P09 SUPPLEMENT B 589A5-22-122.pdf

October 4, 2022 Colmery O’Neil VA Medical Center 2200 SW Gage Blvd.

Topeka, Ks 66622

Project 589A5-22-122

Relocate OIT Off Bldg 1 6th Floor and Renovate Space

SUPPLEMENT B

1. GENERAL INTENT: The Contractor (herein referred to as “A/E”) shall provide

Architect/Engineer (A/E) services to design a construction project at Colmery O’Neil VAMC in accordance with this design scope of work.

2. STATEMENT OF WORK: A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, conduct of studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a 2-phase construction project. Phase 1 constructs new VA OIT office space in an existing storage area on the north side of Building 21. When Phase 1 construction is complete, and OIT has moved to Building 21, light to medium renovation of the existing OIT office space in Building 1 – 6th Floor to accommodate the ELT and Quality

Management that is currently located in Building 1 – 1st Floor.

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (Solicitation Support Services) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visits during construction to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction.

The A/E shall hire a third-party commissioning agent to commission all installed equipment.

All Part Two Services (Construction Period Services and Solicitation Support Services) are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

Colmery O’Neil VA Medical Center 2200 SW Gage Blvd.

Topeka, Ks 66622

3. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $881,000. A/E shall develop 20% bid deducts in project design to reduce project cost if over projected budget and shall clearly displayed on the drawings as deducts so that the drawings can be removed if deducted.

4. DESIGN INDEPENDENCE: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital

Assets Management, Engineering and Support memo Updated Construction Guidance and

Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project.

5. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and

Facility Management and is the master repository for all VA Numbered Standards for

Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the following listed Department of Veterans Affairs References, with special emphasis on items in bold:

PG-18-1 Master Construction Specifications

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 Seismic Design Handbook

PG-18-9 Space Planning Criteria

PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding

Principles checklists as indicated for Minor Projects in Sustainable Design

Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

PG-18-14 Room Finishes, Door, and Hardware Schedules

PG-18-15 Minimum Requirements for A/E Submissions

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

The following references should also be used to complete the design documents:

http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2

Colmery O’Neil VA Medical Center 2200 SW Gage Blvd.

Topeka, Ks 66622

▪ VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference

(https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

▪ VHA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald

Injury From Potable Water Distribution Systems

Where conflicts exist between VA adopted codes and standards and the documents on the

TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Topeka Facilities staff, VISN 15 and the Independent Life Safety Review Agent

(LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the

Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a

National Environmental Policy Act (NEPA) assessment. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the

TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (Mission Critical

Facilities) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VOC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

https://www.cfm.va.gov/til/sAlert/sAlert017.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

Colmery O’Neil VA Medical Center 2200 SW Gage Blvd.

Topeka, Ks 66622

10. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of

Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM

Construction Program dated November 2008 (see attached). This document is available on the TIL at http://www.cfm.va.gov/til/aeDesSubReq.asp. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For

Official Use Only (FOUO). This memo is attached to this SOW as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The following submittals will be required for this project:

▪ Quality Assurance/Quality Control (QA/QC) Plan

▪ Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of

Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

▪ Schematic Design (SD)- 35%

▪ Design Development One (DD) – 65%

▪ Construction Documents (CD)- 95%

▪ Final Bid Documents (Bid)

11. DRAWING FORMAT: All drawings shall adhere to VA project software requirements for

Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019 or the latest version available to Colmery O’Neil VAMC.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to

VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions. The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

http://www.cfm.va.gov/til/aeDesSubReq.asp https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 http://www.cfm.va.gov/til/projReq.asp

Colmery O’Neil VA Medical Center 2200 SW Gage Blvd.

▪ Architectural/Interior Design

▪ Square Footage/Volume

▪ Room Names and Numbers

▪ Architectural Schedules

▪ Architectural Specialties and Woodwork

▪ Doors

▪ Windows

▪ Louvers

▪ Roof

▪ Floors

▪ Ceilings

▪ Vertical Circulation

▪ Walls/Curtain Wall Sizes, Shapes, & Material Data

▪ General Signage

▪ Schedules

▪ Furniture

▪ Equipment

▪ Structural

▪ Foundations

▪ Shafts and Pits

▪ Mechanical

▪ HVAC

▪ Plumbing

▪ Electrical/Telecommunications

▪ Power and Lighting

▪ Steam Distribution

▪ Other Engineering Data as Required

▪ Exterior Building Information

▪ Nurse Call System

▪ Asbestos/Hazardous Material Info

▪ Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead

Paging)

▪ Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire

Protection/Alarms)

▪ Departmental Ownership (By Common

Name, Capital Asset Inventory Department

Definition and Strategic Capital Investment

Program Department Definition)

12. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the

Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes

Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Construction Cost Estimates

Construction cost estimates shall comply with Manual for Preparation of Cost Estimates &

Related Documents for VA Facilities dated March 8, 2011. This document is available on the

TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

▪ All documents in any of the electronic formats listed above.

Basis of Design (BD) http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp

January 13, 2022 Colmery O’Neil VA Medical Center 2200 SW Gage Blvd.

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

▪ One (1) half-size paper bond sets of drawings – 2 to VA

▪ Zero (0) paper bond sets of specifications – 2 to VA

▪ One (1) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD)

▪ Memo annotating what was not upgraded and corresponding justifications.

▪ One (1) full size paper bond sets of drawings - 1 to VA

▪ One (1) half-size paper bond sets of drawings – 2 to VA

▪ One (1) paper bond sets of specifications – 2 to VA

▪ One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

Final Bid Documents (Bid)

▪ PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

▪ Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

▪ Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

▪ Word files of specifications.

▪ Revit and AutoCAD files of drawings.

▪ One (1) full size paper bond sets of drawings - 1 to VA

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

▪ One (1) paper bond sets of specifications – 2 to VA

▪ One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

Solicitation Support Services - (OPTION ITEM)

▪ 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 in order 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

2200 SW Gage Blvd.

visit. Questions from contractors may come at multiple times and cover several or a few 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) – (OPTION ITEMS)

Requests For Information (RFI)

Requests For Information shall be submitted within three (3) calendar days of submittal to the A/E.

Submittal Reviews

Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

Site Visit Reports

Site visit reports shall be submitted within seven (7) 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 (7) calendar days 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 his/her review of cost proposals and his/her 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 Request 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 (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

2200 SW Gage Blvd.

Record Drawings

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

(.dwg) format.

13. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part

One Services/Design Phase work according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or

Weekends.

Administrative Time 7 calendar days after receipt of Notice of Award

QA/AC Submittal 14 calendar days after Administration time

BD Submittal 32 calendar days after receipt of QA/AC Submittal

QA/QC and BD Review Meeting 14 calendar days after VA receipt of BD Submittals

SD Submittal 28 calendar days after VA acceptance QA/QC and

BD Review Meeting

SD Review Meeting 14 calendar days after VA receipt of SD Submittal

DD1 Submittal 21 calendar days after VA acceptance of SD

Submittal

DD1 Review Meeting 14 calendar days after VA receipt of DD1 Submittal

CD Submittal 21 calendar days after VA acceptance of DD1

Submittal

CD Review Meeting 14 calendar days after VA receipt of CD Submittal

Final Bid Documents Submittal 7 calendar days after VA acceptance of CD Submittal

Final Bid Documents Acceptance

Meeting

8 calendar days after VA receipt of Bid Submittal

Total Part One Services/Design

Phase Schedule

194 calendar days

Part Two Services/Construction Period Services (Option Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of

Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services and Solicitation Support Services.

14. CONTRACT OVERSIGHT: All contracts for this project (shall be awarded by the

Veteran’s Integrated Service Network 15 Network Contract Office (VISN 15 NCO); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

2200 SW Gage Blvd.

The VISN 15 NCO shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the Eastern Kansas Health Care System Engineering Service Project

Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Colmery O’Neil VAMC Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s

Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two

Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

15. OI&T Infrastructure Standard for Telecommunications Specs: The current version for this standard is version 3.0, dated August 21, 2020 (https://www.cfm.va.gov/til/dguide/OIT-

InfrastrucStdTelecomSpaces.pdf). The design for this project at Colmery O’Neil VAMC must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for

Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility

Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment and supporting physical space and equipment.

This standard is owned and maintained by Solution Delivery (SD) Data Center and

Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and Infrastructure Engineering.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief

Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation