SF330 Version - SOW - 620-335 Build CLC Phase 2A - Montrose Campus - Rev 4-9-24.pdf

A/E SERVICES FOR CONSTRUCTION OF

NEW COMMUNITY LIVING CENTER AT THE MONTROSE CAMPUS,

PHASE 2A

PROJECT NO. 620-335

STATEMENT OF WORK

PREFACE

The VA Hudson Valley Healthcare System – FDR Montrose Campus is soliciting the services of a professional architectural/engineering (A/E) consulting firm to perform design services for the development and construction of a new Community Living Center (CLC) at the FDR Montrose Campus.

BACKGROUND

The current trend for the Department of Veteran’s Affairs (VA) is to provide “Patient-Centered Healthcare” and this transition includes the planning, design, and construction of on-site housing facilities for Veterans. To accomplish this, the Small House Model was developed to address the predicted increase in demand for additional facilities, and to reflect the VA’s goal to improve healthcare for Veterans. The FDR Montrose Campus has been identified as a facility for the construction of this Residential-Centered type of living accommodations on the FDR Montrose Campus using the Small House Model Design.

OBJECTIVE

The objective of this acquisition is the procurement of professional A/E services to perform design and construction period services for the design and construction of a Community Living Center on the FDR Montrose Campus in accordance with the VA Small House Model Design Guide (March 2019 or the most current edition at the time of A/E contract award).

GENERAL REQUIREMENTS

Provide professional Architect/Engineer (A/E) services to construct a new community living center (CLC) for Veterans with varying disabilities and illnesses (e.g. chronic illnesses requiring nursing home level of care to hospice care at the end of life) that promotes sheltered freedom for patients, ready access to the outdoors, substantial natural light, space for private time as well as therapeutic socialization that is conducive to family visitation and an effective work flow for staff. The desired outcome is a community with personal residential like living spaces, communal space, and supporting infrastructure.

The required professional Architect/Engineer (A/E) services shall include:

• Site investigation - architectural, structural, mechanical, electrical, plumbing, site surveys, etc.

• Space Survey and Preliminary Drawings

• Commissioning Services

• Construction drawings and specifications (Attachments B through G)

• Independent (3rd party) Cost estimate of expected construction cost at the end of each phase

• Solicitation Support Services

• Construction Period Services

• Site, Topographic, Utility, Landscape and Soil Surveys (Attachment H & I)

• Infection Control Risk Assessment (VHA-ICRA-2023-1.0) (Attachment J)

• Certified Industrial Hygienist (CIH) Services (Attachment K)

The disciplines include but are not limited to Architectural, Electrical, Heating, Ventilation and Air Conditioning, Mechanical, Plumbing, Structural, Life Safety & Fire Protection design. In general, the project will consist of the following items in a hospital environment:

1. Landscape Architecture,

2. Architecture,

3. Interior Design,

4. Architectural Specifications,

5. Equipment Specifications,

6. Automatic Transport Systems,

7. Structures,

8. Sanitary Systems,

9. Plumbing,

10. Steam Generation and/or Distribution,

11. Heating, Ventilation and Air Conditioning (HVAC),

12. Asbestos Abatement

13. Lead Abatement

14. Electrical,

15. Critical Path Method (CPM),

16. Value Engineering,

17. Estimating,

18. Barrier Free Design.

19. Fire Protection

20. LEED

SPECIFIC REQUIREMENTS

Provide highly qualified professional Architect/Engineer (A/E) firm to provide services and develop all Space Programs, Schematic Design, Design Development, Construction Documents, Solicitation Support Services, Construction Period Services, Technical Specifications, Cost Estimates and Permits Procurement for the Construction of a New Community Living Center (CLC) that involves the following details:

• The CLC shall be standalone and consist of one (1) single story CLC Resident House and one (1) single story CLC Neighborhood Center in accordance with the VA Small House Model Design Guide (March 2019 or the most current edition at the time of A/E contract award). The CLC shall provide approximately 10,000 SF of useable space and provide living accommodations for many Veteran residents. The 10,000 SF shall include approximately 9,000 SF of usable space within the Home for up to seven (7) Resident Rooms and support services plus approximately 1,000 SF of usable space within a climate-controlled corridor connected to CLC Neighbor Center to Building 7.

• The A/E shall coordinate with the VA and perform a detailed space survey based on the space requirements mentioned in the VA Small House Model Design Guide. The VA and A/E shall agree on the number of Resident Rooms and the space for support services to be included in this design. A/E shall provide preliminary plans with options to maximize the number of Resident Rooms to the VA for review and approval.

• The CLC shall be detached from the main hospital but connected with a conditioned connecting corridor to Building 7. The CLC shall be located on a 12.5 acre lot of land previously occupied by Buildings 8, 9, 10, and 25 which we recently demolished (see Attachment A - Footprint of Construction Area). The design shall explore options to integrate with the main hospital via sidewalks and/or covered walkways. The Neighborhood Center shall be located within the footprint of the Home. The Home and the Neighborhood Center shall be designed for future expansion to accommodate a total of twenty-eight (28) Resident Rooms and the remaining space for support services required in the VA Small House Model Design Guide which could not be included in this design. Utilities shall be designed for such future expansion.

• The design shall include modification to the site around the CLC building to include all components mentioned in the VA Small House Model Design Guide including site access, parking, entries, wayfinding and signage, landscape features, accessible trails and walkways, setbacks and landscape buffers, and utility access. Redirection of the current roadway may be necessary.

• The design shall include all utility, physical security, and IT infrastructures necessary to support the CLC. The infrastructures shall be adequately sized to provide for reasonably anticipated future requirements. The CLC building shall have a fully accessible utility support space in the basement level. The A/E shall design all necessary excavation for new underground utility, security, and IT services.

• Design and construction work will be coordinated with other active projects at the Medical Center.

• Other options as determined by design meetings for efficient delivery of service.

All designs will comply with the applicable VA standards and Federal Codes which include NFPA, USP 797 AND USP 800. In addition, all shall promote energy conservation incorporating LEED standard, ASHRAE Code and use of VA Sustainable Design Manual issued May 6, 2014 Rev1 August 18, 2017 as part of the design guide. Compliance with the use of VA Sustainable Manual is mandatory for all categories of construction, renovation, and non-recurring maintenance projects.

All work under this contract shall meet the requirements of the latest versions of the VA Office of VA Building Information Modeling (BIM) Manual, and associated industry standards including, but not limited to, VA Drawing Deliverable Requirements, VA Space Planning Criteria, Health Insurance Portability and Accountability Act, VA Physical Security Standards, Site Development Design Manual Requirements, Small House Design Guide, Architectural Design Manual Requirements, and all National Fire Protection Association (NFPA) Life Safety Code Requirements.

• Perform all services in accordance with the current VA Building Information Modeling (BIM) Manual and current VA Drawing Deliverable Requirements:

https://www.cfm.va.gov/til/projREq.asp https://www.cfm.va.gov/til/projREq.asp

• All designs shall be compliant with space criteria referenced in VA space planning criteria: http://www.cfm.va.gov/til/space.asp

• Ensure patient privacy criteria are met (e.g. computerized information, patient privacy, Health Insurance Portability and Accountability Act).

• The design shall meet all VA Physical Security Standards. The area in this design is considered “Mission Critical” and the appropriate guide shall be followed. If a section of the manual cannot be met, the A/E shall notify the VA, and assist the VA in the security waiver process. The Physical Security Guidelines can be found at this link:

http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

• The design shall meet the Site Development Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmSITE.pdf

• The design shall meet the Small House Design Guide requirements:

https://www.cfm.va.gov/til/dGuide/dgSHModel.pdf

• The design shall meet the Architectural Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmARhosp.pdf

• The design shall meet the Site Development Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmSITE.pdf

• Design and construction work shall be coordinated with other construction projects on-going at the hospital. A list of current projects will be provided upon approval of the 35% submission.

• The AE shall insure all National Fire Protection Association (NFPA) Life Safety Code requirements are maintained through a phasing plan.

• A/E shall use most current healthcare delivery processes and the VA design criteria as a guide. The direction that fits the situation the best shall be used in the design.

• If shutdowns are required during construction, a full shutdown plan shall be included in the design. Shutdown plans shall include the particular energy source to shut off (e.g.

breaker, valve, etc.) and what area, outlets, utilities and/or equipment the shutdown affects. The specific name of the energy source to be shut off shall be identified, for example: “panel H1L1, breaker 2” for electric, or “Valve 3-f” for a water source, etc.

Drawings and a written narrative shall be provided.

• A Leadership in Energy and Environmental Design (LEED) Silver Rating is desired with the construction. A rating will not be sought, but practices shall reflect LEED Silver requirements. Proof of possible LEED credits shall be provided.

http://www.cfm.va.gov/til/space.asp http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://www.cfm.va.gov/til/dManual/dmSITE.pdf https://www.cfm.va.gov/til/dGuide/dgSHModel.pdf https://www.cfm.va.gov/til/dManual/dmARhosp.pdf https://www.cfm.va.gov/til/dManual/dmSITE.pdf

• The VAAR magnitude of construction for this project is between $10,000,000 and $20,000,000. The estimate construction cost will be provided to the highest rated firm.

• Bid Alternates/Deducts shall be designed into the project to decrease the price of the project 20%.

A/E shall be responsible for providing the services of a certified industrial hygiene (CIH) to perform an environmental survey to include but not be limited to asbestos, lead, and PCB survey investigations, bulk sampling, development of specifications and drawings, and construction period services.

A/E shall be responsible for an independent party geotechnical survey and soil sampling of the site and incorporate the findings of the survey and soil sampling into the design documents.

All designs shall be accomplished in accordance with VA guidelines and specifications, and program guides PG-18-1 thru PG-18-17, which are available on the Internet at http://www.cfm.va.gov/til/. A/E shall pay particular attention to Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA), International Building Code (IBC), Environmental Protection Agency (EPA), VA guidance, and VA space criteria -http://www.cfm.va.gov/til/space.asp.

SPECIAL NOTE: Be reminded that the VA guidelines are just a guide, and the project is not bound by them. If current healthcare trends dictate a different design approach is needed, we will follow that approach.

In addition to the A/E services required within this SOW, the A/E shall be responsible for providing all services necessary for design of this project, e.g. structural, industrial hygiene, mechanical, electrical, etc. in accordance with SUPPLEMENT B to SF 252.

Provide professional Architect/Engineer (A/E) services to include:

• Site investigation - architectural, environmental, structural, mechanical, electrical, plumbing, site surveys, etc.

• Detailed Space Survey and Preliminary Design

• Construction drawings and specifications (Attachments B through G)

• Commissioning Services - The A/E shall hire an independent third-party commissioning agent to perform the duties of the commissioning agent as specified and in compliance with the VA Whole Building Commissioning Manual (rev 11/02/2023, or the most recent version at time of contract award), the requirements of LEED New Construction Energy and Atmosphere Prerequisite 1: Fundamental Commissioning of Building Energy Systems, and the requirements of LEED New Construction Energy and Atmosphere Credit 3: Enhanced Commissioning.

http://www.cfm.va.gov/til/ https://www.osha.gov/Publications/3439at-a-glance.pdf https://www.osha.gov/Publications/3439at-a-glance.pdf http://www.cfm.va.gov/til/space.asp

• Independent (3rd Party) cost estimate of expected construction cost at the end of each phase

• Solicitation Support Services – Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to unilaterally exercise the option(s) for Solicitation Support Services, and Construction Period Services.

• Construction period services - Review and respond to pre-bid RFI’s from bidders.

Review contractor submissions, provide recommendations regarding contractor change proposals, visit job site per VA's request and add to drawings as-built conditions from contractor's record drawings and VA correspondence during construction. A/E shall review all construction change orders and provide an independent cost estimate on each change order request. A/E shall respond on site within a two-hour period when requested and shall provide site visits as requested during construction. Sixty-six (66) 8- hour site visits shall be allocated by the A/E in their fee for Construction Period Services. Site visits not used during construction shall be reimbursable. Provide detailed report after each site visit. A/E shall provide an electrical arch flash analysis of any reconfigured electrical panels and label with all pertinent calculations inclusive of bolted arc current based upon electrical one-line diagrams and motor contribution by the VA. Label will instruct required level of insulation protection required while in proximity.

• Site, Topographic, Utility, Landscape and Soil Surveys (Attachment H & I)

• Infection Control Risk Assessment (ICRA - VA Memorandum EC-43) including a drawing and specification. (Attachment J)

• CIH Services (Attachment K)

The A/E shall provide Schematic, Design Development (DD), and Construction Document (CD) submissions as part of the Design Phase in accordance with the VA Program Guide PG-18-15 “A/E Submission Instructions for Minor and NRM Construction Program”.

Supplementary to current technical manuals, building codes, and other VA criteria, the VA Small House Model Design Guide is intended to provide the standards to which the A/E shall use as the baseline of the planning and design of the VA Community Living Center.

All work under this contract shall meet the requirements of the latest versions of the VA Office of VA Building Information Modeling (BIM) Manual, and associated industry standards including, but not limited to, VA Drawing Deliverable Requirements, VA Space Planning

Criteria, Health Insurance Portability and Accountability Act, VA Physical Security Standards, Site Development Design Manual Requirements, Small House Design Guide, Architectural Design Manual Requirements, and all National Fire Protection Association (NFPA) Life Safety Code Requirements.

The A/E services require multiple professional disciplines. The work includes site utilities, soil and rock excavation, structural, general construction, interior design, electrical service, lighting, mechanical systems (HVAC, ventilation, and fire suppression), water supply, waste piping, plumbing fixtures, communications and alarm systems, and associated work.

A/E design work may include (but are not limited to) any combination of studies, investigations, surveying/mapping, tests, evaluations, consultations, comprehensive planning, program management, value engineering, conceptual designs,

• Perform all services in accordance with the current VA Building Information Modeling (BIM) Manual and current VA Drawing Deliverable Requirements:

https://www.cfm.va.gov/til/projREq.asp

• All designs shall be compliant with space criteria referenced in VA space planning criteria: http://www.cfm.va.gov/til/space.asp

• Ensure patient privacy criteria are met (e.g. computerized information, patient privacy, Health Insurance Portability and Accountability Act).

• The design shall meet all VA Physical Security Standards. The area in this design is considered “Mission Critical” and the appropriate guide shall be followed. If a section of the manual cannot be met, the A/E shall notify the VA, and assist the VA in the security waiver process. The Physical Security Guidelines can be found at this link:

http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

• The design shall meet the Site Development Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmSITE.pdf

• The design shall meet the small House Design Guide requirements:

https://www.cfm.va.gov/til/dGuide/dgSmallHouseModel.pdf

• The design shall meet the Architectural Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmARhosp.pdf

• The design shall meet the Site Development Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmSITE.pdf

• The A/E Firm shall conform all design criteria, specification formats (MF 04) and drawing development in accordance with Technical Information Library (web), including but not limited to A/E Package TOC, PG-18-15 Minimum Requirements for A/E https://www.cfm.va.gov/til/projREq.asp http://www.cfm.va.gov/til/space.asp http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://www.cfm.va.gov/til/dManual/dmSITE.pdf https://www.cfm.va.gov/til/dGuide/dgSmallHouseModel.pdf https://www.cfm.va.gov/til/dManual/dmARhosp.pdf https://www.cfm.va.gov/til/dManual/dmSITE.pdf

Submission, Design Review Checklists, Design Manuals, Specification, Cost Estimating and Commissioning. (http://www.cfm.va.gov/TIL/index.asp).

• A/E shall ensure that requirements of local, state, and federal regulations, including but not limited to storm water permitting, storm water pollution prevention plans, and NYS Clean Soil Standards for CLC residences is incorporated in the design. Soil standards shall be applicable to existing soils.

• A/E shall ensure all necessary dust control measures are incorporated in the design.

• Design and construction work shall be coordinated with other construction projects on-going at the hospital. A list of current projects will be provided upon approval of the 35% submission.

• The AE shall insure all National Fire Protection Association (NFPA) Life Safety Code requirements are maintained through a phasing plan.

• A/E shall use the most current healthcare delivery processes and the most recent VA design criteria as a guide. The direction that fits the situation the best shall be used in the design.

• If shutdowns are required during construction, a full shutdown plan shall be included in the design. Shutdown plans shall include the particular energy source to shut off (e.g.

breaker, valve, etc.) and what area, outlets, utilities and/or equipment the shutdown affects. The specific name of the energy source to be shut off shall be identified, for example: “panel H1L1, breaker 2” for electric, or “Valve 3-f” for a water source, etc.

Drawings and a written narrative shall be provided.

• A Leadership in Energy and Environmental Design (LEED) Silver Rating is desired with the construction. A rating will not be sought, but practices shall reflect LEED Silver requirements. Proof of possible LEED credits shall be provided.

A/E shall be responsible for providing certified industrial hygiene (CIH) services (See ATTACHMENT K) to perform asbestos survey investigations, bulk sampling, development of specifications and drawings, and construction period services. Industrial Hygiene construction period services include a CIH to review and respond to contractor submissions, provide recommendations regarding contractor change proposals, five (5) CIH site visits to the job site per VA's request and add to drawings as-built conditions from contractor's record drawings and VA correspondence during construction. A/E CIH site visits not used during construction shall be reimbursable. Provide detailed report after each site visit. A/E CIH shall coordinate with the A/E’s soil survey company to obtain samples of soil throughout the job site to test for possible asbestos, PCB’s, and lead in the soil as the job site used to include former buildings which were recently demolished. It is the responsibility of the A/E CIH to confirm acceptable allowances and to recommend remediation actions if needed A/E CIH shall review all construction change orders http://www.cfm.va.gov/TIL/index.asp and provide an independent cost estimate on each change order request pertaining to asbestos abatement.

All designs shall be accomplished in accordance with VA guidelines and specifications, and program guides PG-18-1 thru PG-18-17, which are available on the Internet at http://www.cfm.va.gov/til/. A/E shall pay particular attention to Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA), International Building Code (IBC), Environmental Protection Agency (EPA), VA guidance, and VA space criteria -http://www.cfm.va.gov/til/space.asp.

Infection Control Risk Assessment (VHA-ICRA-2023-1.0) – The A/E shall coordinate with the VA COR and the VA on site Industrial Hygienist to assess the infection control risks associated with the required construction activities in the design documents. Together, a final ICRA rating will be agreed upon by all parties and the A/E shall incorporate the required ICRA measures outlined in the attached assessment form (VHA-ICRA-2023-1.0) into the design development drawings (as early as 65% submission) and also in the construction bid documents to mitigate the infection control risks during construction.

AUTODESK BUILD: The A/E’s entire design team staff shall complete required training and utilize the VA VISN 2 mandated Autodesk Build software for project management during the design and the construction phase of the project. See requirements below.

A. Construction contractors and A/E design firms, selected by award to perform work at VISN 2 VA facilities, are required to utilize VISN 2 Autodesk Build Construction management platform, also called Autodesk Construction Cloud (ACC). Access to the platform and training portal will be provided by VISN 2 through project Contracting Officer Representative (COR) at no cost for the duration of the project. Autodesk Build is the management and collaborative environment that VISN 2 uses for all its Non- Recurring Maintenance (NRM), Minor Program projects, Feasibility Studies, Commissioning and Retro-Commissioning contracts. There is no user, license, or subscription fee to the contractor for using this cloud-based platform.

B. Contractor shall accomplish and complete the following tasks upon award of contract:

1. Request access to ACC platform and ProductivityNOW eLearning Site to project VA

COR NLT 14 days from contract award.

2. Only staff that shall utilize the platform to be granted access. Examples: Project manager, sub-contractors POC, Site manager, Safety officer, etc.

3. The access request shall be in writing and include a list of staff. The list shall include the following information:

• Full Name

• Company Name

• Email Address

• Role/Position on the project (i.e., Project manager, site super)

4. Upon granting access, staff shall complete required ACC training through ProductivityNOW platform within 12 Calendar days.

5. Upon successful completion of training, contractor shall submit certificates of completion to COR NLT 2 business days.

http://www.cfm.va.gov/til/ https://www.osha.gov/Publications/3439at-a-glance.pdf https://www.osha.gov/Publications/3439at-a-glance.pdf http://www.cfm.va.gov/til/space.asp

C. Access to ProductivityNOW eLearning will expire after 12 Calendar days after online access is granted. Contractor shall complete ACC training within that period.

D. Additional Staff and Subcontractors can be added at any time with a request submission to the project COR as described above.

E. The contractor shall only use the ACC platform for contract required submissions, official project correspondence to be acknowledged, reviewed, and actioned by the responsible party. No additional time shall be added to the contract, nor an increase in contract amount be provided for the contractor’s failure to utilize the ACC platform as the project’s official communication and collaboration system. Any correspondence out of platform shall not be the governing authority contradicting direction and will be at the contractor’s expense. Official project correspondence and collaboration includes but not limited to: RFIs, submittals, schedules, shutdown requests, actionable tasks, reports, testing, safety inspections, photos, and site surveys.

F. Contractor must inform the COR of any staff changes NLT 2 business days from the change. Staff changes pertains to staff who was granted access to the ACC platform.

Contractor shall request termination of access, replacement of personnel and/or any other action that might impact the contractor ability to maintain required utilization of the platform.

G. Contractor submission requirements cannot be accepted for work to begin without meeting all ACC Platform requirements outlined herein, including completing required ACC platform training.

REVIEW REQUIREMENTS

The following are minimum requirements for review purposes only. This does not relieve the Architectural/Engineering Firm of responsibility to produce a complete set of construction documents and estimates in accordance with industry standard practice and VA criteria.

A. The Architectural/Engineering Firm shall develop and coordinate drawings, calculations, specifications and cost estimate. The degree of completion and the stages of submission shall be as specified.

B. The Architectural/Engineering Firm shall provide minutes of technical discipline review meetings five (5) days before each design submission.

C. For each design submission VA review meeting Architectural/Engineering Firm shall report design development in accordance with submission and design criteria.

D. The Architectural/Engineering Firm and technical disciplines shall review with VA red line mark-up comments, prepare technical discipline QA/QC report, provide minutes of the meetings and distribute minutes and reports to attendees within five (5) days of the meeting.

E. The Architectural/Engineering Firm shall submit Basis of Design Report, that includes but not limited to the following: Existing Condition & Field Survey, Photographs, Findings and Recommendations, Room Data Sheets, Field Report, Cost Estimate, Minutes of Meetings, TOC Specification, Design Checklist, Drawing & Document Register and Reports as requested by the COR at each phase of the design submission.

F. Provide computations and sizing calculations for Mechanical, Electrical, Plumbing, Structural, Fire Protection, Utility design and other specialty areas required for design development. For computerized calculations, submit complete and clear documentation of computer programs, interpretations of input/output and description of program procedures.

G. NA

H. The Engineering Firm shall submit life cycle cost analysis, energy savings calculations with the drawings at project submission. This energy savings shall show the “pre” and “post” energy usage, KW, KWH, MMBTU, cost savings and the payback period and where life-cycle cost effective. For detailed elements, "lump sum" or "allowance" figures will not be accepted.

I. The Architectural/Engineering Firm shall submit a construction cost estimate in RS

Means format with the drawings at each project submission, prepared by an independent cost estimator. This estimate shall show the cost of construction which would be expected to be reflected by the construction contractors' bids, if the bids were submitted on the same day as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted with Divisional Breakdown and Additional Work and Cost differences reported from previous report. For detailed elements, "lump sum", "allowance" or "sq/ft" figures will not be accepted.

J. Conduct periodic inspection services. These "site visits" also include a pre-construction conference, intermediate and a final inspection visit. The Engineering Firm will submit a survey report summarizing the conditions found at the construction site as a result of the site visit.

K. The Architectural/Engineering Firm will submit a survey report including photographs for each technical discipline summarizing the conditions found as a result of design development site visit(s), within five (5) days of each site visit

L. The Architectural/Engineering Firm will perform collection of as-built drawings and field verify floor plan, section, elevation, existing capacities and location of all utilities, design and upgrade as necessary to support the new renovation and extension.

SPECIAL NOTE: Be reminded that the VA guidelines are just a guide, and the project is not bound by them. If current healthcare trends dictate a different design approach is needed, we will follow that approach.

A/E shall be responsible for providing all services necessary for design of this project, e.g.

structural, industrial hygiene, mechanical, electrical, etc.

Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

The A/E firm will be furnished with paper copies of any available utility drawings for the areas included in the area of work.

Security

The AE firm shall obtain day passes for any site visits from the police station. If personnel from the AE firm are expected to be on site more than five (5) days (cumulative) during the design, they shall file paperwork to obtain a permanent ID for the station. Necessary paperwork can be obtained from the COR.

The AE personnel who intend to take photos must inform the COR, at least 48 hours ahead to time, of such intentions.

Safety Codes / Certification / Licensing

The AE firm shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NFPA fire code, OSHA, VA Design Guides, etc. The A/E shall comply with all applicable New York State codes and regulations. Labs used by the AE firm shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the engineering reports.

Special Material Requirements

No special materials are anticipated for this contract.

Any Other Requirements unique to the solicitation.

None

-- Site Investigations --

EXPECTATION: A/E shall make site visits as necessary to survey existing conditions.

Make site visits as required to determine existing as-built conditions affecting this project.

The Architectural/Engineering Firm will perform collection of as-built drawings and field verify floor plan, section, elevation, existing capacities and location of all utilities, design and upgrade as necessary to support the new renovation and extension.

Note: Information including drawings and other documentation provided to the A/E is used as reference only. All additional references and specifications are available in VHA’s Technical Information Library at address http://www.cfm.va.gov/til/. A/E shall field verify every aspect that relates to the project, including all dimensions, wall layouts, capacities, etc. Coordinate visits with the Project Manager as assigned after award. The A/E shall arrange for and oversee the performance of such investigations as he/she determines are required for the proper design of the project. AutoCAD background drawings will be provided by the VA upon request.

The site investigation shall include, but shall not be limited to, a full land survey and geotechnical research of the proposed site as stated in attachments H and I.

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

-- A/E Design Review Schedule --

The A/E will submit a detailed schedule of tasks for individual disciplines within the Milestone Dates as required in “SP-13 A/E Design Schedule” of the contract.

EXPECTATION: Submit review package so they are received on the noted day.

Issuance of Notice of Award (NOA) Day 0

Deliver 100% Preliminary Documents 45 Calendars days from NOA

Review 100% Preliminary Documents 59 Calendars days from NOA

Deliver 35% Working Drawings 104 Calendars days from NOA

Review 35% Working Drawings 125 Calendars days from NOA

Deliver 65% Working Drawings 170 Calendars days from NOA

Review 65% Working Drawings 215 Calendars days from NOA

Deliver 95% Working Drawings 236 Calendars days from NOA

Review 95% Working Drawings 281 Calendars days from NOA

Deliver 100% Working Drawings 302 Calendars days from NOA

Review 100% Working Drawings 323 Calendars days from NOA

Deliver 100% Bid Documents 333 Calendars days from NOA

Completed bid documents are expected within 333 calendar days of Issuance of Notice of Award (NOA). The above reviews are required at the periods shown.

Other than the review of the Schematic Documents, the government will have 21 days to review each design submittal.

Note: A/E shall attend and take minutes of each meeting with the VA Project Team. Minutes shall be submitted electronically to the Project Manager (COR) and Contracting Officer within three calendar days of each meeting.

Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to unilaterally exercise the option(s) for Solicitation Support Services, and Construction Period Services.

-- Design Requirements/Submissions --

EXPECTATIONS: Submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/til/aeDesSubReq.asp

Please pay specific attention to the schematic, design and construction submission requirements.

Deliver all design packages in person directly to the Project Manager on the established dates to allow the VA Project Development Teams to meet as scheduled. The contractor shall provide a transmittal letter to the Contracting Officer on the same day as delivery

Include all information as follows and as outlined in the attachments for each submission.

Information required for each submittal is outlined in Program Guide PG-18-15 Volume C November 2008. The manual is available from the Contracting Officer’s Representative (COR) or at the following address: http://www.cfm.va.gov/contract/ae/aesubmin.doc

Schematic Submission: See Attachment B Schematic Submission Requirements

• All items required by PG-18-15 Volume C Schematic Submission.

• Schematic Meeting: Prior to beginning any design work, a preliminary meeting shall be conducted between the Architectural/Engineering Firm and VA staff. At this stage, the scope of work shall be finalized and agreed to by all VA services involved in this project. At this point the Architectural/Engineering Firm shall have surveyed the existing facility to verify all existing conditions and become familiar with all deficiencies that need to be corrected. The Architectural/Engineering Firm shall write a summary of the meeting and submit it to the Contracting Officer for distribution and approval by the appropriate staff.

• Schematic drawings for construction projects are a means of identifying alternative approaches to correcting physical and functional deficiencies. The development of these drawings is an interactive process between VA staff and the Architectural/Engineering Firm in order to produce a narrative and graphical description of possible program alternatives. As appropriate, the VA shall make http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/contract/ae/aesubmin.doc available prior to contract negotiations a tentative priority list of functional areas which may be included in the project, and a statement task.

• Provide at least three (3) proposed layouts for areas shown in Attachment A and as outlined at the initial meeting with VA Management. More layouts shall be required if the provided layouts do not meet the needs of the medical center.

• Budget estimates for each proposed layout to include life cycle costs and maintenance costs for each proposed layout.

• Recommendation of advantages and disadvantages of each layout and preferred A/E layout with reasoning.

• Provide two (2) high resolution renderings showing interior and exterior spaces for each schematic with the submitted AutoCAD, REVIT, and PDF files required by PG-18-15 Volume C Schematic Submission. Location shown on the high-resolution renderings must be approved by the COR.

• The Architectural/Engineering Firm in collaboration with VA staff, shall illustrate in sketch form various possible program alternatives and refine them based on continuing interaction with the VA project team. The Architectural/Engineering Firm shall then complete and present alternative architectural solutions which are functionally and architecturally viable for consideration. The VA will select the final concept and subsequently identify the approved scope to be developed in the second preliminary (100%) review stage. Achieve a consensus on design approach before proceeding to 35% design.

Design Development 35%: See Attachment C, 35% Submission Requirements.

• All items required by PG-18-15 Volume C Design Development and the current VA BIM Manual.

• Identify Working Drawings scope within the construction budget.

• Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, EPA, National Electrical Code

(NEC), NF

A. LANDSCAPE ARCHITECTURAL

1) All plans are to be presented on VA standard size drawings and submitted both on paper and in native AutoCAD format, the latest version. The drawings must delineate new construction from existing conditions.

2) Submit applicable sections of the VA Master Specifications (MF2004 edition) edited to reflect the scope of work of the project.

3) Submit plans with all of the revisions from reviews in the Preliminary Phase incorporated into the plans.

4) Include any manufacturers cut sheets for any new buildings or proposed structures.

5) Include any required elevations and section view drawings.

B. ARCHITECTURAL

1. Submit plans with all of the revisions required from reviews in the Preliminary Phase incorporated into the plans.

2. Submit floor plans for each floor, new as well as renovated, showing all plumbing fixtures, door locations and swing, smoke and fire rated partitions and fire extinguisher cabinets. Show wall thickness and chase walls. All plans shall show column grid with columns indicated and expansion joints. Indicate and identify fixed equipment. Identify wheelchair accessible facilities.

3. Submit reflected ceiling plans for the entire scope indicating ceiling mounted equipment, lighting fixtures, air diffuser registers, etc.

4. Submit equipment floor plans incorporating comments from previous review meetings. All existing and new equipment to be installed must be identified.

5. Building sections, as needed, to define building configuration. All finish floor elevations must be indicated, as well as interstitial space, if applicable.

6. Submit typical wall sections showing construction, building materials and systems, and proposed sill and head heights of openings.

7. Show drafting symbols and abbreviations per VA standards, general notes and begin drawings for partition, door, window and louver schedules.

8. Submit demolition plans, existing finish schedule and notes, on demolition plan.

9. Provide a list of provision of LEED, when required.

C. INTERIOR DESIGN

1. When the project involves an existing building, a proposal that deals with the refinishing of existing spaces must be submitted.

a. Submit complete finish schedule. All materials and colors must be filled out.

b. Where existing spaces occur that requires refinishing, be prepared to present and discuss the existing conditions, colors, materials and window treatments.

D. ARCHITECTURAL SPECIFICATIONS

1. Assure the original specification drafts have been edited and tailored in their application to represent accurate coordination between the drawings and specifications.

2. Submit one full set of drawings of all disciplines, fully coordinated.

E. EQUIPMENT SPECIFICATIONS

1. Submit applicable sections of the VA Master Specifications (MF2004 edition) edited to reflect the scope of work of the project.

2. Drawings and edited specification documents shall not contradict each other.

3. Provide complete selection data, including catalog cuts and calculations

4. Submit any applicable material schedules

5. This submission required that the AE submit also the energy savings calculations. (KW, KWH, MMBTU, cost savings, payback period, etc.)

F. STRUCTURAL

edition) edited to reflect the scope of work of the project.

2. Drawings and edited specification documents shall not contradict each other.

3. Show necessary typical details correlating architectural and mechanical features.

4. Show sections and details so that construction features can be defined, including the interfacing with new to existing construction.

G) Hazardous Evaluation Form (SOP 138-022)

Meet, review and execute the Hazardous Evaluation Form (SOP 138-022) Section A and C for the referenced project at 65 % and 95% working drawing submission review

H. SANITARY

1. Add building service piping to preliminary utility plans. Include approximate size of all existing pipe and invert elevations of trunk sewers.

2. Submit calculations.

3. Submit sections of the VA Master Specifications and Details edited to reflect the scope of work of the project. Coordinate drawings with all changes to the specifications.

I. PLUMBING

1. Submit applicable sections of the VA Master Specifications (MF2004 edition) edited to reflect the scope of work of the project.

2. Drawings and edited specification documents shall not contradict each other.

3. Submit all calculations.

4. Provide complete selection and sizing data, including catalog cuts and calculations.

5. Submit any applicable equipment schedules.

6. Utilize products that have Energy Star Rating and/or FEMP-designated energy efficient products where available.

7. Use of Water Efficient Products: Contract Specifications shall include using water efficient products, including using EPA’s WaterSense Program labeled products or other water conserving products.

J HEATING, VENTILATION AND AIR CONDITIONING (HVAC)

1. Provide engineering calculations of all systems. In addition to the updated room by room heating and cooling calculations, the following additional calculations shall be performed and submitted:

a. Selection of all pumps.

b. Selection of all fans.

c. Selection of all expansion tanks.

d. Selection of all steam to hot water converters and heat exchangers.

2. Provide selection data, including catalog cuts and calculations, for all HVAC equipment and drawings showing all equipment schedules.

3. Establish coordination requirements with electrical, plumbing, and steam generation by providing revised information (if any) developed since the last submission. In addition, complete coordination with the architectural drawings (Examples: Louvers, ceiling access panels reflected ceiling plans, etc.) and structural drawings (Examples:

Operating weights of ceiling and floor mounted equipment, concrete and steel supports, roof and floor openings, etc.).

4. Provide preliminary HVAC demolition drawing showing the extent of demolition work.

5. Utilize products that have Energy Star Rating and/or FEMP-designated energy efficient products where available.

6. Ventilation and Thermal Comfort: The design shall meet current ASHRAE Standard 55-2004, Thermal Environmental Conditions for Human Occupancy, and ASHRAE Standard 62.1-2004, Ventilation for Acceptable Indoor Air Quality.

K. ASBESTOS/PCB ABATEMENT

1. The CIH shall submit a preliminary description of asbestos and PCB assessments and abatement problems and solutions. This preliminary report shall include the following:

a. Summary results of review of building records.

b. Summary results of interviews of station personnel.

c. Determination of whether any materials used in the building construction are known to contain asbestos. Some trade name materials are known to contain asbestos and must be identified.

d. Results of visual inspections of the facility to determine location and condition of asbestos materials.

e. Presentation of sampling strategy that will yield a statistically viable conclusion on the extent of asbestos present. Provide name and location of qualified laboratory for sample analysis which the CIH intends to utilize.

L. LEAD ABATEMENT

1. The CIH shall submit a preliminary description of LEAD assessment and abatement problems and solutions. This preliminary report shall include the following:

a. Summary results of review of building records.

b. Summary results of interviews of station personnel.

c. Determination of whether any materials used in the building construction are known to contain LEAD. Some trade name materials are known to contain asbestos and must be identified.

d. Results of visual inspections of the facility to determine location and condition of LEAD materials.

e. Presentation of sampling strategy that will yield a statistically viable conclusion on the extent of asbestos present. Provide name and location of qualified laboratory for sample analysis which the CIH intends to utilize.

M. ELECTRICAL

1. Submit applicable sections of the VA Master Specifications (MF2004 edition) edited to reflect the scope of work of the project.

2. Submit all calculations

3. Provide complete selection and sizing data, including catalog cuts and calculations.

4. Submit any applicable equipment schedule.

5. Provide a sheet for symbols, notes and abbreviations used in this submission.

6. Submit a full set of electrical, lighting, power and signal floor plans.

7. Provide demolition plans to include the complete electrical work in all areas to be renovated.

8. Submit sections of the VA Master Specifications and Details edited to reflect the scope of work of the project. Coordinate drawings with all changes to the specifications.

N. BARRIER FREE DESIGN

1. Submit plans incorporating comments from the previous review.

O. FIRE PROTECTION

1. Submit plans showing layout of new/relocated equipment incorporating comments from the previous review.

• PA 101 Life Safety Code

• Prepare design calculations.

• Identify potential bid deduct alternatives

• Initial draft of shutdown plan.

• Initial draft of flushing plan.

• Identification of potential LEED points.

• Identify phasing requirements for construction and their implications to the VA.

Construction of project to be performed in a manner that makes phasing to be a minimal impact to the VA.

• Address all comments from the Schematic review.

• Identify scope within the construction budget.

• Identify applicable alternative energy sources.

• Provide two (2) high resolution renderings showing interior and exterior spaces with the submitted AutoCAD, REVIT, and PDF files required by PG-18-15 Volume C Schematic Submission. Location shown on the high resolution renderings must be approved by the

COR.

• Review meetings shall be conducted at the end of each design phase. Two (2) weeks prior to each scheduled review meeting (set forth in SP-13 of the contract), submit copies of all required deliverables (see ATTACHMENT C) including narratives, drawings, specifications, calculations (including energy savings calculations) and cost estimates to be reviewed by VA staff. The cost estimates shall reflect the level of completeness at each review stage. In addition, the Architectural/Engineering Firm shall take minutes of the review meeting and submit two copies to the Contracting Officer for distribution to VA staff.

Construction Documents 65%: See Attachment D, 65% Submission Requirements

• All items required by PG-18-15 Volume C Construction Documents and the current VA BIM Manual.

• Complete all discrepancies found during 35% review meeting into plans and specifications.

A. LANDSCAPE ARCHITECTURAL

1) All plans are to be presented on VA standard size drawings and submitted both on paper and in native AutoCAD format, the latest version. The drawings must delineate new construction from existing conditions.

2) Submit applicable sections of the VA Master Specifications (MF2004 edition) edited to reflect the scope of work of the project.

3) Submit plans with all of the revisions from reviews in the Preliminary Phase incorporated into the plans.

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