Renovate Restrooms SOW.pdf

Durham VA Healthcare Center

A/E SCOPE OF WORK

Renovate Building 1 and 23 Restrooms for Accessibility Project # 558-26-150

Summary of Services

Provide Professional Architect/Engineer (A/E) and healthcare planning services necessary to renovate/relocate the existing restrooms or locker rooms throughout building 1 and building 23 to ensure accessibility to meet the ADA standards. This renovation will correct accessibility issues pertaining to the restrooms throughout building 1 and 23 of the facility. See Project Scope, section A. Specifics for details.

This design shall also include power assist hardware in particular to the 7th floor toilet rooms.

The project will include phasing considerations if necessary to enable continued operations of the Hospital. Services shall include, but are not limited to:

• Part I.A – Site Investigation of Existing Conditions – Investigative Services:

Preparation of existing conditions plan and conceptual design which, at minimum, includes site investigation for structural, architectural, interior design, equipment/furnishings, mechanical, plumbing, fire detection/protection, electrical, electronics/security, and environmental hazards, such as suspect lead-containing materials, suspect ACM, and other hazardous materials. If necessary, the A/E shall perform a pre-TAB of the existing HVAC systems that are impacted as part of the mechanical site investigation to determine existing conditions. Complete electrical power investigations to determine existing loads in the limits of work. The A/E shall arrange site visits with appropriate disciplines as they deem necessary to complete site investigations.

• Part I.B – Preparation of Contract Drawings and Specifications – Concept and Design Development: Preparation and submission of design concept documents, interim design document submittals, and the Final Construction Documents at the completion of the design development process in accordance with the Design Package Submission Schedule. Submittal packages shall contain a complete set of documents as specified in the ‘Design Requirements and Submissions’ subsection of this scope of work. The A/E shall develop a design necessary to meet the requirements in the ‘Project Scope’ section of this scope of work. The design shall include engineering and architectural services rendered necessary by the VA at the end of Part I Investigative Services within the construction cost parameters.

• Part II - Construction Period Services: Review and provide recommendations on all submittals, shop drawings, product data, samples, request for information (RFI’s), modifications, etc. in accordance with ‘Construction Period Services’ section of this scope of work. A/E furnished services shall include third party asbestos monitoring, commissioning, and providing record drawings based on finalized contractor red-line as-builts.

• Part III - Site Visits: A/E shall visit the site at the request of the VA in accordance with ‘Site Visits’ section in this statement of work. During construction, allow for an estimate of ten (10) site visits as directed and scheduled by the COR. The A/E shall furnish documented field reports denoting the purpose and results of the site visit.

Acronym Definitions

ABAAS – Architectural Barriers Act Accessibility Standard AABC – Associated Air Balancing Council ADA - Americans with Disabilities Act ASHRAE – American Society of Heating, Refrigerating and Air-Conditioning Engineers A/E – Architect/Engineer or Designer of Record ACM – Asbestos Containing Material CIH – Certified Industrial Hygienist CD – Construction Documentation CO – Contracting Officer COR – Contracting Officer’s Representative DD – Design Development DDC – Direct Digital Controller FF&E – Furniture, Fixtures & Equipment FPE – Fire Protection Engineer HIPPA – Health Insurance Portability and Accountability Act of 1996 HVAC – Heating, Ventilation, and Air Conditioning IT – Information Technology ICRA – Infection Control Risk Assessment IPT – Integrated Project Team PCRA – Pre-Construction Risk Assessment NCDHHS – North Carolina Department of Health and Human Services NCRP – National Council on Radiation Protection & Measurements NEBB – National Environmental Balancing Bureau NFPA – National Fire Protection Association NHPP – National Health Physics Program NRC – Nuclear Regulatory Commission NTP – Notice to Proceed OCFM – Office of Construction & Facilities Management QA/QC – Quality Assurance / Quality Control RFI – Request for Information SD – Schematic Design SEPS – Space and Equipment Planning System SOW – Scope of Work TAB – Test and Balance TABB – Testing, Adjusting and Balancing Bureau TIL – Technical Information Library, http://www.cfm.va.gov/til/index.asp.

VA – Veterans Affairs VAHC – Veterans Affairs Healthcare Center (specific to Durham Facility) VPIH/CIH – VA Professional Industrial Hygienist/Certified Industrial Hygienist http://www.cfm.va.gov/til/index.asp

Project Scope

A. SPECIFICS:

Many restrooms and locker rooms throughout building 1 and 23 at Durham VA medical center are out of compliance with the ADA standards for accessibility. This project plans to correct as many of these restrooms/locker rooms as possible within the construction funding limitations as listed below. Please see below for the requirements that must be met with this project:

• The A/E shall study all restrooms throughout building 1 and 23 and design to meet current VA ADA standards.

• At minimum, 2 patient and public restrooms/locker rooms must be upgraded to be fully compliant with ADA standards for each floor of each building.

• Additional grab bars to be added where required.

• Insulate all exposed sink piping in all restrooms/locker rooms subject for public and patient use.

• Asbestos sampling and air monitoring must be included as part of the investigation.

• Finishes, including toilet partitions, in restrooms may need to be updated and shall be included in this design.

• Provide power assist hardware to as many restrooms that fits within the funding limitations. This requirement will be particular to the 7th floor but is not limited to that floor.

The anticipated cost range for this project is between $2,000,000 and $5,000,000.

B. GENERAL REQUIREMENTS:

1. Sensitivity of Information: The sensitivity of information relating to this project is emphasized. All the information in this scope of work shall be treated as ‘For Official Use Only’. This information is not to be distributed without a confirmed need to know as confirmed by the CO.

2. The A/E is responsible for providing all architectural and engineering services necessary for the design of this project – i.e., structural, architectural, interior design, mechanical, plumbing, fire protection, electrical, and radiological shielding, etc.…

3. Modifications: Any work that is not addressed by the awarded contract is considered a modification and shall be immediately brought to the attention of the Contracting Officer. No “out-of-scope” or additional work shall be executed by the A/E prior to negotiation/approval by the CO.

4. Ownership of Drawings: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remains the sole property of the VA and may be used on any other work without additional compensation to the A/E. With respect thereto, the A/E agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

5. The AE shall provide an evaluation, cost estimate, and conceptual plans to determine the feasibility of completing the project within project budget.

6. The AE shall function as the commissioning agent for all necessary commissioning actions. The AE must conduct a site visit, as required by COR, during each phase of the project, and must be present for every test or inspection, and to document the outcome. Minimum of 6 site visits are expected for commissioning in addition to the number of construction site visits mentioned in part lll.

7. Utilize the IPT and the Durham VA Interior Design Plan to make all selections of finishes.

8. Certifications of any sort and commissioning shall be submitted to VA for approval.

Certifications and commissioning shall be submitted fifteen (15) business days prior to the approval/disapproval date.

9. A/E shall be responsible for taking, analyzing, and providing report for all samples such as asbestos, lead, roof, ductwork, concrete cores, brick pieces, etc.… The result shall be provided to the VA for review and approval before incorporating into the design. VA shall have 10 business days for review and approval. This report shall be provided before the 35% submittal.

10. A/E shall be responsible for scanning walls, floor, ceiling, ground, etc... to determine existing lines, utilities, rebars and any other hidden items. This report shall be provided before the 35% submittal.

11. Drawings provided by VA are to serve as reference only. A/E design shall NOT be based on the reference drawings but on the site investigation conducted and confirmed by the A/E.

12. In case any shutdown is required by the A/E during design, the COR shall be notified 4-weeks in advance.

13. PG-18-15 check list shall be used and provide with each submission package in excel spreadsheet format. A/E package will be considered incomplete without the check list.

14. A/E shall review and incorporates into the design the Fire/Life-Safety 3rd party review provided by VA before or by the 100% design.

Part I.A – Site Investigations of Existing Conditions

1. Accuracy of Planning Information/Existing Condition Survey: The A/E shall conduct thorough site visit(s) to investigate all aspects of the existing facilities and conditions that could impact the design or construction. Investigation shall include all utilities serving the existing buildings. Information, including drawings and other documentation, provided to the A/E shall be used as reference only. AutoCAD background drawings shall be provided by the VAMC upon request and shall be used as reference only. The A/E shall document as-built conditions. The A/E is responsible for field verifying existing site conditions.

2. The A/E shall coordinate visits with the COR.

3. The A/E shall complete all necessary site investigations, testing, and provide a finalized investigative services report prior to the 35% design submission.

4. The A/E shall Perform Photographic Documentation during Investigative Services; files are to be maintained for future reference of existing conditions for construction documents and unforeseen unit costing basis.

5. Discrepancies in Planning Information: The A/E shall promptly report to the CO, in writing, any discrepancies between this contract and the planning information provided by the VAHC. The A/E shall make no adjustments to work due to the discrepancy before the CO has reviewed the matter and forwarded a determination to the A/E. The A/E's failure to report any such discovered discrepancy or to proceed prior to the CO’s determination shall be at the A/E’s risk and expense.

6. The A/E is responsible for providing a complete hazardous material survey (i.e.

asbestos, lead paint, etc.) of proposed spaces/utilities covered in the limits of work.

Survey shall include, but not be limited to walls, flooring, cove base, subflooring, floor mastic, ceiling tiles, piping/ductwork insulation, piping/ductwork mastic, piping elbows, paints, caulking, and any other suspect materials as determined by the A/E’s subject matter expert.

7. The A/E shall complete electrical power investigations to determine existing loads in the limits of work. The A/E shall field verify existing electrical infrastructure conditions, such as load testing, coordination studies, existing phase balance, phase rotation and relationship, compliant grounding, etc. Information gathered shall be used to inform future design calculations and submittals of electrical needs: if existing infrastructure is sufficient, or, if additional circuits, panels, distribution equipment, breakers, etc. are required to be replaced/installed in the design.

8. The A/E is responsible for providing an HVAC system evaluation based on a pre-TAB report of the existing impacted HVAC systems. A/E is responsible for procuring a TAB agency shall be either a certified member of AABC, TABB, or NEBB to perform TAB of existing systems, to include flow balance documentation, performance tests, vibration tests, and sound tests. The project might involve connecting new work to existing systems; thus, the A/E must evaluate impacts on any existing systems impacted.

During TAB, all related system components shall be in full operation. Fan and pump rotation, motor loads and equipment vibration shall be checked and documented.

Record zone and unit airflow capacities as well as measurements for hydronic equipment on performance data sheets. Include entering and leaving water and air temperatures for all heating and cooling coils associated with the impacted HVAC systems.

Part I.B – Preparation of Contract Drawings and Specifications

A. DESIGN PACKAGE SUBMISSION SCHEDULE:

1. The A/E is responsible for providing a schedule, with the proposal, to deliver COR-approved, Final Construction Documents within the design period of performance, below. The A/E shall coordinate on-site meetings with the COR at least ten (10) business days in advance; meetings shall be scheduled around federal holidays.

2. Schedule Expectation: Submit review package so they are received on the noted day. A/E Design Period of Performance:

Design Phase Completion Duration (Days)

Calendar Days

Award 0 0 Initial Integrated Project Team (IPT) Meeting 10 10 Schematic Design 15% 20 30 Government /IPT Review Meeting Concept decision provided 15 45

Design Development 35% 20 65 Government /IPT Review Meeting 15 80 Design Development 65% 30 110 Government /IPT Review Meeting 15 125 Construction Documents 95% 25 150 Government /IPT Review Meeting 15 165 Construction Documents 100% 15 180 Government /IPT Review Meeting 10 190 Final Construction Documents IFC 10 200

Contract Period of Performance:

• A/E shall complete this project design within 200-day time frame after issue of

Notice to Proceed (NTP).

• Construction procurement time frame: 180 days from this project design completion to project submission for construction.

• Construction Period Services (CPS): 730 days from construction award.

• Total A/E contract period: 1,110 calendar days.

3. The Initial IPT Meeting and all the submittal review meetings shall be held on-site.

4. At every review meeting, A/E shall perform a site visit with the COR and the IPT to demonstrate and confirm the constructability of the design. Details on connection points, sizes, locations, obstacles, etc... shall be reviewed not in meeting room but on the designed construction site. This must be done and documented in addition to and separate from the review of the IPT comments provided. A/E shall include enough time as necessary to review and confirm the constructability of the design going through design drawing presented on each page submitted.

5. The period between the award and the initial IPT meeting shall be used by the A/E to gather data/information to be well prepared to discuss their design intent and to ensure project requirements are understood. This time shall also be used to gather as-builts and begin investigative services.

6. At the 15%SD submission, the A/E shall furnish, at minimum, three (3) space layout concepts that also include an evaluation, cost estimate, and conceptual plans to determine the feasibility of completing the project within project budget. A space layout concept will be selected by the VAMC and IPT within ten (10) business days after the IPT 15%SD Review Meeting.

7. The COR shall determine minimum acceptability of each submission within five (5) business days of submission by the A/E. For the Final Construction Documents submission, the COR shall determine minimum acceptability within ten (10) business days of submission by the A/E. If the COR finds the design submission to be unacceptable, the A/E shall resubmit the submission. The VAMC’s review time shall not be impacted and shall remain the same number of allotted days, including the above noted business days for the COR to determine acceptability of the design submission. The acceptability of each design package submitted is different from the Government Review, IPT Review Meeting. This will be for the COR to confirm if all required documents including the cost estimate have been submitted before the IPT starts its review.

8. All IPT Review Meeting minutes will be submitted by the A/E to the COR for review prior to being published as final. There will be a five (5) business days review period for the IPT team to submit corrections to the meeting minutes prior to the meeting minutes being published. Publishing and approval of meeting minutes by the COR constitutes official acceptance to proceed to the next submittal phase.

9. The A/E shall be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions. An incomplete submission is defined as: a submission lacking any piece of information outlined in Attachments A – I of this SOW or failure of the submission to include a required item as outlined by Minimum Requirements for A/E Submissions (PG-18- 15).

10. At 35, 65, 95, and 100% design submittal, the A/E shall present a 3D rendering to the IPT and all the stockholders.

B. DESIGN MEETINGS:

1. The introduction of the A/E team to the IPT will take place on-site. The IPT shall consist of members of the impacted clinical, administrative, other operational services and any other members of the VAHC or outside entities who have vested interests in the design, compliance, and accreditation for the VAHC. The A/E shall review needs identified by the IPT for the area under consideration for design and provide recommendations. The A/E shall discuss potential layout concepts that incorporates the required services within the existing footprint of the building.

2. Each on-site IPT Review shall consist of the A/E outlining their design narratives and associated visual aids to depict to the IPT the design, approach used, and how previous comments have been incorporated into the design. A design charette shall be conducted at each of these IPT reviews to discuss in depth the design considerations, requirements, and proposed solutions at each stage of design specific to each IPT members area of concern.

3. The A/E shall attend and take minutes at each IPT meeting. Minutes shall be submitted electronically to the COR and CO within five (5) business days of each meeting. A/E minutes shall capture each comment and the originator.

https://www.cfm.va.gov/til/ae/aesubmin.doc https://www.cfm.va.gov/til/ae/aesubmin.doc

4. The A/E is responsible for documenting through written meeting minutes all comments, actionable items, responsible parties, and due dates discussed at the IPT on-site reviews, including hand-written, typed, drawing mark-ups and comments given by members of the IPT to the design team during discussion.

C. DESIGN REQUIREMENTS & SUBMISSIONS:

1. General Requirements for Design and Submissions

a. Deliver all design packages, addressed as follows (ATTN: 138-Engineering

Service-'Name of COR') directly to the COR on the established dates of the submittal to allow the IPT to meet as scheduled. A transmittal letter is required to go to the CO and COR on the same day as delivery.

b. The A/E design documentation shall consist of electronic files (on DVD or other agreed upon transfer medium) and include a Building Information Model (BIM/model) in the latest release of Autodesk Revit (.rvt file format) and 2D AutoCAD 2019 floorplans (.dwg and electronic .pdf formats) derived from the model according to the guidance provided in the VA Drawing Deliverable Requirements (DDR). Refer to VA BIM & CAD Standards (PG-18-13) for more detailed requirements.

c. The project shall be phased to minimize the impact to the Medical Center operations and patient care. Prior to submission of Schematic design material, the A/E shall meet with the COR to discuss proposed phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what VAHC constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for documenting the phasing requirements.

d. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort.

Provide an outline of the actions that the A/E shall take during the design process. The A/E shall submit a detailed QA/QC Plan describing each step that will be taken during the development of various phases of design. Refer to Minimum Requirements for A/E Submissions (PG-18-15) for all A/E submission requirements.

e. The A/E shall retain the services of a registered FPE to design and review the project for code compliance. Guidance on the FPE Consultant Services can be found at the following link: https://www.cfm.va.gov/til/ae/FPEngr.pdf

f. The A/E shall provide a NCDHHS Certified Asbestos Management Planner to perform asbestos survey investigations, bulk sampling, and development of abatement specifications and drawings. Asbestos surveys shall include sampling of all suspect ACM within this scope of work. Survey investigations, sampling and reporting shall meet the requirements of NCDHHS regulations.

Provide air monitoring and clearance for abatement procedures. A/E is responsible for any repairs due to sampling (i.e. floor patch).

g. The A/E shall provide a submittal register detailing submittals from the edited specifications required to be submitted for review and approval.

h. A/E to design to minimize impacts to continuity of care. Phase construction as required to minimize impacts to continuity of care as the work is being completed. Design for temporary exterior space if interior phasing or swing space is unavailable.

i. Coordinate with COR, extend or relocate 3rd-party cellular networks if required.

https://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/til/ae/FPEngr.pdf

j. Design to address patient privacy criteria (i.e. computerized information, patient privacy, HIPPA).

k. Design to address that all spaces are ABAAS compliant and meet VA Guidelines for Accessibility.

l. Structural Shielding Design Reports and Certifications shall be completed by qualified individuals registered with the NCDHHS who can perform shielding designs and surveys. Ensure that structural shielding design reports and shielding surveys conform to NCRP Report No. 151 or current document. The finalized structural shielding design reports for equipment shall be prepared and provided to the CO/COR.

m. Provide specialized analysis of radiation and environmental requirements by a physicist with experience in radiation shielding requirements within a healthcare setting. Design shall comply with all requirements of NRC, VA, NCRP, NHPP, and other applicable controls.

n. Bring the existing renovated spaces up to compliance requirements for radiation shielding to provide for the safety of staff/patients occupying spaces inside, outside, above, below, adjacent to, etc. the equipment while the radiation producing equipment is in operation or in holding spaces for patients who consume radioactive materials.

o. Complete a shielding survey and radiation measurements after the installation of the radiation producing equipment, and prepare and submit report to the CO/COR. The finalized shielding survey reports shall be prepared and provided for review and approval after equipment installation in each area.

Should the shielding be found inadequate, the AE shall provide a corrective design solution, revised construction documents, and construction administration at no cost to the VA.

p. Design to address that all Patient and Hospital Wi-Fi in all areas integrated into existing systems.

q. Design shall include structural supports for overhead booms, including equipment boom.

r. Design for SLD Ceiling System: including Unistrut for Gantry, Monitor Suspension, Cable Drape Rail, Radiation Shield, Laminar Flow Air Curtain System, and integral LED strip lighting.

s. A/E work shall include relocating water lines, waste lines, chilled water, sprinkler system, HVAC duct, electrical conduits, and utilities in location of overhead support. Relocation of existing medical gas piping at floor, walls or ceiling shall also be included.

t. Include a design of solid surface countertop in control room and stainless-steel cabinets in procedure rooms if necessary or requested by the COR during design.

u. Design for single compartment stainless steel scrub sink in new Scrub area, including hands-free controls.

2. FF&E & Finishes Requirements: The A/E must make efforts to not limit competition when selecting equipment, finishes, or other materials that meet VA TIL, codes, standards, or other requirements for the basis of design. If brand names and/or sole source is justified, information shall be provided to the COR and CO to support contracting requirements to sole source to that brand. If “brand name or equal” language is to be utilized, salient characteristics must be included in specifications to define the “or equal” language. Also, the requirements must be clearly identified to support "brand name or equal" justifications.

a. Fully sprinklered and fire protection systems must be integrated into existing systems. All work to be performed on the fire alarm system must be performed by a Contractor authorized by the existing Fire Alarm System manufacturer or provider. A/E shall confirm the existing Fire Alarm System used in the facility.

b. Integrated Nurse Call and TV/Patient Education to each patient location and integrated with existing systems to be specified. A/E shall be responsible for and include full Nurse Call in the design.

c. HVAC integrated with the existing DDC system; each room to have separate controls. A/E shall confirm the existing DDC system of the facility.

d. Physical Access Control Systems integrated with the existing system.

3. Document Submission Requirements: Refer to Attachments A – F for detailed 15%-

SD to Final Construction Document submission checklists.

a. At the 15%-SD submission, the A/E shall furnish, at minimum, three (3) space layout concepts that also include an evaluation, cost estimate, and conceptual plans to determine the feasibility of completing the project within project budget. Disadvantages and advantages shall be provided including impacts to patient care/medical center operations and order of magnitude cost estimates (with cost of patient care factored into the economy/feasibility). The cover sheet shall include a VA signature block with titles/names provided in Attachment G.

b. At 35%-DD submission, the preliminary plans for PCRA, FF&E and construction phasing shall be documented. The A/E shall furnish preliminary VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

c. At the 65%-DD submission, updated plans for PCRA, FF&E and construction phasing shall be documented. The A/E shall collaborate with the IPT to provide the completed PCRA for incorporation into the project design. The A/E shall provide finish boards with samples, manufacturer names, series, colors, etc. for easy clarification. The design shall have modern finishes selected in coordination with the IPT. Finishes shall incorporate recycled materials as required by VA TIL. Project design will require contractor to recycle demolished material such as carpet and ceiling tile, document quantities, denote disposal method, and certify documents noting that demolition materials have properly been recycled. Design shall also require contractor to provide manifest of any hazardous materials to be abated.

d. At the 95%-CD submission, the A/E shall finalize construction plans showing FF&E requirements and temporary conditions for construction, per phase, to ensure general conditions and PCRA requirements are designed, identified, and specified including:

i. ICRA classification sheet on construction plan, denoting: Requirements for how negative the space must be maintained (in inches of water);

Requirements for negative air monitoring, alarming, and ante room (as applicable); Negative air achievement during construction by capping all HVAC ducts in the area.

ii. Denote all existing rated barriers (vertical and horizontal) and identify requirements for demolition of existing systems and installation of new systems in or through these barriers (patch and fill requirements and timeframes after demo)

iii. Denote temporary construction barrier wall(s) and construction entry door/frame types and ratings for separation of construction areas to occupied areas (all barriers between construction areas and occupied areas shall meet NFPA 241 requirements). All temporary construction barriers shall be finished immediately upon installation and the finishes shall mirror and be cohesive with surrounding areas.

iv. Identify requirements for all fire protection systems during construction.

Will sprinklers, smoke detectors, and pull stations remain active? Will fire watch be required? Will a heat detection system be installed due to a compromised fire protection system? Will construction barriers re-route egress or necessitate egress signage change outside of construction space?

v. Identify contractor laydown area, trash, delivery, and pedestrian/construction routes.

vi. Identify temporary utilities for contractor use as necessary.

vii. Identify utilities/systems passing through construction space or that require bypass during construction to be maintained to ensure continuity of services in adjacent areas.

viii. Denote water safety concerns through construction (temporary water temperature ranges maintained, no stagnant water, no dead legs, flushing/heating of the system prior to tie-ins and before turnover to VA, etc.).

ix. Identify environmental hazards, such as suspect lead-containing materials, suspect ACM, other hazardous materials, stormwater, air pollution, etc. that may impact construction, budget, permitting, etc.

e. At the 95%-CD submission, the VAMC will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance with the latest edition of VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The A/E shall incorporate all comments into the design prior to finalizing the 100% CD.

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331

f. For the 100% CD submission, the final review and review comments must be approved prior to submission of the Final Construction Documents.

g. For the Final Construction Documents submission the cover sheet shall include a VA signature block with titles/names provided in Attachment G.

D. C&A / SECURITY REQUIREMENTS:

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

E. REFERENCES:

1. Submit the complete design review package in accordance with the following requirements and guidelines outlined below. As appropriate, depending upon the complexity of the design, the A/E may elect to delete individual submissions where not required with prior approval by the COR. The A/E shall document these deletions as a part of the appropriate submission package.

2. The A/E shall include all information required for each submittal as outlined in the VA Minimum Requirements for A/E Submissions (PG-18-15), as outlined in Attachments https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331 http://www.cfm.va.gov/til/aeDesSubReq.asp

A – I. The A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

3. At a minimum, all designs shall be accomplished in accordance with VA Directives, VA Design Manuals, and VA Guidelines which are available at the OCFM’s website http://www.cfm.va.gov/til/. A more comprehensive list of references and requirements that the designs should comply to include:

• 2019 ASHRAE 90.1 Standards

• PG-18-1 Master Construction Specifications

• PG-18-3 Design & Construction Procedures

• 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, and VA-Space & Equipment Planning

System (VA-SEPS)

• PG-18-10 Design Manuals

• PG 18-12 Design Guides

• PG-18-13 VA BIM & CAD Standards

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

• PG-18-17 Environmental Planning Guide

• NCDHHS – North Carolina Department of Health and Human Services

• Special Design Requirements (Includes Asbestos, Commissioning, Fire / Life

Safety and Physical Security)

• Sustainable Design Requirements

• Cost Estimating Requirements

• AE Quality Alerts

• AE Design Alerts

• VA Directive 0055 VA Energy and Water Management Program

• VA Directive 0056 VA Sustainable Buildings Program

• VA Directive 0065 Climate Change Adaptation Planning

• VA Directive 0066 VA Sustainable Locations Program

• VA Directive 1061 Prevention of Healthcare Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems

• VA Directive 1116 Sterile Processing Services

• VA Directive 1129 Radiation Protection for Machine Sources of Ionizing

• VA Directive 7545 Cultural Resource Management Procedures

• VA Handbook 1330.01 Health Care Services for Woman Veterans

• VA Handbook 7545 Cultural Resource Management Procedures

F. PROJECT COST AND SCHEDULE ESTIMATING:

1. The A/E shall manage the execution of the project within the programmed construction budget. The VAMC programmed construction budget is identified in the ‘Project Scope’ section. The entire A/E design team shall take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding.

2. The A/E shall provide a design identifying a minimum of 10% of the construction budget as bid deducts. Refer to Subsection G, Bid Deducts and Equipment/System Decision Tree for more details.

http://www.cfm.va.gov/til/ http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/til/etc/seismic.pdf http://www.cfm.va.gov/TIL/planning.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp https://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/spclRqmts.asp http://www.cfm.va.gov/til/sustain.asp http://www.cfm.va.gov/cost/index.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/alertDesign.asp http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=774&FType=2 http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=639&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=619&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=620&FType=2 http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3033 https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=0ahUKEwivhOPVsfrLAhVKFx4KHT8CDFIQFggdMAA&url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D3186&usg=AFQjCNGkstzmzR2S7-vbn9PhCUCY_DGhaQ&sig2=94uZ72Zfn-ELj3VyaEUgPg http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3081 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType2 https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=598347&FileName=VA259-13-R-0264-016.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType2

3. The A/E team shall provide a projected construction period of performance that includes details on phasing if applicable. The period of performance must include VAMC constraints, such as suitable time to activate in-between phases, as determined by the IPT.

4. Cost estimate submittals for the base bid shall be no more than the VAMC programmed construction budget, and not less than -5%. If the cost estimate is more than the programmed construction budget or less than -5% of the programmed construction budget, the A/E is responsible for notifying the CO and COR of potential budget issues, to provide non-scope impacting recommendations to get the estimate within budgeted construction cost, and to provide updated design documents that correspond to the budgeted construction cost. The Final Construction Documents submission estimate shall not be greater than the programmed construction budget.

5. Provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet is required for each bid package (bid deducts).

6. The level of detail of an estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures shall not be acceptable. Project estimates shall include all elements within the contractor’s bid such as insurance, bonds, hazardous abatement, current market factors, and any other such items.

7. Cost documentation must be delivered at the same time as other design submissions. The A/E is responsible for managing workflow and communications to ensure that this shall be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that could affect cost.

G. BID DEDUCTS AND EQUIPMENT/SYSTEM DECISION TREE:

1. The A/E shall provide a design identifying a minimum of 10% of the construction budget as bid deducts. Each bid deducts shall be progressively deductive in nature and shall be non-scope impacting. The VAMC and A/E shall work collaboratively to ensure project remains viable for medical center operations within the programmed budget. The VAMC and COR have the final determination on acceptance of the A/E recommended bid deducts. Items removed shall be evaluated to determine impacts to the remainder of the design. Certain bid deducts could require a separate design to keep the design intent viable. Items identified as ‘yes’ in Question 1 of the below decision tree shall not be removed as bid deducts. Items identified as ‘yes’ in Questions 2, 3, or 4 of the below Decision Tree Methodology shall not be removed as bid deducts without explicit consent from the CO. Items identified as ‘no’ in Question 4 shall not be included as part of the construction project, however, utilities and site prep for such equipment (or future equipment) is permissible if within budget.

2. For reference, IT equipment includes computers, monitors, keyboards, docking stations, phones, printers, scanners, etc. Cabling and raceways for IT equipment is not included as part of IT equipment. The Non-IT equipment includes physical access control systems, data closet racks, Wi-Fi (both patient and medical, excepting access points), testing / monitoring equipment, testing and punch down of cabling, etc.

Decision Tree Methodology

1. Is the item necessary to meet requirements for an occupied building? This includes all governing code required items, such as fire alarm. If yes, the item is to be funded within the construction project. If no, proceed to Question 2.

2. Is the item covered by OCFM's Master Construction Specifications (PG-18-1), Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the item is to be funded within the construction project. If no, proceed to Question 3.

3. Is the item covered in OCFM's Master Construction Specifications (PG-18-1), Division 27 and Non-IT equipment? If yes, the item is to be funded within the construction project. If no, proceed to Question 4.

4. Is the item covered in OCFM's Master Construction Specifications (PG-18-1), Specifications 12 31 00 Manufactured Metal Casework, 12 32 00 Manufactured Wood Casework, 12 34 00 Manufactured Plastic Casework, or 12 36 00 Countertops? If yes, the item is to be funded within the construction project. If no, then the equipment must be funded by the facility’s respective equipment fund from medical care appropriations.

Part II – Construction Period Services

The A/E shall provide the following services:

• Assist in answering bid questions during solicitation and issuing any addendums, drawings, etc. necessary to address questions.

• Assist the VAMC to determine whether the contractor or subcontractor meets technical qualification requirements, assist in the review of contractor proposals for technical acceptability, support by written recommendations of any problems or litigation encountered in past performance based on first-hand knowledge.

• A/E shall be available weekly or bi-weekly through electronic means to attend any Owner-A/E-Contractor (OAC) meetings as needed throughout the construction period services.

• Review and respond to submittals and request for information in a timely manner.

Provide direction within five (5) business days upon request for shop drawings, product data, installation instructions, samples, etc. Provide direction within ten (10) business days for RFI’s and change order proposals. All directions that requires a modification that comes with a Changes to contract documents based on errors and omissions in design will be at no cost to the VAMC to include cost estimates for the change. The CO shall make the final determination on what is or is not an error or omission.

• Any directions from A/E provided that requires a construction change order will require A/E to prepare the Statement of Work and Cost estimates (returned within 10 working days from AE receipt of the request) as needed. Within the 10-day change order review period, the A/E shall provide in writing their cost analysis proposal for the modification in work. The Cost Estimates must include a copy of the quantity take-offs, a breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, appropriate overhead and profit. All cost data must be taken from the most current version of a recognized industry standard, e.g., Means Estimating Guides.

Vendor quotes and justification for labor hours must be provided for items that are not in the industry standards. These estimates will be recognized as “Preliminary.” In http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/spec.asp additional to cost analysis proposals, the AE must submit Rough Order of Magnitude pricing to the VA upon notice of potential change to the project.

• Provide a VA Professional Industrial Hygienist/Certified Industrial Hygienist to monitor the construction area during construction period services. Services shall include third party asbestos monitoring that will be performed during construction by a NCDHHS Certified Asbestos Air Sampler.

• Provide commissioning services for all fire protection, plumbing, HVAC, electrical, communications, and electronic safety and security systems. A final commissioning report that includes an executive summary, the commissioning plan, issue log, correspondence, and all appropriate check sheets and test forms shall be furnished to the VAHC upon the completion of commissioning services.

• Prepare record drawings based on contractor red-line as-built drawings with correspondence performed during construction. The A/E shall provide a set of updated drawings and specifications on compact disk, to the COR within twenty (20) business days of construction contract completion.

• Invoice payments for construction period services shall be directly correlated to the construction project progress percent complete. This amount will be coordinated with the COR throughout construction.

• Services shall include providing record drawings based on finalized contractor red-line as-builts.

Part III – Site Visits

The A/E shall provide the following services:

• Make site visits on requests of the VA and prepare documented field reports denoting the purpose and results of the site visit, to include agreed upon changes in design as determined necessary during the construction. The A/E shall respond on site within a 24-hour period, when requested. Visits made based on errors and omissions in design shall be at no cost to the VA.

• The A/E shall participate in partial/final acceptance inspections (in-wall, above ceiling, and final) for each phase (if applicable), as scheduled, and generate punch list items for completion. Inspections shall cover quality of installations and locations/placement of items in accordance with the contract documents. The A/E furnished punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, code reference, etc.).

• A/E shall participate in all major testing/inspection activities.

• The A/E shall attend the pre-bid and pre-construction conference to review and confirm project scope as required.

• During construction, allow for an estimate of ten (10) site visits as directed and scheduled by the COR. If additional site visits are required beyond the above estimate to cover major testing/inspection activities, the A/E shall propose the additional amount of site visits and justification to the CO and COR. These numbers of site visits shall not be used for AE’s omissions or negligence. Site visits for AE’s omissions or negligence in design shall be the responsibility of the AE firm.

Attachment A

Schematic Design Submission Requirements (SD-15%)

Deliver the following (labeled with 15%-SD submission) and include this attachment as a checklist with your submission:

1 copy evaluation narrative report addressing items listed in the design requirements and any additional A/E recommendations for each of the proposed space layouts.

2 half size set of architectural floorplans for the proposed space layouts being considered based on space required and VA space criteria as determined in the IPT meeting. Make a recommendation on the most efficient and effective floor layout and the reasons for the preference. Show the layout, including possible furniture/equipment to be used in each room/area. The cover sheet shall include a VA signature block with titles/names provided in Attachment G.

1 CD containing All drawings in Autodesk Revit, 2D AutoCAD, and pdf format Narrative report in pdf format.

Preliminary cost estimate for each of the proposed space layouts.

PG-18-15, Volume C checklists, completed and signed.

PG-18-15, Design Review Checklists, completed and signed.

Documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design.

Attachment B

Design Development Submission Requirements (DD1-35%)

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

1 copy of a narrative report forwarding the 15%-DD submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall identify potential bid deducts, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

1 full size set and 2 half size set of all drawings (blueline copies) required by project, produced on AutoCAD Revit software.

1 copy of preliminary VA Master Specification 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 and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

1 CD containing All drawings in Autodesk Revit, 2D AutoCAD, and pdf format.

All preliminary specifications and master submittal list in Microsoft Word and pdf format.

Narrative report in pdf format.

Updated cost estimate prepared in pdf format.

Preliminary PCRA Plan.

Preliminary FFE & Construction Phasing Plans.

PG-18-15, Preliminary QA/QC Plan, documenting review and coordination for 65% CD to

Final Construction Document submissions.

PG-18-15, Volume C checklists, completed and signed.

PG-18-15, Design Review Checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

All design related calculations.

Completed Pre-TAB of existing impacted HVAC systems.

Completed load-testing and coordination tests/studies.

Completed environmental sampling reports.

All documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design.

Attachment C

Design Development Submission Requirements (DD2–65%)

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

1 copy of a narrative report forwarding the 35%-DD submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall identify potential bid deducts, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

1 full size set and 2 half size set of all drawings (blueline copies) required by…