Design SOW 578-375 Expand SPS for Building 200 -Final.pdf

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Statement of Work

578-375 Expand Sterile Processing for Building 200

April 1, 2023

A) Mission.

Engineering Service’s mission is the total oversight and management of the environment of care, as it pertains to the physical infrastructure and base plant operations, at the Edward Hines VA Hospital. Engineering support is for customers that include, but are not limited to, patients, visitors, clinic staff and administrative employees.

B) Goals

The goal of this project is to design a complete a set of construction contract documents for the expansion and renovation of the Sterile Processing Service (SPS) within Building 200.

The successful A/E shall also provide Construction Period Services.

C) Current Conditions.

Edward Hines Jr. Veterans Affairs Hospital provides primary, extended, and specialty care services. Building 200 is a 15-story tower that provides clinical space, bed space, surgery bays, and supporting functions. Building 200 was constructed in 1971 and is a cast-in-place concrete structure.

SPS is currently located in the basement of Building 200 and is approximately 7,000 SF.

The Resource Allocation Plan projects the area needed for the service to be 24,556 SF by 2027.

There are numerous FCA deficiencies this project will address. The current location and layout are not optimal with regard to operational adjacencies and efficiency.

Hines has previously commissioned a study to explore options to address SPS in Building

200. This project will draw upon the findings and the selected option in the study.

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D) Justification.

The Department of Veterans Affairs, Veterans Health Administration (VHA) issued SCIP VHA12-578-2013-9579 permitting the Engineering Service to relocate or renovate SPS currently located in the basement of Building 200. This project will also correct a portion of the following FCA deficiencies:

1) Record No. 42259 for equipment that is graded as a “D”.

2) Record No. 161422 for finishes that are graded “D”.

3) Record No. 363893 for water infiltration graded “D”.

4) Record No. 363898 for water infiltration graded “D”.

5) Record No. 363216 for outdated/missing PIV access control graded “D”.

E) Objectives.

The primary objective is the award of a design contract. The awarded A/E will start from their field investigations to develop viable options for schematic design. From there the A/E will proceed to design development. Finally, a complete a set of construction contract documents for the expansion and renovation of the Sterile Processing Service within Building 200 will be developed. The successful A/E shall also provide Construction Period Services.

The objectives of this project are to:

1) Review the attachments provided with this SOW as well as the references.

2) Assess the needs of the Sterile Processing Service by meeting with the PDT.

3) Investigate the current conditions of the space including:

a. Sterile Processing Service

b. Ambulatory Surgery (adjacent to SPS)

c. Hines Emergency Department (ED) above (on the first floor)

d. The courtyard between Building 200 and Building 228.

4) Design for expansion and renovation of the Sterile Processing Service within Building 200. Refer to Attachment 1.

a. The existing SPS space (A on page 3) in Building 200 is ~ 7,000 SF. The existing ambulatory surgery is B1 on page 3. The eastern side of ambulatory surgery is vacant and unused (C1 on page 3) due to a foundation wall leak.

b. The section of ambulatory surgery to remain unimpacted is B2 on page 4. The portion of ambulatory surgery restored (C2 on page 4) is ~ 2,415 SF. The portion converted from ambulatory surgery to SPS (D on page 4) is ~4,000 SF.

c. Expanding the basement outward (E on page 5) to encompass the courtyard will yield an additional ~6,200 SF.

d. Hines is considering expanding the ED into the courtyard on the first floor as part of a future project. The ED expansion is not part of this project’s scope but will impact the construction of the SPS expansion into the courtyard area.

5) Phase the design so the construction work does not interfere with the daily operations of the Hospital and its surrounding clinics.

6) SPS and its neighboring services must remain operational during construction.

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All work conducted under this scope of work shall comply with the Department of

Veterans Affairs Master Specifications and other Federal, State and local requirements. The package shall cover all items as defined below.

F) Acronyms and Definitions.

The following is a listing of acronyms and/or definitions to terms that may be used in this document.

ABAAS Architectural Barriers Act Accessibility Standards ASU Ambulatory Surgery Unit A/E Architect and Engineer (firm) CLIN Contract Line Item Number CO Contracting Officer COR Contracting Officers Representative as delegated by the CO CS Contracting Specialist assigned by the CO ED Emergency Department EHVAH Edward Hines Veterans Affairs Hospital FCA Facilities Condition Assessment GLAC Great Lakes Acquisition Center HVAC Heating/Ventilation/Air Conditioning IDIQ Indefinite Delivery Indefinite Quantity LF Linear or Lineal Feet MATOC Multiple Award Task Order Contracting MEP Mechanical/Electrical/Plumbing NOA Notice of Award OIT Office of Information & Technology PDT Project Delivery Team – Typically comprised of the CO/CS, the COR, and EHVAH staff QCM Quality Control Manager RME Reusable Medical Equipment RFI Request for Information SF Square Feet SPS Sterile Processing Service TEB Technical Evaluation Board – Reviews SF 330’s and interviews A/E firms for selection VA Department of Veteran Affairs VA-SEPS VA Space and Equipment Planning Systems

G) Requirements.

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the contractor will not need access to the Hines LAN or any VA

Sensitive Information to execute the contract.

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The awarded designer shall utilize front-end specifications provided by Hines for inclusion in their project manuals. These specifications shall be used for a basis of developing the overall project manual and include the following specification sections at a minimum:

1) Section 000110 – Table of Contents

2) Section 010000 – General Requirements

3) Section 013216.15 – Project Schedules

4) Section 013300 – Submittal Registry

5) Section 013323 – Shop Drawings, Product Data, and Samples

6) Section 013526 – Safety Requirements

7) Section 014219 – Reference Standards

8) Section 015719 – Temporary Environmental Controls

9) Section 017419 – Construction Waste Management

10) Section 018113 – Sustainable Construction Requirements

11) Section 024100 – Demolition (with Hazardous Waste)

The awarded A/E will adhere to all codes, standards, guidelines and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1) Master Construction Specifications (PG-18-1).

2) Design and Construction Procedures (PG-18-3).

a. Topic 1 – Codes, Standards, and Executive Orders.

b. Topic 2 – Drawings.

c. Topic 16 - Sustainable Buildings Policy for New and VA Renovation

Construction.

d. Topic 17 - Physical Security Strategies for New and Renovation VA

Construction.

3) Standard Details (PG-18-4).

4) Equipment Guide List (PG-18-5).

5) Space Planning Criteria for VA Facilities (PG-18-9).

6) Design Manuals (PG-18-10).

a. Architectural Design Manual

7) Design Guides (PG-18-12).

8) Barrier Free Design Guide (PG-18-13).

a. Barrier Free Design Guide - A Supplement to the Architectural Barriers Act Accessibility Standards.

9) VA BIM & CAD Standards (PG-18-13)

10) Room Finishes, Door, and Hardware Schedules (PG-18-14).

11) Minimum Requirements for A/E Submissions (PG-18-15).

a. Volume C – A/E Submission Instructions for Minor and NRM Construction Program.

12) Environmental Planning Guidance (PG-18-17).

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H) Scope of Work.

Under this contract, the A/E shall furnish multi-discipline architectural and engineering services for reports, planning, programming studies, investigations, hazardous material testing, design concepts, design options, construction drawings, specifications, review of shop drawings, samples, equipment, data, and other related documents a reasonable A/E might expect to deliver as professional services. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and other Federal, State and local requirements. The package shall cover all items as defined below. The A/E firm shall provide professional services necessary for:

1) CLIN 1 – Design and document a scope of construction work for expanding and renovating SPS within Building 200 to house Sterile Processing Services. The design shall be based in part on Option 8 from Attachment 19, Final Study of SPS Space in Building 200. The scope shall include:

a. Schematic Design.

1. Investigations.

b. Design Development.

c. Construction Documents.

2) CLIN 2 – Construction Administration Services.

a. Construction Administration Services are outlined in further detail later this document. Within this period the contractor shall provide all labor and materials included under Section J - Tasks and Responsibilities, Section K – Deliverables, and Section L - Timeline.

b. Construction Administration Services are to include site visits during construction as part of the scope.

3) Drawings, specifications and cost estimates shall include all facets of work and trades necessary to facilitate award of a construction contract.

4) The A/E shall collaborate with the EHVAH’s designated PDT in the Design Phase and all the way through the Construction Phase.

a. Notes shall be taken by the A/E at all PDT meetings and other staff meetings.

The notes will be included with the 35% Design deliverables.

5) The A/E shall be solely responsible for the management and professional design, including all associated labor, equipment, materials, mailing costs, testing, and inspections to meet the requirements of the contract to deliver the following:

a. All field investigations shall occur within the 35% Design Phase. Activities required shall include but are not limited to:

1. Review existing condition drawings.

a) The existing condition drawings and specifications provided by EHVAH after the A/E contract award are limited and should not be assumed to be entirely accurate or the sole source of information.

2. Perform onsite field investigations.

a) Including reviews, inspections, and verification of the provided Final

Study of SPS Space in Building 200. See Attachment 19.

b) To confirm the measurement of the existing conditions including room sizes, ceiling heights, height to structural deck, locations of windows and

Template Version 1 6 doors, structural components and locations, and the water leak in the basement on the east side of Building 200.

c) Of the landscaped area between Building 200 and 228 including any subsurface issues such as structural elements, service lines such as sewer, electrical, water, data, etc., and landscaping elements.

3. Perform onsite field investigations to test for hazardous materials.

a) Document the findings in the form of a hazardous materials report.

4. Perform onsite field investigations to review, inspect, and identify sizes, dimensions, and deficiencies in the current building systems.

a) Mechanical systems for all aspects of supply, return, exhaust, and controls.

b) Electrical systems, circuiting, and capacity.

c) Plumbing systems supply and sewer.

d) Fire Alarm and Suppression systems.

e) A/E shall develop an existing equipment inventory and provide a schedule showing all existing equipment. The schedule should identify equipment planned for reuse, water usage, electrical demand, exhaust requirements, specialized cooling, and other critical features that will be of use later in the design. The schedule shall reference or include a floor plan depicting the equipment location marked with an identification tag which ties back to the schedule.

f) Security systems for monitoring (cameras) and access control.

5. Perform onsite field investigations to review above ceiling conditions for acoustical ceilings and at access panels for drywall ceilings.

a) Investigating floors above and below for possible piping obstacles such as plumbing, ductwork, electrical, medical gases, and telecom.

6. All investigative work shall be documented in the form of reports, schedules, notes, existing condition drawings, etc. and submitted with the 35% Design deliverables.

7. The options presented in the 35% Design Phase (Schematic Design) shall be supported by information obtained by the investigative work.

b. A progress schedule showing percent of work completed and weekly status updates shall be provided throughout the project.

c. An updated, detailed Construction Cost Estimate (CCE) for the scope of work shall be provided with each phase’s deliverables.

1. For 35% Design Phase (Schematic Design), the A/E shall provide a minimum of three (3) CCEs, one for each of the required options.

2. The CCE for the 35% Design Phase (Schematic Design) shall be for information purposes and shall not impede the A/E from progressing towards the next phase of the work.

3. Unless there is a definitize change in the scope of work by the government, the CCE shall not be used by the A/E as grounds for an increase in their fee.

d. The A/E shall complete the design package to include plans, details, sections, elevations, schedules, construction drawings, edited specifications, site visit reports, a detailed construction estimate and all related information as required by the contract.

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e. The A/E shall submit a QA/QC template for review. Template shall have a signature block for the QA/QC reviewer. If a QA/QC template is not approved by the COR, then the A/E will utilize the checklist provided in Attachment 13 in coordination with the COR.

1. The submission shall detail the specific method used to cross-check specifications, drawings, technical documents, cost estimate, etc. for completeness and accuracy at each submittal stage.

2. The submission shall detail the specific method used to determine constructability of facility as detailed in drawings, specifications, and technical documents (i.e., Can a Contractor construct the project as shown in drawings and specified in specifications? Have lessons learned been incorporated?).

f. The design Quality Control Manager (QCM) and Quality Control “responsible persons” (QCRPs) shall not be members of the active design team. The personal and corresponding corporate resumes shall be submitted to the VA for review and approval.

g. The designer-of-record shall be responsible for ensuring an independent and third-party agent conducts a thorough check on drawings, specifications, cost estimates, and other required technical data prior to any design milestone deliverable.

Purpose of independent check is to:

1. Reduce errors, omissions, interferences, and inconsistencies between design disciplines and consultants.

2. Reduce inconsistencies between drawings, specifications, and cost estimates.

3. Incorporate latest criteria, lessons learned, and review comments, as applicable.

h. The A/E shall provide Construction Administration Services as a separate line

CLIN cost.

6) End-user Design Parameters: The design shall consist of several end-user design parameters that must be included with the design and will be used to measure the success of the overall project. The parameters include, but are not limited to the following:

a. BIM: Building Information Modeling is a requirement to coordinate the work of multiple trades and engineering disciplines.

b. Circulation: Vertical circulation includes stairways and elevator and shall be considered “existing to remain”.

c. Commissioning will be performed by others under a separate contract.

d. Communication. See specifications in Attachment 14.

e. Electrical:

1. All outlets are to be circuited on 3-wire ground.

2. Medical equipment needs to be on dedicated circuits.

3. All electrical distribution panels shall be labeled with its power source information (i.e., the circuit feeding it).

f. Energy: The design shall include Energy Star rated materials and equipment or a

VA approved equivalent.

g. Plumbing:

1. Low-flow water fixtures are required.

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2. All toilet fixtures are to be manually operated except ABAAS required fixtures which shall be automatically controlled.

3. Toilet accessories will need to be coordinated with EHVAH Environmental Management Services (EMS).

h. Signage: To comply with VA standard signage requirements.

i. Specifications: The most current versions of the standard specifications shall be taken from the VA’s Technical Information Library (TIL) but may be augmented as necessary to clearly define the project. When applicable, develop the drawings, notes, and/or specifications to include the following:

1. For rated doors, frames, and hardware the UL labels shall be clearly visible and shall not be covered with primer or painted. For rated doors with continuous hinges the UL label for door shall be placed on the top edge of the door and the UL label for the frame shall be placed on the underside of the header.

2. Avoid cutting floor tile less than half-size where possible. Past site experience has seen many rooms with tile less than 2" thick around the walls.

The tile layout should be changed to avoid this. Keep in mind, you always can change the layout by 6" and still maintain symmetry.

3. Concrete shall not be used to fill floor/wall penetrations. UL-approved fire-patching materials are to be specified in such situations.

4. The contractor shall be required to install/hang wire for acoustical ceiling systems at (or as close as possible) to the four corners of the fixture on the grid mains in conjunction with the fixture locking clips. The locking clips lock the fixture into the grid mains and do not release unless unlocked.

5. Contractor shall install service valves at risers for hot and cold water lines and before zone valve for the medical gas system(s). This work is to enable isolation of the floor for future maintenance work.

6. Label the cover plates of all electrical receptacles both inside and outside with their circuit numbers and panel it is fed from (on the outside of the receptacle cover and a label inside the outlet box).

7. All fixtures to be checked for hot water 120° Fahrenheit at point of use. No run outs of greater than 50 LF without a hot water return line tie-in. This is a more stringent requirement than stated in the code which permits up to 100

LF.

8. Replace all occurrences of “Resident Engineer” in this contract and throughout VA Master Specifications with Contracting Officer’s Representative (COR).

9. Replace all occurrences of “Facility Management Service” in this contract and throughout VA Master Specifications with “Project Planning Section, Engineering Service”.

j. Telecom: Telecom standards for will be provided by the COR and OIT. See Attachment 14.

7) The A/E shall furnish multi-discipline architectural and engineering services for reports, planning and programming studies, investigations, testing, design concepts, design options, construction drawings and specifications, review of shop drawings, samples, equipment, data, and other related documents. Although primarily

Template Version 1 9 architectural in nature, projects may also have components that fall under additional disciplines including but not limited to:

a. Accessibility.

b. Acoustical Design.

c. Civil Engineering.

d. Commissioning.

e. Construction Administrative Services.

f. Control Systems.

g. Cost Estimation.

h. Electrical.

i. Energy.

j. Environmental Design/Hazardous Material.

k. Fire Alarm and Suppression.

l. Furniture and Equipment.

m. Infection Control.

n. Interior Design.

o. Mechanical.

p. Landscape Design.

q. Lighting.

r. Phasing of Construction/Schedule Development.

s. Plumbing.

t. Rendering and 3D Modeling.

u. Reports (of a specific nature as outlined in the SOW).

v. Security.

w. Signage and Wayfinding.

x. Specifications.

y. Structural.

z. Telecom (Phone and Data)

8) In accordance with VAAR 836.606-73 Application of 6 percent architect-engineer fee limitation.:

a. The total cost of the architect or engineer services contracted for must not exceed

6 percent of the estimated cost of the construction project plus any fees for related services and activities such as those shown in paragraph (c) of this section.

b. To support project submissions, the Contracting Officer’s Representative must use VA Form 10-1193, Application for Health Care Facility Project, and Form 10-6238, EMIS Construction Program Estimate Worksheet, and must show the proposed technical services where necessary and applicable.

c. The 6 percent fee limitation does not apply to the following architect or engineer services:

1. Investigative services including but not limited to:

a) Determination of program requirements, including schematic or preliminary plans and estimates;

b) Determination of feasibility of proposed project;

c) Preparation of measured drawings of existing facility;

d) Subsurface investigation;

e) Structural, electrical, and mechanical investigation of existing facility; and https://www.va.gov/oal/library/vaar/vaar836.asp#83660673c

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f) Surveys: topographic, boundary, utilities, etc.

2. Special consultant services that are not normally available in organizations of architects or engineers and that are not specifically applied to the actual preparation of working drawings or specifications of the project for which the service is required.

3. Other:

a) Reproduction of approved designs through models, color renderings, photographs, or other presentation media;

b) Travel and per diem allowances other than those required for the development and review of working drawings and specifications;

c) Supervision or inspection of construction, review of shop drawings or samples, and other services performed during the construction phase; and

d) All other services that are not an integral part of the production and delivery of plans, designs, and specifications.

4. The cost of reproducing drawings and specifications for bidding and their distribution to prospective bidders and plan file rooms.

9) VAAR Magnitude of Construction range between $10,000,000.00 and

$20,000,000.00

10) A Firm-Fixed Price (FFP) construction contract is intended to be awarded based on design provided using Design Bid Build (DBB) method.

11) Should the COR or CO provide approval to increase the cost of construction with all other requirements remaining the same, the A/E is not entitled to a fee increase.

12) The above A/E scope constitutes a basic outline of the work and in no way outlines all the details for the design of this project. It is recommended that a detailed inspection of the premises be initiated to determine the needs and conditions for the design and plans for this project. Copies of the most recent drawings will be available for A/E’s use. However, the A/E shall field verify their validity before starting the design. Utilities within the area and identified on existing drawings are not to be interpreted as the exact location or as a comprehensive representation of the existing site conditions.

I) Constraints.

1) Work hours for EHVAH staff are from 7:30 am until 4:00 pm, Monday through Friday.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of patient privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

3) Exploratory demolition is permitted but must be coordinated with the COR.

4) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

5) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

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b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Designs and specifications should adhere to this policy to the greatest extent possible.

6) All contractors (in this case A/E personnel) visiting the jobsite will need to receive a temporary PIV badge. The procedure to follow is:

a. Contractors must FIRST get their fingerprints done by Human Resources located in Building 17.

b. It takes between 3-5 days at least for fingerprints clear.

c. Once fingerprints have cleared the person requesting a badge can be sponsored.

d. The contractor must then complete a “Request for a PIV card” form See

Attachment 11 and then turn in to the COR.

e. The contractor can then be sponsored upon verification the fingerprints have been cleared.

f. Once contractor has been sponsored the COR, they can call PIV (708) 202-5170 to arrange for issuance of a PIV for badge.

J) Tasks and Responsibilities.

1) A post award meeting between the Contracting Officer (CO) or Contracting Specialist (CS), the Contracting Officers Representative (COR), and key A/E team members will be conducted to review project objectives, scope, deliverables, communication, site access, schedule, and responsibilities. After this meeting the awarded A/E firm shall provide their services per the following phases.

2) The first phase will begin with a Notice of Award from the Contracting Officer (CO) or Contracting Specialist (CS).

a. Each phase will be concluded with deliverables rendered and may include a meeting with key personnel from both the A/E team, the CO/CS, the COR, and the EHVAH.

3) The A/E shall submit a completed QA/QC form for review after each phase. The template shall have the name, date, and signature of the QA/QC reviewer.

4) Each phase will be concluded with a “Page-Turn” meeting with key personnel from both the A/E team, the CO/CS, the COR, and the EHVAH. The meeting will review all the comments consolidated by the COR following the EHVAH review period.

5) The COR will have the authority to reject deliverables he or she finds inadequate, insufficient, or otherwise unintelligible. No work shall proceed to the next phase until the COR and CO agree the deliverables are acceptable.

6) Pertinent VA data and files will be made available to A/E. The A/E is responsible to verify the accuracy of data used. The government-furnished reports, data, and information are not guaranteed to fully represent conditions. The government shall not be responsible for any interpretation or conclusion by the A/E drawn from data or information provided. The A/E is to follow applicable VA Design Manuals, VA Standards, VA Design Guides and Directives, VA Handbooks, and local, state and Federal codes and regulations.

7) The A/E shall develop a Phasing Plan as part of the contract documents. The plan shall include the coordination of utility shutdowns and/or relocation requirements.

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The Phasing Plan shall at a minimum incorporate notes on drawings at 65%, 95% and 100% submittals. However, when the COR feels notes alone are insufficient, the A/E shall include drawings into the contract documents.

8) 35% Design Phase (Schematic Design)

a. Field investigations and site visits are considered an essential function and one of the first steps of the schematic design phase.

b. The A/E firm shall visit the Sterile Processing Service in the basement of

Building 200 to perform a field investigations of all engineering disciplines.

Measurement of the existing spaces shall be taken to update the existing conditions into AutoCAD drawings.

c. The A/E firm shall use Option 8 from Attachment 19 as the starting point for their design.

d. The A/E firm shall meet with key EHVAH personnel to determine a program for design. Based upon these meetings, the field investigations, and the scope of work, the A/E firm shall develop a minimum of three (3) viable, preliminary, designs options with each option addressing the needs of the scope of work. Each option should consider equipment layout, best practices, and production flow.

Each option shall include a narrative of their suggested design alternative, drawings, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

e. The EHVAH will review the documents provided and select one of these options to pursue in the next phase. Comments will be collected by the COR and formally sent to the CO/CS. It is possible the selected option to move forward contains elements from all three preliminary options resulting in one, hybrid option.

9) 65% Design Phase (Design Development).

a. The A/E firm shall develop the selected design option by expanding upon the drawings, details, and specifications of the work to be performed. The selected option shall include revisions to the A/E firm’s suggested design alternative, design narrative, drawings, specifications, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

b. Following the 65% design submission COR will submit the package for an independent Fire Code Review. See Attachment 15. The review may render life safety comments that will need to be incorporated into the 95% design submission.

c. Following the 65% design submission COR will submit the package for a review by the Hines Energy Manager. The review may render energy and water comments that will need to be incorporated into the 95% design submission.

10) 95% and 100% Design Phases (Construction Documents).

a. The A/E firm will incorporate any life safety comments from the independent Fire

Code Review.

b. The A/E firm will incorporate any energy and water comments from the Hines

Energy Manager Review.

c. The A/E firm shall develop a full set of construction drawings and specifications.

These construction drawings and specifications will be used for bidding by a

Template Version 1 13 qualified contractor. Review sets will be provided to the CO/CS and the COR at the 95% and 100% completion intervals prior to the final bid issuance.

d. The A/E firm shall address any questions, clarifications, and/or Requests for Information (RFI’s) that arise during the bidding phase. Upon completion of the bidding process the A/E firm shall issue a final set of drawings and specifications to be referred to as contract documents. Alternate designs options and/or cost savings measures agreed to by the contractor shall be incorporated into the contract documents.

11) Construction Administration.

a. The A/E firm shall provide services during the construction phase of the project including but not limited to:

1. Site visits during construction:

a) Attend Post-Award meeting. The Designer of Record and its key consultants will attend a “Page-Turn” meeting following the award for construction. The goal of this meeting is to clarify any confusion the contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

b) Attend to bi-weekly construction meetings. This can be performed via WebEx or Microsoft Teams.

c) Participation in final acceptance inspection and prepare punch list.

d) Verification of final inspection punch list items completion.

2. Bi-weekly (every 2 weeks) construction meetings:

a) Provide a report narrating each visit/meeting with the EHVAH (minutes) within seven (7) calendar days of the visit/meeting.

3. A site visit report which includes the purpose of the visit, observed construction, advisement of any deviations/deficiencies, recommendations, additional actions required, items reviewed, shall be furnished to the COR within seven (7) calendar days following the visit day.

4. Review all construction contractor submitted shop drawings, samples, RFIs and submittals, as required by specifications, recommending either conformance/non-conformance with inclusion of comments to the COR and return within seven (7) calendar days of receipt.

5. Review all cost proposals for construction changes and return within seven (7) calendar days.

6. Issue construction clarification drawings when requested by the CO, the CS, and/or the COR.

7. Assist in the development of RFP’s and Request for Modification’s on behalf of the government.

12) Construction Close-out Documents.

a. The A/E firm shall review the contractor close-out submissions for thoroughness and conformance with the contract document requirements. The A/E firm shall also review field-marked as-built drawings for conformance with final installations. The A/E firm shall utilize these as-built drawings and specifications from the contractor and generate as recorded drawings and specifications.

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K) Deliverables

The awarded A/E firm shall have their services delivered per the following phases:

1) 35% Design.

a. The design package shall be issued in hardcopy (drawings and specifications) and electronic (PDF) copy. The package shall include but is not limited to:

1. QA/QC checklist.

2. Investigation findings including reports, schedules, and drawings.

3. Cost estimate.

4. Design narrative report.

5. All 3 schematic design options.

b. A final schematic design shall be issued in hardcopy (drawing set and report binder) and electronic (PDF) copy. Four (4) drawing sets and binders and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. Preliminary design drawings from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Schematics checklist with the following possible disciplines:

1. Accessibility.

2. Architectural.

3. Civil Engineering.

4. Cost Estimation.

5. Electrical.

6. Energy.

7. Fire Alarm and Suppression.

8. Furniture and Equipment.

9. Mechanical.

10. Phasing of Construction

11. Plumbing.

12. Security.

13. Schedule Development.

14. Space Planning.

15. Structural.

2) 65% Design.

a. The design package shall be issued in hardcopy (drawings and specifications) and electronic (PDF) copy. The package shall include but is not limited to:

1. QA/QC checklist.

2. Cost estimate.

3. Design narrative report.

4. Cover page.

a) List of drawings.

b) Location information.

c) Code information.

d) General notes.

e) Geotechnical surveying.

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5. Floor plans.

a) Civil and Site.

b) Demolition.

c) Construction.

d) MEP.

e) Reflected Ceiling.

f) Security.

g) Furniture and Millwork.

h) Telecom.

6. Preliminary Schedules.

a) Finished Material Schedule.

b) Light Fixture schedule.

c) Room Finish Schedule.

d) Equipment Schedule (Provided by/Installed by).

7. Preliminary Interior Elevations.

a) All impacted rooms and spaces.

b) Shows millwork and installed equipment.

8. Preliminary Wall sections and Details

9. Preliminary Specifications.

10. Preliminary BIM modeling and initial renderings.

a) 10 interior renderings.

b) Rendering vantage points and views to be coordinated with the COR.

b. 65% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. One (1) set of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. Drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Design Development checklist with the following disciplines:

1. Accessibility.

2. Acoustical Design.

3. Architectural.

4. Civil Engineering.

5. Cost Estimation.

6. Electrical.

7. Energy.

8. Environmental Design/Hazardous Material.

9. Fire Alarm and Suppression.

10. Furniture and Equipment.

11. Infection Control.

12. Interior Design.

13. Mechanical.

14. Landscape Design.

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15. Lighting.

16. Phasing of Construction.

17. Plumbing.

18. Rendering and 3D Modeling.

19. Security.

20. Schedule Development.

21. Signage and Wayfinding.

22. Space Planning.

23. Specifications.

24. Structural.

25. Telecom (Phone and Data)

3) 95% and 100% Design.

a. The design package shall be issued in hardcopy (drawings and specifications) and electronic (PDF) copy. The package shall include but is not limited to:

1. QA/QC checklist.

2. Cost estimate.

3. Design narrative report.

4. Cover page.

a) List of drawings.

b) Location information.

c) Code information.

d) General notes.

e) Geotechnical surveying.

5. Floor plans.

a) Civil, Site and Landscaping.

b) Demolition.

c) Construction.

d) MEP.

e) Reflected Ceiling.

f) Security.

g) Furniture and Millwork.

h) Telecom.

6. Schedules.

a) Finished Material Schedule.

b) Light Fixture schedule.

c) Room Finish Schedule.

d) Equipment Schedule (Provided by/Installed by).

7. Interior Elevations.

a) All impacted rooms and spaces.

b) Shows millwork and installed equipment.

8. Wall sections and Details

9. Specifications.

10. BIM modeling and final renderings.

a) 10 interior renderings.

b) 3D walk-through of space.

c) Rendering vantage points and views to be coordinated with the COR.

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b. 95% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. One (1) set of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. The drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Construction Documents checklist with the following disciplines:

1. Accessibility.

2. Acoustical Design.

3. Architectural.

4. Civil Engineering.

5. Commissioning (by others).

6. Control Systems.

7. Cost Estimation.

8. Electrical.

9. Energy.

10. Environmental Design/Hazardous Material.

11. Fire Alarm and Suppression.

12. Furniture and Equipment.

13. Infection Control.

14. Interior Design.

15. Mechanical.

16. Landscape Design.

17. Lighting.

18. Phasing of Construction.

19. Plumbing.

20. Rendering and 3D Modeling.

21. Security.

22. Schedule Development.

23. Signage and Wayfinding.

24. Space Planning.

25. Specifications.

26. Structural.

27. Telecom (Phone and Data)

28. Additionally, the A/E shall put together a submittal registry listing all submittals, samples, and testing called for on the drawings or specifications.

c. 100% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. One (1) set of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the

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COR per the schedule indicated in Section L. The drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Construction Documents checklist with the following disciplines:

1. Accessibility.

2. Acoustical Design.

3. Architectural.

4. Civil Engineering.

5. Commissioning (by others).

6. Control Systems.

7. Cost Estimation.

8. Electrical.

9. Energy.

10. Environmental Design/Hazardous Material.

11. Fire Alarm and Suppression.

12. Furniture and Equipment.

13. Infection Control.

14. Interior Design.

15. Mechanical.

16. Landscape Design.

17. Lighting.

18. Phasing of Construction.

19. Plumbing.

20. Rendering and 3D Modeling.

21. Security.

22. Schedule Development.

23. Signage and Wayfinding.

24. Space Planning.

25. Specifications.

26. Structural.

27. Submittal Registry.

28. Telecom (Phone and Data)

d. Bid package sets shall be identical to the 100% Design sets with minor corrections made if necessary. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

e. Contract Documents shall consist of revised drawings and specifications from the Bid package which reflect the elements of the proposed contract for construction.

Drawings and specifications shall be stamped, signed, and sealed. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or

Template Version 1 19 earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

4) Construction Administration.

a. Field reports by the architect and their engineers based upon field visits and bi-weekly meetings.

b. RFI’s, submittal review, and construction clarification drawings.

5) Construction Close-out Documents.

a. Construction Close-out Documents shall consist as recorded CAD drawings and specifications. The documents shall be revised drawings and specifications based upon as-built drawings and specifications submitted by the contractor and A/E clarification drawings generated during the construction project. The as recorded CAD drawings shall focus on the actual built structures and components and remove all unnecessary construction notes and references. Drawings and specifications shall be stamped, signed, and sealed. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing.

Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

L) Timeline.

The awarded A/E firm shall have their services executed per the following timelines.

These timelines should be viewed as guidelines for milestone dates.

1) 35% Design - 90 calendar days to complete this phase from the Notice of Award issued by the CO/CS until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

2) 65% Design – 45 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

3) 95% Design – 45 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

4) 100% Design (Bid Documents) – 14 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. Following any technical comments any minor corrections will be addressed within 2 calendar days and submitted to the CO/CS/COR for acceptance.

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5) EHVAH Review Periods – Shall immediately follow each design phase per the schedule below. Each review period is listed as a maximum duration and any relevant comments will be submitted to the A/E as technical comments formatted in a report. This report will also notify the A/E team to move onto the next phase.

a. 35% Design: Up to 21 calendar days. The technical comments report will notify the A/E team of the selected option or combination of options (hybrid) to pursue in the 65% Design phase.

b. 65% Design: Up to 21 calendar days including a Fire Code Review.

c. 95% Design: Up to 21 calendar days.

d. 100% Design: Up to 7 calendar days.

e. Record Drawings: Up to 14 calendar days.

6) Immediately following the closing of the RFI period during construction bidding the A/E team will have 10 calendar days to issue the final Contract Documents. These documents will update the Bid Documents based upon RFI’s submitted and addressed during the construction bid period.

7) Construction Administration – To be determined based upon the schedule for construction. The estimated construction period is 15 months after NOA with all product submittals to be initially delivered within the first 30 calendar days of the construction schedule.

8) Construction Close-out Documents – 30 calendar days from receipt of the contractor’s as-built drawings and specifications.

9) Period of Performance Timeline Table.

Phase Action Duration Pre-Design Conference

PCAC Award/Admin Time after receipt of Notice to Award

10 calendar days

Design 35% Design by A/E 90 calendar days Design 35% Design Review by Hines 21 calendar days Design 65% Design by A/E 45 calendar days Design 65% Design Review by Hines 21 calendar days Design 95% Design by A/E 45 calendar days Design 95% Design Review by Hines 21 calendar days Design 100% Design by A/E 14 calendar days Design 100% Design Review by Hines 7 calendar days Design Design Total 264 calendar days Bidding RFI/Clarification Response by A/E Varies Bidding Bidding Total Varies Construction CPS by A/E 455 calendar days (est.)

Construction Record Drawings by A/E 30 calendar days Construction Record Drawings Review by Hines 14 calendar days Construction CPS Total 499 calendar days (est.)

M) Other Pertinent Information or Special Considerations.

a. No VA Sensitive information or connection to the Hines network will be required for execution of this contract.

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b. All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. The Contractor shall provide the Government copies of such certificates.

c. Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

d. All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

e. Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

f. Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes.

N) Point of Contact at the EHVAH.

1) Aaron Walsh

Healthcare Engineer Engineering Service Edward Hines Jr. VA Hospital Department of Veterans Affairs 5000 S. Fifth Avenue Building 2, Room 117 Hines, IL 60141-5000 aaron.walsh@va.gov Phone: 708-202-8387 ext. 21152

FAX: 708-202-2167

mailto:aaron.walsh@va.gov

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O) SOW ATTACHMENTS: The following list of documents are attached to this SOW for A/E use and incorporation into the project documents

1) SPS Expansion Plans

2) Hines Underground Utility Plan

3) Pre-Construction Checklist

4) Safety and Health during Construction Activities

A Pre-construction/Safety Risk Assessment (PCRA) B National Environmental Protection Act Assessment (NEPA) C Construction Safety Checklist D GEMS Awareness Competent Person Training E Construction Project Waste Minimization Report F Hines VAH Contractor Safety Disciplinary Procedure G Hines VAH COR Letter of Concern for Safety Non-Compliance H OSHA Required Competent Person Inspections I Crane Operation and Minimum Criteria On-Site Inspection Checklist J Hines VA Hospital Planned Critical Lift Plan & Crane Permit

5) Cutting Welding and Other Hot Work

6) Dig Permit Program SOP

7) Above Ceiling Entry and Wall Construction Permits

8) Pre-Construction Risk Assessment (PCRA)

9) Interim Life Safety Measures (ILSM)

10) Infection Control Risk Assessment (ICRA)

11) Contractor PIV Instructions and Form

12) Contractor Parking

13) A/E Design Checklist

14) OIT Horizontal Cable Requirements

15) Fire Protection Code Reviews

16) No Smoking Policy 10-1-19

17) Hines VA – Front-end Specifications

18) Hines COVID-19 Guidelines

19) Final Study of SPS Space in Building 200 (Divided into A, B, C, and D)

20) Sterile Processing Service Design Guide 9-1-22

21) VHA…