P09 - SOW - Hospice Unit Lebanon PA 4.5.23.docx

Lebanon VA Medical Center Lebanon, Pennsylvania

ARCHITECT/ENGINEER SCOPE OF WORK

FOR

Hospice Addition Unit (Phase II of CLC Project)

-- Services --

PROVIDE:

Professional Architect/Engineer (A/E) services to include:

· Site investigation - Architectural, Structural, Mechanical, Electrical, Plumbing, Site Surveys, etc.

· Construction drawings and specifications

· 3rd Party cost estimates

· Cost estimate of expected construction cost at the end of each phase

· Construction period services - review of submissions, provide recommendations regarding contractor change proposals, visit site per VA's request and add to drawings as-built conditions from contractor's record drawings and VA correspondence during construction. A/E shall review all construction change orders and provide an independent cost estimate on each change order request. A/E shall respond on site within a twenty-four-hour period when requested and shall provide site visits as requested during construction.

· Infection Control Risk Assessment (ICRA) including a drawing and specification

· A pre-construction risk assessment (PCRA) (Attachment I)

-- Project Scope --

GENERAL:

Provide a full set of construction documents for the second phase of a multi-phased project to Hospice addition in a new Community Living Center (CLC) for Veterans with varying disabilities and illnesses (e.g. chronic illnesses requiring nursing home level of care to hospice care at the end of life) that promotes sheltered freedom for patients, ready access to the outdoors, substantial natural light, space for private time as well as therapeutic socialization that is conducive to family visitation and an effective work flow for staff. This is the second phase of a multi-phased project that shall provide 18,000 to 20,000 square feet of functional space. The desired outcome is a community style home with personal residential like living spaces, communal space, and supporting infrastructure.

SPECIFICS:

This project involves the design and plans for site preparation and construction of a new Hospice Unit within a new Community Living Center.

· Provide a full set of construction documents for a single-story villa of a residential style home nestled within the community living center with the intent to service Veterans with varying disabilities and illnesses.

· The villa shall support a progressive living style with state-of-the-art amenities and finishes with care design solutions.

· The villa shall provide enough support staff areas and space for equipment to support all personal care and assistance needs.

· Villas shall include residential living areas for socialization, area for food preparation, storage for supplies, wheelchairs, motorized wheelchairs, and equipment, private family visitation area, dining area, and a courtyard.

· The villa shall incorporate single bay residential style garage equipped for loading Veterans with varying disabilities and illnesses into a vehicle.

· The villa shall be part of the New CLC and detached from the main hospital, but connected with sidewalks, and located in the west lawn between Building 1 and Lincoln Avenue.

· The landscape plan shall provide a sense of natural healing and support a healthcare environment. It shall be aesthetically pleasing, reflect seasonal changes, be safe for patients, and be easily and inexpensively maintained.

· The landscape design shall follow the framework established in initial phases of the project. Landscaping theme should reflect the regional character and historical and cultural significance of the facility.

· All utilities, security, and information technology (IT) infrastructure shall be provided.

· Provide a secure and psychological safe courtyard to prevent eloping. If not in this phase, then it should be able to easily incorporate in the following phase(s).

· Design and construction work shall be coordinated with other active projects at the Medical Center.

· Other options as determined by design meetings for efficient delivery of service.

REQUIREMENTS:

· Perform all services in accordance with the VA Building Information Modeling (BIM) Manual and VA Drawing Deliverable Requirements: https://www.cfm.va.gov/til/projREq.asp

· All designs shall be compliant with space criteria referenced in VA space planning criteria: http://www.cfm.va.gov/til/space.asp.

· Ensure patient privacy criteria are met (e.g. computerized information, patient privacy, Health Insurance Portability and Accountability Act).

· The design shall meet all VA Physical Security Standards. The area in this design is considered “Mission Critical” and the appropriate guide shall be followed. If a section of the manual cannot be met, the A/E shall notify the VA immediately, and assist the VA in the security waiver process. The Physical Security Guidelines can be found at this link:

Physical Security and Resiliency Design Manual (va.gov)

· The design shall meet the Site Development Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmSITE.pdf

· The design shall meet the Small House Design Guide requirements:

https://www.cfm.va.gov/til/dGuide/dgSHModel.pdf

· The design shall meet the Architectural Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmARhosp.pdf

· The AE shall provide Equipment Guide List for Small House Model as specified in PG-18-5.

http://www.cfm.va.gov/til/

· Design and construction work shall be coordinated with other construction projects on-going at the hospital. A list of current projects will be provided upon approval of the 35% submission.

· A/E shall use the most current healthcare delivery processes and VA design criteria as a guide. The direction that fits the situation the best will be control the design.

· The AE shall insure all National Fire Protection Association (NFPA) Life Safety Code requirements are maintained through a phasing plan.

· If shutdowns are required during construction, a full shutdown plan shall be included in the design. Shutdown plans shall include the particular energy source to shut off (e.g. breaker, valve, etc.) and what area, outlets, utilities and/or equipment the shutdown affects. The specific name of the energy source to be shut off shall be identified, for example: “panel H1L1, breaker 2” for electric, etc. Drawings and a written narrative shall be provided.

· A Leadership in Energy and Environmental Design (LEED) Silver Rating is desired with the construction. A rating will not be sought, but practices will reflect LEED Silver requirements. Proof of possible LEED credits shall be provided.

· The AE shall insure all National Fire Protection Association (NFPA) Life Safety Code requirements are maintained through a phasing plan.

A/E shall be responsible for providing certified industrial hygiene services to perform asbestos survey investigations, bulk sampling, development of specifications and drawings, and construction period services as needed. All designs shall be accomplished in accordance with VA guidelines and specifications, and program guides PG-18-1 thru PG-18-17, which are available on the Internet at http://www.cfm.va.gov/til/. A/E shall pay particular attention to Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA), International Building Code (IBC), Environmental Protection Agency (EPA), VA guidance, and VA space criteria - http://www.cfm.va.gov/til/space.asp.

SPECIAL NOTE: The VA guidelines are just a guide, and the project is not bound by them. If current healthcare trends dictate a different design approach is needed, we will follow that approach.

A/E shall be responsible for providing all services necessary for design of this project, e.g. structural, industrial hygiene, mechanical, electrical, etc.

-- Site Investigations --

EXPECTATION: A/E shall make site visits as necessary to survey existing conditions.

Make site visits as required to determine existing as-built conditions affecting this project. Note: Information including drawings and other documentation provided to the A/E are used as reference only.

All additional references and specifications are available in VHA’s Technical Information Library at address http://www.cfm.va.gov/til/ . The A/E shall field verify every aspect that relates to the project, including all dimensions, wall layouts, capacities, etc. The A/E shall coordinate visits with the Contracting Officer’s Representative (COR) as assigned after award. The A/E shall arrange for and oversee the performance of such investigations as required for the proper design of the project. AutoCAD background drawings will be provided by the VA upon request.

The site investigation shall include a full land survey and geotechnical research of the proposed site as stated in attachments G and H.

-- Design Review Schedule --

EXPECTATION: Submit review package so they are received on or before the noted day. All days below are calendar days.

Completed bid documents are expected within 285 calendar days of Initial PDT meeting. The A/E shall provide a submission schedule at the PDT meeting.

Note: The issue of a Notice to Award shall be given during the first PDT Meeting and again after government acceptance, but before the beginning of each subsequent submittal. A/E shall be required to attend and take minutes of each Project Design Team (PDT) Meeting. Minutes shall be submitted electronically to the COR and Contracting Officer within three business days of each meeting.

-- Design Requirements/Submissions --

EXPECTATIONS: Submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/til/aeDesSubReq.asp and the current VA BIM Manual. Please pay specific attention to the schematic, design and construction submission requirements.

Deliver all design packages in person directly or by traceable carrier to the COR on the established dates to allow the VA Project Design Teams to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information as follows and as outlined in the attachments for each submission. Information required for each submittal is outlined in Program Guide PG-18-15 Volume C November 2008. The manual is available at the following address: http://www.cfm.va.gov/contract/ae/aesubmin.doc

Schematic Submission: See Attachment B Schematic Submission Requirements

· All items required by PG-18-15 Volume C Schematic Submission.

· Provide at least three proposed layouts for areas shown in Attachment A and as outlined at the initial PDT meeting. More layouts shall be required if the provided layouts do not meet the needs of the medical center.

· Budget estimates for each proposed layout.

· Recommendation of advantages and disadvantages of each layout and preferred A/E layout with reasoning. Achieve a consensus on design approach before proceeding to 35% design.

· Provide two high resolution renderings showing interior and exterior spaces for each schematic. Location shown on the high-resolution renderings must be approved by the COR.

Design Development 35%: See Attachment C, 35% Submission Requirements.

· All items required by PG-18-15 Volume C Design Development and the current VA BIM Manual.

· Identify Working Drawings scope within the construction budget.

· Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, EPA, National Electrical Code (NEC), NFPA 101 Life Safety Code

· Prepare design calculations.

· Identify potential bid deduct alternatives. Total of all of projects deducts should be 10% of the Estimated Cost of Construction for the project.

· Initial draft of shutdown plan

· Initial draft of flushing plan

· Identify phasing requirements for construction and the implications of each phase to the VA. Construction of project to be performed in a manner that makes phasing to be a minimal impact to the VA.

· Address all comments from the Schematic review.

· Identify scope within the construction budget.

Construction Documents 65%: See Attachment D, 65% Submission Requirements

· All items required by PG-18-15 Volume C Construction Documents and the current VA BIM Manual.

· Complete all discrepancies found during 35% PDT meeting into plans and specifications.

· Revise and update cost estimate.

· Preparation of project scope for Federal Business Opportunities (FBO)/negotiated advertisement and account for any bid deduct alternatives developed in the 35% design submission.

· Finalize phasing plan for construction.

· Design all finishes, required submittals.

· Updated draft of shutdown plan.

· Updated Identification of potential LEED points.

· Submit exterior and interior board and include labels with manufacturer, color choice, etc. for an easy cross-reference during construction submittal review. The board shall include all finishes.

· Provide one set of life safety drawings for review by VA Safety and Fire Protection reviewer. (Electronic)

· Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

· Provide five high resolution renderings showing interior and exterior spaces. Location shown on the high-resolution renderings must be approved by the COR.

Construction Documents 95%: See Attachment E, 95% Submission Requirements

· All items required by PG-18-15 Volume C Construction Documents and the current VA BIM Manual.

· Complete all discrepancies found during 65% PDT meeting into plans and specifications.

· Revise and update cost estimate.

· Preparation of project scope for Federal Business Opportunities (FBO)/negotiated advertisement and account for any bid deduct alternatives developed in the 65% design submission.

· Finalize phasing plan for construction.

· Final submission of shutdown plan for review.

· Final submission of flushing plan for review.

· Identification of potential LEED points.

· Address all comments from the VISN Safety & Fire Protection Review and forward to VA COR electronically within five days of receipt.

· Exterior and Interior board to be finalized/revised as necessary and include labels with manufacturer, color choice, etc. for an easy cross-reference during construction submittal review. The board shall include all finishes.

Provide five final high-resolution renderings showing interior and exterior spaces. Location shown on the high-resolution renderings must be approved by the COR

Final Bid Documents Submission, Digital Copy (DC): See Attachment F, Bid Documents Submission Requirements Submit a complete document of all contract requirements for approval signatures as required in PG-18-15 Volume C for Bid Documents and the current VA BIM Manual. Continue to update and submit until approved.

-- Options --

Expectations: Respond to submittals and other requests in a timely manner.

Provide services:

Solicitation Support Services Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A-E within five calendar days of the date the questions are sent to the A-E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A-E is required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

Construction Period Services (CPS)

Requests for Information (RFI) Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews Submittal reviews shall be submitted within seven calendar days of submittal to the A-E Site Visit Reports Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests Modification requests shall be submitted within seven calendar days (check all against Dan’s email) of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A-E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

Attachment A

PROPOSED PROJECT AREA

PROPOSED LOCATION

Hospice Unit (CLC Phase II)

Attachment B

SCHEMATIC DESIGN DEVELOPMENT SUBMISSION REQUIREMENTS

Deliver the following (labeled with Schematic submission) and include this attachment as a checklist with your submission:

· 1 digital copy of narrative report forwarding the schematic submission addressing items listed in the design requirements and any additional A/E recommendations.

· 2 sets of architectural floor layouts for each option being considered based on space required and VA space criteria. Make a recommendation on the most efficient and effective floor layout and the reasons for the preference. Show equipment to be used in each room/area. All drawings shall be 1/4” scale or larger.

· 1 digital copy of the preliminary cost estimate for each option being considered.

· 1 CD containing

· All drawings in AutoCAD 2013 and in Portable Document Format (PDF).

· All specifications in Microsoft Word 2010 or higher

Attachment C

35% DESIGN DEVELOPMENT SUBMISSION REQUIREMENTS

Deliver the following (labeled with 35% submission) and include this attachment as a checklist with your submission:

· 1 digital copy of a narrative report forwarding the design develop 35% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

· 2 sets of all drawings required by project.

· 1 digital copy each of the draft shutdown and flushing plans.

· 1 copy of updated itemized cost estimate by specification section or trade (labor, material and equipment)

· 1 digital copy of VA Master Specifications list of specification sections (Index) to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification.

· 1 CD containing

· All drawings in AutoCAD 2013 and in PDF form.

Attachment D

65% CONSTRUCTION DOCUMENTS SUBMISSION REQUIREMENTS

Deliver the following (labeled with 65% submission) and include this attachment as a checklist with your submission:

· 1 digital copy of a narrative report forwarding the design develop 65% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

· 2 sets of all drawings updating all previous comments required by project.

· 1 digital copy of updated itemized cost estimate by specification section or trade (labor, material and equipment)

· 3 copies of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

· 1 digital copy each of the shutdown and flushing plans.

· 1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the VA Interior Designer. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

· 1 CD containing

Attachment E

CONSTRUCTION DOCUMENTS 95% SUBMISSION REQUIREMENTS

Expectation: Submit complete bid document for final review prior to solicitation

Deliver the following (labeled with 95% submission) and include this Attachment as a checklist with your submission:

· 1 digital copy of a narrative report forwarding the design develop 95% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include finalizing bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

· 2 sets of all drawings updating all changes required by project.

· 1 digital copy of final itemized cost estimate organized by specification section (labor, materials and equipment). Include dollar amounts for each bid deduct alternative.

· 1 digital copy of final project specification prepared including a master submittal list in the specifications.

· 1 digital copy each of the final shutdown and flushing plans.

· 1 digital copy each of the edited VA Master Specifications for sections to be used for project, Index and a master submittal list under Spec Section 01340 of all the submittals required by the specifications.

· 1 CD containing

Attachment F

BID DOCUMENT SUBMISSION REQUIREMENTS

Expectation: Continue to submit until all changes are incorporated by the A/E for final signature prior to solicitation. Upon approval duplicate copies as required.

· 1 set of all drawings required by project, produced on AutoCAD 2013 software for final markup of any changes prior to signature.

· 1 digital copy of final project specification (bound) including a master submittal list in the specifications.

· 1 digital copy and CD containing

· All drawings in AutoCAD 2013 and in PDF form combined into a single document.

· All specifications in Microsoft Word 2010 or higher and in PDF form combined into one document.

· Submittal Spreadsheet – identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification.

· Interior Design finish summary containing the approved submittal information. This at a minimum shall include sufficient information to order/make repairs, i.e. color, manufacturer, item number, etc.

· Shutdown Plan

· Flushing Plan

· The Revit file for the project.

· All requirements outlined in the current VA BIM Manual

· Upon signature approval, provide three sets of final Contract Documents in a Digital Form (complete with VA signed Cover Sheet). Provide two full-size set of final drawings. The documents in the Digital Copy shall contain two files, one full drawing file and one full specification file.

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