S02 - SOW Final rev 01-20-2021.docx

VETERANS AFFAIRS CARIBBEAN HEALTHCARE SYSTEM

Relocated SPS for OR Integration 672-21-104

STATEMENT OF WORK

PART I - DEFINITIONS AND ACRONYMS:

1. A/E: This term, as used herein, refers to the Architect Engineer firm(s) that are a part of the Design/Build team, also referred to as A/E.

2. Certified Independent Third-Party Safety Professional (CITP): Certified Independent Third-Party Safety Professional for the review of the design documents for compliance with national and local codes, standards, federal and state regulations.

3. Competent Person (CP): One who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees, and who has authorization to take prompt corrective measures to eliminate them.

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

5. Contracting Officer Representative (COR): The Contracting Officer's authorized representative at the construction site. The COR is responsible for protecting the Government's interest in the execution of the construction contract work. Their 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. The COR may issue change orders to the Contractor within the limitations set forth in his delegation of authority from the Contracting Officer.

6. Contractor: This term, as used herein, refers to the Prime Construction Contractor or A/E Contractor Team under this contract.

7. Contractor’s Appearance and Badges: Contractor employees shall be required to maintain a professional appearance including a shirt bearing the company logo. All contractor employees will be required to acquire, and wear approved Medical Center Contractor badge. Per Medical Center policy, badge must be visible and located above the waist.

8. Facilities Condition Assessment (FCA): Is an industry term that describes the process of a qualified group of trained industry professionals performing an analysis of the condition of a group of facilities that may vary in terms of age, design, construction methods, and materials.

9. Interim Life Safety Measures (ILSM): Measures that are instituted to compensate for significant hazards posed by existing life safety (fire) code deficiencies or construction/renovation activities.

10. National Fire Protection Association (NFPA): The world's leading advocate of fire prevention and an authoritative source on public safety, NFPA develops, publishes, and disseminates codes and standards intended to minimize the possibility and effects of fire and other risks.

11. Project Manager (PM): The PM representative is responsible for administering contracts under the immediate direction of the Contracting Officer.

12. Request for Proposal (RFP): Is a solicitation made, often through a bidding process, by an agency or company interested in procurement of a commodity or service, to potential suppliers to submit proposals.

13. RFP/A/E: The firm(s) directly hired by the VA for the preparation of the RFP Documents and to provide other technical assistance to the PM/COR.

14. The Joint Commission (TJC): Formerly the Joint Commission on Accreditation of

PART II – SCOPE OF WORK

A. GENERAL REQUIREMENTS:

1. This project is to provide engineering design services to develop detailed schematic, design and construction bidding documents, construction cost estimates, construction phasing schedule, as-built drawings and all necessary construction period services for the project titled Relocated SPS for OR Integrations. All submittals shall be in accordance with VA’s Program Guide PG-18-15, Volume C- A/E Design Submission Instructions for Minor and NRM Construction Program Medical Center Projects.

B. 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

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

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 A/E project. It shall give VA Reviewers and the A/E Contractor or A/E 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 A/E Team A/E 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, but are not limited to, should be obtained by the A/E Team or A/E 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

C. SPECIFIC PROJECT REQUIREMENTS:

1. This A/E services project will furnish all necessary professional services, equipment, labor materials, supervision, tools, testing, and specialty services to perform design services for the NRM Project number 672‐21‐104, “Relocated SPS for OR Integration” at the VA Caribbean Healthcare System (VACHS), located at 10 Casia Street, San Juan Puerto Rico 00921‐3201. The A/E Service works include, but is not limited to site investigations, designing and preparing drawings, phase planning, develop specifications, develop cost estimates, supporting the future construction project during the construction period services.

2. This A/E project will implement new Architectural, Mechanical, Civil, Structural, and Electrical requirements over the Sterile Processing Services (SPS) area and affected areas. Also perform upgrades to meet the latest VA and industry standards (PG-18-12). This A/E Services project will re‐configure approximately 8,000 square feet’s (Sq., ft.) of room spaces, room air pressure relationships, air changes, humidity and temperature, electrical distribution, among others. This A/E Services project shall include the replacement of all Mechanical equipment’s and air/water system re‐balance as necessary to comply with the required VA parameters.

3. Refer to Attachment 01 for current SPS location and proposed SPS relocation area.

4. This project will create two elevators to connect to the future OR suite and address the actual SPS workflow deficiency to meet VHA Directive 1116. Attachment 02 for proposed elevators location area.

5. The A/E shall to Identify around 8,000 Sq., ft., of swing space or permanent location for functions dictated by the Project (Project Section Offices, Police Offices, Mail Room, Radiology Record Room, IRM Storage Room, Research Office). The A/E firm as part of their deliverables shall include any swing space for construction as impact costs in their cost estimates.

6. Drawings and Layouts indicating the location of the existing SPS and OR areas, shall be provided to the contractor for reference.

7. Waterside and airside Testing and Balancing (TAB) services shall be provided. TAB reports shall be provided for existing and new conditions. Cooling / heating loads calculations, field measurements, etc., shall be performed by the contractor for proper sizing of the system if deemed necessary by the designer.

8. System design shall be per VA HVAC Design Manual, latest edition, ASHRAE, VA Master Specifications, National Electric Code, latest editions and all applicable plumbing codes.

9. The A/E Contractor who prepares the construction documents shall be a professional Architect or Engineer Licensed in Puerto Rico, in which the construction work is completed. The professional seal indicating such license by Commonwealth of Puerto Rico shall appear on the final construction documents. The Architect whose seal is shown in the drawings shall be known as the Architect of Record. The A/E Contractor shall certify compliance with the VA Solicitation Requirements, including all applicable codes.

10. COVID -19 Requirements: The selected contractor shall strictly follow the implemented hospital protocols to deal with the current COVID-19 situation as stated by the CDC, OSHA, VA authorities and Local Government. Verify the state requirements regarding flying into Puerto Rico as VA have no control over state restrictions: https://travelsafe.pr.gov/ .They may change at any time and may (or may not be) more stringent than VA requirements. The CDC has issued a Warning Level 3 for Puerto Rico: " Warning Level 3, Avoid Nonessential Travel". See the following website: https://wwwnc.cdc.gov/travel/destinations/traveler/none/puerto-rico

11. At Main Building (Building 1) basement, first and second floors the potential hazardous material could be found in activities related to the construction work. The specific locations at which the hazardous materials could be present is at the ceiling (plenums) fire proofing and at some floor tiles (asbestos). The offeror is expected to test and identify the hazardous material; if the hazardous material is present, the offeror is expected to take precautions to protect the personnel and the personnel/patients that could be present in that floor. The offeror is not expected to abate the hazardous material unless is strictly necessary for the completion of the task/work for this project.

12. Where Asbestos Abatement is required, show the location of the asbestos material on the architectural drawings. Asbestos specifications and asbestos removal drawings are to be prepared by the A/E Contractor, as part of this contract. The A/E Contractor shall clearly advise the presence of asbestos material within the areas of his proposed renovations; and provide special notes and/or instructions (on the drawings) for the proper completion of the asbestos abatement work required. Refer to: http://vaww.va.gov/facmgt/standard/asbestos.asp. This also includes lead abatement requirements.

13. All work to be conducted during regular business hours. The interruption of utilities by this project that affect surround active areas may require the work to be accomplished outside of normal working hours (Weekends, Holidays, Evenings and Nights) so as not to interfere with normal Hospital functions. However, project shall be accomplished to ensure minimal interruptions with daily hospital operations and patient care. Utility Outages, including disruption of fire alarms, must be requested by the Contractor at least 14 working days in advance.

14. The A/E is must include at least 3 sites visit to attend a design review meeting during the design process and provide meeting minutes to the VA for approval and distribution.

15. The AE is to conduct all necessary inspection, survey and evaluation of the existing project site and related utilities and systems in order to produce a well-organized and complete set of construction documents. All work will be performed in coordination with the VACHS Project Manager. A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

16. COST ESTIMATE:

14.1. The A/E shall develop a detailed Construction Cost Estimate in accordance with the “Manual for Preparation of Cost Estimates and Related Documents for VA Facilities”: http://www.cfm.va.gov/til/dManual/dmCost.pdf. It should include the various categories of work involved, the quantities and unit cost. Magnitude estimates are not acceptable.

14.2. An accurate, well-developed estimate by the A/E is a critical element and shall be thoroughly reviewed. The construction estimate shall be based on the anticipated start date of construction. It should include an inflation allowance, which is appropriate for the geographical area from the time that is prepared to the anticipated time of bidding. It should take into account actual local market conditions to the extent possible for label and materials and allow for undefined cost anticipated during work drawings design.

14.3. Schematic phase shall include a cost estimate based on VA PG 18-3, and an updated cost estimate during each of the development, construction, and bidding submission packages based on the latest RS Means and VA Cost Manual versions.

17. Contractor period of performance shall be 450 calendar day after the Notice to Proceed (NTP), including design phases, Government review phases and construction.

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. Submission of Iterations (SD): NTP + 45 Days

c. First Submission of Schematic Design (SD–35%): NTP + 90 Days

d. First Review Meeting and Return First Submission: NTP + 135 Days

e. Second Submission (Design Development 1) (DD1–50%): NTP +180 Days.

f. Second Review Meeting and Return Second Submission: NTP + 225 Days.

g. Third Submission (Design Development 2) (DD2–75%): NTP +270 Days.

h. Third Review Meeting and Return Third Submission: NTP + 315 Days.

i. Fourth Submission (Design Development 2) (CD–100%): NTP +360 Days.

j. Fourth Review Meeting and Return Fourth Submission: NTP + 405 Days.

k. Complete Design and Final Bid Set Submission: 450 Days

18. SUBMISSIONS (FOR EACH DESIGN PHASE):

The A/E shall provide a verbal presentation of his work to the VA Staff during the review process.

A. FIRST REVIEW: Schematic Design (SD) submission – 35% complete.

1. Submittals: One (1) copies of preliminary plans (1 half size), one (1) copies of cost estimates furnished by an independent firm, the marked up As-Built drawings, one (1) copies of calculations, computations, and engineering data. Provide electronic copies of the entire submission on one (1) CD-ROM.

2. Specifications: Submit a cover letter and a list of VACHS Specific VA master specifications intended for use on this project.

3. Drawings: The A/E shall provide a full list of project drawings showing the scope and plan for each discipline involved.

a. All Disciplines:

1) Demolition: Show furnishings that will remain during construction. Show means of protection.

2) Provide one drawing to include Interim Life Safety Code Plan, Phasing Plan, Security and environmental barriers.

3) Show and identify existing conditions, sections, elevations, details, dimensions, and capacities. The A/E shall site verify all items.

4) Show extent of asbestos that will be encountered and limits of removal with cost estimate, if applicable.

5) Show items to be removed, all disciplines.

6) Provide symbol sheets and explanation of detail symbols used.

7) Provide a VA Title Sheet for entire set of drawings.

8) Provide layout and equipment options.

b. Architectural:

1) Show location of existing equipment to be removed, remain, or be relocated.

2) Show location of new equipment.

3) Floor plans that include all rooms, door swing, windows, corridors, closets, mechanical, and other spaces.

4) Show reflected ceiling plan, and architectural details, sections, and finishes.

5) Show the structural grid with assumed column sizes, expansion and seismic joint locations, and location of special seismic structural features.

6) Show site survey and connection point locations.

7) All floor to floor heights shall be indicated. Show typical wall sections. Show smoke compartment and fire protection on the Interim Life Safety / Phasing Plan Drawing.

c. Civil / Structural:

1) Show existing conditions and how new work interfaces.

d. Plumbing / Piping:

1) Show basis for design and interface with existing system.

2) Show sizes of pipes and verified locations of valves.

3) Show modifications, old and new.

4) Provide a one-line diagram for all systems.

e. Heating, Ventilation and Air Conditioning (HVAC):

1) Provide preliminary load calculations.

f. Electrical:

1) Show existing including capacities. Furnish preliminary load calculations. Show transformers and panels to scale.

g. Phasing:

1) Present proposed phasing plans that will accomplish the construction work with a minimum amount of disruption to the normal operations of the hospital.

h. Calculations:

1) Submit in triplicate, all preliminary structural, HVAC, electrical, and plumbing calculations.

4. Estimates: Submit one (1) copies of the cost estimate (for all disciplines). See “Estimate Submission Requirements.”

5. Asbestos: Outline area of work expected to disturb asbestos containing fireproofing.

6. Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission.

B. SECOND REVIEW: Design Development (DD1) submission – 50% complete. After material of the 35% review has been reviewed, the A/E shall make necessary changes to incorporate the review comments and furnish the following:

1. Submittals: one (1) complete sets of 50% drawings (1 full size and 1 half size), the original marked-up drawings, the 35% preliminary review mark-up, one (1) sets of complete cost estimates and one(1) sets of calculations, computations and engineering data. Also, provide one (1) electronic copy of the 35% drawings in accordance with section I.D.6.

2. Specifications: Submit three (1) sets of revised lists of specifications to be used for this project.

3. Drawings: The drawings shall be 50% complete, and include the following information:

a. All Disciplines:

1) All demolition works.

2) Environmental controls (dust partitions, signage, etc.).

3) Show and identify existing, verified dimensions, conditions, and interfacing.

4) Show items to be removed.

5) Provide symbol sheets and explanation of symbols used.

6) Provide plans to show Interim Life Safety Plan, Phasing Plan, Security, and Environmental barriers. Submit, as a minimum, a single line layout for all floors and roof areas with double line exterior walls at a scale not less than 1/8" = 1'-0". These drawings should show all rooms, doors, corridors, basic column grid, assumed column sizes, expansion and seismic joint locations, electrical closets and equipment rooms, signal and telephone closets, mechanical shafts and space, and all vertical circulation, e.g., stairs, conveyers, elevators (personnel and service), and automatic conveyances. In schematics, lines between spaces indicate the centerline of the partition. Along the corridor the line represents the corridor side of the partition. Net areas should be clear space and should not include partitions.

b. Site:

1) Ensure that the Contractor is aware of the limited parking and material staging areas at this location.

2) Ensure that the Contractor is aware of the limited working spaces of the project site.

c. Architectural:

1) Submit floor plans and 50% complete details, schedules, and large-scale plans.

2) Draw elevations at a 1/8” scale. As necessary, show heights, fenestration and materials.

3) Show and identify connections of new work to old work.

4) Show general notes, door schedules, and other schedule data.

5) Indicate fire and smoke partitions.

6) Show the location of new equipment.

7) Show the ceiling mounted equipment.

8) Label each room or space with its name and the required program net area over the designed net area. The area figures will appear in fractional form, e.g., 400/390. The designed net area shall exclude such circulation space within the room as is permitted by the space planning criteria.

d. Civil / Structural:

1) Show existing structural and new work, if applicable.

2) Work with the equipment supplier to determine the added floor and ceiling loading, if required. Show structural modifications, if required. Also, show the uni-strut system if required.

e. Plumbing / Piping:

1) Show existing plumbing that will be affected by renovations and modifications. Through site verification, show shut-off valves. Show all areas that will be affected by a shutdown.

2) Show temporary and permanent relocations.

3) Show points of connection.

4) Show all piping, including sizes.

f. Heating, Ventilation and Air Conditioning (HVAC):

1) Provide preliminary load calculations.

2) Provide sketches and schematics and a schedule of points to be monitored by graphic control center.

3) Provide 1/4" scale drawings for equipment, piping, ductwork and other interfacing elements.

4) Show connections between new and old work. Show riser diagrams.

5) Provide demolition drawings and show extent of disruption to areas adjacent to or affected by the modifications.

6) Provide drawings to show the extent that asbestos fireproofing will be encountered.

7) Provide an equipment schedule.

8) Show one-line diagrams of hot, chilled, condenser water, refrigerant and steam piping.

9) Notations for types and sizes of hoods and grease and/or bacteriological filters, when required.

10) Provide a 1/4" scale drawing of equipment and/or fan room arrangement.

11) All heating and steam consuming equipment must be suitably described.

g. Electrical:

1) The electrical drawings shall be 50% complete, showing controls, conduits, wire sizes, points of origination and termination, motor sizes, nomenclature, and all other items necessary for a contractor / estimator to do a take-off.

2) Have one lighting print, one power print, and one signal print.

3) Provide computer terminals, extension of stent phone intercom system, local intercom, nurse call (code blue) system, fire alarm system diagrams and other necessary systems.

4) Provide one-line power and noise diagrams, and signal diagrams.

5) Provide a preliminary panel schedule.

6) Provide an equipment schedule for all equipment (including all medical equipment), showing manufacturer or basis of design, voltage, amperage, phase, conduit size, and conductor size.

h. Phasing:

1) Present revised phasing plans that will accomplish the construction work with a minimum amount of disruption to the normal operations of the hospital.

4. Estimates: See “Estimate Submission Requirements.”

5. Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission.

C. THIRD REVIEW: Design Development (DD2) submission – 75% complete. After material of the 50% review has been reviewed, the A/E shall make necessary changes to incorporate the review comments and furnish the following:

6. Submittals: one (1) complete sets of 75% drawings (1 full size and 1 half size), the original marked-up drawings, the 50% preliminary review mark-up, one (1) sets of complete cost estimates and one (1) sets of calculations, computations and engineering data. Also, provide one (1) electronic copy of the 50% drawings in accordance with section I.D.6.

7. Specifications: Submit one (1) sets of revised lists of specifications to be used for this project.

8. Drawings: The drawings shall be 75% complete, and include the following information:

i. All Disciplines:

1) All demolition works.

2) Environmental controls (dust partitions, signage, etc.).

3) Show and identify existing, verified dimensions, conditions, and interfacing.

4) Show items to be removed.

5) Provide symbol sheets and explanation of symbols used.

6) Provide plans to show Interim Life Safety Plan, Phasing Plan, Security, and Environmental barriers. Submit, as a minimum, a single line layout for all floors and roof areas with double line exterior walls at a scale not less than 1/8" = 1'-0". These drawings should show all rooms, doors, corridors, basic column grid, assumed column sizes, expansion and seismic joint locations, electrical closets and equipment rooms, signal and telephone closets, mechanical shafts and space, and all vertical circulation, e.g., stairs, conveyers, elevators (personnel and service), and automatic conveyances. In schematics, lines between spaces indicate the centerline of the partition. Along the corridor the line represents the corridor side of the partition. Net areas should be clear space and should not include partitions.

j. Site:

1) Ensure that the Contractor is aware of the limited parking and material staging areas at this location.

2) Ensure that the Contractor is aware of the limited working spaces of the project site.

k. Architectural:

1) Submit floor plans and 50% complete details, schedules, and large-scale plans.

2) Draw elevations at a 1/8” scale. As necessary, show heights, fenestration and materials.

3) Show and identify connections of new work to old work.

4) Show general notes, door schedules, and other schedule data.

5) Indicate fire and smoke partitions.

6) Show the location of new equipment.

7) Show the ceiling mounted equipment.

8) Label each room or space with its name and the required program net area over the designed net area. The area figures will appear in fractional form, e.g., 400/390. The designed net area shall exclude such circulation space within the room as is permitted by the space planning criteria.

l. Civil / Structural:

1) Show existing structural and new work, if applicable.

2) Work with the equipment supplier to determine the added floor and ceiling loading, if required. Show structural modifications, if required. Also, show the uni-strut system if required.

m. Plumbing / Piping:

1) Show existing plumbing that will be affected by renovations and modifications. Through site verification, show shut-off valves. Show all areas that will be affected by a shutdown.

2) Show temporary and permanent relocations.

3) Show points of connection.

4) Show all piping, including sizes.

n. Heating, Ventilation and Air Conditioning (HVAC):

1) Provide preliminary load calculations.

2) Provide sketches and schematics and a schedule of points to be monitored by graphic control center.

3) Provide 1/4" scale drawings for equipment, piping, ductwork and other interfacing elements.

4) Show connections between new and old work. Show riser diagrams.

5) Provide demolition drawings and show extent of disruption to areas adjacent to or affected by the modifications.

6) Provide drawings to show the extent that asbestos fireproofing will be encountered.

7) Provide an equipment schedule.

8) Show one-line diagrams of hot, chilled, condenser water, refrigerant and steam piping.

9) Notations for types and sizes of hoods and grease and/or bacteriological filters, when required.

10) Provide a 1/4" scale drawing of equipment and/or fan room arrangement.

11) All heating and steam consuming equipment must be suitably described.

o. Electrical:

1) The electrical drawings shall be 75% complete, showing controls, conduits, wire sizes, points of origination and termination, motor sizes, nomenclature, and all other items necessary for a contractor / estimator to do a take-off.

2) Have one lighting print, one power print, and one signal print.

3) Provide computer terminals, extension of stent phone intercom system, local intercom, nurse call (code blue) system, fire alarm system diagrams and other necessary systems.

4) Provide one-line power and noise diagrams, and signal diagrams.

5) Provide a preliminary panel schedule.

6) Provide an equipment schedule for all equipment (including all medical equipment), showing manufacturer or basis of design, voltage, amperage, phase, conduit size, and conductor size.

p. Phasing:

1) Present revised phasing plans that will accomplish the construction work with a minimum amount of disruption to the normal operations of the hospital.

9. Estimates: See “Estimate Submission Requirements.”

10. Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission.

D. FOURTH REVIEW: Final Construction Documents (CD) submission – 100% complete. After material of the 100% review has been reviewed, the A/E shall make necessary changes to incorporate the review comments and furnish the following:

1. Submittals: one (1) complete sets of 100% drawings (1 full size and 2 half size), the original marked-up drawings, the 75% preliminary review mark-up, one (1) sets of complete cost estimates and one(1) sets of calculations, computations and engineering data. Also, provide one (1) electronic copy of the 75% drawings in accordance with section I.D.6.

2. Specifications: Submit one (1) sets of revised lists of specifications to be used for this project.

3. Drawings: The drawings shall be 100% complete, and include the following information:

a. All Disciplines:

1) All demolition works.

2) Environmental controls (dust partitions, signage, etc.).

3) Show and identify existing, verified dimensions, conditions, and interfacing.

4) Show items to be removed.

5) Provide symbol sheets and explanation of symbols used.

6) Provide plans to show Interim Life Safety Plan, Phasing Plan, Security, and Environmental barriers. Submit, as a minimum, a single line layout for all floors and roof areas with double line exterior walls at a scale not less than 1/8" = 1'-0". These drawings should show all rooms, doors, corridors, basic column grid, assumed column sizes, expansion and seismic joint locations, electrical closets and equipment rooms, signal and telephone closets, mechanical shafts and space, and all vertical circulation, e.g., stairs, conveyers, elevators (personnel and service), and automatic conveyances. In schematics, lines between spaces indicate the centerline of the partition. Along the corridor the line represents the corridor side of the partition. Net areas should be clear space and should not include partitions.

b. Site:

1) Ensure that the Contractor is aware of the limited parking and material staging areas at this location.

2) Ensure that the Contractor is aware of the limited working spaces of the project site.

c. Architectural:

1) Submit floor plans and 100% complete details, schedules, and large-scale plans.

2) Draw elevations at a 1/8” scale. As necessary, show heights, fenestration and materials.

3) Show and identify connections of new work to old work.

4) Show general notes, door schedules, and other schedule data.

5) Indicate fire and smoke partitions.

6) Show the location of new equipment.

7) Show the ceiling mounted equipment.

8) Label each room or space with its name and the required program net area over the designed net area. The area figures will appear in fractional form, e.g., 400/390. The designed net area shall exclude such circulation space within the room as is permitted by the space planning criteria.

d. Civil / Structural:

1) Show existing structural and new work, if applicable.

2) Work with the equipment supplier to determine the added floor and ceiling loading, if required. Show structural modifications, if required. Also, show the uni-strut system if required.

e. Plumbing / Piping:

1) Show existing plumbing that will be affected by renovations and modifications. Through site verification, show shut-off valves. Show all areas that will be affected by a shutdown.

2) Show temporary and permanent relocations.

3) Show points of connection.

4) Show all piping, including sizes.

f. Heating, Ventilation and Air Conditioning (HVAC):

1) Provide preliminary load calculations.

2) Provide sketches and schematics and a schedule of points to be monitored by graphic control center.

3) Provide 1/4" scale drawings for equipment, piping, ductwork and other interfacing elements.

4) Show connections between new and old work. Show riser diagrams.

5) Provide demolition drawings and show extent of disruption to areas adjacent to or affected by the modifications.

6) Provide drawings to show the extent that asbestos fireproofing will be encountered.

7) Provide an equipment schedule.

8) Show one-line diagrams of hot, chilled, condenser water, refrigerant and steam piping.

9) Notations for types and sizes of hoods and grease and/or bacteriological filters, when required.

10) Provide a 1/4" scale drawing of equipment and/or fan room arrangement.

11) All heating and steam consuming equipment must be suitably described.

g. Electrical:

1) The electrical drawings shall be 100% complete, showing controls, conduits, wire sizes, points of origination and termination, motor sizes, nomenclature, and all other items necessary for a contractor / estimator to do a take-off.

2) Have one lighting print, one power print, and one signal print.

3) Provide computer terminals, extension of stent phone intercom system, local intercom, nurse call (code blue) system, fire alarm system diagrams and other necessary systems.

4) Provide one-line power and noise diagrams, and signal diagrams.

5) Provide a preliminary panel schedule.

6) Provide an equipment schedule for all equipment (including all medical equipment), showing manufacturer or basis of design, voltage, amperage, phase, conduit size, and conductor size.

h. Phasing:

1) Present revised phasing plans that will accomplish the construction work with a minimum amount of disruption to the normal operations of the hospital.

4. Estimates: See “Estimate Submission Requirements.”

5. Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission.

6. Final issue of construction copies shall be stamped by a licensed professional architect or engineer with a current registration in Puerto Rico.

19- SPECIAL OPERATION/CONSTRUCTION CONSIDERATIONS

1. Noise and Vibration: Contractor shall minimize noise and vibration that will disrupt patient care at each building. Please refer to Specs 01 57 19 TEMPORARY ENVIRONMENTAL CONTROLS.

2. Infection Control: Contractor will need to comply with VACHS’s Infection Control Guidelines on Construction and Renovation, Center Memo No. 11B-17-05.

3. Fumes: In addition to the Infection Control Guidelines attached, for all work outside that will generate fumes, contractor will need to install carbon fiber filters and duct diverters on all HVAC intakes within a 50ft radius of the impacted area. This approach considers changes in wind direction.

4. Leaks: Contractor to provide means to cover area impacted in order to avoid leakages or infiltration. If water damage occurs, the contractor shall deploy cleaning crew within 30 minutes of the event. The Contractor restore space to the pre-existing condition, including mold and mildew removal, floor waxing, ceiling tile replacement, and wall painting. Contractor will be responsible for any damaged equipment.

5. Parking: VACHS will not provide parking to contractor.

20- GENERAL REQUIREMENTS

1. Some of the General Requirements listed below may be repetitive from other specifications included in this package. These requirements are not listed in any specific order; the requirements are intended to stress important areas to the VA; however, the selected Contractor shall follow all the requirements, specifications, and documents provided in this package.

2. All the quantities that are indicated or successively added are estimates. Therefore, the government shall not be held responsible for the accuracy of the estimated quantities. It is therefore the responsibility of the contractor to calculate, foresee and perform all quantities and work necessary even if not mentioned in the specifications but included in the drawings and/or are manifested, in order to deliver a complete project based on its overall scope. The Government will not be responsible for any error or variation in the square footage listed. Contractor shall verify square footage by means of a proper site visit and shall be responsible with the intent of the areas covered in this solicitation thereafter called “contract”.

3. Any drawings provided in the solicitations are to be considered as informational only. All drawing data must be verified in the field by contractor.

4. The A/E shall coordinate all activities with the VAMC; hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

5. Final approved Schematic documents shall be the basis for the development of the Design Development Document phase. Similarly, Design Development Document phase shall be the basis for the development of the Construction Document phase, and so on. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

6. VA will review all submittals for functional and aesthetic relationships. However, no further functional decisions are anticipated after the Design Development phase.

7. Provide a design narrative/analysis for each technical discipline (e.g. architectural, mechanical, etc.), which describes the intent of each discipline with schematic and/or design development submission.

8. A/E shall perform all necessary calculation on existing utilities to ensure that all new equipment and/or systems to be installed with this project perfectly matches and can be supported by the existing systems.

9. Provide computations and sizing calculations for all applicable designs as required. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

10. The A/E shall be responsible for any omission in the design. Any deviation from any of the current VA codes, VA manuals, national codes, and regulations must be brought to the attention of the CO and PM for discussion.

11. The Contractor is responsible for ensuring that materials and supplies are in accordance with VA policy for no or low Volatile Organic Compounds (VOC).

12. Contractor shall completely prepare site, prior to the installation of the equipment, and furnish all labor, equipment and materials necessary to perform work for this specific project as required by this statement of work and the project specifications and drawings.

13. All projects’ associated construction and temporary works shall conform to the latest VA specifications, VA Standards, energy conservation methods, EPA, OSHA, NFPA, NEC, ASHRAE, LIFE SAFETY CODE, UBC, local, Federal and industry requirements and regulations.

14. Temporary construction partitions must meet the guidelines set forth in the ICRA specific to the Contract.

15. Contractor shall keep the VA Project Manager/COR and Contracting Officer informed at all times of the status and progress of the project.

16. 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 COR and Contracting Officer and within two (2) calendar days of the meetings. The Contractor shall prepare written records of phone conversations addressing major project issues and furnish a copy to the COR and Contracting Officer within two (2) calendar days of contract.

17. Shop drawings and submittals: The A/E shall check government furnished and/or the construction contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor-laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the RFP documents and construction documents.

18. The A/E shall recommend approval, disapproval, or other suitable disposition to the COR. The COR have final approval authority. The AE shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will request the Construction Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component. The A/E may be required to hold joint reviews with the VA technical staff and /or the COR on complicated system submittals. The A/E shall notify the COR in writing of all deviations from the requirements of the construction documents that he has found in the submittals.

19. The A/E shall develop a complete set of as-built drawings at the end of the construction work and submit it for VA review and approval in AutoCAD 2016 (or newer version).

20. 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.

21. The Contractor shall comply with all applicable federal, state and local requirements for protecting the safety of the contractor’s employees, building occupants and the environment. In particular, all applicable standards of the Occupational Safety and Health Administration (OSHA) shall be followed when working in accordance with this project. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space.

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

23. Energy Star/Energy Efficient Products EPA Act of 2005, Section 104 and FAR 23.203 require federal agencies to purchase Energy Star® qualified or Department of Energy’s (DOE’s) Federal Energy Management Program (FEMP)-designated products when procuring energy-consuming products. The technical requirements that each product must meet to become Energy Star® qualified are available at ENERGY STAR Qualified Products: ENERGY STAR. Information on FEMP-designated products can be found at http://www.eere.energy.gov/. Information on low standby power products can be found on FEMP’s web site at: http://www.eere.energy.gov.

24. All vendor/contract personnel must report to the Police Service and identify themselves upon entering the VACHS facility. They shall all abide by Police Service rules and personal identification verification (PIV) regulations, process and to carry the identification card throughout the entire period while providing the service.

25. Contractor shall coordinate activities closely with the COR and the VA Project Manager. Ensure all work within and adjacent to the construction area is properly and timely coordinated with VA. The operation of the facility shall not be interrupted. Contractor personnel is required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility service, fire protection systems, and the passage of facility patients, personnel, equipment and carts.

26. Any Damage caused by contractor to Medical Center property, despite protection measures shall be immediately restore/ repair to its original condition at no additional cost to the government.

27. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

· Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

· Two weeks after receipt of the Notice to Proceed: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

· 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

28. Breakdown the construction period in at least 4 construction tasks as required, (e.g.: site preparation, demolition, equipment procurement, equipment/materials delivery, equipment installation, architectural finishes, tests, and final inspection, etc.)

29. CONSTRUCTION PERIOD SERVICE: The A/E shall provide the following services during the bidding process and during the construction process:

Review and recommend approve or disapprove shop drawings, submittals, and environmental documents for compliance with contract requirements. Provide reason for disapproval or remarks. Provide approval/disapproval response within ten calendar days of receiving it from VA.

Provide design clarifications as requested by the Contracting Officer or Project Manager. The opinions and clarifications must be provided within ten (10) calendar days or less of receiving it from VA.

Advise the Contracting Officer of any possible construction errors, or future operation and maintenance problems.

Update the construction drawings and any existing mechanical, electrical, plumbing, medical gases, etc. utility and piping diagrams at the end of the construction (AS BUILT OF CONSTRUCTION DRAWINGS). Also provide in electronic format (CDs).

SITE VISITS: Total of four (4) site visits will be required for the construction period services.

With No Sensitive Data but Requires Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

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).

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.

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…