Attch 1 - SPS and Radiology Expansion - Final SOW.docx

Request for Proposal To Design Expansion for Radiology & Sterile Processing Service (SPS) Project No. 667-086 Overton Brooks VA Medical Center, Shreveport, LA

PROJECT BACKGROUND AND DESIGN SCOPE OF WORK

Overton Brooks VAMC has a requirement to design a project to expand Radiology and Sterile Processing Service (SPS), main hospital (Building #1) South Wing. A 3rd floor South Wing addition is required to relocate and expand SPS (approximately 11,200 SF). A 4th floor South Wing addition is required to expand Radiology (approximately 11,200 SF). The existing elevator and stair tower shall be extended to support the new floors. This contract will provide for complete design (construction documents) and construction period services (CPS).

SPS is the unit that processes, cleans and sterilizes medical instruments and supplies. SPS is currently located in the basement of the main hospital. The current space is inadequate. The complete SPS function shall be relocated to the 3rd floor South Wing. This service is better suited adjacent to the surgical operating rooms currently on the 3rd floor West Wing of the hospital. New spaces to include but not limited to the following functions: Decontamination, Cart Wash (automatic & manual), Sterilization, Scope Cleaning, Medivators, Prep and Pack, Receiving, Breakout, Dispatch, Sterile/Non-Sterile Storage, Staff Locker/Dressing Rooms, Staff Bathrooms, Housekeeping Aid Closets (HAC) and associated utility and administrative support spaces. The new SPS space on 3-South shall be compliant with all current VA Sterile Processing requirements. At each design submission, to include the floor plan development, will include a review by VA’s National Program Office for Sterile Processing (NPOSP) for compliance with VA requirements.

The Radiology Service currently occupies the West Wing of the 4th floor in the main hospital. Radiology needs to expand into the adjacent South Wing. The 4th floor addition will include two closed Magnetic Resonance Imaging (MRI) suites, an Interventional Radiology (IR) Suite, ultrasound rooms, imaging reading rooms and associated support space. The layout of the new space shall consider as an option, a moveable modular wall system for the administrative areas for ease of future reconfiguration of the administrative space.

The design of the new 3rd and 4th floor South Wing addition shall include extending the existing elevator stair tower to accommodate the new addition and tie-ins to the existing building at the 3rd floor for SPS and 4th floor for Radiology Service. The existing elevator equipment (motors, cabs, controllers, etc.) currently located in the 3rd floor South Wing elevator equipment room shall be relocated to a new 5th floor South Wing elevator equipment room in order to provide for new elevator stops at the 3rd & 4th floors to support Radiology and SPS. Elevator controls shall be tied into the existing elevator monitoring system in the Boiler Plant.

The design team shall provide a comprehensive site investigation and attain a complete understanding of the functional requirements for both the SPS Service and the Radiology Service along with a complete understanding of the existing utility infrastructure and structural systems supporting the new addition. The design team shall meet with each of the Services and develop space programs to meet their needs that are compliant with VA space guidelines/criteria. The design team shall propose floor plans options for VA review, consideration and selection. This is an iterative process. The floor plan options shall consider various alternatives to include the placement and location of the mechanical and electrical systems/components for review. The designer shall consider roof top, intestinal and site proximity options for consideration for placement of the required mechanical and electrical systems/components to maximize the usable space for each of the floors. The design shall also include the siting, placement and design of a new emergency generator to completely support the 3rd and 4th floor additions. Once a floor plan is approved OBVAMC, the designer shall proceed with the 35% design submission.

The design package will facilitate the construct a new modern energy efficient two-story addition to the South Wing, designed to meet LEED Silver requirements and VA Physical Security Design Manual Requirements for Mission Critical facilities as they apply to this addition (reference Physical Security & Blast Design Section & Attachment G). The design will address all infrastructure requirements for a fully functioning Radiology Service expansion on the 4th floor of the South Wing and a fully functioning SPS Service relocation and expansion to the 3rd floor of the South Wing. Both floors shall be fully sprinklered. The addition shall include a fire alarm and suppression system per VA standards and NFPA requirements and shall be tied into the stations existing monitoring system. The design shall provide a cost-effective high energy efficient HVAC system and all necessary controls to properly support the function of the space and shall be tied into the existing campus Building Automation System (BAS). NOTE: Coordinate with the UESC Contractor (Center Point Energy) for compatibility with the new system. The design shall include, but not limited to, phasing, handicap accessibility, signage, wayfinding, landscaping, drainage, electrical, communications, security, HVAC, structural, and all required support utilities and features to adequately support the new space. Design shall be in accordance with all applicable VA design guides and standards. Additionally, this design effort shall determine if there is the possibility for the VA to consider a future 5th floor addition onto the South Wing, provided structurally viable based upon the capacity of the existing structure.

The design shall lay out a construction phasing plan to keep the Basement and 1st floor of the South Wing occupied and operational throughout the construction duration. The VA will vacate 2-South at the start of construction but intends to re-occupy 2-South as soon as it is safe to do so in advance of the completion of the 3rd and 4th floor additions.

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 240 days from Notice to Proceed. Performance time to include VA review of each submission as identified.

LOCATION

Overton Brooks Veterans Affairs Medical Center 510 E. Stoner Ave.

Shreveport, LA 71101

TERMS OF THE SOLICITATION

A. The term “responsibility”, used in the instructions that follow, included architectural and engineering design, cost, schedule and construction responsibility for completion of this project in accordance with the documents of this RFP. It is the responsibility of the Design Offeror of A/E to provide complete Design Documents (drawings and specifications) for a fully functional project. Omissions in this RFP and Technical Requirements do not relieve the Design Offeror from providing a complete and fully functioning project as outlined.

B. The terms “Design Team”, “Design Offeror”, or “A/E” refers to the successful design team. The design team shall consist of a CVE verified Service-Disabled Veteran-Owned Small Business architectural/engineering firm and all associated consultants and subcontractors.

C. The term “Design Team” or “engineer” refers to registered Architects and Engineering professionals licensed/registered.

D. The terms “work and project” refers to the all site investigation, site survey, calculations, testing and design for documents to construct the subject project.

E. The term “VA” refers to the United States Department of Veterans Affairs and the term “OBVAMC” refers to the Overton Brooks Veterans Affairs Medical Center in Shreveport, LA.

F. The “COR” (Contracting Officer’s Representative) for this project is Stacy M. Walden; 318-990-5277, stacy.walden@va.gov G. The “CO” (Contracting Officer) for this project is TBD.

DESIGN SUBMISSIONS/DELIVERABLES:

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

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

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

COST ESTIMATE

A detailed estimate of construction cost (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission. Emphasis shall be placed on cost and scope management. The design shall be within the project construction budget and be consistent with the identified project scope. The development of construction documents by the Design Team shall include deductive alternates, up to 20% of the approved project cost estimate.

DRAWINGS

This project will utilize AutoCAD, version 2019. All VA design guides and requirements can be found online at: http://www.cfm.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent shall govern.

SITE AND TOPOGRAPHY SURVEY

A topographic survey is not required except as it applies to the siting of the new mechanical and electrical equipment. The A/E shall conduct a ground based topographic survey by a State of Louisiana licensed surveyor. Survey limits shall be established by the designer and approved by the VA, in order to adequately facilitate the design and siting of the mechanical and electrical equipment. As for the site survey, the A/E shall investigate the site, the existing floors below (basement through 2nd floor) and adjacent floors (3rd & 4th floors, West Wing) where tying into the main hospital, to get a good understanding of the existing conditions, structure and utilities. A/E shall make as many site visits as necessary for this investigation. It is the A/E’s responsibility to verify the actual existing conditions. Reference the following attachments:

Attachment B: As-Builts for Basement and 1-South Attachment C: As-Builts for 2-South Attachment D: South Wing Caisson Report

GEOTECHNICAL SURVEY

A geotechnical survey is not required. Reference the following attachments (soils reports from the original south wing contracts) provided for information only:

Attachment E: South Wing Soils Report dated 12-16-2008 Attachment F: South Wing Soils Report dated 2-6-2009 Soils If at some point during the design, it becomes evident that additional soil sampling/testing is required to facilitate the subject design effort, then the VA will compensate the A/E for this additional work.

UTILITY SURVEY

During the design phase, the A/E will coordinate with VA Staff to obtain information to facilitate the design. All information provided by the VA will be verified by the A/E. Where information is not available, the A/E Team shall perform their own investigation at their own expense. The A/E shall provide the necessary professional services or testing to conduct a complete site utility survey as needed to facilitate the design. The survey must identify all above and below ground utilities associated with the project. An analysis of the capacity of the existing utilities to serve the new addition shall be performed. The result of the survey/study shall be reflected in the design documents and shall indicate the current system capacities and the necessary work required for the utilities to adequately support the new addition.

FIRE PROTECTION ENGINEER REVIEW & CERTIFICATION

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

SEISMIC DESIGN

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

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the Physical Security Design Manual (PSDM) for VA Facilities, Critical Mission Facilities. Reference the following attachment for further guidance specifically for the design effort of this project: Attachment G: PSDM Mission Critical Waiver Response (draft dated May 5, 2020) In accordance with this memo/guidance:

· Mission Critical Standoff requirements do not have to be addressed with this project.

· Mission Critical Modifications to the lower three floors (Basement, 1st & 2nd floors) are not required as a part of this project since this project is not renovation this space.

· Mission Critical Blast Resistance and Progressive Collapse requirements do not apply to this project (3rd & 4th floor addition) since these requirements are related to new construction of a complete building structure.

HANDICAP ACCESSIBILITY

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

COMMISSIONING

The A/E shall incorporate the VA’s commissioning specifications into the design and construction documents as applicable. The VA will, by separate contract at time of construction, procure the 3rd party Commissioning Agent to oversee and execute the contract required commissioning activities during the construction phase.

LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN (LEED)

The A/E shall design the new 3rd & 4th floor addition to the South Wing to meet LEED Silver requirements. The AE shall provide, with each design submission, the status of the LEED points considered and incorporated into the design and shall identify the plan to achieve the appropriate number of points for LEED Silver. NOTE: Actual LEED certification as a result of the construction will not be required.

GOVERNMENT FURNISHED INFORMATION

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

Physical Security Design Manual for VA Facilities, Mission Critical Facilities VA Signage & Wayfinding Design Manual VA HVAC Design Manual VA Fire Protection Design Manual VA Asbestos Abatement Design Manual VA Sustainable Design Manual and Guiding Principles Checklist VA-Space & Equipment Planning System (VA-SEPS) VA Architectural Design Manual VA Design Manuals for Estimating, Electrical, Elevator, Lighting, Plumbing & Telecommunications

Chapter 285: Sterile Processing Service – Space Criteria Sterile Processing Service and Logistics Service Design Guide VHA Directive 1116(2) Sterile Processing Service (SPS) Chapter 276: Radiology Service – Space Criteria

LIST OF ATTACHMENTS

Attachment A: AE Submission Requirements Attachment B: As-Builts for Basement and 1-South Attachment C: As-Builts for 2-South Attachment D: South Wing Caisson Report Attachment E: South Wing Soils Report dated 12-16-2008 Attachment F: South Wing Soils Report dated 2-6-2009 Soils Attachment G: PSDM Mission Critical Waiver Response (draft dated May 5, 2020)

AE SUBMISSION REQUIREMENTS (SUPPLEMENTAL INSTRUCTIONS)

Reference Attachment A (AE Submission Requirements) for a detailed outline and listing of specific requirements. As indicated under Section C, paragraph 1, below are supplemental instructions relative to AE submission requirements.

The following design submissions are required:

a. 25% Schematic Design: Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting any and all data required for the design. The A/E is responsible for measuring and collecting actual field data that may be required. The A/E shall collaborate with VA COR and end user(s) to develop conceptual and viable design options to meet the intended scope of work. The A/E shall develop schematic drawings and design options, along with Pro’s and Con’s with associated cost for review. This schematic design phase is an iterative process and requires close coordination back and forth with the VA COR/Project manager. The preliminary schematic design/layout will most likely require tweaking until a final plan/layout is officially approved by the hospital and COR. Dimensions, areas, spaces, etc. will need to be indicated clearly on the drawings. The AE shall work with the VA COR until an acceptable plan is developed and approved in writing by the VA COR. The A/E final deliverables for this phase are (hard and electronic copies):

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

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

3) List of probable Specification Sections for this project

4) Initial Design Analysis and Approach

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

1) Drawings & Specifications: Provide two 22”x34” size D set and six 17”x22” size C sets. Provide one set of preliminary specifications indicating all of the AE proposed edits in a 3-hole punch binder. Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Also, provide electronic copies on a CD. Drawings in PDF format (1 combined PDF, and individual PDF files). Specifications in Word format (individual Word documents per specification section) .

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

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

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

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

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

1) Drawings & Specifications: Submit in the same manner as the 35% DD submittal. Specifications shall incorporate AE’s edits.

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

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

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

d. 95% Design Development: This submission of drawings, specifications and cost estimate shall be complete. This review by the VA shall be to validate that 65% comments were incorporated into the project. There shall be nothing missing from the construction documents. The VAMC review of these documents should result in very minor comments to allow for the next submission to be final. If the comments of this set of documents results in numerous comments, then a 99% review or a check set of certain elements of the design may be required before the AE shall proceed to the 100% Final Construction Documents.

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

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

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

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

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

1) Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL “STAMPS” SHALL BE ON THIS SET OF DOUMENTS. Provide one 22”x34” size D set, six 17”x22” size C sets and one 11”x17” size B sets of FINAL construction drawings. Provide two set of FINAL fully edited specifications (specs in a 3-hole punch notebook, printed on both sides of the paper). Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Provide two CD electronic copies of the entire package (Construction Drawings, Specifications, Design Analysis and Cost Estimate). The drawings shall be as both AutoCAD (2019), and PDF format both in individual files per drawing and a combined drawing PDF file. The specifications shall be in separate WORD documents and separate PDF files for each specification section. Also, provide a combined PDF file for each complete volume of the specifications. Coordinate the naming & numbering of the files with the COR.

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

3) Design Analysis: Submit FINAL and complete Design Analysis documents including all calculations for each discipline. Submit in the same manner as the previous submittals. Include A/E responses to all design review comments.

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

CONSTRUCTION PERIOD SERVICES (CPS): AE shall provide full post design services construction period service IAW the Special Provisions of this contract.

· PRE-AWARD: CPS’s to include assistance with questions, request for information (RFI’s), meeting conference calls, clarifications and addendums during the construction solicitation phase.

· POST-AWARD: CPS’s also include full support through the construction phase to include but not limited to, assisting with questions, clarifications, inspections, reviewing and responding to RFI’s and review/coordination of contract modifications/change orders. Designing and estimating of design omissions.

· POST-AWARD SITE VISITS: CPS’s shall also include a minimum of 10 Site Visits during the construction phase of the project. Type and discipline of site visit shall be determined at the time of need by the COR.

· ASBUILTS: AE shall also incorporate contractor’s as-builts/redline drawings on AutoCAD (2019) binded and provide both electronic (two CD’s clearly labeled) and hard copy sets. Hard copy sets of as-built drawings shall consist of one full size set, five 22”x34” size sets and one 11”x17” size set.