RFQ Attachment 3 - Draft AE RFP SOW Whiteriver Hospital Design.pdf

Attachment 3: SOW for 75H70123R00008

SECTION C

DESCRIPTION/WORK STATEMENT

C.1. Project Description.

C.1.1. Title: Whiteriver Hospital Design Services

C.1.2. Location: The building site is located in Whiteriver, Arizona on the Fort

Apache Reservation.

C.1.3. Construction Period: 1095 calendar days.

C.1.4. Estimated Construction Cost: $500,000,000. This includes all costs to construct the building, sitework, off-site improvements, Groups II and III equipment, utility upgrades, Tribal Employment Rights Office (TERO) fees, and taxes.

C.1.5. Background, Purpose and Description:

C.1.5.1. The proposed new Whiteriver Hospital will consist of a 395,844 gross square foot building. It will be a modern, technologically advanced facility with enough space and staff to provide an expanded level of health care services specifically designed to meet the health care needs of the American Indian & Alaskan Natives in the Whiteriver Service Unit. In addition, to the Indian Health Service (IHS) programs, several tribally operated health programs are incorporated into the new facility. This will improve access to medical care as well as improve the collaboration and partnership between the White Mountain Apache Tribe and the Indian Health Service. The new facility will provide an expanded outpatient, inpatient, primary care, specialty care, ambulatory surgery, emergency, and community health departments, and a full array of ancillary and support services. Refer to the Phase II Site Selection and Evaluation Report (SSER-II) for additional site information and the Program of Requirements for more detailed description.

C.1.5.2. The purpose of this Statement of Work is to prepare a Construction Documents Package to be used to select a general contractor and Furniture, Fixtures, and Equipment (FFE) contractors as required to construct the Whiteriver Hospital located in Whiteriver, AZ.

C.1.5.2.1. AE shall create separate schedules for each class of FFE to be purchased and installed under separate contracts.

C.1.5.3. The mission of the Indian Health Service (IHS) is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives (AI/AN) to the highest level via healthy communities and quality health care systems through strong partnerships and culturally responsive practices. IHS desires to ensure that comprehensive, culturally appropriate personal and public health services are available and accessible to AI/AN people; and to promote excellence and quality through innovation of the Indian health system into an optimally performing organization.

C.1.5.4. Health Care facilities themselves play a crucial role in improving health care outcomes intended to meet the IHS Mission and goals. It is essential to create health care facilities that promote healthier environments for patients and staff. As such, the Whiteriver Hospital shall be designed and constructed to contribute to the health care and healing process. The Architect and Engineers shall investigate, evaluate, propose, and implement specific design strategies known to contribute to positive health care outcomes, patient experience of care, and provider/staff satisfaction and performance.

C.2. Definitions/ Acronyms

C.2.1. AE: The Architectural/Engineering Design firm contracted to perform the work under this Statement of Work.

C.2.2. AE Guide or AE Design Guide: 2022 IHS Architect/Engineer Design Guide

C.2.3. BD: Biophilic Design, which is defined as the deliberate attempt to translate an understanding of the inherent human affinity to affiliate with natural systems and processes into the design of the built environment. Biophilic Design is also referred to as “Designing with Nature” in this SOW. Biophilic Design is intended to support and improve human health, well-being, and productivity by providing and incorporating elements of nature in the indoor environment, engage in the implementation of Biophilic Design (BD) potential for the project and connecting people to the natural environment resulting in healthy outcomes.

C.2.4. BGSF: Building Gross Square Footage

C.2.5. CCAS: Construction Contract Administration Services

C.2.6. CO: Contracting Officer

C.2.7. COR: Contracting Officer’s Representative

C.2.8. CQAM: Construction Quality Assurance Manager

C.2.9. CQAS: Construction Quality Assurance Services https://www.ihs.gov/sites/des/themes/responsive2017/display_objects/documents/projects/ArchitectEngineerDesignGuide.pdf

C.2.10. EBD: Evidence-Based Design, which is defined by the Center for Health Design (CHD) as “the deliberate attempt to base building decisions on the best available research evidence with the goal of improving outcomes and of continuing to monitor the success or failure for subsequent decision-making.”

C.2.11. RFP: Request For Proposal

C.2.12. SOW: This Statement of Work.

C.2.13. WRH: Whiteriver Hospital

C.2.14. WRSU: Whiteriver Service Unit

C.3. Scope of Work.

C.3.1. The AE shall furnish all personnel, materials, services, and facilities and shall perform all work necessary to design the Whiteriver Hospital as described in this scope of work and the attached Program of Requirements

(POR).

C.3.2. The design shall be performed in accordance with the AE Design Guide with amendments as defined in section C.8 of this scope of work.

C.3.3. The AE shall have at a minimum the following professionals on the design team. Key personnel shall include licensed professional engineers/architects for the following disciplines: Architect, Landscape Architect, Civil Engineer, Structural Engineer, Mechanical Engineer, and Electrical Engineer. Key personnel shall include appropriate certification for their respective discipline:

Interior Designer, Commercial Kitchen Designer, LEED AP BD+C, Medical Planner, Medical Equipment Planner, Fire Protection Engineer, Environmental Professional/Engineer, and Construction Cost Estimator. If an elevator is included in the design a certified Elevator Consultant with healthcare experience shall be included in the project design team. (NOTE:

The lead designer in each discipline must be registered but does not have to be registered in the particular state where the project is located.)

C.4. Period of Performance.

C.4.1. The overall design, solicitation, and construction period of performance is estimated to be 1905 calendar days. However, the A/E may submit alternative schedule for the government’s review and approval. The individual phases of the contract are as follows:

C.4.1.1. The overall design period of performance is 540 calendar days.

However, prior to contract award, the AE may submit an alternative schedule for the government’s review and approval.

C.4.1.2. The overall construction contract solicitation period of performance is 270 days, and it is anticipated that the AE will be retained to perform limited construction contract solicitation services as defined in this scope of work.

C.4.1.3. The overall construction period of performance is anticipated to be 1095 days, and it is anticipated that the AE will be retained to perform Construction Contract Administration Services (CCAS) during this period.

C.4.1.4. The overall post construction warranty period of performance is anticipated to be 365 days, and it is anticipated that the AE will be not be retained to perform post construction warranty services.

C.5. Deliverables.

C.5.1. Except as outlined in the “Modifications to the IHS AE Design Guide” section of this document, the AE shall submit all individual work products or deliverables as described in the AE Design Guide. The AE shall provide a minimum of five (5) sets of submittals to the Indian Health Service (IHS) Contracting Officer Representative (COR) in accordance with the schedule shown in Paragraph C.5. The AE shall distribute copies of the required submittals to the following (see Contact Information section below):

C.5.1.1. Hard copies (See AE Design Guide for submittal details)

C.5.1.1.1. PAO Project Manager – three (3) C.5.1.1.2. WR Project Manager – two (2)

C.5.1.2. Digital Copies (PDF) via digital construction management software

C.5.1.2.1. DES Project Manager C.5.1.2.2. DES Alternate Project Manager (Dallas) C.5.1.2.3. DES Alternate Project Manager (Seattle) C.5.1.2.4. PAO Project Manager C.5.1.2.5. WR Chief Operating Officer C.5.1.2.6. WR Project Manager C.5.1.2.7. WR Facility Manager C.5.1.2.8. Commissioning Authority C.5.1.2.9. Construction Quality Assurance Manager

C.5.2. Digital Copy of 95% Video Presentation

C.5.3. Updated Hazardous Survey Reports for Buildings 200, 217, and 710

C.5.4. Phase I Environmental Site Assessment

C.6. Schedule/Milestones.

C.6.1. The performance schedule shall begin on the date the AE design contract is awarded. The AE shall proceed to the next design milestone upon confirmation by the Indian Health Service’s Contracting Officer Representative (COR) that the previous milestone objective has been met.

C.6.2. Key Project Locations:

C.6.2.1. IHS Phoenix Area Office

C.6.2.1.1. Address: 40 N. Central Ave, STE 720, Phoenix, AZ 85249 C.6.2.1.2. Phone: 602-819-5084.

C.6.2.2. Whiteriver Hospital

C.6.2.2.1. Address: 200W Hospital Dr, Whiteriver, AZ 85941 C.6.2.2.2. Phone: 928-338-4911

C.6.2.3. AE Firm’s Office – TBD

C.6.2.4. Remote Meetings

C.6.2.4.1. Via Skype, Zoom, or similar digital platform

C.6.2.5. Construction Site

C.6.2.5.1. Adjacent to the Whiteriver Hospital

C.6.3. Meeting Locations

C.6.3.1. Pre-Design Owner's Rep Workshop – Whiteriver Hospital

C.6.3.2. Pre-Design Review – AE Firm’s Office and Remote

C.6.3.3. Concepts Work Sessions – Whiteriver Hospital

C.6.3.4. Sustainable Design Charette – Whiteriver Hospital

C.6.3.5. Concepts Design Review – AE Firm’s Office and Remote

C.6.3.6. Schematic Design Work Session – Whiteriver Hospital

C.6.3.7. Schematic Design Review Meeting – AE Firm’s Office and Remote

C.6.3.8. Design Development Work Session – Whiteriver Hospital

C.6.3.9. Design Development Design Review Meeting – IHS Phoenix Area Office and Remote

C.6.3.10. 65% Design Review Meeting – AE Firm’s Office and Remote

C.6.3.11. 95% Design Review Meeting – Whiteriver Hospital and Remote

C.6.3.12. Final CD Design Review Meeting - Remote

C.6.3.13. Pre-Proposal Meeting (Construction) – Whiteriver Hospital

C.6.3.14. Ground Breaking Ceremony – Construction Site

C.6.3.15. Pre-Construction Commissioning Process – Whiteriver Hospital

C.6.3.16. Pre-Construction – Whiteriver Hospital

C.6.3.17. Construction Progress Meetings – Construction Site

C.6.3.18. Commissioning Process Meeting – Construction Site

C.6.3.19. Commissioning Team Meetings – Construction Site and Remote

C.6.3.20. Substantial Completion Inspection – Construction Site

C.6.3.21. Final Inspection – Construction Site

C.6.3.22. Seasonal Commissioning – Construction Site

C.6.3.23. Partnering Sessions – to be determined (TBD)

C.7. Coordinating Instructions.

C.7.1. Value Engineering. The government will engage the services of an independent Value Engineering (VE) firm to conduct a formal value engineering study during the Schematic Design phase. The AE will provide all requisite design documents (drawings and specifications), cost reports and BIM to the independent VE firm. In consultation with the COR, the AE shall incorporate recommendations from the VE into the design. The project COR will provide the contact information for the VE firm during at the schematic design phase.

C.7.2. Commissioning: The AE shall use commissioning (Cx) principles throughout the design of this project. However, the government will engage the service of an independent Commissioning Agent (CxA) to conduct the CxA responsibilities as outlined in the AE Design Guide. The AE shall provide support for all CxA activities per the AE Design Guide.

C.7.3. Construction Quality Assurance Services (CQAS): The Government will engage the services of an independent construction management firm, under a separate contract, to perform Quality Assurance (QA) activities during the design and construction phases of the project. This in no way diminishes the AE’s responsibility in performance of the Construction Contract Administration Services (CCAS) defined in the AE Design Guide and elsewhere in this document. The AE shall work openly with and provide support for all CQAS activities. All communication between the AE and CQAS shall include the COR, and shall include the CO as appropriate.

C.7.4. Site Access. The AE shall coordinate with the Authority Having Jurisdiction (AHJ) and any other governmental entity to ensure road access design meets the standards and will be accepted by the AHJ. All required submittals to the AHJ to meet their requirements will be the responsibility of the AE.

C.7.4.1. All work that affects roadway operation shall be coordinated with the AHJ by the AE during design.

C.7.4.2. AE shall submit design for all permits required by the White Mountain Apache Tribe to accomplish the completion of the project to include Arizona Department of Transportation (ADOT) and/or White Mountain Apache Tribe Department of Transportation (WMAT DOT) for the road access.

C.7.5. The IHS plans to design and construct 125-150 residential quarters units at a separate location under a separate contract. During the pre-design, concepts, and schematic design phase of this separate residential quarters contract, the AE shall make themselves available to meet with the design-build team for the residential quarters project to coordinate the design effort with the design of the hospital.

C.7.6. Fire Protection and Suppression: The White Mountain Apache tribe operates a local fire department. The AE shall meet with and collaborate with the local fire department to ensure the Whiteriver Hospital meets the requirements of the local fire department. If conflicts arise between direction received from the local fire department, and the IHS AHJ, the direction from IHS AHJ shall take precedence.

C.7.7. Cultural Input: Starting at the beginning of the pre-design phase and continuing throughout the design phases the AE shall invite input from the White Mountain Apache Tribe related to cultural and religious design consideration and shall incorporate this input where feasible and appropriate.

C.8. Modifications and Clarifications to the IHS AE Design Guide

C.8.1. Clarification of AE Design Guide paragraph 14.3 – digital construction management software.

C.8.1.1. Paragraph 14.3 beginning with “In order to ensure real-time communication” and ending with “contract documents/details, etc.” is changed as follows:

14.3 Construction Phase Services

When Construction Phase Services are required under the AE contract, the AE shall include provisions in the specifications for appropriate access to the Construction Contractor’s digital construction management software.

C.8.2. Geotechnical Report and Floodplain Analysis

C.8.2.1. The attached Phase I and II Site Selection and Evaluation Reports contain information related to the topics of the Geotechnical Report and Floodplain Analysis. This information can be considered reliable, but does not contain all information that will be necessary to complete the design. The AE shall obtain other necessary information as required.

C.8.3. Demolition of Buildings 200, 217, and 710

C.8.3.1. Validate the previous hazardous material survey reports and identify any additional hazardous materials which may have been previously unreported for the buildings as summarized in the attached Existing Hazardous Survey Reports.

C.8.3.2. Complete original surveys to identify hazardous material within and/or on buildings, including lead-based paint (LBP), asbestos, polychlorinated biphenyls (PCB’s), and mercury-containing products for all buildings.

C.8.3.3. In accordance with the AE Design Guide paragraph 4.3.2, 4.3.4, 4.3.5, 5.5.5, and 11.1.1, the contractor shall provide, with the design submittals, a phased Demolition Plan and Specifications that include the abatement, remediation and appropriate disposal of all hazardous materials associated with these buildings in their entirety.

C.8.3.3.1. The existing hospital will continue to operate during construction, and cannot be demolished until all functions, staff, supplies, and equipment are moved to the new facility. The Demolition Plan must provide sufficient time for the IHS to move operations from the existing building to the new facility.

C.8.3.4. Phase I Environmental Assessment

C.8.3.4.1. The AE shall complete a Phase I Environmental Assessment in accordance with the ASTM E1527 standard, which requires the Phase I Environmental Assessment be performed within 1 year and updated within 180 days of the action (transfer or demolition). The AE shall coordinate this with the Construction Contractor to ensure the construction schedule is not delayed.

C.8.4. Topographic Survey

C.8.4.1. In addition to the information in Box 6a on p55 of the AE Design Guide, the AE shall provide a topographic survey having a contour interval of 2 feet.

C.8.5. Design Charrette’s and User Workshops – The AE Design Guide refers several times to Design Charrette’s, and User Workshops. Sub-paragraphs to this paragraph provide additional guidance on the specifics of these Design Charrette’s and Workshops.

C.8.5.1. The AE is responsible for coordinating the specifics of the agenda with the objective of sharing and obtaining the necessary information to build consensus between designers, users, and the community, to build consensus around the design, and to achieve the requirements of the current stage of design.

C.8.5.2. The agenda shall include large group and small group sessions covering appropriate topics so the time of healthcare providers and leadership is prioritized and optimized.

C.8.5.2.1. Sixty (60)-minute sessions are ideal.

C.8.5.2.2. Two (2)-hour sessions would be the maximum possible, and would only be appropriate for the most complex topics with a limited number of stakeholders.

C.8.5.2.3. Agendas for Design Charrette’s and User Workshops that require attendance by executive leadership and healthcare providers shall be provided 30 days in advance.

C.8.5.3. The AE shall provide information 7 days in advance for participants to prepare to discuss. This information shall include:

C.8.5.3.1. Executive summary of the session topic and items to consider C.8.5.3.2. Decisions to be made C.8.5.3.3. Detailed information related to the topic and items to consider

C.8.5.4. Provide a narrative of the outcome of the charrettes as part of the design manual. Specifically address how items of concern, cultural priorities and community involvement is being integrated into the design.

Maintain a record of user comments from each charrette and provide a written response for each.

C.8.5.5. Conduct design charrettes in accordance with the AE Guide (Section

7.1 and the definition provided on p97.) The format and the structure of these charrettes shall be the responsibility of AE but the following are minimum requirements:

C.8.5.5.1. Educate participants on the purpose, objectives, agenda, participant expectations, and outcome of the meeting.

C.8.5.5.2. Invite and prepare the end users (IHS and Tribal Representatives) to be fully engaged during these sessions.

C.8.5.5.3. Obtain a summary of user concerns through surveys, interviews, Q&A sessions, etc. and identify these at the outset of the charrettes.

C.8.5.5.4. Beginning with a broad discussion with all stakeholders provide the spectrum of issues and design questions to elicit user input. Using this feedback, organize breakout sessions as needed to ensure a correct pairing of stakeholders with topics of greatest concern and expertise.

C.8.5.5.5. At a minimum, address the broader topics of sustainability, biophilic design, codes and standards (CMS, and Joint Commission certification), patient and staff flow, departmental adjacencies, equipment, Information Technology, security and occupational health.

C.8.5.5.6. For each topic of focus, provide breakout sessions and facilitate focused discussions as necessary to obtain a greater understanding of the needs of the stakeholders.

C.8.5.6. Pre-Design Workshop

C.8.5.6.1. Conduct an integrated design workshop in accordance with AE Guide 6.1.2. Key stakeholders for AE, IHS, and local tribal representatives shall be invited to participate. The following topics are to be discussed:

C.8.5.6.2. Program Verification: In addition to the requirements of AE Guide 6.1.1, the AE, or their medical planning sub-consultant, shall verify the Space Program in departmental meetings/sessions. This is to confirm spaces and to make any critical space program updates. The objective of this meeting is to adjust spaces that may be required due to changes in operations/staffing/accreditation/etc., or to identify updated key requirements of certain spaces (# of negative air spaces, # negative air ante-rooms needed, security, etc.), or further define design requirements of certain spaces within the approved total BGSF. This is an opportunity to make final adjustments comprehensively to the Space Program and to lock-down the Space Program with the owner including the Phoenix Area, WRSU, and IHS HQ, and to eliminate “space horse-trading” and discussions about changes which interrupt the flow of the Schematic Design phase.

C.8.5.6.3. Architecture Building Design and Life Safety C.8.5.6.4. Mechanical/Energy Engineering

C.8.5.6.5. Performance Testing C.8.5.6.6. Green Building/Sustainable Design (including materials having reduced negative effect on human health)

C.8.5.6.7. Biophilic Design:

C.8.5.6.7.1. Hold one (1) Biophilic exploration exercise to align project stakeholders around Biophilic Design goals and outcomes, and for participants to feel personally invested in connecting the building and occupants to nature.

C.8.5.6.7.2. Invite a broad spectrum of participants that will add important perspectives and innovative thinking to approach solutions using Evidence-Based Design practices to achieve healthy outcomes. This includes gaining a deeper understanding of site context, including the history, culture, ecology, and climate of the site.

C.8.5.6.7.3. Structure the exercises to take the group from thinking big-picture about Biophilic Design to narrowing down and focusing on strategies for integrating them into the project.

C.8.5.6.7.4. Conduct additional user workshops as necessary for all other design related issues to further develop the Design Criteria Package.

C.8.5.6.7.5. Document the exploration with good records of the attendees, agenda, discussions, inputs, and outcomes. The outcomes will become the BD framework. Notes and photographs of the inputs and decisions can be helpful for the development of the framework and BD plan, or if questions arise during the implementation of BD elements.

C.8.5.6.8. Evidence-Based Design C.8.5.6.8.1. EBD shall be utilized towards the stated goals of design and constructing the facility to contribute to positive health care outcomes, patient experience of care, and provider/staff satisfaction and performance.

C.8.5.6.9. FGI Safety Risk Assessment (SRA), including Infection Control Risk Assessment (ICRA), Patient Handling and Movement Assessment (PHAMA), Fall Prevention Assessment, Medication Safety Assessment, Behavioral and Mental Health Risk Assessment, Ligature Risk Assessment, and Security Risk Assessment.

C.8.5.6.10. Civil Engineering/Landscape Architecture C.8.5.6.11. Electrical Engineering and Telecommunications

Requirements C.8.5.6.12. Schedule of design submittals, submission of comments by users and review meetings.

C.8.5.7. Concepts Design Charrette

C.8.5.7.1. Perform per the AE Design Guide

C.8.5.8. Schematic Design Charrette

C.8.5.8.1. Conduct an integrated design workshop in accordance with AE Guide 6.1.2. This shall be conducted in person at Whiteriver with key stakeholders for AE, IHS, and local tribal representatives. AE shall also host this workshop on a streaming platform capable of permitting remote attendees.

C.8.5.8.2. Cultural Input: As part of the Schematic Design Charrette, the AE shall establish a committee of appropriate stakeholders to address appropriate AE design tasks focused on cultural integration.

This committee shall begin at the Schematic Design phase, and continue through Design Development.

C.8.5.8.3. Town Hall: As part of the Schematic Design Charrette trip, the AE shall host a 2-hour Town Hall, evening event with the intent of engaging the White Mountain Apache Tribal Community in the design of the new hospital.

C.8.5.8.3.1. The intent of the Schematic Town Hall is fourfold:

C.8.5.8.3.1.1. To provide the community the opportunity to learn about the new services that will be offered, the location of the new facility, and what they can expect to see going forward.

C.8.5.8.3.1.2. To provide the community members the opportunity to provide input into the design of the new hospital.

C.8.5.8.3.1.3. To provide the community members the opportunity to ask questions about the new facility.

C.8.5.8.3.1.4. To provide community and healthcare leaders the opportunity to engage with community members about the project.

C.8.5.8.3.2. The Government will coordinate with Tribal Leaders and provide the location and time of the Town Hall meeting.

C.8.5.8.3.3. Biophilic Design: Continue to develop criteria for the implementation of Biophilic Design (BD).

C.8.5.9. 95% Construction Documents

C.8.5.9.1. IHS Presentation C.8.5.9.1.1. Conduct a 1-hour (Approximately 30-minutes for presenting, and 30 minutes for Q&A) presentation of the essentially complete design. This shall be conducted in person at Whiteriver with a broad group of stakeholders for AE, IHS, and local tribal representatives. AE shall also host this presentation on a streaming platform capable of permitting at least 200 attendees.

C.8.5.9.1.2. The presentation shall utilize multimedia with 3d renderings of the new facility. This is an opportunity to showcase the AE design efforts and build engagement with the local staff and project team members.

C.8.5.9.1.3. The presentation shall be recorded and made available for viewing on an online platform for 6 months after construction is complete. The recorded presentation must go through am IHS Public Affairs review process before posting publicly.

C.8.5.9.1.3.1. The AE shall provide a link to the video that can be shared widely.

C.8.5.9.1.3.2. A digital copy of the recorded presentation shall be provided to the COR for use by the IHS.

C.8.5.9.1.4. The recorded presentation shall become the property of the government.

C.8.5.9.2. Town Hall: As part of the 95% Design Charrette trip, the AE shall host a 2-hour Town Hall, evening event with the intent of engaging the White Mountain Apache Tribal Community in the design of the new hospital.

C.8.5.9.2.1. The AE has the option to use the multimedia presentation that is used in the IHS presentation at the Town Hall.

C.8.5.9.2.2. The intent of the 95% Design Town Hall is threefold:

C.8.5.9.2.2.1. To provide the community the opportunity to learn about the new services that will be offered, the location of the new facility, and what they can expect to see going forward.

C.8.5.9.2.2.2. To provide the community members the opportunity to ask questions about the new facility.

C.8.5.9.2.2.3. To provide community and healthcare leaders the opportunity to engage with community members about the project.

C.8.5.9.2.3. The Government will coordinate with Tribal Leaders and provide the location and time of the Town Hall meeting.

C.8.6. Partnering Sessions:

C.8.6.1. On a semi-annual basis, from the beginning of design through the end of construction, the AE shall plan and execute a partnering activity with key IHS and Tribal stakeholders, members of the AE team, the construction team, and other consultants involved in the project. The objective of the partnering activity shall be to address specific topics of need such as: communication, process improvement, conflict resolution, etc.

C.8.6.1.1. The AE shall provide a 3rd party facilitator to lead the partnering sessions.

C.8.7. Sustainability:

C.8.7.1. This project shall be designed to obtain as a minimum a LEED Gold Certification from the U.S. Green Building Council. Refer to the AE Design Guide for details.

C.8.7.2. The AE shall follow the Guiding Principles per the AE design guide.

C.8.7.2.1. The Government will follow the Guiding Principles Checklist for New Construction, provided as an attachment, at each design review phase. The AE is not required to complete the checklist for, but the AE shall review the form provided by the reviewer at each design review phase, and incorporate information provided by the Government identified on the checklist into the design.

C.8.7.3. Onsite renewables are required for this project. See the AE guide for onsite renewables requirements.

C.8.8. Evidence Based Design

C.8.8.1. EBD shall be utilized towards the stated goals of design and constructing the facility to contribute to positive health care outcomes, patient experience of care, and provider/staff satisfaction and performance.

C.8.9. Equipment:

C.8.9.1. Beginning with the equipment list provided in the POR, establish a scheme for integrating medical equipment, IT equipment and furniture into the design. Provide a catalogued equipment list using Military Standard 1691, including a JSN for each equipment item (full document can be found here - https://dha.max.gov/milstd1691/#/equipment-database For each medical equipment item, also provide the ECRI Universal Medical Device Nomenclature System (UMDNS) Name, Code, and Definition. This list shall be incorporated into a database, capable of filtering equipment lists according to departments and rooms. Care shall be taken with each design submittal to ensure equipment is in accordance with the Owner’s requirements, and is up to date with the industry standards.

https://dha.max.gov/milstd1691/#/equipment-database https://dha.max.gov/milstd1691/#/equipment-database

C.8.9.2. All equipment listed in the POR is intended for initial cost estimating.

In addition to the requirements of the AE Guide, the AE shall engage necessary equipment planner(s), and IHS stakeholders to select equipment to be included in the design of the hospital. Each piece of equipment shall be located in the floor plans and all required utilities are to be indicated in the construction documents to support the equipment.

The EA shall provide a room-by-room list of medical equipment with quantities and room numbers.

C.8.9.3. During construction the AE, with the appropriate equipment planner(s), shall coordinate with the construction contractor and FFE contractors to ensure the final equipment is purchased and installed, and that equipment has the required utilities and space to function and to be maintained correctly.

C.8.10. Automatic Elevators (If Applicable)

C.8.10.1. Conduct an elevator study to determine required number, size, location/distribution, and speed of elevators. Provide a narrative summarizing the data and recommendations developed from the study.

C.9. Included Attachments. The following attachments are included as part of the contract for required services, deliverables and reference documents.

C.9.1. 2022 AE Design Guide - Link

C.9.2. Program of Requirements (POR) for Whiteriver Hospital (To be provided at time of AE selection)

C.9.3. (2020 Update) 2016 Guiding Principles Checklist for New Construction and Modernization v2.0 (To be provided at time of AE selection)

C.9.4. Designing with Nature (To be provided at time of AE selection)

C.9.5. Existing Hazardous Survey Reports(To be provided at time of AE selection)

C.10. Construction Contract Solicitation Services. (RFP Pre-Bid Clarifications and Amendments)

C.10.1.1. Procedure for issuance of amendments to documents:

C.10.1.1.1. General: Before amendments needed to clarify or supplement documents on which proposals have been invited are issued, they shall be authorized by the Contracting Officer (CO). Amendments which correct obvious errors or discrepancies shall be issued as far in advance of the bid opening dates as circumstances permit. No amendments shall be issued so late as to be received by bidders less than five working days before the opening of bids.

https://www.ihs.gov/sites/des/themes/responsive2017/display_objects/documents/projects/ArchitectEngineerDesignGuide.pdf

C.10.1.1.2. RFI Responses during Bidding Phase: provide responses to RFIs as needed in support of the bidding phase. It is estimated that the construction bidding phase will transpire over a 45-day period.

As such, timely responses to RFIs will be needed. All responses will be routed through the CO for review and processing.

C.11. Construction Contract Administration Services. (Technical Review, Construction Administration and Observation, Special Inspection Reviews, Sustainability Certification, and Project Closeout)

C.11.1. Following award to the Construction contractor, provide technical assistance throughout the construction phase of the construction contract.

C.11.1.1. General: In addition to the requirements in the AE Design Guide, the AE shall perform the following tasks:

C.11.1.1.1. Attend construction progress meetings on a weekly basis (On site once per month).

C.11.1.1.2. Conduct reviews and certify the extent of completion, evaluate the quality of the construction, and endeavor to guard the Owner against deficiencies as they relate to the construction contract. AE is responsible for determining if the work is being performed in accordance with the construction contract, including but not limited to the Owner’s Project Requirements, Basis of Design, and the Commissioning Plan.

C.11.1.1.3. Conduct review meetings to communicate findings; discuss pending change orders, RFIs, and submittals; evaluate pay requests, ascertain overall progress against the schedule; and incorporate participation of all parties as necessary to resolve design issues.

C.11.1.1.4. Submit progress reports to the Contracting Officer’s Representative (COR) within five (5) calendar days of the review meetings. The reports shall include but not be limited to, a summary of the following:

C.11.1.1.4.1. Current status and evaluation of the overall project’s percentage of completion.

C.11.1.1.4.2. Progress milestones achieved during the previous 30-day period, and progress milestones scheduled for the following 30-day period.

C.11.1.1.4.3. List and Status of all RFIs and Submittals.

C.11.1.1.4.4. Summary of change orders including related adjustments to the construction schedule and costs.

C.11.1.1.4.5. Narrative of problems, accomplishments, and recommendations specific to the project at the time of the latest review.

C.11.1.1.4.6. Progress payment recommendations, based on a review of the contractor’s pay request and progress chart.

C.11.1.1.5. Submittal Review: Review construction contractor submittals as coordinated with the Owner and agreed to by AE and the construction contractor.

C.11.1.1.5.1. In no case shall AE’s review of submittals interfere with the construction contractor’s schedule. The timing of these reviews will be agreed upon in advance of the submittal process.

C.11.1.1.6. Special Inspections: The AE shall monitor completion of all special inspections as defined in the Construction Documents. The AE shall ensure the Construction Contractor is identifying, scheduling, conducting, reporting, and correcting all special inspections.

C.11.1.1.7. Requests for Information (RFI) Directed to the Government:

Validate, review and prepare responses to all RFIs directed to the Government, and make timely recommendations for action on RFI items to the COR and the construction contractor (subject to COR approval). Final RFI responses are issued by the COR, not AE or

CQAS

C.11.1.1.7.1. RFI responses shall include narratives, supplemental drawings, and specifications as necessary to provide clarification to the RFP.

C.11.1.1.7.2. Maintain a record of and copies of all RFIs and responses and keep the record up to date and make that record available to the COR for review through the construction contractor’s digital construction management software. If the RFI leads to a change order, that information shall be reflected in the RFI record.

C.11.1.1.7.3. In the event the RFI response does not provide sufficient detail to adequately clarify the RFP, or if completion of the RFI will lead to additional work outside the scope of the construction contract, provide all required information for the construction contractor to complete the work, along with a cost estimate and schedule impact to the COR.

C.11.1.1.8. Change Order Proposals: Assist the CO and COR in managing the change process.

C.11.2. Post-Construction and Warranty Phase Services.

C.11.2.1. Perform in accordance with the AE Design Guide.

C.12. Contact Information - TBD

C.13. Commissioning Authority C.13.1. The CxA will be identified prior to the schematic design phase, and details will be provided at that time.

C.14. Construction Quality Assurance Manager (CQAM)

C.15. The CQAM will be identified prior to the pre-design phase, and details will be provided at that time.