S02 - Attachment 1 - AE SOW Hybrid ORs - Final.pdf

Ralph H. Johnson VA Medical Center

AE SCOPE OF WORK

Expanding for Hybrid ORs

Project # 534-334

Scott R. Isaacks, FACHE Medical Center Director (00)

Ronnie Smith, MSHA, MBA Christopher D. Blasy, MD Associate Director (001) Chief of Staff (11)

Letha C. Rogers, MSN, RN Olivia Freda Associate Director Patient Services (002) Assistant Director (003)

-- Summary of Services --

PROVIDE: professional Architect/Engineer (AE) and healthcare planning services specific to ORs and hybrid ORs that implement VA design guide requirements. The project will expand the OR’s for needed OR and hybrid OR capabilities. The project will demo and rebuild existing adjacent “E” building into OR space. Area “E” of Bldg. 1 is modular and has identified seismic and accessibility issues. Services shall include, but are not limited to:

• Part Ia – Preparation of Existing Conditions and Conceptual Design – Investigative Services: Preparation of existing conditions plan and conceptual design which includes site investigation for structural, architectural, interior design, equipment/furnishings, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices, environmental hazards, such as suspect lead-containing materials, suspect ACM and other hazardous materials.

Perform project site investigation in accordance with the ‘Site Investigations’ section of this scope of work. Perform a Pre-TAB of existing HVAC systems in accordance with VA Master Specification 23 05 93 as part of the mechanical site investigation to determine existing conditions.

Perform load-testing (30 days) and coordination studies in accordance with VA Master Specification 26 05 73 as part of the electrical site investigation to determine existing conditions.

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

• Part II - Construction Period Services: Review and provide concise recommendations on all submittals, shop drawings, product data, samples, RFI’s, change order proposals, etc. in accordance with ‘Construction Period Services’ section of this statement of work. Services shall include: a contract for qualified third-party asbestos monitoring that would be performed during construction by a SC DHEC Certified Asbestos Air Sampler. Services shall include providing record drawings based on finalized contractor red-line as-builts. Services shall include providing Commissioning for HVAC systems in lieu of a VA hired 3rd party agent.

• Part III - Site Visits: Visit the site at the request of the VA in accordance with section ‘Site Visits’ in this scope of work. A total of sixty-five (65) site visits during construction shall be included. Each site visit shall be documented through a field report denoting the purpose and results of the site visit.

https://www.cfm.va.gov/TIL/spec/230593.docx https://www.cfm.va.gov/TIL/spec/260573.docx

Acronym Definitions:

AE – Architect/Engineer or Designer of Record.

ACM – Asbestos Containing Material.

CIH – Certified Industrial Hygienist.

CO – Contracting Officer.

COR – Contracting Officer’s Representative.

FPE – Fire Protection Engineer.

IPT – Integrated Project Team.

PCRA – Pre-Construction Risk Assessment.

NCRP – National Council on Radiation Protection & Measurements.

NFPA – National Fire Protection Association.

NHPP – National Health Physics Program.

NRC – Nuclear Regulatory Commission.

NTP – Notice to Proceed (official start date of the contractual period of performance).

RFI – Request for Information.

SC DHEC – South Carolina Department of Health and Environmental Control.

SEPS – Space and Equipment Planning System.

TIL – Technical Information Library, http://www.cfm.va.gov/til/index.asp.

VA – Veterans Affairs; typically refers to the Ralph H. Johnson main facility or the Contracting Officer’s Representative.

VAMC – Veterans Affairs Medical Center; typically refers to the Ralph H. Johnson main facility.

VPIH/CIH – VA Professional Industrial Hygienist/Certified Industrial Hygienist, per VA TIL Master Specifications.

http://www.cfm.va.gov/til/index.asp

-- Project Scope --

GENERAL REQUIREMENTS:

AE is responsible for providing all professional services necessary for design of this project

– i.e. fully registered: structural, architectural, interior design, equipment/furnishings, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices, environmental hazards, such as suspect lead-containing materials, suspect ACM and other hazardous materials.

AE is responsible for performing a Pre-TAB of existing impacted HVAC systems in accordance with VA Master Specification 23 05 93.

Perform load-testing (30 days) and coordination studies in accordance with VA Master Specification 26 05 73 as part of the electrical site investigation to determine existing conditions.

AE shall review SEPS provided and needs identified by the IPT for the area under consideration for design and provide recommendations. Refer to Attachment G for SEPS plan. A minimum of three options that address the identified needs shall be presented to the VA for review. In addition, 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 AE shall meet with the VAMC’s 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 VA constraints will exist that will influence the Contractor's approach to the construction project. The AE shall be responsible for documenting the phasing requirements.

The AE shall provide an evaluation, cost estimate, and conceptual sketches to determine the feasibility of completing the project within project budget for each of the three options submitted. 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 AE shall function to assist and to employ a qualified commissioning agent who shall be selected based on all necessary commissioning actions. The AE shall provide testing, inspection, and reporting services during construction in conjunction with the commissioning.

Design will have modern finishes selected in coordination with infection control and the IPT.

Finishes shall incorporate recycled materials. AE shall provide finish boards at the 15%, 35%, and 65% submissions with samples, manufacturer names, series, colors, etc. for easy clarification. Project design will include VA specifications that require contractor to recycle demolished materials, 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.

At the 65% design submission, the AE shall collaborate with the IPT to provide the completed Pre-Construction Risk Assessment (PCRA) for incorporation into the project design.

https://www.cfm.va.gov/TIL/spec/230593.docx

At the 95% design submission phase provide two (2) mounted project renderings (to inform the public of the project intent to include graphic layouts) ANSI C-sized color renderings and fact sheets in addition to the regular design package requirements.

At the 95% design submission, the AE shall finalize construction plan showing temporary conditions for construction, per phase, to ensure general conditions and PCRA requirements are designed, identified and specified including:

• Infection Control Risk Assessment (ICRA) classification sheet on construction plan, denoting:

o requirements for how negative the space must be maintained (in inches of water) o requirements for negative air monitoring, alarming, and anteroom (as applicable).

o negative air achievement during construction by capping all HVAC ducts in the area o requirement for all persons to wear masks, perform social distancing, and present evidence of daily screening for COVID-19 per the CDC guidelines.

• 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). Refer to Existing Statement of Conditions Drawings to be provided in the Attachment H.

• 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.

• Identify requirements for all fire protection systems during construction:

o will sprinklers, smoke detectors, pull stations, etc. remain active? will a fire watch required?

o will a heat detection system be installed due to a compromised fire protection system?

o will construction barriers re-route egress or necessitate egress signage change outside of the construction space?

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

• Identify temporary utilities for contractors use as necessary

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

• Denote legionella water 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.)

• 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.

The following items shall be addressed with the design:

• Patient privacy criteria are met (i.e. computerized information, patient privacy, HIPPA).

• Fully sprinklered and fire protection systems integrated into existing systems.

• Integrated Nurse Call/Cable TV/Patient Education to each patient location. Nurse Call system to be specialized to meet the requirements of the unique patient population and integrated into existing system.

• HVAC integrated with Johnson Control DDC system; each room to have separate controls.

• All rooms shall be ABAAS compliant and meet VA Guidelines for Accessibility.

• Structural Shielding Design Reports and Certifications shall be completed by qualified individuals registered with the DHEC 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.

• 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.

• 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.

• Complete a structural 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.

• Patient and Hospital Wi-Fi in all areas integrated with existing systems.

• Providing SC DHEC 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 statement of work. Survey investigations, sampling and reporting shall meet the requirements of SC DHEC regulations.

• Minimize impacts to continuity of care at all times. Phase construction as required to minimize impacts to continuity of care as the work is being completed. Make recommendations for temporary exterior space, if interior phasing or swing space is unavailable.

AE shall retain the services of a registered FPE to design and review the entire project for code compliance. Guidance on FPE Consultant Services can be found at the following links:

• http://www.cfm.va.gov/til/ae/fp_engr.doc

• http://www.cfm.va.gov/til/aeDesSubReq.asp At the 95% design submission phase, the VA 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 AE shall incorporate all comments into the design prior to finalizing the design.

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

SPECIFICS:

Provide professional engineering services for the design and construction administration to heavily renovate existing OR support area (5,882 SQFT) and build a new contiguous OR http://www.cfm.va.gov/til/ae/fp_engr.doc http://www.cfm.va.gov/til/aeDesSubReq.asp https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331 and two hybrid ORs with sterile core circulation and adjacencies (11,386 SQFT). In all spaces incorporate all requirements of VA design guides. An outline of areas to be demolished for new and area to be renovated is included as an attachment. See Attachment I for Project Area Outline.

Provision of A/E services shall include, as essential, an experienced Structural Engineer (SE, not PE only) with knowledge/experience specific to seismic design of “essential/critical” buildings in seismic zones equivalent to or greater than that of Charleston, SC. Engineering design includes structural retrofits incorporating existing building’s (i.e. Building 1) structure to allow for vertical expansion of a new second floor within the footprint available upon demolition of existing structures (i.e. Area “E Bldg.” and Covered Walkway). Detailed studies will be necessary to validate vertical/horizontal seismic restraints. See Attachment J for 2020 Seismic Study and Investigation.

New construction shall provide contiguous second floor building space seamlessly matching the elevation of the existing ORs to increase the OR operational functions and provide Hybrid OR capabilities. Demolition for new space includes the existing “E” building (5,504 SQFT) and the open-air access walk (2,524 SQFT). Renovation to the existing OR space (5,882 SQFT) shall improve functionality and efficiencies of clean core circulation and space requirements of OR suite and new hybrids.

Utility design and infrastructure, both new and modified, shall support the most current technologies for uninterrupted service throughout construction. Utilities that are in the “E” building area that service other areas on the same level or below must be rerouted or replaced to continue services prior to demolition or new construction.

Life Safety emergency egress design is a design factor during all construction phases; final solution shall incorporate considerations for a future path of horizontal/vertical egress and access to the parking garage deck via pedestrian bridge.

The construction of new area and the renovation area will include new air handling unit(s) with some added capacity and necessary ductwork to maintain existing OR services during phased construction/renovations. Although one air handling unit may be able to serve the entire footprint of the project, it may not be the correct approach.

Provide a detailed estimate to include break down by CSI construction codes with labor, material, and equipment costs not to exceed the VAAR Construction magnitude of $10,000,000.00 to $20,000,000.00.

-- Site Investigations --

EXPECTATION: AE will make site visits as necessary to survey and document existing conditions.

The AE shall make no less than10 site visits, or greater as required, to determine all existing as-built conditions affecting this project. Note: Information, including drawings and other documentation, provided to the AE shall be used as reference only. The AE is responsible for verifying existing site conditions. All additional references and specifications are available in this document or the TIL. Coordinate visits with the COR as assigned at the Notice of Award. The AE shall arrange for and oversee the performance of such investigations necessary for the proper design of the project. Background drawings, if available, shall be provided by the VA upon request and shall be used as reference only.

The AE shall field verify every aspect that relates to the project.

Perform a Pre-TAB of existing impacted HVAC systems in accordance with VA Master Specification 23 05 93.

Perform load-testing (30 days) and coordination studies in accordance with VA Master Specification 26 05 73 as part of the electrical site investigation to determine existing conditions.

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.

It is the expectation of the VA that the AE shall complete all necessary site investigations and tests prior to the 35% Design Development submission.

-- Design Package Submission Schedule --

EXPECTATION: Submit review package so they are received on the noted day.

Calendar Days after Notice of Award:

Initial Integrated Project Team (IPT) meeting (on-site) on or before 14 days Schematic Design/15% design (3 options) on or before 77 days Design Charrettes/ IPT Review (on-site) on or before 98 days Design Development/35% design on or before 147 days Design Charrettes / IPT Review (on-site) on or before 168 days Design Development/65% design on or before 210 days Design Charrettes / IPT Review (on-site) on or before 231 days Construction Documents/95% design on or before 266 days Design Charrettes / IPT Review (on-site) on or before 287 days Construction Documents/100% design on or before 315 days Design Charrettes / IPT Review (on-site) on or before 336 days

FINAL Construction Bid Documents on or before 350 days

Note: The issuance of the Notice of Award will be done in writing. The introduction of the AE to the IPT will take place on-site within 14 days of the Notice of Award. The IPT shall consist of members of the impacted clinical and administrative services, engineering (safety, biomed and M&O), IT and any other members of the VA or outside entities who have vested interests in the design, compliance, and accreditation for the VAMC. The period between the Notice of Award and the initial IPT meeting shall be used for the AE to gather data/information to be well prepared to discuss their design intent and to ensure project requirements/restraints are understood to make a highly productive meeting at the initial IPT meeting. This time shall also be used to gather as-builts and begin investigative services.

The AE 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. The AE 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. The meeting minutes will be submitted to all attendees for review prior to being published as final. There will be a five (5) day 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 VA COR and the CO constitutes official acceptance to proceed to the next submittal phase.

Each on-site IPT Review shall consist of the AE 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. There should also be breakout sessions with each IPT member to ensure their specific concerns are identified and addressed.

The VA shall determine “minimum acceptability” of each submission within five (5) business days of submission by the AE. If the VA finds the design submission to be unacceptable, the AE shall resubmit the submission. VA review time (14 days) shall not be impacted and shall remain the same number of allotted days, including five (5) business days for the VA to determine acceptability of the design submission. The AE 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/not minimally acceptable/ unacceptable submission is defined as: a submission lacking any piece of information outlined in Attachments A – F of this SOW, incompleteness of any piece of information in Attachments A – F of this SOW, or failure of the submission to include a required item as outlined by PG-18-15.

All documents submitted shall comply with the VA Building Information Model Standards.

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

-- Design Requirements/Submissions --

EXPECTATIONS: Submit the complete design review package in accordance with the following requirements and guidelines outlined in PG-18-15. Pay specific attention to the schematic, design and construction submission requirements. As appropriate, depending upon the complexity of the design, the AE may elect to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects). The AE shall document these deletions as a part of the appropriate submission package.

Deliver all design packages (addressed as follows (ATTN: 138-Engineering Service-‘Name of COR)) directly to the COR on the established dates to allow the VA IPT to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information required for each submittal as outlined in PG-18-15, and as outlined in Attachments A thru F. The AE shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

All designs shall be accomplished in accordance with VA guidelines and specifications, which are available at http://www.cfm.va.gov/til/. As a minimum, the design shall comply with the applicable sections from the following VA standards and guidelines found at the web site above:

• 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 Barrier Free Design Guide

• PG-18-15 Minimum Requirements for AE Submissions

• PG-18-17 Environmental Planning Guide

• SC DHEC – South Carolina DHEC environmental regulations

• Special Design Requirements (includes asbestos, commissioning, fire/life safety and physical security)

• Sustainable Design Requirements

• Cost Estimating Requirements

• AE Design Alerts

• Design shall comply with 2013 ASHRAE 90.1 Standards, as well as:

VA Directive 0055 VA Energy and Water Management Program http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=774&FType=2

VA Directive 0056 VA Sustainable Buildings Program http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=639&FType=2 https://www.cfm.va.gov/til/ae/aesubmin.doc https://www.cfm.va.gov/til/ae/aesubmin.doc 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 http://www.cfm.va.gov/til/accessibility.asp http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf https://www.scdhec.gov/ 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/alertDesign.asp http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=774&FType=2

VA Handbook 0056 VA Sustainable Buildings Program http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=640&FType=2

VA Directive 0065 Climate Change Adaptation Planning www.va.gov/vapubs/viewpublication.asp?pub_id=619&ftype=2

VA Directive 0066 VA Sustainable Locations Program http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=620&FType=2

VA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems www.va.gov/vhapublications/viewpublication.asp?pub_id=3033

VA Directive 1116 Sterile Processing Services www.va.gov/vhapublications/viewpublication.asp?pub_id=3186

VHA Directive 1129 Radiation Protection for Machine Sources of Ionizing Radiation www.va.gov/vhapublications/viewpublication.asp?pub_id=3081

VHA Handbook 1330.01 Health Care Services for Woman Veterans www.va.gov/vhapublications/viewpublication.asp?pub_id=5332

VA Directive 7545 Cultural Resource Management www.va.gov/vapubs/viewpublication.asp?pub_id=584&ftype=2

VA Handbook 7545 Cultural Resource Management Procedures.

www.va.gov/vapubs/viewpublication.asp?pub_id=583&ftype=2

COST ESTIMATING:

Philosophy - Cost management is the task – the cost estimate is the tool. The AE shall manage the execution of the project within the VA programmed construction budget. The VA programmed construction budget shall not be made known until after design award.

The entire AE design team shall take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding. The cost estimator’s role must be viewed as a critical element of project cost management. Rather than limiting responsibilities to simply reporting costs, the estimator must be an integral part of the design team, continually interacting and providing input to design decisions at every stage of development.

Objective - Cost estimates for the base bid shall be within -5% of the VA programmed construction budget. If the cost estimate is outside of -5% of the construction budget, the AE is responsible for notifying the VA of potential budget issues, providing non-scope impacting recommendations to get the estimate within -5% of budgeted construction cost, and providing design documents that correspond accordingly. Design submissions with cost estimates outside of the -5% window are grounds for rejecting a design submission.

http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=640&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=620&FType=2 http://www.va.gov/vhapublications/viewpublication.asp?pub_id=3033 http://www.va.gov/vhapublications/viewpublication.asp?pub_id=3081 http://www.va.gov/vapubs/viewpublication.asp?pub_id=584&ftype=2 http://www.va.gov/vapubs/viewpublication.asp?pub_id=583&ftype=2

The final construction document submission estimate shall not be greater than the VA programmed construction budget and not less than -5% of the VA programed construction budget.

Recapitulation - Provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, demolition, 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 (deductive alternates).

Detail - The level of detail 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 atmosphere, and any other such items.

Timing of Submission - Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other design submissions. The AE 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.

DEDUCTIVE ALTERNATES AND EQUIPMENT/SYSTEM DECISION TREE:

The AE shall provide a design identifying a minimum of 10% of the construction budget as deductive alternates. Each alternate shall be progressively deductive in nature and shall be non-scope impacting. The VA and AE shall work collaboratively to ensure project remains viable for medical center operations within the allotted budget. The VA has the final determination on the AE recommended deductive alternates. Items removed as deductive alternates shall be evaluated to determine impacts to the remainder of the design. Certain deductive alternates 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 deductive alternates. Items identified as ‘yes’ in question 2, 3, or 4 of the decision tree below shall not be removed as deductive alternates 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.

Decision Tree, per Capital Asset Management Guidebook

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 not 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, Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? 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.

*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.

Other Non-IT equipment includes physical access control systems, data closet racks, Wi-Fi (both patient and medical, excepting access points), testing/monitoring equipment, appropriately sized uninterrupted power supply (UPS), testing and punch down of cabling, etc.

-- Construction Period Services --

Expectations: Respond to submittals and other requests in a timely manner.

The AE shall provide the following services:

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

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

• Review all submissions and provide concise direction to the VA. Provide direction within 5 business days upon request for shop drawings, product data, installation instructions, samples, etc. Provide direction within 10 business days for RFI’s and change order proposals. Changes to contract documents based on errors and omissions in design will be at no cost to the VA to include cost estimates for the change. The CO shall make the final determination on what is or is not an error or omission.

• Provide a CIH to function as the VPIH/CIH to monitor during construction period services in accordance with VA Master Specification 02 82 13.

https://www.cfm.va.gov/TIL/spec/02821313.docx Services shall include third party asbestos monitoring that will be performed during construction by a SC DHEC Certified Asbestos Air Sampler.

• Provide Commissioning for all affected systems (in lieu of VA procured 3rd party).

• Prepare record drawings based on contractor red-line as-built drawings with correspondence performed during construction. The AE shall provide a set of updated drawings and specifications on a CD, to the COR within 20 business days of construction contract completion or receipt of the contractor’s red-line submission.

• The AE fee shall include all costs for printing and miscellaneous reimbursable costs.

• 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 (i.e. if the construction is 20% complete, construction period services shall be billed at 20% complete).

https://www.cfm.va.gov/TIL/spec/02821313.docx

-- Site Visits --

The AE shall:

• 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. VA may request a series of quality assurance (QA) visits to report on the quality of construction work in progress and need not wait on or postpone until a formal milestone inspection indicated on the construction schedule. Visits made based on errors and omissions or corrections to design will be at no cost to the VA.

• Participate in partial/final acceptance inspections (in-wall, above ceiling, and final) 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 punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.).

• During construction, allow for a minimum of 65 site visits as directed and scheduled by the COR.

Schematic Design Submission Requirements (SD–15%)

Deliver the following (labeled with Schematic Design) and include this attachment as a checklist with your submission:

❑ 3 copies evaluation narrative addressing items listed in the design requirements and any additional AE recommendations for each of the three proposed layouts.

❑ 3 half size sets of architectural floor layouts for each of the three proposed layouts being considered based on space required and VA space criteria. 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.

❑ 2 copies of documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design ❑ Investigative services/reports include structural, architectural, interior design, equipment/furnishings, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices, radiological shielding, environmental hazards, such as suspect lead-containing materials, suspect ACM, other hazardous materials.

❑ 1 copy of the preliminary cost estimate for each option being considered.

❑ 1 CD containing

❑ All drawings in AutoCAD 2018 and pdf format ❑ Narrative report in pdf format ❑ Electronic copy of preliminary cost estimate ❑ PG-18-15, Volume C checklists, completed and signed ❑ 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

***Achieve a consensus on design approach before proceeding to 35% design***

Design Development Submission Requirements (DD1-35%)

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

❑ 3 copies of a narrative report forwarding the design developed 15% submission addressing items listed in the design requirements and any additional AE recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

❑ 3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2018 software.

❑ 2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

❑ 2 copies of custom edited 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 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east, west and center, include an inventory of materials/manufacturers recommended for use for approval and prepared for order by the IPT. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name, and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

❑ 2 Copies of completed Pre-TAB of existing impacted HVAC systems.

❑ 2 Copies of completed load-testing and coordination tests/studies.

❑ 1 CD containing

❑ All drawings in AutoCAD 2018 and pdf format ❑ All specifications in Microsoft Word and pdf format ❑ Narrative report in pdf format ❑ Cost estimate in pdf format ❑ PG-18-15, Volume C checklists, completed and signed ❑ 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.

http://www.cfm.va.gov/cost/index.asp

Design Development Submission Requirements (DD2–65%)

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

❑ 3 copies of a narrative report forwarding the design developed 65% submission addressing items listed in the design requirements and any additional AE recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

❑ 3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2018 software.

❑ 2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

❑ 2 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all 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 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the IPT. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

❑ 1 CD containing ❑ All drawings in AutoCAD 2018 and pdf format ❑ All specifications in Microsoft Word and pdf format ❑ Narrative report in pdf format ❑ Cost estimate in pdf format ❑ PG-18-15, Volume C checklists, completed and signed ❑ 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.

Construction Document Submission Requirements (CD1–95%)

Deliver the following (labeled with 95% submission) and include this attachment as a checklist with your submission:

❑ 3 copies of a narrative report forwarding the design developed 65% submission addressing items listed in the design requirements and any additional AE recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

❑ 3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2018 software.

❑ 2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

❑ 2 copies of custom edited 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 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the IPT. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

❑ 2 framed project renderings to inform the public of the project intent to include drawings, color renderings, and fact sheets.

❑ 1 copy of construction plan showing temporary conditions for construction, per phase, to ensure general conditions, construction safety requirements are designed, identified, and specified

❑ 1 CD containing ❑ All drawings in AutoCAD 2018 and pdf format ❑ All specifications in Microsoft Word and pdf format ❑ Narrative report in pdf format ❑ Cost estimate in pdf format ❑ PG-18-15, Volume C checklists, completed and signed ❑ Design review checklists completed and signed.

❑ Checklist of all contractor-required construction submittals, certifications, tests, Construction Document Submission Requirement (CD2–100%)

Expectation: Submit complete bid documents for final review prior to solicitation

Deliver the following (labeled with 100% submission) and include this attachment as a checklist with your submission:

❑ 3 copies of a narrative report forwarding the design developed 95% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

❑ 3 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2018 software.

❑ 2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

❑ 2 copies of custom edited 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 AutoCAD 2018 and pdf format ❑ All specifications in Microsoft Word and pdf format ❑ Narrative report in pdf format ❑ Cost estimate in pdf format ❑ PG-18-15, Volume C checklists, completed and signed ❑ Design review checklists completed and signed.

❑ Checklist of all contractor-required construction submittals, certifications, tests, Construction Bid Document Submission Requirements

Expectation: Continue to submit until all changes are incorporated by the AE for final signature prior to solicitation. Upon approval, duplicate copies as required.

Continue to update and submit until approved. Final design documents shall be sealed and signed by the design professional responsible/liable for the design represented in the respective document. The seal and signature shall conform to laws and requirements for the application of seals and signatures for professionals in the state or region in which the person taking liability for the work is registered.

❑ 1 full size set of all drawings required by project, produced on AutoCAD software for final markup of any changes prior to signature.

❑ 1 copy (bound) of project specifications produced on Microsoft Word software.

❑ 1 CD containing

❑ All drawings in AutoCAD 2018 and pdf format ❑ All specifications in Microsoft Word and pdf format ❑ Narrative report in pdf format ❑ Cost estimate in pdf format ❑ PG-18-15, Volume C checklists, completed and signed ❑ 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.

❑ Upon final signature approval, provide ❑ 1 full size set of final Contract Drawings (complete with VA signed Cover

Sheet).