S02. Renovate PACU and Cath Lab Cx - SOW - 2026 02 20.pdf

Project Name: Renovate PACU and Cath Lab – Cx Services

Project Number: 541-24-101 Page 1 of 10

STATEMENT OF WORK (SOW) FOR COMMISSIONING, LIFE-SAFETY,

AND CONSTRUCTABILITY REVIEW

RENOVATE PACU AND CATH LAB

541-24-101

02-20-2026

TABLE OF CONTENTS

SECTION TITLE

1) COMMISSIONING

2) LIFE-SAFETY REVIEW

3) CONSTRUCTABILITY REVIEW

1) COMMISSIONING

a) GENERAL INTENT

i) The Veterans Affairs Northeast Ohio Healthcare System (VANEOHS) (herein referred to as “the

VA”) intends to procure professional and technical services for commissioning work (herein referred to as “Cx”). The Consultant (herein referred to as the “Commissioning Agent” or “CxA”) shall provide services in accordance with this scope of work (SOW).

b) STATEMENT OF WORK

i) The CxA shall serve as an objective, independent third-party advocate for the Government on the project with internal and external stakeholders, and with other VA consultants and contractors.

ii) Cx work for this project includes site visits, review of design drawings and specifications for constructability, life safety, and phased coordination, preparation of plans, schedules, specifications, minutes, logs, reports and checklists, review of shop drawings, verification of proper system operation, training of maintenance and operations staff, verification of energy saving and tracking of warranty issues in order to commission the subject VA project.

iii) The Architecture/Engineering (A/E) design SOW contains the specific details on the project, its scope, and goals. It is attached as an appendix to this Cx SOW for CxA reference. Future modifications to the design SOW will be shared with the CxA for awareness and use during work on this task order.

iv) The Cx Agent shall provide commissioning services for the following phases of the project:

(1) Design Phase

(2) Bid and Pre-Construction Phase

(3) Construction Phase

(4) Acceptance and Testing Phase

(5) Warranty Phase

v) Cx Agent requirements for each phase are detailed in the Cx Whole Building Commissioning

Process Manual. Cx work during the Design Phase shall coincide with the A/E design SOW’s project schedule phases. The following project systems shall be commissioned:

(1) HVAC

(a) Direct Digital Control Systems

(b) HVAC Air Handling Systems

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(c) HVAC Terminal Units

(d) HVAC Ventilation/Exhaust Systems

(e) Decentralized Unitary HVAC Systems

(2) Electrical

(a) Electrical System Protective Device Study

(b) Low-Voltage Distribution System

(c) Lighting & Lighting Control Systems

(3) Plumbing

(a) Domestic Hot Water Systems

vi) The above paragraphs constitute the basic outline of the work to be accomplished and in no way comprise all the details for this task order. The CxA shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the commissioning requirements of the project. The CxA shall further provide meeting minutes for all commissioning meetings held under this task order.

c) TECHNICAL PERFORMANCE CRITERIA

i) The primary criteria for CxAs on this task order shall be the most current version of:

(1) Cx Whole Building Commissioning Process Manual

(2) This manual is hosted on the VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp. The TIL is managed by the VA Office of Construction and Facility Management and is the master repository for all VA numbered standards for construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property to include commissioning work. All design and commissioning documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed VA references (most recent version/edition):

PG-18-1 Master Construction Specifications [Including but not limited to: 01 91 00

General Commissioning Requirements, 07 08 00 Facility Exterior Closure

Commissioning, 21 08 00 Commissioning of Fire Suppression Systems, 22

08 00 Commissioning of Plumbing Systems, 23 08 00 Commissioning of

HVAC Systems, 26 08 00 Commissioning of Electrical Systems, 27 08 00

Commissioning of Communications Systems, 28 08 00 Commissioning of

Electronic Safety and Security Systems, and 33 08 00 Commissioning of Site

Utility Systems]

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

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

PG-18-10 Design Manuals (by discipline)

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Topic Specific Standards and Criteria

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PG-18-14 Room Finishes, Door, and Hardware Schedules

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

PG-18-17 Environmental Compliance

H-7545 VA Cultural Resource Management Procedures

ALERTS VA Standards and Design Alerts

(3) Where conflicts exist between VA adopted codes and standards and the documents on the

TIL, the CxA shall bring this to the attention of the Government. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

d) POLICY CRITERIA

i) Federal laws and executive orders, as well as VA and Veterans Health Administration (VHA) policies in the form of plans, directives, handbooks, operational memos, notices and manuals mandate requirements for the design, construction, operations, energy efficiency and sustainability of Government capital assets that are commissioned.

ii) Federal laws and executive orders impacting Government capital assets are numerous and subject to periodic change. If a new or changed Federal policy imposes new requirements or changes existing policies (Federal, VA or VHA), they will be referenced in the task order SOW as a mandatory criteria to follow.

iii) VA and VHA policies are available at https://www.my.sites.va.gov/policy, https://www.va.gov/vapubs/ and https://vaww.va.gov/vhapublications/ (Note: the last link is an internal VA websites that is not available to the public). The most current revision of a document shall be used and may be annotated by a “(#)” added to the document number. Additional changes to policies may be in a separate publication with the same document number annotated by “/#”. These include, but are not limited to:

(1) VA Directive 0056 VA Sustainable Buildings Program

(2) VA Directive 0055 VA Energy and Water Management Program

(3) VA Directive 0057 VA Environmental Management Program

(4) VA Directive 0065 Climate Change Adaptation and Resilience Planning

(5) VA Handbook 0730/4 Security and Law Enforcement

(6) VHA Directive 1061 Prevention of Health Care-Associated Legionella Disease and Scald

Injury from Water Systems

(7) VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects

(8) VHA Directive 7515 Medical Gas and Vacuum Systems

(9) VHA Directive 1028 Facility Electrical Power Systems

(10) VHA Directive 1810 Boiler and Boiler Plant Operations

(11) VHA Directive 1811 VHA Healthcare Engineering Program Requirements

(12) VHA Directive 7704 Emergency Eyewash and Shower Program

(13) VHA Directive 7707 VHA Green Environmental Management System and Governing

Environmental Policy

iv) Where conflicts exist between VA/VHA policy or other Federal requirements, the CxA shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

Project Number: 541-24-101 Page 4 of 10

e) COLLABORATION REQUIREMENTS

i) The CxA, in addition to the members of VANEOHS integrated project team, shall collaborate as needed with VHA Office of Healthcare Environment and Facilities Programs (HEFP) staff, Veterans Integrated Service Network (VISN) Capital Assets Management staff, and any VA or

VHA program office that by policy has review and oversight responsibilities for certain types of capital projects (i.e., sterile processing spaces, operating rooms, radiology departments, sterile compounding pharmacies, etc.). Design review comments from these entities that impact the commissioning plan, shall be incorporated into the plan. Any Cx deliverables shall be coordinated with the project’s A/E design submittals to ensure compliance with all project Cx requirements is met. The Cx Agent shall additionally coordinate on the A/E‘s tasks during construction of the project.

f) DELIVERABLE REQUIREMENTS

i) Cx deliverables for the project are listed under each phase in the VA Whole Building

Commissioning Process Manual with specifics on content, format, and other requirements. A summary of the required deliverables is listed below along with the schedule of values for the task order.

(1) Design Phase Commissioning

(a) Update issue logs for each A/E design phase review

(b) Updated commissioning plans for each A/E design phase review

(c) Updated commissioning duration schedule for each A/E design phase review

(d) Updated commissioning specifications for each A/E design phase review

(e) Updated specification coordination matrix for each A/E design phase review

The contract is 40% billable upon acceptance of the design Final Bid Documents.

(2) Bid and Pre-Construction Phase

(a) Responses to any submitted Requests For Information (RFIs)

(b) Meeting notes and minutes

The contract is 45% billable upon acceptance of the of the pre-construction meeting minutes.

(3) Construction Phase

(a) Updated commissioning plans

(b) Updated commissioning duration schedule

(c) Shop drawing commissioning review list

(d) Shop drawing commissioning review comments

(e) Site observation reports

(f) Updated issue logs

(g) Pre-Functional Checklists (PFCs)

(h) Systems Functional Performance Test procedures (FPTs)

(i) Test And Balance (TAB) agenda review comments

(j) TAB agenda meeting minutes

(k) Field observation reports of TAB inspections

(l) Summary report of TAB verification readings

The contract is 85% billable upon acceptance of the summary report of TAB verification readings.

(4) Acceptance and Testing Phase

(a) Executed FPTs and support documentation

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(b) Long term trend data and analysis

(c) Project systems manual

(d) Compiled training plan

(e) Individual training agendas

(f) Training attendance sign-in sheets

(g) Systems training presentation (electronic)

(h) Final commissioning report

The contract is 95% billable upon acceptance of the final commissioning report.

(5) Warranty Phase

(a) Executed FPTs and support documentation

(b) Updated commissioning issues log

(c) Warranty site visit reports

(d) Post-occupancy field visit report

(e) Warranty issues report

(f) Systems energy review report

(g) Final commissioning report amendment

The contract is 100% billable upon acceptance of the final commissioning report amendment

ii) Commissioning specification deliverables for Minor and Non-Recurring Maintenance (NRM) projects in the VA are governed by Program Guide, PG-18-15, Volume C - A/E Submission

Instructions for Minor and NRM Construction Program. This document is available on the TIL at http://www.cfm.va.gov/til/aeDesSubReq.asp.

iii) Where conflicts exist the deliverable requirements in the SOW and processes listed in the Cx

Whole Building Commissioning Process Manual, the manual shall be the governing technical document for all work conducted under this commissioning project.

g) DELIVERABLE FORMATS

i) Deliverables shall be submitted in electronic format only, unless specifically required to be in hard copy format as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation

Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/.

ii) Specific requirements for Cx deliverables are listed below:

(1) Design Phase Deliverables

(a) Design Phase deliverables shall be submitted in accordance with the timeline established by the A/E design SOW project schedule phases.

(2) Site Visit and Test Reports

(a) Site visit reports shall be submitted within seven (7) calendar days of the visit and/or the test.

(3) Meeting Notes and Minutes

(a) Meeting minutes for all formal Cx meetings and conferences held with the VA or between the A/E and the Cx Agent. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference.

(4) Requests For Information

(a) Requests For Information shall be submitted within three (3) calendar days of submittal to the Cx Agent.

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(5) Construction Submittal Reviews

(a) Submittal reviews shall be submitted within seven (7) calendar days of submittal to the

Cx Agent.

(6) Modification Requests Reviews

(a) Modification requests shall be submitted within seven (7) calendar days of submittal to the Cx Agent for review. Note - If a significant modification, VA will provide additional time and document format guidance.

h) COMMISSIONING SCHEDULE/PERIOD OF PERFORMANCE

i) The Cx Agent’s project schedule will generally mirror the design A/E’s project schedule, except where noted below:

(1) Design Phase:

Cx No Submission Calendar

Days

Running

Calendar Days

1 DD Submission Two - 65% 56 56

65% Estimate/ VA Review 21 77

2 CD Submission - 95% 56 133

95% Estimate/ VA Review 21 154

3 CD Check Set 28 182

CD Check Set VA Review 14 196

4 Final Submission 14 210

5 Bid Submission (if required) 10 220

Design Commissioning Period of Performance: 220 calendar days

ii) The VA intends on exercising the Construction Commissioning Option for this task order within the Federal fiscal year that construction of the project is planned. The days by phase shown below are notional for planning purposes and will be finalized when the option award contract modification is executed.

(1) Bid and Pre-Construction Phase

Cx No Task Schedule

1 Pre-Bid Meeting Estimated 45 calendar days after construction commissioning option contract modification

2 Pre-Construction Meeting Estimated 45 days after Pre-

Bid Meeting

(2) Construction Phase

Cx No Task Schedule

3 Construction Contract Period of Performance Estimated 720 calendar days after construction contractor’s receipt of Notice to Proceed

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(3) Acceptance and Testing Phase

Included in Construction Phase time above due to start of acceptance and testing work being dependent on the construction schedule.

(4) Warranty Phase

Construction Commissioning Period of Performance: Estimated 1,175 calendar days

i) TASK ORDER CONTRACT OVERSIGHT

i) All contracts for this project, including this task order, shall be awarded by the Network Contract

Office 10 (NCO 10). Only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

ii) A Contracting Officer’s Representative (COR) will be appointed by the Contracting Officer to monitor and manage the Cx Agent’s performance under the commissioning task order contract.

The COR shall be a representative of the VANEOHS Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

iii) A COR will also be designated for the project’s construction contract to monitor and manage the construction contractor’s performance. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the design A/E’s responsibility for construction period services. The design A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the completion of construction.

j) ATTACHMENT: 541-24-101 Renovate PACU and Cath Lab A/E Design SOW

2) LIFE-SAFETY REVIEW

i) The intent is to provide a thorough and comprehensive life-safety review for the “Renovate PACU and Cath Lab” project (541-24-101) for the following submissions:

(1) Design Development 2 (DD2) Submission - 65%

(2) Construction Documents (CD2) Submission - 95%

b) PROJECT DOCUMENTS

i) Design review documents could include narratives, specifications, drawings, facility Statement of Conditions (SOC) drawings, Requests for Information (RFIs), or other documents. The VA project COR will provide documents in electronic format.

ii) See VA Program Guide PG-18-3 for Design and Construction Procedures (Including, but not limited to: Codes, Standards, and Executive Orders)

iii) See VA Program Guide PG-18-15 for typical A/E Submittal requirements that would be reviewed.

Cx No Task Schedule

4 Construction Contract Period of Performance 365 calendar days after construction is substantially complete

Project Number: 541-24-101 Page 8 of 10

iv) See VA Memo “Standards Alert – Reduce, Inefficiencies and Costs in VA Facilities Design and

Construction (VIEWS #14299697 – RIN 2900-AS33).

https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=13580

Note: The most stringent standard between the IBC and NFPA shall govern.

c) MINIMUM REVIEW REQUIREMENTS

The Life Safety Review shall include a review of the following as a minimum:

i) Construction Type

ii) Classification of Occupancy (this must be determined before a review can be started).

iii) Allowable Height and Area.

iv) Minimum Construction Requirements (and separation).

v) Means of Egress

(1) Components (review hardware [closers/latches, etc.]). Schedule at 100% or later

(2) Capacity (clear widths)

(3) Number of Means of Egress

(4) Arrangement

(5) Travel Distance (including but not limited to exits, within suites, to smoke barriers, etc.)

(6) Discharge from Exits

(7) Illumination

(8) Emergency Lighting

(9) Marking Exit Signs

vi) Protection

(1) Fire Protection Ratings

(2) Vertical Openings

(3) Hazardous Areas

(4) Detection/ Alarm Systems

(5) Extinguishment (Sprinklers, Extinguishers, Clean Agent Systems)

(6) Corridors (Door Hardware BHMA)

(7) Subdivision of Building Spaces (Smoke Barriers)

(8) Interior Finish Requirements

vii) Building Services

(1) Utilities

(2) Heating, Ventilation, and Air Conditioning

(3) Elevators

(4) Chutes

viii) Design Specifications (if provided)

ix) Narrative (if provided)

d) LIFE-SAFETY REVIEW REPORT

i) Written plan review report shall provide advisory comments and suggested mandatory comments relative to fire protection and life safety.

ii) All project review comments shall be provided with a code, standard, or VA/VHA Manual reference or specifically be identified as advisory. Life Safety Code references shall include an occupancy chapter reference.

iii) Provide a copy of all reports and comments to the VA.

Project Number: 541-24-101 Page 9 of 10

iv) See Section 1, Part H for life-safety schedule.

3) CONSTRUCTABILITY REVIEW

i) The intent is to provide an independent, comprehensive and structured Constructability and

Coordination review of the following submissions by a qualified construction industry professional to reduce the impact to the project construction schedule, cost and quality prior to bidding.

(1) Design Development 2 (DD2) Submission - 65%

(2) Construction Documents (CD2) Submission - 95%

b) REVIEW CHECKLIST

i) The Constructability Review Checklist shall include, but not be limited to the following review areas:

(1) Correct Conflicts (inconsistencies, errors and omissions)

(a) Between drawings and specifications

(b) Between drawings

(c) Between specifications

(d) Between all disciplines

(2) Clarify Requirements (ability to perform the work)

(a) Phasing

(b) Staging/ Storage

(c) Exterior Envelope (if applicable)

(d) Buildability

c) SCHEDULE

i) The Contract Document Constructability Review shall be completed no later than 21 calendar days after receipt of the Design Development 2 - 65% and Construction Documents - 95% drawings and specification submissions from the A/E design team. The A/E design schedule will be provided to the Reviewer once it has been submitted and approved.

d) DELIVERABLES

i) Writeup identifying Contract Document Review findings in spreadsheet format

ii) Marked-up Drawings as required to convey intent of review findings

iii) Marked-up Specifications as required to convey intent of review findings

e) VA REFERENCES

PG-18-1 Master Construction Specifications [Including but not limited to: 01

91 00 General Commissioning Requirements, 07 08 00 Facility

Exterior Closure Commissioning, 21 08 00 Commissioning of Fire

Suppression Systems, 22 08 00 Commissioning of Plumbing

Systems, 23 08 00 Commissioning of HVAC Systems, 26 08 00

Commissioning of Electrical Systems, 27 08 00 Commissioning of

Communications Systems, 28 08 00 Commissioning of Electronic

Project Number: 541-24-101 Page 10 of 10

Safety and Security Systems, and 33 08 00 Commissioning of Site

Utility Systems]

PG-18-3 Design and Construction Procedures [Including but not limited to:

Codes, Standards, and Executive Orders]

PG-18-10 Design Manuals (by discipline)

PG-18-12 Design Guides (graphical, by function)

VA Review Checklists VA Review Checklists

----------------------END OF DOCUMENT-----------------------

Project Name: Renovate PACU and Cath Lab

Project Number: 541-24-101 Page 1 of 12

ATTACHMENT:

Renovate PACU and Cath Lab A/E Design SOW

Project Number: 541-24-101 Page 2 of 12

ARCHITECT/ENGINEER (A/E) DESIGN STATEMENT OF WORK (SOW)

Renovate PACU and Cath Lab

12-18-2025

TABLE OF CONTENTS

SECTION TITLE

1.0 SCOPE OF WORK

2.0 GENERAL

3.0 PART ONE DESIGN PHASE SERVICES SCHEDULE

4.0 MINIMUM DESIGN PHASE REQUIREMENTS

5.0 OPTION ITEM REQUIREMENTS

1.0 SCOPE OF WORK

A Part One Services i The A/E (Architect/Engineer) firm shall provide Part One Services (also known as

Design Phase) for this project that includes Programming, Design Submissions, Site

Investigation/ Field Verification Services, Asbestos Testing, Construction Documents, Technical Specifications, Cost Estimates, Reports, and Master System Integrator

Services for the project “Renovate PACU and Cath Lab” located at the Louis Stokes

Cleveland VAMC, Cleveland, Ohio.

a. This is a multi-phased project that will renovate approximately 8,040 square feet of existing Second Floor Clinical space to create a new PACU and Pre-op/

Phase 1 and Phase 2 recovery suite, Cardiac Cath Lab, EP Lab, and support spaces.

b. The A/E shall provide all professional architectural and engineering services to include, but not limited to complete architectural, interior design (i.e., color selection, finishes, furniture and equipment coordination layouts, room signage and wayfinding), electrical, technology, mechanical, plumbing, medical gas, fire alarm, fire protection, medical equipment planning, imaging shielding, physical security and structural upgrades.

c. A/E firm shall engage the services of a certified medical equipment planner to validate VA TIL equipment requirements for each proposed clinical space.

Drawings to be provided to the VA coordinated with existing conditions and new work.

d. The A/E shall engage the services of a certified medical imaging equipment shielding consultant. Drawings shall be provided to the VA and coordinated with existing conditions and new work.

e. The A/E Firm shall engage a third party to provide Master System Integrator

(MSI) Services.

f. The A/E shall engage the services of a Certified Industrial Hygienist (CIH) to provide material and/or air sampling in the project area.

B Part Two Services i A/E Part Two Services of this design project (also known as Construction Period

Services) includes responding to construction contractor Requests For Information

(RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop

Project Number: 541-24-101 Page 3 of 12 drawings, approximately 2 site visit per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for any A/E led construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of Part One Services award.

C Design Criteria i The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA O@ice of Construction and

Facility Management and is the master repository for all VA Numbered Standards for

Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed

Department of Veterans A@airs References:

PG-18-1 Master Construction Specifications

SOW Attachment VHA Required Division 01 Specification Section

List

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and

Executive Orders]

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

PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for NRM Projects in Sustainable

Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

VA BIM Manual

VA Drawing Deliverable Requirements

Project Number: 541-24-101 Page 4 of 12

PG-18-14 Room Finishes, Door, and Hardware Schedules

PG-18-15 Minimum Requirements for A/E Submissions https://www.cfm.va.gov/cfm/til/telecom.asp

Telecommunications Data Center and

Infrastructure Engineering Design Standards

[Including but not limited to VA Infrastructure

Standard for Telecommunications Spaces (ISTS) https://vatilms.va.gov/vatilms/reports/Alerts

VA Design and Standards Alerts [Including but not limited to OIT Infrastructure Standards for

Telecommunications Spaces (SA-017)] ii Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

D Facility Condition Assessment (FCA) i The A/E shall review the most current VA Facility Condition Assessment (FCA) provided by the VA and include remediation of FCA items related to the space(s) in question in the project design. The A/E will provide line-item costs in the estimate for all FCA deficiencies addressed

E Funding Limitations i A/E firm shall develop construction documents for bidding for project award not to exceed the construction budget of $16,000,000 for construction bidding in Fiscal Year

2027.

F Design Independence, Furniture, and Equipment i Designs for construc�on must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and

Support memo Updated Construc�on Guidance and Expecta�ons dated Sep 12, 2016) requires the A/E to cer�fy that their design (including all bid alternates/bid deducts) is independent of any future construc�on project. In addi�on, the A/E must cer�fy that it has produced a design that does not include furniture and equipment that will be procured separately. A/E s�ll must account for and coordinate with all VA provided furniture and equipment as part of this design. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s

Master Construc�on Specifica�ons (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division

Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

ii The A/E shall submit as part of the Final Documents submission a signed le=er on company le=erhead sta�ng the design’s independence.

G Project Schedule i Project Schedule is 349 Calendar days from date of notice to proceed to complete

Design Phase Documents, Technical Specifications and Cost Estimate. Completion of

Construction Administration Services will be dependent upon award of Construction

Contract.

H Deduct Bid Alternates i A/E firm shall provide up to 4 Deduct Bid Alternates for a minimum of 10% or greater of the Construction cost.

Project Number: 541-24-101 Page 5 of 12

I Phasing Plan i A/E firm shall develop phasing plans for this project. Develop project phases as necessary to minimize disruption to the continued operation of the Medical Center.

Phasing plans for all disciplines are to be produced to show all of the work that is being completed in a specific phase on separate plan drawings; temporary partitions and contractor access doors that will be needed for the phase; temporary and final MEP connections that will need to be made for a fully functioning space at the end of a phase; and life safety travel distances at the end of each phase. The phasing plans shall include the scope and timing sequence of each identifiable phase or major activity. Each phase shall be described in terms of the work involved and the required preceding and follow-on activities, such as sta@ relocations, temporary support spaces, temporary way-finding signage locations, underground utility locating services, and medical equipment procurement and shall be documented on the drawings. The

A/E shall hold Phasing review meetings as outlined in the minimum design phase submission requirements section.

J Field Verification i As a part of this contract, the A/E firm shall field verify and document all existing conditions within the area of work. In addition, the A/E firm shall verify existing infrastructure above ceiling that supplies the area of work. A/E firm shall document any impact the proposed design will have on the floor(s) below the area of work.

K Enhanced Commissioning i The VA will employ a third-party commissioning agent for this project to meet Federal

Mandates requiring whole building commissioning and enhanced commissioning requirements. The commissioning authority will verify performance of building components and systems and to ensure design requirements are met, develop a commissioning plan, inclusion of commissioning requirements in construction documents, verification of installation and performance of commissioned systems

(testing and system monitoring), operation & maintenance manuals and training, and a commissioning report. The A/E team shall work with the commissioning agent throughout the design and construction process to ensure all sustainable objectives are met

L Independent Life-Safety Review i The VA will employ a third-party life-safety reviewer for this project to provide a peer review of the project to ensure that the design meets the requirements of the most current version of the NFPA 101 Life Safety Code. The A/E team shall work with the independent life-safety reviewer throughout the design and construction process to ensure that the requirements of the NFPA 101 Life Safety Code are being met. A/E shall respond in writing to the independent life-safety reviewer review comments and incorporate any required changes into the Construction Documents.

M Design Collaboration i The A/E during this design project shall collaborate with the VHA Office of Healthcare

Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 10, and the Independent Life Safety Review Agent (LS Agent) for the project.

Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met.

The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the

Independent Life Safety review.

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N Cost Estimating i Per the VA “Cost Estimating Requirements for Veteran Affairs Facilities” manual

(https://www.cfm.va.gov/til/ae/CostEstimatingManual.pdf), the Construction Cost

Estimate shall be executed by an independent/3rd party cost estimator that has been engaged by the A/E. The cost estimate shall be certified by a professional cost estimator accredited by the American Society of Cost Estimators (ASPE), the

Association for the Advancement of Cost Engineering International (AACEi), or similar organization.

O Master System Integrator (MSI) Services i The MSI must have extensive experience with integrating building management systems using both open and proprietary communications protocols and using the

Tridium Niagara Framework. (Reference List Available for MSI if requested). The MSI is to verify and coordinate with the A/E on the various tasks and duties that need to be clearly spelled out regarding the HVAC Contractor and the MSI. The MSI will coordinate work with the HVAC Contractor during construction, but the HVAC Contractor is to provide all AHU/VAV controllers and programming, and any other devices required at the Tier 3 & 4 Levels. The MSI will program and provide graphics at Tier 1 & 2 and will coordinate with the HVAC Contractor to utilize the Cleveland VA naming convention for all points. The naming convention document guide is available and is to be adhered to.

The MSI will be responsible for all professional services regarding the SBS including but not limited to programming (tagging, trending, mapping etc.), graphic design and implementation, design of any JACE and Network implementation as well as long-term and short-term trending recommendations in the specifications. The MSI will also verify the appropriate quantity of JACES’s and licensing required for the project based on the systems being installed and integrated into the SBS. The MSI is to verify if the facility has sufficient available licenses and points on existing JACES prior to the construction documents being sent out for bid. If additional JACES and/or licenses are required, the MSI needs to inform the A/E so that the scope is captured on the construction documents and in the specifications which will indicate that the HVAC

Contractor is to be responsible for purchasing the required items. The MSI shall provide all personnel, facilities, transportation, supplies and qualified supervision necessary to provide the technical/ professional services.

P Asbestos and Hazardous Materials Abatement i The CIH shall provide material and/ or air sampling in the project area. A/E to provide

CIH credentials for VA review.

a. Samples shall be tested by an accredited laboratory.

b. A/E shall submit a detailed report. Report shall include but not be limited to the following:

• Sampling Strategy

• Location of samples taken

• Photo documentation

• Lab results

• Comments and recommendations ii Prepare and submit drawings and specifications indicating areas and type of materials requiring asbestos abatement, plumbing lines, and/ or equipment with asbestos, estimate quantity of areas with asbestos, containment areas and access routes.

iii Reports from previous asbestos investigation, sampling and study will be made available to the A/E or CIH. These reports may be used only as guidelines and should not be used to determine the extent of asbestos on the project or to develop asbestos abatement plans from.

Project Number: 541-24-101 Page 7 of 12

2.0 GENERAL

A The VAMC will make available the design criteria, and CAD/ BIM files of the existing space. The VA record drawings are not to be expected accurate in all respects and the A/E firm is to verify all features affecting the project by field investigation.

B A/E firm discussion with the VA Medical Center personnel concerning requirements will be arranged by and participated in by appropriate Engineering and VISN Contracting personnel. The

A/E firm shall participate, when required, with the appropriate Project Chief and VAMC COR and other Services in review of project scope, design review comments, etc.

C In each submission, the A/E firm shall re-submit the material specified in the prior submission, revised according to the comments made by the VAMC at the prior review. The A/E is to respond in writing addressing each VA comment.

D The A/E firm shall pay particular attention to the fact that during the construction document stage, plans are not subject to change at the request of the VA Medical Center staff without the approval of the Chief, Engineering Service and the VISN Contracting Officer.

E The A/E firm shall develop the project using BIM software and follow the VA BIM guide when developing the BIM model (https://www.cfm.va.gov/til/projReq.asp).

F All work shall be coordinated with current and upcoming projects to prevent any duplication of effort. The VA will provide information regarding upcoming projects that may require coordination.

G The floor plans for all discipline drawings shall be at the same scale as the Architectural drawings, and it is preferred that each disciplines’ plans are aligned to the same sheet setpoint to facilitate coordination.

H The VA has ownership of the rights at the date of Closeout Submittal to all CAD/BIM files, and

Facility Data developed for the Project. The VA may make use of this data following any deliverables.

I The A/E firm shall carefully review all requirements of the latest edition of the Accreditation

Manual for Hospitals, of the Joint Commission of Accreditation of Hospitals, with respect to design and operating requirements and report all conflicting conditions in writing.

J Design must comply with the requirements of the most current version of the Office of Electronic

Health Record Modernization – OEHRM Site Infrastructure and End User Device (EUD) requirements guide. Contact VA for the current version.

K Design must comply with the fire alarm zones and fire alarm node locations established under the

“Upgrade Fire Alarm System” project (541-18-101).

3.0 PART ONE DESIGN PHASE SERVICES SCHEDULE

A Project Schedule is 349 Calendar days from date of notice to proceed to complete Design Phase

Documents, Technical Specifications and Cost Estimate. Completion of Construction

Administration Services will be dependent upon award of Construction Contract.

B The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or

Weekends.

No Submission Calendar

Days

Running

Calendar Days

1 Quality Assurance/Quality Control (QA/QC)

Plan

3 3

2 Design Program Submission - 10% 35 38

DP Estimate/ VA Review 14 52

3 SD Submission - 35% 56 108

SD Estimate/ VA Review 21 129

Project Number: 541-24-101 Page 8 of 12

4 DD Submission Two - 65% 56 185

65% Estimate/ VA Review 21 206

5 CD Submission - 95% 56 262

95% Estimate/ VA Review 21 283

6 CD Check Set 28 311

CD Check Set VA Review 14 325

7 Final Submission 14 339

8 Bid Submission (if required per below) 10 349

B The total number of days listed in the schedule above may fluctuate based on when submittals meet all VA guidelines and acceptance is issued. If submittals are not accepted due to insu@icient design requirements being met throughout the design period and additional time is deemed necessary, it is the responsibility of the A/E firm to cover all costs associated with such delays.

C Construction Period Services (Optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for

Construction Period Services.

4.0 MINIMUM DESIGN PHASE SUBMISSION REQUIREMENTS

A Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E

Submission Instructions for Minor and NRM Construction Program dated November 2008.

Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data

Classification – For Official Use Only (FOUO).

B The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all

VA comments from the previous submittal.

C Submissions i The following submittals will be required for this project:

• Quality Assurance/Quality Control (QA/QC) Plan

• Design Program (DP) - 10%

• Schematic Design (SD) – 35%

• Design Development Two (DD2) – 65%

• Construction Documents (CD2) - 95%

• Construction Document Check Set (CD Check Set) – 100%

• Final Submission

• Bid Submission (if required per below)

D Submittal formats i Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft O@ice Suite formats (.doc, .xls, and

.ppt), and AutoCAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/.

ii The A/E shall be responsible for providing:

a. Meeting/Conference Call Minutes (All phases)

Project Number: 541-24-101 Page 9 of 12

• All items in electronic format

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (O@ice and Mobile), Email, Attended Meeting (Yes/No Check box)

• Meeting purpose, Roll call, and Additional Items

• Agenda items (Decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

b. Construction Cost Estimates

• Construction cost estimates shall comply with the Manual for Preparation of

Cost Estimates & Related Documents for VA Facilities. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic format listed above.

c. Quality Assurance/Quality Control (QA/QC) Plan

• Provide Quality Assurance/Quality Control Plan

• Provide list of individuals on the A/E team assigned to review and sign-o@ on each phase submission

d. Design Program – 10%

• In addition to the requirements in PG-18-15, a Design Program is required.

Design Program is a narrative presentation of facts, su@iciently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions

• Provide 2-3 design options for VA review

• Conceptual drawings of the planned design and the initial cost estimate will be included

e. Schematic Design – 35%

• Provide a narrative documenting findings of existing site investigations

• The A/E’s Certified Industrial Hygienist (CIH) shall conduct asbestos sampling, have the results tested by an accredited laboratory and shall provide a detailed report of findings

• Completed 2016 Guiding Principles Checklist per the VA Sustainable

Design Manual

• Phasing review meeting

• Submission review meeting

f. Design Development (DD2) – 65%

• Completed 2016 Guiding Principles Checklist per the VA Sustainable Design

Manual

• Incorporate all VA/VA Consultant(s) review comments from the previous submission and provide a written response for each item including justifications for items not updated

• Conduct meeting with the VA Shops to provide an overview of the project, take meeting minutes, and respond in writing to any questions

• Phasing review meeting

• Submission review meeting

Project Number: 541-24-101 Page 10 of 12

g. Construction Documents (CD2) – 95%

• Completed 2016 Guiding Principles Checklist per the VA Sustainable Design

Manual

• Incorporate all VA/VA Consultant(s) review comments from the previous submission and provide a written response for each item including justifications for items not updated

• Phasing review meeting

• Submission review meeting

h. Construction Documents Check Set (CD Check Set) – 100%

• Completed 2016 Guiding Principles Checklist per the VA Sustainable Design

Manual

• Incorporate all VA/VA Consultant(s) review comments from the previous submission and provide a written response for each item including justifications for items not updated

• Phasing review meeting

• Submission review meeting

i. Final Submission

• Completed 2016 Guiding Principles Checklist per the VA Sustainable

Design Manual

• Incorporate all VA/VA Consultant(s) review comments from the previous submission and provide a written response for each item including justifications for items not updated

• PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report

• Two (2) half-size (15” x 21”) paper bond set of drawings

• One (1) paper bond set of specifications

• One (1) paper bond set of investigative reports, design calculations, space planning data, and cost estimate with bid deduct alternates identified and broken out separately

• Submittal Log based on final specifications

• Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/fully functional

• Provide a brand name product list to the COR for preparation of the VA brand name/ equal memo and/or sole source justification

• AutoCAD (.dwg) files of all drawing sheets

• All drawings and first page of the specifications shall be signed and stamped by the respective A/E disciplines

• Complete BIM model (.rvt) and all linked files

• Submission review meeting

j. Bid Set i If there are any comments from Contracting or Legal/Technical they are to be incorporated by the A/E firm within 10 business days into a Bid Issue. All drawings and specs will then be re-issued as a Bid Issue with a new date.

The drawings will be issued with quantities as noted below. If there are no

Contracting, or Legal/Technical comments, then the Final Issue will be used as-is for Bidding.

• Two (2) half-size (15” x 21”) paper bond set of drawings

• One (1) paper bond set of specifications

Project Number: 541-24-101 Page 11 of 12

• AutoCAD (.dwg) files of all drawing sheets

• All drawings and first page of the specifications shall be signed and stamped by the respective A/E disciplines

• Complete BIM model (.rvt) file and all linked files

5.0 OPTION ITEM REQUIREMENTS

A Solicitation Support Services i Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

ii Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting O@icer who will distribute the information via amendment to the solicitation.

iii Answers to RFIs will be required from the A/E within five (5) calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and

COR, the A/E is required to comply with the five-calendar-day requirement.

iv Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings.

v In response to any technical questions and/ or addenda issued during the solicitation period, the A/E shall provide any final revisions to the Final Submission as part of the construction contract.

B Construction Period Services i Requests for Information (RFI)

a. Requests for Information shall be reviewed and responses returned to the VA COR within five (5) calendar days, excluding federal holidays, of receipt of the RFI by the

A/E.

ii Submittal Review

a. The A/E firm shall review all construction materials, shop drawings, equipment specifications, and change orders proposed by the contractor for use in construction of this project. All submittals and change order proposals will be reviewed for compliance with the specifications and reasonable costs and returned to Engineering Service within fourteen (14) calendar days after receipt, excluding federal holidays.

b. Submittals shall be reviewed and returned to the VA COR…