P01- Att1 Final Scope 578-27-003 Design SOW Rev1.docx

Statement of Work

578-27-003 Renovate A Section on First Floor of Building 1

June 29, 2026 578-25-002 Renovate 15th Floor of Building 200 3

A) Mission

Engineering Service’s mission is to provide comprehensive oversight and management of the Environment of Care at the Edward Hines VA Hospital. We ensure the safety, reliability, and functionality of the physical infrastructure and base plant operations. Our support serves a diverse customer base, including patients, visitors, clinical staff, and administrative employees, enabling a safe, efficient, and healing environment throughout the facility.

B) Goals

The objective of this project is to provide full professional Architect/Engineer (A/E) design services and Construction Period Services (CPS) for the renovation of the First Floor of Building 1, Section A. The scope of work includes, but is not limited to, the relocation of Hines Pathology to enhance operational efficiency, improve functional adjacencies, and support an optimized clinical workflow. The renovation shall incorporate the installation of a new vacuum tube system designed to interface seamlessly with the existing Swisslog pneumatic tube infrastructure.

The A/E shall coordinate fully with Swisslog and with all designated VA Engineering Service and design team personnel to verify and document all facility, structural, architectural, mechanical, electrical, plumbing, telecommunications, and utility requirements necessary for the proper installation and performance of equipment to be furnished and installed under a separate construction contract. All design documents shall conform to current VA design standards, technical criteria, applicable codes, and VA Master Specifications, and shall clearly delineate all contractor responsibilities, interface points, and required infrastructure provisions.

C) Current Conditions

D) Justification

The Pathology Department is currently separated into three different locations: the first floor of Building 200, Section D; the second floor of Building 1, Section F; and the fourth floor of Building 1, Section E. These existing areas are limited in space, have infrastructure Constraints, and do not support efficient process flow or optimal turnaround times. To consolidate operations and streamline workflow, the entire Pathology Department will be relocated to the first floor of Building 1, Section A.

E) Objectives

The objective is for the A/E to provide complete design services for the renovation of Building 1, Section A, to accommodate the Hines VA Pathology Department. All design work shall comply with the VA Pathology and Laboratory Medicine Design Guide, applicable VA Design Manuals, VA Master Specifications, and all current Federal, State, and local codes and standards. The A/E’s responsibilities include, but are not limited to, the following:

1) Investigate existing conditions in Building 1 (First Floor Section A, Second Floor Section F, and Fourth Floor Section E) and the First Floor of Building 200 to identify constraints impacting programmatic requirements defined in the VA Pathology Design Guide.

2) Evaluate potential locations within Building 1, Section A, for new AHU installation and ventilation/exhaust pathways in accordance with VA Pathology requirements for airflow direction, pressurization, and contamination control.

3) Investigate rooms and departments located above and below the First Floor of Section A to verify adjacency, structural, vibration, noise, and utility considerations consistent with the VA Pathology Design Guide (e.g., grossing, histology, microbiology, specimen receiving).

4) Develop a comprehensive process‑flow chart for all Pathology functions that aligns with workflow and separation requirements outlined in the VA Pathology Design Guide, including clean/dirty flows, specimen chain of custody, biosafety, and staff circulation.

5) Develop a detailed design for the renovation of the First Floor of Section A that satisfies all Pathology programmatic space requirements, equipment needs, biosafety classifications, MEP requirements, and adjacency diagrams specified in the VA Pathology Design Guide.

6) Develop a detailed design for a vacuum tube system connecting Building 1, Section A, to the existing network serving Buildings 200, 217, and 221, ensuring compliance with VA Pathology criteria for transport speeds, routing, contamination control, and delivery locations (e.g., accessioning).

7) Investigate the Building 1 attic to determine optimal routing for the new vacuum tube system while maintaining compliance with VA mechanical, fire protection, and Pathology Design Guide routing restrictions.

8) Conduct a complete review of applicable VA Pathology Design Guide requirements, relevant VA criteria, and external codes to ensure the final design meets all current standards.

9) Coordinate equipment layouts and utility requirements based on vendor data while ensuring compatibility with VA Pathology standards for bench heights, ergonomic clearances, casework materials, cleanability, and utility redundancy.

10) Develop construction sequencing and phasing strategies that minimize operational impacts and comply with VA Pathology requirements for infection control, biosafety, hazardous material handling, and continuity of diagnostic services.

11) Prepare detailed phasing plans allowing partial occupancy of the space during construction, identifying work requiring off‑hours execution, and ensuring compliance with ICRA, ILSM, and VA Pathology operational continuity requirements.

12) Perform Construction Period Services (CPS) after award of the construction contract to ensure that construction activities comply with the VA Pathology Design Guide, design intent, and all applicable standards.

All work performed under this Scope of Work shall comply with the Department of Veterans Affairs Master Specifications, the VA Pathology Design Guide, and all applicable Federal, State, and local requirements. The design package shall address all items defined herein.

F) Scope of Work.

Under this request, the A/E shall furnish multi-discipline architectural and engineering services for reports, planning, programming studies, investigations, design concepts, design options, construction drawings, specifications, and the review of shop drawings, samples, equipment data, and other related documents that a reasonable A/E would be expected to deliver as part of professional services. All work performed under this scope shall comply with the Department of Veterans Affairs Master Specifications, VA Pathology Design Guide as well as all applicable Federal, State, and local requirements. The package shall cover the items defined below. The A/E firm shall provide all professional services necessary for:

1) CLIN 1 – Investigation

a. Investigate the existing conditions in Building 1 Section A 1st floor, section E 4th floor, Section F 2nd floor, and the Pathology section in Building 200.

1. This investigation shall include, but not be limited to, reviewing floor layouts, windows, measurements, infrastructure, plumbing, HVAC loads/capacity/controls, electrical loads and capacity, refrigeration requirements, exhaust systems, data and phone cabling, security systems, and any other relevant components.

2. Evaluate potential locations in Building 1, Section A, for equipment that may serve the Section A 1st Floor area, as well as opportunities for ventilation and exhaust.

3. Investigate Buildings 1 and 200 to determine the optimal routing path for the new vacuum tube system.

4. Identify and verify all remaining utilities and MEP systems that were not identified as obsolete in project 578-22-018, including but not limited to plumbing, HVAC, electrical, data, and phone cabling.

5. Identify and verify utilities and MEP systems that remain active and serve only Section A 1st Floor, as well as those that pass-through Section A 1st Floor. This includes, but is not limited to, plumbing, HVAC, electrical, data, and phone cabling.

6. Investigate the functional requirements of the Pathology Department and verify that the 1st Floor of Building 1, Section A, can meet the required floor space.

7. If additional space is needed to accommodate Pathology offices, investigate the use of Building 1, Section A, 2nd Floor.

8. Perform load calculations and provide recommendations for adding a new 480V transformer and a new cooling system for the entirety of Section A 1st Floor, with sufficient capacity to support the 2nd, 3rd, and 4th Floors of Section A.

9. Evaluate the feasibility of using larger walk‑in refrigeration units to replace the smaller refrigerators currently used throughout the Pathology Department.

10. Perform a comprehensive code search and document all findings.

11. Provide a detailed report on the condition of Building 1, Section A, 1st Floor. Assess the building’s existing conditions against current VA design standards and provide recommendations to bring Section A 1st Floor into compliance. This report will be used to establish the design approach and phasing in CLIN 2.

2) CLIN 2 – Design

a. The priority is to design space that can accommodate the relocation of the Pathology Department and the installation of a new vacuum tube system to be connected to the existing vacuum tube system. If all design and spatial requirements are not satisfied with these primary services, building 1 Section A 2nd floor will be used to integrate the office space requirement for these services. The services listed below should be included in the relocation:

1. Central Processing (located in Building 200 Section D 1st floor)

2. Chemistry (located in Building 200 Section D 1st floor)

3. Hematology (located in Building 200 Section D 1st floor)

4. Coagulation/Urinalysis (located in Building 200 Section D 1st floor)

5. Blood Bank (located in Building 200 Section D 1st floor)

6. Histology (located in Building 200 Section D 1st floor)

7. Molecular Biology (located in Building 1 Section F 2nd floor)

8. Microbiology (located in Building 1 Section E 4th floor)

9. Design elements shall include:

a) Design new feed, 4160-480V transformer, new main distribution at 480V, new secondary distribution at 120V.

b) Design new MEP systems that can be duplicated through Building 1.

c) Include a new mechanical and electrical room in Building 1 Section A on the 1st floor.

b. Develop a design for the building 1 Section A 1st floor that is fully compliant with the current VA Pathology Design Guide, VA Design Guides and VA TIL requirements.

c. The design shall consider:

1. The findings of the Investigation Phase.

2. The existing EHRM Design for the Building 1 Section A 1st floor from project 578-21-701.

3. Replacing existing small refrigeration systems with larger walk-in refrigerators.

4. Installation of fume exhaust systems as needed for each department.

5. The need for a physical security system connected to the Hines Milestone security system. (Due to licensing and maintenance agreements, the current provider for security maintenance at Hines VA shall be sole sourced for this project).

6. Maintaining access to existing ceiling utility areas identified for maintenance purposes.

7. Adding an additional 20’x 20’ area considered “swing space” for new equipment.

8. Design a new HVAC system incorporating a dedicated, independent Air Handling Unit (AHU) to serve the entirety of Building 1, Section A. The HVAC system shall be designed in accordance with the findings of the Investigation Phase and shall fully comply with the VA HVAC Design Manual, VA Mechanical Standards, VA Master Specifications, and applicable ASHRAE requirements. The AHU and associated cooling systems shall be sized based on verified load calculations and shall include N+1 redundancy for all critical components, including supply and return fan arrays, cooling capacity, filters, and pumps, to ensure continuous operation in the event of component failure.

9. The HVAC system shall maintain all required pressurization relationships for Pathology and Laboratory Medicine spaces, including but not limited to: negative pressure for grossing rooms, autopsy‑adjacent spaces, and soiled/dirty areas; neutral or slightly positive pressure for histology and general laboratory processing areas; and positive pressure for clean storage and administrative functions. Ventilation and room pressure relationships shall conform to ASHRAE 170, VA HVAC Design Manual, and the VA Pathology Design Guide.

10. Filtration shall meet or exceed MERV 14 final filtration, with pre‑filter stages as required by VA Master Specification 23 40 00. Biosafety ventilation requirements, including fume hood exhaust, biosafety cabinet exhaust, and chemical exhaust systems, shall be coordinated with room pressurization and shall comply with VA standards, ASHRAE, NFPA, and CDC/NIH guidelines where applicable.

11. Humidity control shall be provided to maintain indoor relative humidity levels between 30% and 60%, with tighter control applied where required by laboratory functions, equipment specifications, or biosafety considerations. Dehumidification and humidification systems shall be sized to maintain environmental conditions during extreme outdoor conditions as defined in ASHRAE climatic data.

12. The cooling system shall include redundant chilled water pumps, redundant condensate pumps, and appropriately sized hydronic distribution systems to ensure uninterrupted service to Building 1 Section A. Future capacity shall be included to support HVAC demands for Section A Floors 2, 3, and 4.

13. The HVAC system shall fully integrate into the facility’s Building Automation System (BAS) using BACnet‑compatible direct digital controls and shall interface seamlessly with the Hines VA Campus Johnson Controls (JCI) Niagara 4 platform. All control sequences, points, alarms, monitoring functions, and trending capabilities shall comply with VA Master Specification 23 09 23 and the VA HVAC Design Manual. The BAS shall provide full visibility and command functions for all AHU components, redundancy configurations, pressure relationships, and safety interlocks.

14. All fire/smoke dampers, duct detectors, and life‑safety interlocks shall be coordinated with the HVAC design in accordance with NFPA requirements, VA Fire Protection Design Manual, and VA Master Specifications. Laboratory fume hoods, biosafety cabinets, and specialty exhaust systems shall be coordinated with room pressurization, airflow balancing, exhaust risers, dilution requirements, and safety controls.

15. Design a pneumatic tube system that focuses on the functional and operational needs of the department based on the workflow of the designated services to occupy the floor. Develop a color-code system to identify tubes for ER/OR, Blood bank, and all other areas. (Due to current licensing, warranty, and maintenance agreements, Swisslog Healthcare shall be sole sourced for this portion of the project).

16. Design new sewer line piping to replace all sewer lines up to the 4th floor.

17. Windows replacement will be part of the Construction portion of this project; however, the Design is not required as it has been completed under Project 578-17-007, which is available upon request.

18. Due to construction market uncertainty, the design package shall include progressive (at least two) deductive alternatives that can reduce the construction award in steps. The deductive alternates combined should reduce the estimated cost of construction by approximately 20%.

3) CLIN 3 – Bid Period Services, Construction Administration Services, and Close-out Documents.

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

4) Drawings, specifications, and cost estimates shall include all facets of work and trades necessary to facilitate award of a construction contract. Construction period services are to include site visits during construction as part of the scope.

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5) The A/E shall collaborate with Edward Hines VA Hospital’s designated PDT throughout the Design Phase and continuing through the Construction Phase.

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

b. The notes will be included with the 30%, 60%, and 90% Design deliverables.

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

a. All field investigations shall occur within CLIN 1 of the project. Activities required shall include but are not limited to:

1. Review existing condition drawings.

a) The existing conditions drawings and specifications provided by Edward Hines VA Hospital after the A/E contract award are limited and should NOT be assumed to be entirely accurate or the sole source of information.

2. Perform multiple onsite field investigations, as needed, for base building information.

a) Including reviews, inspections, and verifications performed by the A/E.

b) Confirm measurements of existing conditions, including room dimensions, ceiling heights, height to structural deck, window and door locations, structural components, and location of all services.

3. If the A/E identifies potentially hazardous material, it shall be immediately brought to the attention of the COR. The COR and CO may authorize testing by the A/E via contract modification, or the VA may test separately and provide results as Government Furnished Information.

a) Due to the age of many buildings, Hines presumes all existing painted surfaces contain lead. Bid drawings and specifications shall note this.

4. Perform multiple onsite field investigations to review, inspect, and identify sizes, dimensions, and deficiencies in current building systems. The investigation shall trace system components to their sources and collateral components, including equipment located on other floors, attics, chases, and concealed spaces.

a) Mechanical systems (supply, return, exhaust, and controls)

b) Electrical systems, circuiting, capacity, and emergency power

c) Plumbing supply and sewer systems

d) Fire alarm and fire suppression systems

e) Medical gas systems and distribution

f) Refrigeration requirements for specimen storage

g) Fume exhaust requirements

h) Network cabling and telecommunications distribution

i) Security systems (cameras and access control)

j) Vacuum tube system components connected to the existing system

k) Structural integrity of existing buildings to ensure capacity for new equipment; A/E shall identify required structural improvements

l) If penetrations are anticipated in concrete floors, ceilings, slabs, or roofs, A/E shall perform Ground Penetrating Radar (GPR) to identify embedded obstructions (rebar, post‑tension cables, conduits, etc.)

m) A/E shall prepare an inventory of equipment and schedule identifying existing equipment, noting reuse intent, water usage, electrical demand, exhaust requirements, specialized cooling, and other critical data. The schedule shall reference a floor plan showing equipment locations and ID tags.

n) A/E shall develop a process flow diagram for Pathology to inform room placement and flow relationships.

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

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

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

6. All investigative work shall be documented in the form of reports, schedules, notes, existing condition drawings, etc. and submitted within the Investigation Phase.

7. The options presented in the 30% Design Phase (Schematic Design) shall be supported by information obtained by the investigative work.

b. A detailed Construction Cost Estimate (CCE) shall be provided at each design submission phase.

1. For the 30% Design Phase, the A/E shall provide a minimum of three (3) CCEs—one for each required option.

2. The 30% CCE is for information only and shall not impede progress to the next design phase.

3. Unless the government formally changes the scope of work, the CCE shall not be used as justification for any fee increase.

7) End-user Design Parameters: The design shall incorporate multiple end‑user design parameters that will be used to measure the success of the project. Parameters include, but are not limited to:

a. Accessibility: All rooms must be accessible.

b. Aesthetics:

1. 2 x 4 acoustic ceiling grid with simulated 2 x 2 acoustic ceiling tiles are preferred.

2. Doors shall be a minimum of 32″ clear width, with lever handles and thresholds ≤ ½″ to accommodate wheelchairs. Pathology benches, sinks, and safety equipment (eyewash/shower) must allow knee clearance of at least 27″ and surface heights between 28–34″

c. BIM: Building Information Modeling is a requirement to coordinate the work of multiple trades and engineering disciplines. For pathology-specific spaces, BIM shall incorporate utility locations (medical gas, vacuum, fume hood exhaust), airflow patterns, pressure zones, and digital control integration by room.

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

e. Pathology labs shall include dedicated specimen and waste transfer routes separate from staff access, with unidirectional flow: receipt → grossing → processing → storage/reporting.

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

g. Electrical:

1. Evaluate the capacity of the existing electrical system. Upgrade with a new 4160–480V transformer, new main distribution at 480V, and new secondary distribution at 120V to accommodate new design requirements.

2. All electrical distribution panels shall be labeled with their power source information (i.e., the circuit feeding them).

h. Energy: The design shall include Energy Star–rated materials and equipment or a VA‑approved equivalent to the greatest extent possible. All HVAC equipment shall conform to the American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE) design and energy‑efficiency standards.

1. Incorporate variable air volume systems for pathology zones, with night setbacks not dropping below 10% of occupied airflow and failsafe return to baseline

i. Functionality:

1. Develop a design satisfying VA Pathology Laboratory functional needs, including grossing, tissue processing, staining, microscopy, and reporting workflows.

2. Design a pneumatic tube system optimized for unidirectional specimen flow, minimizing cross-contamination.

3. Design to include installation of a new HVAC control system that supports pressure zoning, negative pressure in contaminated areas, and graduated flow from clean to dirty zones.

4. The design shall include the installation of the new HVAC control system supporting room-level pressure and airflow monitoring.

5. The design shall include installation of a new direct digital control (DDC) building automation system that is seamlessly integrated with the Hines VA Campus’ current JCI Niagara 4 platform. The system shall support BACnet communications, fume‑hood interlocks, pressure monitoring and alarms, emergency zone shut‑off capability, and shall utilize a new, open‑network, contractor‑line, Tridium‑based control architecture.

j. Hazardous material:

1. All ACM was abated from Building 1 Section A 1st floor.

k. Signage: To comply with VA standard wayfinding signage requirements.

1. Include signage for clean vs. contaminated zones, biohazard areas, chemical hazards, fume hood warnings, and emergency equipment locations. Labels shall meet OSHA/CLIA/OSHA 1910.1450 requirements

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

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

2. Concrete shall not be used to fill floor or wall penetrations. Use UL-approved fire-patching materials in such situations.

3. Contractor shall install service valves at risers for hot- and cold-water lines and before the zone valve for the medical gas systems. This enables isolation of each floor for future maintenance. Valves must be brass for gas piping and installed per VA Plumbing Design Manual PG 18‑10.

4. Contractor shall label the cover plates of all electrical receptacles—inside and outside—with their circuit numbers and panel source (labels placed on both the outside of the cover plate and inside the outlet box)

5. Replace all occurrences of “Resident Engineer” in this contract and throughout VA Master Specifications with “Project Engineer”. Project Engineer is a term synonymous with Contracting Officer’s Representative (COR).

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

7. Ventilation & Pressure Control:

a) Maintain directional airflow and pressure gradients: critical areas (grossing, tissue processing) shall operate under stable negative pressure relative to adjacent zones.

b) Provide a minimum of 10 air changes per hour (ACH) in grossing and tissue-processing zones, using dedicated exhaust with supply-exhaust balance ensuring exhaust exceeds supply to maintain negative pressure.

c) Implement a Variable Air Volume (VAV) system with differential-pressure monitoring and controls responding to fume hood operation, door openings, and room pressure changes.

8. Fume Hood & Exhaust Systems:

a) Provide fume hoods in areas involving formaldehyde, xylene, and other hazardous substances. Hood face velocity shall meet ANSI/OSHA/ASHRAE benchmarks; all exhaust air must discharge externally with no recirculation.

b) Ceilings over fume hoods must maintain face velocity < 40 fpm; no air recirculation within lab zones.

9. Functional Zoning:

a) Drawings and specifications shall clearly delineate clean vs. contaminated zones (e.g., receipt→ grossing→ processing→ microtomy→ staining) with unidirectional specimen flow to reduce cross-contamination.

10. Medical Gas & Vacuum Systems:

a) Install medical vacuum, air, and other gas systems per VA Plumbing Design Manual PG 18‑10; include locked isolation valves at zone takeoffs and service valves in accessible locations, not concealed above ceilings or benches.

b) Ensure medical gas valves are brass with discharge via NIST fittings and incorporate locking mechanisms per HTM 2022/EN ISO 7396‑1 standards.

m. Telecom & Controls:

1. Integrate digital control and telecom specifications to support HVAC pressure monitoring, alarm systems (for pressure/airflow deviations, fume hood failure), and duct pressurization sensors; telecom wiring shall follow COR and OIT standards (Attachment 1, Document 21).

2. Control Systems (Pathology‑Lab Focused):

a) Integration with a new direct digital control (DDC) building automation system, seamlessly tied into the Hines VA Campus’ existing JCI Niagara 4 platform. Controls shall be a new, open‑network, contractor‑line, BACnet‑compatible, Tridium‑based architecture.

b) Pressure and air-flow control:

1) Use lab-grade BACnet controllers (e.g., Siemens LCM/PRC with off-board airflow modules) for precise differential pressure and airflow measurement via dedicated sensors.

2) Define pressure gradients to enforce directional airflow: grossing (–5 to –15 Pa) → processing (–5 to –10 Pa) → clean areas (+5 to +15 Pa) 34.

3) Maintain minimum ACH levels: ≥ 12 ACH in grossing labs, ≥ 10 ACH in processing zones, ≥ 6 ACH in clean/diagnostic rooms.

c) Fume-hood interlocks and exhaust control:

1) Exhaust fans must activate prior to sash opening; intake airflow must ramp accordingly, maintaining face velocities of 80–120 fpm 53.

2) Ceiling diffusers shall not be positioned above fume hoods to avoid disrupting airflow.

d) Sensor monitoring and alarms:

1) Install sensors for formaldehyde and xylene in grossing and processing areas; alarms shall trigger and auto-boost exhaust when thresholds are exceeded 63.

2) Room pressure sensors with audible/visual alerts and auto-failover controls to preserve negative/positive gradients.

e) Redundancy & control resilience:

1) Provide backup fans and automatic switchover within 10 seconds in contaminated zones; VFDs on all major fans to maintain airflow stability.

2) Hoods and exhaust systems must include fail-safe shutdown interlocks and safe fallback protocols in the event of a fan or control failure.

f) BACnet integration and commissioning:

1) Controllers shall communicate via BACnet MS/TP or IP, be discoverable with auto-addressing, and support unit-level control, occupancy scheduling, alarm objects, and airflow reporting 178.

2) System must support facility-wide Niagara 4 supervision, with graphics interfaces for front-end control and emergency overrides, as configured per VA standards.

g) Commissioning and verification:

1) The design shall consider that the systems will be commissioned against ANSI/ASHRAE/OSHA standards (e.g., ANSI Z9.5, ASHRAE 110) and lab-specific protocols; includes field functional testing, airflow balancing, pressure verification, and interlock testing

These pathology-specific details address critical lab design areas—ventilation, air changes, pressure control, fume containment, workflow zoning, and medical services—to align the project with biosafety and functional efficiency standards.

8) The A/E shall furnish multi‑discipline architectural and engineering services for reports, planning and programming studies, investigations, testing, design concepts, design options, construction drawings and specifications, review of shop drawings, samples, equipment data, and other related documents. Although primarily architectural in nature, projects may also have components that fall under additional disciplines including, but not limited to:

a. Accessibility.

b. Acoustic Design.

c. Construction Administrative Services.

d. Control Systems.

e. Cost Estimation.

f. Electrical.

g. Energy.

h. Fire Alarm and Suppression.

i. Furniture and Equipment.

j. Infection Control.

k. Interior Design.

l. Mechanical.

m. Lighting.

n. Pathology / Lab services

o. Phasing of Construction.

p. Plumbing.

q. Rendering and 3D Modeling.

r. Schedule Development.

s. Security.

t. Signage and Wayfinding.

u. Specifications.

v. Structural.

w. Telecom (Phone and Data).

x. Vacuum Transport System.

9) In accordance with VAAR 836.606-71 Application of 6 percent architect-engineer fee limitation:

a. The production and delivery of designs, plans, drawings, and specifications shall not exceed 6 percent of the estimated cost of construction. Other A-E fees are not included in this 6 percent. Such fees are delineated in reference (c) below.

b. The 6 percent limit also applies to contract modifications, including modifications involving:

1. Work not initially included in the contract. Apply the 6 percent limit to the revised total estimated construction cost.

2. Redesign. Apply the 6 percent limit as follows –

a) Add the estimated construction cost of the redesign features to the original estimated construction cost.

b) Add the contract cost for the original design to the contract cost for redesign.

c) Divide the total contract design cost by the total estimated construction cost. The resulting percentage may not exceed the 6 percent statutory limitation.

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

1. Investigative services including but not limited to:

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

b) Determination of feasibility of proposed project.

c) Preparation of measured drawings of existing facility.

d) Subsurface investigation.

e) Structural, electrical, and mechanical investigation of existing facility.

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

g) Environmental services.

h) Geo-Tech studies.

i) Feasibility studies.

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

3. Other:

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

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

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

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

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

10) The estimated construction contract price to complete this project is $19,318,566.00

11) The A/E is expected to provide a complete design package for all items listed in the scope of work, regardless of any CLIN, the priority, or construction cost.

12) Funding limitations for both Non-Recurring Maintenance (NRM) and Minor projects shall not exceed a single, total project cost of $30M.

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

14) The above A/E scope constitutes a basic outline of the work and in no way outlines all the details for the design of this project.

G) Tasks and Responsibilities.

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

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

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

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

c. The A/E shall provide a full schedule including site visits, design meetings, deliverables, deliverable review meetings, government review periods, etc. If the Period of Performance (POP) is extended, the A/E shall provide a revised schedule reflecting all date changes.

3) The A/E shall develop a Phasing Plan as part of the contract documents. The plan shall include the coordination of utility shutdowns and/or relocation requirements. The Phasing Plan shall at a minimum, incorporate notes on drawings at 60%, 90% and 100% submittals. However, when the COR feels notes alone are insufficient, the A/E shall include drawings into the contract documents.

4) Pathology‑Specific Coordination Tasks:

a. Coordinate adjacency and workflow requirements for specimen receipt, grossing, tissue processing, histology, cytology, frozen section, and storage areas to maintain unidirectional specimen flow and reduce cross‑contamination.

b. Coordinate with Infection Control for airflow zoning, containment requirements, negative‑pressure rooms, and pressure‑monitoring points specific to pathology environments.

c. Coordinate mechanical, electrical, and plumbing (MEP) designs to support fume hoods, biosafety cabinets, ventilated grossing stations, hazardous exhaust systems, and chemical waste management.

d. Coordinate with laboratory users to identify required equipment loads, bench layouts, clearances, utility locations, and specialized services such as vacuum, medical air, lab gases, and high‑density storage.

e. Coordinate routing and termination points for exhaust ductwork serving formaldehyde, xylene, and other chemical processes to ensure proper segregation and code‑compliant discharge.

f. Coordinate control‑system requirements for fume‑hood interlocks, alarm notifications, pressure differentials, and emergency shut‑off functions.

g. Coordinate integration of the pneumatic tube system with lab workflow and infection‑control considerations, including placement, tube carriers, and specimen drop‑off routing.

h. Coordinate finish materials with laboratory durability standards, including chemical resistance, cleanability, and moisture tolerance.

i. Coordinate hazardous‑material handling requirements, including interim storage, waste segregation, and access routes for removal.

j. Coordinate with VA Safety, Facilities Management, and Engineering Services to ensure compliance with relevant VA, OSHA, NFPA, and CLSI laboratory design standards.

5) CLIN 1 - Investigation.

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

b. The A/E shall begin site visits and investigations within 14 days of award.

c. The A/E firm shall visit Building 1 Attic, 1st floor & 2nd floor of Section A, 2nd floor Section F, 4th floor Section E, and Building 200 1st floor to perform field investigations of all engineering disciplines. Measurement of the existing spaces shall be taken to update the existing conditions into Revit 2024 drawings.

d. The A/E firm will issue a final report based upon their findings and analysis. Include with the report information detailing the condition of mechanical systems and recommendations about the possible services to fill the extra space on the floor.

e. Pathology Specific Investigation Requirements

1. Assess existing airflow conditions, including supply volumes, exhaust volumes, directional airflow, and pressure differentials between clean and contaminated spaces.

2. Evaluate the condition, sizing, routing, and termination of existing exhaust systems serving fume hoods, grossing stations, biosafety cabinets, and chemical storage areas.

3. Verify location, operability, and code compliance of existing fume hoods, grossing stations, downdraft tables, and other local exhaust equipment.

4. Assess current utility infrastructure (vacuum, medical air, gases, RO water, emergency power) to determine capacity for pathology equipment and workflows.

5. Document existing equipment loads, bench locations, cabinetry, casework conditions, and all fixed utilities that impact laboratory functions.

6. Evaluate conditions of chemical storage, hazardous waste holding areas, and specimen transport routes, identifying any compliance gaps with laboratory safety standards.

7. Identify contamination‑control needs, including flooring transitions, wall and ceiling finishes, door seals, and any locations requiring negative- or positive-pressure control.

8. Review pneumatic tube station locations, routing, and suitability for specimen transport, ensuring compatibility with proposed workflow.

9. Confirm all life‑safety features (fire alarm devices, suppression equipment, eyewash/showers, spill containment accommodations) in relation to pathology operations.

10. Capture all findings in the investigation report with photos, marked-up plans, and specific recommendations for supporting pathology laboratory functions.

6) CLIN 2 - 30% Design Phase (Schematic Design)

a. The A/E firm shall meet with key Edward Hines VA Hospital personnel to discuss a program for design. Based upon these meetings, the field investigations, and the scope of work, the A/E firm shall develop a minimum of three (3) viable, preliminary, designs options with each option addressing the needs of the scope of work. Each option should consider equipment layout, best practices, and production flow. Each option shall include a narrative of their suggested design alternative, drawings, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

b. Pathology-Specific Requirements:

1. Each design option shall incorporate unidirectional specimen workflow from receipt → grossing → processing → microtomy → staining → analysis.

2. Options shall include proposed pressure zoning strategies (negative, neutral, positive) consistent with pathology laboratory safety and contamination‑control requirements.

3. Design options shall identify locations of grossing stations, fume hoods, biosafety cabinets, hazardous chemical storage, and ventilated equipment.

4. Layouts shall consider adjacency requirements for histology, cytology, frozen section, tissue storage, and support spaces.

5. Options shall include conceptual routing of exhaust systems for formaldehyde, xylene, and other chemicals.

6. Utility layouts shall consider medical gases, vacuum, emergency power, and water purification needs for pathology equipment.

c. If the COR determines whether one or all the options are not viable or does not adequately explore possible designs, the COR may request revisions at no cost to the government.

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

e. The A/E shall provide a reply to all prior review comments with resolution thereof at each submittal phase.

1. Responses shall address airflow, pressure control, specimen flow, hazardous material handling, and equipment utility needs noted during review.

2. Any requested revisions from Infection Control, Safety, or Lab Users relating to workflow or biosafety must be addressed and incorporated into subsequent design submittals.

7) CLIN 2 - 60% Design Phase (Design Development).

a. Upon receiving notification from the COR of the selected Schematic Design option, the A/E shall write a Formal Program for Design. The Formal Program for Design will document VA TIL requirements for each room including room names, codes, functions, areas, requirements for mechanical, electrical, plumbing, telecom, lighting, finishes, equipment, and other specialized criteria. This Formal Program for Design shall form the baseline of success for the design going forward. Additionally, while the program relies heavily on information provided by the TIL, it should not be presented as a haphazard, cut and paste of TIL information.

1. The Formal Program shall define functional zoning for pathology areas, including grossing, histology, cytology, frozen section, tissue processing, storage, and support spaces.

2. Each room shall include specific ventilation, pressure, exhaust, and biosafety classification requirements.

3. Equipment lists shall identify specialized pathology equipment (ventilated grossing stations, fume hoods, cryostats, processors, embedding centers, stainers, microscopes), along with required utilities.

4. Room criteria shall document workflow dependencies and adjacency requirements needed to maintain unidirectional specimen flow.

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

1. Drawings shall illustrate airflow direction, pressure zoning, exhaust duct routing, and fume‑hood locations.

2. Mechanical design shall show preliminary airflows, differential pressure targets, and system zoning for contaminated vs. non‑contaminated areas.

3. Electrical drawings shall incorporate equipment loads, emergency power needs, redundancy for critical lab equipment, and isolation panels where required.

4. Plumbing layouts shall include locations for lab sinks, emergency eyewash/shower units, purified water, vacuum, medical gas, and waste systems.

5. Casework, benching layouts, and fixed equipment arrangements shall reflect laboratory workflow, ergonomic access, and chemical‑resistant materials.

6. Pathology‑specific safety elements—formaldehyde monitoring, chemical storage ventilation, spill containment, and floor‑to‑ceiling hygiene requirements—shall be integrated.

c. Following the 60% design submission the COR will submit the package for an independent Fire Code Review. See Attachment 1, Document 17. The review may render life safety comments that will need to be incorporated into the 90% design submission.

1. Verification of Life Safety Code compliance for chemical storage rooms, exhaust systems, and flammable liquid handling areas.

2. Evaluation of fire suppression coverage around fume hoods, grossing stations, and high‑heat equipment.

d. Following the 60% design submission the COR will submit the package for a review by the Hines Energy Manager. The review may render energy and water comments that will need to be incorporated into the 90% design submission.

1. Energy impacts of dedicated exhaust systems, VAV requirements, and high‑air‑change‑rate spaces.

2. Water‑use evaluation for tissue processors, embedding stations, and laboratory sinks.

3. Opportunities for energy recovery in high‑exhaust areas where allowed by biosafety and code requirements.

8) CLIN 2 - 90% Design Phase (Construction Documents).

a. The A/E shall further develop the 60% design by creating more detail in the drawings, sections, schedules, notes, and specifications advancing them towards final design. The selected option shall include revisions to the A/E firm’s design narrative, drawings, specifications, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

1. Drawings shall include final locations and clearances for pathology equipment including grossing stations, fume hoods, biosafety cabinets, cryostats, tissue processors, stainers, and embedding centers.

2. Provide finalized airflow diagrams showing supply, exhaust, pressure relationships, and differential pressure setpoints for all pathology rooms.

3. Finalize hazardous chemical exhaust routing, transitions, and termination points for formaldehyde, xylene, alcohols, and other volatile chemicals.

4. Incorporate final utility connections (vacuum, medical air, CO₂, RO/DI water, emergency power, dedicated circuits) needed to support pathology instrumentation.

5. Include detailed casework and benching plans with chemical‑resistant materials, backsplash requirements, and splash‑zone protections.

6. Annotate infection control features such as sealed ceilings, cleanable finishes, isolation of negative‑pressure rooms, and gasketed doors for contamination‑sensitive areas.

b. The A/E firm shall incorporate any 60% design review comments submitted by the COR. These comments should be tracked and addressed by the A/E.

1. All comments from Laboratory Service, Infection Control, Safety, and Engineering regarding workflow, biosafety, and equipment placement shall be documented and incorporated.

2. Address reviewer feedback regarding placement of emergency eyewash/showers, chemical storage, spill containment, and hazardous‑waste holding areas.

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

1. Update drawings to reflect compliance for flammable‑liquid storage, hazardous exhaust systems, and chemical rooms.

2. Ensure fire‑rated separations, firestopping, and suppression requirements are coordinated with final lab layouts.

d. The A/E firm will incorporate any energy and water comments from the Hines Energy Manager Review.

1. Adjust airflows, heat loads, and exhaust rates in high‑exhaust pathology spaces where feasible and code‑compliant.

2. Incorporate strategies to reduce water use for tissue processing…