Final SOW - 652-324.pdf

Central Virginia VA Health Care System 3/7/2022 Hunter Holmes McGuire VAMC 1201 Broad Rock Blvd Richmond, VA 23249

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

IMPROVE PRIVACY OF SPINAL CORD INJURY PATIENTS

H.H. MCGUIRE VA MEDICAL CENTER

PROJECT NO: 652-324

PROJECT NAME: Improve Privacy of Spinal Cord Injury Patients

ESTIMATED CONSTRUCTION COST: $13,863,000

1. SUMMARY OF SERVICES

Provide professional Architect/Engineer (AE) and healthcare planning services necessary to design a new 16,500 square foot addition to the Spinal Cord Injury (SCI) Unit. Services shall include, but are not limited to:

• Part Ia – Preparation of Existing Conditions and Conceptual Design

- Investigative Services: Preparation of existing conditions plan and conceptual design which includes site investigation for civil, surveying, geotechnical, structural, architectural, interior design, equipment/furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices and environmental (asbestos abatement including but not limited to survey and sampling). Perform project site investigation in accordance with the ‘Site Investigations’ section of this Scope of Work. Preliminary area of this project is shown as Attachment G.

- Functional Investigation and Conceptual Design: Execution of functional investigation for the proposed space and preparation of functional concept designs that address patient and staff flow and other user concerns. The A/E shall conduct an investigative planning charrette to identify patient and staff needs in order to conceptualize them into a schematic design for Veterans Administration (VA) review and approval. A consensus is required on the concept design before the A/E can move onto the next level of design. See ‘Design Package Submission Schedule’ Attachment A, Schematic Design.

• Part I– Preparation of Contract Drawings and Specifications – Design Development:

Preparation and submission of construction bid documents, interim design document packages for review and the final construction bid documents at the completion of the design development process in accordance with the ‘Design Package Submission Schedule’ section.

Design document packages shall contain a complete set of documents as specified in the ‘Design Requirements/Submissions’ section of this scope of work. The AE shall develop a design necessary to meet the requirements in the ‘Project Scope’ section of this scope of work. Design shall include the following engineering services: civil, surveying, geotechnical, structural, architectural, interior design, equipment/furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices, environmental and Infection Control Risk Assessment.

• Part II - Construction Period Services: Review and provide concise direction on all submittals, shop drawings, product data, samples, Requests for Information (RFI’s), change order proposals, etc. and all other construction services in accordance with ‘Construction Period Services’ section of this Scope of Work.

• Part III - Site Visits: Visit the site at the request of the VA in accordance with section ‘Site Visits’ in this Scope of Work. The A/E shall respond on site within a two-hour period when requested. A total of thirty (30) site visits during construction shall be included. Each site visit shall be documented through a field report denoting the purpose and results of the site visit.

2. PROJECT SCOPE

2.1 General Requirements

A/E is responsible for providing all services necessary for the design of this project to include, but not limited to demolition, civil, surveying, geotechnical, structural, architectural, interior design, equipment/furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices and environmental.

A/E shall review needs identified by the Integrated Project Team during the investigative charrette for the area under consideration and provide recommendations. A minimum of three options that address the identified needs will be presented to the VA for review. In addition, the designer shall consider any impact to the Medical Center and patient care that could occur during construction and propose mitigation strategies. Prior to submission of Schematic design material, the A/E shall meet with the Veterans Administration Medical Center’s (VAMC) Contracting Officer’s Representative (COR) to discuss proposed impact mitigation strategies for the project. These impact mitigation strategies shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for documenting the mitigation requirements.

The A/E shall provide an evaluation, cost estimate, and conceptual plans to determine the feasibility of completing the project within project budget for each of the three options submitted.

Disadvantages and advantages will be provided including impacts to patient care/medical center operations and order of magnitude cost estimates (with cost of patient care factored into the economy/feasibility).

The design shall have modern finishes selected in coordination with the VA Interior Designer.

Finishes shall incorporate recycled materials. A/E shall provide finish boards at the 65% and 95% submissions with samples, manufacturer names, series, colors, etc. for easy clarification. Project design will require contractor to recycle disposed of material such as carpet and ceiling tile.

Documented quantities, disposal method and final certified documents noting that demolition materials have properly been recycled.

At the 95% design submission phase provide two (2) framed project renderings, one of the exterior and one of the interior. The renderings shall be 18 in. x 24 in., landscape oriented, color renderings

1201 Broad Rock Blvd Richmond, VA 23249 and fact sheets in addition to the regular design package requirements. Frames shall be metal in construction and have acrylic glazing.

At the 95% design submission, the A/E shall finalize a construction plan showing temporary conditions for construction, per phase, to ensure general conditions, life safety and infection control requirements are designed, identified, and specified including but not limited to:

• Infection Control Risk Assessment (ICRA) classification sheet on construction plan, denoting:

- requirements for how negative the space must be maintained (in inches of water)

- requirements for negative air monitoring and alarming

- negative air achievement during construction by capping all heating, ventilating, air-conditioning (HVAC) ducts in the area

• Denote all existing rated barriers (vertical and horizontal) and identify requirements for demolition of existing systems and installation of new systems in or through these barriers (patch and fill requirements and timeframes after demo).

• Denote temporary construction barrier wall and construction entry door/frame types and ratings for separation of construction areas to other areas (all barriers between construction areas and other areas shall be maintained with a minimum of a one hour fire barrier until final installation of ceiling and sprinkler system). All temporary construction barriers shall be finished immediately upon installation and the finishes shall mirror and be cohesive with surrounding areas.

• Identify requirements for all fire protection systems during construction:

- will sprinklers, smoke detectors, pull stations, etc. remain active? fire watch required?

- will a heat detection system be installed due to a compromised fire protection system?

- will construction barriers re-route egress or necessitate egress signage change outside of construction space?

• Identify contractor laydown area, trash, delivery, and pedestrian/construction routes.

• Identify temporary utilities for contractors use as necessary.

• Identify utilities/systems passing through construction space or that require bypass during construction to be maintained/bypassed to ensure continuity of services in adjacent areas.

• Denote legionella water concerns through construction (temporary water temperature ranges maintained, no stagnant water, no dead legs, flushing/heating of the system prior to tie-ins and before turnover to VA, etc.).

The following items shall be addressed with the design:

• Patient privacy criteria are met (i.e. computerized information, patient privacy, HIPPA).

• Fully sprinklered and fire protection systems integrated into existing system.

• Integrated Nurse Call/Cable TV/Patient Education to each patient location. Nurse Call system to be specialized to meet the requirements of the unique patient population and be integrated into the facility’s Get-Well Network.

• HVAC integrated with Johnson Control Direct Digital Control (DDC) Building Automation System (BAS); each room to have separate environmental controls.

• All rooms shall be Americans with Disabilities Act (ADA) compliant and meet VA Guidelines for accessibility.

• Patient and Hospital Wi-Fi in all areas.

1201 Broad Rock Blvd Richmond, VA 23249

• Providing certified industrial hygiene services to perform asbestos survey investigations, bulk sampling and development of specifications and drawings.

• Always minimize impacts to continuity of care. Phase construction as required to minimize impacts to continuity of care as the work is being completed. Indicate on design documents impact mitigation strategies on any phases of work for the project.

A/E shall retain the services of a registered Fire Protection Engineer to design and review the entire project for code compliance. Guidance on Fire Protection Engineer Consultant Services can be found at the following links:

• http://www.cfm.va.gov/til/ae/fp_engr.doc

• http://www.cfm.va.gov/til/aeDesSubReq.asp At the 95% design submission phase, the VA will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance with the latest edition of Veterans Health Administration (VHA) Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The A/E shall incorporate all comments into the design prior to finalizing the design.

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331

At the 100% design submission phase, the A/E shall submit all necessary Sediment and Erosion Control (SEC) and Stormwater Management (SWM) plans for preliminary permit review by the Virginia Department of Environmental Quality. The A/E shall bear any necessary costs for this review and make updates to the design documents based on this preliminary review. Note: Obtaining a Virginia Division of Environmental Quality (DEQ) permit to construct is the responsibility of the construction contractor, with support from the A/E (see section Construction Period Services).

2.2 Specific Requirements

Provide professional engineering services for the formulation of design documents to construct a facility expansion of the Spinal Cord Injury (SCI) unit located at the Hunter Holmes McGuire VAMC, Richmond, Virginia. The proposed expansion shall include but is not limited to the following core elements:

- New facility addition will include approximately 16,500 s.f. of new private and semi-private rooms with individual bathing facilities constructed on adjacent grounds to the existing SCI Unit (See Attachment G).

- Provide fifteen (15) beds expansion laid out in private and two patient rooms in accordance with the PG-18-2 Spinal Cord Injury/Disorder Design Guide.

- A therapeutic clinical environment with inpatient beds and nurse’s station.

- A family care area with patient-family spaces and an outdoor courtyard.

- Structural support for future 2nd and 3rd floor (including interstitial) vertical expansion with area for future elevator.

- Independent chiller and emergency generator to support addition.

- Room configuration having the ability to support two beds in a single bed location in the event of an emergency.

- Renovate 1,000 square feet of the adjoining existing SCI unit to functionally incorporate the new space in with the existing SCI Unit.

http://www.cfm.va.gov/til/ae/fp_engr.doc http://www.cfm.va.gov/til/aeDesSubReq.asp https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331 https://www.cfm.va.gov/til/dGuide/dgSCID.pdf

1201 Broad Rock Blvd Richmond, VA 23249

- Provide 10% bid alternate deducts.

- Remodel/reconfigure parking lot as necessary. This could be a potential deduct item.

- Design shall conform to the VA AutoCAD Building Information Modeling (BIM) design.

This project entails the construction of new space to allow for the optimization of clinical service delivery, patient and family caregiver privacy, collaboration between and among clinicians, educators and researchers, and the efficiency of infrastructure. All patient rooms are to have windows to provide natural light and enhance the healing environment.

The following specific items shall also be addressed in the design:

• Project shall be designed and constructed in accordance with the VA Sustainability Design

Manual to include all requirements for Minor Construction Projects.

• A/E will review needs and provide recommendations. A minimum of three options will be presented for VA to review. The A/E will list disadvantages and advantages of each option

• All design shall follow the PG-18-2 Spinal Cord Injury/Disorder Design Guide and VHA Directive

1176(2).

• Improve patient accessibility to services shall be reviewed and site work shall be performed as necessary.

• Emergency power shall be provided.

• Ensure patient privacy criteria are met.

• Provide a 3D visual flythrough presentation to aid clinical staff and veteran focus groups in visualizing the space.

• The A/E is required to develop a Critical Path Method (CPM) Schedule in accordance with specification 01 32 16.01 Architectural and Engineering CPM Schedules. This specification is in Attachment H.

This project has a firm construction budget of $13,368,000.

3.0 SITE INVESTIGATIONS

3.1 As-Built Investigations

The A/E will make site visits as necessary to survey and document all existing conditions. The A/E shall make site visits, as required, to determine the existing as-built conditions of areas contained in this project. Information, including drawings and other documentation, provided to the A/E shall be used as reference only. Original as-built and historical drawings are available upon request. The A/E shall verify all as-built condition related to this project despite the presence of as-built drawings.

The A/E shall coordinate visits with the COR as assigned after Notice of Award (NOA). The A/E shall arrange for and oversee the performance of such investigations necessary for the proper design of the project. AutoCAD background drawings may be provided by the VA upon request and shall be used as reference only.

“As-built, A set of drawings that were marked-up by the contractor that performed the work of building/fabricating a facility/piece of equipment which show how the item was actually built versus the way it was originally designed.”

https://www.cfm.va.gov/til/sustain/dmSustain.pdf https://www.cfm.va.gov/til/sustain/dmSustain.pdf https://www.cfm.va.gov/til/dGuide/dgSCID.pdf

The A/E shall field verify every physical aspect that relates to the project using onsite investigation methods (e.g. visual inspections, ground penetrating radar, test pitting, etc.).

3.2 Utility Loading Investigation

The A/E will conduct onsite metering of utilities that will be utilized as part of the design. This utility loading information will be used to determine the best location for connecting utilities that will not impact current hospital operations once the project is complete and in operation. At a minimum the A/E shall investigate the following utilities.

3.2.1 Electrical

The A/E shall conduct a load analysis of electrical usage at the service vault that is anticipated will be used for electrical power for the final project. This load analysis will be conducted for a minimum of 30 days to determine kilowatt hour (KWH) and kilovolt ampere (KVA) loading of the anticipated vault circuit. If after completing the analysis, it is determined that the selected circuit is overloaded, the A/E is responsible to select a new circuit and conduct a new load analysis to verify its capacity.

This will continue until a suitable circuit is determined.

3.2.2 Steam

The A/E shall conduct a steam load analysis to determine a suitable location to connect the existing steam system that will meet anticipated design loads while not impacting other functions in the Hospital.

3.2.3 HVAC

The A/E shall conduct flow measurements/test for all existing HVAC systems being modified by the final design. This Pre-testing, adjusting, and balancing (TAB) of any existing HVAC systems impacted by this project shall be conducted in accordance with VA Specification 23 05 93 as part of the mechanical site investigation to determine existing conditions.

3.2.4 Chilled Water

The A/E shall conduct a chilled water capacity analysis to determine a suitable location to connect the existing chilled water system and to determine that the chilled water system will meet anticipated design loads while not impacting other functions in the Hospital.

3.2.5 Underground Utilities

The A/E shall conduct a full underground site utility survey for the anticipated construction site.

This survey will use existing historical documents as well as underground surveying techniques (e.g.

Ground Penetrating Radar, Electrical/Electromagnetic methods, Potential-Based methods, test pitting, etc.). The site utility shall determine horizontal and vertical locations of the utilities and determine the type of utility located. All site utilities found during the utility survey shall be indicated on site design existing conditions drawings and be provided in a separate AutoCAD 3D drawing file (dwg) using NAD 83 Virginia State Plane South Zone coordinates in survey feet (horizontal and vertical) to indicate the locations of the utilities.

1201 Broad Rock Blvd Richmond, VA 23249

3.2.6 Site Surface Survey

The A/E shall conduct a full surface condition and contour survey of the existing site. The survey shall be conducted to produce a 1-foot contour map of the existing site and indicate the horizontal location of all existing surface features. The results of the survey shall be indicated on the existing site conditions drawing and be provided in a separate AutoCAD 3D drawing file using NAD 83 Virginia State Plane South Zone coordinates in survey feet to indicate contours and existing surface features.

4.0 DESIGN PACKAGE SUBMISSION SCHEDULE

The AE shall submit review packages, so they are received on the day noted in the schedule below.

Attachment Tasks/Submissions Schedule Duration Calendar Days

Completion Date - Calendar Days after NOA

Initial Investigation - Integrated Project Team (IPT) meeting

1 day 14 days

A Generate/Submit Schematic (15%) Design (3 options)

35 days 49 days

IPT Review 28 days 77 days B Design Development 35% design 28 days 105 days IPT Review 21 days 126 days

C Design Development/65% design 28 days 154 days IPT Review 21 days 175 days

D Construction Documents/95% design 28 days 203 days IPT Review 21 days 224 days

E Construction Documents/100% design 28 days 252 days IPT Review 14 days 266 days

F FINAL Construction Bid Documents 14 days 280 days “Integrated Project Team( IPT) = The Veteran’s Administration cross-functional team led by a program manager (PM) to work collaboratively to develop strategies and approaches to meet specific needs of the project and to review the design progress.”

A kickoff meeting may be performed virtually and will be an introduction of the AE team to the IPT.

The IPT will consist of at a minimum, the following members:

• Impacted clinical services

• Impacted administrative services

• Engineering (safety, biomed and M&O)

• Information Technology (IT)

• Infection Control (ICRA)

• Quality Management

• Patient Safety

• Other members of the medical center who have vested interests in the design, compliance and accreditation for the medical center.

The period between the Notice of Award and the initial IPT meeting shall be used for the A/E to gather data/information to be well prepared to discuss their design intent and to ensure project requirement/restraints are understood to make a highly productive meeting at the initial IPT meeting. This time shall also be used to gather as-builts and begin investigative services. A/E will be required to attend and take minutes at each IPT meeting. Minutes will be submitted electronically to the COR and Contracting Officer within five (5) calendar days of each meeting. A/E is responsible for documenting through meeting minutes all comments received at the IPT on-site reviews including but not limited to written, typed, drawing mark-ups, verbal etc.

The first five (5) working days of the IPT review time will be for the VA to determine minimum acceptability of the design submission. If the VA finds the design submission to be unacceptable, the A/E will be required to resubmit the submission. The VA review time will not be impacted and shall remain the same number of allotted days with the first five (5) working days for the VA to determine acceptability of the design submission. The A/E will be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions. An incomplete submission is defined as a submission lacking any piece of information outlined in Attachments A – F of this Scope of Work, or failure of submission to include a required item as outlined by PG-18-15, Volume C.

The Paralyzed Veterans of America (PVA), a Veteran Service Organization, will have a vested interest in this project and will be considered part of the IPT. The PVA will be invited and given the opportunity to attend each IPT meeting and provide comments at each drawing submission phase.

All documents submitted shall comply with the VA Building Information Model Standards.

5.0 DESIGN REQUIREMENTS/SUBMISSIONS

5.1 General Requirements

The A/E shall submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/til/ae/aesubmin.doc. Please pay specific attention to the schematic, design and construction submission requirements. As appropriate depending upon the complexity of the design, the A/E may elect to delete individual submissions where not required (e.g., do not address A. Site Development, Landscaping for interior renovation projects).

Deliver all design packages in person directly to the COR on the established dates to allow the VA IPT to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information required for each submittal as outlined in Program Guide PG-18-15, Volume C and as outlined in the attachments A – F. The program guide is available at the following address:

http://www.cfm.va.gov/til/ae/aesubmin.doc. A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

https://www.cfm.va.gov/til/ae/aesubmin.doc https://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/til/ae/aesubmin.doc

1201 Broad Rock Blvd Richmond, VA 23249

All designs shall be accomplished in accordance with VA guidelines and specifications, which are available on the Internet at http://www.cfm.va.gov/til/. As a minimum, design shall comply with the applicable sections from the following VA standards and guidelines found at the web site above:

• PG-18-1 Master Construction Specifications

• PG-18-3 Design & Construction Procedures

• PG-18-4 Standard Details and CAD Standards

• PG-18-5 Equipment Guide List

• H-18-8 Seismic Design Handbook (Seismicity = Low, Risk Category = IV, Site Class = D, Seismic Design Category = C, Component Importance Factor, Ip = 1.5)

• PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS)

• PG-18-10 Design Manuals

• PG 18-12 Design Guides (esp. Spinal Cord Injury/Disorder Design Guide.)

• PG-18-13 Barrier Free Design Guide

• PG-18-15 Minimum Requirements for AE Submissions

• PG-18-17 Environmental Planning Guide

• Special Design Requirements (includes asbestos, commissioning, fire/life safety and physical security)

• Sustainable Design Requirements

• Cost Estimating Requirements

• AE Quality Alerts

• AE Design Alerts

• Design shall comply with 20013 ASHRAE 90.1 Standards, as well as:

⋅ VA Directive 0055 VA Energy and Water Management Program ⋅ VA Directive 0056 VA Sustainable Buildings Program ⋅ VA Directive 0065 Climate Change Adaptation Planning ⋅ VA Directive 0066 VA Sustainable Locations Program ⋅ VA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems ⋅ VA Directive 7545 Cultural Resource Management ⋅ VA Handbook 7545 Cultural Resource Management Procedures.

5.2 Cost Estimating

The A/E shall manage the execution of the project within the VA programmed construction budget.

The entire A/E design team will take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding. The cost estimator’s role must be viewed as a critical element of project cost management. Rather than limiting responsibilities to simply reporting costs, the estimator must be an integral part of the design team, continually interacting and providing input to design decisions at every stage of development.

5.2.1 Cost Estimate Objective

Cost estimates for the base bid shall be within the VA programed construction budget. If the cost estimate is outside of the construction budget, the A/E is responsible for notifying the VA of http://www.cfm.va.gov/til/ http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/til/etc/seismic.pdf http://www.cfm.va.gov/TIL/planning.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp https://www.cfm.va.gov/til/dGuide/dgSCID.pdf http://www.cfm.va.gov/til/accessibility.asp http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/spclRqmts.asp http://www.cfm.va.gov/til/sustain.asp http://www.cfm.va.gov/cost/index.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/alertDesign.asp http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=774&FType=2 http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=639&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=619&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=620&FType=2 http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3033 http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3033 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=583&FType2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType2

1201 Broad Rock Blvd Richmond, VA 23249 potential budget issues, providing non-scope impacting recommendations to get estimate within the budgeted construction cost and providing a design document that correspond accordingly.

Design submissions with cost estimates outside of the construction budget are grounds for rejecting a design submission. The final construction document submission estimate shall not be greater than the VA programed construction budget and not less the 95% of the VA programed construction budget.

5.2.2 Estimated Duration of Construction/Escalation

The cost estimator shall provide a recommended duration of construction based on the complexity of the project and current market condition. It is expected that the duration of construction will be from 18 to 24 months in length. The cost estimator shall also escalate the cost estimate to 12 and 18 months past the design completion date. All escalated cost estimates must meet the construction budget listed in section 2.2.

5.2.2 Recapitulation

The A/E shall provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet will be required for each bid packages (deductive alternates).

5.2.3 Level of Detail

The level of detail of the estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Project estimates will include all elements within the contractor’s bid such as insurance, bonds, hazardous abatement and any other such items.

5.2.4 Timing of Submission

Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other design submissions. The A/E is responsible for managing workflow and communications to ensure that this can be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that will affect cost.

5.3 Deductive Alternates

The A/E shall provide a design identifying a minimum of 10% of the construction budget as deductive alternates. Each alternate shall be progressively deductive in nature and shall be non-scope impacting. The VA and A/E shall work collaboratively to ensure project remains viable for medical center operations within the allotted budget. The VA will have the final determination on the A/E recommended bid deducts. Items removed as bid deducts shall be evaluated to determine impacts to the remainder of the design. Certain bid deducts may require a separate design to keep the design intent viable. Items identified as ‘yes’ in question 1 of the below decision tree shall not be removed as bid deductive alternates. Items identified as ‘yes’ in question 2, 3, or 4 of the below

1201 Broad Rock Blvd Richmond, VA 23249 decision tree shall not be removed as bid deductive alternates without explicit consent from the Contracting Officer through the facility Chief Engineer. Items identified as ‘no’ in question 4 shall not be included as part of the construction project, however, utilities and site prep for such equipment (or future equipment) is permissible.

The A/E shall include a letter of independency certifying that the design project is independent of any other project and/or source of funding to activate. This letter will be required at 100% design completion.

The following decision tree provides guidance on what is allowed to have an alternate source of funding (not through the construction project):

5.3.1 Decision Tree

1. Is the item necessary to meet requirements for an occupied building? This includes all governing code required items, such as fire alarm. If yes, the item is to be funded within the construction project. If no, proceed to question 2.

2. Is the item covered by Office of Construction & Facilities Management (OCFM's) Master Construction Specifications PG-18-1, Divisions 1 through 10, 13 through 26, or 28 through 48?

If yes, the item is to be funded within the construction project. If no, proceed to question 3.

3. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Division 27 and not IT equipment*? If yes, the item is to be funded within the construction project. If no, proceed to question 4.

4. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the item is to be funded within the construction project. If no, then the equipment must be funded by the facility’s respective equipment fund from medical care appropriations.

*IT equipment includes: computers, monitors, keyboards, docking stations, phones, printers, scanners, etc. Cabling and raceways for IT equipment is not included as part of IT equipment.

Other Non-IT equipment includes: physical access control systems, data closet racks, WI-FI (both patient and medical), temp track, testing and punch down of the information systems etc.

6.0 CERTIFIED INDEPENDENT THIRD-PARTY DESIGN REVIEWS (CITP)

The design Architect/Engineering (A/E) will hire a Certified Independent Third-Party (CITP) Safety Professional or Professional Credential to provide the necessary design reviews for compliance with national and local codes, VA regulations and standards, and federal and state regulations including, but not limited to:

• OSHA Standards

• JCAHO Standards

• Handicap Accessibility Standards

• NFPA Codes

• National and Local Building Codes

• EPA Regulations

• Emergency Preparedness infrastructure vulnerabilities

• Security infrastructure vulnerabilities

• Others as applicable

6.1 Requirement for acquiring and incorporating a Certified Independent Third-Party (CITP) Safety Professional or Professional Credential review of design documents.

VA must comply with national and local codes, standards, and regulatory requirements in order to comply with Public Law 100-678, Public Buildings Amendment Act of 1988 and Public Law 102-522, Federal Fire Safety Act of 1992. Like other federal agencies and real property and construction authority, VA acts as its own building and code enforcing official or as the “Authority Having Jurisdiction” (AHJ) for meeting code requirements. As such, the VA has the overall responsibility of ensuring compliance with codes.

The design A/E will hire a CITP consultant(s) as necessary for the review of design documents for compliance with applicable national and local codes, standards, federal and state regulations. The design A/E will take into consideration and incorporate all third-party consultant comments/recommendations into the design documents prior to advertising for a construction contract award.

6.2 Certified Independent Third-Party Professional or Professional Credential Review and Approval.

Project plans must have a signature block or a letter on third-party Company’s letterhead, a third-party certified safety professional or professional credentials as applicable to the nature of review certifying and verifying the plans and specifications have been reviewed for compliance with applicable codes, standards, and regulatory requirements. At the time of review, the CITP should identify all corrections necessary for the A/E to bring the design into compliance. The A/E is required to incorporate and make necessary corrections to the design to bring the design into compliance prior to the final design documents being issued for a construction contract award.

7.0 SOLICITATION SUPPORT SERVICES (OPTIONAL LINE ITEM)

A/E shall provide technical design services during the period of Construction Contract award. These services shall include, but are not limited to:

7.1 Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

7.2 Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

1201 Broad Rock Blvd Richmond, VA 23249

7.3 Answers to RFIs will be required from the A-E within five calendar days of the date the questions are sent to the A-E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A-E is required to comply with the five-calendar-day requirement.

7.4 Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

7.5 In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract.

These documents shall be labeled Final Construction.

8.0 CONSTRUCTION PERIOD SERVICES (OPTIONAL LINE ITEM)

A/E shall provide competent construction period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines included in development of the project.

Additional construction period services shall include:

8.1 Review of shop drawings and submittals

8.2 Review of change order proposals and RFI's.

8.3 Use on online project management system to track submissions such as Requests for

Information (RFI), shop drawings, and submittals. System is to be like or equal to Newforma.

8.4 Proposal shall include firm fixed price to conduct Six (6) on-site interim construction inspection visits as requested by VA. Attend meetings with contractor and VA as required, and provide complete written report of visit, or meeting. Team shall consist of three (3) technical team members at their discretion or at VA request; one member must be the project manager. One visit will be considered the final inspection for the project.

8.5 A/E is welcome to visit site upon request of COR during any time of construction process without further compensation described above.

8.6 Pre-final and final inspections and preparation of itemized punch-list for project completion requirements.

**Note 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.

9.0 A/E Contract Close-out (Included as part of construction period services optional line item)

VA will obtain hand written, legible, as built plans from the contractor and forward to A/E.

A/E shall submit the record drawings showing any changes or modifications to the Bid Documents reflected on the hard-copy set of “as-builts” provided by VA; Drawings shall be individually marked “Record Drawing” and submitted in a single package as follows;

Drawings in AutoCAD (DWG) format of the entire project on CD.

9.1 All drawing objects shall be removed. (e.g. Revit, Desktop, etc.)

9.2 All drawings must plot properly using the NCS.ctb plot file.

9.3 Provide a copy of A/E firms typical CTB file and user information.

9.4 Drawings shall represent final project with all demolished and/or removed items deleted from the .dwg files

9.5 All drawings must be on the VA Cad Standard Layering convention.

Drawings in an Adobe Reader (PDF) format of the entire project.

1 set of full size 30 x 42" polyester file reproducible.

All record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project.

10.0 THIRD-PARTY COMMISSIONING (OPTIONAL LINE ITEM)

The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document.

Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

• HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

• Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF

• Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

• Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

11.0 SITE VISITS

The A/E shall make site visits at the request of the VA and prepare documented field reports denoting the purpose and results of the site visit to include agreed upon changes in design as determined necessary during the construction. Visits resulting from errors and omissions in design will be at no cost to the VA. Attend the pre-bid and pre-construction conference to review and confirm project scope.

Participate in partial/final acceptance inspections (in-wall, above ceiling and final) as scheduled and generate punch list items for completion. Inspections shall cover quality of installations and locations/placement of items in accordance with the contract documents. The punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.).

During construction, allow for a minimum of thirty (30) site visits as directed and scheduled by the COR. Site visits related to Commissioning and Construction Laboratory Testing Services do not count towards the thirty (30) site visits.

12.0 HOURS OF OPERATION

a. Normal working hours for this contract will be from 8:00AM to 4:30PM (local time) Monday through Friday except for weekends and established Federal Holidays.

b. Performing on-site work outside normal working hours will require approval from the Contracting Officer and the COR. Requests shall be submitted via email at least 72 hours prior to the requested date and at no additional cost to the Government. Approvals are subject to the availability of on-site staff.

Attachments:

Attachment A – Schematic Design Submission Requirements (SD–15%) Attachment B – Design Development Submission Requirements (DD1-35%) Attachment C – Design Development Submission Requirements (DD2–65%) Attachment D – Construction Document Submission Requirements (CD1–95%) Attachment E – Construction Document Submission Requirement (CD2–100%) Attachment F – Construction Bid Document Submission Requirements Attachment G – 652-324 Notional Concept Plan Attachment H – SECTION 01 32 16.01 ARCHITECTURAL AND ENGINEERING CPM SCHEDULES Attachment I – VHA Directive 1013 Prevention of Influenza

1201 Broad Rock Blvd Richmond, VA 23249

Attachment J – VHA Directive 1061 Prevention of Legionella Attachment K – Post-Award Specs-Drawings Review Checklist