Final-SOW-Renovate A214-A217 for New MRI.docx

Samuel S. Stratton VA Medical Center August 4, 2026 113 Holland Avenue Albany, New York 12208

Architect/Engineer (A/E) Statement of Work (SOW) 528A8-CSI-806 Renovate A214-A217 for New MRI

A. General Scope of Work:

This project provides Architect-Engineer (A/E) for design and construction period services required for the installation of an additional, new Philips large bore 1.5T “helium free” MRI Magnetic Resonance Imaging (MRI) unit at the Albany Veterans Affairs Medical Center hospital (Facility). The MRI Section is located on the second floor of the A-Wing of the Facility and currently houses a Philips large bore 1.5T MRI machine, which is utilized for routine patient care and will remain operational during construction activities. The design will renovate four (4) rooms in the MRI Section across the hallway of the operational 1.5T MRI: A214 to A217, with rooms A216 and A217 located outside the MRI Zone 3 barrier.

Critical components of this project are the creation of a new Zone 4 space capable of supporting the selected MRI unit, modifications to preexisting utilities to support MRI functions (electrical, HVAC, etc.), and renovation of adjacent corridor finishes.

It is highly probable that asbestos containing materials (ACM) will be encountered during renovation of these rooms. ACM, if encountered, will be abated.

A214 was the former control room for a CT-scanner, which was previously located and removed from A215. These two rooms will be converted into the proposed 1.5T MRI control and Zone 4 magnet room, requiring familiarity with RFI shielding and VHA-specific imaging design specifications.

A215 will require additional consideration during the design and renovation due to housing the removed CT-scanner. Structural streel previously associated with a patient lift will need to be removed before the MRI is mobilized. Lead containing materials will be present from historic use and shall be removed during construction.

The footprint of the proposed MRI will be larger than CT machine, will weigh in excess of 8,100 lbs., and will be located above the Dental Department of the Facility, specifically the clean storage space and adjacent office. A structural assessment to support increased weight and vibrations associated with 1.5T MRI unit, in conjunction with the current 1.5T MRI, will be completed. A stamped structural reinforcement design will be completed to limit impacts to surrounding patients’ areas and Facility structure when both MRIs are operational.

Facility elevators will be unable to transport the MRI unit due to weight and dimensions, so mobilization will be completed through the exterior wall of A215 to limit impacts to Facility operations. Demolition activities of exterior wall masonry will be completed to create adequate opening; other exterior wall features and masonry of A-Wing not associated with this work shall be protected from damages. Following mobilization of the MRI, this exterior wall opening shall be designed in a manner that allows future MRI replacement or maintenance activities, typically by infilling with a custom-size window.

A preexisting stairwell adjacent to A214 necessitates the mechanical room associated with the new MRI to be located outside of the Zone 3 barrier within the A216/A217 footprints. New conduit, cabling, and piping shall be designed to withstand high magnetic fields associated with the MRI. A preexisting 480V breaker will be utilized for powering the work, the cable for this will be disconnected but not removed. New electrical conduit and cable will be run from the end of subbasement C-Wing to a pre-existing panel located in the hallway near A217. Replace this existing panel with a new panel on emergency power. This panel must power, at minimum, the 1.5T MRI unit, the associated chilling, the scan/control room Air Handling Unit (AHU), and the equipment AHU. Cooling associated with this space shall be on Facility emergency power. Dedicated circuits, UPS, and HVAC for cooling and airflow, will be designed and will be tied into the existing Facility BMS.

A dedicated chiller line and condensing unit will be installed for the new MRI unit. The new chiller line will run through the ceiling and will terminate at the back of the Facility near the ambulatory circle next to existing MRI condensing units. All exterior condensing units shall be placed adjacent to existing MRI condensing units, facing the ambulatory circle. An exterior pad will be designed for the appropriately sized condensing unit(s) for the new 1.5T MRI.

To adequately address MRI operating parameters, the current HVAC in the space will be improved to allow adjustment of humidification via ACH and cooling from an AHU located within Mechanical Room 242. A minimum of two Computer Room Air Conditioning will be designed to control adjustment of temperature, humidity, and airflow tolerances in the MRI spaces.

Provide new finishes for A214 to A217 in accordance with VA Imaging Services Design Guide (September 2020, rev. 08/2023) for space type Class 1 MRI Scanning Room, in conjunction with Facility Interior Design Team and the Imaging Staff. Finishes in the A-wing lefthand branch hallway (Zone 3 and un-zoned space) will be replaced to match those associated with the previously completed finishes in the 2A righthand branch, including acoustic tile ceiling (STC) and grid, handrails, and ceiling LED lighting.

It shall be assumed that the majority of the routine construction work will need to be completed during afterhours or during the weekend. Also, due to the nature of Zone 3, no contractor traffic will be allowed except to set up/remove construction barriers, route overhead utilities, and to perform final finish work. Access to the space will be facilitated by using exterior scaffolding or other means of access to existing windows located in A214, A216 or A217.

No work will be associated with the existing MRI suite on the second floor, adjacent to the proposed working area. The currently operating MRI unit must be unimpacted by vibration or noise throughout completion of design and construction of this project. Design of infection control construction barriers must not block patient traffic in the A-Wing hallway corridor, this includes routinely utilized medical beds and other modes of patient transport.

The A/E shall conduct on-site field investigations of all existing conditions including existing utilities. All architectural, structural, and MEP-FP conditions shall be recorded and depicted on the demolition drawings in CAD, PDF and Revit format. Below are A/E requirements during the design and construction phase of this project:

1. A/E to provide all services necessary for preparation of complete design to construction documents and construction period services. Work includes verification of existing as-built drawings, verification of field conditions, design development, preparation of contract documents and specifications.

2. Design services shall include, but are not limited to, providing complete working drawings, specifications, and detailed cost estimates at every 35/65/95/100 % Review threshold to ensure the final design estimate does not exceed the funding limit.

a. Numerous and extensive meetings with various VA employees and departments will be required, in order to fully understand the functional needs, carefully review the space selected for this project, then prepare construction cost estimates, designs and construction contract documents as described herein.

b. Design services for asbestos sampling, testing and abatement shall be included.

c. Design services shall also include infection control design in order to be in compliance with the Joint Commission on Accreditation of Healthcare Organizations (TJC) Environment of Care Standards.

3. The A/E to provide design-build services to complete contract drawings and specifications including site, demolition, architectural, plumbing, and mechanical, fire suppression, and electrical drawings for construction, structural, shielding, medical gases and all drawings required for the new equipment, and gut renovation of existing space. All structural drawings must be approved and stamped by a licensed PE.

4. All designs and construction will conform to the most current editions of the NFPA 101 Life Safety Code, NFPA 99 Health Care Facilities Code, Infection Control, VA Radiology Design Guide Standards, Criteria, and Guidelines, VA Standards, VA Design and Construction Procedures and VA Master Construction Specifications, and MRI design guide, as well as local, state, and federal codes.

a. Information for previous projects completed within and adjacent to the MRI suite will be available to the selected A/E.

b. Manufacturing and install documents generated by Phillips associated with the new 1.5T MRI will be available to the selected A/E.

5. The A/E design will provide all necessary radio frequency shielding requirements that are required by the VA, and all additional shielding required, as determined from shielding calculations, to ensure that the room is adequately shielded and meets all applicable codes and standards for the new Philips 1.5T MRI equipment.

6. The A/E will provide design services that will incorporate all necessary construction phasing as required to implement the construction. Design services will include completion time, phasing, noise, dust, infectious control precautions as approved by the COR, construction cost, impact, feasibility and compliance with the Facility.

7. To minimize impacts to the daily operation of medical center and specifically to the MRI suite, certain work including, but not limited to demolition, structural, mechanical, asbestos abatement and plumbing work will have to be done after hours and weekends only.

8. The A/E will provide construction period services to include submittal reviews, provide responses to RFIs, site visits/inspections/surveys, prepare as-built drawings from contractor mark-up.

9. Throughout the design and construction phase, the A/E shall produce and maintain all meeting minutes. Meeting Minutes shall be submitted to the VA for concurrence within three (3) working days after a meeting.

10. It is estimated that the A/E will make approximately 6 site visits during the project.

11. All A/E personnel involved in the project will use Autodesk Build for this project. The VA will provide access and training.

12. A/E will update all applicable documents including CAD, PDF, and Revit drawings at the end of the project with as built drawings.

13. Prior to the submission of the un-reviewed final drawings and specifications, the A/E shall conduct a narrative walk-through with the COR for each of the trades and stakeholders included in the project to demonstrate that the work shown on the drawings can be physically constructed as depicted. Trades shall include, but not be limited to architectural, structural, civil, plumbing, HVAC, fire protection and electrical. The designer for each trade shall be present at the walk-through which will encompass all the physical areas affected by the project. Individual walk-through may be conducted for specific trades. Upon completion of the walk-through, the VA will give direction to the A/E whether the design may proceed to completion as shown or whether some redesign is necessary. The walk-through shall be scheduled by the A/E in a manner that will allow corrections before the un-reviewed final submission due date. Required corrections will not excuse the A/E from submitting the un-reviewed final drawings and specifications on time.

Construction Cost Estimate: $2,051,723

C. A/E Design Submittals: The submittals checked below are required for this contract:

Initial Project Assessment (10%)

a. Site visit(s) for field investigation and meet with technical staff

b. Prepare a study and investigative report verifying the project scope, any existing conditions and/or design considerations unique to the project area, and engineering survey as described above Design Development (35%)

a. Report as described above and including executive summary, results of engineering survey (e.g. structural, asbestos or lead) described above.

b. Initial design concepts and recommendations defining the possible design and construction approaches and phases.

c. Response to previous submittal review comments.

d. Outline of specifications

e. Preliminary cost estimates

f. Completed VA Design Checklists for Design Phase Mid-Design (60%)

a. Advanced design and architecture/engineering plan.

b. Design drawings (including equipment schedules and 1-line diagrams) will be prepared in both 2D and 3D CADD and also PDF and Revit formats. These formats shall be transmitted to the VA COR.

c. Outline specifications for all systems and equipment, submitted in both Microsoft word and searchable PDF formats.

d. Preliminary cost estimate, schedule of material submittals and finish schedule

e. Response to previous submittal review comments and incorporation into design documents, cost estimate and schedules.

f. Completed VA Design Checklists for Design Phase Pre-Final Design (95%)

a. Complete submittal of design drawings, specifications including material submittal listing, finish schedule, and cost estimate for final review.

g. Specifications submitted in both Microsoft word and searchable PDF formats.

b. Design drawings will be prepared in both 2D and 3D CADD, PDF and Revit formats. These formats shall be transmitted to the VA COR

c. Detailed schedule of contractor’s submittal requirements based on VA Specification Requirements, in Excel format. Submittal register shall be in Autodesk Build format.

d. Response to previous submittal review comments and incorporation into design documents, cost estimate and schedules.

e. Completed VA Design Checklist for Design Phase

Final Design (100%)

a. Submittal of final design drawings, specifications including material finish schedule, and cost estimate.

b. Final design drawings will be prepared in 2D and 3D CADD and PDF and Revit formats. These formats shall be transmitted to the VA COR.

c. Specifications submitted in both Microsoft word and searchable PDF formats.

d. Response to previous submittal review comments, with full incorporation into design documents, cost estimates and schedules.

f. Detailed register of contractor’s submittal requirements in Excel. Crtical path submittals to be highlighted. Submittal register shall be in Autodesk Build format.

D. Construction Contract Period: 365 Calendar Days.

E. Construction Period Services:

Solicitation Phase:

1. Provide bidding assistance and evaluation.

2. Solicitation Technical Question: The A/E shall answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked following the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. The A/E shall provide technical question responses to the Contracting Officer, who will distribute the information via amendment to the solicitation. 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.

3. Addenda and Revisions: Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings. 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% Construction Documents as part of the construction contract. These documents shall be labeled Final Construction.

Construction Phase

1. Attendance at the Pre-Construction Conference (PCC) is required and paid as part of the base contract.

2. Provide on-site construction inspection. Provide a cost per site visit. The A/E is expected to be available within 48 hours after the VA requests a site visit. The A/E shall submit a site visit report within two calendar days of a site visit. All documents shall be submitted in any of the electronic formats listed above. A minimum of 6 site visits is anticipated.

3. Provide updated list of required contractor submittals as required by the VHA COR.

4. Provide shop drawing & material submittal review and evaluation for comment to the Contracting Officer’s Representative (COR) as required. The A/E shall provide submittal reviews within seven calendar days of submittal to the A/E. Multiple iterations of reviews for submittals shall be anticipated.

5. Provide reviews and responses to Contractor Request for Information (RFI) which pertain to design documents clarifications, constructability, requests for variance to design documents, design conflicts, or omissions in design details. The A/E shall provide a response/solution to all construction RFIs within five calendar days of submittal to the A/E.

6. The A/E shall review the contractor's cost proposals for construction change orders/modifications when requested by the COR. The A/E's response regarding their review of cost proposals and their 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 Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

7. The A/E shall visit the project site to perform a punch list inspection at substantial completion of construction and shall submit a written report of findings to the COR within three calendar days of the final acceptance inspection. Provide all documents in any of the electronic formats listed above.

8. The A/E shall review and produce record drawings from red-lined information provided by the Contractor on the final design drawings. Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. The A/E shall revise the record drawings as requested by the COR as well as VA provided 2D CADD floor plans. A complete set of updated red-lined drawings shall be in Autodesk Revit Project (.rvt) format, AutoCAD (.dwg) format, and PDF.

F. Stratton VA Medical Center Resources and Guidance:

1. Drawings and information concerning existing conditions as available.

2. All reproduction services of bidding documents for prospective bidders.

3. Federal Energy Management Program at https://www.energy.gov/femp/federal-energy-management-program

4. VA design submission guidance at https://www.vatilms.va.gov/vatilms/reports/PG-18-3

5. VA Master Specifications PG-18-1 for copying and editing. Available on the Internet at https://www.vatilms.va.gov/vatilms/reports/PG-18-1.

6. VA Design Manuals, DESIGN MANUALS (PG-18-10), https://www.vatilms.va.gov/vatilms/reports/PG-18-10

7. VA Design Review Checklists, https://www.vatilms.va.gov/vatilms/reports/miscellaneous

8. VA Space Planning Criteria at https://www.vatilms.va.gov/vatilms/reports/PG-18-3

9. VA Electronic Access Control Security System Program PG-18-3 Security at: http://www/cfm.va.gov/til/cpro/cpTop14.pdf

10. VA Signage Design Guide at http://www.cfm.va.gov/til/spclRqmts.asp#SIGN

11. VA Standard Details Handbook PG-18-4 for copying. Available on the Internet at http://www.cfm.va.gov/TIL/sDetail.asp.

12. VA Construction Standards PG-18-3 as determined by the COTR to be necessary for the specific needs of this project http://www.cfm.va.gov/TIL/cPro.asp.

13. Other VA design information at the VA Technical Information Library http://www.cfm.va.gov/TIL/

14. VA recommendations, as applicable including those for meeting security, safety, and infection control standards required during construction.

15. Original construction documents marked “As Built” but not updated. A/E must field verify “As Built” drawings, and existing site conditions.

16. Other project documents as applicable, which have renovated these areas.

G. Schedule of Fees: The total fee of all A/E services performed under this Task Order will be as negotiated unless further modified in writing by the VA Contracting Officer. Requests for payment for services shall be made following the completion and acceptance of each submittal stage checked below. Partial payments during construction, including site visits, may be approved based on the percentage of work completed.

H. Design Review And Completion Schedule: Deliver each identified submittal to the COR on or before the date specified below: (Note: Days refer to calendar days.)

I. Submittals: The A/E will provide two (2) hard copies and one (1) electronic copy of all documents referenced in paragraph C above at each review stage. Electronic submittals will be in MS Word, Adobe PDF, compatible with AutoCAD 2025 and Revit 2024, and can be posted directly to Autodesk Build.