P09 - Bedford SOW - 518-001.doc

Project #518-001 Construct New Pharmacy Statement of Work (Design) 1.

OVERVIEW —

1.1 Government Agency Department and Address:

Edith Norse Rogers Memorial Veterans Hospital ENRMVH 200 Springs Road, Bedford Ma. 01730 1.2 Project Title, Number and Location:

Project Title: Construct New Pharmacy Project Number: #518-001 1.3 Scope of Work

Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, project phasing, site visits, and construction period administration associated with renovation and addition of the current pharmacy space in building 78 at Edith Nourse Rogers Memorial Veterans Hospital. The design shall prioritize the VA project team’s goals while remaining within the constraints of the construction budget.

The new pharmacy project will include a full renovation of 1900 square feet of building 78, as well as new construction addition of 5500 square feet. The addition will be connected to an existing building. The goal of the design is creating separate inpatient and outpatient pharmacy clinics. This would allow pharmacy services to be located near all outpatient clinics, as well as inpatient clinics. The addition will improve the pharmacy process, create pharmacy office space, increase convenience for veterans.

Design for new pharmacy construction must stay within the construction threshold limit. The VAAR magnitude for this project is between $5M to $10M. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for schematics, layouts, details and Construction Documents with proposed alternatives consistent with the VA’s project team goals, as prioritized during preliminary project meetings, field surveys and studies.

Enclosed in the Solicitation is a floor plan of Building 78 with the New Construction area shown and the renovated area indicated. Both areas may vary according to the requirements of the user group, however the goal is to maintain these SF areas as these determine costs.

2.

DESCRIPTION OF WORK —

2.1 General: Conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Engineering Svc), and presentation of preliminary layout plans with proposed alternatives to the User Group. Based on User Group meetings and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals. Through the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents. All design submission requirements shall be in accordance to A/E Contract and conform to all VA criteria and standards, in addition to Commonwealth of Massachusetts state codes and regulations.

The A/E shall use VA Program Guides, Design Manuals and Master Specifications in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government; he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

2.2 Implementation: Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions, review the building available information, and verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, video tape, and document the conditions of areas to be renovated and/or impacted.

The A/E shall visit the project site to investigate the information shown on the Government‑Furnished drawings, record (as‑built) drawings and other planning documents, which are part of this contract. The government does not guarantee the accuracy of completeness of the Government-Furnished Drawings and Government Furnished Information, thus; the AE shall verify the existing conditions in the field. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG18-10. It is the A/E's responsibility to research the existing Government documents, determine those that are applicable to the project and request copies from the Government; the Government will not perform a search of Government documents to determine the information that the A/E may need during design.

2.3 Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a stand-alone project (i.e., not as part of another project) and all cost for this replacement including but not limited to asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall be submitted for approval to the Project Engineer.

2.4 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be correct under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity, and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

2.5 Asbestos: The proper identification Asbestos and Lead to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos and Lead Assessment of the facility will be made available to the A/E. Additionally, proper asbestos and lead abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E. The A/E shall provide an asbestos survey, report, and drawings as outlined in supplement C.

3.

GENERAL DESCRIPTION of SERVICES — A/E shall provide the services indicated in this Overview, Supplement A, Supplement B and Supplement C. These services will be provided in distinct phases:

Conceptual – Preliminary User Group Meetings & Field Surveys

30% Submittal – Schematics

60% Submittal – “DD” Design Development 90% Submittal – “CD” Construction Documents 100% Submittal – Bid [Final] Documents

Construction Period Services Project Close Out Submittal – “As-Built” Construction Documents

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at VA VUN & CAD Standards (PG-18-13) https://www.cfm.va.gov/til/projReq.asp 3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed as “D” sized sheets (24 inches by 36 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2020. Drawing file names must relate to the VA project name, discipline and subject as approved by the VA Project Engineer. Drawings shall utilize world coordinate system with standard cross hairs. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

3.1.4 An independent fire safety and life safety review shall be accomplished at each design submission. Include the cost and coordination for a fire/safety review.

3.2 Specifications … 3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.2.2 Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks.

3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers. The use of trade names may be used to establish the standard of quality to be met.

3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

3.3 Quantity and Cost Estimates … 3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at https://www.cfm.va.gov/til/ae/CostEstimatingManual.pdf .

3.3.2 Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR KEEPING THE PRJOJECT DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA) SHOULD COST ESTIMATES EXCEED CONSTRUCTION FUNDING.

3.3.3.

Proposed Phasing and Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of required construction.

3.4 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, design objectives, design assumptions and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

3.5 Quality Control … 3.5.1.

Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

· Identification and discussion of all organizational and technical interfaces

· Design team members and their areas of responsibility

· Team members responsible for checking the design

· Team members responsible for checking the electronic files

· Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts

· Project Schedule showing key milestones and review periods 3.5.1.1.

VA Design Alerts and VA Quality Alerts can be found on the internet at https://www.cfm.va.gov/til/criteria.asp .

3.5.2.

Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

3.5.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3.6 Site Visits, Meetings/Conferences, and Discussions … 3.6.1.

Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is further defined project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

3.6.2.

Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.6.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

3.7 Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3.8 A/E Services during Construction – Construction Period Administration (CPA):

CPA Services shall include, but are not limited to, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP); cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

Site visits (8 design, 8 construction) as required and/or requested by the VA Project Engineer for inspection of ongoing design and construction, including final tests and inspections; documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit; verification of as-built conditions from contractor supplied marked up prints, and preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently. IH services associated with any asbestos abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services to such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

4.

INCORPORATED REFERENCES — The following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. Some specifications, attachments and intranet links have been included in this document that will assist the A/E in the design of this project. The following link has a majority of the: guides, specifications, and details/documents that may be incorporated into the construction documents https://www.cfm.va.gov/til/criteria.asp Design requirements identified in the following list of design guides and manuals are a part of the A/E Required Services. These include but are not limited to:

Pharmacy Service Design Guide https://www.cfm.va.gov/til/dGuide/dgPharm.pdf

AE Submission Requirements (PG 18-15) https://www.cfm.va.gov/til/ae/aesubmin.pdf Design Manuals (PG-18-10) https://www.cfm.va.gov/til/dManual.asp Master Construction Specifications (PG-18-1) https://www.cfm.va.gov/til/spec.asp Design and Construction Procedures (PG-18-3) https://www.cfm.va.gov/til/cPro.asp Standard Details and CAD Standards (PG-18-4) https://www.cfm.va.gov/TIL/sDetail.asp Architectural Accessibility, Barrier Free Design (PG-18-13) https://www.cfm.va.gov/til/accessibility.asp

Room Finishes, Door, & Hardware Schedule Program Guide (PG-18-14) https://www.cfm.va.gov/til/room/RoomFinishes.pdf Minimum Requirements for A/E Submissions https://www.cfm.va.gov/til/aeDesSubReq.asp Architectural Design Manual https://www.cfm.va.gov/til/dManual/dmARhosp.pdf Asbestos Abatement Design Manual https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf Electrical Manual https://www.cfm.va.gov/til/dManual/dmElec.pdf Equipment Manual-Pharmacy https://www.cfm.va.gov/til/equip/equip268.xlsx

VHA Space Planning Criteria-Pharmacy https://www.cfm.va.gov/til/space/spChapter268.pdf

Fire Protection Design Manual https://www.cfm.va.gov/til/dManual/dmFire.pdf Fire and Safety https://www.cfm.va.gov/til/spclRqmts.asp#SIGN HVAC Design Manual https://www.cfm.va.gov/til/dManual/dmHVAC.pdf Interior Design Manual https://www.cfm.va.gov/til/dManual/dmIDhonh.pdf Lighting Design Manual https://www.cfm.va.gov/til/dManual/dmLighting.pdf Physical Security and Resiliency Manual https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf Plumbing Design Manual https://www.cfm.va.gov/til/dManual/dmPlbg.pdf Signage and Wayfinding Design Manual https://www.cfm.va.gov/til/dManual/dmSignage.pdf Steam Heating, Hot Water, Outside Distribution Systems

· Steam Boilers https://www.cfm.va.gov/til/dManual/dmSm01.pdf

· Water Boilers https://www.cfm.va.gov/til/dManual/dmSm02.pdf

· Distribution Systems https://www.cfm.va.gov/til/dManual/dmSm03.pdf Sustainable Design https://www.cfm.va.gov/til/sustain.asp https://www.cfm.va.gov/til/sustain/dmSustain.pdf

Telecommunications

Infrastructure Standard for Telecommunications https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf

PG-18-10 Telecommunications and Special Telecom Systems Design Manual https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf Commissioning https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF Part of the A/E SOW is to determine what specifications and guidelines are applicable to the project and to incorporate them into the project documents. The documents will require extensive editing to meet the specific needs of the project. Specification sections may be supplemented or replaced but must meet the design intent and performance requirements within the VA specifications.

5.

DESIGN BUDGET —

5.1 A/E is responsible to develop a design that can be built within budget and function as intended without change orders. The design must be based on the reality of existing site conditions and not solely on “As-Built” drawings. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction.

5.2 Cost Estimating: A/E shall be responsible, as part of the Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the Project Engineer when estimated construction costs exceed the construction budget. The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

5.3 Construction Budget: Refer to Supplement A

5.4 Deduct Alternates: Shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding. These alternates are designed to assure a contract award and are in addition to the requirement to have a project design and estimate at or below construction funding.

5.5 Add Alternates: Shall not be used.

6.

DESIGN PHASES —

6.1 CONCEPTUAL with ALTERNATIVES: Refer to Supplement A and B. Working with the VA Medical Center’s project team (Project Engineer and User Group) the A/E shall propose conceptual needs and requirements with proposed alternatives for the planned scope of work. This task is an iterative process requiring multiple proposals and revisions developed during site meetings.

6.2 SCHEMATICS: Refer to Supplement C. A/E shall develop specific design needs and requirements with proposed alternatives. These documents are to be developed from the documents, meeting minutes and recommendations made during the conceptual phase. Any existing utilities and/or equipment which are to be incorporated into the project design shall be reviewed and evaluated to assure that they are indeed there and are in enough quantity and condition to do so. Documents for this task define project requirements based on the planned scope of work. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications.

6.3 DESIGN DEVELOPMENT: Refer to Supplement C. Any existing utilities and/or equipment which are to be incorporated into the project design shall be further reviewed and evaluated to assure that they are indeed there and are in enough quantity and condition to do so. Documents for this task define project requirements based on the approved scope of work. These documents are to be developed from the documents, meeting minutes and recommendations made during the schematics phase. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan, project phasing and market conditions which may affect bidding. It is expected that at the completion of this phase marks the completion of the data gathering portion of the project. The A/E shall have obtained all information required (including site visits) to proceed directly the preparation of Construction Documents.

6.4 CONSTRUCTION DOCUMENTS: Refer to Supplement C. The A/E shall develop complete drawings and specifications and other documents necessary for the bidding and construction of this project. These documents are to be developed from the documents, meeting minutes and recommendations made during the design development phase. A/E shall perform an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan Invitation for Bids and Award dates, project phasing, and market conditions which may affect bidding.

6.5 Special Remarks: Cost estimates shall incorporate construction related issues which include but are not limited to materials, systems and construction techniques. Design documents review, analyses and recommendation of cost estimates covering labor, materials, equipment, general conditions and requirements developed for the project. Estimates shall allow for incorporation of review comments, which are within the SOW.

7.

SUBMITTALS AND PERFORMANCE SCHEDULE —

7.1 Deliver Submission Documents to the VA Boston Healthcare Project Engineer (MS-138P). The performance period will be project specific and will be specified with each scope of work. Review of material with the VA will take place approximately 14 days after submission.

7.2 Submission Materials and Schedules: Refer to Supplement B. Reproduction, mailing and delivery time is inclusive to the stated durations.

7.3 Government Review and Comment Resolution: The VA will review all submittals identified under this contract for functional and aesthetic relationship. VA review of the A/E’s work shall not be construed by either party to relieve the A/E from any requirements of this scope of work. The A/E will be responsible for taking minutes from submission review meetings and submitting them to the project engineer for concurrence within 7 days of the meeting. Both parties will discuss comments and attempt to resolve unsettled issues that may arise from review.

7.4 The A/E may choose to perform work, at its own risk, during the Government review and comment resolution period, however, comments resulting from that review must be incorporated into the design prior to the next submittal. In the event a subsequent design phase is not authorized, the A-E shall incorporate all available review comments into the design to complete the current phase.

7.5 Construction Execution:

· Construction Documents to Bidders Date: TBD

· Bid Opening Date: TBD

· Actual Construction Contract Award: TBD

· Anticipated Construction Duration: TBD

· Construction Completion Date: TBD 8.

AUTHORIZED CHANGES — The A/E shall only accept instructions and/or directions from the assigned Project Engineer. Changes in the project scope of work must be authorized by the VA and ACE.

9. Timely Response - As time is of the essence, particularly during the construction phase, the A/E shall promptly review and approve, disapprove or take other appropriate action upon all the VA requests. The A/E shall submit recommendations on all shop drawings and other submittals and other requests within fifteen (15) calendar days after receipt.

‑ ‑ ‑ E N D ‑ ‑ ‑

SUPPLEMENT “A”

I. INTRODUCTION:

The objective of the project design is renovating 1900 square feet of the pharmacy clinic in building 78 while building 5500 square feet of new construction to expand pharmacy to create a separate inpatient and outpatient pharmacy clinic. Two pharmacy clinics will increase access to all outpatient clinics in the hospital The design Period of Performance (type A and B services) is 365 days. The 365 days is calendar days and shall begin upon issuance of the Notice of Award by the Contracting Officer.

II. SCOPE

This design project will include Type:

A Services – Conceptual and Schematic Design

B Services - preparation of contract drawings (DD and CD)

C Services - construction administration

Review Supplement A as part of this scope of work (SOW) for all project specific Architectural and Engineer (A/E) services that will be required to successfully design an inpatient and outpatient pharmacy clinic.

The submission requirements at the seven (7) stages of formal review are located in Supplement B, including the Milestone Task Description (schedule). The allocation of days for each ID number can be modified at the discretion of the COR/CO. The overall period of performance of 365 calendar days will not change without modification of the contract at discretion of the COR/CO.

Refer to Supplement C for the minimal A/E submission requirements by disciplines that are required per the contract.

The work for the pharmacy project design to include, but is not limited to:

· Determine the best location for the new construction addition, which will be connected to an existing building. Provide assessment of location options based on pharmacy design guide requirements (PG-18-12 Pharmacy Service Design Guide), existing conditions, draining issues, roof leak issues, utility connections and relocation, patient access, and budget.

· Repair existing conditions and issues at the connection points of the addition space and the existing building, such as, but not limited to, exterior/interior walls, roof, flooring, and utilities.

· Repair existing conditions and issues in the renovated space.

· Demolition of and renovation of current pharmacy location.

· Prepare space and site for new construction

· Provide at least two pneumatic tube connections between the new construction addition space and the renovated space. Provide alternate method of connection between the two clinics if a pneumatic tube system is not possible.

· Site Work and Restoration

· Provide new mechanical, telecommunications, electrical, lighting, plumbing, fire protection, access control and security systems for the new construction.

· Remove existing systems and replace with new mechanical, telecommunications, electrical, lighting, plumbing, fire protection, access, and security systems for the renovation construction.

· Install new interior finishes for the renovation and new construction.

· Asbestos/Lead abatement if required for renovation and new construction.

· Third party commissioning services

· Phasing of the new construction and renovation: Pharmacy clinic must remain operational throughout construction

· Construction slated for FY25

III. DESIGN TASK/SUMMARY

The current location of the Pharmacy clinic does not meet the needs of the pharmacy staff nor the patients. The addition and renovation of building 78 addition will expand the pharmacy footprint to accommodate the inpatient and outpatient services in two separate locations.

A. BACKGROUND INFORMATION:

There is currently one Pharmacy clinic location serving the entire hospital. The clinic is not close to all the outpatient services, and it does not have enough offices for clinical staff. The addition needs an accessible location for patients entering the campus for outpatient services, while providing more office space.

Building 78 has a tunnel connecting to building 2, which contains many of our outpatient clinics. One possible location for the addition is connecting to this tunnel, or an adjacent tunnel. The tunnels experience roof, wall, and window leaks, as well as insulation issues that would need to be addressed to connect the addition to the tunnels. There are also existing utilities located on the land by the tunnels. Utilities may need relocation if the addition is placed on this land.

B. DESIGN/PLANNING REQUIREMENTS:

1. General Design

I. Pharmacy Clinic –Renovate Current Pharmacy Clinic in Bldg 78 and New Construction Addition

a. Design criteria for the complete interior demolition and renovation building 78 pharmacy, approximately 1900 square feet , and the new construction of pharmacy addition, approximately 5500 square feet. Refer to specified design guides and applicable design guides at the link below.

i. Pharmacy Service Design Guide https://www.cfm.va.gov/til/dGuide/dgPharm.pdf

ii. VHA Space Planning Criteria-Pharmacy https://www.cfm.va.gov/til/space/spChapter268.pdf

iii. Design Manuals https://www.cfm.va.gov/til/dManual.asp

a. The design parameters will include the 1900 square feet marked in building 78, the 5500 square feet of addition space, the connection points between the addition and the existing building, and the surrounding grounds of the addition.

b. The Pharmacy Design Guide is the primary guideline for the design criteria. However, programming meetings with the Integrated Project Team (IPT) and the Engineering Department should also be planned. Information from these meetings will provide context to the guidelines and flush out the approved programming requirements.

c. The work during conceptual design should look at three options for layout, style and materials for the full build out of the Pharmacy Clinic.

d. Specialized Consultants such as environmental and historic preservation consultants should be involved as required depending on the special requirements of the project. These may include specifications writers, materials and component specialists, sustainability consultants, and technical specialists with expertise in historic preservation.

e. This is not a comprehensive list of all the items slated for correction. The A/E firm is responsible for a thorough investigation of the existing site to identify all corrections necessary to adhere to the codes, standards, and design guides.

f. Any alterations to the exterior aesthetic of the building should work with the existing exterior in terms of materials, form, Architectural vernacular, while allowing for modernized systems to exist. External MEPs (I.E. HVAC chillers, etc.) required for the project should blend with the existing building architecture as best as possible while serving the needs of the building.

2. Historical Requirements:

a. During early design of any new construction or renovation, the historic character of any affected building should be determined, following regulations at 36 CFR Part 800 (See Directive/Handbook 7545). Specific design guidelines may then be developed in consultation with the State Historic Preservation Officer and other stakeholders. Refer to the following link for Historic Preservation: http://www.cfm.va.gov/historic/index.asp Provide a report on all applicable requirements and statement on intended compliance actions.

b. Historical: The Bedford VA Medical Center is listed as a historic district on the National Registry of Historical Places. As such, coordination with the Bedford VAMC GEMS manager is required for this project.

c. The A/E shall attend three meetings with the VA and state agencies (if necessary) to review the project, solicit input, brainstorm solutions, etc.

d. The A/E shall coordinate all project activity with the VAMC GEMS Coordinator, as applicable and necessary. The Gems Coordinator as well as the VA Historic Preservation Program Staff will be an integral part of the Historical Process and will be involved in the entire process dealing with all Historical aspects of the work related to this scope.

3. Seismic and other natural hazards

a. Seismic: The design shall comply with VA Handbook H-18-8 Seismic Design Requirements, available at http://www.cfm.va.gov/til/etc/seismic.pdf

b. Bedford, MA is considered to be located in a “Moderately Low” seismic category. All VA facilities are considered as essential.

c. Consideration should be given to seismic and blast resistant design as they share some common analytical methodologies and a performance based design philosophy that accepts varying levels of damage in response to varying levels of dynamic excitation. Both design approaches recognize that it is cost prohibitive to provide comprehensive protection against all conceivable events and an appropriate level of protection that lessens the risk of mass casualties can be provided at a reasonable cost. Both seismic design and blast resistant design approaches benefit from a risk assessment that evaluates the functionality, criticality, occupancy, site conditions and design features of a building. Weather related (hurricane and tornado) protection requires blast resistant design. Blast resistant façade systems require the glass to satisfy the debris hazard conditions in response to the specified blast loading, while the mullions and anchors are required to resist the collected forces within the specified deflection and ductility limits. In addition to resisting the specified blast loads, the criteria often require the designer to consider the damages resulting from a more extreme blast loading.

i. Window Fenestration: The total fenestration openings are not limited; however, a maximum of 40 percent per structural bay is a preferred design goal. In renovation of older buildings, and in new construction in ensembles of older buildings, the impacts of fenestration design on historic buildings and views must be considered and addressed in planning.

ii. Window Frames: The frame system should develop the full capacity of the chosen glazing up to 750 breaks per 1000, and provide the required level of protection without failure. This can be shown through design calculations or approved testing methods.

iii. Provide information to comply with review by the Anti-terrorism task force review.

4. Structural Engineering

a. Design of the interior space shall take into account the following:

i. Materials based on requirements for fire separation and acoustical requirements between rooms.

ii. Structural consideration for blast resistant requirements as applicable.

iii. Floor structure shall provide the required spans and composed to dissipate sound transmission. Assembly shall also provide for duct work and routing of other infrastructure.

5. Building Utilities

a. Design and specify utility meters to track and continuously optimize performance. There is a central Building Controls System project slated for construction prior to this project. All building systems and controls shall be 100% compatible with and tied into the Building Controls System.

b. All sewer and vent piping and fittings are to be cast iron (PVC is not acceptable whether or not allowed by code).

c. All domestic underground water piping and fittings are to be cast iron- cement lined (PVC piping is not allowed).

d. All aboveground domestic piping and fittings are to be copper (PB, PE and PVC piping is not allowed).

6. Building Controls System

a. The proposed work is to tie into the existing Building Controls System (BCS) and is to be a 100% seamless integration into the existing system.

i. Work with VA Engineer/ IT Department for integration & equipment that is to be monitored through the BCS. HVAC, lighting, security and access controls will be included at a minimum.

b. All drawing documentation for construction shall utilize Building Information Modeling compatible software. In addition, design consultants shall coordinate the documents into a single “BIM” model with conflicts resolved. Information shall be included in software that will translate into the VA BCS.

7. Fire alarm/protection

a. The fire alarm system shall tie into the existing Class A single mode fiber loop Simplex fire alarm system.

i. Work with VA Engineer closely to determine zones and radio box identifications. Work is taking place at the time of this writing. Refer to Engineering Department for the latest fire alarm drawings.

b. The Building shall be 100% sprinklered per the requirements of NFPA 13. The A/E shall be responsible for obtaining recent flow data or conducting flow test for use in their hydraulic calculations.

c. The proposed location has a temporary suppression system installed. As the building is occupied 24 hours a day the sprinkler system cannot be taken offline for any extended period of time.

d. Refer to the Fire Protection Design Manual, found here: https://www.cfm.va.gov/til/dManual/dmFire.pdf

8. Electrical/communications

a. Refer to the VA Electrical Design Manual http://www.cfm.va.gov/til/dManual/dmElec.pdf and other relevant design Manuals at https://www.cfm.va.gov/til/dManual.asp and for information on requirements for electric power, telephone land lines, cable wiring, CAT V, HDMI and speakers.

b. Include power and communications as a part of the programming of the spaces. Provide a coordinated telecommunications plan with equipment in addition to power and lighting. Cabling as well as conduit must be included.

9. Emergency Power

a. The goal of the medical center is to be able to continue providing critical services to patients during power outages. All patient care areas shall have adequate lighting and power to fully function during a power outage, including generator power for all computers and required equipment for a period of 96 hours. Equipment on emergency power shall include:

i. HVAC equipment

ii. Refrigerated storage

iii. Medical equipment used for continuous patient care

iv. Designated power locations for access to medical records

v. IT Server Room

vi. Emergency Lights

10. HVAC

a. Engineer to review options for the overall concept for the HVAC systems. Determine if the building systems will be tied into the existing systems or be independent. Engineer to provide a CBA for the analysis.

b. Equipment to be off the ground and screened from view from the exterior. The existing buildings are historic in nature and the project must provide a “clean façade” with minimal grilles, louvers, equipment or penetrations visible from campus roads.

c. Contractor shall provide complete DDC automatic temperature control system compatible with the existing Building Controls System. All HVAC system and ancillary components shall be controlled by the existing Building Controls System. Final connection of new equipment to the existing Building Controls System shall be made by a company and technicians fully qualified to program, install, adjust, repair, maintain, modify, or otherwise manipulate the Building Controls. Current company and technician qualifications and certifications to program, install, adjust, repair, maintain, modify, or otherwise manipulate the Controls system must be maintained throughout the construction of the project including any extensions of the construction performance period. If the Contractor utilizes the services of a subcontractor to perform this work, the Contractor shall provide the VA, via submittal, copies of factory training certificates for each technician working on the VAMC controls system prior to commencement of any controls work. Contractor shall carry the cost of this work in their bid.

d. All DDC controls shall be provided by the contractor and shall be Bacnet compatible for AHUs, chillers, fans, FCUs, VAVs, circulating pumps, control valves, motorized dampers, and any other equipment or accessories as noted in the drawings and specifications.

e. All controls shall have occupied and unoccupied functions.

f. All set points shall be fully adjustable.

g. All monitored points, including status (ON, OFF, FAILED) and any alarms shall display at the DDC workstation(s).

h. “Cooling Mode” shall be defined as any time the outside air temperature is above 50°F (adjustable) and a call for cooling exists from any associated piece of equipment. “Cooling Mode” shall extend to 1 hour beyond the call for cooling is satisfied to prevent short cycling.

i. “Heating Mode” shall be defined as any time the outside air temperature is below 68°F (adjustable) and a call for heating exists from any associated piece of equipment.

j. Where 100% redundant motorized equipment is installed, the two (or more) pieces of equipment shall alternate operation on an adjustable, equal run-time basis. The DDC system shall display cumulative run-time of each unit. If one unit fails, the other unit shall start automatically and the DDC system shall generate an alarm signal.

k. HVAC system shall be designed in accordance with the latest version of the VA HVAC Design Manual and the latest versions of those standards referenced within that manual. The designer is responsible for verification of the latest version.

l. All individual room environmental parameters shall be designed and set in accordance with the latest version of the VA HVAC Design Manual as well in coordination with VA engineering and Integrated Project Team.

m. All equipment shall be Energy Star certified and maximum efficiency.

n. A copy of the design manual can be found here: Https://www.cfm.va.gov/til/dManual/dmHVAC.pdf

11. sECURITY

a. Physical Security: Ensure that the design complies with the VA Physical Security Design Manual (PSDM) for Life-Safety Protected Facilities, available at http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecLS.pdf

b. Physical Security: Ensure that the design complies with the VA Risk Management Process for Federal Facilities, available at https://www.dhs.gov/sites/default/files/publications/ISC_Risk-Management-Process_Aug_2013.pdf

c. VA facilities that are owned, leased, or managed; to be constructed or modernized; or to be purchased shall have countermeasures designed into the facility’s infrastructure to abate potential threats.

d. The physical access security system (PACS) shall tie into the Bedford PACS system. Refer to VA Physical Security Design Manual for locations of where card readers are to be installed. All card readers/locked egress doors are to be tied into the fire alarm as required by NFPA101.

e. Providing for security design that complies with VA Security Design Guidelines. The Design team will work with the IPT and the VAP on site specific requirements based on the composition of the campus and use of the facility.

f. Consider control points for access into the building directly from the exterior and from building to building. Access will be restricted via door hardware systems. The Design team will work with the IPT and the VAP on specific control points, timing for secure locking and integration with BCS.

g. Provide for CCTV monitoring in all common areas to the route back to the building security office and main police station on campus; including but not limited to common areas in the building (corridors, tunnels, elevators, etc.).

h. If the Physical Security guidelines cannot be met the A/E (and or their consultant) shall provide alternatives to the guidelines or assist with any waivers that may be required for security measures that cannot be met.

i. Care should be taken to…