S02-DRAFT SOW AE Service - Repl Patient Lifts B331 B348 B360 MPD DRAFT.docx

STATEMENT OF WORK

PROJECT TITLE: Replace Patient Lifts B331, B348 & B360 MPD PROJECT LOCATION: VA Menlo Park Division Veterans Affairs Menlo Park, California

PROJECT NO. 640A0-27-103

DATE: July 30, 2026 EXECUTIVE SUMMARY: Provide comprehensive, all necessary design and construction documents for installation of patient lifts for use in Community Living Center (CLC) Resident Rooms for patient safety and mobility, as further described in the Scope of Work.

PROJECT DESIGN SCHEDULE: Complete design for the project within 266 calendar days from “Notice to Proceed” (NTP).

CONSTRUCTION BUDGET: Not to exceed $16,400,000 based on the project’s scope and design.

Table of Contents

This document contains information and minimal submission requirements for the design and the construction documents specified in the Architect & Engineering (AE) contract. AE firm shall provide evaluation, design, and construction services as outlined in this Scope of Work (SOW) document. AE services shall be provided to the Palo Alto VA Medical Center at Menlo Park, located at 795 Willow Road, Menlo Park, CA 94025, all in accordance with this SOW and contract terms and conditions.

AE SERVICES REPLACE PATIENT LIFTS

BLDGS 331, 348 & 360 MENLO PARK

Project Number 640A0-27-103

1. PROJECT BACKGROUND

1. Buildings 331, 348 and 360 provide Community Living Center (CLC) resident services. The existing patient rooms do not meet the latest design guidelines of Safe Patient Handling and Mobility to address patient falls and transfers from wheelchairs and reduce injury for healthcare workers. Currently, there are some patient rooms that:

· Do not have an overhead lift system, and healthcare workers must lift patients manually or use floor lifts (Buildings 348 and 360).

· Have an existing linear patient lift (not X-Y traverse system) (Building 331).

· Have existing X-Y traverse systems that do not provide bathroom coverage (Building 360).

· Have older motors that require replacement (Building 360).

This project will provide new X-Y Track Systems (Traverse Track Systems) to meet the latest design guidelines. The new overhead lifts will provide bathroom coverage, extend existing X-Y overhead lifts to connect to the bathroom, and replace existing outdated motors. A total of 141 new patient lifts, 24 new extended tracks for existing lifts to provide bathroom coverage, and a total of 30 new motor replacements (including the 24 existing lifts to have new extended tracks) will be installed. The new and existing lifts shall have built-in scales and continuous charging track/rail systems.

2. PROJECT PURPOSE AND DESCRIPTION

1. The intent of this project is to select a qualified AE firm to provide at a minimum: site investigations, field measurement verification, engineering assessment, engineering calculations, design documents, and construction documents. The detailed AE services are described in Section 3.

3. AE SCOPE OF WORK

1. AE Project Team: The AE shall be comprised of a principal design firm managing a group of licensed professionals to competently design this project to meet or exceed the project’s objectives and requirements. The AE team shall be comprised of, but not be limited to, the following professional disciplines: architectural, structural, mechanical, electrical, and fire protection. Construction cost estimating shall be performed by an independent (third) party.

2. Site Investigation and original Bid Set: The AE shall conduct a thorough site survey of the pre-existing conditions and record and bid set drawings above and below the finished ceiling at the installation locations and provide a complete design for the installation of patient lifts, which shall include, but not be limited to: confirmation and verification of existing structural, architectural including interiors, ceiling, electrical, mechanical, and fire-life safety conditions including sprinkler systems, potential tie-in points and connections for the proposed patient lifts, access to electrical, fire-life safety systems including sprinkler systems, and mechanical (HVAC) within the patient lift areas, verification of required clearances per patient lift manufacturer requirements, project ingress and egress access points, and contractor storage/trailer area. During such visits, which shall be included in the proposal, the AE must take appropriate safety precautions when conducting such field investigations and notify the COR of any/all hazardous material, substances, conditions, and/or circumstantial discoveries. The AE’s access to the Project site will be available during normal working hours with prior approval by the VA. Contact the VA a minimum of one week in advance to arrange initial site access and coordinate entrance into the area. Perform all on-site visitation or work between the hours of 8:00 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the Contracting Officer or COR. All original building record and renovation bid set drawings and specifications for applicable disciplines (e.g., site, civil, architectural, structural, HVAC, plumbing, fire protection, electrical, etc.) will be made available to the AE as Enclosure -2A, B348 Seismic Corrections for Domiciliary/Drug and Alcohol Rehabilitation Unit Record Drawings, Enclosures -2B and -2C, Renovate B348 for Hospice Record Drawings, Enclosure -2D, B360 Floor Plans, and Enclosures -2E and -2F, B360 Gero-Psychiatric Replacement Hospital Record Drawings, Enclosures -2G to -2M, (total 6 Enclosures) B331 Renovate Drawings & B331 Refinish Record Drawings Wings B, C, and D. AE shall not solely rely on the documents provided.

3.2.1. Existing Auto CAD Drawings and project submittals - Existing Auto CAD Drawings and project submittals will be made available to AE after the award of design NTP.

3. Design

3.3.1. General: The AE shall review the original building record and renovation drawings and specifications, and requirements contained in the SOW and enclosures. Based on these design drawings, the requirements in the SOW, and design meetings with VA staff, the AE will provide all necessary design, calculations, and construction documents to complete the project. The design scope of work to include the following:

· Include phasing plans and ICRA, ILSM measures in drawings and CDs as applicable due to potential patient activity in existing adjacent patient rooms in the buildings at VA Menlo Park Medical Campus during construction and installation of new patient lifts.

· Depending on approved phasing plans, swing patient population from either room to room or from one building to another building (Buildings 331, 348 and 360 only).

· Preference is to not close an entire wing at a time. Instead, work and complete a few patient rooms at any time.

· Phasing plans to be confirmed with Nursing during design and construction phases.

· For new patient lifts and existing patient lifts with associated tracks to be extended, AE to review and complete Form AL 140-7 Revision 2.1. (“Installation or Relocation Checklist for Ceiling Mounted Patient Lifts,” refer to Enclosure -3) as required.

· Note the AE is responsible for all requirements included in Form AL 1407 2, including load testing, for the existing patient lift tracks to be extended (refer to Form AL 140-7 Revision 2.1).

· Prior to installation, construction contractor is responsible for completing Form AL 140-7 Revision 2.1 as required for all patient lifts to be installed and prior to extending existing patient lifts.

· Installation for new patient lifts with 600 lbs. lifting capacity, ceiling mounted lift system preferred, in Buildings 331, 348 and 360 at VA Menlo Park Medical Campus. All new lifts will provide coverage in resident rooms as well as bathrooms. Note: VAPAHCS standard is ARJO Model Maxi Sky 2 at all campuses currently.

· Building 331 (refer to Enclosures -2G, -2H, - 2J, -2K, -2L, and -2M):

· Private Resident Room numbers B116, B118, B122, B152, B156, B158, C116, C118, C122, C152, C156, C158, D116, D122, D152, D156, D158 (18 rooms total).

· Double Resident Room numbers B108, B112, B114, B120, B124, B126, B130, B132, B134, B142, B144, B148, B150, B154, B160, B162, B164, C108, C112, C114, C120, C124, C126, C130, C132, C134, C142, C144, C148, C150, C154, C160, C162, C164, D108, D112, D114, D120, D124, D126, D130, D132, D134, D142, D144, D148, D150, D154, D160, D162, D164 (51 rooms total).

· Triple Resident Room numbers (note dependent on the model of patient lift, may require 2 new patient lifts per room) B166, D106 (2 rooms total).

· Building 348 (refer to Enclosures -2A, -2B and -2C):

· Private Resident Room numbers 120, 121, 122, 123, 125, 126, 128, 130, 131, 132, 142, 143, 150, 151 (14 rooms total).

· Building 360 (refer to Enclosures -2D, -2E, and -2F):

· Private Resident Room numbers A126, A127, A131, A132, A137, B126, B127, B131, B132, B137, D126, D127, D131, D132, D137, E126, E127, E131, E132, E137, F126, F127, F131, F132, F137, G126, G127, G131, G132, G137 (30 rooms total).

· Double Resident Room numbers A124, A125, A134, A138, B124, B125, B134, B138, D124, D125, D134, D138, E124, E125, E134, E138, F124, F125, F134, F138, G124, G125, G134, G138 (24 rooms total).

· Installation for extension of existing ARJO Model Maxi Sky 2 patient lifts to provide bathroom coverage and replace motors in Building 360.

· Private Resident Room numbers A122, A123, B122, B123, D122, D123, E122, E123, F122, F123, G122, G123 (12 rooms total).

· Double Resident Room numbers A121, A135, B121, B135, D121, D135, E121, E135, F121, F135, G121, G135 (12 rooms total).

· Installation of new patient lift motors only, to replace existing ARJO Model 1000 (or latest model if compatible with existing lift accessories) in Building 360:

· Private Bariatric Resident Room numbers A136, B136, D136, E16, F136, G136 (6 rooms total).

· The installation shall include all required architectural, structural, mechanical, electrical and fire safety modifications to meet current code and ordinance requirements pertinent to lift installation, not limited to the design requirements below, and the design references per

3.4.1 of this SOW.

o Install patient lifts in above mentioned rooms for transfer of mobility impaired patients.

Lift capacity of 600 pounds per lift. Patient lift system is to include but is not limited to a lift unit, ceiling track system, bult-in scale, continuous charging track/rail system, electrical power, and new structural support systems to support the load of patient lifts and associated load capacity. Extensions of existing lifts shall require conversion to a continuous charging track/rail system and have a built-in scale.

3.3.2. Demolition: AE shall note and specify the demolition involved in this project and develop appropriate demolition documents, cross section details, drawings, and specifications. Refer to Enclosures -2A, -2B, -2C, -2D, - 2E, -2F, -2G, -2H, -2J, -2K, -2L, and -2M. AE shall verify and redline any changes and provide in the design documents.

3.3.3. Structural: Perform a review of the existing structural conditions as required for the installation of new and extension of existing patient lifts. Provide and review HCAI Preapproval of Manufacturer’s Certification (OPM) for patient lift manufacturer. All new structural work or modifications to existing work shall be designed by a qualified registered structural engineer (SE) with demonstrated professional experience with structural design projects including seismic design in the State of California. The structural engineer shall perform and provide all calculations to validate the structural design. Provide design assumptions, loading conditions (vertical and lateral), member analysis and foundation analysis and any other justification of design for new structural work or modification to existing work.

Structural calculations are to comply with the latest building codes (IBC and references) and the latest H-18-8 VA Seismic Design Requirements manual and VA Directive 7512, Seismic Safety of VA Buildings, available on the VA Technical Information Library (TIL) located at http://www.cfm.va.gov/TIL/.

3.3.4. Architectural: Field verification of pre-existing conditions and architectural dimensions may be required, as existing drawings may only provide approximate locations and dimensions. Architect shall provide a complete site plan and building modifications design and details as required for installation of patient lifts and extensions of existing patient lifts fully coordinated with all applicable trades. The Architectural design and modifications shall implement appropriate design styles, colors, finishes, and construction practices according to the Project requirements and the latest editions of VA’s design guidelines including the following: Design Guides PG-18-12; Small House (SH) Model Design guide; Safe Patient Handling and Mobility Design Criteria, PG-18-13; Patient Handling and Mobility (SPHM) Technology Coverage & Space Recommendations; VHA Directive 2010—032 Safe Patient Handling and Facility Design; Patient Safety Alert: VA NCPS (National Center for Patient Safety) AL140-7, Revision 2.1, Installation or Relocation Checklist for Ceiling Mounted Patient Lifts (Refer to Enclosure -3); and Equipment Guide List, PG-18-5.

3.3.5. Interior Design: The AE shall provide design solutions for all finishes and materials, including but not limited to paint colors, casework, flooring materials, wall materials, doors and hardware, window treatments, ceiling tiles, and signages (interior and exterior, inclusive of wayfinding), as required to match existing throughout the patient lift installation areas. AE design will be incorporated into the construction documents, as well as presented on finish boards, digital media, and/or sketches/renderings. AE will work closely with the VA interior designer or staff to establish and obtain approval for a complete interior scheme and will consult with interior designer to account for all proposed furniture (i.e., size, quantities, and infrastructure requirements) in its design of the Project. Even though VA will purchase and install such furniture separately, the AE shall account for the proper placement of the furniture and be responsible for the design of the required infrastructure. The Interior Design scheme shall be initially submitted to the VA during the DD phase and fully developed at the completion of the CD phase. AE shall submit color boards of the approved color/finish schemes, which shall also be cross-referenced and consistent with the finish schedule and master specifications.

AE shall coordinate with proposed medical equipment manufacturer/vendor to reconfirm the interior design and infrastructure requirements and incorporate them into the final construction documents. AE shall provide professional engineering services for the installation and proper functioning of all new medical equipment and associated support components, including lights and un-interrupted power supply system (UPS). During construction, AE shall provide system coordination with equipment manufacturer/vendor, contractors, and material suppliers to provide fully functioning systems.

3.3.6. Signage/wayfinding: Design shall include all life-safety and code-required signage, as well as signage for rooms, wayfinding, fire zone areas, and other VA required signs.

3.3.7. HVAC: HVAC design and/or modifications to existing HVAC systems shall be designed by a qualified registered mechanical engineer so that minimum required access to mechanical, HVAC, and fire systems components are met within the patient lift installation area. Design and/or modifications shall include all equipment, materials, and other components for a fully functional HVAC system for the Project. The mechanical engineer shall perform and provide all calculations to design or provide modifications to the existing as required for an energy efficient and fully operational HVAC system to meet and exceed the current capacity in accordance with the latest version of applicable codes, regulations, standards, guidelines, and policies.

3.3.8. Electrical: Any new electrical work or modification to existing electrical system shall be designed by a qualified registered electrical engineer. The electrical engineer shall perform and provide all calculations to comply with the latest version of the National Fire Protection Association (NFPA) 70 (National Electrical Code).

3.3.9. Fire – Life Safety Systems: Design shall include evaluation, modifications, additions and/or relocations of the existing systems including fire alarm, fire sprinklers, smoke detectors, fire extinguisher, and all other fire and life safety items required per NFPA 101 as required within the patient lift installation area to produce and/or maintain a fire and life safety system. Design shall conform to the VA Fire Protection Design Manual. AE shall verify and include any modifications in the design documents.

3.3.10. Certified Independent Third-Party (CITP) Safety Review: The design drawings and specifications shall be reviewed typically at or prior to the 95% CD stage for compliance with applicable national and local codes and standards to include a NFPA Fire / Life Safety review by an independent qualified, licensed CITP consultant, who will be hired separately by the VA. The AE shall modify the construction documents based on the CITP review.

3.3.11. Sustainability, Energy, and Resource Conservation: The Project shall be designed to achieve the VA’s sustainability and energy conservation requirements. All new equipment (light fixtures, etc.) in the patient lift installation area shall be energy and resource efficient. Energy Star, LEEDS and other related criteria shall be utilized. The Sustainable Design & Energy Reduction Manual shall be reviewed and followed for all pertinent criteria and incorporated into the design.

4. Design Factors

3.4.1. Codes and Design Standards: AE shall be responsible for ensuring that the project meets and exceeds all latest versions of applicable codes (e.g., IBC, IMC, IEC, etc.), regulations (e.g., Federal, state, and local), standards, guidelines, policies, VA requirements (e.g., Rules of the Station) and VA’s design manuals.

3.4.2. Energy Star Products: Pursuant to Executive Order 13123, provide Energy Star labeled products for product groups that are in the upper 25 percent energy efficiency as designated by Department of Energy (DOE), Environmental

Protection Agency (EPA), and the Federal Energy Management Program (FEMP).

3.4.3. Quality Assurance/Quality Control Plan: In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control plan. AE shall develop, execute, and demonstrate that the Project plans and specifications have gone through a rigorous review and coordination effort as stated in Program Guide, PG-18-15, Volume C, which is a standard AE submission guide for minor and NRM projects. The AE shall log onto the VA web site for the Office of Facilities (http://www.cfm.va.gov/TIL/) and comply with all rules and regulations related to requirements for minor and NRM projects.

3.4.4. Construction details to follow VHA National CAD Standard Details, PG-18-4. CAD files to follow VA BIM Standard, VA BIM Manual v2.2 (VA BIM & CAD Standards (PG-18-13) - Office of Construction & Facilities Management). The project will be delivered to VA in BIM – Revit Architecture, Revit MEP, Revit Structural, Navisworks, Version 2009 or earlier, as well as exported Industry Foundation Class (IFC) 2x3 files. Other IFC compatible BIM software deliverables acceptable upon VA approval. Site and Civil to be done with AutoCAD 2007 or earlier.

3.4.5. Interim Life Safety Measures (ILSM) Implementation: AE shall coordinate with COR, VA Safety Officer, and VA Infection Control, to provide design of any Interim Life Safety Measures required during construction. The AE shall provide ILSM(s) as part of the construction documentation and update this information as required in the construction phase. ILSM documentation may include the following: Phasing plans, Code compliance plans, Egress plans, and specifications. Life Safety Measures will include planning, identifying, and providing documentation for the following:

3.4.5.1. Identify, design for, and locate compliant fire/smoke barriers during construction.

3.4.5.2. Identify contractor staging area, and construction fencing locations, and provide drawings for General Contractor and COR.

3.4.5.3. Where ILSMs are required during construction, for each location:

3.4.5.4. Identify places where ILSMs will be required during construction, both interior and exterior impacts.

3.4.5.5. Identify and prepare drawing(s) and signage showing compliant egress paths during construction.

3.4.5.6. Identify which exit signs need to be covered, as required by the ILSM.

3.4.5.7. Where applicable, identify alternate circulation route(s) for patient or hospital staff to maintain the continuity of hospital functions.

3.4.5.8. Identify utility shutdowns that may impact hospital functions.

5. Design Phases and Minimum Deliverables: Follow standard AE submission guide for minor and NRM projects, Program Guide, PG-18-15, Volume C. AE shall provide submittal schedules for the various design phases, including construction document 1 (CD-1), construction document 2 (CD-2) and final bid document submission (CD). AE shall log onto the VA web site for the Office of Facilities (http://www.cfm.va.gov/TIL/) and comply with all rules and regulations related to requirements for minor and NRM projects, except one correction. General A.11 (Page 2): Provide CD-ROMs instead of 3 ½” floppy disks. AE shall revise applicable specifications for this project as provided by the VA and as available on the TIL website.

3.5.1. Pre-Schematic Development (SD) Submission (15%):

3.5.1.1. Results of Site Survey, confirmation of existing above ceiling utility and structural framing locations, and conflicts with proposed layout for patient lifts and patient lifts supports identified.

3.5.1.2. Preliminary alternative relocations of above ceiling utilities and additional structural support or modifications as required. Minimum 2 alternatives for each required.

3.5.1.3. Three (3) sets of above ceiling utility relocation and structural layouts alternatives, to include plans, elevations, and details – 1 full size, 2 half size.

3.5.1.4. Alternatives report to include recommendations.

3.5.1.5. Native software file formats of PDF, RVT, IFC, NWD, and DWG.

3.5.1.6. Project Schedule.

3.5.1.7. Project scope to be confirmed.

3.5.1.8. Pre-SD Narrative of the utility relocation and structural modifications concepts.

3.5.1.9. Preliminary (pre-SD) cost estimate, one each for each alternative. And include in Alternatives Report.

3.5.2. Schematic Development (SD) Submission (35%)

3.5.2.1. Address and incorporate the VA comments (approved alternative) in the 35% DD.

3.5.2.2. Submit a written response to VA comments no later than 7 calendar days after receiving the 15% SD feedback from the VA.

3.5.2.3. Results of Site Survey, layout for patient lifts and patient lifts supports identified.

3.5.2.4. SD documents shall follow the VA Program Guide PG 18-15 Volume C and include, but not be limited to:

a) Design Narrative including but not limited to Architectural, Structural, Electrical, Mechanical, and Fire Protection

b) Dimensioned site plan

c) Architectural plans including room locations and fire and smoke rated partitions

d) Fire Protection Plans

e) Structural framing plans

f) Electrical plans

g) Mechanical plans

h) Equipment list and space layout plan

3.5.2.5. Four (4) complete sets of drawings – 1 full size, 3 half size.

3.5.2.6. Native software file formats of PDF, RVT, IFC, NWD, and DWG.

3.5.2.7. Project Schedule.

3.5.2.8. Project scope to be confirmed.

3.5.2.9. SD cost estimate.

3.5.2.10. Preliminary (35%) calculations – Electrical, Structural, fire protection, and other engineering disciplines.

3.5.3. Design Development (DD) Submission (65%):

3.5.3.1. Address and incorporate the VA comments in the 65% DD.

3.5.3.2. Submit a written response to VA comments no later than 7 calendar days after receiving the 35% SD feedback from the VA.

3.5.3.3. 65% SD shall follow the VA Program Guide PG 18- 15 Volume C and include, but not be limited to:

a) Design Narrative including but not limited to Architectural, Structural, Electrical, Mechanical, and Fire Protection

b) Dimensioned site plan

c) Architectural plans including room locations and fire and smoke rated partitions and details

d) Fire Protection Plans and details

e) Structural framing plans and details

f) Electrical plans and details

g) Mechanical plans and details

h) Equipment list and space layout plan and hook up details

3.5.3.4. Three (3) complete sets of drawings – 1 full size, 2 half size. Include updated Architectural, Structural, Electrical, Fire Protection and other engineering disciplines.

3.5.3.5. Native software file formats of MS Word, PDF, RVT, IFC, NWD, and DWG.

3.5.3.6. Project Schedule.

3.5.3.7. Specifications – draft outline of applicable sections – 2 sets. (Include one file as a Microsoft Word document with the Track Changes feature enabled.)

3.5.3.8. DD cost estimate with different construction phases’ breakdown.

3.5.3.9. Calculations – Electrical, Structural, Fire protection, and other engineering disciplines (all studies and calculations to be re-submitted if earlier submittals were not complete).

3.5.4. Construction Document 1 (CD-1) Submission (95%):

3.5.4.1. Address and incorporate the VA comments in the 95% CD-1.

3.5.4.2. Submit a written response to VA comments no later than 7 calendar days after receiving the 65% DD feedback from the VA.

3.5.4.3. 95% CD-1 shall follow the VA Program Guide PG 18-15 Volume C and include, but not be limited to:

a) Design Narrative including but not limited to Architectural, Structural, Electrical, Mechanical, and Fire Protection

b) Dimensioned site plan

c) Architectural plans including room locations and fire and smoke rated partitions and details

d) Fire Protection Plans and details

e) Structural framing plans and details

f) Electrical plans and details

g) Mechanical plans and details

h) Equipment list and space layout plan and hook up details

3.5.4.4. Three (3) complete sets – 1 full size, 2 half size. To include updated Architectural, Structural, Fire Protection, Electrical and other engineering disciplines.

3.5.4.5. Native software file formats of MS Word, PDF, RVT, IFC, NWD, and DWG.

3.5.4.6. Project Schedule.

3.5.4.7. Specifications – 2 sets. (Include one file as a Microsoft Word document with the Track Changes feature enabled.)

3.5.4.8. Construction drawings shall include but not be limited to hook-up details and cross sections.

3.5.4.9. CD-1 (95%) cost estimate with different construction phases’ breakdown.

3.5.4.10. Calculations – Electrical, Structural, fire protection, and other engineering disciplines (all studies and calculations to be re-submitted if earlier submittals were not complete).

3.5.5. Construction Document (CD-2) Submission (100%):

3.5.5.1. Address and incorporate the VA comments in the 100% CD-2.

3.5.5.2. Submit a written response to VA comments no later than 7 calendar days after receiving the 95% CD-1 feedback from the VA.

3.5.5.3. 100% CD-2 shall follow the VA Program Guide PG 18-15 Volume C and include, but not be limited to:

a) Design Narrative including but not limited to Architectural, Structural, Electrical, Mechanical, and Fire Protection

b) Dimensioned site plan

c) Architectural plans including room locations and fire and smoke rated partitions and details

d) Fire Protection Plans and details

e) Structural framing plans and details

f) Electrical plans and details

g) Mechanical plans and details

h) Equipment list and space layout plan and hook up details

3.5.5.4. Three (3) complete sets of drawings – 1 full size, 2 half size. To include updated Architectural, Structural, Fire Protection, Electrical and other engineering disciplines.

3.5.5.5. Native software file formats of MS Word, PDF, RVT, IFC, NWD, and DWG.

3.5.5.6. Project Schedule.

3.5.5.7. Specifications – 2 sets. (Include one file as a Microsoft Word document with the Track Changes feature enabled.)

3.5.5.8. Construction drawings shall include but not be limited to equipment schedule, hook-up details and cross sections.

3.5.5.9. CD-2 (100%) cost estimate with different construction phases’ breakdown.

3.5.5.10. Calculations – Electrical, Structural, Fire Protection, and other engineering disciplines (all studies and calculations to be re-submitted if earlier submittals were not complete).

3.5.6. Final Bid Document Submission (CD) (Final):

3.5.6.1. Address and incorporate the VA comments in the Final Bid CD.

3.5.6.2. Submit a written response to VA comments no later than 7 calendar days after receiving the 100% CD-2 feedback from the VA.

3.5.6.3. Contractor is required to revise the Final Bid CD until fully approved by the VA.

3.5.6.4. Final Bid CD shall follow the VA Program Guide PG 18-15 Volume C and include, but not be limited to:

a) Design Narrative including but not limited to Architectural, Structural, Electrical, Mechanical, and Fire Protection (Final)

b) Dimensioned site plan (Final)

c) Architectural plans including room locations and fire and smoke rated partitions and details (Final)

d) Fire Protection Plans and details (Final)

e) Structural framing plans and details (Final)

f) Electrical plans and details (Final)

g) Mechanical plans and details (Final)

h) Equipment list and space layout plan and hook up details (Final)

3.5.6.5. Three (3) complete sets – 1 full size, 2 half size.

3.5.6.6. Specifications – 2 sets. (Include one file as a Microsoft Word document with the Track Changes feature enabled.)

3.5.6.7. Project Schedule.

3.5.6.8. Two (2) CD-ROMs with drawings (documents in PDF, RVT, IFC, NWD, DWG formats); include index on CD, as well as final cost estimates, all reports and studies listed below; specifications to be in both Word and PDF formats.

3.5.6.9. Two (2) CD-ROMs with drawings and specifications only; documents in PDF, RVT, IFC, NWD, DWG formats; include index on CD; specifications to be in both Word and PDF formats.

3.5.6.10. Reports, Studies, and Calculations – Electrical, Structural, fire protection, and other engineering disciplines (all studies and calculations to be fully complete and submitted in hard-copy format if earlier submittals were not complete).

3.5.6.11. All the above to be uploaded to the designated FTP site.

6. Project Meetings: AE shall schedule project design review meetings, arrange meetings among its consultants, VA, and/or other agencies or parties that are required for the execution and completion of the project. The AE shall prepare meeting minutes for each formal meeting with the VA and submit such minutes within five (5) business days of such meeting.

7. Bidding: AE shall be available to field all questions from interested parties regarding the construction documents and/or project, as well as attend any pre-bid conferences, present an overview of the project to prospective bidders, and modify drawings or specifications as needed.

8. Construction Administration: AE shall include Construction Support Services and a minimum of 2 Site Visits per month, and as requested by the VA, through the duration of the construction for the project, which includes, but is not limited to:

3.8.1. RFI, Submittals, and Change Orders:

3.8.1.1. AE shall review and respond to Request for Information (RFI), technical in nature, within fourteen (14) calendar days.

3.8.1.2. AE shall review all submittals for the project, including structural, electrical, fire protection, mechanical (as required), and architectural system, within fifteen (15) calendar days, and witness acceptance testing on behalf of the VA for the building and patient lift systems. VA reserves the right for final approval/disapproval.

3.8.1.3. AE shall review, evaluate, and respond to change orders as required.

3.8.1.4. Observation and Site Visits:

3.8.1.5. AE and AE’s consultants, as requested by VA, shall be required to make site visits during all critical phases of the project to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

3.8.1.6. Written Progress Reports and field observation reports shall be immediately submitted for each site visit. Reports shall include any deficiencies noted during the site visit and the appropriate correction, a list of action items that require AE response and any discussion highlights resulting from the visit. The AE will forward a formal inspection report not later than seven (7) calendar days following on-site inspection, as well as maintain a record of site visits.

3.8.1.7. Punch list verification, including pre-final and final inspections, shall be prepared and submitted to the VA.

3.8.2. Documentation:

3.8.2.1. AE shall take and submit meeting minutes for all job site visits and project meetings.

3.8.2.2. Document unforeseen conditions discovered during construction and develop alternate solutions to resolve problems. Provide solution(s) and recommendation(s) to the COR. These may include site pictures, field inspection reports, design solutions, expert third party review and/or supplemental instructions.

3.8.2.3. AE shall document the project closeout process to include:

3.8.2.4. Warrantees (identify for COR, organize, and collate package; summary sheet to include list of warrantees and corresponding warrantee expiration).

3.8.2.5. Product Operation and Maintenance Manuals (organized/grouped by functional systems).

3.8.2.6. Document and verify during site visit those completed and still outstanding Punch List Items.

3.8.2.7. Equipment (patient lift) start-up.

3.8.2.8. Documents: At project completion AE shall incorporate the reference drawings (commonly referred as the “as-built”) drawings from the General Contractor and furnish two (2) CD-ROMs and upload if requested by the VA an updated set “Record Documents” to include reference drawings, specifications, product information, and incorporated change orders in the latest version of AutoCAD, PDF and Revit, or original software, a full size hard copy set, and electronic PDFs to conform to VA drawing standards. The AE shall coordinate with the COR to receive General Contractor marked-up drawings for the AE’s use. The AE shall have 21 calendar days to provide the VA with a set of Record Documents after receiving General Contractor’s marked-up drawings. The AE shall coordinate with the General Contractor to ensure accuracy of such documents.

4. PROJECT SCHEDULE

1. Proposed Submission Schedule (i.e., calendar days, commencing after issuance of NTP issued by CO):

2. Total design period services not to exceed 266 calendar days.

3. Design Schedule: AE shall provide a project schedule of all design and construction milestone dates and update such schedule if any such dates are modified during the project to the VA.

4. Construction Schedule: AE shall provide their estimate for time required to construct this project.

5. PROJECT CONSTRUCTION BUDGET

1. AE shall design the project such that the construction cost shall not exceed the Construction Budget as stated under Construction Budget, Page 1. The Construction Budget is inclusive of all construction costs per the scope and construction documents, including, but is not limited to, all labor costs, overhead time, off hours premium costs (e.g., weekends, Federal and holidays), materials, supervision, overhead, testing/inspection, etc., site costs, mobilization, demobilization, utilities, cabling, and site restoration.

2. To control the construction budget AE to include Base bid and deducts as suggested, if applicable.

6. AE PROFESSIONAL LICENSURE

1. Professional Licensure: The professional seal indicating such professional license shall appear on the final submission with signature. This signature need not appear on the electronic CD-ROM to be used for bidding purposes. The Architect or Engineer whose seal is shown will be known as the Architect of Record, or the Engineer of Record. The AE shall be responsible for and certify compliance with the SOW and all applicable codes and standards.

7. VA TEAM

1. AE will work with the following VA personnel managing this project:

7.1.1. Contracting Officer (CO): The CO shall be responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO.

7.1.2. Contracting Officer’s Representative (COR): The COR shall be responsible for the AE design management on behalf of the VA and will manage the project on a day-to-day basis to ensure that the project requirements are met from the design phase through construction according to this scope of work and the final construction documents.

2. User Group(s): AE will work closely with the User Group(s) (generally through the coordination of the COR) to ensure that the detailed project requirements as conveyed from the User Group(s) are met with this project. Project User Group(s) for this project will include Nursing, Surgical and Interventional Procedures, Extended Care and Palliative Medicine, Patient Safety Handling, Biomedical Engineering, VA Facilities Management Service (FMS), and support staff.

8. ABBREVIATIONS AND ACRONYMS

9. SECURITY CONSIDERATIONS

The CA requirements do not apply, and a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6. The Contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim-October 2010).

10. ENCLOSURES

1. Record drawings. ENCLOSURES -2A, -2B, -2C, -2D, -2E, -2F, - 2G, -2H, -2J, -2K, -2L, -2M

2. Installation or Relocation Checklist for Ceiling Mounted Patient Lifts, AL 147-2; Patient Safety Alert AL14-07 FAQs. ENCLOSURE -3