SF330 ATTACHMENT - AE SOW - 607-398 Relocate Inpatient Mental Health.pdf

Wm. S. Middleton Memorial VA Hospital - Madison, WI January 28, 2023

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A/E SCOPE OF WORK

RELOCATE INPATIENT MENTAL HEALTH

PROJECT NO. 607-398

Wm. S. Middleton Memorial VA Hospital, Madison, Wisconsin

GENERAL:

A. In July 2020, the Madison VA completed construction of a new Cancer Treatment

Center connected to the A-wing of ground floor of the main hospital, Building 1. This single-story building was design and constructed to support vertical expansion of four future floors, reference, Construct Cancer Treatment Center Project Number 607-395 (Attachment 1).

B. In 2005, the Madison VA activated a new Inpatient Mental Health unit located on second floor B-wing. Since that time several projects have improved safety and environmental aspects of the space, but the geometry of B-wing has proved challenging to satisfy the multitude of Mental Health standards. The new additions to the Cancer Treatment Center (F-wing) shall be constructed to have accessed from the existing adjacent A-wing on each floor along with elevator and stair access included in the new construction. New floor elevations shall match the floor elevations at each level of the existing A-wing. Modification to existing spaces in A-wing will be required to accommodate new access points in the new F-wing construction.

C. The purpose of this project is to expand the structure above the Cancer Treatment Center by two floors to create space for Inpatient Mental Health to relocate off second floor B-wing. Additionally, the project will create space on the first floor for cancer diagnostics and treatment. During space programming the team shall assist the VA in prioritizing functions that fit into the first floor to include: Infusion Clinic (3,825 SF, approximately); Bluffs Clinic Hematology/Oncology (3,525 SF, approximately); Cabin Clinic (2,168 SF, approximately); Radiology CT Angio Suite (2,000 SF includes 900 SF exam, supply, tech control, and mechanical rooms); and PET CT suite (915 SF, approximate). Project shall include two- new elevators to serve the spaces and be able to extend to all future floors from Ground floor. Space shall include connection to the Hospital’s pneumatic tube system, two zones.

D. Adjacent to the Cancer Treatment Center is Building #18, between the Cancer Treatment Center and C-wing. This 1,063 square foot building (plus the open area around it, an additional 1100 sf) constructed in 1980, had previously served as an electrical building with transformers and associated switch gear. This gear has been removed and the space could be used either in support of the project or removed and the entire 2163 sf of space designed into the new building expansion.

SCOPE OF WORK:

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Under this requirement, the design team shall provide space programming through construction bid documents and construction period services for the VA to construct approximately 24,000 square feet of space above the Cancer Treatment Center.

The Architect & Engineering (A/E) firm shall provide all the design submissions, Site investigation/field verification services, Construction Documents, technical specifications, cost estimates, reports, and construction administration services for the project. The A/E firm shall also plan appropriately for any necessary construction phasing and new equipment installation.

The A/E shall provide all discipline services including, Architectural, Life Safety, Civil, Structural, Mechanical, Plumbing, Fire Protection, Electrical, Geotechnical, and Commissioning. The A/E shall provide all construction drawings, specifications, phasing, and detailed cost estimates so that, upon Contract Document completion, project can be bid for construction.

A/E Part Two Services of this design project (also known as Construction Period Services) includes representation at weekly construction meetings, review and respond to all design related RFIs, review all submittals for the project including the construction schedule, and perform acceptance testing on behalf of the VA for all building and utility systems. The A/E shall review, evaluate, and respond to all Contractor change order requests and value engineering proposals. As requested by the VA, the A/E and/or other Sub-Contracted vendors shall be required to make periodic site visits to monitor, inspect and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements. Written Reports shall be submitted on all site visits. At project completion, the A/E shall incorporate the as-built drawings from the Contractor and furnish an updated set of Construction Drawings (CDs) and a set of "record" drawings. It is permissible for the A/E to require the Contractor to provide the marked-up (red-line) "As-Built" drawings. The A/E shall perform/witness commissioning of the building systems. All Part Two Services are optional line items and will not be exercised at the time of award.

Major elements include structural, architectural, transportation, mechanical, plumbing, and electrical design. The A/E shall plan on holding (2) preliminary design meeting and

(2) design development meetings with VA staff.

DESIGN REQUIREMENTS

A. The Architect-Engineer (A/E) shall provide, and prepare and accomplish space programming, schematic design, design development, construction documents, cost, and estimates, for this project as described here-in and in the reference’s links.

B. There will be four submissions for review by this Medical Center before copies of the final contract drawings and specifications are produced; one at the completion of schematic design; one at the completion of design development and two construction documents progress submissions (65% & 95%). Designer shall provide response to review comments.

C. Design documents shall be in compliance with the following VA guidelines and

3 | P a g e standards. Changes may be suggested to the VA standards if they different from industry standards.

Second floor space shall comply with VA Inpatient Mental Health Design Guide-https://www.cfm.va.gov/til/dGuide/dgMH.pdf Imaging Space shall comply with VA Imaging Services Design Guide.

Imaging Services Design Guide (va.gov) Design shall consider VA Equipment Guide.

https://www.cfm.va.gov/til/equip.asp Design shall comply with VA Design Manuals, including Physical Security.

http://www.cfm.va.gov/til/dManual.asp & http://www.cfm.va.gov/til/spclRqmts.asp#PHS Design shall consider accessibility requirements.

http://www.cfm.va.gov/til/accessibility.asp Design shall comply with design alerts.

http://www.cfm.va.gov/til/alert.asp Design shall consider Room Finishes, Door, and Hardware Schedule.

http://www.cfm.va.gov/til/room/RoomFinishes.pdf Design shall comply with VA Project Document Requirements.

https://www.cfm.va.gov/til/ae/aesubmin.pdf Design shall be developed from the VA Master Specification (SPECIFICATIONS

SHALL BE IN MASTERFORMAT 2004).

http://www.cfm.va.gov/til/spec.asp Design shall incorporate new signage in accordance with VA signage manuals.

http://www.cfm.va.gov/til/spclRqmts.asp#SIGN

D. Design shall comply with all energy and water conservation public laws, VA policies, and VA design guides. Design shall include energy modeling and the project will be designed to use 30% less energy than a baseline created to follow the ASHRAE

90.1 (current version), even if it is not life cycle cost effective. Design shall comply with the requirements established in VA Directive 0056, Sustainable Buildings Program and VA Handbook 0056, Sustainable Buildings Program . Design shall comply with the design and construction standards published by Office of Construction and Facility Management (OCFM) in the Technical Information Library (TIL) at: https://www.cfm.va.gov/til/. Design shall ensure that the products specified energy and water efficient and have applicable certifications (Energy Star®, Water Sense®, Department of Energy [DoE] Federal Energy Management Program [FEMP] designated energy efficient products ), when available. In the event that guidance conflicts between these requirements, the most energy-conserving requirement will apply . However, patient care supersedes any energy requirements if there is a conflict . Any requests for specific exceptions, must be documented in writing as part of the design submissions, and approved by the VA. At design completion, submit a PE stamped (from all applicable fields) document confirming compliance with ASHRAE 90.1-2022 (or more current version if available), noting any approved exceptions.

E. Include in fee proposal Life safety code review by FP&C. Submit annotated review comments with 95% submission.

https://www.cfm.va.gov/til/dGuide/dgMH.pdf https://www.cfm.va.gov/til/dGuide/dgImaging.pdf https://www.cfm.va.gov/til/equip.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/spclRqmts.asp#PHS http://www.cfm.va.gov/til/accessibility.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/room/RoomFinishes.pdf https://www.cfm.va.gov/til/ae/aesubmin.pdf http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/til/spclRqmts.asp#SIGN

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F. Project shall comply with environmental requirements where anticipated construction activities disturb hazardous materials.

G. It is not anticipated that this project will be phased; however, project sequencing should be discussed and defined as a part of the design development.

H. This project is approved within the VA Minor Construction program. Final bid documents shall include provisions for 20% in deductive bid alternates to ensure the project remains within budget. Provide design to accommodate multiple Bid Items and to provide a list of bid items with complete description and project synopsis for inclusion in the bid documents.

A/E shall provide a detailed cost estimate for the construction contract. Cost estimate shall be itemized by labor and material for each trade and specialty. PET CT and Angiography suite spaces shall be among bid deducts, with space left unfinished as a deductive item. Other spaces on first floor may similarly be used as bid deducts to ensure award within the estimated construction price.

I. The estimated construction contract price for this project is $14,500,000.

J. A/E shall provide an estimated construction time to complete the entire construction project.

K. VAMC will provide all available architectural, mechanical, and electrical as-built plans, and Facility Floor Plans. A/E is responsible for surveying existing conditions & its accuracy.

L. Design fee proposal shall comply with the requirements of FAR 15.404-4(c)(4)(i)(B) & VAAR 836.606-73 for architect-engineer services for public works or utilities, the contract price or the estimated cost and fee for production and delivery of designs, plans, drawings, and specifications does not exceed 6 percent of the estimated cost of construction of the public work or utility, excluding fees.

M. Design shall include physicist shielding design for spaces with imaging equipment.

This cost shall be part of the A/E proposal.

N. Design shall comply with the latest EHRM standards. OI&T Infrastructure Standard for Telecommunication Specs: The current version for this standard is version 3.1, dated July 1, 2021, https://www.cfm.va.gov/til/dguide/OIT- InfrastrucStdTelecomSpaces.pdf The design for this project at William S. Middleton Memorial VA Hospital, Madison WI must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces. The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment and supporting physical space and equipment. This standard is owned and maintained by Solution Delivery (SD) Data Center and Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and Infrastructure Engineering.

DESIGN SUBMISSION SCHEDULE:

https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf

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Design Duration: The A/E shall inform the VA of the timeline for the design and for the design submissions noted below in paragraph with the final documents being submitted no later than 350 days after issuance of the Notice of Award. A/E shall allot three (3) weeks for VA review after each design submission. The A/E shall perform all work required within the limits of the following design schedule:

Contract Award (approx.)

Kick off meeting 2 weeks Space Programming 6 weeks Receive Schematic Design 5 weeks Receive VA Comments 3 weeks Receive Design Development Drawings 6 weeks Receive VA Review Comments 3 weeks Receive Construction Documents (65%) 8 weeks Receive VA Review Comments 3 weeks Receive Construction Documents (95%) 8 weeks Receive VA Review Comments 3 weeks Incorporate comments and print construction documents 3 weeks

The A/E shall provide an updated design deliverables schedule at the Kick-off meeting, in the event that adjustments are required. AE shall provide all 3D design modeling

(eg. Revit, NavisWorks, etc...) to the VA upon completion of the Final (including any Amendments) Design. The modeling could be used to assist the contractors with BIM layouts for MEP above the ceilings to identify conflicts or potential interference prior to construction.

GENERAL REQUIREMENTS

A. Site Investigation: A physical survey of the project site shall be conducted. As-built drawings and other related project drawings are available to the A/E, but field verification by the A/E shall be part of the investigative services. The A/E shall accurately locate any existing plumbing, electrical, and other utilities, and ADA ramp incorporate them in the design.

B. Asbestos Survey: The A/E shall conduct a comprehensive Asbestos Survey of the project area and any area that will be impacted during construction. The A/E shall submit the Asbestos Survey Report as a deliverable as part of the 65% design submission and will be part of the Construction Document Package. It shall be noted in the Construction Documents that prior to final acceptance, General Contractor shall submit letters to VA from all Subcontractors, Vendors and/or Material Suppliers certifying that all materials used in construction of this project are Asbestos FREE materials. It will be noted in Construction Documents that the General Contractor shall make all Subcontractors, Vendors and/or Material Suppliers aware that supporting material test reports shall be submitted to VA upon request.

C. Demolition: The project demolition work may include site terrain, and may include some architectural, structural, mechanical/ plumbing, and electrical. Work inside and outside of the construction project area(s) may need to be phased and completed as part of this project.

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D. Civil: Project will may include Civil work as necessary for temporary units. Points of connections with existing utilities will be clearly delineated. A/E shall provide any soils study or Geotechnical report needed to facilitate the design drawings. A/E shall be responsible for the performance of topographic and boundary surveys, test borings, test pits, soil tests to include contaminated soil testing as applicable, subsurface exploration, and other such investigations as he/she determines are required for the proper design of the project.

E. Structural: Structural work is required. Any existing structure or structural system may need to be evaluated by a structural engineer. Any new structural work shall be designed by a qualified registered structural engineer. The A/E firm shall perform and provide all calculations for new loads anticipated and/or altered existing loads.

F. Architectural: Field verification of elevations, building locations and architectural dimensions may be required, as the existing drawings are best represented. Any Exterior work shall blend into the existing structure of the color scheme and exterior building appearance.

G. Interior Design: Interior design work is required and will be performed in conjunction with the

VAs interior designer team. The A/E firm’s Interior designer will provide with layouts of furniture/equipment and providing quotes and parts numbers for ordering of this furniture as needed. Provide a furniture layout drawings and specifications, with finish board and items by model and quantity with cost estimate.

H. Plumbing: Evaluation of all existing plumbing, to include sanitary/storm water drain systems is required within the project area. Design modifications, additions, and replacement to the existing plumbing systems, may include water lines and sanitary/storm water drainage lines.

I. HVAC: Mechanical heating, ventilation, and air conditioning will be required and shall meet the latest VA HVAC Design guidelines, provide new HVAC equipment(s). A/E shall confirm and/or field verify the existing conditions of the HVAC system and related components to include measuring air exchange rates. The A/E firm will be required to perform commissioning of all new HVAC equipment in the project. Adjacent area(s) shall conform with VA HVAC requirements with the areas being renovated and added.

J. Electrical: Evaluation of any electrical systems within the project area is required. This is defined as metering existing equipment to ensure available capacities are available for tie-ins.

Modification, addition and replacement of any existing electrical systems may be required.

The A/E firm shall perform and provide all computations and sizing calculations for new electrical loads anticipated and altered existing loads. The A/E firm shall coordinate with other disciplines involved in the project to prevent any discrepancies between design and construction. Project design shall comply with the NFPA and NEC codes.

K. Special Systems and Equipment: The design will include all special systems and equipment associated with the functions of the space. The A/E shall be required to coordinate the design work directly with the suppliers/ manufacturers of the new and existing equipment to produce a complete, functional, and operational project. All drawings, schematics, and other available data from the equipment suppliers shall be incorporated in the A/E drawings and specifications.

The design shall address special systems including but not limited to elevators, fire alarm, telecommunications, security (card access/CCTV), medical gas monitoring, public address, and nurse call systems. Any new building or renovated space must tie into the existing fire alarm system and security system at the facility.

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L. Fire Protection Engineer: The VA requires that all spaces shall be 100% sprinkled throughout the facility. The A/E shall have a fire protection engineer on staff to review and approval stamp the design/build fire protection system in the project as necessary.

M. Certified Independent Third-Party (CITP) Safety Review: The final design drawings shall be reviewed for compliance with applicable national and local codes and standards to include a NFPA Fire / Life Safety review by a qualified, licensed independent CITP consultant. A certification letter with written review comments shall be submitted on the CITP company letterhead.

The VA may hire an independent third-party reviewer. A/E shall incorporate any corrections and review comments into plans.

N. Environmental (NEPA): The A/E is required to prepare documentation to satisfy the National

Environmental Protection Act (NEPA) for this project. The A/E firm should include expertise on their team who has proven experience in going through the NEPA approval process. The A/E shall prepare all documentation required to complete the NEPA regulatory compliance for this project before construction documents are substantially completed. A/E shall include all coordination; including meetings, conference calls, emails and other correspondence necessary to achieve this objective. The A/E shall coordinate with the VA and possibly with other regulatory agencies throughout the design process, to include other A/E firms, regarding environmental aspects of the project. The A/E shall interface with local concerned community groups to inform and explain the project design. The A/E shall coordinate with all federal, state, local agencies, and community groups.

O. Enhanced Commissioning: The A/E shall employ a third-party commissioning agent to meet

Federal Mandates requiring whole building commissioning and enhanced commissioning requirements. The commissioning authority shall verify performance of building components and systems and to ensure design requirements are met, develop a commissioning plan, inclusion of commissioning requirements in construction documents, verification of installation and performance of commissioned systems (testing and system monitoring), operation & maintenance manuals and training, and a commissioning reports. The A/E team shall work with the commissioning agent throughout the design and construction process to assure all sustainable objectives are met.

The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in construction. It is anticipated that the Commissioning Agent will participate in the following: construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process.

P. The A/E shall provide other documentation (i.e., calculations, reports, recommendations, etc.)

that is appropriate to support the design effort and to keep the Government fully informed of all issues or potential problems. Provide computations and sizing calculations for new loads

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Q. The A/E firm shall review all pertinent VA Numbered Standards for Construction such as

PG-18-12 Design guides, PG-18-12-9 space planning criteria, PG 18-15 - A/E Submission Requirements – Volume C Minor project, etc., and A/E is responsible for incorporating all such references in the design of this project. The A/E firm may obtain copies of the complete VA Design Guides, Design Manuals, Design Submission Instructions, Design Review Checklists, and other resources from the VA Facilities Management Technical Information Library: http://www.cfm.va.gov/TIL/. The VA is mandated to follow the most stringent rules, codes & etc. when economically feasible; therefore, the A/E firm shall also review all applicable VA, Federal, State, County, City, Industry design guides, codes, standards, regulations, and policies.

R. Design the project by using site measurements and verifying site conditions. At each submission, the A/E shall furnish a marked up set of "As Built" drawings for each discipline showing deviations between site conditions and the drawings. The A/E shall not rely solely on "As Built" drawings.

S. Drawings: The A/E shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products. This facility currently uses Autodesk AUTOCAD 2022. The standard drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e., layer/level structure, fonts, font sizing, file naming conventions, etc.) is the latest edition of the National CAD Standard (www.nationalcadstandard.org).

The A/E shall follow these level/layer formats, file-naming conventions, and symbol library.

Drawings to be drawn from the VAs “As Built” drawings updated by site verification, not scanned reproductions.

T. Specifications: The A/E shall utilize the latest edition of VA Master Specifications as found on the VA Office of Construction and Facilities Management Master Specifications website, http://www.cfm.va.gov/TIL/. 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.

The A/E shall provide the final typed specifications on CD-ROM in Microsoft Word. The VA uses Microsoft Word for Microsoft 365 MSO (Version 2208 Build 16.0.15601.20526) 32-bit. The format shall be 1.5 spaced, left justify, 1-sided, laser quality, and Arial-size 11 font. The project title and number shall be on each page, top right-hand corner within the header section. The specifications shall be provided in Two (2) copies within binders, with identification labels on the binding and cover so the project title and number are readily visible and with tabbed dividers between each specification section.

U. Submittal Log: A/E shall develop submittal log to be included in final specifications for construction bid.

V. Sole Source Justification: Provide brand name product list and Brand name/equal memo or sole source justification.

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

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W. Utilities: The A/E shall provide all utility connection plans required (water, sewer, electrical, data, etc.), and pay for any and all city, county and private utilities providers fees associated with design.

X. Cost Estimate Submission Requirements: The A/E shall submit a construction cost estimate, (two (2) copies), from an independent firm for all trade disciplines with the drawings at each project submission. This estimate shall show the cost of construction, most likely to be reflected by the construction Contractors' bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Building gross area computations shall be included with each estimate.

Estimates shall be broken down by AIA divisions. The first page will be a summary page showing deductive bid items, Contractor mark-ups, overhead, profit, and bonding to reflect true construction costs. The breakdown shall reflect Bid Items 1, 2, and 3 separately, then in aggregate. The A/E is responsible for designing a project that adheres to the construction budget noted in this document.

Y. Review Meetings: The A/E firm is required to attend all design review meetings after each submission during the design process. A/E shall be responsible for any required meeting agenda and/or minutes due to meetings with VA stakeholders, consultants, and equipment vendors.

A. Concept and Schematic Design Submissions

1. FIRST REVIEW EACH SUBMISSION: 15% Design Submission

a. Submittals: Provide two (2) copies of the A/E evaluation report to include remodel options; four (4) copies of preliminary plans (2 – full sets and 2 – half size); two (2) copies of cost estimates furnished by an independent firm; marked up as built drawings;

one (1) copy of all calculations, computations, and engineering data.

b. Narrative: Provide a design narrative for each technical discipline which describes the intent of each discipline and the basis of design assumptions, trade-offs, and decisions.

Narrative shall contain a weighted design matrix (WDM) which shall be used throughout the design period to compare design alternatives and possible trade-offs.

c. Drawings: The A/E shall provide a full set of project drawings showing the scope and plan for each discipline involved to the completion level described below. Drawing format to be as described as in paragraph 2.D.21.

1) All Disciplines:

a) Demolition: Show what will remain during construction. Show means of protection.

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

c) Show items to be removed, all disciplines.

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

d. Cost Estimate: Submit a rough order of magnitude cost estimate to ensure design

(square footage) feasibility.

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e. QC Checklist: 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.

2. SECOND REVIEW: 35% Design Submission

a. Submittals: Provide two (2) copies of the A/E evaluation report to include remodel options; four (4) copies of preliminary plans (2 – full sets and 2 – half size); two (2) copies of cost estimates furnished by an independent firm, marked up as built drawings, one (1) copy of all calculations, computations, and engineering data.

b. Narrative: Provide a design narrative for each technical discipline which describes the intent of each discipline and describes the basis of design assumptions/ trade-offs/ decisions. Narrative shall contain a weighted design matrix (WDM) which shall be used to fully explore and evaluate the A/E proposed designs options. The design narrative shall also identify each and all required systems, utilities (including preliminary electric power requirement calculations, power metering, chilled water requirements, domestic water requirements, Geotechnical Analysis/ Survey, Life Cycle Cost Analysis, etc.), the capacities of said utilities, and major (built-in) equipment with a brief description of its type, location, purpose and/or extent of use. A/E shall include all preliminary calculations to show feasibility of design decisions. The A/E shall address constructability issues and their impact on the project construction cost.

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

d. Drawings: The A/E shall provide a full set of project drawings showing the scope and plan for each discipline involved to the completion level described below. Drawing format to be as described in paragraph 2.D.21. (Summarized notes are below)

1) All Disciplines:

a) Demolition: Show what will remain during construction. Show means of protection.

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

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

d) Show items to be removed, all disciplines.

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

f) Preliminary models of utilities (i.e., mechanical, electrical, plumbing, and special systems) to validate design decisions and calculations. Models shall be provided to prove feasibility of schematic design.

2) Site:

a) Provide a detailed site plan reflecting the existing, to include the locations of all verified existing utilities, structures, and adjacent areas.

3) Architectural:

a) Show a single line layout for all floors and roof areas with double line for exterior walls, and single line layouts for buildings, structures, at a scale not less than 1/8” = 1’-0”.

4) Civil/Structural:

a) Show existing conditions and how new work interfaces.

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b) Show locations, layout, elevations, and details of the three (3) proposed Building options.

5) Plumbing:

a) Show locations of existing underground water lines, to include irrigation, fire protection, sanitary, storm water, manhole structures, and catch basins.

Show all valves and all buildings/areas that may be affected by a shutdown.

b) Show preliminary relocations and details of utilities affected by the proposed Building options.

6) HVAC:

a) Provide preliminary load and sizing calculations. Show the basis of design to meet the minimum room air changes, air pressures, and filtration as required by the VA HVAC design criteria and as recommended by ASHRAE.

7) Electrical:

a) Show any existing electrical systems within the project area.

e. Estimates: Submit two (2) copies of construction cost estimate from an independent firm (for all disciplines), as outlined in paragraph 2.D.23.

f. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up

Design Development Submissions and Construction Document Submissions

3. THIRD REVIEW: 65% Design Submission

a. Submittals: Provide one (1) copy of all calculations, computations, and engineering data for the basis of design; four (4) copies of drawings (2 – full sets and 2 – half size);

two (2) copies of the specifications bonded and a table of contents; two (2) copies of cost estimate; updated as-built drawings for each discipline; and return all marked up documents from the previous submission.

b. Narrative: Provide a design narrative that should represent a concise and complete record of the design process including all key design decisions to include background information addressing the reasons for and intent of these design decisions. Continue to use the narrative to communicate any other vital information as well as to provide support to other submission documents. Design deductive OR additive alternates shall be explored in detail and communicated within the design narrative. VA shall make the final determination on design deductive alternates or additive options. A/E shall complete a preliminary Construction Risk Assessment using VA provided template.

c. Specifications: Submit original and two (2) copies of the marked-up sections to suit the project. Editing and mark-ups shall easily identify modifications, deletions, and insertions. "Catch-all" terms and generalizations shall be avoided. Items not relative to the project shall be edited out. The specifications shall be substantially complete as to content, checked and coordinated so that only an overall review will be necessary at the final working drawing submission. Original copy is to be in loose-leaf binder.

d. Drawings: The drawings shall be complete in all aspects. (Summarized notes are below)

1) All disciplines:

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a) Demolition work.

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

c) Show items to be removed.

d) Provide symbol sheets and explanation of symbols used.

e) Provide one plan to show Interim Life Safety / Fire Protection Plan, Phasing

Plan, Security, and Environmental controls/barriers.

f) General Notes

g) Additive or Deductive Alternates shall be included in drawings and appropriately noted.

2) Site:

a) Show the existing and revised project area topography and new landscaping, to include the locations of all existing, new, or relocated utilities, structures, areas and buildings.

b) Ensure the Contractor is aware of the limited parking and material staging areas at this location. Show the limits of construction area.

3) Architectural:

a) Submit, as a minimum, a single line layout for all levels and roof areas with double line for exterior walls, and single line layouts for buildings, structures, /spaces, at a scale not less than 1/8” = 1’-0”.

b) Draw elevations, no less than 1/8” = 1’-0” scale. As necessary, show height dimensions and materials. Details and schedules shall be 65% complete.

c) Show environmental controls; location of any protective barriers and appropriate signage; phasing requirements.

d) Building renderings: A/E to furnish two (2) – 36”x48” poster/foam board and PDF copies

4) Civil/Structural:

a) Show existing and new structural work and support details.

b) Show the location, layout, elevations and details for the elevator.

5) Plumbing:

a) Clearly show all existing, relocated, and new underground water lines, to include irrigation, fire protection, sanitary, stormwater and catch basins.

b) Show temporary and permanent relocations or modifications.

c) Clearly show all points of connections for new water and drainage systems, to include connection and support details.

d) Show all water, fire protection, and drainage piping, including type and sizes.

Show all new valves, to include isolation, check, and backflow preventers.

e) Provide one-line diagram of all systems, and if a fire protection system is required, provide a complete plan layout with all required components and flow calculations.

6) HVAC:

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

b) Provide a ¼” scale drawings for equipment room, equipment, piping, ductwork, diffuser locations for supply, return and exhaust air, and other interfacing elements.

c) Show riser diagrams.

d) Provide sketches and schematics, and schedule of points to be monitored by the building management system.

e) Provide control diagrams and sequence of operations for all HVAC systems.

f) Show equipment schedule.

7) Electrical:

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a) The electrical drawing shall be substantially complete, showing all existing and/or new conduits, wire sizes, points of origination and termination, control/signal wiring and all other items necessary for a Contractor/ estimator to do a take-off.

b) Provide an electrical site plan with one-line power and lighting diagrams.

c) Provide one-line fire alarm system diagram.

d) Provide panel schedule, complete with circuit breaker sizes and equipment designation.

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

e. Estimates: See paragraph 2.D.23 above.

f. Construction Phasing: If applicable, present proposed phasing plans that will accomplish the construction work with a minimum of disruption to the normal operations of the hospital.

g. Code Requirements: Provide an investigation and explanation of any applicable regulatory/code requirements incorporated into the design. Furnish a copy of each code quoted or used in the design.

h. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up

4. FOURTH REVIEW: 95% Design Submission

a. Submittals: Provide four (4) copies of drawings (2 – full sets and 2 – half size); one (1) copy of specifications; one (1) copy of updated cost estimates; and updated marked-up as-built drawings. Return the marked-up drawings & specifications from the previous submission.

b. Narrative: Provide a design narrative that should represent a concise and complete record of the design process including all key design decisions to include background information addressing the reasons for and intent of these design decisions. Continue to use the narrative to communicate any other vital information as well as to provide support to other submission documents.

c. Specifications: The specifications shall be in final draft, completely edited and checked, per earlier description, and one (1) copy.

d. Drawings: The drawings shall be 100% complete for all applicable disciplines.

(Summarized notes are below)

1) Site: Submit Site Plan complete with details, landscaping, and general notes.

2) Civil/Structural: Submit complete plans, elevations, sections, details, schedules, general notes, and calculations for the basis of design.

3) Architectural:

a) Building renderings: A/E to furnish two (2) – 36” x 48” poster/foam board and PDF copies

b) Finish board (mounted on foam board): Two (2) each for building and furniture finishes

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4) HVAC: Provide complete coordinated HVAC drawings and calculations. Provide all plans, sections, elevations, details, flow and control diagrams, schedules, and detailed connection to the new SIEMENS control system. Provide new SIEMENS panel control system with the tie-in to the old SIEMENS control – Building Automation system panel.

5) Plumbing: Provide complete drawings, elevations, plans, details, and riser diagrams.

6) Electrical & Telecommunications:

a) Provide all drawings, elevations, plans, details, and schedules. Indicate all circuiting of all systems on drawings.

b) Show final sizes, ratings, feeders, and identification of all electrical equipment, if applicable.

e. Estimate: See paragraph 2.D.23 above. The estimate shall be presented in complete form to reflect additive or deductive alternates, quantitative material cost, labor costs, and overhead and profit anticipated on date of bid opening.

f. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up

5. FINAL SUBMISSION: (100% Construction Documents)

After material of the 95% submission has been reviewed, the A/E shall make all necessary changes to incorporate the review comments and furnish the following:

a. Narrative: Complete and concise in every aspect. Narrative shall include the following:

All Engineering calculations; phasing requirements; cost estimate complete with deduct or additive options; construction duration estimate.

b. Specifications: Two (2) copies of typed specifications double-sided in a 3-ring binder, labeled. Furnish one set of final specifications on a CD-ROM disk.

c. Drawings: Five (5) complete sets of blueprints signed (2 – full size and 3 – half size) ready to issue for competitive bid.

d. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up

e. Certified Independent Third-Party (CITP) Safety Review comments on final design.

f. An updated (100%) electronic copy of drawings in the latest version of AutoCAD or AutoCAD Architectural Desktop on CD-ROM.

Construction Period Services (CPS) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, site visits to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction

15 | P a g e project modifications for cost and technical acceptability, attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction.

1. The A/E firm shall have representation at weekly construction meetings, review and respond to all design related RFIs within (7) calendar days, review all submittals for the project within (14) calendar days including the construction schedule, and perform acceptance testing on behalf of the VA for all building and utility systems.

2. The A/E shall review, evaluate, and respond to all Contractor change order requests and value engineering proposals within (14) calendar days. The VA reserves the right for final approval/disapproval of change order requests. The A/E shall also provide the scope for the change order, drawing or sketch and cost estimate that is needed due to design omission or error.

3. As requested by the VA, the A/E and/or other Sub-Contracted vendors shall be required to make periodic site visits to monitor, inspect and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

Written Reports shall be submitted on all site visits.

4. The A/E shall perform/witness commissioning of the building systems. Additionally, the AE shall include commissioning services for all new equipment, specifically MEP, HVAC, door/security, life safety requirements, amongst others. The HVAC commissioning shall oversee and verify balancing of the entire construction area which includes the atrium.

The AE shall develop a commissioning plan and provide as part of the construction solicitation. All Part Two Services are optional line items and will not be exercised at the time of award.

5. At project completion, the A/E shall incorporate the as-built drawings from the Contractor and furnish an updated set of Construction Drawings (CDs) and a set of "record" drawings. It is permissible for the A/E to require the Contractor to provide the marked-up (red-line) "As-Built" drawings.

6. A/E shall include 10 site visits into their proposal.

QUALITY ASSURANCE/ QUALITY CONTROL (QA/QC):

A. To reduce construction, change orders due to design errors and omissions, the Office of

Facilities Management has initiated a Quality Assurance/Quality Control program. 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:

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

2. Two weeks (14 calendar days) after receipt of the Notice-To-Proceed the A/E shall 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

16 | P a g e space where a senior member of the firm can initial and date when the action has been completed.

3. Each Submittal (35%, 65%, 95%, 100%): 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.

ADDITIONAL SERVICES

A. If additional services are necessary to be performed by consultants, submit criteria for the work to be performed to the VA Contracting Officer as soon as possible. Upon approval of the criteria by the Contracting Officer, submit proposals and qualifications of at least three firms being considered for the work in accordance with the contract procedures of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval.

PROFESSIONAL LICENSING

A. The A/E who prepares the submissions shall be a professional architect or engineer licensed in the State in which the design work is completed. A/E firm shall maintain all professional engineering licensing, certifications, and accreditation information, along with any other credentials and qualifications for all workers involved in this project and provide copy of such to the VA upon request.

B. The professional seal indicating such license by the State shall appear on the final submission with signature. The Architect or Engineer whose seal is shown will be known as the Architect of Record, or the Engineer of Record. The Design A/E shall certify compliance with the SOW and all applicable codes and regulations.

COMPLIANCE WITH CODES AND STANDARDS

A. A/E shall comply with applicable standards and codes described in VA Program Guides included or referenced in the contract/task order.

B. A/E shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

PAYMENT

A. The A/E shall coordinate with the COR prior to submitting invoice to Austin, Texas. Payment will be approved by the CO once submission review is complete and the COR agrees to the submission percentage complete, thus payment will not be made until at least seven (7) business days after receipt of submission. Note, pay request may be submitted outside of the submission schedule by mutual agreement of the parties.

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Department of Veterans Affairs

A/E Submission Instructions for

Relocate Inpatient Mental Health

• Schematics

• Design Development

• Construction Documents

Program Guide, PG-18-15, Volume C Page i May 2006

Department of Veterans Affairs Washington, DC 20420

FOREWORD

This document states the minimum requirements for each submission in the production of VA Schematics, Design Development, and Construction Documents for Minor and NRM Construction Program for Medical Center Projects. It will give VA reviewers and the A/E a clear understanding of what is required of the A/E at each stage of design.

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

Lloyd H. Siegel William W. Graham Director, Facilities Quality Office (Acting) Director, Engineering Management and Field Support Office

Program Guide, PG-18-15, Volume C Page ii

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

Table-of-Contents

I. GENERAL

A. INTRODUCTION

B. A/E RESPONSIBILITIES

C. SUBMISSION POLICY

D. QUALITY ASSURANCE/QUALITY CONTROL

E. ADDITIONAL SERVICES

F. CRITICAL PATH METHOD

II. SUBMISSIONS

A. SITE DEVELOPMENT

B. ARCHITECTURAL

C.…