S02 - PRESOL Attachment 02 - SOW AE 672-25-107 Replace Cast Iron and Malleable Fittings - 17 pages.pdf

REPLACE CAST IRON AND MALLEABLE FITTINGS

Project Number: 672-25-107

Design

STATEMENT OF WORK

I. FOREWORD

1. This document contains information and minimal submission requirements for contract documents specified in the contract for each submission in the production of VA Schematics, Design and Development, for this project. It will give VA reviewers and the contractor a clear understanding of what is required at each stage of design.

2. This document does not relieve the design firms of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents.

3. The goal of this SOW is to ensure the quality of VA facilities while controlling construction and operating costs. This document is not to be used as a standard design and does not limit the project responsibilities to develop a complete and accurate project design that best meets the users' needs and applicable code requirements.

4. DFG VA design standard, VA master specifications, design manuals, submission instructions and/or other publications should be obtained by the Contractor at the following Internet addresses: http://www.cfm.va.gov/cfm/TIL/

II. PROJECT OVERVIEW

1. VA Caribbean Healthcare System strives to support both patients and staff in a healthcare setting. Protection of patient’s, visitor’s and staff’s health from risks associated with the environment and construction activities is the highest priority. The architecture and interior design embody the highest level of environmental stewardship. All designs shall incorporate all electrical, mechanical, plumbing, structural, and architectural components necessary to provide for a complete structure and functioning building. Designs shall be in accordance with all applicable requirements of the NFPA, EPA, OSHA, National Plumbing Code, National Electric Code, ASHRA/E, National Safety Code, VA Specifications, VA Standard Details, VA Construction Standards (match existing site materials), VA Space Planning Criteria PG-18-9, and applicable local, state, and federal regulations. The VA Caribbean Healthcare System at San Juan Main Campus need to replace all cast iron, ductile, or malleable fittings, valve housings, piping and components in high pressure and medium pressure steam systems. This requirement covers above ground systems operating at a pressure of 15 pounds per square inch gauge (PSIG) or greater and hot water distribution systems for hot water or other liquids at a temperature of greater than 257 degrees Fahrenheit.

2. Existing as-built drawings can be made available to the constractor; however, their accuracy along with survey, subsurface information and data is not guaranteed and shall be completed and verified by the constractor as part of the investigative services.

http://www.cfm.va.gov/cfm/TIL/

3. The space will comply with the latest VA design standards located in the Technical Information Library (TIL) (http://www.cfm.va.gov/TIL/). While the Master Specification located in the Technical Information Library (TIL) at http://www.cfm.va.gov/til/spec.asp is considered the standard, it is important for the successful offeror to note that VA Caribbean Healthcare System has more stringent specifications. It is the vendor’s responsibility to familiarize themselves with VA Caribbean Healthcare System specifications.

4. This document contains information as specified for each submission, in the production of Construction Documents for this construction project. It shall give VA Reviewers and the Contractor or construction firm a clear understanding of what is required at each stage of design.

5. The goal of this SOW is to ensure the quality of VA facilities while controlling construction and operating costs. This document is not to be used as a standard design and does not limit or relieve the project construction Team from their professional responsibilities to develop a complete and accurate project design that best meets the users' needs, VA design standard, VA master specifications, design manuals, other publications, and applicable code requirements or to conduct and produce a correct, complete and fully coordinated project.

These Government guidelines, are not limited and, should be obtained by the contractor Team firm to aid in the completion of this project at the following Internet addresses:

http://vaww.va.gov/facmgt/standard/accessibility.asp http://vaww.va.gov/facmgt/standard/d_alert.asp http://vaww.va.gov/facmgt/standard/fire.asp http://vaww.va.gov/facmgt/standard/specifications.asp http://vaww.va.gov/facmgt/standard/metr_idx.asp

Office of Construction & Facilities Management Site Map www.cfm.va.gov/sitemap.asp

The Technical Information Library (TIL) www.cfm.va.gov/TIL/

TIL - Master Construction Specifications www.cfm.va.gov/til/spec.asp

Office of Construction & Facilities Management www.cfm.va.gov/index.asp

VA Office of Health and Safety (OHS) www1.va.gov/vasafety/

National Fire Protection Code - NFPA Manual www.nfpa.org http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/til/spec.asp http://vaww.va.gov/facmgt/standard/accessibility.asp http://vaww.va.gov/facmgt/standard/d_alert.asp http://vaww.va.gov/facmgt/standard/fire.asp http://vaww.va.gov/facmgt/standard/specifications.asp http://vaww.va.gov/facmgt/standard/metr_idx.asp http://www.cfm.va.gov/sitemap.asp http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/index.asp http://www1.va.gov/vasafety/ http://www.nfpa.org/

III. DEFINITIONS AND ACRONYMS

1. Contracting Officer (CO): The services to be performed under this contract are subject to the general supervision, direction, control and approval of the CO.

2. Project Manager (PM): The Contracting Officer’s Technical Representative (COR) responsible for administering contracts under the immediate direction of the CO and the PM/COR at the construction site. When more than one PM/COR is assigned to a construction project one is designated as being in-charge and is called the “Senior PM/COR”. The PM/COR is responsible for protecting the Government’s interest in the execution of the construction contract work.

His duties include surveillance of all construction work to assure compliance with the contract documents, interpretation of the contract documents, approval of changed work, approval of all submittals, samples, shop drawings, etc.

3. Contractor: This term, as used herein, refers to the Contractor under this contract.

4. A/E: This term, as used herein, refers to the Architect-Engineer firm that is part of the design team (Government Consultant).

IV. PERIOD OF PERFORMANCE

1. The contractor shall complete the work (design phase) required under this Scope of Work within three hundred and forty (340) calendar days from receipt of “Notice to Proceed”

(NTP).

V. PROJECT REQUIREMENTS

A. PROJECT DESCRIPTION

1. This Design Services project will complete furnish all necessary professional services, equipment, labor materials, supervision, tools, testing, and specialty services to perform Design services to replace all cast iron, ductile, or malleable fittings, valve housings, piping and components in high pressure and medium pressure steam systems. This requirement covers above ground systems operating at a pressure of 15 pounds per square inch gauge (PSIG) or greater and hot water distribution systems for hot water or other liquids at a temperature of greater than 257 degrees Fahrenheit. at VA Caribbean Healthcare System San Juan Main Campus located at 10 Casia Street, San Juan, PR 00921.

B. SPECIFIC REQUIREMENTS

1. The Design Service works shall include the design of the Mechanical, Electrical, Civil and

Architectural disciplines, and is not limited to site investigations, designing and preparing drawings, phase planning, develop specifications, develop cost estimates.

2. The contractor shall trace out existing steam lines at each facility. The contractor shall inventory all existing cast iron, ductile, or malleable fittings, valve housings, piping, and components in high-pressure and medium-pressure steam systems and distribution systems for hot water or other liquids at a temperature greater than 257 degrees Fahrenheit.

3. The contractor shall identify the fitting or component type, material, location, and type of distribution system (medium, high pressure, hot water/liquid). The contractor shall physically verify all locations and not rely on as-built drawings. If a facility has current as-built steam distribution drawings, the contractor shall mark on the as-built drawings, the location of each fitting as well as provide a table format of information. If the facility does not currently have as-built steam distribution drawings, the contractor shall utilize architectural floor plans to identify approximate locations as well as provide a table format of the required information.

4. The contractor shall also identify asbestos-containing materials (ACM) during this initial assessment. The contractor shall provide an Asbestos Abatement Plan based on the findings.

The Abatement Plan must comply with all VA requirements related to Environmental Control, Infection Control, Life Safety, Waste Management, and other Master Specification General Conditions (Division 01) found in VA’s Technical Information Library (TIL) at the following link:

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

5. The contractor shall use the preliminary study already performed by VA as reference only.

Contractor is responsible for performing his own assessment for all the areas included and described within this scope of work.

6. The contractor shall retain an experienced metallurgist to help identify if a piping element or component is either steel or cast iron. The metallurgist shall apply only nondestructive testing (NDT) methods where applicable. A segment resulting to be inconclusive by either visual inspection or NDT shall be replaced in its entirety as deemed appropriate to ensure there is no cast iron material left.

7. The contractor shall perform all inspections without disrupting, removing, or demolishing any

VA property. Any removal required to carry out the inspection shall be replaced at no additional cost to the Government and must be timely coordinated (at least 14 calendar days in advance) and be approved by the Government’s authorized representative. Where insulation is required to be removed, the contractor shall coordinate with the VA Facilities' Engineering staff and obtain approval for removal. The contractor shall retain a specialized subcontractor to reinsulate all portions that may be removed by the inspection to validate the type of material.

8. The contractor shall develop a full design including Architectural, Structural, Fire Protection, Plumbing, HVAC and Electrical following VA Design Guides/Criteria.

9. The contractor shall provide for construction period services as described in A/E Special Provisions. The total site visits to be considered under this service will be a total of four (4) site visits. Visits will be as per Contracting Officer and VA Project Manager request and will be coordinated in advance with Designer. These site visits for construction period services will not count for any other site visit needed by Designer for design omission responsibility, Request for Information responses, or design addendums. The construction period services visits purpose will be construction award support such as bidding on-site meeting, construction progress inspections, and final punch list walkthrough.

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

C. GENERAL REQUIREMENTS

1. The RFP documents are intended to define existing conditions, certain required items and design parameters to be included in the project. It is the Contractor’s responsibility to complete the documents in a manner consistent with the intent of the RFP documents within the required time period (contract length).

2. All projects associated construction and temporary work shall conform to the latest VA specifications, VA Standards, including sustainability and green building construction, energy conservation methods, EPA, OSHA, NFPA, NEC, ASHRAE, LIFE SAFETY CODE, IBC, local, Federal and industry requirements and regulations.

3. Contractor shall have comprehensive knowledge, experience, expertise, equipment and personnel to complete this work.

4. Contractor shall keep the VA Project Manager informed on a weekly basis the status and progress of the project.

5. Detailed Schedule and Narrative: The Contractor shall provide a detailed phasing schedule and written narrative, indicating specific dates for each step of the construction process.

6. The Contractor shall develop a well-organized, practicable and complete written narrative construction phasing for the proposed project in order that the normal hospital operations will not be interrupted except by previous and timely coordination with VA staff through the Project Manager. Therefore, Contractor shall meet with facility operations personnel and discuss any projected utility shutdowns feasibility to mitigate operations impact. Contractor shall include any shutdown considerations in the design phase.

7. The Contractor shall prepare written minutes of each meeting with the Government concerning contractual, design and construction matters. Copies of the minutes shall be furnished to the Contracting Officer and within three calendar days of the meetings. The Contractor shall prepare written records of phone conversations addressing major project issues and furnish a copy to the Contracting Officer within three calendar days of contract.

8. Quality Assurance/Quality Control (QA/QC): To reduce design errors and omissions, the A/E team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort. Within two (2) weeks of receipt of Notice to Proceed, the A/E Team will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the A/E Team member responsible for QA/QC. Upon its completion, each task shall be initialed and dated by the responsible A/E Team member.

9. The constractor shall certify the design compliance with all latest design standards, design manuals and national codes used by the VA, as well as all Federal and local Requirements and Regulations. The required stamp on construction documents (e.g.

drawings, technical specifications) of the licensed architect or engineer of record will be considered as certification of such compliance. The final approved construction document submission shall bear the seal of the Registered Architect and Professional Engineer responsible for the final design. Professional Engineer/Architect shall be licensed and certified to practice in Puerto Rico.

10. A complete report of the assessment findings and the as-build drawings shall be submitted to the Contracting Officer during the schematic submission.

11. The design shall include a well-developed and integrated phasing plan to be followed during the construction phase. The intend of the plan is to avoid interruptions of the hospital normal operation during the construction.

12. If removal or relocation of existing equipment and/or systems is needed, provide on drawings a detailed specifications and/or notes, regarding the removal or relocation of such items. Related equipment and or units to remain shall be evaluated by the construction team , such equipment descriptions and schedules shall be provided on drawings. Also, shall note any existing items to re-used, cut, patched or adapted. Demolition drawings and details shall be clearly shown.

13. Along with each submission, the construction team shall provide a design narrative/analysis for each technical discipline (e.g. architectural, civil, structural, electrical, mechanical, etc.), which describes the intent of each discipline.

14. Provide a calculation booklet including but not limited to: computations and sizing calculations for structural, electrical, mechanical, site, surveying, and any other designs calculations as required. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

D. DESIGN TASKS

1. SITE INVESTIGATION: Design Services shall conduct a site survey of the project area to ensure that the design is feasible and without any major obstacles. Available as–built drawings and related other project drawings are available to the construction services, but field verification by the construction team must be completed to verify existing site conditions and to collect data as required for design development work to successful completion of design and construction documents.

2. Contractor as part of their deliverables must include any swing space construction as impact costs in their cost estimates.

3. DEMOLITION: The project demolition work may include structural, architectural, plumbing, mechanical and electrical demolition to clear space for the new systems. Any demolition of existing landscaping and other items shall be included in this project, if applicable.

4. CIVIL / STRUCTURAL: Work may include architectural modification and structural work.

Structural engineering is expected to be completed by a Puerto Rico Licensed Structural Engineer for any needed structural reinforcements. All required borings and structural testing shall be completed by the construction firm. The construction firm shall proceed with a structural design that will not impede on pedestrian traffic at the ground level.

5. ARCHITECTURAL: Field verification of elevations and architectural dimensions are crucial to the success of this project, as the existing drawings are best represented. Exterior work must blend into the surrounding buildings and architectural appearances.

6. INTERIOR DESIGN: The VA Interior Designer will perform all interior color and material selections from the Architect’s recommended items. The contractor will coordinate all interior selections with the VA interior design staff.

7. PLUMBING / PIPING: The plumbing systems need to be evaluated and updated to meet the latest Plumbing Codes. Design modifications, additions and relocations to the plumbing systems and fire protection system must follow the VISN 8 policy and Life Safety codes and other applicable code requirements for a complete certified functional system.

8. HEATING, VENTILATION AND AIR CONDITIONING (HVAC): The HVAC systems need to be evaluated and updated to meet the latest HVAC Design Criteria. The contractor must evaluate the Chilled Water System and the Hot Water / Steam System serving the design scope area.

9. ELECTRICAL: The electrical systems need to be evaluated and updated to meet the latest Design Criteria. The contractor must evaluate the electrical systems serving the design scope area to determine if there is enough, and provide modifications and extensions to the existing electrical systems, security system, communications system, fire / safety system, etc. All panels shall be metered before any planned connection to insure available capacity. This required metering will be the responsibility of the construction firm to complete. This design shall evaluate existing as–Built drawings and all ongoing electrical upgrade projects during the design process.

10. INDUSTRIAL HYGIENIST: An Industrial Hygienist (IH), licensed as an Asbestos and Lead Consultant, may be required due to the existence of asbestos containing materials that may be encountered during the construction project.

11. ASBESTOS: The contractor shall investigate the construction site to verify any asbestos containing materials. Asbestos containing sprayed-on fireproofing, floor tile & mastic, and other asbestos containing / contaminated materials / items may be encountered in buildings 1 and 2. If asbestos is encountered, it is the construction and their subcontractor’s responsibility to adhere follow all VA, OSHA, Federal, and State regulations of Asbestos Containing Material (ACM) procedures. Submittal packages for the Asbestos & Indoor Air Quality (IAQ) qualifications shall be provided to the VA. The IH shall perform duties as necessary by monitoring, inspecting and testing inside / outside the work area in accordance with OSHA requirements.

a. NOTE: Some site investigation work may be in asbestos contaminated areas and will require the construction team to have their personnel trained for Class 3 Asbestos Work (Maintenance & Operations within Asbestos Contaminated areas). Air quality monitoring during asbestos removal activities shall be performed by a third-party inspector who must be present at all times. The design services shall also include an Asbestos Abatement Inspection, Monitoring and Certification by an Independent Third Party Certified Industrial Hygienist Consultant Firm. The IH will perform the necessary monitoring, inspection, testing and other support services to ensure that VA patients, employees, and visitors will not be adversely affected by the abatement work, and that the abatement work proceeds in accordance with asbestos abatement specifications. The Independent Third Party Certified Industrial Hygienist Consultant Firm shall be approved by VA.

b. Indoor Air Quality: The IH will also have to design IAQ measures for construction work in relevant areas.

12. EQUIPMENT: The contractor shall coordinate the design work directly with the suppliers / manufacturers of the new equipment to produce a completely designed operational project.

All drawings, schematics, and other data available from the equipment suppliers shall be incorporated in the construction drawings and specifications. The contractor is to determine the points of connection between old and new equipment and clearly detail these connections on the drawings.

13. Design the project by using site measurements and verifying site conditions. The contractor shall not rely solely on the as–Built drawings.

14. The contractor shall provide other documentation (i.e., calculations, reports, recommendations, etc.) that is appropriate to support the design effort and to keep the Government fully informed of all issues or potential problems. Provide computations and sizing calculations for any anticipated new loads, altered loads, and existing loads for electrical, mechanical (HVAC, plumbing, medical gas and steam), sanitary, structural and fire protection designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input / output, and description of program procedures. Provide an investigation and explanation of code requirements incorporated into the design. Furnish a copy of each code quoted or used in the design, when necessary to provide additional understanding of design decisions.

15. The contractor shall provide all schedules and tables used on the drawings in MS Excel latest version.

E. ADDITIONAL REQUIREMENTS AND INFORMATION

1. LIFE SAFETY: Requirement for acquiring and incorporating a Certified Independent Third-

Party Safety Professional review of design documents. The A/E shall design the necessary Life Safety and Interim Life Safety provisions for impacted areas, both temporary and permanent measures. The construction shall provide and coordinate the review of the Life Safety Provisions of the project design with a third party, independent licensed Fire Protection Engineer. The following areas will be reviewed by the third party:

a. NFPA Code Compliance

b. Environmental / EPA Impacts, Permits, etc.

c. OSHA Compliance (i.e., Excavation, Demolition, etc.)

d. Security Property / Infrastructure Management, Homeland Security, etc.

e. Emergency preparedness

f. Disability Accessibility Compliance

g. National and Local Codes. The construction shall deliver a letter certifying compliance with all Life Safety Codes and Requirements applicable to this project from the third party.

2. CODES, STANDARDS AND EXECUTIVE ORDERS: The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100-678 requires Federal agencies to follow national recognized "model" building codes. The VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. The VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

a. VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

b. International Building Code (IBC) including International Mechanical and Plumbing Codes

c. NFPA 101 Life Safety Code (see notes below)

d. NFPA National Fire Codes with the exception of NFPA 5000 and NFPA 900.

e. Occupational, Safety and Health Administration (OSHA) Standards

f. VA Seismic Design Requirements, H-18-8

g. National Electrical Code (NEC)

h. National Standard Plumbing Code (NSPC)

i. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers

(ASME) A 17.1.

j. ASME Boiler and Pressure Vessel Code

k. ASME Code for Pressure Piping

l. Uniform Federal Accessibility Standards (UFAS) including VA Supplement, Barrier Free

Design

m. Building Code Requirements for Reinforced Concrete, American Concrete Institute and

Commentary (ACI 318)

n. Manual of Steel Construction, Load and Resistance Factor Design Specifications for

Structural Steel Buildings, American Institute of Steel Construction (AISC)

o. Energy Policy Act of 2005 (EPAct)

p. American Society of Heating and Refrigeration Engineers (ASHRAE) 90.1, Energy

Standards for Buildings Except Low-Rise Residential Buildings

q. Federal Leadership in High Performance and Sustainable Buildings: Memorandum of

Understanding (MOU)

r. Executive Order 13423: Strengthening Federal Environmental, Energy, and

Transportation Management

s. Executive Order 13514: Federal Leadership in Environmental, Energy, and Economic

Performance http://www.cfm.va.gov/til/

t. The Provisions for Construction and Safety Signs. Stated in the General Requirements, Section 01 00 00, of the VA Construction Specifications

u. American Society of Heating and Refrigeration Engineers (ASHRAE), Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1

v. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

3. NOTES: NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101 and documents referenced by NFPA 101 in order to comply with the accreditation requirements of the joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed above in this Program Guide. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively. This applies even if the IBC requirements are different.

4. Conflicts between Nationally Recognized Codes and Standards and VA Requirements: Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for the VA to ensure a consistency system wide.

5. ENERGY & RESOURCE CONSERVATION: Any alterations or new equipment (motors, light fixtures, windows, HVAC equipment, pumps, chillers, water faucets, urinals, toilets, insulation, etc.) shall be energy efficient and resource efficient. This facility’s overall energy usage goal is 142,000 BTU/sq. ft. (142 MBTU/SF). Energy Star, LEEDS and other related criteria shall be utilized. Light bulbs and other equipment shall have very low mercury content or NOT contain mercury at all. (as per latest Energy Star and LEEDS guidelines).

6. DRAWINGS: The contractor shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products (digitally signed DWGs) and PDF format in individual sheet files on CD-ROM. Include all associated support files (i.e.

plot styles, external referenced files, etc.). This facility currently uses AutoCAD and Autodesk MEP 2010. The standard drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e. layer / level structure, fonts, font sizing, file naming conventions, etc.) is that of the latest edition of the National CAD Standard (www.nationalcadstandard.org).

a. The construction shall follow these level / layer formats, file – naming conventions, and symbol library.

b. Drawings are to be drawn from the VA’s “As-Built” or construction drawings updated by site verification, not scanned reproductions.

http://www.nationalcadstandard.org/

c. The final sets of the new construction drawings, including the film copies, shall be sealed (embossed & ink stamps) and signed by each respective Professional Engineer in their discipline, Industrial Hygienist, Architect and other necessary licensed professional consultants.

7. SPECIFICATIONS: The A/E firm may obtain the list of the complete VA Construction

Specifications from the VA Facilities Management Technical Information Library (TIL), which is located at http://www.cfm.va.gov/TIL/spec.asp#02. The VAMC has specifications that have been edited for general use at this facility and are the preferred specification to be used. If there are missing specifications sections from the VAMC VA specific specification, then the specifications from the Technical Information Library shall be used. Any specifications that are edited by the contractor shall be submitted to the VA for approval. The edited version of the specification shall be in Microsoft Word in the editing format and all changes shall be in RED.

Contact the project COR to obtain a copy of these specifications on CD-ROM. This facility will provide the specification sections needed based on the master list provided in the first review.

The construction shall provide the final edited specifications on CD-ROM in Microsoft Word latest version. The format shall be 1.5 spaced, left justified, 2-sided, laser quality, and courier-new size 10 font. The specifications shall be provided in two (2) copies. The remaining copy shall be in a colored, 3-“D”-ring loose-leaf binder, with identification labels on the binding and cover so the project title and number are readily visible and with tabbed dividers between each specification section.

a. The latest VA standards, VA master specifications and/or other VA publications should be obtained by the construction at the following Internet address:

http://www.cfm.va.gov/TIL/. The internet address (shown above) provides just the VA manuals, standards and specifications and does not include the construction industry codes (e.g. AISC, ACI, ASHRAE, OSHA, EQB, NFPA, NEC, Local Building Codes, ADA, etc.).

b. The VA standards and publications include but are not limited to:

- Master Construction Specification (PG-18-1) - Defines a standardized method for the construction to assure that the contractor shall provide equipment and systems that meet the design intent in terms of performance, quality and cost.

- Design and Construction Procedures (PG-18-3) - Establishes minimum consistent design/construction practices.

- National Cad Standard, VHA Application Guide & Standard Details (PG-18-4) - The VHA Application Guide adopts the NIBS National CAD Standard, establishes VA-specific drafting standards for the preparation of design and construction documents provides utility and sheet template files and standard construction details organized by discipline, for use in design and construction documents for VA projects.

- Equipment Guide List (PG-18-5) - Provides information for planning and developing requirements for all equipment and furnishings to be provided in all VA rooms/spaces.

http://www.cfm.va.gov/TIL/spec.asp#02 http://www.cfm.va.gov/TIL/

- Seismic Design Handbook (H-18-8) - Provides the construction with specific requirements and design parameters for seismic design and addresses the following topics of concern: new critical and essential facilities, new ancillary facilities, existing facilities (both for evaluation and rehabilitation including alternative seismic approaches), spectral response acceleration, special provisions for structures in seismic categories (C, D, E and F), limitations on steel structures and reinforced concrete structures, and drift limitations, including modifications of IBC requirements for new critical and essential facilities in high seismic design categories.

- TIL - Space and Facility Planning (PG-18-9) - Provides a listing of all rooms and spaces and the net square foot area of each for all departments/services within VA medical facilities.

- Design Manuals (PG-18-10) - To convey the general and specific VA design philosophy for the HVAC, Electrical, Plumbing, Fire Protection, and other systems for VA medical and support facilities.

- Design Guides, Graphical, by Function (PG-18-12) - Provides the contractor with specific layout templates and medical equipment lists for all types of spaces/uses, and specific design parameters for structural, electrical and mechanical service.

- Barrier Free Design Guides (PG-18-13) - Provides the construction with VA standards that exceed minimums of the Architectural Barriers Act (ABA) and the Americans with Disabilities Act (ADA) for health care projects. These standards relate to specific Veteran population needs.

- Room Finishes, Door, and Hardware Schedules (PG-18-14) - This document provides guidelines for VA Facility Interior finishes, doors, and hardware for new or renovated facilities constructed within the Department of Veterans Affairs. The essential criteria for selection of products/materials is based on their appropriateness for function and space, sustainability, life cycle costs, durability, and ease of maintenance.

- Environmental Compliance Manual (PG-18-17) - This manual provides guidance to VA project proponents for ensuring the required evaluation of potential impacts under National Environmental Policy Act (NEPA) is technically adequate and legally sufficient.

This evaluation may be concluded at one of three levels of evaluation as appropriate: a Categorical Exclusion (CATEX) for projects meeting one of the definitions in VA's Implementing Regulations (Title 38 CFR Part 26) with no extraordinary circumstances;

an Environmental Assessment (EA) resulting in a Finding of No Significant Impact (FONSI) for projects which do not meet a CATEX definition; or an Environmental Impact Statement (EIS) for those projects which will have an impact(s), but still make sense to proceed with legally binding Mitigation Measures to be implemented. This document also provides guidance with respect to the interaction of the NEPA evaluation and other environmental / historical regulatory requirements.

- VA Cultural Resource Management (H-7545) - This handbook describes the procedures DVA uses to meet Federal preservation requirements for all program and construction activities that may affect cultural resources, including historic buildings, landscapes and districts, archaeological sites, Indian tribal spiritual sites and burial places, historical documents and artifacts, and the cultural and historic values of neighborhoods and communities, all of which may be affected by VA construction projects.

- TIL - Special Requirements-Physical Security - Design Manual for VA Facilities Mission Critical Facilities & Life Safety Protected Facilities sets physical security standards for facilities required to continue operation during a natural or man-made extreme event and for facilities that are required to protect the life safety of patients and staff in an emergency.

- TIL - Special Requirements-Fire Protection Design Manual - This document provides fire protection design criteria for all VA facilities including fire alarm requirements.

8. REVIEW MEETINGS: The A/E team shall include at least 2 sites visit to attend a design review meeting during the design process and provide meeting minutes to the VA for approval and distribution.

9. The VA mandates that all facilities are to be 100% fire sprinkled. The contractor shall review the existing sprinkler system and design any modifications necessary to the existing system to ensure that all areas are 100% sprinkled. Once the design for the modifications has been completed, a Fire Protection Engineer shall review and stamp those necessary drawings for code compliance.

10. Provide a moisture control plan and illustrate the use of an appropriate moisture control strategy to prevent building damage, minimize mold contamination, and reduce health risks related to moisture.

11. Provide a daylighting and lighting controls plan, including automated lighting controls (occupancy / vacancy sensors with manual-off capability) for appropriate spaces including restrooms, conference and meeting rooms, employee lunch and break rooms, training classrooms, and offices.

12. Storm Water: Per EISA Section 438, where redevelopment affects site hydrology, use site planning, design, construction, and maintenance strategies to maintain hydrologic conditions during development, or to restore hydrologic conditions following development, to the maximum extent that is technically feasible.

F. SUBMITTALS

1. Design schedules: Approximate time frames are presented below. Actual timelines submitted for approval should reflect the project complexity and follow the format presented below:

a. Begin Schematic Design (Notice to Proceed): NTP

b. First Submission of Schematic Design (SD–35%): NTP + 60 Days

c. First Review Meeting and Return First Submission: NTP + 80 Days

d. Second Submission (Design Development 2) (DD2–65%): NTP + 140 Days.

e. Second Review Meeting and Return Second Submission: NTP + 160 Days.

f. Third Submission (Design Development 3) (DD3–95%): NTP + 220 Days.

g. Third Review Meeting and Return Final Submission: NTP + 240 Days.

h. Fourth Submission (Construction Documents) (CD–100%): NTP + 270 Days.

i. Complete Design Construction Documents: 320 Days

2. Design Submission Criteria:

2.1 "SCHEMATIC DESIGN and DESIGN DEVELOPMENT " – FIRST SUBMISSION (35%)

a. Schematic Design for this construction project is a means of identifying alternative approaches to correcting physical and functional deficiencies on the conceptual plan.

b. The development of this Schematic Design is an interactive process between VAMC staff and the Design Contractor in order to produce a narrative and graphical description of possible alternatives.

c. The Schematic Design shall provide a well-organized narrative and design schematic alternative approaches with respect of functional operation, demolition, maintenance and construction cost.

d. The Schematic Design shall contain, but not limited to, the following:

1) Plot Plans showing:

a. Location of the existing and the alternative locations of the new facility and related equipment. Architectural and structural design approach.

b. Coordination drawings showing all units and systems to be upgraded replaced and/or added.

c. Electrical design approach in a narrative form.

d. Ventilation and A/C design approach in a narrative form.

e. New controls schematic design approach in a narrative form.

2.2 "DESIGN DEVELOPMENT" – SECOND SUBMISSION (65%)

a. Submit Design Development plans in accordance with the applicable requirements of the design development submission of Handbook H-08-15, Vol. C and the review comments of the approved Schematic Design submission.

b. VA Master Specifications Sections may not cover some of the project elements. It is the responsibility of the Design Contractor to develop the final specific requirements for each unit of work introduced into the project. New technical specifications developed by the Design Contractor shall be in the same format as that used in VA Master Specifications.

c. Submit a Cost Estimate in accordance with Handbook H-08015 Vol. C.

d. The Design Contractor shall submit one (1) copy of the first submission for review and approval that includes the schematic and design development phases of the design. The A/E shall submit a copy to the Life Safety/Fire Prevention Third Party Evaluator for their evaluation. The A/E shall provide a verbal presentation of his work to the VA Staff during the review process.

2.3 "CONSTRUCTION DOCUMENTS" - THIRD SUBMISSION (95%)

a. Submit the 95% DESIGN DOCUMENTS in accordance with the applicable requirements of

CONSTRUCTION DOCUMENTS submission of Handbook H-08-15 Vol. C and the REVIEW comments of the approved DD submission.

b. Plans, specifications, cost estimates, construction phasing and all related construction documents shall be completed, coordinated and ready for the FINAL REVIEW and approval.

c. The Design Contractor shall submit the 95% design documents in accordance with this contract (i.e. drawings, catalog cuts, equipment description, schedule of work, etc).

d. The Design Contractor shall submit one (1) copies of this design package for review and approval and provide the necessary verbal presentations. The Design Contractor shall submit a copy to the Life Safety/Fire Prevention Third Party Evaluator for their evaluation.

e. The Design Contractor shall prepare the construction's submittal list. It is Design Contractor responsibility to provide a quality set of documents. The Design Contractor shall perform a Quality Assurance of the complete set of documents.

f. The Design Contractor shall incorporate the corrections, adjustment, and change made by VA and third party evaluators during the final review and submits one (1) copy of the final approved 95 percent design submission. The A/E shall also submit a copy on electronic PDF format to the Life Safety/Fire Prevention Third Party Evaluator.

2.4 “Construction Documents” – FINAL 100% SUBMISSION

a. The Design Contractor shall submit 1 Full and 1 half hard copies of the corrected final set of construction documents for construction. In addition, one (1) copy on electronic format (PDF and AutoCAD Version).

VI. VA INFORMATION CUSTODIAL LANGUAGE:

A. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

B. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

C. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

D. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

VII. SECURITY INCIDENT INVESTIGATION:

A. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

B. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to

VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

C. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

D. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

VIII. LIQUIDATED DAMAGES FOR DATA BREACH:

A. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

B. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

IX. SECURITY CONTROLS COMPLIANCE TESTING:

A. On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day’s notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

X. TRAINING:

A. All contractor employees and subcontractor employees requiring access to VA information and

VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

B. (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

C. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

D. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

E. The Certification and Accreditation (C&A) requirements do not apply and a Security

Accreditation Package is not required for this SOW.

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