S02 SOW 523A4-26-006 Design Upgrade Elevators.docx

Project #523A4-26-006 West Roxbury Upgrade Elevators Buildings 1, 2, and 3 Architect/Engineer (A/E) Statement of Work (Design) Scope of Work Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, construction schedules, project phasing, investigations, site visits, and construction period services associated with the upgrade of the Buildings 1 and 2 elevators at the Veterans Administration, Boston Healthcare System (VA BHS), West Roxbury Campus, 1400 VFW Parkway, West Roxbury, MA 02132-4927. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for conceptual layout schemes with proposed alternatives consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys, and studies. The intent of this project is to perform investigation services and provide a complete design package to upgrade the elevators in Buildings 1 and 2 to current Veterans Health Administration (VHA) design and construction standards.

The elevator upgrades are for the following 11 elevators within Buildings 1 and 2:

· Bldg 1

· Elevators 1 and 2 in the main lobby (duplex geared overhead traction)

· Elevators 4 and 5 in the main lobby (duplex geared overhead traction)

· Elevator 3 within EMS (simplex geared overhead traction)

· Dietetics Elevator 6 at the loading dock (simplex holed hydraulic elevator)

· Bldg 2

· Service/Freight Elevator, runs from Basement to Ground Floor Loading Dock (simplex holed hydraulic)

· Elevators 1, 2, and 3 in the main lobby (three car group geared overhead traction)

· Vertical Transport/Dumb Waiter within SPD (geared overhead traction)

The elevators to be evaluated for deficiencies include the following four (4) elevators within Building 3:

· Elevators 1, 2, and 3 in the main lobby (three car group holed hydraulic)

· Service Elevator runs from Basement to Second Floor (simplex holed hydraulic)

Prior to the full upgrade of the elevators, an inspection study report and modernization survey shall be performed by an elevator design professional. The elevator design professional shall be engaged throughout the project to evaluate the specifications, determine specific compliance, and consult on installation issues. This report and the survey findings shall identify full design needs to upgrade all elevators listed above.

For Buildings 1 and 2, the project intent includes, but is not limited to:

· Upgrading machine rooms to meet current codes

· Replacement of the elevator components, in accordance with VA standards, would include, but not limited to: replace all machine room equipment, elevator ropes/cabling, controls, controllers, machines, governors, pulley systems, overall lift systems; replace or install hall position indicators and buttons; replace elevator car/cab including structural, mechanical, safety, security, communications and comfort systems.

· Perform elevator testing and acceptance in accordance with VA standards and ANSI/ASME 17.2 Practice for Inspection of Elevators, Escalators and Moving Walks (Inspectors Manual). Testing and acceptance to be performed by a Certified Qualified Elevator Inspector ASME QEI-1 using ANSI’s 17.2 Checklist for Inspection and Certificate of Inspection.

· Finishes

· Updating signage for egress in Building 1 as the ACA addition altered egress

· Wall/door/stair construction

· Building systems and components (e.g., electrical [normal and emergency power], HVAC, lighting, plumbing and fixtures, fire protection, fire detection/alarm, telephone/data, access control, physical security, signage)

· Fire alarm elevator recall service

· HVAC systems for the elevator machine rooms and integrating with the building automaton system

· Hoist way ventilation/exhaust

· Roof/wall penetrations

· Lead, asbestos, and PCB abatement

· Patient safety features

· Infection control measures

· Accessibility requirements (ADA, VA Barrier Free Design Standard [PG 18-13], Architectural Barriers Act Accessibility Standards [ABAAS], Massachusetts Architectural Access Board Regulations, etc.)

· ASHRAE Standard 90.1 Energy Standard for Buildings

· Address considerations based on Medical Center needs and scope not identified which may be of concern

For Building 3, the project intent includes, but is not limited to:

· A/E to perform thorough site inspections to document the existing elevator operation

· Physically surveying all elevators, highlighting at a minimum all components noted in the section above for Buildings 1 and 2

· Provide a written narrative report on the condition of all elevators and components, noting deficiencies

· Provide recommendations for repair or replacement of all elevators and components, addressing the identified deficiencies

· Provide a cost estimate to address repairs or replacements of all elevator and component deficiencies

The design must include a construction phasing plan that minimizes any negative effects to the normal operations of the medical center. Any proposed disruptions to existing operations must be approved by the Medical Center through the Contracting Officer, Contracting Specialist, and/or Contracting Officer’s Representative/Project Engineer.

Provide for Interim Life Safety Measures (ILSM) in the design of the project.

The A/E shall have specific expertise and experience in the design and coordination of elevator modernization and equipment replacement as part of a design team. The A/E shall be the lead consultant with a vertical transportation specialist. The specialist shall be an independent and fully experienced programmer, designer, and specifier of Vertical Transport for Acute Care Hospitals and Medical Centers.

Description of Work General Conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Engineering Service), and presentation of preliminary layout plans with proposed alternatives to the User Group. Based on User Group meetings and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals. Through the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents. All design submission requirements shall conform to the latest editions of all VA criteria/standards/regulations/design guides, etc. as found on the VA Office of Construction & Facilities Management (CFM) Technical Information Library (TIL) web site: https://www.cfm.va.gov/til/index.asp, in addition to Commonwealth of Massachusetts state codes and regulations, Federal codes and regulations, and ASHRAE Standard 90.1.

Implementation Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions found, identify/investigate/review the availability of existing facility information, and field verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, video tape, and document the conditions of areas to be renovated and/or impacted. Provide the necessary investigation/inspection/testing/metering of existing utilities to ensure their adequacy for this project.

Project Development The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys, and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a standalone project (i.e., not as part of another project) and all cost for this replacement including but not limited to lead and asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall then be submitted for approval to the Project Engineer.

Project Design Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be corrected under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

Asbestos, Lead & PCBs The proper identification Asbestos, Lead and PCBs to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To the extent possible, existing Asbestos and Lead Assessment of the facility will be made available to the A/E. Additionally proper asbestos, lead and PCB abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

Design Schedule Considerations A/E to allocate within design schedule several periods for third-party reviews. These will include at a minimum fire protection, historical preservation, and elevator specialists. VA will require A/E to complete required SHPO section 106 documentation for submission with maximum 30-day period. Fire protection and elevator specialist reviews will be a minimum two-week review period.

General Description of Services A/E shall provide the services indicated in this Statement of Work, Supplement A, Supplement B and Supplement C. These services will be provided in distinct phases:

Conceptual/15% Submittal – Preliminary User Group Meetings & Field Surveys 30% Submittal – Schematics 60% Submittal – “DD” Design Development 90% Submittal – “CD” Construction Documents 100% Submittal – Bid [Final] Documents Construction Period Services Project Close Out Submittal – “As-Built” Construction Documents Drawings The drawings, specifications, and all other submittal items will be prepared using English units of measure.

General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by a principal of the firm who is a Massachusetts registered Architect or Professional Engineer. All drawings will be created using IFC compliant parametric Building Information Modeling (BIM) as the architectural/engineering software, currently AutoCAD Civil 3D 2014 and/or AutoCAD Revit Architectural Suite 2014 and/or AutoCAD Revit MEP Suite 2014 applying the VA BIM Standard BIM Manual v2.2 and the United States National CAD Standard v5 (US NCSv5). The VA has adopted the US NCS v5 replacing the VHA National CAD Standard Application Guide. The VA BIM Standard BIM Manual v2.2 is available on the Internet at the VA Office of Construction & Facilities Management (CFM) Technical Information Library (TIL) web site: https://www.cfm.va.gov/til/index.asp, the US NCS v5 is available through the National Institute of Building Sciences.

CAD Files: CAD files shall be created/exported directly from the BIM software application. One CAD (*.DWG) file shall be created per drawing (sheet) applying the US NCS v5 layering, sheet naming and disk labeling protocols. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks. Coordinate this submission with the Contracting Officer, Contracting Specialist, and/or Contracting Officer’s Representative at each design submission.

Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed as “E” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2014. Drawing file names shall contain the drawing number and drawing title information. Drawings shall utilize world coordinate system with standard cross hairs. Each drawing shall have a separate drawing file name consistent with the drawing title. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

Fire/Life Safety Review: An independent fire safety and life safety review shall be accomplished once during design. Include coordination for a fire/safety review within the project schedule.

Specifications General: The A/E shall utilize the latest edition of VA Master Specifications as found on the VA Office of Construction & Facilities Management’s Technical Information Library: https://www.cfm.va.gov/TIL/index.asp. The A/E shall incorporate any revisions to the VA Master Specifications into the project specifications through the completion of the 60% Design Submission. The A/E may be requested to incorporate revisions to the VA Master Specifications into the project specifications at any time prior to the solicitation of the project for construction depending upon the scope and impact of the revisions. VA Boston Healthcare System Engineering (VA BHS 138) will provide the A/E with information specific to the VA BHS campus and the project to aid in the preparation of the project specifications. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

Electronic Files: Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks. All electronic files may also be shared through a VA-approved sharepoint through discussion with the Contracting Officer, Contracting Specialist, and/or the Contracting Officer’s Representative.

Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers. The use of trade names may be used to establish the standard of quality to be met.

Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc.). The register shall be incorporated with the specifications.

Quantity and Cost Estimates Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the Internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

Cost Estimate Submittal: Cost estimates shall be submitted in electronic format. The A/E is responsible for establishing internal controls for keeping the project design within projected construction funding. The A/E will be required to revise design and resubmit cost estimates as necessary (at no cost to the VA) should cost estimates exceed construction funding.

Phasing and Construction Schedules Schedules: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and ensures smooth implementation of required construction. Special attention will be required to develop a design that can be phased in to allow work to be performed while all services remain in operation and can reasonably maintain day-to-day operations. Contracting Officer Representative will need to approve proposed phasing plan before the next design submission. This will require coordination internally with the VA to allow for advanced notification and planning.

Schedule Format: The construction schedules shall be horizontal Gantt/bar charts that: a) identify the major construction activities required to perform the work; b) identify the duration of each of the major construction activities; c) identify the critical path network to achieve the work. A/E to utilize latest version of Specification 01 32 16.15 Project Schedule for P6 Scheduling, which will be specific to VISN 1 Contracting and will be provided by the Contracting Officer, Contracting Specialist, or Contracting Officer’s Representative.

Design Analysis (DA) The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, existing conditions, design objectives, design assumptions, product literature, and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitations and their impact shall also be included in the DA.

Quality Control Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

Identification and discussion of all organizational and technical interfaces Design team members and their areas of responsibility Team members responsible for checking the design Team members responsible for checking the electronic files Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts Project Schedule showing key milestones and review periods. Include in this schedule the need for third-party fire protection, historical preservation, and elevator specialist reviews.

VA Design Alerts and VA Quality Alerts can be found on the internet at the VA Office of Construction & Facilities Management (CFM) Technical Information Library (TIL) web site: https://www.cfm.va.gov/til/index.asp.

Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

Quality Certification: The A/E shall certify at each submission in writing that it has performed quality assurance reviews of that submission.

Site Visits, Meetings/Conferences and Discussions Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

Design Review Conferences: Design review conferences shall be conducted shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but it will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed or virtually as approved by Contracting Officer, Contracting Specialist, and/or Contracting Officer’s Representative.

Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings, and conferences attended. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to the project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be made in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

A/E Services during Construction Period Administration (CPA):

CPA Services shall include, but are not limited to:

Review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans.

Provide and maintain an updated submittal register Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products.

Responses to Request for Information (RFI).

Change order review and recommendations.

Preparation of cost estimates to Request for Proposal (RFP).

Cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

A minimum of eight (8) site visits as required and/or requested by the VA Project Engineer for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit.

Verification of as-built conditions from contractor supplied marked up prints.

Preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently.

IH services associated with any asbestos, lead or PCB abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

Electronic Construction Submittals:

The A/E shall have the capability to electronically review and process construction submittals including digitally signing the Material Approval Submittal. A PDF writer (such as Adobe Acrobat or Nuance Power PDF, etc.) is required by the A/E to process electronic construction submittals.

The A/E shall provide and manage a file sharing site meeting VA Information Security requirements for the processing of electronic submittals. This file management site shall be set-up to allow the contractor to electronically submit the construction submittals, allow the A/E to review and process the submittals and allow the VA to review and process the submittals.

References/Design Criteria General All references shall be the current edition (including revisions) on the date of execution of the A/E design contract.

Incorporated References/Design Criteria: The following documents form a part of this contract to the extent referenced and are hereby included in the A/E Scope of Work. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. Design Copies of these may be found on the internet at the VA Office of Construction & Facilities Management (CFM) Technical Information Library (TIL) web site: https://www.cfm.va.gov/til/index.asp. The latest version of these attachments should be referenced.

Supplement “A” (attached) Supplement “B” - A/E Submissions of Design Review Materials (attached) Supplement “C” - A/E Minimum Submission Requirements (attached) VA Elevator Design Manual VA Asbestos Abatement Design Manual VA Design and Construction Procedures (PG-18-3) VA Master Specifications (PG-18-1) VA BHS Campus specific Specifications and Sole Source systems Door Hardware Fire Alarm Direct Digital Controls VHA National CAD Standard Application Guide VA BIM Standard BIM Manual VA Standard CAD Details (PG-18-4) VA Design Guides (PG 18-12) VA Design Manuals (PG 18-10) HVAC, Mechanical, Plumbing, Electrical, Structural, etc.

Physical Security Design Manual for VA Facilities National Standard Plumbing Code (NAPHCC) National Electrical Code VA Barrier Free Design Guide (PG 18-13)

NFPA

Applicable VA Design Alerts Applicable VA Quality Alerts Applicable VA Equipment Guide Lists (PG 18-5) VA A/E Contract Procedures VA A/E Architectural Review Checklist VA A/E HVAC Review Checklist VA A/E Plumbing Review Checklist VA A/E Electrical Review Checklist VA A/E Coordination Drawing Checklist VA Manual for Preparation of Cost Estimates Applicable VA Energy Conservation & Sustainability Program requirements VA Preparation and Issuance of Construction Solicitation Contract Documents Manual A/E Submission Instructions for Minor and NRM Construction Program (PG-18-15) Energy Requirements for New Construction, Major and Minor Renovation Projects (ASHRAE Standard 90.1):

Major and Minor Construction: Not Used.

Major and Minor Renovations and Major Equipment Replacements: Not Used NRM and CSI Projects: Where a small portion of a building, and only architectural treatments, or simple equipment replacement is planned. The renovation will have little to no impact on the central HVAC System, or energy use within the renovated area. The A/E shall design all renovated areas to comply with ASHRAE Standard 90.1 as a minimum. Design to better than ASHRAE Standard 90.1, when obviously life cycle is cost effective. Appendix G analysis is not required for NRM and CSI projects.

Renovations Impacting Energy Consumption: Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R- Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixture that is cost effective (20-year life) and meets the lighting W /SF required in Chapter 9, ASHRAE Standard 90.1.

Design Budget General A/E is responsible for developing a design that can be built within budget and function as intended without change orders. The design must be based on the reality of existing site conditions and not solely on “As-Built” drawings. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction.

Cost Estimating A/E shall be responsible, as part of the Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the Project Engineer when estimated construction costs exceed the construction budget. The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

Construction Budget Construction Budget: between $5,000,000 and $10,000,000.

Deduct Alternates Deduct Alternates shall not be used.

Add Alternates Add Alternates shall not be used.

Design Phases Conceptual Design Phase with Alternatives Refer to Supplement A and B. Working with the VA Medical Center’s project team (Project Engineer and User Group) the A/E shall propose conceptual needs and requirements with proposed alternatives for the planned scope of work. This task is an iterative process requiring multiple proposals and revisions developed during site meetings.

Schematic Design Phase Refer to Supplements A, B and C. The A/E shall develop specific design needs and requirements with proposed alternatives. These documents are to be developed from the documents, meeting minutes and recommendations made during the conceptual phase. Any existing utilities and/or equipment which are to be incorporated into the project design shall be reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the planned scope of work. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications.

Design Development Phase Refer to Supplements A, B and C. Any existing utilities and/or equipment which are to be incorporated into the project design shall be further reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the approved scope of work. These documents are to be developed from the documents, meeting minutes, and recommendations made during the schematics phase. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan, project phasing, and market conditions which may affect bidding. It is expected that the completion of this phase marks the completion of the data gathering portion of the project. The A/E shall have obtained all information required (including site visits) to proceed directly to the preparation of Construction Documents.

Construction Document Phase Refer to Supplement C. The A/E shall develop complete drawings and specifications and other documents necessary for the bidding and construction of this project. These documents are to be developed from the documents, meeting minutes, and recommendations made during the design development phase. A/E shall perform an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan Invitation for Bids and Award dates, project phasing, and market conditions which may affect bidding.

Special Remarks: Cost estimates shall incorporate construction related issues which include but are not limited to materials, systems, and construction techniques. Design documents review, analyses and recommendation of cost estimates covering labor, materials, equipment, general conditions and requirements developed for the project. Estimates shall allow for incorporation of review comments, which are within the Statement of Work.

Submittals and Performance Schedule Submission Delivery Deliver Submission Documents to the assigned VA Boston Healthcare System (VA BHS) Project Engineer. The performance period will be project specific and will be specified with each scope of work. Review of material with the VA will take place approximately 14 days after submission.

Submission Materials and Schedules Refer to Supplement B. Reproduction, mailing, and delivery time is inclusive to the stated durations.

Government Review, Comment Resolution and Meeting Minutes The VA will review all submittals identified under this contract for functional and aesthetic relationship. The VA review may consist of written and/or oral comments at the discretion of the VA. VA review of the A/E’s work shall not be construed by either party to relieve the A/E from any requirements of this scope of work; the A/E is responsible for all design work. The A/E shall submit written responses to the VA's oral and written design review comments; these written responses shall be within seven (7) calendar days of receipt of the VA's comments; and these responses shall explain the action the A/E will take for each comment. The A/E will be responsible for taking minutes at meetings and submitting them to the project engineer for concurrence within seven (7) calendar days of the meeting. Both parties will discuss these comments, if necessary, and attempt to resolve any unsettled issues that may arise from the review. Time for reproduction and mailing is inclusive to the stated durations.

Concurrent A/E Design and Government Review The A/E may choose to perform work, at its own risk, during the Government review and comment resolution period, however, comments resulting from that review must be incorporated into the design prior to the next submittal. In the event a subsequent design phase is not authorized, the A/E shall incorporate all available review comments into the design to complete the current phase.

Construction Execution Construction Documents to Bidders Date: To Be Determined (TBD) Bid Opening Date: TBD Award of Construction Contract: TBD Anticipated Construction Duration: TBD Construction Completion Date: TBD Authorized Changes The A/E shall only accept instructions and/or directions from the assigned Project Engineer. Changes in the project scope of work must be authorized in writing by the VA Contracting Officer.

Security Requirement All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badges shall be worn by the individual and prominently always displayed while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. To obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency.

The Contractor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.

Records Management Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

** VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736 Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

END

523A4-26-006 West Roxbury Upgrade Elevators Buildings 1, 2, and 3 A/E Solicitation Package VA BHS West Roxbury Campus July 17, 2025

Architect/Engineer (A/E) Statement of Work (Design)

SUPPLEMENT “A”

General Description of Services:

Current Situation:

Buildings 1, 2, and 3 at the West Roxbury campus of the VA Boston Healthcare System are serviced by numerous passenger and service elevators. A list of these elevators can be found below. The elevators are in average to poor condition and require extensive maintenance/service to maintain operational status. VHA BHS identified deficiencies include leaks at the drive machine, rope wear, failures to meet ADA or VA standards, outdated controls and controllers, oil leaks in pits and at pumps, missing electrical covers, improperly mounted contactors, lack of pit lighting, issues with hoistway door chains, missing hoistway tough covers, etc. Elevators may be referred to in documentation as passenger (e.g. P1), service (e.g. S4), or freight (e.g. F4).

· Building 1

· Elevators 1, 2, 4, and 5 in the main lobby

· Elevator 3 within EMS

· Dietetics Elevator 6 at the loading dock

· Building 2

· Service/Freight Elevator, runs from Basement to Ground Floor Loading Dock

· Elevators 1, 2, and 3 in the main lobby

· Vertical Transport/Dumb Waiter within SPD

· Building 3

· Elevators 1, 2, and 3 in the main lobby

· Service Elevator, runs from Basement to Second Floor

Statement of Task:

For Buildings 1 and 2, the project intent includes, but is not limited to:

· Upgrading machine rooms to meet current codes

· Replacement of the elevator components, in accordance with VA standards, would include, but not limited to: replace all machine room equipment, elevator ropes/cabling, controls, controllers, machines, governors, pulley systems, overall lift systems; replace or install hall position indicators and buttons; replace elevator car/cab including structural, mechanical, safety, security, communications and comfort systems.

· Perform elevator testing and acceptance in accordance with VA standards and ANSI/ASME 17.2 Practice for Inspection of Elevators, Escalators and Moving Walks (Inspectors Manual). Testing and acceptance to be performed by a Certified Qualified Elevator Inspector ASME QEI-1 using ANSI’s 17.2 Checklist for Inspection and Certificate of Inspection.

· Finishes

· Updating signage for egress in Building 1 as the ACA addition altered egress

· Wall/door/stair construction

· Building systems and components (e.g., electrical [normal and emergency power], HVAC, lighting, plumbing and fixtures, fire protection, fire detection/alarm, telephone/data, access control, physical security, signage)

· Fire alarm elevator recall service

· HVAC systems for the elevator machine rooms and integrating with the building automaton system

· Hoist way ventilation/exhaust

· Roof/wall penetrations

· Lead, asbestos, and PCB abatement

· Patient safety features

· Infection control measures

· Accessibility requirements (ADA, VA Barrier Free Design Standard [PG 18-13], Architectural Barriers Act Accessibility Standards [ABAAS], Massachusetts Architectural Access Board Regulations, etc.)

· ASHRAE Standard 90.1 Energy Standard for Buildings

· Address considerations based on Medical Center needs and scope not identified which may be of concern

For Building 3, the project intent includes, but is not limited to:

· A/E to perform thorough site inspections to document the existing elevator operation

· Physically surveying all elevators, highlighting at a minimum all components noted in the section above for Buildings 1 and 2

· Provide a written narrative report on the condition of all elevators and components, noting deficiencies

· Provide recommendations for repair or replacement of all elevators and components, addressing the identified deficiencies

· Provide a cost estimate to address repairs or replacements of all elevator and component deficiencies

Deduct Alternates:

Deduct Alternates shall not be used.

General Requirements:

Provide services for site investigation, the preparation of drawings, specifications, estimates, phasing schedules, and construction administration including the necessary engineering and design details for all architectural, site engineering, mechanical (plumbing, fire protection, and HVAC), electrical, structural, asbestos abatement, and other specialty consultants elements required to comply with the latest editions of all applicable DVA guidelines (e.g., Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, JCAHO, Federal and State building codes pertinent to the project scope within the constraints of the construction budget consistent with the goals of the VA’s project team as delineated during preliminary project meetings and field surveys.

The services shall also include, but are not limited to the following:

On site visits to define the details of the project scope of work meeting the goals of the VA’s project team, and presentation of preliminary layout plans with proposed alternatives.

Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the…