P09 SOW Wayfinding 11-17-2023.pdf

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Scope of Work Department of Veterans Affairs

Alexandria VA Wayfinding and Signage 502-23-707

Alexandria VA Health Care Center A/E Design Scope of Work

10-03-2023

Definitions and Acronyms Pre-Construction Risk Assessment (PCRA), Interim Life Safety Measures (ILSM), Request for Proposal (RFP), Certified Independent Third-Party Safety Professional (CITP) National Fire Protection Association (NFPA), The Joint Commission (TJC), Facilities Condition Assessment (FCA). Competent Person (CP), Contracting Officer’s Representative (COR), Central Energy Plant (CEP)

General Requirements

1. The Architectural/Engineering Consultant shall provide all architectural and engineering services necessary to prepare complete contract documents consisting of specifications, drawings, and any other documents for bidding purpose and A/E construction period services for preparation of construction documents, cost estimates and other items as indicated to accomplish the implementation, design and installation of wayfinding in BLDG 7 of the Alexandria VA Medical Center, to include floors 1 – 4 and Basement. Location of work is Building 7, Floors 1 – 4 and Basement located at the Alexandria Veterans Affairs Health Care Center, 2495 Shreveport Highway, Pineville, Louisiana 71360. Work must be coordinated closely with the COR and must be completed within 90 calendar days from Contracting issuing the Notice to Proceed.

2. Work shall include, but is not limited to, the above detailed requirements which are to be considered a basic part/minimum requirement of this project and shall be fully developed by the A/E, discussed, and resolved with Alexandria VA Health Care Center staff.

3. The A/E shall schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer, and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of plans and VA specifications for Building 7 Wayfinding and Signage renovations. A minimum of 5 site visits is necessary during the design phase.

4. The A/E shall perform any other necessary investigative work, i.e., meet with or communicate with VA staff regarding design layout.

5. This entire project shall conform 100% to all VA standards and specifications, Federal Regulations, OSHA, AIA Construction Guidelines, Joint Commission Environment of Care Standards, and applicable building codes. In addition, any part of any VA specification that is not up to current design and construction practice shall be brought to the attention of the CO and COR for further evaluation. Design is to follow all information outlined in VA Technical Information Library (TIL) located at http://www.cfm.va.gov/til/spec.asp unless otherwise approved in writing by VA. The design and resulting construction must, http://www.cfm.va.gov/til/spec.asp

Page | 2 as a minimum, be in accordance with all applicable codes, (NFPA, JCAHO, NEC, UPC, UMC, ASME, ASHRAE, EPA), Controlled Environment Testing Association (CETA) and Department of Veterans Affairs (VA) publications, Master Construction Specifications, Construction Standards, Design Guides and Standards.

6. All design and work will conform to the current edition of the VA Master Specifications and VA Design Standards as published at the following site:

www.cfm.va.gov; ASME, ASHRAE, OSHA, IBC 2009, IPC 2009, IMC 2009, NFPA, ABA, ABAAS, ADAAG and NEC building codes and standards.

7. Survey report should be generated within 1 week of site visit.

8. The A/E, with the aid of VA staff is to perform all necessary testing and investigative work required to adequately design the project. Utilizing “as-built” drawings provided by the VA and design staff site visits, the A/E will investigate scope of required new installation. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

9. DESIGN CONSIDERATIONS:

a. Design shall include, but is not limited to, the following:

b. VA specification guidelines.

c. Construction drawings

d. Construction cost estimate

e. Other necessary design considerations.

10. DESIGN REQUIREMENTS include but are not limited to the following:

1. The Architectural/Engineering Consultant (A/E) shall provide all Architectural and Engineering Services necessary to prepare complete contract documents consisting of specifications, drawings, and any other documents for bidding purposes and A/E construction period services to include but not limited to the following:

a. The A/E will evaluate the entire project and make recommendations how to phase the project. This contract will provide for complete site investigation, design (construction documents), construction period services (CPS) and site visits. All floors will be occupied, so phasing and safety concerns shall be required.

b. Schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer, Maintenance and Operations, and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of interior Room ID, Directional, Wayfinding, Life Safety Signage, and a Pre-Visitation Information System.

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Project to include wayfinding design, sign programing, manufacturing, and installation for the Turnkey Clinic project plan.

c. The proposed signage and wayfinding package will meet all Federal and Department of Veterans Affairs requirements for safety and ADA compliance. This project requires a combined environmental graphics design-build organization with significant experience in developing a large-scale interior signage / wayfinding plan in a major medical center environment in Building 7, floors 1-4 and Basement.

d. Install, fabricate and/or replace signage and wayfinding throughout the Building 7 floors. All wayfinding and signage shall adhere to the VA Wayfinding Standards. Remove any/all mounted signage. Fill any holes in walls from the removal of the previous signage. Patch, repair & paint sheetrock on walls and ceilings to existing or better condition, as needed, due to demolition.

Components:

1. SOA Floors 1 – 4 and Basement

a. Improve all internal wayfinding signage to help patients/visitors and employees navigate to the required destination.

b. Install/improve signage for departments, room names, room numbers, elevators, elevators’ lobbies, stairways, and corridors.

c. Install signage for Amenity markers such as café, canteen, toilet rooms, ATM, barber shop, etc.

d. Install/improve signage to be code-compliant for braille, color-blindness and memory challenged patients, visitors, and staff.

e. Install/improve signage for emergency, life safety and egress necessities.

f. Install/improve warning signs such as voltage, hazardous materials, biohazard, etc.

SPECIFICATIONS The design shall be in accordance with the VA Master Specifications (table of contents provided) and shall include all site investigation, site survey, calculations, testing and design for documents to construct the subject project. A/E to develop and include any applicable specifications.

Period of Performance 90 calendar days after Notice to Proceed Quality Assurance/Quality Control The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

Cost Estimate A Detailed estimate of construction cost and market study/survey shall be provided with each design submission.

Drawings

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This project will utilize AutoCad version 2023. All VA design guides and requirements can be found at: http://www.cfm.va.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent requirement shall govern. All drawings must be bundled using the “e-transmit” function.

Fire Protection Engineer Review and Certification The A/E shall have the design plans and specifications reviewed by a registered Fire

Protection Engineer (FPE) to ensure the design proceeds in accordance with Life Safety Code and applicable National Fire Protection Association codes. The FPE’s review comments shall be provided along with each design submittal starting with the 50% design drawings. With the final 100% construction documents submittal, provide a final certification letter from a registered FPE stating that the final plans and specifications are in compliance with the current LSC and NFPA codes. 3rd party fire protection review is required. A/E has 15 calendar days to correct issues cited.

Commissioning The construction and intended use require commissioning. The A/E shall incorporate the VA’s commissioning specification into the design and complete set of construction documents as applicable. The construction contractor shall procure the 3rd party Commissioning Agent to oversee and execute the contract required commissioning activities during construction.

Government Furnished Information The following is a list of government furnished information found on the VA’s

Technical Information Library website (https://www.cfm.va.gov/til/dManual.asp#SIGN ) and (http://www.cfm.va.gov/TIL/ ) to be used for this project, as applicable:

PG-18-1 Master Construction Specifications PG-18-4 Standard Details and CAD Standards

PG-18-10 Design Manuals (by discipline) PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides

Uniform Federal Accessibility Standards (UFAS) ABAAS (Architectural Barriers Act Accessibility Standards)

Physical Security Design Manual for VA Facilities, Life-Safety Protected PG-18-17 Environmental Planning Guidance NOTE: Utilize the latest version of guidance at time of design award https://www.cfm.va.gov/til/signs/VHAStandardSignageNomenclature.pdf Submission of documents

1. Verify ALL dimensions and equipment requirements.

2. The design documents shall incorporate proper construction phasing of work within the project period of performance.

3. Design drawings shall include all demolition and new work, and in sufficient detail to provide for a thorough review by the VA.

4. The work (design and construction) shall include, but not limited to, demolition, installation, as required to meet new wayfinding and signage requirements and finishes.

The A/E shall develop 50% & 100% (Final) plans and specifications for review and approval by the VA.

1. The VA staff shall have a minimum number of calendar days to review and coordinate each A/E design submissions broken down as follows: 50% (R1)- ten http://www.cfm.va.gov/TIL/ https://www.cfm.va.gov/til/dManual.asp#SIGN http://www.cfm.va.gov/TIL/ https://www.cfm.va.gov/til/signs/VHAStandardSignageNomenclature.pdf

Page | 5 days (10), 100% (R2)- ten days (10). If the VA workload does not allow for a thorough review within this timeframe, the A/E shall not proceed to the next design phase until comments have been received from the VA. The AE will be entitled to a time only contract extension for the number of VA review days beyond what is specified above.

2. The following specifies the documents, etc., required to be submitted by the consultant to the Contracting Officer for distribution for each scheduled review and the due dates for each submission. Dates indicated must be strictly adhered to.

3. Working Drawings:

General

a. The Architect/Engineer shall design and estimate so that all applicable codes are met. The A/E and their design teams will be required to attend a 0% pre-design meeting with the Alexandria VA Health Care System personnel to outline the scope of the design project. The A/E should be prepared to walk through the work site, take pictures, ask questions, review as-built drawings for signage location and/or development, and VA specifications and gather any other pertinent information necessary to fully understand the scope of the design task. The A/E will also be required to make a formal presentation at the 50% and 100% reviews in person.

b. The A/E shall take written minutes of the pre-design meeting and all design reviews, in which they are in attendance, and provide the Alexandria VA Health Care System with them within two (2) working days.

c. The A/E shall establish a construction/installation schedule.

d. The A/E shall prepare a list of equipment and material submittals required by this project as separate specification section in the contract package.

e. In each submission, the A/E shall incorporate all materials, procedures, etc., specified and all revisions according to comments made by either the Health Care System, Regional Safety & Fire Protection Engineer, or VA Central Office where applicable.

4. 50% Design Submission (D1) – 50% Design is required within thirty (30) calendar days after notice to proceed is issued by Contracting Officer or the COR.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 50% Review.

b. Specifications — Consultant shall provide (2) sets of edited, assembled, and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide two (2) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

http://www.cfm.va.gov/TIL/spec.asp

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(a) All drawings developed for the previous reviews shall be detailed showing all sizes, design, font, and installation mounting as well as any other required construction detail.

(b) Show complete elevation views, photographs, legends, and other schedule information.

(c) Also show complete details, notes, sections, and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/Interior Designer and ensure that the following items are included:

(a) Certify that the quantities have been checked and found to be correct.

(b) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(c) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(d) Cost totals should reflect labor and materials separately and should be formatted as follows:

(i) Totals – Labor and materials for all branches of work.

(ii) Contingencies – None.

(iii) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(iv) Total Estimated Cost.

e. This submission will be reviewed, and one (1) copy of the drawings and specifications returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

f. In accordance with the previous review requirements, with all review specification – consultant shall provide to the COR/Interior Designer specifications, complete comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general construction/installation sections.

5. 100% Design (D2) - Two (2) sets of specifications, drawings and cost estimates are required within fifteen (15) calendar days after notice of acceptance of the 50% design issued by Contracting Officer or the COR.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 100% Review.

b. Specifications — Consultant shall provide two (2) sets of edited, assembled, and technical Project Specifications to the Project Engineer to be used on

Page | 7 this project. Marked up with standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide a (2) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(a) All drawings developed for the previous reviews shall be detailed showing all utilities, services, and sizes as well as other required construction detail.

(b) Show complete elevation views, photographs, legends, and other schedule information.

(c) Also show complete details, notes, sections, and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(a) Certify that the quantities have been checked and found to be correct.

(b) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(c) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(d) Cost totals should reflect labor and materials separately and should be formatted as follows:

(e) Totals – Labor and materials for all branches of work.

(f) Contingencies – None.

(g) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(h) Total Estimated Cost.

e. This submission will be reviewed, and one (1) copy of the plans and specifications returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

f. In accordance with the previous review requirements, with all review Specification — consultant shall provide to the COR/engineer specifications, complete comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general construction sections.

6. Final Submission - after completion of all the 100% review comments and corrections, the final contract documents shall be prepared, and submitted within

Page | 8 ten (10) calendar days after notice to continue is issued by Contracting Officer or the COR.

a. Submittal letter — consultant shall provide a submittal letter stating that the changes and corrections noted on the previous review have all been evaluated and incorporated in the documents submitted for the final submission. List these documents:

(a) Provide as a minimum a 700mb recordable disk containing digital drawings and technical specifications and two hard copies.

(i) Drawings to be in AutoCAD and PDF format.

(ii) The Combined Specifications to be in Word and PDF Format

(iii) The most current VA Master Specifications shall be used on this final documentation submission and are available on internet:

http://www.cfm.va.gov/TIL/spec.asp

(b) A final cost estimate based on revisions made at 100% review and cost estimate of bid items if required. (Include cost estimate in narrative).

(i) Totals – Labor and materials for all branches of work.

(ii) Contingencies – None.

(iii) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(iv) Total Estimated Cost.

(c) A final set of design calculations (where applicable).

(d) A/E Design and AS -Built only:

(i) A/E Design and AS-BUILTS only:

(ii) The CD case shall have the full name of the firm, address, contact phone numbers, Project number (station number, year, the number of the project) and Set 1 of CDs if more the one CD is required, on the inside of the CD case only there shall be an index of drawings with page numbers and drawing numbers.

(iii) The CD face shall contain the same information as the CD case except “the index”. The CD shall not have anything to unbalance it.

(iv) All information shall be neatly typed and legible without the aid if any type of magnifying devises.

(v) All CAD data and project specifications shall be delivered on Compact Disk(s) (CD) 650MB or greater. All data files shall be organized using the directory structure (path) as outlined in the

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CAD Standards, Naming Conventions section of this document.

All files shall be free of corrupted or unusable data.

(vi) All CAD data shall be supplied in the latest version of the translation format, DWG. The contractor will be responsible for ensuring that all files shall translate to the VAHS's target CAD system, AutoCAD 2023.

Period of performance

a. Pre-construction (kick-off) Meeting is when the Notice to Proceed (NTP) is signed.

Note 1: A/E site visit is mandatory prior to 50% design submittal.

PRE-BID CONFERENCE

1. The A/E is required to attend the pre-bid conference, which will be scheduled by the Alexandria VA Health Care System, contracting and procurement section, prior to the bid opening date for the purpose of answering questions and clarifying the project specifications and drawings with prospective bidders.

2. The project site will be visited to verify existing field conditions and dimensions.

The date and time of this walkthrough will be determined by the CO and COR.

There will be one secondary walk-through as needed for location verifications.

Contractor and/or subcontractors shall be responsible for making any clarification requests in writing that arise at the pre-bid walkthrough directed to the VAMC’s CO prior to the bidding of the work. There will be a deadline for RFI’s 10 days prior to bid close date – all inquiries to be directed through the CO.

PRE-CONSTRUCTION MEETING

1. The A/E is required to attend the pre-construction meeting for the project which will be scheduled by the Alexandria VA Health Care System for the purpose of answering questions and clarifying the bid documents, etc., with the contractor.

The A/E is to provide five (5) complete sets of contract drawings and specifications to the contractor at this meeting. The A/E shall take written minutes of the pre-construction meeting and provide the Alexandria VA Health Care System with them within five (5) working days.