S02 SOW Renovate Clinical Lab Design Refresh .docx

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 05/31/22 Project: 405-23-001 Project Name: Clinical Lab Renovation Design Refresh Table of Contents

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 refresh of an existing design.

The design refresh will include providing Type A services for determining a suitable location for temporary relocation of employees to continue Clinical Lab Operations (i.e. relocation to existing space to include renovation, turn-key installation of temporary Clinical Laboratory Trailers, etc…). Type A services will also include revisions to construction estimates, updates to submittal register contents, verification and revisions to existing design package. Type C (construction period services) will also be included in the design refresh.

The design refresh 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 Background and Facility 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 by the VA project manager. The A/E will be required to log hours utilized 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.

A/E Requirements A/E Requirements The anticipated construction cost associated with this design is expected to range between $5,000,000 – $10,000,000. The VA expectation is the A/E will provide sufficient design services to utilize this construction budget with fees in accordance with the Brooks Act. The A/E will provide a revised itemized construction cost estimate predicated on RS Means as part of the design refresh 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 of the revised estimate. 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 3 design refresh submissions, each progressively more complete documents:

· Refresh Submission 1

· Refresh Submission 2

· Refresh Submission 3 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.

Specifications shall be derived from the VA Master Specifications and provided in complete detail by the 100% Construction Documents. The specifications shall include a summary submittal log listing all items by specification section. The A/E will provide the VA with the initial submittal register. The A/E may be responsible for maintaining the submittal register and the provision of the updated file to the VA throughout the course of project design and construction as outlined in the Specifications. A similar logging system indicating dates and input is also to be included as a means of tracking Requests for Information (RFI). These logging systems may be one document.

The A/E will provide two sets of drawings and an electronic version at each submission except for the 100% Construction Documents. The 100% Construction Documents shall have “CONSTRUCTION DOCUMENTS” stamped on all pages. All sets prior to the Construction Documents shall be stamped “NOT FOR CONSTRUCITON”. At production of the Construction Documents, an electronic set of drawings should be provided in PDF, the most recent version of AutoCAD, and REVIT. The specifications will be provided in PDF and Microsoft Word with Track Changes. A full-size set, a half-size set, and one copy of specifications are to be provided in hard copy format 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. As-Builts are to be returned to the VA within 30 days of AE receipt of red lines drawings.

Projects are to be assessed for impact to Patient Care utilizing an Infection Control Risk Assessment (ICRA). 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.

Project Management software may be used to track submittals and RFI’s, consult with VA on the preferred software.

Schedule All work efforts as related to Type A and Type B services for design are to be completed in duration not to exceed 210 calendar days. Each submission shall allow for one week of VA review. All RFI’s are expected to be returned by the VA within one 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. See below for preliminary schedule, final schedule to be submitted by the AE.

Anticipated Deliverables

Award

Design Refresh Meeting

Refresh Submission #1 Due to VA

Refresh Submission #1 Review Meeting

Refresh Submission #2 Due to VA

Refresh Submission #2 Review Meeting

Refresh Submission #3 Due to VA

Refresh Submission #3 Review Meeting

Final Refresh Submission Due to VA

Government Approves CD Set

Construction Complete

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 three (3) construction period site visits in proposal, a representative from the A/E will be expected to attend above ceiling, open wall, and final project inspections. These 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.

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.

I. 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.

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