Convert fixtures to LED - AE SOW - Final.pdf

Page 1 of 6 Project: Convert Sixth Floor Fluorescent Fixtures to LED Project Number: 541-25-502

Convert Sixth Floor Fluorescent Fixtures to LED 541-25-202

05-01-2024

SECTION TITLE

1.0 SCOPE OF WORK

2.0 GENERAL

3.0 PROPOSED CONSTRUCTION DOCUMENT SCHEDULE

4.0 MINIMUM REQUIREMENTS FOR DESIGN DEVELOPMENT (DD) SUBMISSION

5.0 MINIMUM REQUIREMENTS FOR 65% SUBMISSION

6.0 MINIMUM REQUIREMENTS FOR 100% SUBMISSION

7.0 MINIMUM REQUIREMENTS FOR FINAL SUBMISSION

8.0 CONSTRUCTION PERIOD SERVICES

1.0 SCOPE OF WORK

1. The A/E (Architect/Engineer) firm shall provide all Programming, Design Submissions, Site Investigation/ Field Verification Services, Construction Documents, Technical Specifications, Cost Estimates, Reports, and Construction Administration Services for the project “Convert Sixth Floor Fluorescent Fixtures to LED” located at the Louis Stokes Cleveland VAMC, Cleveland, Ohio.

2. This project will completely replace all fluorescent/non-LED lighting fixtures with new energy efficient LED fixtures on the sixth floor of the main hospital.

The sixth floor is an active patient care area that will not be vacated for this project.

Minimize impacts to existing ceilings/wiring by matching quantity/physical size of existing lighting fixtures to the maximum extent possible.

Reuse existing lighting controls to the maximum extent possible (hard switch, bi-level switching, occupancy sensor, dimming, etc). New controls shall match existing lighting control functionality.

Additionally, the A/E shall verify that the lighting levels within the retrofitted areas are compliant with the latest VA Technical Information Library (TIL, https://www.cfm.va.gov/TIL/)) & Illuminating Engineering Society (IES) standards as well as addressing lighting occupancy sensors and dimming where applicable.

A/E shall also verify if the upgrade to LED will have any adverse effects on the HVAC systems due to the removal of heating loads, etc.

3. A/E firm shall develop construction documents for bidding for project award not to exceed the construction budget for construction bidding in Fiscal Year 2025.

4. A/E firm shall provide up to 4 Bid Alternates for a minimum of 10% or greater of the Construction cost.

5. Project Schedule is 161 calendar days from date of notice to proceed to complete Construction

Documents, Technical Specifications and Cost Estimate of Construction. Completion of Construction Administration Services will be dependent upon award of Construction Contract.

6. As a part of this contract, the A/E firm shall field verify all existing conditions.

7. Four submissions are required (DD, 65%, 100%, and Final) plus a Bid Issue submission which constitutes a complete bid package consisting of drawings, specifications, and detailed cost estimate.

8. A/E firm shall develop a phasing plan for this project. Develop project phases as necessary to minimize disruption to the continued operation of the Medical Center. Phasing plans for all disciplines are to be produced to show all of the work that is being completed in a specific phase on separate plan drawings.

The phasing plan shall include the scope and timing sequence of each identifiable phase or major activity.

9. Provide brand name product list to the COR for preparation of the VA brand name/equal memo and/or sole source justification.

10. Provide a submittal log based on final specifications.

https://www.cfm.va.gov/TIL/

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11. Enhanced Commissioning – Will not employ a third-party commissioning agent for this project.

However, the A/E shall provide notes on the drawings for the general contractor to commission the Lighting Controls & Verify Lighting Levels, etc.

2.0 GENERAL

1. The A/E firm shall prepare all necessary documents.

Minimum submission requirements of each phase are outlined in the Design Submission Instructions (PG-18-15, http://www.cfm.va.gov/til/aeDesSubReq.asp). Information within this SOW shall take precedence over conflicting information in the Design Submission Instructions document.

2. The VAMC will make available the design criteria, and CAD/BIM files of the existing space.

The VA record drawings are not to be expected accurate in all respects and the A/E firm is to verify all features affecting the project by field investigation.

3. In each submission, the A/E firm shall re-submit the material specified in the prior submission, revised according to the comments made by the VAMC at the prior review. The A/E is to respond in writing addressing each VA comment.

4. The A/E firm shall develop the project using BIM software, Revit 2023.

The A/E firm shall follow the VA BIM guide when developing the BIM model (https://www.cfm.va.gov/til/projReq.asp).

5. Integrated Design: Use a collaborative, integrated planning and design process that initiates and maintains an integrated project team in all stages of a project planning and delivery.

6. The VA Master Construction Specifications are available at http://www.cfm.va.gov/til/spec.asp in Microsoft Word Format. The A/E firm shall tailor the VA Master Construction Specifications as necessary to reflect the project technical requirements. The A/E firm shall provide edited specifications for incorporation into the VA Bid Package.

7. The floor plans for all disciplines shall be at the same scale as the architectural drawings to facilitate coordination.

8. The VA has ownership of the rights at the date of Closeout Submittal to all CAD files, and Facility Data developed for the Project. The VA may make use of this data following any deliverables.

9. Design shall comply with applicable sections of the Technical Information Library on the Office of Construction and Facilities Management (CFM) website www.cfm.va.gov.

Project is to be designed to comply with the latest codes as outlined in the VHA Program Guide PG-18- 3, Topic 1 – Codes, Standards, and Executive Orders on the TIL, https://www.cfm.va.gov/TIL/cPro.asp.

A/E firm will be responsible for complete functional design and provide bidding documents meeting those requirements.

3.0 PROPOSED CONSTRUCTION DOCUMENT SCHEDULE

A. The first submission is the Design Development (DD) Submission and shall be submitted within 35 calendar days after contract notice to proceed.

This submission shall include:

1. DD drawing prints - 2 sets half-size (15x21).

a. 2 sets are to be delivered to Engineering.

2. Drawings (AutoCAD and PDF) posted to A/E FTP site.

3. Preliminary cost estimate.

4. Narratives.

5. Calculations.

B. There will be a 14 calendar day VA review period of the Design Development (DD) Submission by the

VAMC.

C. The second submission is the 65% Construction Document Submission and shall be submitted 28 calendar days after VA approval/comments on the Design Development submission (77 calendar days after contract notice to proceed).

http://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/ https://www.cfm.va.gov/TIL/cPro.asp

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This submission shall include:

1. 65% drawing prints - 2 sets half-size (15x21).

a. 2 sets are to be delivered to Engineering.

2. Drawings (AutoCAD and PDF) posted to A/E FTP site.

3. Specifications posted to A/E FTP Site.

4. Cost estimate with Bid Alternates.

D. There will be a 14 calendar day VA review period of the 65% Construction Document Submission by the

VAMC.

E. The third submission is the 100% Construction Document Submission and shall be submitted within 42 calendar days after VA approval and comments on the 65% submission (133 calendar days after contract notice to proceed).

1. 100% drawing prints - 2 sets half-size (15x21).

a. 2 sets are to be delivered to Engineering.

2. Revised drawings (AutoCAD and PDF) posted to A/E FTP site.

3. Revised specifications posted to A/E FTP Site.

4. Updated and refined Cost estimate with Bid Alternates.

F. There will be a 14 calendar day review of the 100% Construction Document Submission by VAMC.

G. The fourth submission is the Final Construction Document Submission and is to be submitted within 14 calendar days after VA approval and comments on 100% submission (161 calendar days after contract notice to proceed). This issue will be sent for Capital Asset Manager, Contracting, and Legal/Technical Reviews.

1. Final drawing prints - 2 sets half-size (15x21).

a. 2 sets are to be delivered to Engineering.

2. Final drawings (AutoCAD, PDF, and BIM) posted to A/E FTP site.

3. Final specifications posted to A/E FTP site.

4. Final cost estimate with Bid Alternates.

5. Brand name product list.

6. Submittal log.

H. If there are any comments from Contracting or Legal/Technical, they are to be incorporated by the A/E firm within 7 calendar days. All drawings and specs will then be re-issued as Bid Issue with a new date.

If there aren’t any Contracting, or Legal/Technical comments, then the Final Issue will be used as-is for Bidding.

I. The Bid Issue Submission shall include:

1. Bid drawing prints - 2 sets half-size (15x21).

a. 2 sets are to be delivered to Engineering.

2. Bid drawings (AutoCAD, PDF, and BIM) posted to A/E FTP site.

3. Bid specifications posted to A/E FTP site.

4. Bid cost estimate with Bid Alternates.

4.0 DESIGN DEVELOPMENT DOCUMENTS

A. General

1. Submit a title sheet with drawing index.

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2. Submit 1/8" scale floor plans. These drawings will show all rooms and corridors, including the name/number for each space.

B. Electrical

1. Provide a report documenting the existing lighting conditions, LED light fixture selections, lighting calculations, lighting controls and circuiting, project phasing, and any variances.

2. Provide accurate floor plan of existing light fixture layout, which includes location, type, quantity, and controls.

C. Cost Estimating

1. Provide DD submission cost estimate, based on the assessments made during the preliminary design work.

5.0 65% CONSTRUCTION DOCUMENT SUBMISSION

1. Incorporate all comments from the Design Development review and provide a written response for each item.

B. Specifications

1. Provide edited and marked-up VA Master Specifications of each trade for review.

C. Architectural

1. Submit floor plans, details, schedules, and large-scale plans.

2. Identify locations where installation of new LED light fixtures will require modifications to existing acoustic/drywall ceilings.

D. Electrical

1. Submit demolition floor plans for removal of existing fluorescent/non-LED lighting fixtures.

2. Identify existing lighting controls. Intent is to reuse existing controls to the maximum extent possible. Indicate if controls are existing to remain or if new controls are to be installed.

3. Provide nearly complete lighting fixture schedule along with associated construction details.

4. Submit new work floor plans for installation of LED fixtures. Show new controls where necessary. Location of majority of lighting fixtures shall be shown. Provide typical enlarged floor plans as appropriate.

5. Show locations of existing lighting panelboards on enlarged plan.

6. Provide typical lighting calculations.

E. Phasing

1. Present proposed phasing plans. Plans shall include all necessary notes and description

(intent). Minimize disruption to Medical Center's operation.

2. Identify items/areas for Bid Alternates, including estimated cost.

a. Cost Estimating

1. On phased projects, the cost associated with each phase shall be kept separate.

2. Show unit quantity, unit measure, unit cost, and total cost of material and labor.

3. Each submission shall contain certification that the quantities have been checked and found to be correct.

4. Price material at the contractor's buying level. Sales taxes are not applicable.

5. Use wage rates that reflect current wages at the time the estimate is submitted.

6. Show sub-contractor's overhead and profit.

7. Compute insurance and taxes.

8. Escalation as of time of award shall be shown as a line item.

9. Show total estimated cost.

10. Provide up to 4 Bid Alternates totaling a minimum of 10% or greater of the construction cost.

6.0 100% CONSTRUCTION DOCUMENT SUBMISSION

1. Contract drawings and all related documents shall be completed, fully coordinated, and ready for bidding and construction purposes at this review.

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2. Incorporate all comments from the 65% design review and provide written response to each item.

B. Specifications

1. Provide a brief description of work for inclusion in the Invitation for Bids.

2. Verify that all brand names are brought to the attention of the COR for inclusion in Brand

Name or Equal memo or Sole Source justification.

3. Verify that all referenced spec sections are either included or removed as a reference. And reflect the most recent updates posted to the TIL unless advised otherwise by the COR.

4. Verify that the number of pages in the TOC matches the actual number of pages used.

C. Architectural

1. Submit completed plan, elevations, details and schedules.

D. Electrical

1. Submit complete electrical plans.

E. Phasing

1. Phasing plans are to be complete and coordinated for each phase and each trade.

F. Cost Estimating

1. On phased projects, the cost associated with each phase shall be kept separate.

2. Show unit quantity, unit measure, unit cost, and total cost of material and labor.

3. Each submission shall contain certification that the quantities have been checked and found to be correct.

4. Price material at the contractor's buying level. Sales taxes are not applicable.

5. Use wage rates that reflect current wages at the time the estimate is submitted.

6. Show sub-contractor's overhead and profit.

7. Compute insurance and taxes.

8. Escalation as of time of award shall be shown as a line item.

9. Show total estimated cost.

10. Provide up to 4 Bid Alternates totaling a minimum of 10% or greater of the construction cost.

7.0 FINAL ISSUE CONSTRUCTION DOCUMENTS SUBMISSION

1. Incorporate all comments from the 100% design review and provide written response to each item.

2. Provide complete and coordinated drawings and specifications.

3. Submit a final cost estimate of construction costs based on projected construction award date.

8.0 CONSTRUCTION PERIOD SERVICES

A. Contract Procurement

1. Physically attend one contractor's Pre-Bid site visit and respond in writing with recommendations to any questioned items. If necessary, develop amendments or assist with project procurement.

B. Submittal Review

1. The A/E firm shall review all construction materials and equipment and change orders proposed by the contractor for use in construction of this project.

All submittals and change order proposals will be reviewed for compliance with the specifications and reasonable costs and returned to Engineering Service within 7 calendar days after receipt.

2. The A/E firm shall review and respond to all RFI’s within 5 calendar days.

C. Site Visits (In addition to site visits listed in Item ‘A’ above)

1. Attend 1 physical pre-construction meeting, after award of construction contract.

2. Attend 4-hour physical site inspections held at the 25%, 50%, 75%, and final inspection of project.

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3. Spot checking of contractor’s progress based on eight (8) physical 4-hour site visits when requested by the COR. These meetings may also be used to answer technical questions and/or develop minor changes due to site conditions, etc.

4. The A/E firm shall attend 2 virtual construction meeting per month by phone (assume 1 hour) for the duration of construction.

5. The A/E firm shall physically visit the site at the request of the Contracting Officer to answer technical questions and/or provide clarification to documents due to suspected errors or omissions at no cost to the government. These meetings will not count for meetings noted above.

D. As Built Drawings

1. The A/E firm shall modify design drawings based on marked drawings supplied by the contractor and are to be verified by the A/E firm in field.

2. As-Builts to include all addenda and bulletins issued by the VA and the A/E firm during construction. The changes shall be incorporated into the final BIM Model with the revision documented on the title block as appropriate. These changes shall be bubbled and dated. The A/E firm is to reformat the drawings based on the VA layering system before final submission.

3. A reproducible hardcopy and the electronic model of the “As-Builts” are to be submitted to the COR. Any approved shop drawings with major differences from contract drawings, supplemental agreements processed change orders, etc., shall be incorporated.

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