P01 - SOW 578-25-002 Renovate 15th Floor Building 200.pdf

578-25-002 Renovate 15th Floor of Building 200 1

Statement of Work

578-25-002 Renovate 15th Floor of Building 200

December 31, 2025

Attachments: 1) Hines Standard Documents

2) Acronyms and References

3) Hines Design Requirements and Other Information

4) Hines VA – Front-end Specifications

5) Building 200 15th Floor Plan

6) Current Condition Photos

A) Mission

Engineering Service’s mission is the total oversight and management of the Environment of Care as it pertains to the physical infrastructure and base plant operations at the Edward Hines VA Hospital. Engineering support is for customers that include, but are not limited to, patients, visitors, clinic staff, and administrative employees.

B) Goals

The goal of this project is to provide complete design services to renovate the 15th Floor of Building 200. Building 200 is the main hospital building at the Edward Hines Jr. VA Hospital.

C) Current Conditions

Edward Hines Jr. Veterans Affairs Hospital provides primary, extended, and specialty care services. Building 200 is a 15-story tower that provides clinical space, bed space, surgery bays, and supporting functions. Building 200 was constructed in 1968 and is a cast-in-place concrete structure.

The 15th floor of Building 200 is approximately 20,000 SF. It has been unoccupied and out of service for over a decade due to previous water damage. Since then, the roof has been replaced.

The floor was abated from all hazardous material as a part of project 578-23-011 Task Order C in 2024. The floor is currently undergoing interior demolition within project 578-23-013 Task Order D. The scope of project 578-23-013 is to demolish unnecessary or obsolete building elements that leave only (or as close as possible) structural or critical elements.

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D) Justification

The 15th-floor design serves as the first step for a sequential renovation plan, relocating inpatient services and creating a continuous workflow for renovating other floors in Building

200. The pandemic in 2019 highlighted limitations in the hospital's ability to implement effective inpatient isolation protocols while maximizing bed availability due to its predominantly double-occupancy patient rooms. The 15th floor of Building 200 is currently unoccupied and undergoing demolition, which offers ideal, unobstructed conditions for designing the renovation to satisfy the VA’s design criteria for single occupancy rooms. Since the 15th floor is the top floor in Building 200, it provides ideal access for ventilation and exhaust opportunities. This project will allow the VA to design the 15th floor into single occupancy inpatient rooms capable of isolation for Acute Care and a Bronchoscopy procedure room.

This project will correct the following FCA deficiencies:

1) #161422 Interior Finishes for the 15th floor are in below average condition and require replacement. FCA Grade of “D”.

2) #161423 Interior Finishes for the 15th floor are in below average condition. FCA

Grade of “D”.

3) # 363911 Several windows were removed and blocked in with plywood on the 15th floor. FCA Grade of “D”.

4) #110755 The 15th Floor requires renovations to make the floors accessible.

Unrenovated areas lack accessible public toilets, patient accessible toilets, stair compliance issues, and substantially fail to provide accessibility in all areas except elevator service. FCA Grade of “D”.

5) # 241061 Lavatory counters in former patient rooms on the 15th floor are plastic laminate which is peeling from its substrate and appears not to have required accessible clearance; suggest counter tops be replaced with accessible solid surface countertops. FCA Grade of “D”.

E) Objectives

The objective of this project is to have the A/E provide complete design services to Renovate the 15th floor of Building 200.

1) Investigate the existing conditions of the 15th floor and roof of Building 200.

2) Evaluate locations on the roof and 16th floor penthouse as options for new AHU and ventilation/exhaust opportunities.

3) Investigate the rooms, spaces, and departments above and below the existing the 15th floor.

4) Develop a detailed design to renovate the 15th floor to meet requirements for inpatient, single occupancy, Acute Care rooms capable of isolation.

5) Develop a detailed design to build a Bronchoscopy procedure room with supporting rooms around it on the 15th floor.

6) Determine which proposed services may be capable of utilizing any remaining space on the 15th floor.

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7) Evaluate the existing pneumatic tube system that focuses on the functional and operational needs of the floor based on the workflow of the designated services to occupy the floor.

8) Phase the construction work in a manner least likely to interfere with the daily operations of this hospital and avoid conflicts with other station construction projects.

9) Perform CPS services when the contract for construction is awarded.

All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and other Federal, State, and local requirements. The package shall cover all items as defined below.

F) Scope of Work.

1) 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, review of shop drawings, samples, equipment, data, and other related documents a reasonable A/E might expect to deliver as professional services. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and other Federal, State, and local requirements. The package shall cover items as defined below. The A/E firm shall provide professional services necessary for:

a. CLIN 1 – Investigation

1. Investigate the existing conditions in Building 200.

a) Investigate the existing conditions of the 14th Floor, 15th Floor, 16th Floor, and the roof of Building 200. This investigation shall include but not limited to floor layout, windows, measurements, infrastructure, plumbing, HVAC loads/capacity/controls, electrical loads and capacity, data, and phone cabling, etc.

b) Evaluate the possible locations on the 16th Floor and the roof for equipment that may serve the 15th floor and ventilation/exhaust opportunities. See Attachment 6.

c) Test and verify the existing pneumatic tube distribution system can be reactivated to the 15th floor. Provide any recommendations for any necessary repairs.

d) Identify and verify remaining utilities and MEP that were not identified as obsolete in project 578-23-013. (Including but not limited to plumbing, HVAC, electrical, data, and phone cabling, etc.)

e) Identify and verify utilities and MEP that are still active and serving only the 15th Floor. Identify and verify utilities and MEP that are passing through the 15th Floor. This includes (but is not limited to) plumbing, HVAC, electrical, data, and phone cabling, etc.

f) Assess the potential for creating single-patient rooms that function as flexible isolation units, capable of supporting both acute and ICU level care with necessary amenities, equipment, etc.

g) Investigate the design requirements for Acute Care and Bronchoscopy and ensure the 15th floor can meet the floor space requirements.

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h) If the investigation shows there is additional available space to accommodate another service, investigate the design requirements and determine which of the proposed services identified in CLIN 2 can be incorporated into the remaining space.

i) Perform a thorough code search and document the findings.

j) Provide a detailed report on the condition of the 15th Floors. Assess the buildings existing conditions against the current VA design standards and provide recommendations to bring the floor into compliance. This report will be used to set the design and phasing in CLIN 2.

b. CLIN 2 – Design

1. The priority is to design single occupancy inpatient rooms for Acute Care and a Bronchoscopy procedure room. If all design and spatial requirements are satisfied for these primary services, any remaining floor space will be used to integrate additional services. Determine which of the proposed services can be incorporated into the remaining space, provided they can also meet their full design requirements. The services listed below should be considered as options to add to the 15th floor design:

a) Sleep lab currently located on the 14th floor

b) Observation unit currently located on the 10th floor.

c) Ultrasound currently located on the 10th floor.

d) Microbiology Lab, other Lab functions currently located in Building 1: 2nd and 3rd floors.

2. Develop a design for the 15th floor of Building 200 that is fully compliant with the current VA Design Guides and VA TIL requirements.

3. Develop a detailed design to renovate the 15th floor for acute care single patient rooms, with the capability to meet isolation room standards.

4. Design a designated Bronchoscopy suite on the floor. This design should include at least one Bronchoscopy procedure room with supporting rooms.

The design shall be in accordance with the VA design guide for Bronchoscopy suites and VA TIL requirements.

5. The design shall take into consideration:

a) The findings of the Investigation Phase.

b) The existing EHRM Design for the 15th floor from project 578-21-701.

c) The existing Phigenics water quality monitoring systems.

d) The need for ceiling mounted patient lifts.

e) Maintaining access to existing above ceiling utility areas identified for maintenance purposes. See Attachment 6.

f) Flexibility and adaptability of the rooms and spaces created by the design.

6. Design for installation of a new AHU to serve only the 15th floor on the roof based on the conclusion of the investigation.

7. Design a pneumatic tube system that focuses on the functional and operational needs of the floor based on the workflow of the designated services to occupy the floor.

8. Due to construction market uncertainty, the design package shall include progressive (at least two) deductive alternatives that can reduce the

578-25-002 Renovate 15th Floor of Building 200 5 construction award in steps. The deductive alternates combined should reduce the estimated cost of construction by approximately 20%.

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

1. 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

2) 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.

3) The A/E shall collaborate with the EHVAH’s designated PDT in the Design Phase and all the way 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.

4) The A/E shall be solely responsible for the management and professional design, including all associated labor, equipment, materials, mailing costs, testing, and inspections to meet the requirements of the contract to 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 EHVAH 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 onsite field investigations for base building information.

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

b) To confirm the measurement of the existing conditions including room sizes, ceiling heights, height to structural deck, locations of windows and doors, structural components, and locations of services.

3. If the A/E finds potentially hazardous material, it should be brought to the attention of the COR. The COR and CO may choose to have the material tested by the A/E after modifying the contract. Alternatively, the VA may test separately and share the findings with the A/E as government furnished information.

a) Given the age of many of our buildings and structures, Hines does not track lead paint but instead presumes all paint as containing lead. Bid drawings and specifications shall note this.

4. Perform onsite field investigations to review, inspect, and identify sizes, dimensions, and deficiencies in the current building systems. The investigation shall trace the equipment lines to the source plus any collateral components. This may include equipment located on other floors, attics, chases, spaces, etc.

a) Mechanical systems for all aspects of supply, return, exhaust, and controls.

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

c) Plumbing systems supply and sewer.

d) Fire Alarm and Suppression systems.

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e) Medical gas and distribution systems.

f) Network cables and telecommunication systems and distribution.

g) Security systems for monitoring (cameras) and access control.

h) Structural integrity of the existing buildings – evaluate existing structure to ensure current buildings can support weight of recommended equipment. The A/E shall account for any improvements necessary to support the recommended design options.

i) If penetrations are expected in existing concrete floors, ceilings, slabs, and/or roofs, the A/E shall utilize Ground Penetrating Radar (GPR) to identify items that could be damaged during construction, including but not limited to rebar, post tension cables, and electrical conduits.

j) A/E shall develop an existing equipment inventory and provide a schedule showing all existing equipment. The schedule should identify equipment planned for reuse, water usage, electrical demand, exhaust requirements, specialized cooling, and other critical features that will be of use later in the design. The schedule shall reference or include a floor plan depicting the equipment location marked with an identification tag which ties back to the schedule.

k) Exploratory demolition is permitted but must be coordinated with the

COR.

5. Perform onsite field investigations to review above ceiling conditions for acoustical 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. An updated, detailed Construction Cost Estimate (CCE) for the scope of work shall be provided with each phase’s deliverables.

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

2. The CCE for the 30% Design Phase (Schematic Design) shall be for information purposes and shall not impede the A/E from progressing towards the next phase of the work.

3. Unless there is a definitize change in the scope of work by the government, the CCE shall not be used by the A/E as grounds for an increase in their fee.

5) End-user Design Parameters: The design shall consist of several end-user design parameters that must be included with the design and will be used to measure the success of the overall project. The parameters include, but are not limited to the following:

a. Accessibility: All rooms must be accessible.

b. Aesthetics:

1. 2 x 4 acoustical ceiling grid with simulated 2 x 2 acoustical ceiling tiles is preferred.

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c. BIM: Building Information Modeling is a requirement to coordinate the work of multiple trades and engineering disciplines.

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

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

f. Electrical:

1. Evaluate the capacity of the existing electrical system. Upgrade as necessary to accommodate new 15th floor design requirements.

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

g. 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.

h. Functionality:

1. Develop a design that satisfies the requirements for single patient rooms for

Acute Care and a Bronchoscopy procedure room.

2. Every patient room must be designed with the capability to function as an isolation room.

3. Design a pneumatic tube system that focuses on the workflow of the designated services to occupy the floor.

4. The Design shall include the installation of the new HVAC control system.

5. The new designs shall include installation of a new direct digital control building automation system to be seamlessly integrated with the Hines VA Campus current JCI Niagara 4 platform. Controls shall be a new, open network, contractor line, BACNET compatible, Tridium based control system.

i. Hazardous material:

1. All ACM was abated from the floor.

j. Signage: To comply with VA standard signage requirements.

k. 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:

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

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

3. Contractor shall install service valves at risers for hot and cold-water lines and before zone valve for the medical gas system(s). This work is to enable isolation of the floor for future maintenance work.

4. Contractor shall label the cover plates of all electrical receptacles both inside and outside with their circuit numbers and panel it is fed from (on the outside of the receptacle cover and a label inside the outlet box).

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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”.

l. Telecom: Telecom standards will be provided by the COR and OIT. See Attachment 1, Document 21.

6) 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. Acoustical 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. Phasing of Construction.

o. Plumbing.

p. Rendering and 3D Modeling.

q. Schedule Development

r. Security.

s. Signage and Wayfinding.

t. Specifications.

u. Structural

v. Telecom (Phone and Data)

7) 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.

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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; and

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; and

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; and

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

8) The estimated construction contract price to complete this project is $14,501,600.00.

9) 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.

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

11) 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.

12) 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.

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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 EHVAH. The meeting will review all the comments consolidated by the COR following the EHVAH 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) 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 the 14th floor, 15th floor, 16th floor, and roof of Building

200 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 shall assess the design requirements of the different services at Edward Hines VA Hospital with the potential to use the floor.

e. 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.

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

a. The A/E firm shall meet with key EHVAH 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, 578-25-002 Renovate 15th Floor of Building 200 11 drawings, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

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

c. The EHVAH 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.

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

6) 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.

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.

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.

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.

7) 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.

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.

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

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

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e. The A/E firm will review the project, assess the environmental impact, and ensure all necessary paperwork, permits, and forms are submitted in accordance with

NEPA.

f. The A/E shall develop a construction schedule with the 90% submission. The schedule will address pre-construction, construction, and post-construction periods. The construction period shall include phasing (when called for in the design) and long-lead items. It is advised that the A/E meet with the COR to discuss the development of the construction schedule.

8) CLIN 2 -100% Design Phase (Construction Documents).

a. The A/E firm shall incorporate any 90% design review comments submitted by the COR. These comments should be tracked and addressed by the A/E.

b. The A/E firm shall develop a full set of construction drawings and specifications.

These construction drawings and specifications will be used for bidding by a qualified contractor.

c. The 100% contract documents shall be labeled “Issued for Bid”.

d. After the 100% is accepted, there should be no further design changes made to the documents.

9) CLIN 3 - Bid Period Services.

a. The A/E firm shall provide services during the bidding phase of the project including but not limited to:

1. The A/E shall attend Pre-bid meeting if requested by the COR or CO.

2. The A/E shall provide a bid cost analysis when requested by the COR or CO.

3. The A/E shall address any questions, clarifications, and/or Requests for

Information (RFI’s) that arise during the bidding phase.

4. Upon completion of the bidding process the A/E firm shall issue a final set of drawings and specifications to be commonly referred to as “contract documents”. Alternate designs options and/or cost savings measures agreed to by both the government and the contractor for construction shall be incorporated into the contract documents. Changes to the Issued for Bid” drawings will be clouded and marked with revision tags. Drawings shall be stamped and sealed for all relevant disciplines in the drawing set.

5. The updated contract documents shall be labeled “Issued for Construction”.

10) CLIN 3 - Construction Administration Services.

a. The A/E firm shall provide services during the construction phase of the project including but not limited to:

1. Site visits during construction:

a) Attend post-award meeting. The Designer of Record and its key consultants will attend a “Page-Turn” meeting following the award for construction. The goal of this meeting is to clarify any confusion the contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

b) Attend weekly construction meetings.

c) Participate in final acceptance inspection, prepare punch list.

d) Verify completion of final inspection punch list items.

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2. Weekly construction meetings:

a) Provide a report narrating each visit/meeting with the EHVAH (minutes) within seven (7) calendar days of the visit/meeting.

3. A site visit report which includes the purpose of the visit, observed construction, advisement of any deviations/deficiencies, recommendations, additional actions required, items reviewed, shall be furnished to the COR within seven (7) calendar days following the visit day.

4. Review all construction contractor submitted shop drawings, samples, RFIs and submittals, as required by specifications, recommending either conformance/non-conformance with inclusion of comments to the COR and return within seven (7) calendar days of receipt.

5. Review all cost proposals for construction changes and return within seven (7) calendar days.

6. Issue construction clarification drawings when requested by the CO, the CS, and/or the COR.

7. Assist in the development of RFP’s and Request for Modification’s on behalf of the government.

11) CLIN 3 - Construction Close-out Documents.

a. The A/E firm shall review the contractor’s close-out submissions for thoroughness and conformance with the contract document requirements.

b. The A/E firm shall also review field-marked as-built drawings for conformance with final installations.

c. The A/E firm shall utilize these as-built drawings and specifications from the contractor and generate “As Recorded” drawings and specifications.

d. The A/E shall provide “As Recorded” drawings in both Revit 2024 and PDF formats.

H) Deliverables

The awarded A/E firm shall have their services delivered per the following phases:

1) CLIN 1 – Investigation.

a. A report shall be issued in hardcopy (drawing set and report binder) and electronic (PDF) copy. One (1) drawing set and binder and one (1) compact disk containing the electronic copies shall be delivered to the COR per the schedule indicated in Section I. The report shall consist of four (4) sections:

1. Front-end information.

2. Existing building conditions section.

3. Analysis of building limitations or obstructions.

4. Recommendations.

b. Report formatting, organization, and suggested contents.

1. Title the report, “Investigations Report of 578-25-002 Renovate 15th Floor of

Building 200”. Include the submission date. Any required revisions will update the submission date to current.

2. Include in the front-end information section of the report:

a) Table of Contents.

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b) Name of the investigative personnel, the lead point of contact, and the credentials of the Qualified Professional(s).

c) Definitions and explanations of key terms.

d) Listing of applicable of codes to this project, and any other codes, directives, or other constraints that will impact the design of this project.

3. The list that follows is a rough scope and can be expanded as deemed necessary and appropriate. Include in the existing building conditions section of the report:

a) Confirm the room sizes, dimensions, floor to floor heights, floor to ceiling heights, doors, windows, finishes, and equipment of the existing 14th floor, 15th floor, 16th floor, and roof.

b) Confirm existing structural design, plumbing, HVAC loads/capacity/controls, electrical loads and capacity, pneumatic tube system, data and phone cabling, etc.

c) Test and verify the existing pneumatic tube distribution system can be reactivated to the 15th floor.

d) Identify any conflicts that will impact the design of the 15th floor.

e) Identify any conflicts that will impact the location of the new AHU.

4. Include in the analysis of building limitations or obstructions section of the report. In general, we are trying to identify what the issues are and how they can be overcome.

a) Provide updated floor plans, elevations, and sections of the existing 14th floor, 15th floor, 16th floor, and roof.

b) Provide updated floor plans depicting the structural design, plumbing layout, HVAC loads/capacity/controls, electrical loads and capacity, pneumatic tube system, data and phone cabling, etc. Utility systems shall be identified as “green” for functioning and servicing the 15th Floor, “blue” for functioning and servicing other floors, and “red” for non-functioning.

c) Provide a Testing and Balancing (TAB) report for the existing 14th floor, 15th floor, and 16th floor that will be impacted by this design.

d) Assess the existing pneumatic tube system that focuses on the functional and operational needs of the floor based on the workflow of the designated services to occupy the floor.

e) Assess the potential for creating single-patient rooms that function as flexible isolation units, capable of supporting both acute and ICU level care with necessary amenities, equipment, etc.

f) Assess additional services that can be accommodated on the 15th floor.

Provide analysis of the justification for each as well as each services’ pros and cons.

g) Show on 15th floor drawings the locations of the conflicts or obstructions.

h) Show on 16th floor drawings the locations of the conflicts or obstructions for the new AHU.

5. Include in the recommendations section of the report.

a) Provide a list of conflicts and obstructions identified in the previous sections.

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b) Provide ideas for possible solutions. Indicate ballpark costs for the solutions. List in order of preference

c) Identify conflicts and obstructions that cannot be addressed.

d) Identify conflicts and obstructions that will require design and coordination with the floors above or below.

e) Provide recommendations for any necessary repairs, adjustments, or replacement of the pneumatic tube system.

f) Provide the recommended location for the new AHU and ventilation/exhaust opportunities.

g) Provide a list of additional services that can be accommodated on the 15th floor in preferential order.

2) CLIN 2 – 30% Design.

a. The schematic designs shall be issued in hardcopy (drawing set and report binder) and electronic (PDF) copy. One (1) drawing set and binder and one (1) compact disk containing the electronic copies shall be delivered to the COR per the schedule indicated in Section I. Preliminary design drawings from the A/E shall be consistent with the Program Guide, PG-18-15, Volume C, Schematics checklist.

b. The package shall include but is not limited to:

1. At a minimum, all 3 schematic design options.

2. QA/QC checklist.

3. Code information.

4. Cost estimates.

5. Design narrative report.

a) PDT meeting notes.

3) CLIN 2 – 60% Design.

a. The 60% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in Revit 2024 or earlier and PDF formats. CAD reference files shall be bound to the principal sheet drawing. One (1) set of full-size drawings, three (3) set of half-size drawings, one (1) set of specifications, and one (1) compact disk containing the electronic copies shall be delivered to the COR per the schedule indicated in Section I. Drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Design Development checklist.

b. The package shall include but is not limited to:

1. QA/QC checklist.

2. Cost estimate.

3. Design narrative report.

a) Formal Program for Design.

b) PDT meeting notes.

4. Cover page.

c) List of drawings.

d) Location information.

e) Code information.

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f) General notes.

5. Preliminary plans.

a) Demolition.

b) Construction.

c) Structure.

d) Roof.

e) MEP.

f) Reflected Ceiling.

g) Security.

h) Telecom.

6. Preliminary Schedules.

a) Finished Material Schedule.

b) Light Fixture schedule.

c) Room Finish Schedule.

d) Equipment Schedule (Provided by/Installed by).

7. Preliminary Interior Elevations.

a) All impacted rooms and spaces.

8. Preliminary Sections and Details.

a) Multiple cross-sectional sections drawings.

b) Interior wall types.

9. Preliminary Specifications.

a) All relevant disciplines.

10. Preliminary BIM modeling and initial renderings.

a) Provide five (5), 3D models of the new architectural design and mechanical systems. Model vantage points and views to be coordinated with the COR.

b) Five (5), initial, photorealistic renderings shall be provided at the 60% Design. The vantage point is to be mutually determined by the COR and the A/E.

4) CLIN 2 – 90% Design.

a. The 90% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in Revit 2024 or earlier and PDF formats. CAD reference files shall be bound to the principal sheet drawing. One (1) set of full-size drawings, three (3) set of half-size drawings, one (1) set of specifications, and one (1) compact disk containing the electronic copies shall be delivered to the COR per the schedule indicated in Section I. The drawings and specifications from the A/E shall be consistent with the Program Guide, PG-18-15, Volume C, Construction Documents checklist.

b. The package shall include but is not limited to:

1. QA/QC checklist.

2. Cost estimate.

3. Design narrative report.

b) Formal Program for Design.

c) PDT meeting notes.

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4. Cover page.

a) List of drawings.

b) Location information.

c) Code information.

d) General notes.

e) Construction schedule.

f) NEPA assessment.

5. Plans.

a) Demolition.

b) Construction.

c) Structure.

d) Roof.

e) MEP.

f) Reflected Ceiling.

g) Security.

h) Telecom.

i) Fire Alarm and Suppression.

j) Phasing and Infection Control.

k) Furniture, Fixtures, and Equipment Plan.

6. Schedules.

a) Finished Material Schedule.

b) Light Fixture schedule.

c) Room Finish Schedule.

d) Equipment Schedule (Provided by/Installed by).

e) MEP Schedules.

7. Interior Elevations.

a) All impacted rooms and spaces. Interior elevations shall include wall mounted equipment and devices across multiple disciplines.

8. Sections and Details.

a) Multiple cross-sectional sections drawings.

b) Interior wall types.

c) Discipline specific details.

9. Specifications.

a) Submittal Registry.

b) All relevant disciplines.

10. BIM modeling and final renderings.

a) Provide five (5), 3D models of the new architectural design and mechanical systems. Model vantage points and views to be coordinated with the COR.

b) Five (5), final, photorealistic renderings shall be provided at the 90% Design. The vantage point is to be mutually determined by the COR and the A/E.

5) CLIN 2 – 100% Design.

a. The package shall include but is not limited to all the drawings and specifications provided in the 90% review set.

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b. “Issued for Bid” package sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in Revit 2024 or earlier and PDF formats. CAD reference files shall be bound to the principal sheet drawing. One (1) set of full-size drawings, one (1) set of half-size drawings, one (1) set of specifications, and one

(1) compact disk containing the electronic copies shall be delivered to the COR per the schedule indicated in Section I. The drawings and specifications from the A/E shall be consistent with the Program Guide, PG-18-15, Volume C, Construction Documents checklist.

6) CLIN 3 – Bid Period Services.

a. Notes from pre-bid meeting if requested by the COR or CO.

b. A bid cost analysis when requested by the COR or CO.

c. Address any questions, clarifications, and/or Requests for Information (RFI’s) that arise during the bidding phase.

d. Issue sets of drawings and specifications labeled “Issued for Construction”.

Stamp and seal for all relevant disciplines in the drawing set.

1. “Issued for Construction” package shall consist of revised drawings and specifications from the Bid package which reflect the elements of the proposed contract for construction. Drawings and specifications shall be stamped, signed, and sealed. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats.

Electronic copies of drawings shall be in Revit 2024 or earlier and PDF formats. CAD reference files shall be bound to the principal sheet drawing.

One (1) set of full-size drawings, one (1) set of half-size drawings, one (1) set of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section I.

7) CLIN 3 - Construction Administration.

a. Field reports by the architect and their engineers based upon field visits and monthly meetings.

b. RFI’s, submittal review, and construction clarification drawings.

8) CLIN 3 - Construction Close-out Documents.

a. Construction Close-out Documents shall consist of “as recorded” CAD drawings and specifications. The documents shall be revised drawings and specifications based upon as-built drawings and specifications submitted by the contractor and A/E clarification drawings generated during the construction project. The as recorded CAD drawings shall focus on the actual built structures and components and remove all unnecessary construction notes and references. Drawings and specifications shall be stamped, signed, and sealed. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in Revit 2024 and PDF formats.

CAD reference files shall be bound to the principal sheet drawing. One (1) set of full-size drawings, one (1) set of half-size drawings, one (1) set of specifications, 578-25-002 Renovate 15th Floor of Building 200 19 and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section I.

I) Timeline.

The awarded A/E firm shall have their services executed per the following timelines.

These timelines should be viewed as guidelines for milestone dates. CLIN 1 shall be executed in one (1) uninterrupted phase. CLIN 2 shall be executed in four (4) phases following VA acceptance of CLIN 1.

1) CLIN 1 - Investigation - 90 calendars days to complete from the Notice to Proceed issued by the CO/CS until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

2) CLIN 2 - 30% Design –30 calendars days to complete this phase from the Notice to Proceed issued by the CO/CS until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

3) CLIN 2 - 60% Design – 60 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

4) CLIN 2 - 90% Design – 45 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

5) CLIN 2 - 100% Design (Bid Documents) – 14 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. Following any technical comments any minor corrections will be addressed within 2 calendar days and submitted to the CO/CS/COR for acceptance.

6) EHVAH Review Periods – Shall immediately follow each design phase per the schedule below. Each review period is listed as a maximum duration, and any relevant comments will be submitted to the A/E as technical comments formatted in a report. See Attachment 1, Document 16. This report will also notify the A/E team to move on to the next phase. At each phase, the A/E shall submit a copy of previous review comments and the resolution thereof.

a. CLIN 1 Investigation: Up to 21 calendar days.

b. CLIN 2 30% Design: Up to 21 calendar days. The technical comments report will notify the A/E team of the selected option or combination of options (hybrid) to pursue in the 60% Design phase.

c. CLIN 2 60% Design: Up to 60 calendar days.

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

2. Following the 60% design submission COR will submit the package for review by the Hines Energy Manager. The review may render energy and

578-25-002 Renovate 15th Floor of Building 200 20 water comments that will need to be incorporated into the 90% design submission.

d. CLIN 2 90% Design: Up to 45 calendar days.

e. CLIN 2 100%…