FINAL 695-21-701 SOW Milwaukee EHRM Data Center - 11-8-21.pdf

695-21-701 EHRM Infrastructure Upgrades – Tier 2 – Milwaukee, WI A-E Scope of Work 8 November 2021

SCOPE OF WORK

PROJECT NO: 695-21-701

PROJECT NAME: EHRM Infrastructure Upgrades – Tier 2 - Milwaukee, WI

I GENERAL INTENT

1. Architect-Engineer (AE) shall provide professional architectural and engineering investigative, design, and construction period services for project 695-21-701 as described herein. The AE is shall design this construction project for a performance duration of 180 calendar days from the issuance of the Notice of Award (NOA).

2. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $16,290,900.00.

3. STATEMENT OF WORK:

a. A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, conduct of studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facilities electric and IT to allow for the new Electronic Health Record Modernization (EHRM) system Data Center.

b. A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, requirement to create independent cost estimates, for the VA, for any modifications, for the attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. The A/E shall review the Contractor’s requests for information and cost proposals for construction change orders when requested by the COR. The A/E’s reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

c. The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Milwaukee MEDICAL CENTER record drawings and the EHRM infrastructure readiness

695-21-703 EHRM Training and Admin Space Support – Milwaukee, WI assessment documents will be made available for A/E use; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

d. The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

e. The project will provide interior renovations and improvements to Milwaukee VA Building #111, 1st floor old kitchen and associated adjacent rooms including associated MEP support systems for the expressed purpose of relocating the existing 3rd floor Data Center to first floor and upgrades to meet the EHRM requirements and user requirements. All utilities that run through Old Kitchen area that are not required for New Data Center shall be relocated so utilities do not run through New Data Center. The project will provide interior renovations and improvements to Milwaukee VA Building #111, 3rd floor Data Center and associated adjacent rooms including associated MEP support systems to convert area into offices. The scope of this project includes but is not limited to the following infrastructure improvements: Electrical (electrical panel upgrades, power (normal and emergency)), Bonding, Building Management System interfaces, gaseous fire suppression system, assess for new and upgrades to existing HVAC and reconfiguration of plumbing systems, renovation of existing space (demo, new construction, finishes), renovation of existing Data Center (demo wall, remove raised floor, remove lay-in ceiling, new construction, and finishes), physical and electronic security, and hazardous material abatement. A completely redundant power distribution system shall be provided for Data Center racks including 100% backup in UPS system configuration for Data Center.

4. This Project will renovate approximately 3,000 SF on 3rd floor that is existing Data Center and associated offices in building 111 into new offices. This Project will renovate approximately 3,000 SF that is existing old kitchen on 1st floor into new Data Center and OIT offices and all associated infrastructure upgrades required. Project includes the following areas:

a. Building 111 – First floor – New Data Center in Old Kitchen area

b. Building 111 – Third floor – Existing Data Center, associated offices, and support spaces

c. Building 111 – Second floor – Glycol cooling system and support spaces

d. Building 111 - Basement – UPS systems and support spaces

e. Building 111 - Basement – Demarcation Point (DeMarc) room – any changes required for project

f. Building 111 – Areas between rooms associated with project for utilities, feeders, conduit cabling, piping, ducts, equipment, etc.

5. The AE shall complete this design Contract in accordance with professional standard practices, technical accuracy, applicable codes, and VA standards and guidelines. AE shall provide site survey, design, quality control reviews and construction period services. In addition:

a. A corporate member of principal AE firm shall sign every drawing. This is required in addition to professional registration stamps.

b. Immediately upon award, AE shall apply for necessary badging for personnel and vehicles to enter VAMC Milwaukee in accordance with latest applicable requirements.

c. If codes change during design, VA will issue an RFP to designer for re-design to meet changed codes.

During design phase, if a pending code change may take effect either during design or construction, and impact project substantively, AE shall send to VA a Request for Information (RFI) addressing issue.

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

7. The AE shall act as primary quality control architect and engineer.

8. VAAR 836.606-73 "Application of 6 percent architect-engineer fee limitation" apply to design phase cost proposal.

9. Privacy / Security / Badging Requirements:

a. AE contractors working at Milwaukee VAMC shall be fingerprinted prior to being allowed to work on campus. Contractor ID badges can be obtained from PIV office typically 3-5 calendar days after approved SAC form is received and fingerprints clear. ID badges are required for contractor employees working at VAMC Milwaukee. Refer to SOW Attachment 1 - 01 01 10 SN Special Notes for more information.

b. AE’s employees shall complete necessary Privacy and Information Security training. The COR will provide this training so that VA-sensitive and patient information is safeguarded always and to prevent unlawful disclosure by contract employees.

c. The AE shall fill out and submit a Non-Disclosure Agreement Form (VA Form 0752).

d. If AE requires access to VA computers or to connect to the VA network, AE shall ensure that computers meet FIPS 140-2 requirements like standard encryption for VA password protection.

e. The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation

Package is not required.

10. Deductive bid alternates are not required for the anticipated construction contract (any and all references to Deducts in this document shall be disregarded).

11. The design shall meet all requirements of Design Guide (dated February 2011) standard from US Department of Veterans Affairs, Office of Information and Technology.

12. The design shall meet all requirements of Infrastructure Standard for Telecommunications Spaces Version

3.1 (dated July 1, 2021) standard from US Department of Veterans Affairs, Office of Information and Technology.

II OVERALL DESIGN-PHASE AND CONSTRUCTION-PHASE PROCESSES

1. The AE shall develop formal construction documents (Drawings and Specifications) in accordance with minimum delivery requirements specified in applicable VA Program Guides. Other deliverables include services that support drawings and specifications (see Paragraph III). These deliverables shall be based on material furnished by VA, SOW validation visit(s), Charrette Meeting & Report, AE surveys and investigations, formal design reviews/discussions, and applicable VA Design Criteria, Design Guides or Directives, Design Standards, and Milwaukee-specific checklists. Formal design process includes these milestones:

a. SOW validation meeting before furnishing proposal.

b. Design Kickoff / Charrette Planning meeting to discuss project goals, criteria, AE design quality control, and to establish protocol with an agenda for Design Charrette meetings. AE shall meet with COR at VAMC Milwaukee for this milestone.

c. Design Charrette (four-days), to include a first day in brief meeting with Data Center users; second and third days to interview staff, do field surveys, and develop design options; and fourth day out-brief meeting to present design options and recommendations to Hospital Top Management at VAMC Milwaukee. AE shall provide a Charrette Report within two weeks after Charrette out-brief meeting describing all benefits and concerns for a minimum of three different design options for: architectural layout, electrical services, cooling systems, and water damage protection from overhead piping and leaks from floor above the Data Center.

d. AE Survey and Investigations. This phase begins at Design Kickoff Meeting and continues throughout design but shall be principally complete prior to 35% deliverable. AE shall coordinate site visits and investigations with COR. Site visits during AE Survey and Investigations are required per table in Paragraph VI.

e. Design Quality Control Plan. Deliver to COR with 10% Basis of Design Deliverable.

f. 10% Basis of Design Deliverable. Provide design narrative. Design Review conference call two weeks after deliverable.

g. 35% Schematic Design (SD) deliverable. Provide design narrative, drawings, and specification index.

Includes Design and other required Services. Design Review meeting two weeks after deliverable at VAMC Milwaukee.

h. 65% Design Development (DD) deliverable. Provide design narrative, drawings, and red-line edited specifications. Design Review meeting two weeks after deliverable at VAMC Milwaukee.

i. 95% Construction Document (CD) deliverable. Provide design narrative, drawings, and edited specifications. Design Review meeting two weeks after deliverable at VAMC Milwaukee.

j. 100% (Final) Construction Document (CD) deliverable.

k. Services associated with construction solicitation phase are to be considered part of design phase.

These include answering of contractor questions and preparation of design amendments (drawings and specifications) to correct or revise any errors and deficiencies in contract documents.

2. Construction period services (CPS) is anticipated as an Option Line Item to be exercised under this Contract. See Paragraph V and VI for details.

3. The Government review time for milestone AE deliverables (10%, 35%, 65%, 95%) shall be 14 calendar days after deliverables are received during which time AE shall stop working on documents. Refer to Paragraph VII.

4. Pertinent VA data and files will be made available to AE. AE responsible to check accuracy of data used.

Government-furnished reports, data, and information are not guaranteed to fully represent conditions.

Government shall not be responsible for any interpretation or conclusion by AE drawn from data or information provided. AE to follow applicable VA Design Manuals, VA Standards, VA Design Guides and

Directives, VA Handbooks, Milwaukee design checklists, and local, state and Federal codes and regulations. VA standards can be located at http://www.cfm.va.gov/TIL/.

5. The AE shall provide a Quality Control review of their design at each milestone. AE shall be required to deliver a quality control goals, procedures, and checklist to be implemented by design team for this delivery Contract. AE’s Design Quality Control Plan (DQCP) is defined in Paragraph III. This document shall be delivered to COR per schedule in Paragraph VII. A Quality Control review will evaluate both technical accuracy and discipline coordination. Final deliverable shall include a single set of 100% prints and specifications highlighted to indicate that review was performed, and corrections made. Provide a stamp on cover page of drawing set and specifications. Such items as section, detail, and note references to other sheets, major dimensions, and equipment locations shall be marked. Verify that equipment is correctly identified same way on sheets and in specifications. Ensure that work as indicated on drawings is fully and consistently specified.

6. AE shall develop Phasing Plan and coordination of utility shutdowns and/or relocation requirements and incorporate into notes on drawings at 35%, 65%, 95% and 100% submittals. The AE shall incorporate these data into the specifications and drawings. VA’s specifications section 01 01 10 SN requires that outages be off-shift (See SOW Attachment 1 - 01 01 10 SN Special Notes). AE shall incorporate these data into specifications and drawings as required.

7. Nationally, the VA has contracted with Cerner, a supplier of health information technology services, devices and hardware, to provide and coordinate all aspects of the training environments. As such Cerner will be involved in this project in some capacity. AE will be responsible to coordinate the projects requirements with Cerner representatives, and approved by VA, throughout the projects design and delivery. The primary areas of coordination include, but are not limited to, the following: IT infrastructure, HVAC, power and lighting, space programming, and furniture.

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

III DESIGN SERVICES – INVESTIGATIVE, SPECIALTY CONSULTING, AND OTHER SERVICES

1. Design Services

Shall include following services in addition to plans and specifications (which are discussed in detail in Paragraph IV):

a. Design Charrette Process at VAMC Milwaukee

b. Survey & Investigative labor and site visit incidentals

c. Development of existing conditions deliverables including data files, drawings, and concept sketches

d. Specialty Consulting Services

e. Basis of Design (BoD) Report

f. Design Quality Control Plan

g. Submittal Register

h. Construction Cost Estimate

i. Calculations

j. Bid Schedule

k. Construction Schedule

l. Determine/Identify Required Permits

m. Photographs

n. Design Review/Coordination Meetings

2. Design Charrette Process

a. The AE shall examine project functions, validate project requirements, analyze alternate design concepts, and present these findings and recommendations to VA. Design Charrette Process will be used by Government to validate scope of work (SOW), design criteria, and cost for project.

b. The AE shall provide written minutes of meetings held during Design Charrette Process within 3 calendar days. AE shall prepare a Design Charrette Report that summarizes process and results.

c. Charrette Planning Meeting. AE shall utilize Design Kickoff Meeting at VAMC Milwaukee to review award documents with Contracting Officer and prepare Charrette Questionnaire for VA staff.

Questionnaire shall be based on VA requirements and space plan as provided as an attachment to this SOW. Prior to start of Design Charrette meeting, AE shall identify and request from VA, available information/data required for design. This information/data may include, but is not limited to, following, of which need to be independently verified by AE:

i. Floor plans for floors effected by project

ii. HVAC drawings for Data Center

iii. Fire protection drawing if available for Data Center

iv. Electrical drawings associated with Data Center

v. User provided layout concepts

vi. Glycol system as-built drawings

d. Design Charrette Meeting. AE shall lead a one-day Charrette kick-off meeting. AE shall also lead a one-day Charrette out brief to discuss concussions, options, recommendations (architectural, mechanical, electrical, and plumbing discipline engineers involved as a minimum) on site at VAMC main campus at a Facility Management Conference Room. Before charrette a structural engineer shall collect available drawings and do a site survey to determine the load that can be added to the Data Center in all floor areas. Charrette shall consider implications of moving the UPS for the Data Center into the Data Center. AE shall facilitate by guiding Design Team, consisting of but not limited to AE, VA COR, VA Interior Department, Police, OIT, BioMed, EMS, Logistics, Shops, User representatives, through a series of meetings/discussions to assemble and organize knowledge and ideas of interested parties as they relate to project’s requirements. AE shall invite sole source integrators that will supply design deliverables to include Johnson Controls. AE shall prepare a charrette agenda, coordinate requirements with VAMC staff, develop relationship and flow diagrams, and deliver an initial floor plan layout. Proposed floor plan layout options will be presented in an iterative process to end users, proposed layouts will include fixed design items such as columns, stairs, windows, chases, etc.

Objective will be to define wall and door locations, room sizes and layouts, obtain a consensus for:

floor plan layout, type of HVAC systems, type of electrical system, level of redundancy that will be provided for HVAC and electrical systems, and plumbing systems that shall be designed. AE will prepare and execute an Executive Level out-brief during Charrette conclusions meeting. Develop three preliminary concept designs to facilitate development of a construction cost estimate while staying in budget. Present concept designs to Government representatives. After initial remarks are presented, AE shall lead technical presentation of meeting. Purpose of this meeting is to confirm SOW for subject project through discussions with Government representatives. Proposed concept design shall include 11” x 17” sketches with dimensions which fully describe recommended scope and concept. Sketches shall be prepared to show, as a minimum:

i. Architectural floor plan. Show renovated floor in relation to existing floor. Indicate major dimensions and orientation.

ii. Demolition Plan: Show items, utilities, etc. to be demolished.

iii. Utility Plans:

1. Show utility lines and their points of connections in relation to existing adjacent utilities.

2. Show any off-floor utility upgrade requirements needed to support project.

3. Plans showing HVAC equipment locations and redundancy.

4. Plans showing how Data Center will be protected from water damage from floors above Data Center and piping through Data Center structural ceiling.

5. Plans showing electrical equipment locations and preliminary single line diagrams of normal, emergency, and UPS power systems.

e. Interior Design / Color Palette. AE shall review color palette requirements for interior finishes (carpet, paint, tile, wall protection, etc.) with VA during this Charrette meetings. Additional requirements for fixed (built-in) furniture and VA’s sole source provider (BSI/Herman Miller) shall be discussed.

f. Design Charrette Report. At completion of Design Charrette meeting, data shall be organized in a Draft Design Charrette Report and submitted to VA in electronic format for review. A Final Design Charrette Report will be prepared and distributed after review comments are resolved. Final Design Charrette Report shall be indexed and bound in three-ring binders with project title and other pertinent information shown on front cover and binding edge. In addition to paper copies, Final Design Charrette Report shall be submitted in electronic format via OpCenter. Based on AE survey/investigations and Charrette Meeting deliberations, Final Design Charrette Report shall define “agreed-upon” proposed consensus design approach. If applicable, options and recommendations shall be provided. AE shall provide rationale behind any major decision made during Design Charrette meeting and attach any deliverable product produced during Design Charrette meeting. Design Charrette Report shall include, as a minimum, following items:

i. An Executive Summary shall provide a written narrative of data covered in briefings and summarize following the Design Charrette.

ii. Include a summary of project scope and cost that was agreed to, purpose, location and other pertinent information.

iii. Include reduced size copies of floor plan(s), utility plan(s), cross sections and other drawings/sketches prepared for user briefs.

iv. Brief review of project’s functional requirements, site analysis, and relationship to adjacent areas, personnel circulation patterns, utilities, climatic factors, and other factors impacting room layout. Also, include a description of architectural, interior design, structural, mechanical, plumbing, electrical, fire protection, communications, and other system(s) proposed for project’s design concept. Finally, narrative shall briefly describe most cost effective and appropriate type of systems selected as minimum and desirable performance requirements for design concept.

v. Identify and describe unique project needs and high-cost features (i.e., physical security, intrusion detection systems, access control, pollution abatement, data rack cooling, mechanical and electrical system redundancy, etc.).

vi. Architectural Compatibility Statement: Identify architectural styles, materials and color schemes. Indicate their compatibility with VA’s planning and design concept.

vii. Identify sustainable design concepts that will be used in project (i.e., reducing energy, operation, and maintenance costs; reducing building related illnesses; increasing building/component durability and flexibility; using construction materials and methods that will foster sustainability through resource conservation and recycling). Also, document potential ideas that may increase project’s initial costs but will meet customer’s requirements and lead to improved life-cycle costs and more sustainability implementation.

viii. Provide a summary of environmental issues, listing completed actions and items requiring further coordination, waivers or permits. Specifically address permit requirements, as well as any impacts due to installation restoration, etc.

ix. Provide a summary of constructability issues (i.e., User constraints, construction phasing, and outages).

x. Provide conceptual construction phasing plan that shows how construction will be phased so existing Data Center will never have a service interruption during construction of the new Data Center.

g. Charrette Supporting Documentation. Includes data to support development of layout and any specific features. As a minimum, following items should be included:

i. Basis of design summary.

ii. Site analysis including relationship to adjacent floors and existing utilities.

iii. Written reports of site investigations and fact-finding meetings.

iv. Meetings minutes for all meetings that occurred during Charrette.

v. Economic and technical analyses prepared during Design Charrette.

vi. Cost estimate and cost model summary sheets for final design concept, including design fees and construction costs.

vii. A set of half-size prints (15" x 21") of drawings and sketches that was prepared on-site during Design Charrette.

viii. See Paragraph VI for detailed account of required site visits and meetings during Design Charrette Process.

ix. Confirm Design Milestones per schedule in Paragraph VII.

3. Survey & Investigative Services

The AE shall request and review VA-provided as-built documents but shall verify their accuracy and report discrepancies in accordance with the IDIQ SOW.

a. Investigate existing site conditions to include mechanical, electrical (technology/lighting/ power), plumbing, fire alarm and fire protection such as existing concealed conduit runs, conduit types/sizes, cable types/sizes, panelboard types/sizes, electrical equipment locations, ducts, plumbing materials/sizes, valves/boxes, fire alarm/suppression, etc., which potentially impact new construction. Physically measure and verify site conditions to ensure that there is no conflict or interference with new construction. Limited destructive investigation services are allowed in some locations with COR approval.

b. The survey and investigative services shall verify condition of existing facility to be renovated/remodeled. AE shall, as a minimum, do following:

i. The AE is responsible for checking accuracy of plans and data supplied by VA.

ii. Investigate project and establish current field conditions and evaluate if information obtained will be enough to allow for completion of design.

iii. Document survey’s purpose, any actions taken, backup information, and findings/ conclusions in a report and submit to VA COR.

iv. Submit a detailed photo log report of each area of work, with each photo labeled including description, location, and orientation.

c. A formal Hazardous Materials Survey shall be required. Design documents shall include abatement plans and specifications.

d. Furniture and equipment to be relocated from existing spaces shall be identified, along with service utility requirements i.e., water/drain, power (emergency/normal/life safety), heat output, vacuum, medical air, etc. Equipment sizes shall be identified to ensure adequate space is accommodated in planning process. Door sizes should be double checked to ensure adequate width for movement of equipment in and out for servicing/replacement. AE shall coordinate this furniture and equipment review with Users, FM Interiors Department, VA Biomed, and VA OIT.

e. A topographic survey shall not be required for this Contract.

f. 3D Scanning: NOT USED

g. A subsurface/geotechnical survey shall not be required for this Contract.

h. Site visits during design phase are required.

i. Site visits during construction phase are required as part of Construction Period Services (CPS) option to design contract.

4. Development of Existing Conditions Deliverables

a. See Paragraphs IX and X.

5. Specialty Consulting Services

a. Geotechnical Engineering Services – NOT USED

b. Elevator Consulting – NOT USED

c. Hazardous Materials Surveys (including Asbestos survey, sampling, and report)

d. Site Environment Site Assessments – NOT USED

e. Cost Estimating and Development of a Construction Schedule

f. Roof Survey (including skylights) – Survey roofs where new and/or existing equipment, piping, and conduit are or maybe located.

6. Basis of Design (BoD) Report

a. See Paragraph IX for additional details to consider for inclusion in BoD Report.

b. The Basis of Design Report is a narrative presentation of facts sufficiently complete to demonstrate that project concept is fully understood and that subsequent design details and their ultimate presentation in final drawings and specifications will be based on sound architectural and engineering decisions. Provide a discussion and description of design in each of disciplines appropriate to project in addition to guidance below.

c. Based on AE survey and investigations, provide an updated design narrative/analysis for each technical discipline (e.g., architectural, structural, mechanical, fire protection, plumbing, electrical, etc.) which describes intent of each discipline with schematic, design development and construction document submissions. This report will be delivered at 35% and updated and delivered at each design submission stage.

d. Provide computations and sizing calculations for electrical, mechanical (HVAC, plumbing, and steam), sanitary, structural and fire protection designs. For computerized calculations, submit complete and clear documentation of computer programs, inputs used, interpretation of input/output, and description of program procedures.

e. Provide designer-selected technical catalog data sheets defining major mechanical and electrical equipment selected as basis of design for VA review and approval.

f. Review VAMC Milwaukee’s Risk Baseline document and provide a fully completed and updated copy with BoD deliverable. (The Risk Baseline form will be provided to AE at design kick-off meeting.)

g. The Basis of Design shall be a bound document, 8 ½” x 11”, organized by discipline.

h. Provide a cover sheet identifying document as Basis of Design Report, and including deliverable stage, project title, location, and Project Number.

i. The following sections are required in BoD Report:

i. Architectural; Life Safety; Phasing; Hazardous Materials

ii. Structural

iii. Mechanical (HVAC ductwork & piping)

iv. Plumbing

v. Fire Protection, Fire Suppression, and Fire Alarm

vi. Electrical (includes power distribution and lighting)

vii. Telecommunications, Security, and access control

viii. Calculations

ix. Construction Schedule

x. Risk Baseline

7. Design Quality Control Plan (DQCP) – AE shall submit a DQCP describing quality control goals, procedures, and checklist to be implemented for this Contract. This document shall be delivered to COR after Charrette Report and prior to 35% SD deliverable. Items below applies to AE’s DQCP:

a. 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.

b. 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:

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

ii. Reduce inconsistencies between drawings, specifications, and cost estimates;

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

c. The DQCP shall be submitted to VA COR per milestone schedule in Paragraph VII in both hard copy and electronic format. It shall address each phase of work, from concept development to Final Design Submittal. As a minimum, DQCP shall include following:

i. Cover Sheet with project title, location, customer/activity, project number, VA Project Number, name of VA COR, fiscal year, design QCM name, and QC “responsible person” for each discipline (i.e., architect, structural, mechanical, electrical, civil, fire protection, landscaping, geotechnical, and interior design).

ii. Design QC organizational chart that includes names of members, company names of AE’s design team, and their key design personnel and design QCRPs.

iii. Design schedule that identifies timeframe for third-party reviewers to do a DQC check before each submittal to Government.

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

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

vi. The specific method used to determine if contract documents are biddable (i.e., Does Contractor have information required to provide a reasonable bid or proposal? Are there unknowns that increase risk to Contractor that potentially increases bid/proposal prices?).

vii. A checklist covering topics listed in Paragraphs above.

viii. A checklist for items that need to be researched during field or site investigation efforts.

d. Design Quality Control Check-Set: After "quality checking" is completed, DQC Check-Set with correction marks, shall be electronically sent to Government for review. Rejection of 95% Design Deliverable will require another Design Quality Control Check-Set to be delivered.

e. Design Quality Control Certification: Deliver a signed certification by AE’s Principal-in-Charge that states 100% Deliverable documents have been quality checked and coordinated as described in AE’s DQCP. This signed certification shall be delivered to VA COR with 100% Design deliverable.

8. Submittal Register – AE shall prepare and provide a checklist of submittals, shop drawings, certifications, tests, and inspections required per drawings and specification sections. VA will provide format compatible with OpCenter workflows, but AE shall prepare full Excel spreadsheet submittal register.

9. Construction Cost Estimate – Provide detailed construction cost estimate utilizing CSI 50-division format in accordance with PG-18-15 (Volume B) and Manual for Preparation of Cost Estimates & Related Documents for VA Facilities. Cost allocation percentage for each element shall be based on experience with projects of similar scope. Expand element breakdown if necessary, to capture components of project that do not fall within Work Breakdown Structure (WBS). For projects with multiple buildings or phases, prepare a model for each building or phase.

a. Cost estimates shall be based on local pricing Milwaukee Metropolitan Area and escalated to estimated bid date. Also, cost estimates shall account for construction climate/market conditions at time of planned construction award. Do not use lump sum (LS) units in cost estimates.

b. The AE shall be responsible for and verify latest wage rate data, category codes, etc. that are to be used. Estimates shall be based on most up-to-date working drawing available and shall be current as of date of submission. Costs will include insurance, taxes, and applicable subcontractors mark up in accordance with FAR and VAAR and/or most accurate factors including risk. Estimate taxes and insurance on labor, such as: public liability, property damage, workmen's compensation, bodily injury, Federal Insurance Contribution Act, social security, federal and state unemployment compensation as an average cost experience for each trade. Use wage rates that reflect current wages at time estimate is submitted. For union labor, include welfare and pension fund costs in labor units as appropriate.

c. Price material at contractor's buying level. Sales taxes when applicable will be added to material costs.

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

e. The AE shall contact VA COR for guidance on cost break down. In general, show total estimated cost and CSI division costs, i.e., 1, 2, 3, etc.

f. Provide cost breakout for sole source materials and equipment based on current VA Sole Source List of Materials as specified in current version of specifications section 01 01 10 SN (See SOW

Attachment 1 - 01 01 10 SN Special Notes), a VA Milwaukee specification not on TIL.

g. Provide entirely separate cost estimate for each deductive bid alternate. Prepare estimate for work assuming bid alternates are accepted first. Then, duplicate that estimate and include second-to-last deductive bid alternate, then next, way up to base bid contract with no bid alternates deducted.

10. Calculations – Assemble completed computations and engineering data including basis of design; such as narratives, material selections, etc. Provide a separate volume for each discipline with an index and numbered pages, bound so that document lays flat when opened.

11. Bid Schedule – As required, VA COR will prepare and furnish to AE for incorporation into contract documents.

12. Construction Schedule – A construction schedule shall be provided by AE for this Contract. Although the AE is directed to design the construction project for a duration of thirteen (13) months from the effective date of the exercised option, which accounts for potential differing site conditions, design errors, and requirement changes; this duration may change with the exercising of an option line item. If during the AE’s construction schedule task, it is determined that the duration above is infeasible, this will be a topic of discussion at the design review meetings. Construction schedule shall include, but is not limited to, following:

a. Estimated timeline of major construction activities.

b. Durations for long lead time items and installation.

c. Work items that will delay completion of entire project if started or completed late (i.e., critical path).

d. Significant others (i.e., permits, and SHPO, etc.)

e. Impact of VA activities upon Construction Contractor’s operations.

f. Seasonal weather considerations (including impacts on site soils).

g. Durations for submission and approval of administrative submittals.

h. Durations for material lead time and installation.

i. Interface of work trades within project.

13. Environmental/Construction Permits – If required for the project, it is the AE’s responsibility to identify permits.

14. Site Visits/Design Review & Coordination Meetings – See Paragraph VI for detailed account of required site visits and meetings. Site visits are required for Charrette Meeting and for Survey & Investigative Services. Design Review Meetings at 35%, 65% and 95%. Other meetings include weekly meetings during design and construction.

IV DESIGN SERVICES – DRAWINGS AND SPECIFICATIONS

1. Prepare complete set of construction documents (drawings and specifications) in accordance with professional practices and VA criteria available on TIL website.

2. Drawings: Refer to VA Design and Construction Procedures (PG-18-3), Topic 2 – Drawings, and VA National CAD Standards (NCS) Application Guide for general drawing requirements. Coordinate with VA Facilities Management CAD Department.

a. Computer Graphics: Drawings to be provided under this Contract shall be accomplished and developed using computer-aided design and drafting (CADD) software. Electronic deliverables shall be in REVIT and PDF format.

b. Reference Drawings: May be required to provide information on existing conditions. Reference “as-built” drawings may be available and can be provided. These are not same as hazardous demolition drawings. Drawings provided by VA to AE are for information only and is not guaranteed to fully represent conditions. Data included in this SOW is to assist in proposal preparation. AE shall perform, at his expense, such subsurface exploration, investigation, testing, and analysis as his Designer of Record deems necessary for design of this project.

c. Architectural / Life Safety / Infection Control / Phasing / Hazardous Materials Drawings:

i. Develop Phasing Plan and coordination of utility shutdowns and/or relocation requirements.

ii. Consolidate notes and place them on right-hand side of sheet.

iii. Show scale, compass point, orientation, key plan, title, column grids and numbers, match lines, room numbers, and titles corresponding to architectural drawings.

iv. Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans.

v. Submit a complete enlarged floor plans of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

vi. Provide large-scale (minimum 1/4"=1') partial plans and elevations for areas such as Electrical

Rooms, Telephone Equipment Rooms, Data Center, Telecommunications Rooms and Mechanical Equipment Rooms.

vii. Separate demolition drawings are required for areas involved in project. Specific detailing of interfaces between renovated and existing-to-remain conditions shall be clearly indicated on drawings.

viii. Provide information to meet Joint Commission requirements; e.g. location of fire rated barriers, smoke barriers, exit signs, fire extinguishers, manual pull stations, smoke/heat detectors, and sprinkler flow switches. Show interim life safety measures such as temporary systems Fire Alarm, Sprinkler, and Smoke.

ix. Provide casework layout plan and schedule for each room where required. Separate casework from built-in furniture drawings.

x. Schedules for owner-provided/contractor-installed and contractor-provided/contractor-installed items are required.

xi. Coordinate room numbering and interior signage requirements with VA FM Interior Design Staff. Provide a document of data collected in interior design programming. Include collection and analysis of data from VAMC project coordinator and interior designer. Data includes, but is not limited to following: existing interior and exterior design and materials, light, safety, patient profile, customer’s “vision” or desired image, public vs. private spaces, complete signage package, goals of customer, relationship to existing facilities, future expansion/renovation plans, etc.

xii. A site construction security plan specific to this project shall be developed and notes added to drawings describing exactly what construction contractor is required to do to maintain the existing data centers physical security during construction.

xiii. Asbestos/Hazardous Material Info.

d. Equipment / Fixed Furniture Drawings & Details:

i. New and existing equipment to be installed or located shall be detailed on drawings for each room. Fully describe existing equipment affected by project, including but not limited to existing equipment manufacturer, model, voltage, amperage, and A/C ratings, description, new devices installed, new wires and cables terminated, etc. Drawings shall include new/existing to be reused equipment layout plans and schedules. Use VA standard symbols and notation to distinguish between contractor-furnished and installed (CC), VA-furnished contractor-installed (VC), VA-furnished and installed (VV), and relocated (R) equipment.

e. Mechanical Drawings:

i. Show typical air handling systems and hydronic systems with existing capacities and new estimated loads. Verify actual operating conditions and capacities of HVAC systems prior to design.

ii. Show control devices, such as, thermostats, humidistats, flow control valves, dampers, operating and high limit sensors for air systems and fluids, smoke dampers, duct detectors etc.

CONTROLS AND INTEGRATION ARE SOLE-SOURCED TO METASYS BY JOHNSON CONTROLS, INC.,

COORDINATION DURING DESIGN WITH JCI IS IMPERATIVE. Provide a written description of sequence of operation on plans. Detail scope of work involved with VAMC Graphic Central Control Center (Graphics) and address if enough spare capacity is available or a new equipment/controls are required. Show a point schedule for analog/digital input/output to be included at Graphics.

iii. Show pipe sizes and insulation with plans, profile, sections, details, and accessories, such as, anchors, expansion loops/joints, valves, capped and flanged connections, interface between new and existing work.

iv. Show ceiling clearances, at locations where ducts cross each other, by providing 1:50 (1/4 inch) scale local sections. Show ductwork, and piping (6-in) and larger in double line. Show separate floor plans for air distribution and piping. Show clearances required for access and maintenance with coil and tube pull.

v. Show duct detectors, control valves/dampers static pressure sensors, air flow monitoring devices, differential pressure control assemblies, etc., whose actual physical location is critical for intended sequence of operation on floor plans.

vi. Mechanical engineer shall provide a DDC point chart for all equipment in the project. Table can be Excel and added to the end of the specification section and in the plans.

f. Plumbing Drawings:

i. Include basic assumptions, points of connection, materials changes (if required) impact of new construction to existing domestic supply, sanitary waste and vent system. Design for projected waste load and water use of new construction. Propose various systems for project and provide advantages/disadvantages.

ii. Ensure plumbing demo and new drawings are coordinated with site investigations.

iii. Plumbing Isometric Drawings will be required.

iv. Domestic Water Supply

v. Plumbing system must meet engineering controls as defined in VA Legionella Directive 1061.

vi. Include means and clearances for installation, maintenance, and removal/ replacement of equipment.

vii. Show that Plumbing Drawings have been coordinated with Mechanical, Electrical and Fire Protection Drawings.

g. Fire Protection and Fire Alarm Drawings:

I. Fire suppression system for Data Center.

II. Fire protection system for remodeled areas.

III. Fire alarm system for remodeled areas.

IV. Fire protection and alarm system details.

V. Design shall follow requirements of Attachment 27 – HEFP SEP Design Alert 5. This alert is to A/E design firm to ensure that NFPA 75 code requirements are applied appropriately during design of renovation work in the data center. If NFPA 75 shall be applied in design and construction documents, as required to ensure the data center fire suppression system meets code.

h. Electrical Drawings:

i. THE AE IS RESPONSIBLE TO CREATE AN ELECTRICAL AVAILABLE SHORT CIRCUIT CURRENT AND

COORDINATION STUDY BASED UPON NEW LOADS AND PANELS DESIGNED AND EXISTING-TO-

REMAIN DISTRIBUTION SYSTEM. THE AE SHALL SURVEY ALL EXISTING EQUIPMENT FROM THE

ELECTRICAL SERVICE TRANSFORMERS TO BUILDING DOWN TO ALL BRANCH CIRCUIT PANELS

(EXISTING AND NEW) THAT ARE PART OF THE ELECTRICAL DISTRIBUTION SYSTEM DOWN

STREAM OF ANY EQUIPMENT EFFECTED BY PROJECT. THE AE SHALL SURVEY ALL EXISTING

EQUIPMENT, AE SHALL NOT ASSUME ANY DEVICE TYPES AND SHALL SURVEY EXACT

MANUFACTURER, MAKE, MODEL, TRIP SETTINGS, ETC. OF ALL POWER DISTRIBUTION SYSTEM

EQUIPMENT. The coordination study shall be provided in the basis of design for contractors of device types and settings required by contract to provide a coordinated power distribution system during construction.

ii. Include basic assumptions, points of interconnection, impact of new construction to existing electrical distribution system (emergency/normal/life safety), current demand loading (for existing feeders that will feed new loads as part of this project), and projected load of new construction. Propose various feasible electrical systems for project and provide advantages/disadvantages.

iii. Include means and clearances for installation, maintenance, and removal/ replacement of equipment.

iv. Electrical, signal and telephone closets must stack vertically. New electrical closets shall not contain data equipment, and vice-versa.

v. Include high voltage and low voltage switchgear, transformers and low voltage main and/or distribution panels, branch panels and methods of feeding 277/480 volt and 120/208 volt normal and emergency panels.

vi. Conduit runs for feeder circuits shall be shown on plans as close to location of final installations as possible to avoid field installation conflicts which are likely to cause costly construction change orders and delays. These conduit runs shall be shown to run in parallel with building outline and be coordinated with existing field conditions and new installation of electrical and other systems.

These conduit runs shall have appropriate number of pull boxes located at appropriate distances to facilitate efficient installation and maintenance.

vii. Provide single line diagrams for existing, to be demolished, and new power distribution systems. Information for existing/demo/new power distribution systems may be combined onto one single line diagram if construction can be clearly defined that way.

viii. Panel schedules for all branch circuit panels.

ix. Provide separate drawings for Electrical lighting plans, power plans, single line diagrams, panel schedules, and details.

x. Provide design for cable tray for communications cabling in Data Center.

xi. Show that HVAC controls and Electrical Drawings have been coordinated.

xii. Show that lighting and architectural reflected ceiling plan have been coordinated.

i. IT / Low Voltage / Technology / Security / Communications Drawings

i. Include basic assumptions, points of connection, impact of new construction to existing IT and similar systems.

ii. Coordinate with Centrix requirements, permanent and temporary furniture, fixtures and casework.

iii. Drawings shall include a detailed riser diagram for all distribution systems and the interfaces between systems.

iv. All raceways sizes shall be indicated on the drawings.

v. Provide elevation of all data racks/cabinets showing proposed location for equipment to be installed in racks including servers, hubs, cable management, power strips, UPS, patch panels, etc.

vi. Provide riser diagrams for each system specifying equipment and cabling requirements.

vii. Provide labeling IDs for all horizontal cabling and outlets.

viii. Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead Paging)

ii. VA Directive 730 addresses Police and Security standards.