B210-211 Repair CLC Showers AE Scope of Work R2.pdf

REPAIR CLC SHOWER ACCESS PROJECT: 538-25-206

VAMC CHILLICOTHE, OHIO A/E SCOPE OF WORK

SCOPE OF WORK

FOR

ARCHITECTURAL AND ENGINEERING SERVICES

PROJECT NAME: REPAIR CLC SHOWER ACCESS

PROJECT NUMBER: 538-25-206

VHA NRM CONSTRUCTION PROGRAM

DEPARRTMENT OF VETERAN AFFAIRS (VA)

VETERANS HEALTH ADMINISTRATION (VHA)

VETERANS INTEGRATED SERVICE NETWORK (VISN) 10

CHILLICOTHE VA MEDICAL CENTER (VAMC)

17273 STATE ROUTE 104

08 NOVEMBER 2024

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.

TABLE OF CONTENTS

1. GENERAL FEE PROPOSAL REQUIREMENTS:

1.1. DESCRIPTION

2. DESCRIPTION OF PROJECT

2.1. PURPOSE:

2.2. LOCATION OF PROJECT:

2.3. BACKGROUND:

2.4. DESIGN

2.5. PHOTOS OF EXISTING CONDITIONS

3. NO WAIVER BY GOVERNMENT

3.1. DESCRIPTION

4. A/E TECHNICAL SERVICES:

4.1. GENERAL TECHNICAL REQUIREMENTS:

4.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM:

4.3. A/E PROJECT MANAGER:

4.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING CONDITIONS:

4.5. ACTIVATIONS VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE):

4.6. DESIGN FOR SAFETY IN CONSTRUCTION:

4.7. CONSTRUCTION PHASING PLANS:

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

BRAND NAME OR EQUAL REFERENCES:

4.9. CONSTRUCTION PERIOD OF PERFORMANCE

4.10. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN:

4.11. TOPOGRAPHICAL SURVEY - N/A

4.12. UNDERGROUND UTILITY LOCATION N/A:

4.13. ASBESTOS AND LEAD PAINT ASSESSMENT:

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

4.15. HISTORIC PRESERVATION - N/A:

4.16. PHYSICAL SECURITY AND RESILIANCY DESIGN - N/A:

4.17. INTERIOR DESIGN AND EQUIPMENT PACKAGE:

4.18. HVAC – CHILLICOTHE SPECIFIC REQUIREMENTS AND INITIATIVES - N/A:

4.19. MASTER PLANNING TASK (A/E PROPOSAL OPTION) - N/A:

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

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

4.22. STORM WATER QUALITY: - N/A

4.23. COMMISSIONING - N/A:

4.24. DOMESTIC WATER DIAGRAM - N/A:

4.25. BIDDING PERIOD SERVICES:

4.26. CONSTRUCTION PERIOD SERVICES:

4.27. POST-CONSTRUCTION PERIOD SERVICES

5. CONSTRUCTION COST LIMITATION, ALTERNATE BIDS, CONSTRUCTION COST REQUIREMENTS, AND

COMPLETE AND USEABLE FACILITY REQUIREMENTS

5.1. CONSTRUCTION COST LIMITATION:

5.2. ALTERNATE BIDS

5.3. FULLY FUNCTIONAL DESIGN REQUIREMENT:

5.4. INDEPENDENCY REQUIREMENT:

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

6.1. QA/QC REQUIREMENTS

7. PROJECT DEVELOPMENT SCHEDULE

7.1. DESCRIPTION:

7.2. PRE-DESIGN CONFERENCE

7.3. VHA PROGRAM GUIDE PG-18-15 A/E SUBMISSION INSTRUCTIONS

8. PROJECT DELIVERABLES:

8.1. A/E DESIGN QUALITY CONTROL DOCUMENTATION:

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

8.3. TECHNICAL SPECIFICATIONS:

8.4. DRAWINGS

8.5. ENGINEERING CONSIDERATIONS AND INSTRUCTIONS FOR FIELD PERSONNEL (ECIFP):

8.6. COST ESTIMATE:

8.7. CONSTRUCTION SCHEDULE AND JOINT OCCUPANCY PHASING SCHEDULE:

8.8. CONSTRUCTION SUBMITTAL REGISTER

8.9. A/E INDEPENDENCY LETTER:

8.10. MEETING MINUTES:

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

8.12. DESIGN REVIEW COMMENTS RESPONSES:

8.13. GUIDING PRINCIPLES AND SUSTAINABLE DESIGN PRODUCTS:

8.14. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW RESPONSES - N/A:

8.15. DOMESTIC WATER DIAGRAMS - N/A:

8.16. COMPREHENSIVE INTERIOR DESIGN AND EQUIPMENT PACKAGE - N/A:

8.17. PHYSICAL SECURITY DESIGN - N/A:

8.18. PAPER COPY BILLING:

9. DESIGN REVIEWS

9.1. DESCRIPTION:

9.2. STATION LEVEL REVIEWS

9.3. THIRD PARTY REVIEWS

9.4. CAPITAL ASSET MANAGER (CAM) REVIEW:

9.5. OCAMES REVIEWS - N/A:

9.6. PHYSICAL SECURITY AND RESILIANCY DESIGN REVIEW: - N/A

9.7. AS BUILT DRAWINGS REVIEW:

9.8. RECORD DRAWINGS REVIEW

10. REFERENCES, CODES, STANDARDS, AND EXECUTIVE ORDERS

10.1. GENERAL

10.2. LIST OF REFERENCE MATERIALS:

10.3. VA NUMBERED STANDARDS FOR CONSTRUCTION FROM THE TIL:

11. GOVERNMENT FURNISHED ITEMS

11.1. LIST OF GOVERNMENT FURNISHED ITEMS

11.2. TERMS AND CONDITIONS

12. CONCEPTUAL LAYOUT – N/A

TABLE OF FIGURES

Figure 1: Mobile Hygiene Chair in Typical Shower Compartment

Figure 2: Typical Configuration of Shower Compartment and Bathroom

Figure 3: Barrier Between Acrylic Shower Compartment Floor and Ceramic Tiling

Figure 4: Demonstration of Interference from Acrylic Shower Compartment Floor and Mobile Hygiene

Chair file://///v10.med.va.gov/CLL/Service/Planning%20and%20Design/2)%20Current%20Projects/538-25-206%20Repair%20CLC%20Shower%20Access/programming/Scope%20of%20Work%20for%20AE%20Services/2024-07-29%20B210-211%20Repair%20CLC%20Showers%20AE%20Scope%20of%20Work_draft.docx%23_Toc173147514 file://///v10.med.va.gov/CLL/Service/Planning%20and%20Design/2)%20Current%20Projects/538-25-206%20Repair%20CLC%20Shower%20Access/programming/Scope%20of%20Work%20for%20AE%20Services/2024-07-29%20B210-211%20Repair%20CLC%20Showers%20AE%20Scope%20of%20Work_draft.docx%23_Toc173147515 file://///v10.med.va.gov/CLL/Service/Planning%20and%20Design/2)%20Current%20Projects/538-25-206%20Repair%20CLC%20Shower%20Access/programming/Scope%20of%20Work%20for%20AE%20Services/2024-07-29%20B210-211%20Repair%20CLC%20Showers%20AE%20Scope%20of%20Work_draft.docx%23_Toc173147516 file://///v10.med.va.gov/CLL/Service/Planning%20and%20Design/2)%20Current%20Projects/538-25-206%20Repair%20CLC%20Shower%20Access/programming/Scope%20of%20Work%20for%20AE%20Services/2024-07-29%20B210-211%20Repair%20CLC%20Showers%20AE%20Scope%20of%20Work_draft.docx%23_Toc173147517 file://///v10.med.va.gov/CLL/Service/Planning%20and%20Design/2)%20Current%20Projects/538-25-206%20Repair%20CLC%20Shower%20Access/programming/Scope%20of%20Work%20for%20AE%20Services/2024-07-29%20B210-211%20Repair%20CLC%20Showers%20AE%20Scope%20of%20Work_draft.docx%23_Toc173147517

1. GENERAL FEE PROPOSAL REQUIREMENTS:

1.1. DESCRIPTION

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

538-25-206, titled “REPAIR CLC SHOWER ACCESS” 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 shall 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.

- - - NOTHING FOLLOWS – END OF SECTION - - -

2. DESCRIPTION OF PROJECT

2.1. PURPOSE:

2.1.1. In the Community Living Centers (CLCs) found in B210 and B211, this project intends to:

1) Engineer out the necessity of Chillicothe VAMC staff to lift in any manner resident patients into the shower and bathing facilities and

2) Refurbish the slip characteristics of the shower floors.

2.2. LOCATION OF PROJECT:

Chillicothe VA Medical Center

Buildings 210 and 211

17273 OH-104

Chillicothe, OH 45601-9718

2.3. BACKGROUND:

2.3.1. The project is located in the Community Living Centers of Buildings 210 and 211. Originally constructed in the 1940’s, they have been renovated several times in the decades since, the most recent renovations taking place in the 2010s.

2.3.2. During that most recent renovation, the current acrylic shower compartments were installed.

The acrylic floor is not flush with the ceramic tile flooring also in the restrooms, resulting in a barrier. Staff lift the multi-purpose hygiene chairs and patients into the shower. This is a difficult task in the limited space, violates the Chillicothe VAMC Safe Patient Handling and

Mobility policies and guidelines, and reduces the dignity of the patients.

2.3.3. Several solutions have been implemented in-house to promptly address the issue, however a permanent satisfactory solution has not been identified.

2.3.4. Additionally, the no-slip protection has reached end-of-life and requires repair.

2.3.5. It is unknown the level of effort required to accomplish repairs and may require different phases across multiple years to finish the repairs.

2.4. DESIGN

2.4.1. The A/E shall, in the course of this Contract, engineer out all lifting of patients and multi-purpose hygiene chairs in each of the restrooms.

2.4.2. The A/E shall engineer new shower no-slip protection.

2.4.3. The A/E shall develop a phases for construction and determine the number of phases required.

2.5. PHOTOS OF EXISTING CONDITIONS

Figure 1: Mobile Hygiene Chair in Typical Shower Compartment

Figure 2: Typical Configuration of Shower Compartment and Bathroom

Figure 3: Barrier Between Acrylic Shower Compartment Floor and Ceramic Tiling

Figure 4: Demonstration of Interference from Acrylic Shower Compartment Floor and Mobile Hygiene Chair

3. NO WAIVER BY GOVERNMENT

3.1. DESCRIPTION

3.1.1. The failure of the Government, in any one or more instances, to insist upon the strict performance of any of the terms of this Scope of Work or to exercise any option herein conferred shall not be construed as a waiver or relinquishment to any extent of the right to assert or rely upon such terms or option on any future occasion.

4. A/E TECHNICAL SERVICES:

4.1. GENERAL TECHNICAL REQUIREMENTS:

4.1.1. 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.”

4.1.2. The survey and design of architectural and engineering features of work shall be accomplished by licensed design professionals who are experienced in the design of those systems. This design requires the expertise of a multitude of design disciplines to include

(but not limited to) Architecture, Civil Engineering, and Mechanical Engineering.

4.1.3. The A/E firm shall perform all necessary planning, programming, surveys, excavations, soil borings, geotechnical investigation, studies, testing, asbestos 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.

4.1.4. Consulting Architect and Engineers – The A/E shall present options and recommendations for possible solutions. The A/E shall educate Chillicothe VAMC staff on options by means of presentations, product data sheets, pictures, explanations of technical details, etc.

4.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM:

4.2.1. The A/E’s attendance shall be required for meetings during the Design Phase of this Scope of Work with the Chillicothe VAMC Design Team. These meetings include design kick off, mutual understanding meeting, coordination meeting, site investigation, meeting(s) with stakeholders, master planning meetings, recurring progress meetings, space planning meetings, and design milestone review meetings.

4.2.2. The A/E firm shall be prepared to coordinate with various members of the Chillicothe VA

Design Team for the development and execution of this project. The Chillicothe VA Design

Team will be a team that may include, but not limited to, 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, and

Independent Life Safety Reviewer.

4.2.2.1. The A/E is reminded that only the Contracting Officer or their authorized representative may give the Contractor direction in regards to Contract interpretation. Only a

Contracting Officer may modify the Contract terms or conditions: directions received from Chillicothe VAMC Design Team do not constitute direction to proceed in accordance with the Change clause and shall not be considered a change to the

Contract without prior specific direction from the Contracting Officer.

4.3. A/E PROJECT MANAGER:

4.3.1. The A/E Firm shall appoint a Project Manager to serve as the primary point of contact for this project and liaison between the A/E Firm’s employees/subcontractors and the government.

4.3.2. Establish and maintain electronic mail (e-mail) capability along with the capability to open various electronic attachments as text files, pdf files, and other similar formats. Within 10 days after Contract award, provide the Contracting Officer a single (only one) e-mail address for electronic communications from the Contracting Officer related to this Contract including, but not limited to Contract documents, invoice information, request for proposals, and other correspondence. It is the A/E’s responsibility to make timely distribution of all Contracting

Officer initiated e-mail with its own organization including field office(s). Promptly notify the

Contracting Officer, in writing, of any changes to this e-mail address.

4.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING CONDITIONS:

4.4.1. 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.

4.4.2. The A/E shall review all historical and current construction documents, 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.

4.5. ACTIVATIONS VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE):

4.5.1. 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:

1) Question 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.

2) Question 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) Question 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.

4) Question 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.

4.6. DESIGN FOR SAFETY IN CONSTRUCTION:

4.6.1. 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.

4.6.2. The A/E shall understand potential risks to patients and staff created by this project and shall incorporate VAMC Chillicothe accepted construction and infection risk control measures into the design and phasing plans. The A/E shall assist in providing technical information required to complete the Pre-Construction Risk Assessment (PCRA)/Infection Control Risk

Assessment (ICRA).

4.6.2.1. In accordance with VHA-ICRA v1.2 Form Appendix A, if negative pressure is required but exterior exhaust is not possible, the A/E must “do a complete flow and pressure analysis and document the area to which the air is being discharged” and shall facilitate compliance of Class III/IV requirements into the design drawings no later than the 65% design review.

4.6.3. Utility Outages - The A/E shall list all anticipated utility outages that may impact occupied areas and shall incorporate VAMC Chillicothe accepted measures for avoiding these outages

(e.g., hot taps, rental generators, rentals chillers, etc.) in the design and construction documents.

4.6.4. Interim Life Safety Measures (ILSM) and Egress Routes

4.6.4.1. The A/E shall include requirements for interim life safety measures including code compliant temporary or phased emergency egress routes into the Contract documents.

4.6.5. Construction Access –

4.6.5.1. The A/E shall design and detail into the Contract documents construction access for materials, workers, and equipment to the work site. The A/E shall first provide options with a recommended a solution for VAMC Chillicothe acceptance. The A/E shall justify how the options mitigate impacts to patients, staff, and VAMC Chillicothe normal operations.

4.7. CONSTRUCTION PHASING PLANS:

4.7.1. The A/E shall develop, specify, and detail construction phasing and mobilization plans that include as needed, but are not limited to, for each phase of construction:

1) Sequencing requirements

2) Coordination requirements

3) Temporary utilities and/or connected loads in kW

4) Construction signage requirements

5) Temporary indoor and outdoor egress requirements and signage

6) Temporary barricades

7) Temporary weatherproofing

8) Infection control measures

9) Construction access

10) Material and tool storage structures and locations

11) Sanitary and personnel containers

12) Parking spaces for employees

13) Temporary facility access

14) Fencing, gates, and doors

15) Tree protection and landscape restoration

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

AND BRAND NAME OR EQUAL REFERENCES:

4.8.1. 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.

4.8.2. Elements of work that typically 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):

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

2) GE Ascom Telligence Nurse Call System

3) Tridium Inc (Honeywell International) – Direct Digital Control Integration

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

5) American Dynamics (Tyco) – Video Surveillance System Integration

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

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

8) Where appropriate such as tying into 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

4.8.3. Elements of work that typically have received Brand Name or Equal references 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):

1) Bathroom Accessories listed in the Accessories Schedule – Bobrick references.

2) Room Finish Legends

3) Guardian III – Residential Range Hood Fire Suppression System

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.

4.9. CONSTRUCTION PERIOD OF PERFORMANCE

4.9.1. The A/E shall provide services to estimate construction Period of Performance durations for the base bid and all alternate bids.

4.10. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN:

4.10.1. The A/E shall design to the Guiding Principles and 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”.

4.10.2. The A/E shall design the project to, at a minimum, meet the mandatory use requirements for Non-Recurring Maintenance projects listed in the VA Sustainable Design Standard and in addition meet the below project goals.

4.10.3. VA Sustainable Design Manual

4.10.3.1. 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.

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

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

1) Chapter 1 (General)

2) Section 2.2 (Life-Cycle Cost Analysis)

3) Section 4.3 (Energy Efficient Products and Equipment)

4) Section 5.2 (Water-Efficient Products and Equipment Requirements)

5) Section 6.5 (Low-Pollutant Emitting Materials)

6) Section 6.7 (Environmental Tobacco Smoke Control)

7) Section 6.8 (Toxic and Hazardous Materials)

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

(Composting)

4.10.3.3. 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”.

4.10.4. Energy Conservation – N/A

4.11. TOPOGRAPHICAL SURVEY - N/A

4.12. UNDERGROUND UTILITY LOCATION N/A:

4.13. ASBESTOS AND LEAD PAINT ASSESSMENT:

4.13.1. The A/E shall provide a NESHAP asbestos and lead paint assessment during design and include the appropriate abatement requirements in the bid documents. The extent of the survey will be for existing areas that will be impacted by construction from this design. No information is currently available regarding lead. Existing VA asbestos assessment records will be made available; however, these shall not serve as the only basis for design.

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

4.14.1. See “9.3. THIRD PARTY REVIEWS”

4.15. HISTORIC PRESERVATION - N/A:

4.16. PHYSICAL SECURITY AND RESILIANCY DESIGN - N/A:

4.17. INTERIOR DESIGN AND EQUIPMENT PACKAGE:

4.17.1. 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.

4.17.2. 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 submittals against during construction. They are also used for reference for other future projects to match.

4.17.3. 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 Those 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. If the A/E firm in-house capability does not exist, the A/E shall hire consultants for the medical equipment requirements for the space.

4.17.4. 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 shall be an 8.5”x11” 3 ring binder with finish samples and equipment labeled by item by manufacturer style, color, and/or finish as applicable.

4.18. HVAC – CHILLICOTHE SPECIFIC REQUIREMENTS AND INITIATIVES - N/A:

4.19. MASTER PLANNING TASK (A/E PROPOSAL OPTION) - N/A:

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

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

4.22. STORM WATER QUALITY: - N/A

4.23. COMMISSIONING - N/A:

4.24. DOMESTIC WATER DIAGRAM - N/A:

4.25. BIDDING PERIOD SERVICES:

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

Those services shall include.

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

4.25.3. The A/E shall provide responses within provided timelines to requests for information from

Contractors back to the VA CO and VA COR.

4.25.4. 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.

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

4.26. CONSTRUCTION PERIOD SERVICES:

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

Period Services).

4.26.2. The A/E shall provide technical services during and following the construction phase of this project. Those services shall include, but are not limited to:

4.26.2.1. 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.

4.26.2.2. The A/E shall participate in bi-weekly project progress meetings; conference call is acceptable when not available in person.

4.26.2.3. The A/E shall perform monthly 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 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.

4.26.2.4. The A/E shall conduct one site visit each to perform the pre-final inspection and 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.

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

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

4.26.2.7. 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.

4.26.2.8. 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.

4.26.2.9. 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 Contractors’ proposals and change orders.

4.27. POST-CONSTRUCTION PERIOD SERVICES

4.27.1. The A/E shall update the original Contract drawings and BIM Models to incorporate the as built conditions to produce or incorporate into Record Drawings in accordance with Section

8.4 DRAWINGS.

5. CONSTRUCTION COST LIMITATION, ALTERNATE BIDS, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

5.1. CONSTRUCTION COST LIMITATION:

5.1.1. The construction cost limitation shall be $686,000. 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 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. Further, the A/E shall not disclose the construction cost limitation amount outside the design team.

5.2. ALTERNATE BIDS

5.2.1. The project shall be designed with no more than 4 Alternate Bids totaling 10% of the construction cost limitation. Although alternate bids are optional for this project based on

VISN project business rules, the A/E shall evaluate potential deduct opportunities so the COR can determine if any should be included in the project.

5.2.2. This project falls within the VA Construction Program. Reference VHA Handbook 1002.01

Non-Recurring Maintenance Program for additional information.

5.3. FULLY FUNCTIONAL DESIGN REQUIREMENT:

5.3.1. This project and the alternate bids 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.

5.3.2. Projects that are found to not be fully functional, stand-alone projects, whose combined total cost (design, construction, and other associated costs) is greater than the statutory minor construction limit, will be considered a violation of the Anti-deficiency Act, as required by section 1351 of title 31, United States Code (U.S.C.).

5.4. INDEPENDENCY REQUIREMENT:

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

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

6.1. QA/QC REQUIREMENTS

6.1.1. The A/E shall develop and execute a Quality Control (QC) Program and subsequently demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort of the QC Program. The requirements are as follows:

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

2) Two Weeks after Receipt of the Notice to Proceed: Submit a detailed QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a principal member of the firm can initial and date when the action has been completed.

3) 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

4) The A/E firm shall provide a design for a complete and useable facility. The A/E shall resolve any design errors or omissions in its design products at no cost to the

Government.

7. PROJECT DEVELOPMENT SCHEDULE

7.1. DESCRIPTION:

7.1.1. 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, in .pdf format and native format compatible with Microsoft Project Online Desktop

Client MSO, 32-bit. The A/E shall provide on-site support as necessary to ensure the native version format submittal properly opens on Chillicothe VAMC computers without errors or corruption. 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 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.

7.1.2. Project Development Schedule

7.2. PRE-DESIGN CONFERENCE

7.2.1. Shall be enjoined within 10 days of receipt of the Notice to Proceed.

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

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

7.2.4. Other information and/or clarifications shall be discussed as required. A walk-through of the location may be accomplished at this time if requested by the A/E. Copies of any available

VA records/drawings depicting existing conditions may also be made available at this time, subject to conditions of Section 11.2 TERMS AND CONDITIONS.

7.3. VHA PROGRAM GUIDE PG-18-15 A/E SUBMISSION INSTRUCTIONS

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

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 21 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 21 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 21 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 238 calendar days

8. PROJECT DELIVERABLES:

8.1. A/E DESIGN QUALITY CONTROL DOCUMENTATION:

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

QUALITY CONTROL PROGRAM.

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

8.2.1. Refer to PG 18-15, an integral component of this Scope of Work.

8.3. TECHNICAL SPECIFICATIONS:

8.3.1. 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 .

8.3.2. 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.

8.3.3. 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.

8.3.4. The A/E shall clearly delineate the base bid and each alternate bid. 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, submit the verbiage in Microsoft Word format (.docx). Another course of action may be to incorporate it into

Specification 01 00 00.

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

8.3.6. Additional Formatting Requirements:

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

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

8.3.7.1. 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.

8.3.8. 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.

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

8.3.10. 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.

8.4. DRAWINGS

8.4.1. 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.

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

8.4.3. The A/E shall develop the project utilizing Building Information Modeling “BIM” software

(using the latest version available to VA.)

8.4.3.1. 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.

8.4.3.2. 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

VA BIM & CAD Standards (PG-18-13) - Office of Construction & Facilities Management.

The 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.

8.4.3.3. 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.

8.4.4. The Contract drawings shall include all existing conditions found in site investigations and any provided historical construction documents and all new work.

8.4.5. The Contract drawings shall clearly show the base bid and each alternate bid.

8.4.6. 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.

8.4.7. The A/E shall have all requirements be placed on the Construction Contractor except where this has been clearly coordinated and identified to the COR and accepted by the VAMC

Chillicothe.

8.4.8. 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.

8.4.9. Submittal requirements

8.4.9.1. Paper Version: Submit two full size sets at each submittal milestone, the As-Built submittal, and Record Drawings submittal.

8.4.9.2. Electronic Version: An electronic version of all the drawings in Adobe PDF, Autodesk

AutoCAD (.dwg) and BIM (.rvt) format shall be submitted at each submittal milestone, the As-Built submittal, and Record Drawings submittal on CD or DVD. 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 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.

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

8.5. ENGINEERING CONSIDERATIONS AND INSTRUCTIONS FOR FIELD PERSONNEL (ECIFP):

8.5.1. The A/E shall submit Engineering Considerations and Instructions for Field Personnel which shall:

1) provide a standard risk assessment/evaluation tool to reduce risk of cost and time growth during the construction process,

2) form an information bridge between designers and construction personnel who administer the Contract,

3) transmit design assumptions and site conditions to construction field personnel who oversee construction progress,

4) be reviewed during each project design review meeting, with the intention of reducing the unknown details and reducing construction phase risk,

5) include the project discussions on why specific designs and materials were selected and any features requiring special attention,

6) provide insight and background necessary to review submittals and resolve minor construction problems without compromising design intent.

8.5.2. Definition: The ECIFP is used to transmit special design concepts, assumptions, and instructions on how to construct design features and is the means of communication and coordination between design and construction personnel for preconstruction and preparatory meetings, submittal reviews, shop drawings, samples, certifications, inspections, and test results.

8.6. COST ESTIMATE:

8.6.1. 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.

8.6.2. The deliverables within this Cost Manual shall be independently prepared by and under the supervision of a professional cost estimator employed or affiliated with the A/E Contractor, or by a 3rd party sub-consultant, at the A/E Contractor’s discretion. The cost estimate shall be certified by a professional cost estimator accredited by the American Society of Cost

Estimators (ASPE), the Association for the Advancement of Cost Engineering International

(AACEi), or similar organization.

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

8.6.4. 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.

8.6.5. Provide escalation factors for up to 5 years following the end of the A/E Period of

Performance.

8.6.6. 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.

8.6.7. Provide a signed cover sheet summarizing the based bid and all alternate bids as well as a narrative to discuss pertinent information.

8.7. CONSTRUCTION SCHEDULE AND JOINT OCCUPANCY PHASING SCHEDULE:

8.7.1. 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 alternate bid. Use the five-day workweek to calculate total construction duration.

The phasing schedule shall be incorporated into either the specifications or the drawings.

Submit in .pdf and native file compatible with Microsoft Project Online Desktop Client MSO, 32-Bit. The A/E shall provide on-site support as necessary to ensure the native version format submittal properly opens on Chillicothe VAMC computers without errors or corruption.

8.8. CONSTRUCTION SUBMITTAL REGISTER

8.8.1. The A/E shall provide a complete construction submittal register per PG 18-15 using ENG

Form 4288-R.

8.8.2. 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.”

8.9. A/E INDEPENDENCY LETTER:

8.9.1. 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.

8.10. MEETING MINUTES:

8.10.1. The A/E shall be responsible for providing meeting minutes within 5 workdays to the VA CO and VA COR after all meetings with Government personnel that affect the design.

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

8.12. DESIGN REVIEW COMMENTS RESPONSES:

8.12.1. 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.

8.13. GUIDING PRINCIPLES AND SUSTAINABLE DESIGN PRODUCTS:

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

8.14. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW RESPONSES - N/A:

8.15. DOMESTIC WATER DIAGRAMS - N/A:

8.16. COMPREHENSIVE INTERIOR DESIGN AND EQUIPMENT PACKAGE - N/A:

8.17. PHYSICAL SECURITY DESIGN - N/A:

8.18. PAPER COPY BILLING:

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

8.18.2. 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.

8.18.3. 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.

8.18.4. 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.

9. DESIGN REVIEWS

9.1. DESCRIPTION:

9.1.1. 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.

9.2. STATION LEVEL REVIEWS

9.2.1. 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.

9.3. THIRD PARTY REVIEWS

9.3.1. Life Safety Code Review – Reference VHA Directive 7712 Fire Protection Code Reviews of

Delegated Construction Projects

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

9.3.3. 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 shall be discussed during the fee negotiation phase.

9.3.4. On renovations of existing facilities, the Life Safety Code Reviewer shall conduct a site investigation with the Architect to become more familiar with the project for their review and to discuss condition of existing life safety features (rated walls, systems, etc.), and make recommendations to the same upon their review.