FINAL AE SOW 626-22-103 Nashville Video Surv.pdf

Department of Veterans Affairs TVHS, Nashville Campus

Requirements for A/E Services Project 626-22-103

Video Surveillance Security Nashville

I. GENERAL SCOPE OF WORK

The consultant shall provide all necessary architectural and engineering services as required to prepare complete contract drawings, specifications, technical reports, and cost estimates, including services throughout construction to improve "Video Surveillance Security Nashville” at 1310 24th Ave. South, Nashville TN. 37212. This project will upgrade the Video Assessment and Surveillance System, modernize, and improve security at VA facilities, meeting guidelines/standards. The design work includes but is not limited to architectural, structural, mechanical, plumbing, electrical power and systems, and fire protection.

II. STATEMENT OF PROJECT OBJECTIVES

The Department of Veterans Affairs intends to have the A/E fully survey, investigate, and document the existing spaces and utility systems, affected by renovations, to gain the knowledge and insight necessary to prepare accurate and professional documents. The project objectives are as follows:

A. Project will improve patient, visitor, and staff security.

B. Project will create a new Video Assessment and Surveillance System (VASS), including cameras, servers and all required associated infrastructure, cabling and components in accordance with VA Physical Security Manual, Section 10.4 and applicable directives, specifications, and design guidance.

C. Project will design to establish a security specific VASS Network.

D. Project will create a Stand-Alone VASS where applicable.

E. Project will correct FCA deficiencies.

III. JUSTIFICATION AND CONCEPT

Physical Security aims to enhance the safety and security of patients, employees, and government buildings, equipment, and supplies. This system will help with conflict resolution, access management, preventing thefts, and securing our facilities. It will also correct physical security deficiencies in the Facility Condition Assessment.

A. 60073 Analog security cameras

B. 283698 Patient Area Cameras

IV. STATEMENT OF A/E TASKS

A. The A/E shall furnish all services for a complete design development including construction documents, and construction period services as specified in the subject contract.

1. Necessary site survey work and evaluation to ensure completed design system meets all guides.

2. The A/E shall ensure the VASS is a complete functioning system.

3. Provide design for digital cameras, head-end equipment, and updated software to support both campuses.

4. Need separation of physical spaces for servers, workspace, and DVRs. Need dedicated network to provide required bandwidth for sufficient security monitoring.

B. The A/E shall provide cost estimation, project scheduling/ phasing, and bid period services as further described in the contract.

C. The A/E shall provide bid document preparation in quantities as specified in the contract.

D. The A/E shall provide professional design and construction period services utilizing individuals who are adequately knowledgeable of the various design disciplines including but not limited to architectural and structural engineering, mechanical, electrical, and special systems as required by the project. Changes in personnel from those who are proposed in negotiations, interviews, kick-off meeting, and/or A/E submission forms must be approved in writing. The registered individuals who will stamp the completed documents shall accomplish engineering design work.

E. The awardee shall design within the construction budget provided at the time of the contract award. The A/E design and estimate shall identify 20 percent of the total construction budget as viable deductive construction alternates by areas of work and/or phases. This will require individual estimates by clearly defined easily deductible areas or work.

F. The A/E is to incorporate into the design all adjacent spaces that are impacted by the project. It is in the scope to investigate all existing utilities that must be moved/ mitigated to accomplish the renovations to include all affected structures/finishes. The AE is to also integrate HIPPA standards into the design and layout.

G. The design must ensure proper life safety, including egress, proper fire/smoke compartmentation, fire alarm, sprinkler system, etc. The A/E shall provide a separate stamped Life Safety Sheet for the entire area within the submitted drawings.

H. The A/E shall survey and evaluate the HVAC, electrical, physical security, plumbing systems, and mechanical rooms to ensure they will meet the requirements of the renovated space and meet VA design guide requirements without adversely affecting the surrounding areas. AE will design new mechanical, electrical, physical security, and plumbing systems where needed to meet VA standards. The design will allow for 20% growth on all major systems.

I. A/E will coordinate with leading industry equipment manufacturers/vendor(s) to ensure proper layout and support of equipment per manufacturer’s requirements. However, design drawings and specifications shall be generic to promote fair and open competition. Currently Johnson Controls is the VA’s Security vendor.

J. Design shall be energy efficient. Refer to attachment. TVHS Energy Conservation Project Requirements and Design Guide. Night/Occupancy setbacks will be utilized where applicable with lighting, HVAC controls, and Exhaust controls.

K. Physical Security closets will be brought to VA specifications. Controls and HVAC will also be correctly integrated into the closets to control temperature and humidity.

V. BASIS FOR DESIGN

A. Department of Veterans Affairs standards and VA Office of Construction & Facilities Management Design Guides can be obtained from the Internet at http://www.cfm.va.gov/TIL/.

B. Design Criteria including manuals, guides, processes, and equipment lists are located at https://www.cfm.va.gov/til/criteria.asp

C. Design shall conform to the latest VA Physical Security Manual.

https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf

D. The A/E shall design for a total construction budget between $2 million and $5 million. The construction budget will be revealed to the selected AE during negotiations.

http://www.cfm.va.gov/TIL/ https://www.cfm.va.gov/til/criteria.asp https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf

E. Comply with current federal, national, and international building codes and applicable state and local building codes and standards, as well as codes/standards from other recognized authoritative bodies. This includes, but is not limited to, authoritative bodies such as Associated Air Balance Council (AABC), American Concrete Institute (ACI), Acoustical and Insulating Materials Association (AIMA), American National Standards Institute (ANSI), American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), American Society of Mechanical Engineers (ASME), American Society for Testing and Materials (ASTM), Gypsum Association (GA), International Building Code (IBC), National Electric Code (NEC), National Fire Protection Association (NFPA), National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), Occupational Safety and Health Administration (OSHA), Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA), Electronic Industry Alliance/ Telecommunications Industry Association (EIA/TIA), American Disabilities Act (ADA), American Barriers Act (ABA) and other applicable codes referenced in the VA design guidelines and Master Specifications. Designers shall indicate each applicable code with the current date, revision, version indicated on one sheet, including each applicable VA Guidelines / Standards.

Submit this with the Schematic Design Submission and include with the drawing packages

F. Comply with VA HVAC Design Guidelines at www.cfm.va.gov/til/dGuide/dgMH.pdf. Indoor air quality requirements must be met / maintained, such as outside air percentages, air changes / CFM, and humidity. Design shall maintain building envelopes to prevent moisture infiltration and possible mold growth.

G. Comply with VHA National Center for Patient Safety. http://www.patientsafety.va.gov/

H. Comply with VA TIL, PG-18-3, Design and Construction Procedures http://www.cfm.va.gov/TIL/cPro.asp

I. Comply with VA TIL, PG-18-15, AE Design Submissions and Review (for Minor and NRM Projects).. http://www.cfm.va.gov/til/aeDesSubReq.asp

J. Any deviation from project requirements, standards or specifications shall be requested in writing and approved by VA. The deviation request shall include item for which deviation is requested and the reason or justification for deviation.

K. Comply with TVHS Energy Requirements and Design Guide (revision September 2014, attached). See ASHRAE 90.1 for energy requirements.

L. Ensure proper life safety and VA accessibility requirements. Code Analysis will be clearly defined on the Index Sheet of the Construction Documents. There shall be a stamped life safety sheet.

M. Comply with the Physical Security design manuals for VA Facilities. This is a Mission Critical Facility. http://www.cfm.va.gov/til/spclRqmts.asp#PHS.

N. The required stamp of the licensed architect and/or engineer of record will be considered as certification of compliance with the contract requirements for that document. The registered individuals who will stamp the final construction bid documents shall be the same lead designers that accomplish the assessments, surveys, interviews, and design work.

O. The AE is responsible for reviewing the space programming, discussing issues and adjustments, resolving issues as part of schematics.

VI. DETAILED SUBMISSION REQUIREMENTS

Program Guide PG-18-15 establishes the guidelines for the A/E submissions. The design shall be performed and submitted per VA AE Submission Instructions for Minor and NRM Construction Program.

Refer to (http://www.cfm.va.gov/til/aeDesSubReq.asp). These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances, in which critical decisions need to be made, sufficient and relevant information has to be provided timely for the design to progress to meet certain milestone dates. The level of applicability of the program guide http://www.cfm.va.gov/til/dGuide/dgMH.pdf http://www.patientsafety.va.gov/ http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/spclRqmts.asp#PHS http://www.cfm.va.gov/til/aeDesSubReq.asp depends upon the scope of work and the exclusions, which are herein specified. Questions regarding the applicability of specific requirements shall be resolved with the medical center staff prior to any submission deadline. Where “days” are stated, this refers to “calendar” not “work” days.

A. At each submission, all drawings and support material shall be dated and appropriately labeled above the title block (the number of submissions shall be adjusted according to the project size and scope):

Work Element Copies Duration

Design Kick-off Meeting 1 Day

Schematic

2 + QA

redlines

45 Days

Government Review 7 Days

Design Development 1

2 + QA

redlines

45 Days

Government Review 7 Days

Design Development 2

2 + QA

redlines

30 Days

Government Review 7 Days

Construction Document 1

2 + QA

redlines

30 Days

Government Review 7 Days

Construction Document 2

2 + QA

redlines

30 Days

Government Review 7 Days

100% Final Drawings 2 7 Days

Total Days 223

A. VA submission review comments may be verbal, noted directly on review sets, or written list. The AE shall be responsible for compiling & addressing review comments. AE shall produce & distribute meeting notes or minutes for VA review immediately after each submission review meeting. The AE is responsible for running the meetings in person (1-2 hours) at the VA Campus where work is being performed, reproduction of all meeting materials for review and producing the agenda, attendance, and full meeting minutes. A design meeting (with lead designers in person) will be required for each submission on site. Group space surveys shall follow each submission review and AE shall follow with additional onsite investigative work (2-3 hours) to verify conditions and conduct following interviews.

K. A/E shall develop and execute a Quality Assurance (QA) plan that demonstrates the team and method of review for the project plans and specifications. The QA plan shall be submitted to the VA along with the project schedule and shall describe each QA task that will be taken during the development of the various design submission packages and the name of the Contractor member responsible for QA. Upon its completion each task shall be initialed and dated by the responsible Contractor member. The QA process shall produce deliverables included with each submission package, including but not limited to redline mark-ups and QA issue tracking sheets and a QA overview/narrative. A 100% completed QA plan shall be submitted with the final construction document submission package.

B. A/E shall furnish separate stamped Life Safety sheet.

C. For each submission, furnish electronic files in the latest version of Microsoft Office and/or AutoCAD 2020. PDFs of the specifications will also be furnished. Submit 2 hardcopies of all drawings (one of which will be half sized). Construction shop drawings are not required to be completed in AutoCAD.

D. The 100% construction documents submission will include a full set of construction documents including all disciplines/packages and will be sealed and signed by the Architects and Engineers of Record.

E. The final construction documents submission package will incorporate all VA supplied comments from the earlier submission package reviews.

F. If the final construction documents submission package is not complete, the A/E must resubmit the package in its entirety.

G. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings per standard professional practice and the resulting contract. The specification submitted for review shall include the name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction.

H. Final bid documents shall be reproduced as part of the contract. One (1) full set and one (1) half set of the Construction Bid Documents are to be delivered to the COR. Electronic files of the Construction Bid Documents will be provided to the COR and Contracting Officer.

I. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the contract requirements.

J. Total time to accomplish Schematics, DDs, and CDs through final reproduced bid documents shall be 223 calendar days from the issuance of the Notice to Proceed. Each submission will require maximum 7 calendar days for VA review. A/E shall prepare a submission schedule based upon their understanding of the design and their staffing workload. The schedule is negotiable so that the timeframes are mutually agreeable to the A/E and VA.

VII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS

A. Review of Submittals: A/E shall review all material submittals, shop drawings, test reports (as applicable), etc. Reviews shall be completed, and submittals returned to the VA Project Engineer within 7 days of the A/E's receipt of the submittal.

B. Review Analysis of Requests for Information, Change Orders, and Costs: A/E shall provide prompt response when contacted by the Contracting Officer, or COR, to review and provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. RFI response time shall be 3 to 5 days.

C. Site Visits: A/E shall provide 48 site visits (1 designer onsite for 2 to 3 hours) during the construction period when requested by the Contracting Officer, in addition to the final inspection.

A site visit “unit” is defined as a visit to the site by one individual for any part of a day when requested by the Contracting Officer or VA COR. Multiple “units” when more than one individual or an extended period of time is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. Site visits will be used for participation in events like AHU and VSD start-up, TAB issues, systems (controls, VSD, equipment) calibration, functional/operational testing and optimization and programming, problems identified during controls trending, etc. The Contracting Officer has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the Project Engineer of their presence on site in order to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the Project Engineer of any deviations or deficiencies, and recommend appropriate corrective actions.

D. The A/E, when requested, shall assist the Contracting Officer and COR to interpret the construction documents and shall: (1) recommend any action(s) deemed suitable for the satisfactory prosecution of the construction work; (2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents; and (3) assess the preparation of Construction Contract Modifications initiated by or through VA to be executed per the Construction Documents.

E. "Record Drawings" Requirement: A/E shall revise the solicitation documents if necessary and provide a complete set of all drawings showing actual, completed construction and reflecting any changes incorporated in the work on hard (bond) copy and on electronic media. Electronic media drawings shall be in AutoCAD 2020 and always electronically stamped. A/E shall load and demonstrate full AutoCAD compatibility at VA site. Compatibility means that data can be accessed directly by target system without translation or processing of data files. Problems shall be corrected to satisfaction of VA. Final electronic media specifications shall be in Microsoft Word 2019 and Adobe PDF.

VIII. MATERIALS TO BE FURNISHED TO THE A/E BY VA

The following items will be furnished to the selected A/E (if available):

A. Prints and available electronic media of the station utility drawings, site plans, and building floor plans. Station does not have electronic versions of utilities (mechanical, electrical, plumbing, etc.). The accuracy of drawings is not guaranteed and shall be used for general information only.

Actual conditions shall be field verified by the A/E.

B. Prints are made available to A/E at TVHS York Projects Section. A/E is to view drawings needed and may remove (same business day) to make copies at an offsite location and return drawings during working hours that same day.

C. Space programming plan (VA SEPS) will be provided during negotiations with the selected AE.

This AE is responsible for reviewing the space programming, discussing issues and adjustments, resolving issues as part of schematics.

IX. Geographical Limitations:

A/E shall be within 400 driving miles to the Alvin C. York VAMC Campus, Murfreesboro, TN.

X. Attachments

1. Nashville CATC Video Camera Drawings

2. Nashville Security Surveillance Assessment

3. Nashville VA Collection Matrix

4. Nashville Facility Condition Assessment (FCA) Report 2020

5. Site Plan