Project Risk Assessment Replace Roof and HVAC building 3.pdf

Pro ect Risk & Impact Assessment Date of Print Review: Demolition Start Date: TBD

Estimated Project Length: 365 Days Areas Effected by the Project:

Required OSHA Training: (10hr, 30hr) Scope of Project: Project 502-16-102 system Building 3 I

Building 2 Attic and various floors

Services Render Inoperative:

Overall EOC Effect to Which Areas: Building

High Interest Assessment Construction Specific

Items _ Operational Impact Team

Involvement Noise Type:

Equipment

Drilling 0 Blasting Pounding 0 Heavy El Motors 0 Other

X Asbestos High

Severity: 0 Low 0 Mild El Moderate 0 High 0 Severe Duration: 0 Short El Brief 0 Intermittent El Frequent 0 Prolonged 0 Continuous

X Vibration Type: El Primary Secondary 0 Other:

Access and Waiting Areas X Medium

Severity: 0 Low Mild 0 Moderate El High 0 Severe Duration:fa Short 0 Brief 0 Intermittent 0 Frequent 0 Prolonged 0 Continuous ILSM X Infection Control Hazards Low

X Air Quality Issues Type: a Fumes Severity: i Low Duration: Short Prolonged 0 Continuous

I Dust El Mold 0 Smoke 0 Chemicals 0 Mild 0 Moderate 0 High 0 Severe

El Brief 0 Intermittent 0 Frequent 0

Security Systems Impaired

X Utility Type:I Impact:

Duration:

Prolongedl

Issues I HVAC 0 Med Gas 0 Power 0 Water 0 Suction El Modified Operational a Shut Down

0 Short 0 Brief El Intermittent El Frequent D Continuous

Overcrowding/Patient Flow

Impaired Access to Facility Patient Care Effected Comments Trenching/Shoring/Holes Heat or Flames

X Electrical Work Limit Access to Care All employee X Overhead Hazards/Crain Operation Clinical Alarms Impairment notification on X Hot Work Permits Generator Power ISLM issued during X Fire Plan Required Equipment Modifications the construction of

Fall Protection • Air/Oxygen/Suction (AOV) this project

Lighting X Smoke Producing Operations

Portable Heaters X Weekly Inspections required Access to IT closets Access to IT data systems

X Fire Wall Penetrations VISN Notifications

Other Special Needs or Considerations Recommendations:

Chief Engineering Service: Date:

Facilities Safety Manager: , ic.....-.; Date: , 40 Patient Safety Manager: --794..-.e.4"-- Date:

AFGE Safety Representative: ,--• ---- _ Date: Arm Infection Control Nurse: /4,7„4-4,— 7-,-1-ii,--- ----_, Date: LAMM Green Environmental Manager: ' Date: it -11— 2.4.-L.-4

Emergency Managementa , / Date: 7

Employee Health:

Police Service:

Project C.O.R.:

Revised: 04/14

502-19-102

ALEXANDRIA VA HEALTH CARE SYSTEM

CONSTRUCTION PROJECT BLUE PRINT AND IN FIELD

SAFETY AND HEALTH ASSESSMENT RISie 'AS FP CRITERIA

CLASS

-Ik

CONSTRUCTION

f v R1 / l' misi6 r : O''- f 0 H

ACTIVITY RISK AUTIONS REQUIRED

CLASS

I

Type A: Inspection and Non-Invasive Activities.

Includes, but is not limited to:

1. Small scale removal of ceiling tiles for visual inspection or minor installation.

2. Painting (but not sanding).

3. Wall covering, electrical trim work, minor plumbing, and activities that do not generate dust or require cutting of walls.

Low or Moderate

Risk Patients Only

High Risk Requires Class II

Precautions

1. Execute work by methods to minimize raising dust from construction operations.

2. Immediately replace a ceiling tile displaced for visual inspection.

CLASS

II

Type B: Small scale, short duration activities that create minimal dust.

Includes, but is not limited to:

1. Access to chase spaces.

2. Cutting of walls or ceiling where dust migration can be controlled.

3. Installation of telephone and computer cabling

Low or Moderate

Risk Patients Only

High Risk Requires Class III

Precautions

1. Notify staff in the immediate area.

2. Provide active means to prevent airborne dust from dispersing into air.

3. Water mist work surfaces while cutting.

4. Seal unused doors with duct tape.

5. Block off and seal air vents.

6. Place dust mat at entrance/exit of area.

7. Contain construction waste before transport in tightly covered containers.

8. Upon completion, wipe work surfaces with disinfectant, wet mop and/or vacuum and remove isolation of HVAC system.

Administrative Lobbies Public Corridors Elevators Day Rooms Canteen

Type C: Work that generates a moderate to high level of dust or requires demolition or removal of any fixed building components and assemblies or new construction.

Includes, but is not limited to:

1. Sanding of walls for painting or wall covering,

2. Removal of floor coverings, ceiling tiles, and casework.

3. New wall construction.

4. Uncontained duct, HVAC or electrical work above ceiling.

5. Major cabling activities,

6. Any other project where high levels of dust are generated.

Moderate or High Risk Patients

Only Low Risk Requires Class ll

Precautions

In addition to Class II Precautions above,

1. Obtain IC concurrence before construction begins.

2. Complete all critical barriers, i.e., sheetrock, plywood, plastic, to seal from non-work area or implement control cube method (cart with plastic covering/sealed connection to work site with vacuuming prior to exit) before construction begins.

3. Isolate HVAC system in area and maintain negative air pressure within work site.

4. Cover transport receptacles or carts.

5. Seal holes, pipes, conduits, and punctures.

6. Personnel required ensuring shoes are not tracking when leaving the work site.

7. Upon completion, do not remove barriers until inspected by Safety and IC and thoroughly cleaned by EMS. Remove barrier materials carefully to minimize spreading of dirt and debris.

Offices

Retail Store

PATIENT

Medium

Outpatient, Urgent Care Laboratory Radiology and Nuclear Physical Therapy Respiratory Therapy Pharmacy Food Services Interim Care and Medical

RISK GROUP

Ri5!-.: Gmup and Primary Care Clinics

Medicine

Units

SPD Storage/Sterilization .

TB Negative Pressure isolation rooms Operating Room Urgent Care Morgue

ALEXANDRIA VA HEALTH CARE SYSTEM

CONSTRUCTION PROJECT BLUE PRINT AND IN FIELD

SAFETY AND HEALTH ASSESSMENT RISK BASED CRITERIA

Project Start Date: TBD Location of Construction: Building 3

Contractor Performing Work:

Low Risk

Estimated Duration:

X

365 Days

:, f

Type A: Inspection, non-invasive, minor X Low Risk

Type B: Small scale, short duration, moderate levels. Medium Risk Medium Risk

Type C: Major activity generates moderate to high levels of dust.

High Risk High Risk

INFECTION CONTROL PRECAUTIONS

-t

Base upon CDC Guidelines for preventing

.,k Assessment the transmission of TB in Health-Care Setting 2005

X Low Risk <3 TB Patients/year Inpatient & Outpatient

Medium Risk >3 TB Patients/year Inpatient & Outpatient

Potential on Going Transmission Evidence of ongoing M. Tubercubsis

Transmission regardless of setting.

Construction Site Location Low Risk: Administrative Offices, Lobbies, Public Corridors, Elevators, Day Rooms, Canteen Retail Store, Pharmacy and Food Services

Medium Risk: Outpatient, Urgent Care and Primary Care Clinics, Laboratory, Radiology and Nuclear Medicine, Physical Therapy, and Respiratory Therapy

High Risk: SPD Storage/Sterilization, Intensive Care Units, TB Negative Pressure isolation rooms, Operating Room, Emergency Room, Morgue, Laboratory TB testing room

PatientPo iiiation

Low risk: 0 - 37 Medium Risk: 38 - 75 High Risk: 76 — 111+

Hospital Layout Low risk:

Office Areas Lobbies/Corridors Mechanical Rooms And any other area with exceptions listed in the Medium or High risk

Medium Risk:

Building 7- Yellow team, Green team, Blue team, Dental, Radiology, Gold Team, Short Stay, Surgery, Women's Health, Rehabilitation Medicine, Cardiology Patient Services, Respiratory Therapy, Patient rooms Building 45 Building 9- Mental Health

High Risk:

Urgent care Rm Endoscopy Rm Morgue Outpatient Surgery Pharmacy Recovery Surgical units Negative pressure rooms

Overall Risk Assessment x Low risk: No TB test required for this project. Medium Risk: Annual TB test is required by all construction workers for this project.

High Risk: TB test within 90 days prior to construction is required by all construction workers for this project. , CLASS

1. Execute work by methods to minimize raising dust from construction operations.

2. Immediately replace any ceiling tile displaced for visual inspection.

CLASS

II

1. Provides active means to prevent air-borne dust from 5. Place dust mat at entrance and exit of work area.

dispersing into atmosphere. 6. Contain construction waste before transport in tightly

2. Water mist work surfaces to control dust while cutting. covered containers.

3. Seal unused doors with duct tape. 7. Upon completion, wipe work surfaces with disinfectant,

4. Block off and seal air vents, wet mop and/or vacuum and remove isolation of HVAC system.

CLASS

III

In addition to Class II Precautions above, 5. Seal holes, pipes, conduits, and punctures

1. Obtain IC concurrence before construction begins. appropriately

2. Complete all critical barriers or implement control cube 6. Personnel are required to ensure shoes are not method before construction begins, tracking dust and soil when leaving the work site.

3. Control airflow: Isolate HVAC system in areas where 7. Upon completion, do not remove barriers until work is being performed and maintain negative air inspected by Safety and Infection Control and thoroughly pressure within work, site, cleaned by EMS. Remove barrier materials carefully to

4. Cover transport receptacles or carts. minimize spreading of dirt and debris.

r"TPPW ! !FE C' .."-'711 ''F C" '9PS

NI I , CLASS ACTIVITY ILSM PRECAUTIONS

.CLASS

I

Minor: No breech of fire detection, alarm or fighting systems. No egress or access blockage.

None required beyond routine general safety precautions.

Ensure egress. Ensure access for Emergency forces.

Ensure operational Life Safety Systems.

Prohibit smoking.

CLASS

ii

Moderate: Short-term breech of fire detection, alarm or fighting systems < a single work shift. Blockage of egress or access but second means available.

In addition to Class I ILSMs, apply at-the-site measures.

Notify staff in the immediate area.

Control combustible loads.

Repair/construction staff immediately available at the site.

Compensate for compartmentalization deficiencies?

Each single breech of fire barrier immediately replaced.

CLASS

III

Major: Multiple or continuous breech of fire detection, alarm or fighting systems.

Blockage of egress or access. Work > a single shift.

In addition to Class I and II ILSMs, obtain Safety Manager concurrence before construction begins.

Construct temporary smoke tight barriers of non-combustible materials.

Provide additional fire fighting equipment.

Designate alternative exit/access routes.

Increase Hazard Surveillance.

Provide additional education to applicable Medical Center Staff/Incident Response Team Conduct 2 fire drills per shift in local areas vs. all areas.

Notify Emergency Forces.

INTERIM LIFE SAFETY MEASURE

LOCATION: I REASON:

ESTIMATED COMPLETION:

ILSM Start Date:

ILSM Implemented: POC:

ILSM Problems/Issue(s):

ILSM Action(s) Taken:

MANDATORY ILSM SURVEY ITEMS STATUS

Item Yes Yes No Comments

1. Exits free and unobstructed egress

2. Free and unobstructed emergency vehicle access

3. Fire alarm systems not impaired or equivalent

4. Temporary partition are smoke tight

5. Additional fire fighting equipment

6. Prohibit smoking

7. Ensure housekeeping standards

8. Two drills qtr where ILSM are evident

9. Increased hazard surveillance's 0.Training personnel of changes in procedures

11.0rganizational wide awareness of ILSM

ILSM Action Items from Above

Target Date Comp etion Date Problems Noted

Dates of Drills

COMMENTS:

Fire Plan Worksheet

Project Title & Project No:

Type of Project: 0 In-House 0 Purchase and Hire • Construction Contract

This worksheet completed by: The Risk Assessment Team

Date Completed: * Be sure to clearly mark/date addendum comments Updated #1: 4/27/2020 under Section 2 where updates are made Updated #2:

Updated #3:

SECTION 1

1. Will this project affect any of the following: If so details shall be provided for the corresponding numbered paragraph addressing the interim life safety measures that will be taken in Section 2

Item Yes No N/A

a. Exits or exit passageways. X

b. Stairwells. X

c. Storage space for construction materials. X

d. Heating devices shall be needed. X

e. Temporary partitions shall be needed. X

f. Fire extinguishing systems will be modified. X

g. Fire/smoke partitions will be affected. X

h. Fire/smoke detection systems shall be modified. X

.. Fire/smoke detection or extinguishing systems shall be down periodically. X

j. Fire/smoke doors and/or frames will be affected including automatic devices. X

k. Access to the building from any entrance shall be periodically blocked. X

I. Exterior distribution systems will be periodically shut down interrupting the building's service or backup sources.

X

m. Shall passageways for the physically handicapped be affected? X

n. Shall emergency power to any of the following areas be affected? X

1) Alarm systems. X

2) Blood/bone and tissue storage units. X

3) Egress illumination. X

4) Elevators. X

5) Emergency care areas. X

6) Emergency communication systems. X

7) Exit sign illumination. X

8) Medical air compressors. X

9) Medical/surgical vacuum systems. X

10) Operating rooms. X

11) Postoperative recovery rooms. X

12) Special care units (CCU, MICU, SICU). X

o. Shall emergency shutoff valves or isolation valve of any system be affected. X

1) Inside work area only. X

2) Adjacent occupied areas. X

p. Shall modifications/additions require updating existing policies for emergency response/reporting actual procedures?

X

q. Will there be any work performed within "confined workspaces?" X

r. Shall HVAC systems be shut down during the construction work? X

s. If an "Engineered Smoke Control System" exists, will it be affected? X

t. Shall the work require readying other space to relocate existing functions? X

u. If other areas are needed for domino moves, has each area been analyzed separately via attaching a completed work sheet to this plan for the other area(s)?

X

v. Shall any "Hot Work" activities be required during construction? X

w. Shall exterior excavation/trenching be performed during construction? X

x. Are any hazardous chemicals within the existing space? X

y. Are any flammable storage areas within existing space? X

z. Will asbestos or asbestos containing materials be associated with this work? X

FORM DISPOSITION: RETURN TO THE SAFETY STAFF FOR EVALUATION.

SECTION 2- SAFETY STAFF USE ONLY

(The following discussion for each item marked "Y" shall state interim measures to be taken or initiated).

Chief Engineering Service: . i\ vi — Date: I q Facilities Safety Manager Date:

Patient Safety Manager: Date:

AFGE Safety Representative: ,_,........- Date:

Infection Control Nurse: ) iL--,-- /4-4-2,--4._ Date:,51 7 /2 e c, Green Environmental Manager: 84.‘,.,. PA":3 Date: 14- 1.1-1--1..b Emergency Manag men c": ‘.-.. Date:9/77/2204 Employee Health: `1 LA S, ik-Q'' 4 Date: L( ?1f2 Police Service: , Date: LI r,- 2 0,2 et-t Project C.O.R.: -----,,,-r''4--- ,----- -=---- 1 Date: ,;//-2.,,/2,:. 7 c

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER

Alexandria, Louisiana

NE DESIGN SCOPE OF WORK

Replace Roof & HVAC System for Building 3

I. DEFINITION AND ACRONYMS:

I . 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)

II. GENERAL REQUIREMENTS

1 The Architectural/Engineering Consultant (ALE) 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 replacement of the roof and air handler for building 3.

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 ALE, discussed and resolved with Alexandria VA Health Care System 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 the replacement of the building 3 roof and air handler. Design shall not relay on Boiler Plant Steam; alternative methods are to be considered.

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

5. The design and resulting construction must, 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.

III. INVESTIGATIVE WORK:

The NE, 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 NE will investigate scope of required new construction. The NE shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The NE shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

IV. DESIGN CONSIDERATION:

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

a. VA specification guidelines.

b. Construction drawings

c. Construction cost estimate

d. ASHRAE design considerations

e. Other necessary design considerations.

V. DESIGN REQUIREMENTS:

The Architectural/Engineering Consultant (NE) 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 NE construction period services to upgrade the HVAC in Bldg 3 and replace the roof at VAMC, Alexandria, La. The project includes general re-design and removal of existing roof and HVAC system and replacing with Variable Air Volume (VAV) HVAC system including all associated components including but not limited to resized air handling unit and duct work and all associated controls for a complete working system. Replacement of these systems will also result in substantial revisions to their supporting electrical systems, as well as ceiling removal and replacement or reinstallation. The existing air-handler is located in the attic. This unit will remain on-line until a new unit can be installed, then removed in some fashion through roof.

Bldg 3 was built in 1929, and has approximately 27,500 gross Sq. Ft. The design will include replacing induction units, steam convectors and associated piping, controls and electrical equipment on the 1st, 2"d, & 3rd floor of Building #3. The scope of the project is to include removing all induction units on the 181, 2nd & 3rd floors and associated controls and electrical work in building #3 :and inStall'. Nlarfable'Air Volume (VAV) HVAC system including ,all associated compOnents inclucling but not limited to esized airhandling:Unit and duct work and all associated controls for a complete working system,. Existing baseboard stream heating convectors shall be removed including their supports, valves, and connecting piping. The existing air handling unit and some chilled water units and hot water piping scheduled for demolition are insulated with asbestos insulation. Asbestos abatement shall be part of the project. Floors in the facility are typically VCT with areas of carpet. Walls are either plaster or gypsum board assemblies for the newer areas. Ceilings are a combination of drywall, plaster, and ACT, varying by location and ducting needs.

This is an occupied office and medical building; this project will require phasing the construction to minimize the disruptions to the VA Medical Center. The NE will evaluate the entire project and make recommendations how to phase the AHU installation and roof replacement. This contract will provide for complete site investigation, design (construction documents), construction period services (CPS) and construction site visits.

will ,identify the construction time periods for shutdowns and lengths on the phasing drawings. Also, identify construction that will be required to occur outside of normal operational hours (Monday -Friday, 8:00 a.m.-4:30 p.m.).

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 NE to design and prepare contract documents consisting of plans and VA specifications to upgrade the HVAC system in building 3 and replace the building 3 roof.

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 200 days from Notice to Proceed.

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or NE shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The NE 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 (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission.

DRAWINGS

This project will utilize AutoCad, version 2017. All VA design guides and requirements can be found online at: http://www.cfm.va.gov/TIU. 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.

UTILITY SURVEY

During the design phase, the NE will coordinate with Alexandria VA Health Care System Staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to extent necessary by the NE.

HAZARDOUS MATERIAL ABATEMENT SURVEY

During the design phase, the NE will coordinate with Alexandria VA Health Care System Staff to perform a hazardous material abatement survey to facilitate the design. The NE shall survey the areas of conflict in question to incorporate into the design documents accordingly.

FIRE PROTECTION ENGINEER REVIEW & CERTIFICATION

The NE 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 (LSC) and applicable National Fire Protection Association (NFPA) codes. The FPE's review comments shall be provided along with each design submittal starting with the 50% Design Development 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.

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the latest edition of the Physical Security Design Manual for VA Facilities, Life-Safety Protected/Mission Critical Facilities as applicable.

HANDICAP ACCESSIBILITY

The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), ABAAS (Architectural Barriers Act Accessibility Standards) and PG-18-13 (Barrier Free Design Guide) in all areas.

COMMISSIONING

The construction and intended use does require commissioning. The NE 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 (http://www.cfm.va.gov/TIL/) to be used for this project, as applicable:

PG-18-1 Master Construction Specifications PG-18-3 Design and Construction Procedures 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

NOTE: Utilize the latest version of guidance at time of design award.

VI. SUBMISSION OF DOCUMENTS:

the VA staff shall have a minimum number of calendar days .to review and coordinate each NE design submissions broken down as follows: 25% -fifteen days (15), 75% - thirty days (30), 100% - fifteen days (15). 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 NE 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 NE should be prepared to walk through the work site, take pictures, ask questions, take measurements, review as-built drawings 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 NE shall take written minutes of the pre-design meeting and all design reviews, in which he is in attendance, and provide the Alexandria VA Health Care System with them within two (2) working days.

c. The NE shall establish a construction schedule.

d. The NE 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 NE 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. 25% — 25% design submission required within sixty (6Q) calendar days after conclusion of the 0% design meeting.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 25% 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: htto://www.cfm.va.gov/TiUspec.asp

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

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

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

(3) 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) Certification that the quantities have been checked and found to be correct.

(2) All estiMates shall be based on the most up-to-date working drawings availaOle and shall be current as of the date of submission.

(3) Materials are priced at the contractor's buying level. Sales taxes, whp,p7appligabtegkwilkbp a.citded into material egsts,.

(4) Cost totals should reflect 1?bor and materials separatdhotjid be formatted as follows:

(a) Totals — Labor and materials for all branches of work.

(b) Contingencies — None.

(c)Overhead and Profit — A nominal percentage to reflect variatioh-of trades, project size, competition, etc.

(d) 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 NE firm.

5. 50% — 50% design submission is not required due to time constraints- of the project. This will facilitate expediting the project.

6. 75% — 75% Design is required within forty (40) calendar days after- notice to continue 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 75% 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:

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

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

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

(3) 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 fonowrob items are included:

(1) Certification that the quantities have been checked and found to be correct.

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

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

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

(a) Totals — Labor and materials for all branches of work.

(b) Contingencies — None.

•(c) Overhead and Profit — A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

e. This submission will be reviewed and one (1) copy 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.

7. 100%-100% Design two (2) sets of specifications, drawings and cost estimates are required within twenty (20) calendar days after notice to continue 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 100% 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: .v cfm.va.ciov/TILispec.

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

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

_(?) Show complete plan views, pleygtioR views, phplpgraphs, legends and other schedule information.

(3) 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 folloyving items are included:

(1) Certification that the quantities have been checkedf and found to be correct,

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

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

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

(a) Totals — Labor and materials for all branches of work.

(b) Contingencies — None.

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

(d) 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.

8. Final submission — after completion of all the 100% review comments and corrections, the final contact documents shall be prepared, and submitted within 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:

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

(a) Drawings to be in AutoCAD and PDF format

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

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

http ://ww w. cfm va. g o v 1-IL/spec. a sp

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

(a) Totals — Labor and materials for all branches of work.

(b) Contingencies — None.

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

(d) Total Estimated Cost.

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

(4) A&E Design and AS-BUILTS only:

(a) 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.

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

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

(d) 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 CAD Standards, Naming Conventions section of this document. All files shall be free of corrupted or unusable data.

(e) All CAD data shall be supplied in the latest version of the translation format, DWG. The contractor will be responsible for phsuriv - that all files shall tra, sla 'System, AutoCAD oeisfc1 nA nto t: ' 'tc)L 4.

) The „A&E shall ensure, a separate layer' identified as SQUARE FOOTAGE, with the length, width, and square footage of all mechanical: office, ,and patient area, corridors, etc this la-y.cr shall havE the total of existing' renovated space, total of new oonstructiQn d the total square foQtage of the entire renovated area.

VII. PRE-BID CONFERENCE — the NE 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. The project site will also be visited to verify existing field conditions and dimensions.

VIII. PRE-CONSTRUCTION MEETING — 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 construction 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.

IX. CONSTRUCTION PERIOD SERVICE REQUIREMENTS

1. Review of submittals — Consultant shall review all material submittals, shop drawings and test reports. Reviews shall be completed and submittals returned to the COR/ engineer with fifteen (15) calendar days from receipt of request.

2. Review analysis of change order and costs — consultant shall provide prompt response when contacted by resident engineer to review and provide analysis of change orders and costs.

3. Site visits — Consultant shall provide weekly site visits throughout the duration of construction activities and one (1) final inspection for the project. (Please include price for additional site visits should they be desired by resident engineer.) The architect/engineer will also make a written inspection report within two (2) working days after each site inspection.

4. Weekly Construction Phase Meeting --- Consultant shall be required to attend all weekly construction phase meeting in person or via tele-conferencing to discuss any issues or concerns the VA staff or contractor may have.

5. One set of drawings / Markup Drawings shall be on site or in Job shack with all documented changes to the project. Must be legible and ready at any time for the COR to review while in the area. Once completion of construction this set of drawing will be turned into the COR so it can be given to the A&E to make all changes and create the final set of "AS- BUILT"drawings. In accordance with Alexandria VA Healthcare Systems Computer Aided and Drafting Standards.

6. The A&E shall be responsible for obtaining a certified Test and Balance Agency that is capable of performing a system balance as per VA Specification Section 23 05 93 Testing, Adjusting and Balancing for HVAC that is non-affiliated to any contractor, architect, engineer or manufacturer. Test and Balance Agency shall be either a certified member of Associated Air Balance Council (AABC) or certified by the National Environmental Balancing Bureau (NEBB) to perform Testing, Adjusting and Balancing (TAB) service for HVAC. A submittal with the name of the selected Test and Balance Agency, plus the name and registration number of the certified Test and Balance Engineer, shall be submitted to the CO/COR for approval within thirty (30) days after award of the construction contract.

X. MISCELLANEOUS:

1. Following approval of the final (100%) review material, the NE will provide the government with electronic sets of the approved contract, drawings and specifications. Drawings shall be furnished in AutoCad® 2015 electronic format and one set of drawings in .pdf for distribution. The specifications shall include those sections prepared and edited by the Contracting Officer and shall be furnished in MS Word format. Specifications shall be of the most recent version on the VA Master Specifications TIL

2. NE will provide additional services as outlined in Special Provisions (Architect- Engineer Contract) including construction period services, site surveys, as-built drawings, etc.

3. Design to be in accordance with applicable federal, state, and local codes (ASCE, ASME, ASHRAE, NFPA, JCAHO, OSHA, VA design guides and Master Specifications, etc.).

4. Design shall be in accordance with Program Guide, PG-18-15, and Volume C of the TIL.

Building 1 Hoer Miscellaneous Materials Ceiling Materials TS! Materials _ 1:41061411K00111$

Basement NO ACM NO ACM HMA-1-B-TS!

Steam Pipes

HMA-1-B-FT&M

Various Floor Tile and Mastic

First i

NO ACM NO ACM HMA-1-1-TSI

HVAC Pipes

HMA-1-1-FT&M

Various Floor Tile and Mastic

1 Seculd

I

NO ACM NO ACM NO ACM HMA-1-2-FT&M

Various Floor Tile and Mastic

Attic NO ACM NO ACM NO ACM NO ACM

Building 2 Floor Miscellaneous Materials Ceiling Materials TSUMOtnials

Basement Hi ) Ai M NO ACM NO ACM NO ACM

First HMA-01 Fire Doors

NO ACM HMA-2-1-TSI

Pipe Insulation (3) Vertical pipes

HMA-2-1-FT&M

Various Floor Tile and Mastic

Second HMA-01 Fire Doors

NO ACM HMA-2-2-TSI

Pipe Insulation (1) Vertical Pipe

HMA-2-2-FT&M

Various Floor Tile and Mastic

' "Third HMA-01 Fire Doors

NO ACM HMA-2-3-TSI

Pipe Insulation - (1) Vertical Pipes

HMA-2-3-FT&M

Various Floor Tile and Mastic

I 0(111110(11111 NO

HMA-01

Fire Doors ACM

HMA-2-4-TSI

Air Handlers Ductwork

Pipe Insulation & Fittings- (3) Vertical

HMA-2-4-FT&M

Various Floor Tile and Mastic

Attic

HMA-2-A-M

Black Mastic on Ductwork

NO ACM

HMA-2-A-TSI

Insulation on Air Handler and Ducts Insulated

Elbows Exhaust Blower

Pipe Insulation & Fittings - (7) Vertical Vibration Isolators

NO ACM

Building 3 Floor Miscellaneous Materials Ceiling Materials TS! Materials

Basement NO ACM NO ACM NO ACM NO ACM First HMA-01

Fire Doors

NO ACM NO ACM HMA-3-1-FT&M

Various Floor Tile and Mastic

Second HMA-0 1 Fire Doors

HMA-3-2-CT

Black Glue Dots Under 12X12"

NO ACM HMA-3-2-FT&M

Various Floor Tile and Mastic

Third HMA-01 Fire Doors

HMA-3-3-CT

Black Glue Dots Under 12X12" Ceiling

Tile

NO ACM HMA-3-3-FT&M

Various Floor Tile and Mastic

Attic NO ACM NO ACM NO ACM NO ACM

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