P01- SOW Upgrade Chillers for Buildings 113 and 128 578-25-010.pdf

578-25-010 Upgrade Chillers for Buildings 113 and 128 1

Statement of Work

578-25-010 Upgrade Chillers for Buildings 113 & 128

February 27, 2025

Attachments: 1) Hines VA Campus Site Plan

2) Hines Underground Utility Plan

3) Pre-Construction Checklist

4) Safety and Health during Construction Activities

A Pre-construction/Safety Risk Assessment (PCRA)

B National Environmental Protection Act Assessment (NEPA)

C Construction Safety Checklist

D GEMS Awareness Competent Person Training

E Construction Project Waste Minimization Report

F Hines VAH Contractor Safety Disciplinary Procedure

G Hines VAH COR Letter of Concern for Safety Non-Compliance

H OSHA Required Competent Person Inspections

I Crane Operation and Minimum Criteria On-Site Inspection Checklist

J Hines VA Hospital Planned Critical Lift Plan & Crane Permit

5) Cutting Welding and Other Hot Work

6) Dig Permit SOP Form

7) Above Ceiling Entry and Wall Construction Permits

8) Pre-Construction Risk Assessment (PCRA 1.1)

9) Infection Control Risk Assessment (ICRA 1.3)

10) Interim Life Safety Measures (ILSM)

11) Contractor Badging - Fingerprint Request Form 2025

12) Contractor Parking

13) A/E Design Checklist

14) OIT Horizontal Cable Requirements

15) Hines VA – Front-end Specifications

16) Fire Protection Code Reviews

17) Hines VA Masking and Visitation Policy

18) No Smoking Policy 10-1-19

19) Infection Control Barrier Sample

20) VA Review Template

21) A/E Fee Proposal Spreadsheet 6298

22) Building 113 Combined HVAC As-Built Drawings

23) Building 128 Combined HVAC As-Built Drawings

24) Current Conditions Photos

25) SOW Requirements for Hines A/C Shop

26) NEPA Simple Form

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References: 1) VA’s Technical Information Library (TIL)

2) Master Construction Specifications (PG-18-1)

3) Design and Construction Procedures (PG-18-3)

4) Standard Details (PG-18-4)

5) Equipment Guide List (PG-18-5)

6) Space Planning Criteria for VA Facilities (PG-18-9)

7) Design Manuals (PG-18-10)

8) Design Guides (PG-18-12)

9) Barrier Free Design Guide (PG-18-13)

10) Room Finishes, Door, and Hardware Schedules (PG-18-14)

11) Minimum Requirements for A/E Submissions (PG-18-15)

12) Environmental Planning Guidance (PG-18-17)

13) 2020 Statement of Conditions Survey for the Edward Hines Jr. Veterans

Affairs Hospital (available on request)

14) 2022 Facility Condition Assessment for the Edward Hines Jr. Veterans

Affairs Hospital (available on request)

15) 2011 Asbestos Survey for the Edward Hines Jr. Veterans Affairs Hospital

(full survey available on request)

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 upgrade the HVAC systems and controls in Buildings 113 and 128. Building 113 is the Blind Rehabilitation Center and Building 128 is the Spinal Cord Injury and Disorders Center.

C) Current Conditions.

The existing Carrier DX air handling systems were installed in buildings 113 and 128 in

2005. The existing HVAC systems in both buildings do not provide or maintain proper temperatures for, Veteran, employee, or customer comfort. The ventilation and air distribution are poor, resulting in uneven temperatures throughout the building. The existing systems are unreliable, inefficient, and do not meet current VA HVAC design standards.

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D) Justification

This project will correct HVAC and controls deficiencies in Buildings 113 and 128. The existing systems have exceeded their expected useful life.

This project will correct the following FCA deficiencies:

1) #159369 One custom built air handler with DX cooling, the HW Pre-heat and steam humidifier were installed in 2005 and is in poor condition. FMS reports the DX system is undersized with constant compressor failures. FCA Grade of “D”.

2) #162322 Cutler Hammer electrical equipment installed in 2004 is in below average condition. 1200A service entrance switchboard in penthouse; 800amp 480/277V emergency switchboard. Various panel boards and stepdown transformers. FCA

Grade of “D”.

3) #162334 Cutler Hammer electrical equipment installed in 2004 is in below average condition. 1200A service entrance switchboard in penthouse; 800amp 480/277V emergency switchboard. Various panel boards and stepdown transformers FCA Grade of “D”.

4) #162660 Carrier custom AHU DX cooling, HW pre-heat and steam humidifier installed in 2005 is in poor condition. One panel is broken on ABB VFD. Station reports DX system is undersized with constant compressor failure FCA Grade of “D”.

5) #414617 Station reports the supply fan has failed once and the heating system has failed twice. Due to building occupancy changes, the building requires redundant fans to supply this building FCA Grade of “D”.

E) Objectives

The objective of this project is to have the A/E provide a complete design package for new HVAC systems for Buildings 113 and 128.

1) Investigate existing HVAC systems and all associated equipment within Building 113 and Building 128 and provide a detailed report of the conditions of each building.

2) Develop a detailed design to repair or replace the existing HVAC systems in both buildings.

3) Phase the construction work in order of priority based on the findings of the investigation in CLIN 1. This phasing plan should be performed in a manner least disruptive to hospital patients and staff.

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.

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F) Acronyms and Definitions.

The following is a listing of acronyms and/or terms that may be used in this document.

ABAAS Architectural Barriers Act Accessibility Standards

A/E Architect and Engineer (firm) a.k.a. Designer of Record (DOR)

CCE Construction Cost Estimate

CCD Contract Completion Date

CLIN Contract Line-Item Number

CO Contracting Officer

COR Contracting Officers Representative as delegated by the CO.

CS Contracting Specialist assigned by the CO.

EHVAH Edward Hines Veterans Affairs Hospital

FCA Facilities Condition Assessment

GC General Contractor (firm)

GLAC Great Lakes Acquisition Center

GPR Ground Penetrating Radar

HVAC Heating/Ventilation/Air Conditioning

ICB Infection Control Barrier

ICRA Infection Control Risk Assessment

IDIQ Indefinite Delivery Indefinite Quantity

ILSM Interim Life Safety Measures

LAN Local Area Network

LF Linear or Lineal Feet

MATOC Multiple Award Task Order Contracting

MEP Mechanical/Electrical/Plumbing

NTP Notice to Proceed

NEPA National Environmental Policy Act

OIT Office of Information & Technology

PCAC VHA Program Contracting Activity Central

PCRA Pre-Construction Risk Assessment

PDT Project Delivery Team – Typically comprised of the CO/CS, the COR, and EHVAH staff.

PIV Personal Identity Verification

POP Period of Performance

PPQ Past Performance Questionnaires

QCM Quality Control Manager

QCRP Quality Control “responsible person”

RDS Room Data Sheet

RFI Request for Information

SF Square Feet

TAB Testing and Balancing

TEB Technical Evaluation Board

TIL Technical Information Library

VA Department of Veteran Affairs

WAP Wireless Access Point

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G) Requirements.

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the contractor will not need access to the Hines LAN or any VA

Sensitive Information to execute the contract.

The awarded designer shall utilize front-end specifications provided by Hines for inclusion in their project manuals. See Attachment 15. These specifications shall be used for a basis of developing the overall project manual and include the following specification sections at a minimum:

1) Front-end Specifications

a. Section 000000 – Specifications Book Cover

b. Section 000110 – Table of Contents

c. Section 010000 – General Requirements

d. Section 013216.15 – Project Schedules

e. Section 013300 – Submittal Registry

f. Section 013323 – Shop Drawings, Product Data, and Samples

g. Section 013526 – Safety Requirements

h. Section 014219 – Reference Standards

i. Section 015719 – Temporary Environmental Controls

j. Section 015816 – Temporary Interior Signage

k. Section 017419 – Construction Waste Management

l. Section 018113 – Sustainable Construction Requirements

m. Section 024100 – Demolition with Hazardous Waste (when appropriate)

n. Section 024100 – Demolition without Hazardous Waste (when appropriate)

2) VA’s Technical Information Library (TIL). The awarded A/E will adhere to all codes, standards, guidelines, and design requirements found in the VA’s Technical

Information Library (TIL) including but not limited to the following:

a. Master Construction Specifications (PG-18-1) http://www.cfm.va.gov/TIL/spec.asp

b. Design and Construction Procedures (PG-18-3) http://www.cfm.va.gov/TIL/cPro.asp

c. Standard Details and CAD Standards (PG-18-4) http://www.cfm.va.gov/TIL/sDetail.asp

d. Equipment Guide List (PG-18-5) http://www.cfm.va.gov/TIL/equip.asp

e. Space Planning, VA-Space & Equipment Planning System (VA-SEPS) (PG-18-9) http://www.cfm.va.gov/TIL/planning.asp

f. Design Manuals (by discipline) (PG-18-10) https://www.cfm.va.gov/til/dManual.asp

g. Design Guides (graphical, by function) (PG-18-12) http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/TIL/planning.asp https://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp

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h. Topic Specific Standards and Criteria (PG-18-13) https://www.cfm.va.gov/til/topicSpecific.asp

1. Architectural Accessibility, Barrier Free Design Standard Accessibility

Standards

2. BIM Standard and CAD Legacy Files

i. Room Finishes, Door, and Hardware Schedules (PG-18-14) https://www.cfm.va.gov/til/spclRqmts.asp

j. Minimum Requirements for A/E Submissions (PG-18-15) http://www.cfm.va.gov/til/aeDesSubReq.asp

1. Volume C – A/E Submission Instructions for Minor / NRM Construction

Program

k. Environmental Guidance (PG-18-17) https://www.cfm.va.gov/environmental/index.asp

3) Manufacturers and Suppliers. Designs will consider the following manufacturers and suppliers that will be indicated on the drawings and specifications as “Building

Standard or Approved Equal”.

a. Electric.

1. All electrical conduits shall be a minimum of 3/4" diameter.

2. Conduit shall be color-coded as follows:

a) Silver – voice/data

b) Orange – South side normal power

c) Black – North side normal power

d) Blue – Critical power

e) White – Card Readers

f) Purple – Emergency power

g) Green – Nurse call

h) Yellow – 227-volt lighting

i) Red – Fire alarm

b. HVAC.

1. Tridium Open Platform controls.

2. See Attachment 25 - SOW Requirements for Hines A/C Shop for more details.

c. Fire Alarm and Suppression.

1. A Simplex system is required.

d. Signage to comply with VA standard signage requirements.

1. Consult with COR for Hines signage standards.

e. Telecom.

1. Hilti speed sleeve for wire penetrations through all fire and smoke rated partitions.

2. Cable color coding:

a) Data Cabling – A side Blue, B side Yellow

b) VA WAP Cabling – Green

c) Analog Voice Cabling – Gray

d) Guest Wi-Fi Cabling – Orange

e) Biomed and Nurse Call – White

f) Surveillance – Purple https://www.cfm.va.gov/til/topicSpecific.asp https://www.cfm.va.gov/til/spclRqmts.asp http://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/environmental/index.asp

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g) Access Control - Purple

h) Fire Alarm – Red

3. Backbone cabling:

a) Analog Copper – Gray

b) OM3 Multimode – Aqua

c) OM4 Mutlimode Fiber – Violet

d) OS1 and OS2 Single mode Fiber – Yellow

4) FAR Clause 52.211-6. The A/E shall conform their drawings and specifications to meet FAR Clause 52.211-6 and shall list specific details of the salient characteristics to be met.

a. FAR 52.211-6 - BRAND NAME OR EQUAL (AUG 1999)

1. If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government's needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation.

2. To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must—

a) Meet the salient physical, functional, or performance characteristic specified in this solicitation.

b) Clearly identify the item by—

1) Brand name, if any; and

2) Make or model number:

c) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and

d) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.

3. The Contracting Officer will evaluate "equal" products based on information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.

4. Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation.

5) Additional Requirements: Additional requirements include but are not limited to:

a. The A/E is to follow applicable VA Design Manuals, VA Standards, VA Design

Guides and Directives, VA Handbooks, local, state, and Federal codes, and regulations.

b. The A/E shall complete the design package to include plans, details, sections, elevations, schedules, construction drawings, edited specifications, site visit reports, a detailed construction estimate, and all related information as required by the contract that fall within a professional standard of care.

c. All interior design finishes and furniture will be coordinated with the Hines

Interior Design staff.

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d. Submittal Registry: The submittal registry shall be completed by the A/E and included with any design package delivered that is 90% submission and later.

The submittal registry shall include all requests for submittal review as called for in the drawings and specifications.

e. NEPA: The A/E shall review the project, assess the environmental impact, and ensure all necessary paperwork, permits, and forms are submitted in accordance with NEPA for the 90% submission. Review and acceptance will be determined by the Hines GEMS coordinator. See Attachment 26.

f. Phasing: All designs for construction projects shall include phasing of the construction work. If the construction work is to occur in one single phase it shall be indicated as such. Projects requiring phasing shall include phasing plan(s) with moves coordination plan incorporated into any phasing plan developed.

g. Construction Schedule: 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 the A/E meet with the

COR to discuss the development of the construction schedule.

h. CAD, Revit (or equivalent), and PDF drawings of all documents shall be turned over to EHVAH at the conclusion of the design phase or when requested by

EHVAH.

i. MS Word, MS Excel, MS Project, and PDF files of all documents shall be turned over to EHVAH at the conclusion of the design phase or when requested by

EHVAH.

j. The A/E shall furnish a cost estimate for the scope of work at the end of each phase of design.

1. As the design progresses, an updated, detailed Construction Cost Estimate shall be provided showing designs are within estimated construction funding.

2. Note: A construction cost estimate is not required for CLIN 1.

k. The COR will have the authority to reject deliverables he or she finds inadequate, insufficient, or otherwise unintelligible. No work shall proceed to the next phase until the COR and CO agree the deliverables are acceptable.

l. Pertinent VA data and files will be made available to A/E. The A/E is responsible to verify the accuracy of data used. The government-furnished reports, data, and information are not guaranteed to fully represent existing conditions.

1. The government shall not be responsible for any interpretation or conclusion by the A/E drawn from data or information provided.

m. A detailed inspection of the premises shall be initiated to determine the needs and conditions for the design and plans for the project to deliver the following:

1. Activities required during the investigative phase, include but are not limited to:

a) Survey of existing above and underground conditions, including buildings, structures, utilities, and systems.

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b) Review existing condition drawings.

1) Copies of historic or existing condition drawings do not always exist.

2) Any relevant drawings the VA has in its possession will be available for A/E’s use. Not all relevant drawings will be in CAD.

3) The A/E shall field verify their accuracy before starting the design.

4) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location or as a comprehensive representation of the existing site conditions.

2. Perform field investigations – See also section H.4 for investigative work requirements.

a) Review of above ceiling conditions for acoustical ceilings and at access panels for drywall ceilings.

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

c) If penetrations are expected in existing concrete floors, ceilings, slabs, and 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.

d) In the event ground excavation is required, GPR shall be utilized to identify any below grade or below ground obstacles that may be encountered.

n. A progress schedule showing the A/E‘s percent of work complete and monthly status updates shall be provided throughout the project.

o. The A/E shall submit a QA/QC template for review. Template shall have a signature block for the QA/QC reviewer. If a QA/QC template is not approved by the COR, then the A/E will utilize the checklist provided in Attachment 13 in coordination with the COR.

1. The submission shall detail the specific method used to cross-check specifications, drawings, technical documents, cost estimate, etc. for completeness and accuracy at each submittal stage.

2. The submission shall detail the specific method used to determine constructability of facility as detailed in drawings, specifications, and technical documents (i.e., Can a Contractor construct the project as shown in drawings and specified in specifications? Have lessons learned been incorporated?).

p. The design Quality Control Manager (QCM) and Quality Control “responsible persons” (QCRPs) shall not be members of the active design team. The personal and corresponding corporate resumes shall be submitted to the VA for review and approval.

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q. The A/E shall be responsible for ensuring an independent and third-party agent conducts a thorough check on drawings, specifications, cost estimates, and other required technical data prior to any design milestone deliverable. The purpose of the independent check is to:

1. Reduce errors, omissions, interferences, and inconsistencies between design disciplines and consultants.

2. Reduce inconsistencies between drawings, specifications, and cost estimates.

3. Incorporate latest criteria, lessons learned, and review comments, as applicable.

r. Commissioning addressed independently by government through a 3rd party contract.

s. The A/E shall provide Bid Period Services, Construction Administration Services, and Close-out Documents as a separate CLIN 3 cost proposal.

H) Scope of Work.

1) Under this request, the A/E shall furnish multi-discipline architectural and engineering services for reports, planning, programming studies, investigations, hazardous material testing, 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 HVAC systems of Building 113 and Building 128

a) Investigate all aspects of the HVAC systems of Building 113 and Building

128. This investigation shall include all individual components including but not limited to condensing units, air handlers, ducting, hydronic piping, VAVs, exhaust fans, chillers, pumps, electrical switchgear, and control systems.

b) Investigate and create an existing conditions TAB report on all spaces within both buildings. The TAB report will be used to compare against existing VA HVAC design standards. This report will establish a baseline to compare and demonstrate improvements upon completion of the construction project.

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

d) Provide detailed reports on the condition of each buildings systems.

Assess the buildings existing conditions against the current VA HVAC design standards and provide recommendations to bring both buildings into compliance.

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e) The report shall assess what equipment is failing or at end of life and needs to be replaced. Provide justification for this determination.

Components that can be reused shall be noted. Use this information to recommend replacement priority. This priority will be used to set the design and phasing in CLIN 2.

b. CLIN 2 – Design for repair or replacement of existing HVAC systems in Building

113 and Building 128:

1. Develop HVAC designs that are fully compliant with the current VA HVAC

Design Guide and VA TIL requirements.

2. Enhance the design such that it can deliver 52°F supply air with outdoor temperatures at 105°F.

3. Develop HVAC design with speed of completion as an important consideration.

4. Develop HVAC design with lowest cost/complexity as an important consideration.

5. Design solution shall include all ancillary equipment upgrades needed to make design feasible.

6. Design shall include all items identified in Attachment 25, “SOW requirements for A/C Shop”.

7. The design shall include options for a 2N redundancy. This 2N redundancy shall include new equipment installed in parallel with existing.

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 J - Tasks and Responsibilities, Section K –

Deliverables, and Section L - 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.

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 condition 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.

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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, structural components, and locations of mechanical equipment in

Buildings 113 and 128.

3. Perform onsite field investigations to test for hazardous materials.

a) Document the findings in the form of a hazardous materials report.

b) Given the age of many of our buildings and structures, Hines does not track lead paint but instead presumes all paint as containing lead.

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, and capacity.

c) Fire Alarm and Suppression systems.

d) Network cables and telecommunication systems and distribution.

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

f) Structural integrity of the existing buildings – evaluate existing structures 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.

g) 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.

h) In the event ground excavation is required, GPR shall be utilized to identify any below grade or below ground obstacles that may be encountered.

i) 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.

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.

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

b. Functionality: The existing facility HVAC system shall be repaired or replaced and shall include the following major items of work:

1. Repair or replace existing air handling units (AHU) and cooling Units serving buildings 113 and 128.

2. Develop a removal plan for the obsolete AHUs and all ancillary equipment.

Include repair scopes for any areas affected by removal.

3. Evaluate the existing steam and chilled water piping systems, evaluate existing piping for reuse, design shall include replacement of all valves and other components as required.

4. Evaluate the existing condition of exhaust fans and evaluate the need for replacement.

c. Communication. See specifications in Attachment 14.

d. Controls. A/E shall determine the data and connectivity requirements for HVAC controls systems.

1. The Design shall include the removal of the existing HVAC control system.

2. 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.

e. Electrical:

1. Evaluate the capacity of the existing electrical system. Upgrade as necessary to accommodate new HVAC equipment.

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

f. 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.

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g. Hazardous material:

1. Asbestos Containing Material (ACM) is present in the project area and must be abated. The 2011 Asbestos Survey for the Edward Hines Jr. Veterans

Affairs Hospital is available on request.

2. Based on the age of the building, lead-based paint may be present. Evaluate likely locations, test, and abate as required.

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

i. 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 painted. 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).

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”.

j. Telecom: Telecom standards will be provided by the COR and OIT. See

Attachment 14.

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. Civil

d. Construction Administrative Services.

e. Control Systems.

f. Cost Estimation.

g. Electrical.

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h. Energy.

i. Environmental Design/Hazardous Material.

j. Fire Alarm and Suppression.

k. Infection Control.

l. Mechanical.

m. Lighting.

n. Phasing of Construction.

o. Plumbing.

p. Schedule Development

q. Security.

r. Specifications.

s. Structural

t. Telecom (Phone and Data)

7) In accordance with VAAR 836.606-73 Application of 6 percent architect-engineer fee limitation.:

a. The total cost of the architect or engineer services contracted for must not exceed

6 percent of the estimated cost of the construction project plus any fees for related services and activities such as those shown in paragraph (c) of this section.

b. To support project submissions, the engineering officer or project engineer must use VA Form 10-1193, Application for Health Care Facility Project, and Form

10-6238, EMIS Construction Program Estimate Worksheet, and must show the proposed technical services where necessary and applicable.

c. The 6 percent fee limitation does not apply to the following architect or engineer 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.

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; and

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

https://www.va.gov/oal/library/vaar/vaar836.asp#83660673c

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4. 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

$10,114,027.79.

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.

I) Constraints.

1) Work hours for EHVAH staff are from 7:00 am until 3:30 pm, Monday through

Friday.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of patient privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

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

4) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

5) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Designs and specifications should adhere to this policy to the greatest extent possible.

6) The contractor badging process is a required security procedure of all VA stations. It is the responsibility of the general or prime contractors to notify their subcontractors of this requirement. All contracted workers visiting the jobsite will need to receive a contractor’s Flash badge. This is to be done before any construction or demolition work is started on the project. Failure to obtain and display the proper badge could result in the worker being removed from the station by Hines Police.

The procedure to follow is:

a. The A/E shall have 2 weeks’ notice from award to Notice to Proceed (NTP) to on-board team members with the necessary badging.

b. The Contractor shall fill out Contractor Badging Form – See Attachment 11.

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c. Two (2) forms are personal identification are needed. Valid (unexpired) forms of

ID include:

1. Current Driver’s License. A Real ID is required.

2. An original social security card (not laminated). Substitutes may include the following:

a) Current Passport

b) Original birth certificate (not a copy)

c) Additional forms of identification can be found on Page 2 of the

Contractor Badging Form – See Attachment 11.

d. The Contractor shall coordinate with COR and bring the completed Contractor

Badging Form to Mikel Jones (Bldg. 2, Rm 119) to coordinate for fingerprints

(Phone: 708 202-8387, ext. 21322; Email: mikel.jones@va.gov).

e. Once the form is approved by Mikel Jones, contractors shall take a copy of the form to Human Resources located in Building 17 for fingerprinting. The hours for fingerprinting are 8:00 AM to 3:00 PM. The other copy will stay with Hines

Engineering.

f. Upon a favorable fingerprint adjudication, the contractor will schedule an appointment with HR to receive a Flash badge. The link to schedule this appointment will be provided by Mikel Jones upon notification of successful fingerprint adjudication.

g. The badge expires in 182 calendar days. It is the responsibility of the badge holder to schedule and renew their badge if they expect to be on the jobsite more than 182 calendar days from the date of issuance.

h. At the completion of the project, all prime and subcontractor badges need to be returned to the station. It is the responsibility of the general or prime contractors to see that all badges are returned to the COR once work on the project is complete.

J) 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.

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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 firm shall visit Buildings 113 and 128 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.

c. The A/E firm will issue a final report detailing the condition of all HVAC systems and ancillary equipment.

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

a. The A/E firm shall meet with key EHVAH personnel to determine 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. 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 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 of all prior review comments with resolution thereof at each submittal phase.

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

a. 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.

b. Following the 60% design submission COR will submit the package for an independent Fire Code Review. See Attachment 16. The review may render life safety comments that will need to be incorporated into the 90% design submission.

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c. Following the 60% design submission 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% and 100% Design Phases (Construction Documents).

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

Code Review.

b. The A/E firm will incorporate any energy and water comments from the Hines

Energy Manager Review.

c. 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.

d. 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. Review sets will be provided to the CO/CS and the COR at the 90% and 100% completion intervals prior to the final bid issuance.

e. The 100% contract documents shall be labeled “Issued for Bid”. After the 100% is accepted, there should be no further design changes made to the documents.

8) 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. 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 the both the government and the contractor shall be incorporated into the contract documents.

4. Following the bid, the drawings and specifications will be labeled “Issued for

Construction” and shall be stamped and sealed for all relevant disciplines in the drawing set.

9) 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 bi-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. Bi-weekly (every 2 weeks) 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.

10) 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.

K) 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 electronic (PDF) copy. Two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. The report shall consist of 4 sections.

1. Existing equipment conditions section. This section shall include current operating conditions of all associated HVAC equipment in buildings 113 and

128. Sample measurements of zone temperatures, airflow rates, hydronic water pumping rates, and current draws at motors shall be included. All equipment shall be visually inspected, any defects shall be documented with full descriptions and color photos. Inspection team shall coordinate with Hines

A/C shop to review maintenance history. Major equipment outages shall be documented in report. Current codes and VA specifications shall be reviewed and compared with existing equipment; any deviations shall be documented.

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2. Equipment load calculations section. This shall show heating and cooling loads required for existing building zones. Comparisons shall be made between existing conditions and requirements, with recommendation for any improvements that may be necessary.

3. Life cycle cost analysis section.