P01 STATEMENT OF WORK Replace Boiler Plant and Chiller Plant.docx

STATEMENT OF WORK

DESIGN

VA Project Number: 689A4-23-123

NEWINGTON ENERGY CENTER (REPLACE BOILER & CHILLER)

VA Connecticut Healthcare System (VACHS)

Newington VA Campus 555 Willard AVENUE Newington, CT 06111

A. INTRODUCTION

B. BACKGROUND

B.1 EXISTING BOILERS, CHILLER, AND AXILLARY EQUIPMENT

C. SCOPE OF WORK

D. ADMINISTRATIVE PROCEDURES

E. MATERIAL TO BE PROVIDED TO THE A-E BY THE VA

F. DELIVERABLES

G. DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

H. BOILER EFFICIENCY INSTITUTE

I. CONSTRUCTION PERIOD SERVICES

J. COMMISSIONING

· APPENDIX A: ENVIRONMENTAL ASSESSMENT SCOPE OF WORK

· APPENDIX B: INFECTION PREVENTION MEASURES

· APPENDIX C: VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE

· APPENDIX D: SPECIFICATION CLARIFICATION AND REQUIREMENTS

VA Connecticut Healthcare System

A. Introduction:

The scope of this contract is to provide The Department of Veterans Affairs (VA) with all space programs (including activation development- furniture, fixtures, and equipment installation plans, etc. and IT requirements), conceptual design, schematic design, design development, construction documents, interconnection agreement support, construction administration services, technical specifications, assessments, analysis, calculations and cost estimates for a new Energy Center comprised of a Boiler Plant, Chiller plant, Combined Heat & Power (CH&P) plant, and all associated distribution (i.e. piping, associated equipment and components) and controls at the Newington, VA CT Healthcare System (VACHS).

B. Background:

The Newington VA Medical Center, located on 48 acres, is an ambulatory care center that provides primary and specialty care. The campus is comprised of a main complex which includes the main patient care facility and the central plant as well as a set of remote Auxiliary building. The central plant consists of three water tube Boilers: 1 Zurn Industries & 2 Bigelow Company. The useful life expectancy is estimated at about 40 years. The three boilers are all beyond their expected useful service life and need replacement. The current capacity of first boiler is about 12 thousand IBS/HR and other two boiler each current capacity is 20 thousand LBS/HR. The boiler burners installed in 1995 are not capable of seamless fuel firing transition (natural gas to No. 2 oil) and require tuning by a boiler technician when changing fuel sources.

Boilers and boiler plants are essential to the operation of a VA facility by providing steam/heating hot water, space heating, hot water (for sanitation, food production and preparation, and infection control, etc.), heat for process equipment, and a healthful environment for the delivery of healthcare. Boilers serving VA medical centers must be reliable, safe, and efficient. The age of boilers is often a major indicator of reliability.

The VHA Directive 1810, BOILER AND BOILER PLANT OPERATIONS, dated February 6, 2017, amended September 11, 2018, assigns “useful life expectancy”, in years, to the boiler plant equipment. The Directive requires that retention of equipment beyond the “useful life expectancy” must be based on an engineering evaluation of the reliability, efficiency, and cost effectiveness of continued operation.

A life extension study has been completed and overall provided approval to extend the life of the boilers 10 years. A copy of this report can be provided.

FCA report estimates that the heating distribution systems are beyond their useful life and that though some changes, modifications and upgrades are needed. The primary switchgear in B168 supplies power to all facility buildings. Underground conduits are used to connect distribution feeders from the switchgear to the various building locations. Multiple 22.8kv/480V transformer are located adjacent to building 2W, 2E and 2C to serve electric load.

The Newington VA Medical Center has a Chiller plant with variable flow secondary chilled water pumping throughout building 2 and part of building 1. The existing 500-ton Chiller plant was built in 1995 which are beyond their expected useful service life and need replacement.

B.1 Existing Boilers, Chiller, and Axillary Equipment:

Boiler Plant

Newington Energy Center 689A4-23-123

2 | Page Tuesday, July 19, 2022

Boiler 1:

Manufacturer: Zurn Industries Model and Capacity: 12,000 LB/HR Serial #: National Board No.: SN 99034/NB 18595 Heating surface Boiler SF: 1740 SF Heating surface Water Wall SF: 1483 SF Typical Operating Pressure: 90 PSI Design Pressure: 200 PSI Date of Manufacture: 1975 Boiler Controls: Fireye/Preferred Instrument (SPP) Burner:

Manufacturer: Coen Type of burner: Micronox SDAF12 Fuels: Natural Gas/ No. 2 Oil Date of Manufacturer: Est. 1995

Boiler 2:

Manufacturer – Bigelow Company Model and Capacity: Water tube /20580 LB/HR Serial #: National Board No.: S 5249/ NB 1677 Boiler SF: 1783 SF Typical Operating Pressure: 90 PSI Design Pressure: 160 PSI Date of Manufacture: 1958 Boiler Controls: Fireye/Preferred Instrument (SPP) Burner:

Manufacturer: Coen Type of burner: Micronox SDAF12 Fuels: Natural Gas/ No. 2 Oil Date of Manufacturer: Est. 1995

Boiler 3:

Manufacturer – Bigelow Company Model and Capacity: Water tube /20580 LB/HR Serial #: National Board No.: S 5250/ NB 1678 Boiler SF: 1783 SF Typical Operating Pressure: 90 PSI Design Pressure: 160 PSI Date of Manufacture: 1958 Boiler Controls: Fireye/Preferred Instrument (SPP) Burner:

Manufacturer: Coen Type of burner: Micronox SDAF12 Fuels: Natural Gas/ No. 2 Oil Date of Manufacturer: Est. 1995

Chiller Plant

C Scope of Work:

The Architect-Engineer (A/E) shall provide all space programs (including activation development- furniture, fixtures, and equipment installation plans, etc. and IT requirements), conceptual design, schematic design, design development, construction documents, interconnection agreement support, construction administration services, technical specifications, assessments, analysis, calculations, and cost and schedule estimates for a new Energy Center at the Newington, VACHS. A/E shall design in accordance with the Technical Information Library requirements including the latest VA design manuals as well as other VA reference requirements and directives (e.g., Boiler Directive, Mission Critical, Sustainability).

Boiler Plant C.1 Project Scope and Objectives:

The A-E shall have a thorough understanding of the existing conditions, utility distribution within the campus and have a thorough understanding of all VA standards and requirements.

1 The A/E shall follow all VA submission instructions for minor and NRM construction program including program guide, PG-18-15, Volume C, Nov 2008.

2 Construction of a new Energy Center (BP and Chiller plant) location (if applicable) may be considered and approved by the VA Facility management/COR before or by the study/schematic design development phase (location may be next to CH&P plant).

3 The A/E shall assess the existing boiler distribution system. Identify and design with associated piping and utility connections throughout the facility.

4 The A/E shall have a QA program that checks and verifies the soundness and accuracy of the design development process/work.

5 The A/E shall conduct a facility-wide load study for the required capacity (with margin) and incorporate this study into the sizing of the new boiler distribution system.

6 Review existing documents and testing previously performed, including the Boiler Life Expectancy Report, to confirm current state of the boiler distribution system, facility recommendations, locations of all existing utilities, and existing hazardous materials including asbestos, lead based paint, etc. Review the WebGIS for Newington.

7 A-E shall consider options for a temporary boiler system to be installed as needed to maintain redundancy (if new BP removes from service existing BP before the new BP is operational and accepted). The steam system shall be maintained to provide continuous and quality service to the veteran population.

8 All work shall comply with VA design and manuals. Special emphasis shall be to comply “VA PG 18-10 – Steam, Heating Hot Water, and Outside Distribution Systems Design Manual, Volume 1 – Steam Boilers (Steam Generating System), Volume 2- Water Boilers and Volume 3-Distribution systems.

9 Campus roads and parking impacts shall be considered as design improvements to comply with VA Physical Security and Resiliency Design Manual (PSRDM)-updated standard.

10 The new boiler distribution system shall meet N+1 redundancy by running one boiler, one boiler for backup, and one boiler for standby.

11 The A/E shall review the conditions of all utilities and side facilities as they exist and determine their adequacy about the new requirements imposed by the scope of this project. If the A/E determines during the development of this project that any on-site or off-site utilities and/or facilities owned and operated by agencies or organizations other than the VA may require adjustment to facilitate service for this project, A/E shall include such recommendations with its submission. The A/E will investigate various design alternatives for each utility service. The A/E is responsible for the review of “utility agreements” to assure that they are not in conflict with plans, specifications, or other contract documents. Utilities and permits include, but are not limited to, power, water, gas, sewers, storm water, streets, street lighting, traffic signals, fire alarm system, trailers, demolition dredge and fill, health, boiler, and incinerator construction and operation. This new energy center shall comply with latest edition of NFPA 110-standard for emergency and standby power systems and VHA directives 1028- electric power distribution system.

12 Perform environmental destructive testing of areas to be impacted by construction. These tests should include potential asbestos containing materials, lead containing materials, etc. The sampling requirements shall be adequate to define the remediation requirements of the project in the construction documents.

13 A-E shall furnish all labor, materials, equipment necessary to complete the boiler replacement to current code, regulations, laws, and guidelines.

14 Provide minimum of three (3) energy center concepts designs and (if applicable) 3 concepts each of stand-alone boiler plants and Chiller plants. A-E shall be responsible to survey the existing site conditions and compile, review, rank, and note deficiencies, and present options in groups based on items such as relative relocations, physical security impacts and constraints, safety concerns, operational ability, system efficiency, and replacement costs. This shall then be reviewed with the VA to collaboratively come up with a more concise design plan to address the most efficient, effective, and safe plan within overall project scope and budget. Proceed to initial programming, schematic design concept 35% design documents, design development 65% documents, 95% construction documents, and 100% final design bid documents for civil, any required landscaping, architectural, structural, plumbing, mechanical, electrical, HVAC, fire protection, communication, phasing, demolition, and construction of improvements within the project limits. A detailed plan shall be in place to remove the existing boiler system and install a new equivalent boiler system with a water tube boiler system of an equivalent capacity. The A/E shall recognize and integrate BP design development process with new Chiller Plant design development process and existing CH&P plant project.

15 Interconnection between boiler plant, CH&P plant, and Chiller plant- Double door width interior passageway to include conditioned and rated connection, landing and steps between buildings and/or areas.

16 The A/E shall assess and design for the upgrade or replacement of the standing existing Boiler controls with integrated state-of-art GUI controls for the Newington VA Energy center. The new controls shall seamlessly and effectively integrate all systems (BP, Chiller Plant, and existing CH&P Plant and their associated distribution systems) and data collected from meters and sensors for emissions and performance monitoring and tracking. The new controls shall have single control room for the new BP plant, the new Chiller plant, existing CH&P control room and the other in the facility management center. All control data access shall be available by secure internet website link for real time data viewing, trending, data transfer and printing options by selected staff-(six (6) licenses minimum).

17 All coordination with commissioning agent including, but not limited to: Training, Performance Testing and Development of Operation Controls and Maintenance Plan and must comply with VA commissioning requirements.

18 Pump systems (in sets of three-Primary, secondary, and back up) with controls and variable frequency drives as well as dedicated isolation valves for equipment removal and/or service without impact to the larger operating system.

19 All applicable and required controls, sensors, meters, utility services, by-passes for the energy center. A/E shall review and comply with the VA sustainable design manual.

20 Provide climate-controlled sound attenuated “control room” for around the clock monitoring and control of all BP systems along with same temperature and noise control consideration for required additional Offices, Storage, Bathrooms, Mechanical/ Electrical Closets, Communication Room, Control Room, etc.

21 The A/E shall assess and design for meters and sensors required to maintain and monitor the Energy Plant System that are Modbus/IP protocols. Energy Plant System shall be integrated and fully monitored by new controls and VHA/ facility metering communication system as provided by VACO Metering Project – Schneider Electric & Spirax/Sarco.

Chiller Plant This project will assess, design, replace, and modernize the existing chilled water plant to meet future needs and include integrated metering & controls. The existing chiller plant has reached the end of its useful life. The A-E shall also assess the current condition of the building 2W and cooling tower which needs to be replaced.

1. The A/E shall follow the submission instruction for minor and NRM construction program, program guide, PG 18-15, Volume C, Nov 2008

2. The A/E shall assess the existing CP and its associated distribution system. Identify and design with associated piping and utility connections.

3. The A/E shall have a QA program that checks and verifies the soundness and accuracy of the design development process/work.

4. The A/E shall conduct a facility-wide load study for the required capacity (with margin) and incorporate this study into the sizing of the new CP.

5. Review existing documents and testing previously performed to confirm current state of the CP distribution system, facility recommendations, locations of all existing utilities, and existing hazardous materials including asbestos, lead based paint, etc. Review the WebGIS for Newington.

6. A-E shall consider options for a temporary Chiller System to be installed as needed to maintain redundancy (if new CP removes from service existing CP before the new CP is operational and accepted).

7. All work shall comply with HVAC Design Manual PG 18-10

8. Campus roads and parking impacts shall be considered as design improvements to comply with VA Physical Security and Resiliency Design Manual (PSRDM).

9. The A/E shall review the conditions of all utilities and side facilities as they exist and determine their adequacy about the new requirements imposed by the scope of this project. If the A/E determines during the development of this project that any on-site or off-site utilities and/or facilities owned and operated by agencies or organizations other than the VA may require adjustment to facilitate service for this project, A/E shall include such recommendations with its submission. The A/E will investigate various design alternatives for each utility service. The A/E is responsible for the review of “utility agreements” to assure that they are not in conflict with plans, specifications, or other contract documents. Utilities and permits include, but are not limited to, power, water, gas, sewers, storm water, streets, street lighting, traffic signals, fire alarm system, trailers, demolition dredge and fill, health, boiler, and incinerator construction and operation. This new energy center shall comply with latest edition of NFPA 110-standard for emergency and standby power systems and VHA directives 1028- electric power distribution system.

10. Perform environmental destructive testing of areas to be impacted by construction. These tests should include potential asbestos containing materials, lead containing materials, etc. The sampling requirements shall be adequate to define the remediation requirements of the project in the construction documents.

11. A-E shall furnish all labor, materials, equipment necessary to complete the CP replacement to current code, regulations, laws, and guidelines.

12. Provide minimum of three (3) energy center concepts designs and (if applicable) 3 concepts each of stand-alone boiler plants and Chiller plants. A-E shall be responsible to survey the existing site conditions and compile, review, rank, and note deficiencies, and present options in groups based on items such as relative relocations, physical security impacts and constraints, safety concerns, operational ability, system efficiency, and replacement costs. This shall then be reviewed with the VA to collaboratively come up with a more concise design plan to address the most efficient, effective, and safe plan within overall project scope and budget. Proceed to initial programming, schematic design concept 35% design documents, design development 65% documents, 95% construction documents, and 100% final design bid documents for civil, any required landscaping, architectural, structural, plumbing, mechanical, electrical, HVAC, fire protection, communication, phasing, demolition, and construction of improvements within the project limits. A detailed plan shall be in place to remove the existing Chiller system and install a new equivalent Chiller system with a water distribution and cooling tower system of an equivalent capacity. The A/E shall recognize and integrate BP design development process with new Chiller Plant design development process and existing CH&P plant project.

13. Interconnection between boiler plant, CH&P plant, and Chiller plant- Double door width interior passageway to include conditioned and rated connection, landing and steps between buildings and/or areas.

14. All coordination with commissioning agent including, but not limited to: Training, Performance Testing and Development of Operation Controls and Maintenance Plan and comply with VA commissioning requirements.

15. Pump systems (in sets of three-Primary, secondary, and back up) with controls and variable frequency drives as well as dedicated isolation valves for equipment removal and/or service without impact to the larger operating system.

16. All applicable and required controls, sensors, meters, utility services, by-passes for the energy center. A/E shall review and comply with the VA sustainable design manual.

17. The A/E shall assess and design for meters and sensors required to maintain and monitor the Energy Plant System that are Modbus/IP protocols. Energy Plant System shall be integrated and fully monitored by new controls and VHA/ facility metering communication system as provided by VACO Metering Project – Schneider Electric & Spirax/Sarco.

C.2 Design Scope – General: The A-E shall develop and provide a set of drawings and Specifications for conceptual, design development and final design purposes which meet the previously stated Project Scope and Objectives. The A-E shall also provide equipment arrangement locations. The A-E shall design for LEED Silver Certification where economically feasible. Documentation for application for Certification will not be required.

(a) Design Scope – Architectural: The A-E shall provide necessary plans to meet the Project Scope and Objectives stated in Section C, including flooring, doors, and wall protection finishes as required.

(b) Design Scope – Civil: The A-E shall provide design of and detailed construction documents for: site clearing, utility installation and relocation, excavation and trenching, and demolition, calculations, and documentation as required and including but not limited to; a Stormwater Management Plan to demolish any on site structure as required for this project, Environmental Protection Plan, Stormwater and Dewatering Wastewaters from Construction Activities permitting plan and installation of any new structure as required. The A-E shall update the master site plan with the proposed work.

(c) Design Scope – Structural: The A-E shall provide for structural design, calculations and documentation as required to evaluate the location of structural members to avoid utility conflicts. In addition, the A-E shall provide structural design, calculations, and documentation as they pertain to other modifications to the space, roof, or other locations supporting equipment.

(d) Design Scope – Mechanical: The A-E shall review all available documents from the facility and perform site visits as required to evaluate the location of all HVAC equipment, controls, and components as required. The A-E shall provide mechanical design, calculations, and documentation. The A-E shall review and assess the functionality and capacity of boiler plant related to the current conditions of the facility by conducting a load study for proper sizing of boilers.

(e) Design Scope – Plumbing: The A-E shall provide design of, and detailed construction documents as required and as they pertain to the requirements of the boiler plant. This shall include major components of the boiler system including all appurtenances, such as the DA tank feedwater pumps and the blow down tank.

The A-E shall provide design of, and detailed construction documents as required and as they pertain to the requirements of the Chiller Plant

(f) Design Scope – Electrical: The A-E shall provide design of and detailed construction documents for: Upgrades to electrical infrastructure to accommodate addition, new electrical improvements, demolition, as required in accordance with required equipment and controls.

The A-E shall perform an electrical load analysis for the proposed space to determine all electrical requirements. The A-E shall specify and determine if the current electrical load contains the capacity to meet the power requirements for the new Energy Center. The A-E shall also explore all alternate options for power distribution. If additional power is needed off the VA campus, the A-E shall coordinate with the utility company Eversource to provide power.

(g) Design Scope – Communications and Data: The A-E shall develop detailed construction documents as required to meet the requirements of the new Energy Center (boiler plant-Chiller Plant). The A-E shall work closely with the VA COR through the conceptual planning and design phases to ensure coordination with various VA staff through detailed phasing plans. The drawings shall contain boldly printed instructions requiring the same level of coordination by the construction contractor and subcontractors.

C.3 General Requirements: The A-E shall produce designs that comply with the latest editions of all applicable Department of Veteran Affairs (DVA) guidelines including, but not limited to (e.g., Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, NBPV, JC, Federal and State codes pertinent to the project scope.

i. Hazardous Materials: The A-E shall have all areas to be impacted by design or construction tested for asbestos and lead containing materials and incorporated into the plans and specifications. However, as a baseline and to not duplicate efforts, current VA hazardous material surveys shall be first reviewed by the A-E to determine what has already tested positive. This information shall be incorporated into the construction contract documents. However, all other questionable or unknown items and materials that may contain asbestos or lead shall be further sampled and tested. The Scope of work for this effort can be found in Appendix A.

ii. Safety Plan: VA construction projects have requirements for the General Contractor to establish a safety plan per OSHA, AIA, and VA guidelines. The A-E shall specify the applicable standards and method of plan development for both the area of work and interaction of work within the facility. Refer to the Technical Information Library (TIL) for Infection Prevention Measures that shall be included in the Safety Plan (Section 01 35 26). The A-E shall also be responsible for developing their own safety for all site investigation, which shall include asbestos awareness training and procedures when encountering asbestos and confined space access. The Safety Plan shall also implement measures for safe working conditions and protection of all staff from COVID 19 and follow the latest VA policies, procedures, or alike.

iii. Parking Limitations – A-E shall incorporate parking restrictions into the general requirements specification. Contractors should park off campus. All equipment needed for construction can be unloaded to the construction area prior moving vehicles off campus. A maximum of one construction contractor vehicle can be allowed to park on campus. Contractors are encouraged to carpool to campus.

iv. Quality Control Plan: The A-E shall specify the applicable standards and method of development for a Quality Control Plan. The A-E shall not be responsible for the development, but only for identifying and specifying the appropriate standard forms for Quality Control inspections that will become part of the plan.

v. Utility Shutdowns: The VA has a mandatory requirement to obtain approval for utility shutdowns. The A-E shall provide a list of all utility shutdowns required for this project and identify and define the procedure for each shutdown in a Construction Schedule Gant Chart. This will include, but not be limited to, electrical, mechanical, and plumbing tie-ins. The A-E shall provide estimated time of each outage and provide a narrative to the impact of the shutdown. Utility shutdowns shall require at least a 2 week notice prior to shut down for utility outages which cause very limited impacts, where impacts are to the entire campus utility system (i.e., boiler plant, chiller plant, electrical systems, patient care impacts, at least 4 weeks’ notice shall be provided.

C.4 Site Survey: The A-E shall conduct on-site survey(s) with coordination of the VA COR.

C.5 Code Study: The A-E shall conduct a code study to determine code compliance of the proposed redesign. This shall also include a life safety plan.

C.6 Construction Cost and Bid Alternatives: The A-E shall provide a design for this project considering phasing. At least 10% of the estimated cost/scope of the project shall be identified as deductive bid alternates to provide some flexibility at the time of construction bid. The specific deductive items shall be developed at the 35% design submission and refined through final design. The A/E shall develop a detailed construction schedule and Gantt chart with phases, outages, reviews, and turnover, etc.

D. ADMINISTRATIVE PROCEDURES

a. Pre-proposal meeting of the A-E, the VA Contracting Officer and the COR will be held prior to preparation of the A-E’s proposal. The Statement of Work and the existing conditions of the site proposed for work will be reviewed. At this time, the A-E will have the opportunity to review and obtain copies of As-Built Drawings and other VA materials as necessary to prepare a proposal. Availability and accuracy of as-built drawings cannot be confirmed and shall be verified by the A-E.

b. After contract award and issuance of the Notice to Proceed, the A-E will coordinate all site visits through the COR. A copy of the COR’s authorized duties and responsibilities will be provided with the Notice to Proceed.

c. All A-E personnel, their sub-contractors and representatives visiting VA sites will be required to sign in upon arrival and sign out upon leaving in a logbook which is kept in the Engineering Design and Development Section in Building 3 room 305. Each visiting individual will be required to enter their name, their company’s name, VA project title, date, reason for the visit, and the times of arrival and departure. Additionally, all persons shall be badged. Arrangements for after-normal-working-hour site visits shall be made in advance and during normal working hours.

E. MATERIAL TO BE PROVIDED BY THE VA

a. The VA shall provide the A-E with copies of As-Built site plans, master floor plans, elevations, and structural plans in AutoCAD or .pdf format. Otherwise, copies of drawings will be hardcopy prints. These drawings will be provided for reference purposes only. The A-E shall be responsible for verifying all such plans for dimensional accuracy and other features and representations critical to the design prior to their use in production of final plans. The VA Engineering Department electronic files copy machines and paper will be made available for use by the A-E for such document production throughout the project. A-E shall include test pits for the investigations of existing underground utilities. As-Built documents may not be current as site conditions have changed.

b. DRAFT Nomination for the Historic Registry of Historic Places, Cultural Assessment Report, and MOAs with the Connecticut State Historic Preservation Office (CTSHPO) and/or the Advisory Council on Historic Preservation (ACHP).

c. Specific sections of the VA Master Construction Specifications, Design and Construction procedures, Standard Details and CAD standards, Design Manuals, etc. can be found via the internet for acquisition and editing by the A-E at http://www.cfm.va.gov/TIL/

d. COVID 19 Statement of Procedures

e. Energized permit/ Lock-out/Tag-out policy

F. DELIVERABLES

The A-E shall develop and provide to the VA the following:

a. Meeting Minutes: The A-E shall take minutes of all conferences and other meetings with the VA (including site visits) and shall provide a copy to the Contracting Officer for a concurrence signature.

b. Drawings: The A-E shall deliver to the VA fully developed Drawings on current year AutoCAD and a REVIT file using the VA standard BIM Guidelines (https://www.cfm.va.gov/til/projReq.asp). Hard Copy drawings shall be plotted at 1:96 scale minimum. Larger more appropriate scales shall be used for sections and details.

c. Specifications: The project specifications shall be prepared in Microsoft Word by the A-E from the VA Master Specifications. The general format shall include Part 1 – General, Part 2 – Products, and Part 3 – Execution. Part 1 shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. Part 2 shall include descriptions of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A-E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA master Specs, the A-E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8-1/2” x 11” bond paper using 12 pt. Times-New Roman fonts.

The A-E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions.

d. Construction Cost Estimates: The A-E shall prepare a Detailed Construction Cost Estimate in Microsoft Excel using the CSI 34 Division Format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overhead, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g., Means Estimating Guides. For items that are not in the industry standards, A-E quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted all design reviews and include a cost breakdown.

e. Submittal Register: The A-E shall develop a list of all submittals required by the specifications in Section 1 of each individual specification. The register shall include specification reference, and item to be reviewed and approved. Also develop and submit a detailed and complete MS spreadsheet formatted listing of all deliverables due per contract documents (e.g., tests, reports, tools, training, manuals, drawings, keys, pictures etc.).

f. Narratives: Written narratives shall be used as part of each design submission. The narrative, or basis of design, should be used to elaborate on and provide an explanation of key design decisions relating to constructability, and in general to communicate all information relevant to the design submission.

g. Construction Schedule: The A-E shall also establish a preliminary construction schedule indicating the entire length of time estimated for the completion of the construction contract, measured in weeks. The A-E shall provide a commensurate Gant chart for the construction activities to include critical path items. For example, utility shutdowns. This schedule shall include pre-construction activities (such as submittals and mobilization), specific construction activities/events, special phasing requirements and final activation of the space.

h. Phasing: The A-E shall develop a phasing plan taking into consideration minimal disruption to VA hospital operations current staff, maintaining emergency egress, storage of construction equipment and materials, security and access, debris removal and maintenance of the clean environment. The specific phasing requirements shall be established by the VA prior to the 35% design submission. The VA will notify the A-E on the availability of the entire work area or if partial areas will be required for the duration of construction.

i. Reproduction: The A-E shall be responsible for all reproduction during design; however, only materials which are submitted to the VA for design reviews shall be reimbursable. All other reproduction for in-house reviews, consultants, etc. shall not be reimbursed. Note that all bid administration activities will be performed by the VA Contracting office.

j. Commissioning Plan: Provide in accordance with VA commissioning standards, manuals, and guides.

k. Activation Plan: Provide in accordance with VA Activation Guide. Shall include plans and specifications necessary to show all furniture, fixtures, and equipment to Government furnished, and contractor installed, and Government furnished, and Government installed. Shall additionally include itemized list/cost estimate for all required items.

G. DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

The following design submissions will be required from Notice to Proceed:

Concept Design Submission- 15% (need timeline) Schematic Design Submission – 35% (120 Calendar Days) Design Development Submission – 65% (240 Calendar Days) Construction Documents and Back check Design Submission – 95% (365 Calendar Days) Final Construction Documents- 100% (420 Calendar Days) The A-E shall examine the schedules set forth below and recommend to the VA any improvements in the allocations of time allowed for each phase, the net effect of which would be to either provide more time for phases needing more time or to shorten the schedule.

G.1 First Submittal Schematic Design Submission (35%) For this submission, the A-E shall produce a clean and up to date physical schematic.

i. Narrative:

Provide a written narrative with a summary of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of the design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team prior to the schematic design submission should be documented. The schematic design narrative shall also identify each and all required systems, utilities (including preliminary HVAC calculations) and major (built-in) equipment with a brief description of its type, location, use and extent. This narrative shall focus on the existing conditions of the boilers and what measures need to be taken to establish a more efficient, reliable, and cost saving boiler plant distribution system.

Hazardous Materials Assessment: Contractor shall complete a hazardous material report applicable to any renovation and/or remodeling projects. See Appendix A for complete SOW.

Test pits reporting, geotechnical investigation and electrical load studies shall be provided.

The A-E shall address constructability issues and their impact on project construction cost.

ii. Drawings:

The A-E shall provide preliminary schematic drawings that show improvements within the project limits. These drawings shall include a more improved boiler distribution system.

Identify and verify as-built conditions in walls and overhead spaces in those areas that will be impacted and propose solutions to re-route existing utilities or avoid utility conflicts.

Review existing environmental reports covering the project area. Identify existing asbestos, lead based paint, and other environmental hazard’s locations that will be impacted and identify locations that require further testing.

Two C size Drawings and electronic version of CAD work completed to date.

iii. Specifications:

The A-E shall provide an index of all VA Master Specifications which are anticipated to be used for this project.

iv. Cost Estimates:

The A-E shall provide a complete cost estimate with as detailed a breakdown as possible for this stage of design. Separate cost estimate figures shall be given for design alternatives being presented for consideration as part of the schematic design.

v. Construction Schedules and Phasing Plans:

The A-E shall provide a preliminary construction schedule and phasing plan.

vi. The A-E shall provide a completed VA infection control form addressing all areas.

vii. The A-E shall provide a completed A-E Review Checklist for all applicable disciplines.

viii. The 35% schematic package shall include preliminary concept. This shall be submitted 120 calendar days after Notice to Proceed (NTP).

The VA will provide 35% review comments to A-E no-later than 135 calendar days after NTP.

The 35% schematic review package meeting with the VA at 145 calendar days after NTP.

G.2 Second Submittal Design Development Submission (65%)

i. Narrative:

Provide a written narrative that builds upon the Schematic narrative and continues to document key decisions and be used to further describe and explain important aspects of the design, especially those not yet appearing in the form of a drawing. As an element of the design development narrative, include an outline of work yet to be completed and included on the drawings as part of the Design Development submission (details, elevations, schedules, etc.). The A-E shall further develop constructability issues and their impacts on project construction cost and schedule. Engineering Calculations shall be included as an appendix.

ii. Drawings:

The A-E shall provide design development drawings that show detailed plans to improve the boiler plant within the project limits.

One F size (30”x42”) and two C size Drawings and one electronic version of CAD work completed to date.

iii. Specifications:

The A-E shall provide Specifications based on criteria established at the initial design meeting as required for supplementing the construction drawings. The A-E shall provide a list of all proposed specification sections: General Conditions, Submittals, Demolition, and all major electrical, civil, structural, mechanical, plumbing, fire protection, and communication components and hardware.

iv. Cost Estimates:

The A-E shall provide an accurate and detailed cost estimate which will show that the scope and the design of the project are within the project budget. Deductive bid alternates shall be broken out separately to show that they account for 20% of the overall budget for construction award.

v. Construction Schedules and Phasing Plans:

The A-E shall provide a detailed construction schedule and phasing plan to support the design.

vi. The A-E shall provide a completed VA infection control form addressing all areas.

vii. The A-E shall provide a completed A-E Review Checklist for all applicable disciplines.

viii. 65% Review Schedule:

The 65% design development package shall include detailed design. This shall be submitted 240 calendar days after Notice to Proceed (NTP).

The VA will provide 65% review comments to A-E no-later than 255 calendar days after NTP.

The 65% review package meeting with the VA at 265 calendar days after NTP.

G.3 Third Submittal Construction Documents and Back check Design Submission (95%)

i. Narrative:

The A-E shall provide a written narrative with a concise and complete record of the design process including all key design decisions and the background and reasons for the intent of these design decisions. The narratives shall include all records of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team should be documented. The design narrative shall also identify each and all required systems, utilities, and major (built-in) equipment with a brief description of its type, locations, use, and extent of the new boiler distribution system. The A-E shall address constructability issues and their impacts on project construction cost and schedule. Engineering Calculations shall be included as an appendix.

ii. Drawings:

The A-E shall provide detailed final drawings and calculations based on information collected, and VA comments on the 65% design submittal.

One F size (30”x42”) and two C size Drawings and one electronic version of CAD work.

iii. Specifications:

Provide all Specifications that are required for the construction package. The specifications shall be free of writer’s notes and any editing comments. All information that is not required for this project shall be removed from each individual specification section.

iv. Cost Estimates:

A complete takeoff cost estimate based on the Construction Documents Submission.

v. Construction Schedule and Phasing Plans:

Provide a detailed Construction Schedule and Construction Phasing Plan. All utility shutdowns shall be included.

vi. Safety Plan:

Provide a list of all applicable standards, method of plan development, a VA Infection Control form, and address all Interim Life Safety Measures.

vii. Quality Control Plan:

Provide a list of all applicable standards and method of plan development of a Quality Control Plan.

viii. The A-E shall provide a completed VA Infection Control form addressing all areas.

ix. Completed A-E Review Checklist:

Provide a completed A-E Review checklist for all applicable disciplines.

x. 95% Review Schedule:

The 95% final design package shall include final detailed design. This shall be submitted 365 calendar days after Notice to Proceed (NTP).

The VA will provide 95% review comments to A-E no-later than 380 calendar days after NTP.

The 95% review package meeting with the VA at 390 calendar days after NTP.

G.4 Final Design Submission (100%) One set of original 100% Final Design Drawings to be submitted at 420 calendar days after Notice to Proceed (NTP).

One set of indexed and bound Specifications.

Two CD’s each of, I. Final Drawings in AutoCAD, REVIT using the VA standard for BIM Guidelines (to include PDF versions of each sheet), II. Final Drawings in Hard Copy format shall be plotted at 1:96 scale minimum.

III. Specifications, IV. Construction Cost Estimate, V. Construction Duration Estimate, VI. Phasing Requirements, and VII. Narrative with Engineering Calculations, Safety Plan and Quality Control Plan, VIII. Equipment List For bidding purposes upon final approval by the VA of all 100% construction documents (as evidenced by a VA authorized signature on the Mylar titlepages), the A-E shall deliver to the VA; one (1) set of C-size Drawings and one (1) set of bound specifications.

H. BOILER EFFICIENCY INSTITUTE (BEI):

a. General:

Need a Boiler Efficiency Institute (BEI), as a sub consultant who will work parallelly with A/E firm after 65% design phase. BEI Services shall be provided in accordance with the Department of Veterans Affairs Commissioning Process Manual located at the following website: http://www.cfm.va.gov/til/commissioning/CxManual.pdf.

b. Design Phase:

The BEI shall provide all labor, materials, instruments, supervision, and professional services required to complete the scope of work in this solicitation for the 95% design phase and final design phase. In design phase they will work parallelly with the A/E firm.

c. Construction Phase:

The BEI shall provide all labor, materials, instruments, supervision, and professional services required to complete the scope of work in this solicitation for the construction phase. They will work parallelly with the A/E firm and the commissioning agent to successfully complete the project.

I. CONSTRUCTION PERIOD SERVICES

a. General: The Contracting Officer reserves the right to terminate any construction period services, without payment for services completed, if such services are not needed or area not being adequately completed.

b. Response to RFI’s: The A-E shall be responsible for evaluating RFI’s to determine if a change will be required. The A-E shall then provide recommendations to the Contracting Officer. Within 7 calendar days, the A-E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A-E will develop and maintain throughout the project an RFI Submittal Log updated bi-weekly. The log shall include “Date of RFI Submission”, “Date of Return” and “Number and Date of Reviews”.

c. Submittal Review: In accordance with specification section 01 33 23 “Shop Drawings, Product Data, and Samples,” the contractor will send all submittals to the A/E for review and recommendation. The A/E shall stamp and forward the submittals & recommendations to the COR/Project Engineer within seven (7) calendar days of receipt. The COR/Project Engineer shall take the final action of approval/disapproval on each submittal and shall prepare and send a formal return of submittal to the contractor.

d. Cost Estimate: The A-E shall include a cost/credit estimate for RFI’s which result in a change to contract cost.

e. Site Visits: Day to day construction administration will be performed by the COR. The A-E shall make site visits during construction as well. Periodic reviews, tests, and other field observation by the Government are not to be interpreted as superintendence nor as resulting in any approval of the contractor’s apparent progress toward meeting the Government’s objectives; but are intended to discover any information that the Contracting Officer may be able to call the contractor’s attention to prevent costly misdirection of effort. The construction contractor will remain completely responsible for designing, constructing, operating, and maintaining the building in full accordance with the requirements of this Solicitation. The design build contractor shall provide VA with a copy of all inspection reports for inspections conducted by local, regional, and state code authorities from the start of construction through issuance of the certificate of occupancy.

f. Construction Facilitator and Activation Coordinator: Provide an alternate proposal for a Construction Facilitator and Activation Coordination Manager during Type C; Construction Period Services. The A-E shall manage activation during Type C services; to include management and oversight of furniture and medical equipment relocations, new furniture and equipment activation and installation, coordination with all VA services as required. The A-E shall also assist with the management of construction coordination and phasing, including planning utility outages and moves. Consultant shall have experience in technical medical equipment and processes, design, construction, and activation of healthcare facilities.

g. Asbestos and Lead Abatement: The A-E shall perform all inspection and documentation services required during asbestos and lead abatement activities, as required. Reference appendix A for Requirements.

h. Photographic Documentation: The A-E shall be required to prepare photographic documentation in accordance with VA master specifications during the period of construction.

i. Record drawings: The A-E shall verify as-built conditions from contractor-supplied marked up prints, and prepare as-built documents for the VA.

One E size and one C size Drawing and one- electronic version of CAD work.

J. COMMISSIONING:

a. General:

The Commissioning Agent shall provide Commissioning services in the construction phases of the project. Commissioning Services shall be provided in accordance with the Department of Veterans Affairs Commissioning Process Manual located at the following website: http://www.cfm.va.gov/til/commissioning/CxManual.pdf.