S02 - SOW - B28 HVAC Design.pdf

VA New England Healthcare System | White River Junction VA Medical Center (405) 163 Veterans Drive White River Junction, VT 05001 802-295-9363 https://www.va.gov/white-river-junction-health-care/

Scope of Work

June 21st, 2023

Project: 405-21-001

Project Name: B28 HVAC Upgrade

I. Table of Contents I. Table of Contents

II. Scope of Work

III. Background and Facility

A. Existing Site Conditions

IV. A/E Requirements

A. A/E Requirements

B. Schedule

C. Cost Estimate

D. Construction Period Services

E. Post-Construction Quality Validation

V. Bid Schedule

VI. Records Management Verbiage https://www.va.gov/white-river-junction-health-care/

II. Scope of Work The White River Junction VA Healthcare System requires the services of a qualified Architect / Engineer (A/E) firm to provide design services allowing for the renovation of the HVAC system in Building 28. Renovation will include the addition of a heating, ventilating, and cooling system to the first and second floors. Building 28 is the hospital’s main administration building and has no central cooling or air handling systems for the first and second floors. An evaluation of the existing air handling unit serving the ground floor will be required.

Design a modernized system, utilizing the existing air handling unit, to improve climate control throughout the building, humidification corrections, upgrade controls compatible with the facility’s existing BAS, install a duct system with adequate fire dampers, replace original steam heating convectors with a modern hydronic heating system, replace older windows and provide building envelope improvements, and associated support systems where required to meet heating, cooling, and ventilation needs to meet indoor air quality requirements for Building 28.

Upon plan acceptance, design and prepare all required documentation including, but not limited to, schematics, design development, construction documents, cost estimating, construction period services, and site visits for a project consisting of the following elements:

a. Assess existing HVAC conditions/deficiencies and develop a plan for upgrades to B28.

Applicable system elements include but are not limited to:

1. Air Handler Unit- designed for chilled water feed from main chilled water loop.

2. Duct work, including design of distribution systems, terminal devices (i.e.

registers, grilles diffusers), filters, etc. to support independent controls for each occupied room and room of environmental significance.

3. Air intakes, Exhaust systems.

4. Energy recovery systems

5. Humidification & Dehumidification

6. Controls systems, including update and integration with the existing Siemens

Apogee campus master system, where desired.

7. Alarms, including Tracking/history for HVAC, as well as integration with Life

Safety Systems (fire alarms, dampers, sprinklers, etc.)

8. Electrical capacity and safety, including emergency and backup power as it pertains to existing equipment as well as any proposed new equipment.

9. Energy conservation/sustainable design including compliance with EPAct 2005 and Executive Order 13423, and requirements for commissioning.

10. Construction phase considerations as they impact the continuity of operations during construction, and associated cost considerations.

b. Project A/E scope includes meeting and communicating with occupants, and appropriate Facilities Management Service personnel to gather input to the design process.

c. Provide all materials, labor, and supervision for the construction of the designed upgrades, to include at a minimum:

1. Installation

2. Programming

3. Startup/Checkup/Commissioning

4. Testing and Balancing

5. Documentation (T&B Reports, O&M Manuals, etc.)

6. Training

d. As Building 28 is a functioning building, with occupants, it is imperative that the HVAC services to certain areas of the building are not disrupted during construction.

Construction phasing instructions and/or provisions for temporary services will be required.

e. HVAC system shall be in accordance with VA HVAC Design Manual of May 1, 2023 or latest approved revision available.

f. Commissioning shall be provided as part of the A/E contract but may be subcontracted to an outside firm. Commissioning agent shall (as a minimum):

1. Be involved in and provide comments on the design (reviews).

2. Verify installation and performance of HVAC systems at the near-end of construction.

Commissioning requirements shall be included in construction documents. A commissioning plan shall be provided. A commissioning report shall be provided for construction.

The design shall conform to all VA requirements outlined in the FGI Guidelines for Design and Construction of Hospitals, Facilities Guideline Institute (FGI), ADA, Joint Commission Accreditation Standards, ANSI, SMACNA, IBC, NEC, NFPA as well all requirements of the VA design manuals posted by discipline in the VA Technical Information Library at the following web address: http://www.cfm.va.gov/til/dManual.asp

III. Background and Facility A. Existing Site Conditions

Construction will occur along an egress path to a stairwell and the design shall allow continuous egress along that path during the entire construction period. The project will take place in an occupied healthcare facility and the design will require construction activities to be phased in such a way as to minimize impact to staff and patients. Construction activity will require coordination with VA personnel.

Site Investigation is required for this project to ensure accuracy of design. A total of 36 hours of site investigation are to be included in the cost proposal as an item independent of any site visit.

This work can be performed directly by the AE, or indirectly via contract to a third party. The person(s) conducting the site investigation are to check in with the VA Engineering department and will be escorted to review the project for not less than 4 hours by the VA project manager, this preferably should take place outside of surgical hours to maximize the ability to investigate.

This work can be done at any stage of the design in advance of the 90% submittals and is intended to limit unforeseen site conditions. The A/E will be required to log hours utilized http://www.cfm.va.gov/til/dManual.asp during investigation efforts with the VA project engineer and provide VA engineering with electronic copies of site condition documentation. The A/E's proposal shall include travel fees and associated hourly labor rates for site investigation Phase Services. Billing for site visits shall be itemized and include travel fees, hours, materials utilized, and billing rates for site investigators.

The AE is expected to be cognizant of need to adhere to the construction schedule as a significant factor in determining success of efforts. All demolition shall be required to remove abandoned utilities back to active main; site investigative efforts are to facilitate that component of design.

IV. A/E Requirements A. A/E Requirements

The VA expectation is the A/E will provide sufficient design services with fees in accordance with the Brooks Act. The A/E will provide an initial itemized construction cost estimate predicated on RS Means as part of the initial 10% conceptual submission from which the VA may elect potential deducts equivalent to a minimum of 30% of the projected construction cost of the full scope OR expand the scope to fully utilize the anticipated budget. Deducts are expected to be incorporated into the final design in a manner that allows for segregation by sheet at the Construction Document stage. The cost estimate shall be carried forward and refined to reflect changes on each subsequent submission. Design of the above documented project scope must meet all applicable codes, regulations, and standards. This includes but is not limited to NFPA Codes, NEC, EPA (specifically conduction of NEPA), DEQ Regulations, OSHA 1926, ASTM and TJC Standards. Additionally, the A/E is required to meet all applicable laws and regulation not explicitly stated in this document. Design efforts and products shall be conducted and produced in compliance with VA Publications including Master Construction Specifications, Design Guides, and CAD Standards (http://www.cfm.va.gov/TIL). This project may be subject to National VA Program Office review, allow thirty (30 days).

A/E submissions are to comply with the requirements stated in PG-18-15 Volume C. Due to scope and nature of the project, some measure of special requirements will be introduced. The design submissions shall consist of progressively more complete documents consisting of the following:

• Basis for Design / Proof of Concept (Key Aspects, Schedule, Scope Validation)

• Schematic Design (30%)

• Schematic Design (60%)

• Design Development (95%)

• Construction Documents (100%)

• Final Construction Documents - Production

Meetings to review the submissions shall be conducted via electronic conferencing (voice and/or video) if determined to be necessary by the VA. Physical appearance by the A/E shall be made at the request of the VA but shall not exceed three (3) appearances throughout the design phase.

The A/E will provide a list of qualified personnel along with their technical certifications who are able to conduct the site visits for acceptance by the VA. Personnel shall have the necessary knowledge, skills, and abilities to perform the tasks required by the VA for each site visit. In addition to physical site visits the A/E shall perform video conferencing during the design period at the request of the VA to address design issues. Video conferences shall be a maximum of 2 hours with no more than 1 occurrence per week. Live conferencing shall be performed using Microsoft Teams or similar software programs.

Phasing is to be expected as a necessary component of design to maintain access to necessary clinical operations. In order to mitigate impact to operations, the project shall be constructed in not less than two (2) phases and potentially (but not limited to) as many as six (6) phases.

Specifications shall be derived from the VA Master Specifications and provided in limited detail as part of the 60% submittal and be sufficiently adequate to support the Constructability Review at the 95% submission. The specifications shall include a summary submittal log listing all items by specification section. The VA will provide the A/E with a blank Excel file to log submittals by construction division and track RFI’s by date. The A/E will provide the updated file to the VA throughout the course of project design and construction. The A/E will provide two sets of drawings at submissions less than 95% (one full size and one-half size) as well as an electronic version. 95% submissions are to provide four sets of hard copy drawings (two full size and two half size) along with the drawings and specification provided electronically. The 100% submission is to incorporate changes addresses as part of the 95% review and is to be provided electronically only; an accompanying independent Cover Sheet stamped “CONSTRUCTION DOCUMENTS” will be required as part of this submission containing a VA signature block to be provided by the VA project manager. Prior to production of the Construction Documents, all sets shall be stamped as “NOT FOR CONSTRUCTION”. At production of the construction documents, an electronic set of drawings will be provided in PDF and the most current version of AutoCAD and the specifications will be provided in PDF and the most current version of Microsoft Word with Track Changes. Two sets of full-sized drawings, two sets of half sized drawings and two bound sets of specifications are to be provided to the VA. A construction schedule shall be provided by the A/E utilizing Microsoft Project and adhering to the basic schedule noted in this document. Upon completion of construction, the AE will receive red-line drawings from the General Contractor (to be required in specification) and produce As-Built drawings to the VA to be provided electronically in both AutoCAD and PDF. These drawings are to be stamped as “AS-BUILT”. Completion of As-Built drawings represents significant value to the VA and will be represented as 5% of the total AE contract cost. Operational and

Maintenance manuals provided by the General Contractor are to include a single hard copy and a complete three electronic copies provided on CD or DVD.

Projects are to be assessed for impact to Patient Care utilizing an Infection Control Risk Assessment (ICRA) in advance of the 90% submission. Where the IRCA is found to represent significant impact to the means and methods of construction of individual tasks, the requirements of the IRCA will be included on a drawing sheet for each tasking. Additional impacts identified by the VA may be required to be included in the drawing sets to address other impacts to construction as a means of ensuring continuation of operations is maximized throughout the construction period.

A submittal log is to be included in the General Requirements section of the specification and is to be managed (updated and utilized) electronically by the AE during construction. A similar logging system indicating dates and input is also to be included as a means of tracking Requests for Information (RFI). Project Management software may be used to track submittals and RFI’s, consult with VA on the preferred software.

B. Schedule All work efforts as related to design are to be completed in duration not to exceed 270 calendar days. Each submission shall allow for two weeks for the VA review. All RFI’s are expected to be returned by the VA within two weeks of receipt. Durations indicated elsewhere in this document are to be incorporated into the preliminary schedule and are to be carried throughout.

Many work efforts are anticipated to be conducted concurrently; however, in the event that efforts that later need to be redirected as a result of a substantive change within the scope are an assumed risk of the AE. A schedule is to be provided as part of the basis for design and is expected to be updated not less than once per month through the duration of the contract.

C. Cost Estimate The A/E shall develop a detailed construction cost estimate, which will be developed simultaneously with each stage of the design and shall be submitted at each stage of the review process. The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified and a reasonable approximation of the required details can be arrived at.

The cost estimate shall be broken down into labor, material and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Fire Protection, and Electrical. The work grouped under each major discipline shall be placed into the appropriate format. Cost estimates shall assume the use of Davis Bacon wages as applicable for the local area.

Each sub-component of an assembly must be identified separately and R. S. Means or an approved equivalent shall be the basis for the cost estimate.

As the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes. The A/E will determine actual local overhead and profit mark-ups in collaboration with the Contracting Officer Representative. These factors shall be presented in the following manner: The overhead and profit will be carried in separate columns together with each line-item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and therefore will carry across to the totals column to be included in the "Grand Total".

Therefore, the "Grand Total” number should reflect the anticipated low bid from a qualified service disabled veteran owned small business (SDVOSB) general contractor.

D. Construction Period Services During the construction period, the A/E will review all necessary technical submittals as submitted by contractor and will recommend approval/disapproval to the VA. The A/E will act as a consultant to the VA for the duration of project and will serve as primary response to receive RFI’s from the contractor. Initial responses to RFIs during construction period services shall be received by the VA within 3 business days of transmittal, and final responses will be required within 2 weeks. During construction, the A/E will provide a representative familiar with project to make a site visit when requested by the VA. Include one (1) construction period site visits in proposal. A representative from the A/E will be expected to attend above ceiling and final project inspections for each phase that will not be considered a VA requested site visit. The VA may request three (3) site visits from the A/E and will not be count towards the construction period site visits.

Following Construction, the A/E shall complete as-built drawings from contractor provided red-lines and furnish electronically in the latest version of AutoCAD on a removable storage format to the VA.

E. Post-Construction Quality Validation Within the specification, the AE is to specify a one-year warranty period covering defects related to all work and materials/equipment included in the project. The AE is to review the project in its entirety and determine oversight or resource requirements to enhance sustainment and limit need for warranty period services. Factory start-up is required of all applicable equipment included in the project. Where failures during the warranty period are attributable to an element of the design, the AE is to provide consultation and re-design services at no cost to allow for remediation.

To allow for third party validation, the AE will evaluate needs for commissioning services or additional staff training and provide an estimated cost for review by the VA. An agreed to cost as applicable will be included by the AE within the General Requirements section as a pass-through cost to be paid directly to the VA or directly to a third party on behalf of the VA to procure such services. The AE will generate and provide the specification for such services to be rendered as a deliverable independent of the construction specification.

V. Bid Schedule For each item described below, the A/E shall provide an expected design service cost and a corresponding rough construction cost estimate as part of the proposal.

- Base Bid

VI. Records Management Verbiage

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974.

These policies include the preservation of all records created or received regardless of format

[paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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, this contract.

The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.