S02 - Attachment 1 - Final SOW AE Replace Electrical Main Feeders and Switchgear.pdf

603-23-102 Replace Electrical Main Feeders and Switchgear September 26, 2022

A/E Statement of Work

Architect/Engineer (A-E) Statement of Work 603-23-102 Replace Electrical Main Feeders and Switchgear

Department of Veterans Affairs Medical Center Louisville, Kentucky

This Statement of Work supplements Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program Medical Center Projects.

https://www.cfm.va.gov/til/aeDesSubReq.asp

PART 1 – PROJECT DESCRIPTION

This project will perform repairs to the main feed and switchgear to mitigate risk associated with these systems. The repairs are meant to bridge the gap between the current state at the Zorn Avenue campus and the replacement Medical Center currently under construction. The main feed is listed as the number 1 deficiency in the VAMC's FCA report. The project will address the metering pole structure and steel H frame. The project also will strategically address powerhouse main-tie-main, associated feeder breakers, all metering, and protective relaying.

The advanced electrical metering for the 13.8kv system and the advanced water metering system (main campus water feeds) are tied to the campus monitoring system via radio.

The intent of this SOW is for the A-E to thoroughly analyze the deficiencies associated with the VAMC’s primary switchgear and primary service electrical systems, develop and analyze repair and sustainment options, and provide design and construction period services for the project.

The A-E will be expected to provide cost-benefit analysis recommendations to the VA as part of the Schematic Design phase. Options considered should range from repair of existing systems to complete replacement. Once the options are chosen by the VA, the A-E will move on to subsequent design phases. The project is meant to stay within the budgeted amount while limiting, to the extent possible, disruption to Medical Center operations. The Facility Condition Assessment deficiencies targeted for mitigation by this project are listed in the table below with information from the assessment.

FCA Deficiencies Targeted for this Project (Building: Site, System: Electrical)

FCA

Record

Subsystem

Condition Rating

Description

50641 Primary Service D The existing two (2) overhead 13.8kV utility feeders are from Louisville Gas & Electric (LG&E). One service is fed from LG&E's Clifton line. The other one is fed from the Hillcrest line.

Normal operation is with the tie open. Even though the power source is reliable, the overhead primary metering pole structure and steel H frame are in poor condition. This set up needs to be replaced.

50642 Primary Switchgear D Existing GE powerhouse 13.8kV walk-in powerhouse, including the double ended main-tie-main with 7 feeder breakers, is in poor condition. GE Magna Blast type AM breakers are obsolete. No spaces or spares in switchgear.

https://www.cfm.va.gov/til/aeDesSubReq.asp

Replace 1200A 13.8kV double ended main-tie-main powerhouse and feeder breakers.

The A-E should utilize past switchgear maintenance records, the analysis of the current gear maintenance contractor (The Panacea Group), the expertise of 13.8kv switchgear refurbishing companies, Louisville Gas & Electric, and their own analysis of the 13.8kv system. Project design shall clearly show work required, phasing of work required, and instructions to construction contractor regarding how to accomplish the necessary renovations in a 24/7 medical environment taking into consideration demolition, dust control, infection control, and specialized facility requirements as discussed with VA staff. Also included will be limitations, e.g. work required to be completed outside of standard administrative hours, work limited to periods shorter than a single shift, etc., for specific locations in the project. Bid deductions will be built into the scope of work of the project to allow for flexibility in construction award.

Points of Contact:

Louisville Gas & Electric – Joe Pierce, joseph.pierce@lge-ku.com

Work shall be in accordance with VA design guides and manuals.

https://www.cfm.va.gov/til/dGuide.asp and https://www.cfm.va.gov/til/dManual.asp.

The A-E shall apprise VA at first knowledge if estimated cost for construction work exceeds construction budget target of $1.5 Million. Following is the submission and completion schedule for this project. All days are in calendar days.

SUBMISSION AND COMPLETION SCHEDULE

ITEM DATE

A/E Notice to Proceed (NTP) ................................................................... To Be Determined Schematic Design (SD) Submission ............................................................. NTP + 60 days VA Review of SD Submittal ............................................................................ NTP + 70 days Design Development (DD) Submission ...................................................... NTP + 100 days VA Review of DD Submittal .......................................................................... NTP + 110 days Construction Documents (CD) Submission ............................................... NTP + 140 days VA Review of CD Submittal .......................................................................... NTP + 150 days Construction Bid Documents Submission ................................................. NTP + 170 days Estimated Construction Bid Opening Date ........................................... To Be Determined Estimated Construction Completion ..................... Construction Bid Opening + 250 days

PART 2 – DESIGN PERIOD

1. GENERAL

The A-E shall provide design period services to include drawings and specifications reflecting specific tasks identified in this statement of work document and as identified during project discussion meetings. A-E shall provide competent design period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines including but not limited to: life safety and other building/utility systems as required for the project.

https://www.cfm.va.gov/til/dGuide.asp https://www.cfm.va.gov/til/dManual.asp

The A-E shall develop plans and system schematics for actual in-place components from VA-provided drawings and from field verification on site. Verify existing conditions affecting design.

Information provided by VA on record drawings shall be verified for critical dimensions and critical components that may affect the design. A-E shall consider adjacent systems and components (architectural as well as utility systems) so as to avoid unforeseen site condition change orders to the construction contract. The A-E shall verify necessary building architectural and utility system components to provide for a full and complete design of replacement architectural elements and utility system components.

During the course of the project the A-E shall be required to attend project meetings. The A-E shall record meeting minutes and furnish meeting minutes and sketches as required to reach concurrence and approval by the design team members. Minutes shall be forwarded to all attendees within 36 hours of the meeting for review and comment. The A-E shall incorporate appropriate comments, finalize the meeting minutes and send out the final meeting minutes within one week of the meeting.

VA is contracting design period services to include Schematic Design (SD) Development, Design Development (DD), Construction Documents (CD), and Bid Documents. All submissions and related work for each design phase shall conform to the requirements in this document and Program Guide (PG)-18-15, Volume C A-E Submission Instructions as modified in this document. See the Access to VA Standards section of Part 3 for webpage to obtain PG-18-15.

2. SCHEMATIC DESIGN (SD)

Schematic Design reflects the basic work required to define the design scope of the project;

includes options and what-if scenarios to allow VA to consider potential options for final design;

and ensures arrangement of space complements the design scope as opposed to contradicting the design scope.

Schematic Designs vary to meet the specific design scope of the project. For instance, an architectural renovation may have a few potential designs represented schematically as concepts of patient/staff flow of people, materials, etc. being considered, but may not provide alternatives for utility systems until later discussions, whereas an infrastructure project renovating and/or replacing utility systems may have a few potential schematic designs representing the types of systems available and their application towards the specific project.

The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions:

❑ SD submittal package (PG-18-15 Volume C requirements as modified by this document) ❑ Assembled minutes of meetings for work up to SD submission ❑ Completed A-E Review Checklist for each applicable design discipline

Schematic comments returned by VA to A-E with:

❑ General Comments ❑ Drawing Comments ❑ Specifications Comments

3. DESIGN DEVELOPMENT (DD)

Design Development includes initial work of the A-E required to represent the project as a set of drawings conveying the major intent of the project work. At this stage of project design, the physical layout of the new work should be shown. The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions:

❑ DD submittal package (PG-18-15 Volume C requirements as modified by this document) ❑ Assembled minutes of meetings for work up to DD submission ❑ ‘Marked-up’ documents from previous design review meeting ❑ Completed A-E Review Checklist for each applicable design discipline

DD review comments returned by VA to A-E with:

❑ General Comments ❑ Drawing Comments ❑ Specifications Comments ❑ One Set of A-E DD drawings with using Service(s) approval signatures ❑ Estimate Comments ❑ Notes for specification details for sole source items, e.g. Johnson Controls, Simplex, Leviton, etc.

4. CONSTRUCTION DOCUMENTS (CD)

The Construction Documents submission shall combine updates of all earlier sets of specifications and drawings and any other relevant project information (meetings, other discussions, etc.) making up a complete set of project documents. The quality of and level of detail of the CD submission should be such that no further or minimal changes are needed. The CD submission shall incorporate all changes needed from earlier reviews and that a quick review shall show all information is presented in clear and concise format. Discussion of Contractor staging/parking/exterior space usage, management of phasing activities such as control of dust and debris (infection control), etc. shall occur during development of the CD submission. The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions:

❑ CD submittal package (PG-18-15 Volume C requirements as modified by this document) ❑ Assembled minutes of meetings for work up to CD submission ❑ ‘Marked-up’ documents from previous design review meeting ❑ Completed A-E Review Checklist for each applicable design discipline ❑ Include summary of staff participating in final drawing and specification quality review and date when check set review was completed.

❑ Construction Time Period Estimate

CD review comments returned by VA to A-E with:

❑ General Comments ❑ Drawing Comments ❑ Specifications Comments ❑ Estimate Comments ❑ Electronic formats of VA specifications 01 00 00, 01 33 23 and any others required edited specifically for the project

5. FINAL BID DOCUMENTS

The Final Bid Documents set of specifications and drawings is a single set issued solely for addition of contract page numbers and for drawing signature by VA to be submitted to the VA contracting office for advertisement and solicitation

• A-E Provided Project Checklists: A-E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. This checklist will show all products requiring submittals in the form of shop drawings, data sheets, manufacturer cut sheets, etc. as well as all other items shown as required submittal items including, but not limited to, reports, system evaluations, testing, operating and maintenance manuals, etc.

• Submission Requirements: The A-E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, “BID DOCUMENTS”, in large block letters above or beside the VA standard drawing title block.

6. MODIFICATION TO PG-18-15, VOL C A-E SUBMISSION INSTRUCTIONS

For the RRVAMC and this project the following modifications to PG-18-15 Volume C are applicable:

Section I - General

1. Section I.A. – Introduction

a. This contract includes: Schematic, Design Development, Construction Documents and Bid Document Submissions, and Record Drawings.

b. RRVAMC will not be providing any supplies, materials or services on this contract other than those listed in this statement of work.

c. RRVAMC will provide existing floor plans and past renovation drawings.

d. RRVAMC will provide access to the Engineering plans room for A/E's investigation of existing conditions.

e. RRVAMC will provide VA specific guidance documents affecting project design not within the VA Technical Information Library (TIL). (e.g. VHA Directives, RRVAMC Policies, etc.)

f. RRVAMC will provide access to authorized areas and an escort where applicable to ensure access in buildings and on campus.

g. RRVAMC will provide room numbers.

h. RRVAMC will provide nomenclature for facility support equipment in this design.

i. RRVAMC will provide plan file index number for A/E to include on each drawing sheet in the lower right-hand corner of all drawings.

j. RRVAMC will provide Division 01 GENERAL REQUIREMENTS for A/E to incorporate into specifications.

k. RRVAMC will provide electronic copy of the RRVAMC HVAC manual for updates.

l. This project requires a formal approval signature by the using Service(s) at the conclusion of Design Development regarding architectural layout and space functionality.

m. All electronic drawings submitted shall be in AutoCAD 2020 (DWG) and Abobe (PDF) format.

n. All electronic versions of specifications shall be in Microsoft Word and Adobe formats.

o. Final drawings (Bid Documents) and specifications shall be submitted both in hard copy and electronic format on a compact disc.

2. Section I. B. – A-E Responsibilities

a. It is the VA’s intention to hold the AE responsible for “any errors or omissions in its designs, drawings, specifications, and other services.” Such errors or omissions must be corrected without additional compensation. Furthermore, the AE must be and remain liable to the Government for all damages caused by the AE’s negligent performance of any services furnished under the contract, notwithstanding the VA reviews of AE work.

b. There is no Memorandum of Agreement (MOA) for this project.

3. Section I. C. – Submission Policy

a. In addition to items listed, the A-E shall include a copy of a completed A-E Review

Checklist for each design discipline within the scope of work. See the Access to VA Standards section of Part 3 for webpage to obtain information on the A-E Review Checklists Program. A-E Review Checklists shall be submitted with each submission package.

b. The A/E shall provide previous meeting review notes and marked up drawings with each submission package.

4. Section I. D. – Quality Assurance/Quality Control

a. A/E shall provide documents for the independent fire protection review.

5. Section I. E. – Additional Services

a. Bid period services.

b. Construction period services.

c. Update RRVAMC's existing six copies of RRVAMC HVAC Manual to reflect all changes as a result of this project. Updates will be submitted on appropriate paper and in electronic format, AutoCAD and PDF.

Section II – Submissions

Make the following changes;

1. No modifications to;

a. Section II. A. – Site Development & Notes

b. Section II. B. – Architectural & Notes

c. Section II. C. – Fire Protection & Notes

d. Section II. D. – Interior Design & Notes

e. Section II. E. – Structural & Notes

f. Section II. F. – Plumbing & Notes

g. Section II. G. – Sanitary & Notes

h. Section II. H. – HVAC & Notes

i. Section II. I. – Electrical & Notes

j. Section II. J. – Equipment & Notes

k. Section II. K. – Steam Generation & Notes

l. Section II. L. – Steam Distribution (Outside) & Notes

m. Section II. M. – Solid Waste Disposal System Including Incineration & Notes

n. Section II. N. – Automatic Transport & Notes

o. Section II. O. – Asbestos Abatement & Notes

p. Section II. P. – Space Planning

q. Section II. R. – Estimating

r. Section II. T. – Final Bid Documents

2. Modify the following sections;

a. Section II. Q. – Critical Path Method & Notes

i. With the CD submittal, provide estimated construction time period in calendar days from Demolition to Substantial Completion.

b. Section II. S. – Specifications

i. With the schematic submittal, A-E shall submit a marked-up specifications index table of contents downloaded from the VA TIL Master Specification List with Dates.

ii. The A-E shall ensure the following as edits are made after the design development submission:

1. The date code header, e.g. 12-04, shall be removed from all specification sections,

2. The footer shall remain showing specification section-page, e.g. 21 05 11-1, 21 05

11-2, etc.

3. All references to specifications not needed for the project and thereby not included shall be removed; VA refers to these items as “dead references” which can lead to confusion during the construction period if they remain; VA can’t issue as a final document any specifications having these incorrect (unused) references

4. All “Spec Writer Notes” shall be removed; specific requirements of the Spec Writer Notes shall be noted on the hard-copy edits; VA can’t issue as a final document any specifications having these advice and directional notes

5. Final specifications shall be stamped with the seal of the Registered Architect, Registered Landscape Architect, and Professional Engineer responsible for the design.

SECTION III – Distribution of A/E Material

Revise submission requirements for VA Medical Center:

"3 complete sets" for this project means; 1 Full Size (E-Size) set of drawings, 2 C-Size sets of drawings, 11 X 17 set of drawings, two 8-1/2 x 11 sets of printed specifications, and electronic copies of all documents. Electronic copies for drawings shall be, AutoCAD and PDF; for specifications, MS Word and PDF; and cost estimates, PDF.

PART 3 – DESIGN AND CONSTRUCTION STANDARDS

1. GENERAL

In the development of submissions, the A-E firm shall utilize certain VA and other design and construction criteria, examples of which can be found below. The design is not limited to these items and should be the result of compliance with applicable codes and standards, the user requests, and A-E creativity:

• VA Design and Construction criteria in the Technical Information Library (TIL), including planning, design, and construction items such as: Design Alerts, Design and Construction Procedures, Design Guides, Design Manuals, Equipment Guide List, Master Construction Specifications, Room Finish and Door Hardware Schedule, Space Planning Criteria, etc.

• Joint Commission on Accreditation of Healthcare Organizations (JCAHO) elements shall be considered.

• NFPA Codes including, but not limited to: NFPA 101, Life Safety Code; NFPA 99, Healthcare Facilities; NFPA 70, National Electrical Code (NEC)

• Compliance to all known applicable codes shall be reflected in the completed design and construction contract documents.

Conflicting criteria shall be brought to the attention of the VAMC Engineering Service Project Manager for resolution.

VA continually updates information in the Technical Information Library (TIL) used in project design. The A-E will be responsible for reviewing the guidelines in the TIL and incorporating the applicable criteria into the design and construction documents. The following section, Access to VA Standards, provides World Wide Web addresses for the TIL and commonly used VA standards and references.

2. ACCESS TO VA STANDARDS

The following are World Wide Web addresses to commonly used VA standards and references:

Technical Information Library (TIL) home page ....................... http://www.cfm.va.gov/til/index.asp TIL Catalog ......................................................................... https://www.cfm.va.gov/til/catalog.asp Accessibility information (PG-18-13) ........................... http://www.cfm.va.gov/TIL/accessibility.asp A/E Submissions & Review ..................................... https://www.cfm.va.gov/til/aeDesSubReq.asp A-E Project Documents Req. & Checklists ............. https://www.cfm.va.gov/til/aeDesSubReq.asp Alerts – A-E Quality, Designs and Standards ........................... http://www.cfm.va.gov/til/alert.asp Design & Construction (PG-18-3) .......................................... http://www.cfm.va.gov/TIL/cPro.asp Design Criteria ....................................................................... http://www.cfm.va.gov/til/criteria.asp Design Guides (PG-18-12) ................................................... http://www.cfm.va.gov/til/dGuide.asp Design Manuals (PG-18-10) ............................................... http://www.cfm.va.gov/til/dManual.asp Equipment Guide program (PG-18-5) ................................... http://www.cfm.va.gov/TIL/equip.asp Master Specifications Index (PG-18-1) .................................. http://www.cfm.va.gov/TIL/spec.asp National CAD Standards and Details (PG-18-4) ................. http://www.cfm.va.gov/TIL/sDetail.asp Physical Security Design Manual ......................... https://www.cfm.va.gov/til/spclRqmts.asp#PHS Room Finishes, Door, & Hardware (PG-18-14) http://www.cfm.va.gov/til/room/RoomFinishes.pdf Space & Facility Planning (PG-18-9) ............................... http://www.cfm.va.gov/TIL/planning.asp Special Requirements ...................................................... http://www.cfm.va.gov/til/spclRqmts.asp Technical Summaries ........................................................................... https://www.cfm.va.gov/til/ VA BIM & CAD Standards ................................................. https://www.cfm.va.gov/til/projReq.asp

PART 4 – BID (CONSTRUCTION CONTRACT AWARD) PERIOD

The A-E shall provide VA with technical design services during the bid period of Construction Contract award. These services shall include, but is not limited to:

1. A single set of full-size CD drawings and specifications for VA signatures.

2. Attendance at pre-bid meetings

3. Review of construction contractor’s price proposal

4. Provide technical information needed to answer questions.

5. Provide technical information needed to issue addendums.

6. Revise contract documents to create and incorporate addendums into the documents.

PART 5 – CONSTRUCTION PERIOD

http://www.cfm.va.gov/til/index.asp https://www.cfm.va.gov/til/catalog.asp http://www.cfm.va.gov/TIL/accessibility.asp https://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/til/criteria.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/sDetail.asp https://www.cfm.va.gov/til/spclRqmts.asp#PHS http://www.cfm.va.gov/til/room/RoomFinishes.pdf http://www.cfm.va.gov/TIL/planning.asp http://www.cfm.va.gov/til/spclRqmts.asp https://www.cfm.va.gov/til/ https://www.cfm.va.gov/til/projReq.asp

The A-E shall provide competent construction period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines included in development of the project. Construction period services shall include:

1. Provide construction documents incorporating all addendums, revisions, changes, etc.

marked “FOR CONSTRUCTION”, and stamped with the seal of the Registered Architect, Registered Landscape Architect, and Professional Engineer responsible for the design.

2. The number of "FOR CONSTRUCTION" documents is the same listed in SECTION III – Distribution of A/E Material plus one (1) additional set of full-size drawings.

3. Review shop drawings and submittals

4. Review change order modification proposals

5. On-site construction inspection visits and progress meetings including A-E’s written report of visit or meeting; for this project eight (8) construction visits are anticipated.

6. Pre-final and final inspections and preparation of itemized punch-list for project completion requirements

PART 6 – A-E CONTRACT CLOSE-OUT

The construction contractor shall keep a set of hard copy drawings updated to reflect all changes in the field from the bid documents. These hard copy drawings are turned over to VA at the conclusion of the construction contract. VA will provide these drawings to the A-E for the A- E to update the contract documents to reflect actual completed project conditions.

The A-E shall submit the record drawings showing any changes or modifications to the contract documents reflected on the hard-copy set of “as-builts” provided by VA; Drawings shall be individually marked “Record Drawing” and submitted in a single package as follows;

❑ Drawings in AutoCAD (DWG) format of the entire project.

1. All drawing objects shall be removed. (e.g. Revit, Desktop, etc.)

2. All drawings must plot properly using the NCS ctb plot file.

3. Provide a copy of the A-E firms typical CTB file and user information.

4. Drawings shall represent final project with all demolished and/or removed items deleted from the .dwg files.

5. Provide to VA on compact disc or DVD or other file transfer media agreeable to the VA.

6. All drawings must be on the VA Cad Standard Layering convention.

7. All drawings shall have the RRVAMC file index number in the lower right-hand corner of each drawing sheet.

8. Drawing sheets shall have "RECORD DRAWING" prominently displayed on each drawing sheet.

❑ Drawings in an Adobe Reader (PDF) format of the entire project.

❑ Printed copies of the drawing set as follows;

1. 2 sets (Full Size) paper

2. 2 sets (Half Size) paper

❑ Printed copies of the drawings for the RRVAMC HVAC Manual – 6 sets (Match size to original sheet) paper.

❑ Electronic format of drawings for the RRVAMC HVAC Manual – AutoCAD and PDF.

PART 7 – STATEMENT OF WORK LIST OF DRAWINGS

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