:

a. Chapter 1 (General)

b. Section 2.2 (Life-Cycle Cost Analysis)

c. Section 4.3 (Energy Efficient Products and Equipment)

d. Section 5.2 (Water-Efficient Products and Equipment Requirements)

e. Section 6.5 (Low-Pollutant Emitting Materials)

f. Section 6.7 (Environmental Tobacco Smoke Control)

g. Section 6.8 (Toxic and Hazardous Materials)

h. Chapter 7 (Environmental Impacts of Materials), except Section 7.4

(Composting)

3.10.3.4. Guiding Principles Checklist: At each design milestone submit the appropriate checklist and substantiating documentation from the document “Determining Compliance with the Guiding Principles for Sustainable Federal Buildings”.

3.11. TOPOGRAPHICAL SURVEY - N/A :

3.12. UNDERGROUND UTILITY LOCATION - N/A :

3.13. ASBESTOS AND LEAD PAINT ASSESSMENT - N/A:

3.14. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS:

3.14.1. See “DESIGN REVIEWS: THIRD PARTY REVIEWS”

3.15. HISTORIC PRESERVATION – N/A:

3.16. PHYSICAL SECURITY AND RESILIANCY DESIGN:

3.16.1. The A/E shall design to the applicable (Mission Critical and/or Life Safety Protected) physical security and resiliency design manual requirements.

3.16.2. The PSRDM Consultants role for support on the design shall be to assess all PSRDM criteria for applicability, assess risk, design, make recommendations for other design disciplines to bring the design into compliance with the PSRDM, and as applicable

Renovate Primary Care PROJECT: 538-24-100 make recommendations and create packages for waivers/exceptions in order to meet the project’s goals such as staying within the budget.

3.16.3. Physical security and resiliency design recommendation measures need to be tailored to local Chillicothe VAMC threats. Measures required by the PSRDM that would not be effective at lowering risk for the anticipated threat need to be documented as such and submitted for waiver/exception. This is prudent in order to right size the cost of PSRDM to the project, and to be effective stewards of the tax payer’s dollars.

3.16.4. The A/E shall certify the design as meeting the requirements of the PSRDM, submit on signed letterhead. The A/E shall develop their own checklist or utilize the Government’s template for assessing all criteria of the physical security design manual.

The design shall be evaluated against all criteria and listed for compliance, non-compliance or not applicable.

3.16.4.1. Criteria listed for compliance shall provide a short narrative of how and where the criterion is incorporated into the construction documents.

3.16.4.2. Criteria listed for non-compliance shall be avoided if at all possible.

Criteria listed for non-compliance shall require a justified waiver/exception package to be submitted by the A/E. If this is thought to be necessary, early identification and processing of the required paperwork is critical in order to avoid project delays. Coordinate with the COR for a template.

3.16.4.3. Criteria listed as not applicable shall be used for the criteria that describes elements that are not in the project. Provide a brief narrative describing why the criterion is not applicable. Coordinate with the COR for applicability determinations.

3.16.5. The A/E shall provide recommendations, reports, markups of drawings and specifications, criteria review documents, waiver/exception justification and recommendations, and certification letters provided by the physical security consultant.

3.17. INTERIOR DESIGN AND EQUIPMENT PACKAGE:

3.17.1. The A/E shall develop equipment and furniture layout plans. The A/E Interior Designer shall work with the VA Interior Designer and members of the VA Design Team to develop functional layouts early in the design process in order to allow the Architectural, Mechanical, Electrical, and Plumbing plans to accommodate the equipment and furniture layout requirements.

3.17.2. The A/E shall provide a comprehensive interior design binder, renderings, and finish presentation boards for this project. These products will be used to show Chillicothe VAMC staff the expected finishes. Additionally, they will be used to compare

Renovate Primary Care PROJECT: 538-24-100 submittals against during construction. They are also used for reference for other future projects to match.

3.17.3. The A/E shall provide a comprehensive equipment package with basis of design product data sheets, specifications, floor plans, and renderings to allow for a turn-key package. Include equipment with the bid documents as allowable by VA programming rules and as the project budget will allow These products that cannot be included in the construction budget will be used to purchase the equipment including medical equipment for the space. The A/E shall consult with staff and VA criteria to develop the equipment package. The A/E shall inventory all existing equipment. When relocating functions, the A/E shall consult and coordinate to delineate which equipment will be moving with the project and what will be purchased new. When necessary, and the A/E firm in-house capability does not exist, the A/E shall hire consultants for the medical equipment requirements for the space

3.17.4. The A/E shall provide a comprehensive interior design and equipment package including equipment and furniture layouts, finish binder, renderings, and finish presentation boards for this project. This shall also include equipment product data sheets, equipment specifications, room by room data sheets with what will be required to be purchased new and what will be moving. The finish and equipment binder should be a standard 8.5”x11” 3 ring binder with finish samples and equipment labeled by item by manufacturer style, color, and/or finish as applicable.

3.18. HVAC – CHILLICOTHE SPECIFIC REQUIREMENTS AND INITIATIVES:

3.18.1. Air Quality Sterilization - AE shall design to address air quality in HVAC Systems included with the design particularly any new Air Handling Units (AHUs), and validating if existing AHUs associated with the design have current appropriate measures in place or need to be upgraded. A/E shall coordinate proposed solutions / technologies with the COR, Chillicothe VAMC Energy Manager, and Utility Operations Manager (aka Boiler Plant / HVAC Shop Superintendent) and come to a mutually agreeable solution that takes into consideration other standardized approaches for air quality in HVAC systems on the Chillicothe VAMC campus. Initial ideas in development include UV Sterilization or ionization. Initial thoughts on placement of UV Sterilization lights would be in a location such that it helps with sterilizing the supply air stream as well as retards bacteriological growth on chilled water coils.

3.18.2. HVAC Pressure Relationship / Air Balance Drawings – The A/E shall provide a drawing showing pressure relationships / air balance for the project space and any adjacencies effected. Coordinate with the COR for how to present the information. A floor plan shall be labeled with pertinent HVAC information for each room including the pressure relationships (reference PG 18-12 HVAC Design Manual paragraphs on Air Balance), and labeled with information to be able to ascertain which room is which such as room name and number. The intent is by looking at a floor plan to be able to quickly understand air balance relationships between rooms. Utilize terminology and symbols following PG 18-12 HVAC Design Manual paragraphs on Air Balance which are: Positive

Renovate Primary Care PROJECT: 538-24-100

Air Balance (+) 15%, Double Positive (+ +) 30%, Negative Air Balance (-) 15%, Double Negative Air Balance (- - ) 30%, and neutral (o). The A/E shall develop this drawing(s) and submit during design. The A/E shall validate this drawing during construction after reviewing the test and balance report and make any updates necessary that occurred during construction to show an as-built version of the document.

3.19. SPACE PLANNING TASK (ARCHITECTURAL PROGRAMMING) N/A:

3.19.1. The A/E shall complete a comprehensive space plan for this project.

3.19.2. The A/E shall complete a space study of the current space the services work out of to aid in proposing the new space. The A/E shall facilitate meetings with Chillicothe VAMC Design Team to aid in understanding current space usage.

3.19.3. The A/E shall incorporate Patient Aligned Care Team (PACT) based design principles into the design.

3.19.4. The A/E shall become trained and qualified to utilize the VA-Space and Equipment Planning System (VA-SEPS) https://www.cfm.va.gov/TIL/planning.asp#seps The A/E shall utilize SEPS for planning this new space. The A/E shall work with the Chillicothe VAMC Design Team for inputs into SEPS. Update master plan SEPS input information with current data.

3.20. FUTURE VERTICAL AND HORIZONTAL EXPANSION - N/A:

3.21. STORM WATER QUALITY - N/A:

3.22. COMMISSIONING:

3.22.1. The A/E shall provide Third Party Commissioning Services. See section 11 of this scope of work for the commissioning services scope of work.

3.23. DOMESTIC WATER DIAGRAM:

3.23.1. Reference VHA Directive 1061, Appendix A, Prevention Plans for Healthcare- Associated (HCA) Legionella Disease (LD)

3.23.2. The A/E shall provide a schematic (single line) diagram of the domestic water systems (hot and cold) for the entire building that this project is a part of. Include diagrams of how water is distributed, circulated, stored, heated and cooled, treated, and monitored. The diagrams must be accurate representations of existing conditions and

Renovate Primary Care PROJECT: 538-24-100 focus on main areas of water distribution and processing system(s) and identify any areas in which water is processed differently (e.g., hemodialysis and sterile processing).

3.23.3. The single line diagram shall show all points of use, room numbers/names, all valves and types, all water lines, size, and operational temperatures, as well as document any other equipment, pumps, heaters, monitoring equipment and controls, treatment.

3.23.4. Chillicothe VAMC has some existing domestic water line diagrams as examples that should be followed to ensure a standardized approach.

3.23.5. The A/E shall provide the domestic water diagrams in electronic copies in PDF and BIM and /or AutoCAD as appropriate

3.24. BIDDING PERIOD SERVICES :

3.24.1. The A/E Firm shall provide technical services during the bidding phase of this project. Those services shall include

3.24.2. During the bidding process the A/E Firm shall validate that the documents posted on the SAM.gov website are the final bid documents intended for solicitation.

3.24.3. The A/E shall provide quick responses to requests for information from Contractors back to the VA CO and VA COR.

3.24.4. The A/E shall provide amended contract documents as required from the bidding process. The timelines for responses shall be closely coordinated with the VA CO and

VA COR.

3.24.5. The A/E Firm shall attend pre-bid site visit meeting(s) and walk through(s) and be prepared to discuss the project highlights.

3.25. CONSTRUCTION PERIOD SERVICES:

All tasks in this section are considered A/E Part Two Services (also known as Construction Period Services).

3.25.1. The A/E shall provide technical services during and following the construction phase of this project. Those services shall include:

3.25.2. The A/E shall attend and participate in the Pre-Construction meeting. The A/E shall pre-coordinate topics they plan on covering at this meeting with the COR and CO.

3.25.3. The A/E shall participate in bi-weekly project progress meetings via conference call when not available in person.

3.25.4. The A/E shall accomplish regular site visits to monitor project progress and attend any required coordination meetings. These site visits shall cover above ceiling and behind wall inspections to validate proper installation of systems. When necessary, the site visits shall be scheduled to oversee critical installations by discipline specific designers. Pre-coordinate site visits with the VA COR. Provide a report of findings from

Renovate Primary Care PROJECT: 538-24-100 each site visit. Assist the VA CO and VA COR with correcting any found deficiencies in the construction work by providing the technical justification for those requirements.

3.25.5. The A/E shall conduct one site visit to perform the final inspection by each appropriate discipline at the conclusion of each major phase of construction work. The A/E shall provide a punch list of items that need to be corrected to the VA CO and VA

COR.

3.25.6. The A/E shall review the contractor’s submittals for the new equipment and material items and make recommendations to the same.

3.25.7. The A/E shall respond to all reasonable requests for information and guidance during the period of construction.

3.25.8. The A/E shall provide revised contract documents during construction in the event that design deficiencies are identified. The timelines for responses shall be closely coordinated with the VA CO and VA COR.

3.25.9. The A/E shall evaluate all contractor cost proposals and change orders and make recommendations and comments to the same. The A/E shall provide a detailed estimate to the CO and COR for use to compare against contractors proposals and change orders

3.25.10. The A/E shall evaluate all contractor value engineering proposals and make recommendations and comments to the same. The A/E shall provide a detailed estimate to the CO and COR for use to compare against contractor’s proposals and change orders

3.25.11. The A/E shall update the original contract drawings and BIM Models to incorporate the as built conditions. Provide one full-size set, and an updated electronic version of the drawings and model as well.

4. CONSTRUCTION COST LIMITATION, DEDUCT ALTERNATES, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

4.1. CONSTRUCTION COST LIMITATION:

4.1.1. The construction cost limitation is This number may adjust during the design process based upon other contracts that account for the total project budget. The VA COR and A/E Project Manager shall coordinate as to the current construction cost

Renovate Primary Care PROJECT: 538-24-100 limitation as the design progresses. The A/E shall be responsible for ensuring accurate construction cost estimates and designing to below the construction cost limitation.

4.2. DEDUCT ALTERNATES:

4.2.1. The project shall be designed with no more than 3 deduct alternates totaling 20% of the construction cost limitation.

4.2.2. This project falls within the V Construction Program. Reference VHA Directive 1002.1 Non-recurring maintenance program section 5.c.20.

4.3. FULLY FUNCTIONAL DESIGN REQUIREMENT:

4.3.1. This project and the deduct alternates must be designed and completed in a manner that allow it to provide health care or other services intended without being dependent on another ongoing, subsequent, or future phase projects.

4.4. INDEPENDENCY REQUIREMENT:

4.4.1. A/E Independency Letter - At 100% design completion, the A/E shall submit to the COR a signed letter certifying that the respective design package is independent of any other project and/or source of funding to activate.

5. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

5.1. QA/QC REQUIREMENTS:

5.1.1. In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. 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:

5.1.2. Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

5.1.3. The A/E firm shall provide a design for a complete and useable facility. The A/E shall be financially and technically responsible for resolving any design errors or omissions in its design products.

6. PROJECT DEVELOPMENT SCHEDULE

The below project development schedule highlights design milestones and submittal requirements. It is not an exhaustive reiteration of requirements listed elsewhere in this scope of work. The A/E shall expand upon this project development schedule to be in line with their design process and meet the requirements of this scope of work. The A/E shall submit a project development schedule and submit updates to this schedule as changes occur. The A/E shall incorporate submittal requirements listed on the VA Technical Information Library, PG 18-15 Design Submission Instructions, Volume C which lists requirements at the design discipline level for Minor Construction Projects at the Schematic, Design Development, and Construction

Renovate Primary Care PROJECT: 538-24-100

Document milestones. https://www.cfm.va./gov/til/aeDesSubReq.asp . The VA review durations listed below are approximate and may vary based upon the complexity of the submittal or coordination requirements at each submittal stage.

6.1. PRE-DESIGN CONFERENCE:

6.1.1. To be enjoined within 10 days of receipt of the Notice to Proceed.

6.1.2. VAMC and A/E shall review the Scope of Work.

6.1.3. The A/E shall propose a method of accomplishment.

6.1.4. Other information and/or clarifications shall be discussed as required. A walk-through of the current location of the specialty clinics and the general proposed area for the new

Project Development Schedule Milestone Task Duration

Pre-Design Conference 10 calendar days after receipt of Notice to Proceed Schematic Submittal (35%) 45 calendar days after Pre-Design Conference Schematic - Review Meeting 30 calendar days after VA receipt of 35% Submittal Design Development Submittal (65%) 45 calendar days after VA acceptance of 35% Submittal Design Development Review Meeting 30 calendar days after VA receipt of 65% Submittal Construction Document Submittal (95%) 45 calendar days after VA acceptance of 65% Submittal Construction Document Review Meeting 30 calendar days after VA receipt of 95% Submittal Bid Set Submittal (100%) 30 calendar days after VA acceptance of 95% Submittal Total Design Phase Schedule 265 calendar days

Renovate Primary Care PROJECT: 538-24-100 addition can be accomplished at this time if requested by the A/E. Copies of any available VA records/drawings depicting existing conditions will also be made available at this time.

6.2. VHA Program Guide PG-18-15 A/E Submission Instructions

6.2.1. Refer to PG 18-15 for remaining submittal requirements

7. PROJECT DELIVERABLES :

7.1. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL DOCUMENTATION :

At each design milestone submit documentation as prescribed in the section A/E DESIGN

QUALITY ASSURANCE/QUALITY CONTROL PROGRAM.

7.2. DESIGN ANALYSIS, CALCS, STUDIES, NARRATIVES, EXHIBITS, AND MODELS :

7.2.1. Refer to PG 18-15

7.3. TECHNICAL SPECIFICATIONS :

7.3.1. Technical specifications shall conform to VA Master Specifications. The A/E shall review and edit all inappropriate wording listed in the Master sections. Copies of the VA Technical Specifications are available in MS Word format and are available at the VA Technical Information Library located at https://www.cfm.va.gov/TIL/spec.asp .

7.3.2. In addition to the technical specifications the A/E Shall update and incorporate Division 01 Specifications. The A/E shall coordinate with the COR and other VA employees as appropriate to update the Division 01 Specifications.

7.3.3. The A/E shall incorporate local Chillicothe VAMC Specification requirements to integrate with existing systems, and aid in identifying and justifying when Justification and Approval for Other than Full and Open Competition and/or Brand Name or Equal will be required to be requested.

7.3.4. The A/E shall clearly delineate the base bid and each deduct alternate. Coordinate with COR for the right location for this to be incorporated into the bid documents. VA Contracting and Legal may have this incorporated into the front end documents, and if so

Renovate Primary Care PROJECT: 538-24-100 submit the verbiage in word format. Another course of action may be to incorporate it into Specification 01 00 00.

7.3.5. When no VA Master Construction Specification exists for a "unit of work", prepare the specification section consistent with VA Master Construction Specifications format.

7.3.6. Additional Formatting Requirements:

7.3.6.1. Provide with the technical specifications a cover page, table of contents and a list of drawings.

7.3.7. At all submittal milestones submit a “finished format” and a “working copy” of the specifications (e.g. “tracked changes” function)

7.3.7.1. Paper Copy: The A/E shall submit one paper copy of the “working copy” for the 95% submittal. The A/E shall submit one paper copy of the “finished format” at the 100% submittal.

7.3.8. The Chillicothe VAMC shall print additional specifications as required for bidding. The specifications shall print typed singled spaced on 8-1/2” x 11” white bond paper with a binding edge margin.

7.3.9. The A/E shall ensure that all references in the Specifications are updated to be current.

7.3.10. The A/E shall ensure that specification references to other specifications are either removed if not required, or if required by the design ensure that the referenced specification is included in the contract specifications and listed in the table of contents.

7.4. DRAWINGS :

7.4.1. Drawings shall be prepared in accordance with VA Program Guide 18-3 Topic 02 Drawings located at https://www.cfm.va.gov/TIL/cPro.asp

7.4.2. Standard Chillicothe VA format sheets, 30” x 42” shall be used. The standard VA format sheet is available in the Autodesk AutoCAD (.dwg) format.

7.4.3. The A/E shall develop the project utilizing Building Information Modeling “BIM” software (using the latest version available to VA.)

7.4.3.1. A/E shall be required to provide a computer 3D model and prepare various 3D renderings to present to the VA throughout the design phase to adequately represent Architectural, Structural, Mechanical Electrical Plumbing - MEP, and, site conditions, etc. to aide with facility visualization and contractor coordination.

7.4.3.2. BIM Model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect final as-built conditions (possibly incorporating into VA Master Record Documents – pending facility expertise). The BIM model shall conform to VA BIM Guide (https://www.cfm.va.gov/til/bim/BIMGuide/ ).The

Renovate Primary Care PROJECT: 538-24-100 deliverable model at the design development stages and at the final design stage shall be developed to include as many of the systems described below as are necessary and appropriate at that design stage.

7.4.3.3. The Model shall include but not be limited to the following (as applicable): Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Departmental ownership, Architectural Schedules, Walls and Curtainwall Sizes, Shapes, and Material Data. Doors, Windows, Louvers, Roof, Floors, Ceilings, Vertical Circulation, Architectural Specialties and Woodwork, Life Safety information (Fire Extinguishers, wall ratings, door ratings, Fire Protection/Alarms), General Signage, Schedules, Furniture, Equipment, Structural, Foundations, Shafts and Pits, Mechanical, HVAC, Plumbing, Electrical/Telecommunications, Power and Lighting, Steam distribution, Nurse call info, Asbestos/ Hazard Material info, Security system information (Access controls, security cameras, panic alarms, overhead paging), Exterior Building Information, and other Civil Engineering Data as required such that data may be easily integrated into one master record document of the facility.

7.4.4. The contract drawings shall include all existing conditions and all new work.

7.4.5. The contract drawings shall clearly show the base bid and each deduct alternate.

7.4.6. The contract drawings shall include all details. As opposed to referencing standard details, standard details shall be incorporated into the drawings and edited to meet the project requirements and application.

7.4.7. Drawings shall not require the VA nor any of its employees to do anything except if said requirement is clearly coordinated in writing with the COR during the design process. In other words, the A/E shall have all requirements be placed on the construction contractor unless this has been clearly coordinated and identified to the COR.

7.4.8. Terminology for materials used in the drawing notes and details shall match the terminology used to specify the requirements of said material in the specifications.

Jargon or slang terms shall not be used as it makes it difficult to match the requirements between the specifications and the drawings. If abbreviations are used a table shall be provided defining the abbreviations.

7.4.9. Submittal requirements

7.4.9.1. Paper Version: Submit two full size sets at each submittal milestone and for the As-Built submittal.

7.4.9.2. Electronic Version: An electronic version of all the drawings in Adobe PDF, Autodesk AutoCAD (.dwg) (as appropriate) and BIM (.rvt) format shall be submitted at each submittal milestone and the As-Builts. Prior to submittal the A/E shall validate that the electronic version submittal of the drawing and model files include all dependencies and reference files on a stand-alone system not

Renovate Primary Care PROJECT: 538-24-100 dependent upon the A/Es network or computer system. The A/E shall provide on-site support as necessary to ensure the electronic version submittal properly opens on Chillicothe VAMC computers without errors or corruption.

7.4.10. The final drawing submittal, including the electronic version, shall bear the seal of the registered architect/engineer(s) responsible for the design.

7.5. COST ESTIMATE:

7.5.1. The A/E shall follow the guidance of the Cost Estimating Requirements for Veterans Affairs Facilities located on the Office of Construction and Facilities Management (OCFM) website.

7.5.2. The cost estimator is to be a separate, un-biased and non-affiliated, entity contracted by the A/E. The A/E may not use their own personnel to complete any requirements stated within the Cost Manual.

7.5.3. The A/E shall provide construction cost estimates for the base bid and each deduct alternate.

7.5.4. Estimates shall be by specification sections and shall be detailed by direct material cost, by craft and labor cost including labor burden and the subsequent line item total, applying overhead, profit and bond to the subtotals based on a Service Disabled Veteran Owned Small Business (SDVOSB) competitive bid.

7.5.5. Provide escalation factors for up to 5 years out for planning purposes.

7.5.6. Preliminary cost estimates shall be provided at the 10%, 35% and 70% reviews. A final construction estimate shall be provided at the 95% and 100% reviews. Provide deliverables as directed in the Manual for Preparation of Cost Estimates.

7.5.7. Provide a signed cover sheet summarizing the based bid and all deduct alternates as well as point out any pertinent information.

7.6. CONSTRUCTION SCHEDULE AND JOINT OCCUPANCY PHASING SCHEDULE:

7.6.1. The A/E shall provide a construction schedule and a joint occupancy-phasing schedule in a recognizable format, such as critical path method, suitable for use in construction for the base bid and each deduct alternate. Use the five-day workweek to calculate total

Renovate Primary Care PROJECT: 538-24-100 construction duration. The phasing schedule shall be incorporated into either the specifications or the drawings.

7.7. CONSTRUCTION SUBMITTAL REGISTER

7.7.1. The A/E shall provide a construction submittal register per PG 18-15.

7.7.2. VA Master Construction Specification 01 33 23 Shop Drawings, Product Data, and Samples states “The VA will provide the initial submittal register in electronic format”

7.8. A/E INDEPENDENCY LETTER:

7.8.1. At 100% design completion, the A/E shall submit to the COR a signed letter certifying that the respective design package is independent of any other project and/or source of funding to activate

7.9. MEETING MINUTES:

7.9.1. The A/E shall be responsible for providing meeting minutes to the VA CO and VA COR after all meetings with Government personnel that affect the design.

7.10. JUSTIFICATION AND APPROVAL (J&A) LETTER(S)

7.11. DESIGN REVIEW COMMENTS RESPONSES :

7.11.1. Responses to design reviews shall be annotated with A/E actions taken. See Section DESIGN REVIEWS of this scope of work for description and submittal requirements.

7.12. GUIDING PRINCIPLES AND SUSTAINABLE DESIGN PRODUCTS :

7.12.1. The A/E shall include in their proposal letter the agreed to way forward for third-party certification. At a minimum certification by an Accredited/Licensed professional is required. To be discussed and optional to this project is certification to LEED or Green Globes.

7.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW RESPONSES:

7.14. DOMESTIC WATER DIAGRAMS:

7.15. COMPREHENSIVE INTERIOR DESIGN AND EQUIPMENT PACKAGE:

7.16. PHYSICAL SECURITY DESIGN:

7.16.1. Certification on signed letterhead.

7.16.2. The A/E shall provide as a part of their proposal the resume of the physical security blast specialist, and qualifications of the firm that will be providing any consulting services to complete the Physical Security Design. See the Physical Security and

Renovate Primary Care PROJECT: 538-24-100

Resiliency Design Manual (PSRDM) for requirements for physical security subject matter specialists.

7.17. PAPER COPY BILLING :

7.17.1. The A/E shall coordinate with the COR for developing the layout for paper copy billing.

7.17.2. Billing shall include line items for each of the following as applicable to the project in addition to the summary total for all services: Design and Bidding Period Services, Asbestos and LBP Survey/Testing/Report, Construction Period Services, Construction Period Site Visits, Commissioning Services (Cx) (Cx Services shall be further broken out by Design and Bidding Period Services, Construction Period, and Warranty Period Services). These lines items shall be used to track against for billing.

7.17.3. The billing shall have columns with values for each of the billing line items for total on contract, prior billed, current billed, total billed, percent total billed.

7.17.4. Prior to submitting, the paper copy billing shall be coordinated with the A/E Project Manager to ensure it is in line with current project progress submitted to the Government. The A/E Project Manager shall sign off concurrence on the billing.

8. DESIGN REVIEWS

Design review does not need to be limited to the pre-defined submittal milestones. A working relationship throughout design is encouraged between the A/E Project Manager, A/E Design Staff, and VA staff.

8.1. STATION LEVEL REVIEWS :

8.1.1. A review of the Planning, Schematic, Design Development, Pre-Final, and Final Design Submittals will be conducted by the government and third party reviewers. These reviews are not a substitute for the A/E’s design quality control program.

8.2. THIRD PARTY REVIEWS :

8.2.1. Commissioning Services - A third party contracted by theAE will provide Commissioning Services to include but not limited to design review and commissioning services during construction. The A/E shall coordinate with the Commissioning Service provider to accomplish the primary goals of this project. Coordination includes providing design

Renovate Primary Care PROJECT: 538-24-100 documents for review and comment and incorporating design review comments into the construction documents.

8.2.2. Life Safety Code Review – Reference VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects

8.2.2.1. The VA will hire a third-party life safety code reviewer, and those comments will be provided to the AE for incorporation and response.

8.2.2.2. A minimum of one review is required at or before the 95% document submission. In addition, complex projects should be reviewed at a stage earlier than the 95% submission so that significant review comments can be incorporated into the design without affecting project costs or schedule. Such projects will generally require more than one review. If the A/E feels that more than one review is required, this should be discussed during the fee negotiation phase.

8.2.2.3. On site verification of the condition of the existing systems is important to verify if record drawings are accurate in portraying location and type of rated walls and assemblies, and this exercise is intended to help improve the bid documents and safety of the facility.

8.2.2.4. Upon receipt of the Life Safety review, The A/E shall review and submit responses back the VA. These responses shall be submitted in Microsoft Word format showing the third party review comments and the A/E Firm’s resolution to those comments.

8.2.2.5. In addition to the life safety code…