P09. Rehab Med AHU - AE SOW - 20250327.pdf

Page 1 of 7 Project: Replace Rehab Medicine AHU Project Number: 541-25-504

541-25-504

REPLACE REHAB MEDICINE AHU

3-27-2025

SECTION TITLE

1. SCOPE OF WORK

2. GENERAL

3. SECURITY REQUIREMENTS

4. PROPOSED CONSTRUCTION DOCUMENT SCHEDULE

5. MINIMUM REQUIREMENTS FOR SCHEMATIC DESIGN (SD) SUBMISSION

6. MINIMUM REQUIREMENTS FOR 65% SUBMISSION

7. MINIMUM REQUIREMENTS FOR 100% SUBMISSION

8. MINIMUM REQUIREMENTS FOR FINAL SUBMISSION

9. CONSTRUCTION PERIOD SERVICES

10. APPENDIX – RECORD DRAWINGS

1.0 SCOPE OF WORK

1. The A/E (Architect/Engineer) firm shall provide all Programming, Design Submissions, Site Investigation/ Field Verification Services, Asbestos Testing, Construction Documents, Technical Specifications, Cost Estimates, Reports, System Integrator Services and Construction Administration Services for the project “Replace Rehab Medicine AHU” located at the Louis Stokes Cleveland VAMC, Cleveland, Ohio.

2. This is a single phased project that will replace the existing Rehab Medicine PoolPak AHU which is end of life. It shall also provide appropriate exhaust for the Pool Equipment room. The most recent renovation in this area connected exhaust for the Pool Equipment room into existing duct and only half of the designed exhaust CFM was able to be achieved during the TAB.

3. A/E firm shall develop construction documents for bidding for project award not to exceed the construction budget of $485,000.00 for construction bidding in Fiscal Year 2026.

4. Project Schedule is 133 Calendar days from date of notice to proceed to complete Construction Documents, Technical Specifications and Cost Estimate of Construction. Completion of Construction Administration Services will be dependent upon award of Construction Contract.

5. As a part of this contract, the A/E firm shall field verify all existing conditions.

6. Four submissions are required (SD, 65%, 100%, and Final) plus a Bid Issue submission which constitutes a complete bid package consisting of drawings, specifications, and detailed cost estimate.

7. Provide brand name product list to the COR for preparation of the VA brand name/ equal memo and/or sole source justification.

8. Provide a submittal log based on final specifications.

9. Per the VA “Cost Estimating Requirements for Veteran Affairs Facilities” manual

(https://www.cfm.va.gov/til/ae/CostEstimatingManual.pdf), the Construction Cost Estimate shall be executed by an independent/ 3rd party cost estimator. The cost estimator is to be a separate, un-biased and non-affiliated, entity contracted by the A/E. The A/E may not use their own personnel to complete any requirements stated with this cost manual.

10. A/E Firm shall engage a third party to provide Master System Integrator (MSI) Services. The MSI must have extensive experience with integrating building management systems using both open and proprietary communications protocols and using the Tridium Niagara Framework. (Reference List Available for MSI if requested). The MSI is to verify and coordinate with the A/E on the various tasks and duties that need to be clearly spelled out regarding the HVAC Contractor and the MSI. The MSI will coordinate work with the HVAC Contractor during construction, but the HVAC Contractor is to provide all VAV controllers and programming and any other devices required at the Tier 3 & 4 Levels. The MSI will program and provide graphics at Tier 1 & 2 and will coordinate with the HVAC Contractor to utilize the Cleveland VA naming convention for all points. The naming convention document guide is available and is to be adhered to. The MSI will be responsible for all professional services regarding the SBS https://www.cfm.va.gov/til/ae/CostEstimatingManual.pdf

Page 2 of 7 Project: Replace Rehab Medicine AHU including but not limited to programming (tagging, trending, mapping etc.), graphic design and implementation, design of any JACE and Network implementation as well as long-term and short-term trending recommendations in the specifications. The MSI will also verify the appropriate quantity of JACES’s and licensing required for the project based on the systems being installed and integrated into the SBS, system dashboard, analytics design and implementation which will be purchased by the HVAC contractor and programming by the MSI. The MSI is to verify if the facility has license and available points on existing JACES prior to the construction documents being sent out for bid. If additional JACES and Licenses are required, the HVAC Contractor is to be responsible for purchasing the required items.

The MSI shall provide all personnel, facilities, transportation, supplies and qualified supervision necessary to provide the technical/ professional services.

2.0 GENERAL

1. The A/E firm shall prepare all necessary documents. Minimum submission requirements of each phase are outlined in the Design Submission Instructions (PG-18-15) located on the Technical Information Library on the CFM website (http://www.cfm.va.gov/til/aeDesSubReq.asp). Information within this SOW shall take precedence over conflicting information in the Design Submission Instructions document.

2. The VAMC will make available the design criteria, and CAD/ BIM files of the existing space. The VA record drawings are not to be expected accurate in all respects and the A/E firm is to verify all features affecting the project by field investigation.

3. In each submission, the A/E firm shall re-submit the material specified in the prior submission, revised according to the comments made by the VAMC at the prior review. The A/E is to respond in writing addressing each VA comment.

4. The A/E firm shall develop the project using BIM software.

The A/E firm shall follow the VA BIM guide when developing the BIM model (https://www.cfm.va.gov/til/projReq.asp).

5. Master Construction Specifications are available at the VA website http://www.cfm.va.gov/til/spec.asp in Microsoft Word Format. The A/E firm shall edit and tailor the VA Master Construction Specifications as necessary to reflect the project technical requirements.

6. The VA has ownership of the rights at the date of Closeout Submittal to all CAD files, and Facility Data developed for the Project. The VA may make use of this data following any deliverables.

7. Project is to be designed to comply with the latest codes as outlined in the VHA Program Guide PG-18- 3, Topic 1 – Codes, Standards, and Executive Orders on the TIL. A/E firm will be responsible for complete functional design and provide bidding documents meeting those requirements.

8. Design must comply with the fire alarm zones and fire alarm node locations established under the “Upgrade Fire Alarm System” project (541-18-101).

3.0 SECURITY REQUIREMENTS

1. Security Requirements:

Contractor employees providing services at VA facilities may undergo a security clearance in the form of a basic background investigation.

2. VA Sensitive Information:

Dedicated personnel will be assigned solely to observe, interact, assist, and assure protection of VA sensitive information.

3. Contractor-Owned IT Devices:

The C&A requirements do not apply, and a Security Accreditation Package is not required.

4. VA Medical Device Protection Program (MDPP):

Service & Maintenance will follow the security requirements as per VA’s Medical Device Protection Program (MDPP) which protects VA’s medical devices through a comprehensive security initiative that encompasses pre-procurement assessments, medical device isolation architecture (MDIA), communication, validation, scanning, access control list remediation, patching, and secure remote connectivity.

http://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/til/spec.asp

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5. General Security:

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

6. Security Check-In Requirements:

The Contractor Service Personnel and/or representative must report to the appropriate department Supervisor or designated point of contact (POC) to sign in with department staff before work begins.

Additionally, one must submit any mobile media devices that would be used on the system for a virus scan. Upon completion of work, the Contractor Service Personnel and/or representative must report to the appropriate department Supervisor to brief that Supervisor or related department staff point of contact (POC) if Supervisor is unavailable concerning completion of service, and then to sign out. At the end of each briefing, Contractor Service Personnel and/or representative will and must sign out.

7. VA Information Custodial Language:

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.

This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

8. Security Incident Investigation:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures.

The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

4.0 PROPOSED CONSTRUCTION DOCUMENT SCHEDULE

A. The first submission is to be a Schematic Design (SD) Submission and shall be submitted within 28 days after contract notice to proceed.

This submission shall include:

1. Construction drawing prints - 3 sets half-size (15x21)

a. 2 sets are to be delivered to Engineering

b. 1 set is to be delivered to the User Groups

2. Preliminary cost estimate

3. Drawing files on CD – AutoCAD/BIM and PDF

4. Narratives

B. There will be a 14-day VA review period of the Schematic Design Submission by the VAMC.

C. The second submission is to be a 65% Construction Document Submission and shall be submitted within

35 days after VA approval and comments on the Schematic Design submission (77 days after contract notice to proceed).

a. 2 sets are to be delivered to Engineering

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b. 1 set is to be delivered to the User Groups

2. Cost estimate with Deduct Bid Alternates

3. 1 copy of the preliminary specifications on CD – no hard copy required.

4. Drawing files on CD/DVD – AutoCAD/BIM and PDF

D. There will be a 14-day VA review period of the 65% Construction Document Submission by the VAMC.

E. The third submission is to be a 100% Construction Document Submission and shall be submitted within 21 days after VA approval and comments on 65% submission (112 days after contract notice to proceed).

a. 2 sets are to be delivered to Engineering

b. 1 set is to be delivered to the User Groups

2. Final Cost estimate with Deduct Bid Alternates

3. Final Specifications - 1 digital copy on CD. Send to Engineering

F. There will be a 7-day review of the 100% Construction Document Submission by VAMC.

G. The fourth submission is the Final Construction Document Submission and is to be submitted within 14 days after VA approval and comments on 100% submission (133 calendar days after contract notice to proceed). This issue will be sent for Capital Asset Manager, Contracting, and Legal / Technical Reviews.

a. 2 sets are to be delivered to Engineering

b. 1 set is to be delivered to the User Groups

2. Final specifications - 1 hard copies and 1 digital copy on CD. Send to Engineering

3. Final cost estimate with Deduct Bid Alternates

4. Drawing files on CD/DVD – AutoCAD/BIM and PDF

5. Brand name product list

6. Submittal Log

H. If there are any comments from Contracting or Legal/Technical they are to be incorporated by the A/E firm within 7 business days. All drawings and specs will then be re-issued as Bid Issue with a new date.

The drawings will be issued with quantities as noted below. If there aren’t any Contracting, or Legal / Technical comments, then the Final Issue will be used as-is for Bidding. The A/E firm will provide the documents listed below for the Bid Issue.

I. The Bid Issue Submission shall include:

a. 2 sets are to be delivered to Engineering

b. 1 set is to be delivered to the User Groups

2. Final specifications - 1 hard copy and 1 digital copy on CD. Send to Engineering

3. Final Cost estimate with Deduct Bid Alternates

5.0 FIRST SUBMISSION – SCHEMATIC DESIGN DOCUMENTS

A. Architectural

1. Show all project floors, penthouses, and roof areas at a scale of not less than 1/8" = 1'-0".

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These drawings will include project rooms, corridors, electrical closets, telecom rooms, equipment rooms, , mechanical shafts.

2. Label each project room or space with its name.

3. Submit a title sheet with drawing index. Revise as necessary for each review.

B. Heating, Ventilating and Air Conditioning

1. Provide a written description of the HVAC system.

Demonstrate the rationale for choosing the candidate equipment.

2. Show on plans the location and size of all mechanical equipment.

3. Provide a brief description of the fire and safety aspects of the HVAC system.

C. Electrical

1. Provide a sheet for all symbols.

2. On a plan show any proposed and existing electrical circuits.

3. Locate all electrical/telecomm closets and distribution/branch panels on floor plans.

D. Cost Estimating

1. The A/E firm shall present a cost estimate predicated on the assessment made during the preliminary design phase. A comparison will be shown between the A/E's, and the VA's budget cost estimate.

6.0 SECOND SUBMISSION - 65% CONSTRUCTION DOCUMENT SUBMISSION

A. Specifications

1. Submit sample edited and marked up VA Master Specifications of each trade for review.

B. Architectural

1. Submit floor plans.

2. Show room titles and numbers.

C. Heating, Ventilation and Air Conditioning (HVAC)

1. Clearly indicate the sizes of ducts and piping. Locate fire and smoke dampers.

2. Show equipment schedules. Submit equipment selections based on manufacturer's catalogue data. Submit supporting calculations.

3. Show control diagrams. Diagrams shall be complete with legend and description of operations.

4. Major details, elevations, sections and legends on the drawings are to be complete.

D. Electrical

1. Show locations of existing electrical/telecomm closets, devices and equipment.

2. Show locations of major items and equipment.

3. Show locations of fire alarm system devices.

E. Cost Estimating

1. Submit cost estimates for each submission of drawings and specifications.

a. Show unit quantity, unit measure, unit cost, and total cost of labor and material.

2. Costs shall include insurance, taxes, and applicable sub-contractor's mark-up.

3. Use wage rates that reflect current wages at the time the estimate is submitted. For union labor, include welfare and pension fund costs in labor units as appropriate.

4. Escalation as of time of award shall be shown as a line item.

5. Show sub-contractor's overhead and profit.

6. Show premium for work being performed by a SDVOB.

F. Comments

1. Incorporate all comments shown on the Schematic Design review and provide a written response for each item.

7.0 THIRD SUBMISSION - 100% CONSTRUCTION DOCUMENT SUBMISSION

A. General

1. Contract drawings and all related documents shall be completed, fully coordinated, and ready for reproduction for bidding and construction purposes at this review.

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2. The A/E firm shall deliver the original working drawings to the Contracting Officer for signature after review and approval of the review material. The working drawings shall bear the seal of the Registered Architect, Professional Engineers, and the principle CIH for the project.

3. The A/E firm shall make any changes to the working drawings or specifications identified as necessary during the 90% CD review.

B. Specifications

1. When the drawings and specifications are nearing completion, the A/E firm shall furnish the

VA with a brief description of work for inclusion in the Invitation for Bids.

2. Submit final specifications. Verify that all brand names are brought to the attention of the

COR for inclusion in Brand Name or Equal memo or Sole Source justification.

3. Verify that Spec Writer notes and double hash marks // // have been removed.

4. Verify that all referenced spec sections are either included or removed as a reference.

5. Verify that the number of pages in the TOC matches the actual number of pages used.

C. Architectural

1. Submit completed plan, elevations, details and schedules.

D. Heating, Ventilation and Air Conditioning (HVAC)

1. The drawings and calculations shall be complete.

2. Show complete equipment schedules.

3. Show complete control diagrams.

4. Details, elevations, sections and legends on the drawings are to be completed.

E. Electrical

1. Submit complete electrical plans.

2. On drawings, show all circuits and panelboards

3. Electrical floor plans shall be complete with panel location and major components located.

F. Cost Estimating

1. Follow the same general instructions as previous submission.

G. Comments

1. Incorporate all comments shown on the 65% design review and provide written response to each item.

8.0 FINAL ISSUE CONSTRUCTION DOCUMENTS SUBMISSION

A. General

1. Complete any corrections noted from the 100% CD submission.

2. When requested, the A/E firm shall upload drawings and specifications to a document printing service for use by Bidders as directed by the Contracting Officer. The Contracting Officer will provide the legal portion (front end section) of the specification.

3. Submit a final cost estimate of construction costs for the project; estimate shall clarify changes or modifications of previous estimates based on projected construction award date.

9.0 CONSTRUCTION PERIOD SERVICES

A. Contract Procurement

1. Attend one contractor's Pre-Bid site visit and respond in writing with recommendations to any questioned items. If necessary, develop amendments or assist with project procurement.

B. Submittal Review

1. The A/E firm shall review all construction materials and equipment and change orders proposed by the contractor for use in construction of this project. All submittals and change order proposals will be reviewed for compliance with the specifications and reasonable costs and returned to Engineering Service within 7 calendar days after receipt.

2. The A/E firm shall review and respond to all RFI’s within 5 business days.

C. Site Visits (In addition to site visits listed in Item ‘A’ above)

1. Attend pre-bid based on 2-hour visit. Just one representative from A/E firm required to attend.

2. Attend 1 pre-construction meeting by phone, after award of construction contract.

3. Attend 4-hour site inspection at the completion of construction.

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4. Spot checking of contractor’s progress based on four (4) 2-hour site visits when requested by the COR. These meetings may also be used to answer technical questions and/or develop minor changes due to site conditions, etc.

5. The A/E firm shall attend 2 construction meeting per month by phone (assume 1 hour) for the duration of construction.

6. The A/E firm shall visit the site at the request of the Contracting Officer to answer technical questions and/or provide clarification to documents due to errors or omissions at no cost to the government. These meetings will not count for meetings noted above.

D. As Built Drawings

1. The A/E firm shall modify design drawings based on marked drawings supplied by the contractor and are to be verified by the A/E firm in field. As-Builts to include all addenda and Bulletins issued by the VA and the A/E firm during construction. The changes shall be incorporated into the final BIM Model with the revision documented on the title block as appropriate. These changes shall be bubbled and dated. The A/E firm is to reformat the drawings based on the VA layering system before final submission. A reproducible hardcopy and the electronic model of the “As-Builts” are to be submitted to the COR on DVD. Any approved shop drawings with major differences from contract drawings, supplemental agreements processed change orders, etc., shall be incorporated.

10.0 APPENDIX – RECORD DRAWINGS

See following pages for record drawings of existing air handling unit (RTU-1 and CU-1 on drawings):

1-05 Partial Basement and First Floor Plans

1-H1 HVAC Schedules and Details 1-H3 Partial Basement Floor Plan - HVAC 1-H4 Partial Basement Floor Plan - HVAC Piping

1-E4 Partial Basement Power Plan 1-E7 Partial Roof Power Plan 1-E8 One-Line Diagram, Schedules

See following pages for record drawings of existing exhaust fan (EF-6B on drawings):

M1 Mechanical Roof Plan M2 Mechanical Schedule & Details

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