SOW 538-22-204PS.pdf

REPLACE HVAC SYSTEM IN RADIOLOGY PROJECT: 538-22-204

VAMC CHILLICOTHE, OHIO A/E SCOPE OF WORK

SCOPE OF WORK FOR

ARCHITECTURAL AND ENGINEERING SERVICES

PROJECT NAME: REPLACE HVAC SYSTEM IN RADIOLOGY

PROJECT NUMBER: 538-22-204

VHA NRM CONSTRUCTION PROGRAM

DEPARTMENT OF VETERAN AFFAIRS (VA)

VETERANS HEALTH ADMINISTRATION (VHA)

VETERANS INTEGRATED SERVICE NETWORK (VISN) 10

CHILLICOTHE VA MEDICAL CENTER (VAMC)

17273 STATE ROUTE 104

CHILLICOTHE, OHIO 45601

DOCUMENT DATE: DECEMBER 15, 2022

CHILLICOTHE VAMC MISSION: OUR MISSION IS TO HONOR OUR VETERANS’ SERVICE AND

SACRAFICES BY PROVIDING EXCEPTIONAL CARE

CHILLICOTHE VAMC VISION: OUR VISION IS TO BE A HEALTHCARE PROVIDER OF CHOICE FOR

VETERANS; IMPROVE VETERAN’S QUALITY OF LIFE BY ENHANCING SERVICES, ACCESS AND

SAFETY; AND TO BE THE WORKPLACE OF CHOICE.

TABLE OF CONTENTS

1. GENERAL

1.1. GENERAL FEE PROPOSAL REQUIREMENTS :

2. DESCRIPTION OF PROJECT

2.1. BACKGROUND:

3. A/E TECHNICAL SERVICES:

3.1. GENERAL TECHNICAL REQUIREMENTS :

3.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM :

3.3. A/E PROJECT MANAGER :

3.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING BUILDING CONDITIONS :

3.5. DESIGN FOR SAFETY IN CONSTRUCTION :

3.6. CONSTRUCTION PHASING PLANS :

3.7. JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN FULL AND OPEN

COMPETITION AND BRAND NAME OR EQUAL REFERENCES:

3.8. CONSTRUCTION PERIOD OF PERFORMANCE :

3.9. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN :

3.10. TOPOGRAPHICAL SURVEY :

3.11. UNDERGROUND UTILITY LOCATION – N/A:

3.12. ASBESTOS AND LEAD PAINT ASSESSMENT - N/A:

3.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS - N/A :

3.14. COMMISSIONING

3.15. BIDDING PERIOD SERVICES :

3.16. CONSTRUCTION PERIOD SERVICES :

4. CONSTRUCTION COST LIMITATION, DEDUCT ALTERNATES, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

4.1. CONSTRUCTION COST LIMITATION :

4.2. DEDUCT ALTERNATES :

4.3. FULLY FUNCTIONAL DESIGN REQUIREMENT :

4.4. INDEPENDENCY REQUIREMENT :

5. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

5.1. QA/QC REQUIREMENTS :

6. PROJECT DEVELOPMENT SCHEDULE

7. PROJECT DELIVERABLES :

7.1. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL DOCUMENTATION :

7.2. DESIGN ANALYSIS, CALCS, STUDIES, NARRATIVES, EXHIBITS, AND MODELS :

7.3. TECHNICAL SPECIFICATIONS :

7.4. DRAWINGS :

7.5. COST ESTIMATE :

7.6. CONSTRUCTION SCHEDULE AND JOINT OCCUPANCY PHASING SCHEDULE :

7.7. CONSTRUCTION SUBMITTAL REGISTER

7.8. A/E INDEPENDENCY LETTER :

7.9. MEETING MINUTES :

7.10. JUSTIFICATION AND APPROVAL (J&A) LETTER(S)

7.11. DESIGN REVIEW COMMENTS RESPONSES :

7.12. GUIDING PRINCIPLES AND SUSTAINABLE DESIGN PRODUCTS :

7.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW RESPONSES - N/A:

7.14. PAPER COPY BILLING :

8. DESIGN REVIEWS

8.1. STATION LEVEL REVIEWS :

8.2. THIRD PARTY REVIEWS :

8.3. CAPITAL ASSET MANAGER (CAM) REVIEW :

8.4. OCAMES REVIEWS - N/A :

8.5. PHYSICAL SECURITY AND RESILIANCY DESIGN REVIEW : N/A

8.6. AS BUILT DRAWINGS REVIEW :

9. REFERENCES, CODES, STANDARDS, AND EXECUTIVE ORDERS

9.1. LIST OF REFERENCE MATERIALS :

9.2. VA NUMBERED STANDARDS FOR CONSTRUCTION FROM THE TIL:

10. GOVERNMENT FURNISHED ITEMS

10.1. LIST OF GOVERNMENT FURNISHED ITEMS

10.2. ABBREVIATIONS

1. GENERAL

1.1. GENERAL FEE PROPOSAL REQUIREMENTS :

1.1.1. The Architect/Engineer (A/E) shall provide all services required to prepare and furnish complete construction documents as required for the accomplishment of project number 538-22-200, titled “Building 26 Chiller Replacement” at VAMC, Chillicothe Ohio. The A/E shall provide the VA Medical Center with technical services during the design, bidding process, construction, and post- construction phases of this project as described in this scope of work.

1.1.2. The proposal shall be on VA Form 6298 (Oct 2021) and shall separately list services that are within the 6% fee limitation (Part II and Part III) and outside of the 6% fee limitation as documented in VAAR Section 836.606-71.

1.1.3. For services outside of the 6% fee limitation, provide separate line items for tasks that are applicable to the project (for example Asbestos and Lead Based Paint (LBP) related services, Commissioning Services (Cx), topographic surveys, etc). If during fee preparation, the A/E feels services are required that are not listed in the Statement of Work, that should be brought to the COR’s attention. These line items will be used to track billing.

1.1.4. The AE shall utilize the Microsoft Word Version of this Scope of Work to refine and submit their proposal on if during the proposal stage any items of work change based upon discussions at site visits. If additional services not listed or services listed will not be required they shall be edited accordingly. Items removed from the scope of work shall be highlighted red struck through and not deleted. Items added to the scope of work shall be highlighted green . Additionally, the date on the cover sheet shall be revised to the date of modification and the previous date shall be highlighted red and struck through. This process shall be utilized to ensure all are on a mutual understanding of the scope of services to be provided once work commences. An example of why this may need to be utilized is during the proposal stage and the AEs review of the scope of work, based on the AEs technical background or regulatory requirements, the AE may know that a specific task, test, or service not listed in the scope may need to be accomplished to complete the design.

2. DESCRIPTION OF PROJECT

2.1. BACKGROUND:

2.1.1. The A/E will analyze, make recommendations and design for improvements on the existing HVAC (Air Handler, ductwork and DDC controls) system for the 1980s addition to

B31 Radiology Department. The existing AHU was replaced approximately 8 years ago and is a hot deck, cold deck system.

2.1.2. This wing of B31 includes two radiographic fluoroscopic rooms, chest xray exam, two ultrasound exam room, general exam room and several administrative offices and waiting/check-in space. This wing is approximately 5,755 square feet.

2.1.3. The A/E shall consider in the design (sizing of HVAC) for the possible addition of a second CT scan room within the existing wing (ie, possible future conversion of admin offices to CT).

2.1.4. In addition to this space, the A/E will analyze, make recommendations and design for improvements to the 2010 Radiology addition HVAC system located in the Penthouse.

2.1.5. Evaluate the airflow in the Radiology Lobby/Reception area and the impact that recently installed sneeze guards may have on the system.

2.1.6. Verify TAB requirements are met.

2.1.7. Depending on project budget and estimated construction costs, the A/E shall also investigate and design for deficiencies in the Isolation Room (G-113) of Urgent Care in Building 31.

2.1.8. The new equipment shall be tied into the existing Building Automation Systems (BAS).

Any upgrades to the existing system that are required due to the new equipment shall be included in this project.

3. A/E TECHNICAL SERVICES:

3.1. GENERAL TECHNICAL REQUIREMENTS :

All tasks in this section are considered A/E Part One Services (also known as Design Phase) except for the last section titled “Construction Period Services”.

3.1.1. The survey and design of architectural and engineering features of the work shall be accomplished by the appropriate licensed design professionals who are experienced in the design of those systems. This design will take the expertise of a multitude of design disciplines to include (but not limited to) Architecture, Civil Engineering, Mechanical Engineering, Electrical Engineering, Security Engineering and Sustainable Design Professionals.

3.1.2. The A/E firm shall perform all necessary planning, programming, surveys, excavations, soil borings, geotechnical investigation, studies, testing, asbestos testing, lead-based paint surveys, analysis, design, modeling, sustainable design requirements, regulatory approvals, construction cost estimating, construction schedule estimating, construction submittal schedule preparation, specification preparation, construction drawing preparation, and preparation of other contract documents as required for this project.

3.1.3. Consulting Architect and Engineers – It is the expectation of the Chillicothe VAMC that the Architect and Engineers hired to work on our projects perform true Consulting Engineering work. The A/E shall present options and recommendations for possible solutions. The A/E shall educate Chillicothe VAMC staff on options by the means of presentations, product data sheets, renderings, pictures, explanations of technical details, etc.

3.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM :

3.2.1. The A/E’s attendance shall be required for at least four meetings during the design phase of this scope of work with the Chillicothe VAMC Design Team. These meetings include design kick off, site investigation, meeting(s) with stakeholders and design milestone review meetings. The A/E shall pre-coordinate the agenda for the design meetings with the VA COR to make the meetings as effective and efficient as possible so as not to waste the Chillicothe VAMC Design Team or the A/E Design Team’s time. The A/E shall come prepared with presentations, exhibits, interview questions, and agendas to effectively get input and participation from the Chillicothe VAMC Design Team so that the A/E Design Team can get the data they need to complete their tasks and design. The A/E shall pre-coordinate their requirements for the meetings such as room size, if a projector will be required, specific Chillicothe VAMC Design Team staff the design team would like to meet with, and specific spaces the design team would like to see. The A/E shall pre-coordinate what information they would like from meeting with the Chillicothe

VAMC Design Team staff so that those staff members can come prepared to those meetings.

3.2.2. The Chillicothe VA Design Team will be a team that could include Executive Staff, Care Line Staff, Contracting, Engineering Staff, Energy Manager, Maintenance and Operations Personnel, Occupational Safety and Health Professionals, GEMS Coordinator, Industrial Hygienist, Fire Department, Police Department, Infection Control Nurses, Patient Safety managers, Emergency Managers, Information Technology Specialists, Commissioning Agent & Independent Life Safety Reviewer. The A/E firm shall work with various members of the Chillicothe VA Design Team for the development and execution of this project.

3.3. A/E PROJECT MANAGER :

3.3.1. The A/E Firm shall appoint a project manager to serve as the single point of contact for this project and liaison between the A/E Firm’s employees/subcontractors and the government. A registered professional architect or engineer as applicable shall serve as the Project Manager and shall coordinate all design related meetings, sites visits, and presentations. Upon issuance of the Notice to Proceed for the design of this project, the A/E Firm shall advise the Contracting Officer Representative in writing of the name of the individual so designated. The A/E Firm’s Project Manager shall be responsible for the complete coordination of all work required for this project. The Project Manager shall coordinate all formal and informal meetings related to the execution of the requirements of this contract. The Project Manager shall ensure that quality control review of each submittal is performed prior to delivery of submittal to the government. The A/E Project Manager shall have effective, timely communication with the VA Contracting Officer (CO) and Contracting Officer Representative (COR).

3.3.2. It is imperative that the A/E Project Manager keep the Government up to date with the most current timelines for design progression, dates for submittal milestones, and timelines for work aspects during bidding and construction. It is imperative that the A/E Project Manager plan ahead and coordinate those plans with the Government. Why is this important? It all comes down to the Chillicothe VAMC mission, which is to honor our veteran’s service and sacrifices by providing exceptional care. By taking on this project the A/E Firm is partnering with the Chillicothe VAMC to accomplish its mission.

Effectively communicating with the Government will allow the Government to forecast funding requirements for the construction contract, it will allow the project to keep on track, and ultimately will aid our veteran’s by enabling the Chillicothe VAMC to provide exceptional care out of the space that this project will create.

3.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING BUILDING CONDITIONS :

3.4.1. The A/E shall perform a comprehensive analysis of the existing and proposed conditions of the building in order to design this project.

3.4.2. The A/E shall thoroughly review all historical construction documents, current construction documents, historical design analysis, and master plan information for incorporation of applicable elements into this design. The A/E shall tie into or upgrade as necessary to systems that were designed for future expansion of this project from previous and on-going projects.

3.4.3. The A/E shall survey and measure the existing conditions of the building where construction will occur for this project to assure that adequate space is available for installation of all proposed new equipment, fixtures, ductwork, utilities, structural elements, and architectural elements

3.5. DESIGN FOR SAFETY IN CONSTRUCTION :

3.5.1. The A/E shall include in the contract documents project specific requirements for mitigating risk to patients, visitors, VA employees, VA facilities, VA infrastructure, and construction workers during construction. For more information reference Chillicothe VAMC Facilities Management Service Standard Operating Procedures, VA TIL Specification 01 00 00 General Requirements, and VA TIL Specification 01 35 26 Safety Requirements. The A/E shall coordinate requirements with the Chillicothe VAMC and update the General Requirements and Contract Drawings to ensure full incorporation of project specific safety requirements into the contract documents across all disciplines.

3.5.2. Design for Safety: The A/E shall recognize and anticipate construction hazards and how to eliminate them with well thought out design features detailed in the construction documents. Design for Construction Safety emphasizes permanent design features that eliminate or reduce the risk of hazards. The A/E shall consider safety issues related to the construction and maintenance of the permanent facility and address them during the design stage. The A/E shall design out anticipated hazards. Reference the following links for additional information, training, and Design for Construction Safety (DfCS) methodology on this topic:

3.5.2.1. http://www.designforconstructionsafety.org/

3.5.2.2. https://www.osha.gov/dcsp/alliances/roundtables/roundtables constructi on.html#!2B Specifically reference the “Products Developed Through the Roundtable” power point training short course on “Designing for Construction Safety Short Course

3.5.3. Pre-Construction Risk Assessment (PCRA)/Infection Control Risk Assessment (ICRA) – The A/E shall fill out and submit a Pre-Construction Risk Assessment (PCRA) to the Government during the design process to ensure control measures are coordinated and incorporated into the design. The template PCRA will be provided to the A/E Firm. The Chillicothe VAMC Infection Control Nurse will create an Infection Control Risk Assessment (ICRA) from the PCRA. The A/E Project Manager shall meet with the Infection Control Nurse and COR upon submittal of the PCRA to explain the extents of the project in order to allow the Infection Control Nurse to have a good understanding of the project so that the ICRA can properly be completed. The A/E will be returned copies of the approved PCRA and ICRA. The A/E shall incorporate requirements of those documents into the construction documents and provide a narrative to the COR of where in the construction documents the requirements of the PCRA and ICRA were incorporated. The PCRA and ICRA measures required shall be fully integrated into the construction phasing plans. The A/E firm shall accomplish this task to ensure that the requirements of the PCRA and ICRA are incorporated into the construction documents for bidding and to help mitigate risk.

3.5.4. Utility Outages - The A/E shall provide a list of all utility outages anticipated during construction which would be expected to impact occupied areas, and will incorporate appropriate measures for avoiding these outages (e.g. hot taps, rental generators, rentals chillers, etc) in the design and construction documents.

3.5.5. Interim Life Safety Measures (ILSM) and Egress Routes–

3.5.5.1. The A/E shall include in the contract documents requirements for interim life safety measures during construction. Interim life safety measures required by the construction contractor shall be fully integrated into construction phasing plans. VA Policies on Interim Life Safety Measures shall be provided. The A/E firm shall accomplish this task to ensure that the requirements for interim life safety measures are incorporated into the construction documents for bidding and to help mitigate life safety and fire risk.

3.5.5.2. The A/E shall provide drawings for emergency egress routes for adjacent spaces that will have their emergency egress routes affected by this construction project, and place requirements in the construction documents for temporary signage requirements to be implemented by the contractor prior to proceeding with phases of construction that will affect an adjacent space’s egress routes. Egress routes shall be detailed in the contract documents to be protected from hazards that may be present such as falling objects which would require a protective overhead cover out far enough to negate the hazard.

3.5.5.3. Egress Routes – The A/E shall add project specific details into the construction documents to support the following: When construction conflicts with existing egress routes it is the desire of the Medical Center to if possible maintain egress routes by implementing project and location specific safety and infection control barriers (delineate requirements on the plans), specifically limit the duration of time egress routes can be down (this can be done by specifying all materials to be on site and the time limit the work must be accomplished within) , maintain fire wall and shaft ratings when possible by requiring construction of rated enclosures, and when the egress paths cannot be maintained provide for alternate egress path specifically detailed on the plans by sequence of operation or phasing requirements. The A/E shall consider project specific conditions carefully, submit recommendations for meeting these and code requirements, and coordinate with the COR, Fire Chief, and Infection control nurse for details to specify in the contract documents.

3.5.6. Construction Access - The A/E shall evaluate options, recommend a solution, and design and detail into the contract documents the agreed to solution for the construction contractor to have a way to get their construction materials, workers, and equipment to the work site (including higher levels of the building if applicable) while mitigating impacts to staff and patients. For instance would building an exterior elevator, or stairway be more economical than having the contractor rent a crane. Is there an accessible route into the building that could have construction barriers built delineating the path.

3.6. CONSTRUCTION PHASING PLANS :

3.6.1. The A/E shall develop, specify, and detail construction phasing plans that include sequencing requirements, coordination requirements, temporary utilities, construction signage requirements, temporary indoor and outdoor egress requirements & signage, temporary barricades, temporary weatherproofing, infection control measures, construction access and laydown areas for each phase of construction, and temporary facility access to ensure the Chillicothe VAMC can safely continue its mission during construction. It is recommended that the development and thought processes for the phasing plans begin early in the design process. The phasing plan shall include narratives, plans, diagrams, and written lists of impacted systems to clearly show the intent of the phases and impacts to facility operations. The phasing plan shall detail construction risk reduction measures, PCRA, ICRA, and ILSM requirements per each phase. The construction phasing plan shall be incorporated into the construction documents. This task is very important to the Medical Center to maintain its ability to continue its operations and to serve the Veteran’s safely.

3.7. JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN FULL AND OPEN COMPETITION

AND BRAND NAME OR EQUAL REFERENCES:

3.7.1. The A/E shall become familiar with the requirements for Other than Full and Open Competition. Contact the COR for a short training on applicable FAR, VAAR, and VHA Procurement Manual references. The A/E shall educate any consultants working on their team of the requirements. The A/E shall incorporate into the design process early identification and submission to the COR requirements which require J&A or Brand Name or Equal references, and shall update the identified items of work as the design progresses. The A/E shall become familiar with the dollar thresholds listed in the VHA Procurement Manual for J&As, and plan ahead to submit the required documentation early enough in the design process to not delay construction funding. The A/E shall partner with the facility in recommending and receiving recommendations for elements of work that should be submitted for J&A or Brand Name or Equal. The A/E shall be responsible for preparing all required justification and information required in the standard formats for J&A and Brand Name or Equal. Ask the COR if there are template letters that have been used for the type of products being specified for J&A or Brand Name or Equal.

If there are template letters for that material that have been used on another project they will be provided for update by the A/E.

3.7.2. The A/E shall provide J&A letters for items specified that would be deemed other than full and open competition. Items not approved shall be changed to allow for open competition by describing the salient characteristics in the appropriate location of the bid documents. Coordinate with the CO and COR for the current J&A for Other Than Full and Open Competition Form letters. Elements of work that typically have received J&As at Chillicothe VAMC include but shall not be limited to the following (as with all elements of work verify if systems are current for the given area of work):

3.7.2.1. Simplex-Grinnell (Tyco) – Fire Alarm/Mass Notification System as well as integration with the Panic Duress System manufactured by Inovonics.

3.7.2.2. Tridium Inc (Honeywell International) – Direct Digital Control Integration

3.7.3. The A/E shall provide Brand Name or Equal letters for items specified that necessitate brand name or equal reference. Items not approved shall be changed to allow for open competition by describing the salient characteristics in the appropriate location of the bid documents. Coordinate with the CO and COR for the current Brand Name or Equal Form letters.

3.7.3.1. When it becomes necessary or prudent to include brand name or equal references, our Contract Specialists have given the following guidance: In the specifications or drawings in the location where the brand name or equal references are used add a typical note the effect of the following adjusting verbiage for the item being specified (the following example is for finishes):

“Products, colors and finishes as used in the schedule are not required for use.

Color, finishes and manufacturers listed here are for aesthetic reference only.

Contractor may submit other manufacturer’s products that meet the contract drawings and specification requirements. Submitted products shall comply with FAR and VAAR requirements for Buy-American Act.”

3.7.3.2. Elements of work that typically have received Brand Name or Equal references at Chillicothe VAMC include but shall not be limited to the following (as with all elements of work verify if systems are current for the given area of work):

3.7.3.2.1. Bathroom Accessories listed in the Accessories Schedule – Bobrick references

3.7.3.2.2. Room Finish Legends

3.7.3.2.3. Guardian III – Residential Range Hood Fire Suppression System

3.7.3.2.4. MEP and Structural requirements that, based on the specificity of the requirements, becomes prudent for a reference to the basis of design material including salient characteristics listed that matter and the “or equal” reference.

3.7.4. The A/E shall develop an organized system such as an excel sheet tracking log to summarize J&As, and submit documentation for Other Than Full and Open Competition and Brand Name or Equal. Submit at each design milestone along with the letters and justification documentation. Include on the J&A type (Other than full and open competition or Brand Name and Equal), company and product on the J&A, company website to the product, where in the contract drawings or specifications it is specified, estimated cost, approval level (see VHA Procurement Guide Chapter 6 for approval levels), and other information as appropriate.

3.7.5. The A/.E shall provide the letters filled out and justified. Provide in Microsoft word format so that further coordination and edits can be made as necessary.

3.8. CONSTRUCTION PERIOD OF PERFORMANCE :

3.8.1. The A/E shall provide services to estimate construction period of performance durations for the base bid and all deducts. The A/E shall provide a construction schedule and a joint occupancy-phasing schedule in a recognizable format, such as critical path method, suitable for use in construction for the base bid and each deduct alternate.

3.9. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN :

3.9.1. The A/E shall design to the Guiding Principles and current VA Sustainable Design

Standards The A/E shall design to current VA Sustainable Design Standards posted on the TIL at http://www.cfm.va.gov/til/sustain.asp as well as current applicable guidance on “Guiding Principles for Sustainable Federal Buildings and Associated Instructions”. The A/E shall design the project to at a minimum meet the mandatory use requirements for the type of project (Minor , NRM, etc) project listed in the VA Sustainable Design Standard and in addition meet the below project goals.

3.9.2. VA Sustainable Design Manual

3.9.2.1. In addition to the requirements in this manual, designers shall incorporate the sustainable design requirements shown in Master Construction Specifications section 01 81 13, Sustainable Construction Requirements.

3.9.2.2. The Integrated Design process shall include (but not limited to) operations and maintenance staff, energy manager, and Green Environmental Management System (GEMS) coordinator.

3.9.2.3. Non-recurring maintenance (NRM) projects shall meet the requirements outlined in the following sections of this manual:

a. Chapter 1 (General)

b. Section 2.2 (Life-Cycle Cost Analysis)

c. Section 4.3 (Energy Efficient Products and Equipment)

d. Section 5.2 (Water-Efficient Products and Equipment Requirements)

e. Section 6.5 (Low-Pollutant Emitting Materials)

f. Section 6.7 (Environmental Tobacco Smoke Control)

g. Section 6.8 (Toxic and Hazardous Materials)

h. Chapter 7 (Environmental Impacts of Materials), except Section 7.4 (Composting)

3.9.2.4. Guiding Principles Checklist: At each design milestone submit the appropriate checklist and substantiating documentation from the document “Determining Compliance with the Guiding Principles for Sustainable Federal Buildings”.

3.9.3. Energy Conservation

3.9.3.1. Energy Conservation: Reference VA Sustainable Design Manual paragraph 4.1.3 Baseline Standard – New Construction, and update VA Standard Alert 12 http://www.cfm.va.gov/til/sAlert/sAlert012.pdf : All new, VA-owned buildings, except low-rise residential buildings, entering design on or after November 6th, 2016, must be designed to meet the requirements of ASHRAE 90.1-2013.i If lifecycle cost-effective, reduce energy use by 30 percent compared to the baseline building performance rating per AHSRAE 90.1-2013, excluding receptacle and process loads. If a lifecycle cost-effective design cannot be achieved that meets the 30% reduction requirement, select the most efficient design that meets lifecycle cost-effectiveness requirements and all minimum requirements of ASHRAE 90.1-2013.. Provide energy model results comparing the design to both ASHRAE 90.1-2013 (or to current Guiding Principles and VA Sustainable Design Requirements)

3.9.3.2. Project documentation shall show: 1) All energy reduction options the team considered, 2) all energy reduction options incorporated, and 3) all energy reduction options the team rejected and reasons why. Documentation shall include energy modeling data associated with each option. This documentation shall be updated and included in every design phase submittal package.

3.10. TOPOGRAPHICAL SURVEY :

3.10.1. The A/E shall perform a topographical survey of the project area (exact extents shall be determined by the A/E team)

3.10.2. The survey shall be tied into existing benchmarks used on this station. Discuss exact details with the COR before survey work begins.

3.11. UNDERGROUND UTILITY LOCATION – N/A:

3.12. ASBESTOS AND LEAD PAINT ASSESSMENT - N/A:

3.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS - N/A :

3.14. COMMISSIONING

3.14.1. Third party commissioning is not required for this project. However, prior to construction the A/E shall compile all start up, testing, verification and training requirements that are in the specifications into a single document that will act as a commission plan.

3.14.1.1. During construction, the A/E will verify by collecting documents from the contractor and/or witnessing in the field, the following tasks:

3.14.1.1.1 Verify all applicable equipment and systems are installed in accordance with manufacturers recommendations and contract documents.

3.14.1.1.2 Verify and document all equipment requiring factory start up and testing has been performed and witnessed by the proper staff.

3.14.1.1.3 Verify that O&M documentation is complete.

3.14.1.1.4 Verify that all components requiring servicing can be accessed, serviced and removed without disturbing nearby components including ducts, piping, cabling or wiring.

3.14.1.1.5 Verify that VA’s operating personnel are adequately trained to enable them to operate, monitor, adjust, maintain and repair all systems in an effective and energy-efficient manner.

3.15. BIDDING PERIOD SERVICES :

3.15.1. The A/E Firm shall provide technical services during the bidding phase of this project. Those services shall include

3.15.2. During the bidding process the A/E Firm shall validate that the documents posted on the SAM.gov website are the final bid documents intended for solicitation. This will require close coordination with the VA CO during bidding. If the A/E Firm finds that the contract documents posted on the SAM.gov website are not the most current documents intended for solicitation the A/E Firm shall immediately contact the VA CO and VA COR for correction.

3.15.3. The A/E shall provide quick responses to requests for information from Contractors back to the VA CO and VA COR. The timelines for responses shall be closely coordinated with the VA CO and VA COR. The requests for information shall come through the VA CO and/or VA COR. The A/E shall not provide direct responses to construction contract bidders. If the A/E Firm is contacted by a contractor in regards to a VA construction project the A/E Firm shall direct the contractor to contact the VA CO.

3.15.4. The A/E shall provide amended contract documents as required from the bidding process. The timelines for responses shall be closely coordinated with the VA CO and

VA COR.

3.15.5. The A/E Firm shall attend pre-bid site visit meeting(s) and walk through(s). The A/E will participate and present on a panel led by the VA CO to the construction contractor bidders. The A/E shall pre-coordinate with the VA CO and VA COR for the schedule, meeting locations, and items to highlight on the construction documents. The A/E shall present highlights of the project to include but not limited to construction phasing, explanation of any critical design elements and explain rationale, impacts of other on-going or planned projects, BIM Model discussion, and safety highlights. The A/E Firm shall facilitate a walking tour of the construction site and present highlights of the project, show critical connections, and all Chillicothe VAMC spaces that will be impacted by the project. The A/E Firm shall closely follow the rules of engagement for interaction with bidders as required by the VA CO.

3.16. CONSTRUCTION PERIOD SERVICES :

All tasks in this section are considered A/E Part Two Services (also known as Construction Period Services).

3.16.1. The A/E shall provide technical services during and following the construction phase of this project Those services shall include:

3.16.2. The A/E shall attend and participate in the Pre-Construction meeting. The A/E shall pre-coordinate topics they plan on covering at this meeting with the COR and CO.

3.16.3. The A/E shall participate in bi-weekly project progress meetings via conference call when not available in person.

3.16.4. The A/E shall accomplish monthly site visits to monitor project progress and attend any required coordination meetings. These site visits shall cover above ceiling and behind wall inspections to validate proper installation of systems. When necessary, the site visits shall be scheduled to oversee critical installations by discipline specific designers. Pre-coordinate site visits with the VA COR. Provide a report of findings from each site visit. Assist the VA CO and VA COR with correcting any found deficiencies in the construction work by providing the technical justification for those requirements.

3.16.5. The A/E shall conduct one site visit to perform the final inspection by each appropriate discipline at the conclusion of each major phase of construction work. The A/E shall provide a punch list of items that need to be corrected to the VA CO and VA

COR.

3.16.6. The A/E shall review the contractor’s submittals for the new equipment and material items and make recommendations to the same.

3.16.7. The A/E shall respond to all reasonable requests for information and guidance during the period of construction.

3.16.8. The A/E shall provide revised contract documents during construction in the event that design deficiencies are identified. The timelines for responses shall be closely coordinated with the VA CO and VA COR.

3.16.9. The A/E shall evaluate all contractor cost proposals and change orders and make recommendations and comments to the same. The A/E shall provide a detailed estimate to the CO and COR for use to compare against contractors proposals and change orders

3.16.10. The A/E shall evaluate all contractor value engineering proposals and make recommendations and comments to the same. The A/E shall provide a detailed estimate to the CO and COR for use to compare against contractors proposals and change orders

3.16.11. The A/E shall update the original contract drawings and BIM Models to incorporate the as built conditions. Provide one full-size set, and an updated electronic version of the drawings and model as well.

4. CONSTRUCTION COST LIMITATION, DEDUCT ALTERNATES, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

4.1. CONSTRUCTION COST LIMITATION :

4.1.1. The construction cost limitation is This number may adjust during the design process based upon other contracts that account for the total project budget. The VA COR and A/E Project Manager shall coordinate as to the current construction cost limitation as the design progresses. The A/E shall be responsible for ensuring accurate construction cost estimates and designing to below the construction cost limitation.

Construction cost limitation must include the construction cost and all impact costs.

Impact items are temporary conditions that occur at a facility as a direct result of the construction project and must be returned to the previous location/condition upon the project’s completion. Impact costs would include temporary storage needed for the project, temporary general purpose office space, renovation of temporary space needed for project phasing, temporary utilities, temporary parking, and temporary signs.

Activation items are separate from construction so they are not included in the construction cost limitation (Furniture, equipment, staff, startup supplies).

4.2. DEDUCT ALTERNATES :

4.2.1. The project shall be designed with no more than 3 deduct alternates totaling 5% of the construction cost limitation. The intent of the deduct alternates is to allow for award within the construction cost limitation if the bids come in higher than the A/E cost estimate, and yet still allow for a complete and useable facility for its intended use. Early identification of the deducts in the planning and design process is encouraged. Bid deducts shall be fully designed and clearly shown on the construction bid documents. The selection of appropriate bid deducts is a partnering decision between the A/E and VA to accomplish the intended goals of this project.

4.3. FULLY FUNCTIONAL DESIGN REQUIREMENT :

4.3.1. This project and the deduct alternates must be designed and completed in a manner that allow it to provide health care or other services intended without being dependent on another ongoing, subsequent or future phase projects. For example, designing a project that only provides the mechanical and building systems needed for an operating room would not meet this requirement. A project would need to include all the components required to make it fully functional in order to be considered an independent project.

4.4. INDEPENDENCY REQUIREMENT :

4.4.1. A/E Independency Letter - At 100% design completion, the A/E shall submit to the COR a signed letter certifying that the respective design package is independent of any other project and/or source of funding to activate.

5. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

5.1. QA/QC REQUIREMENTS :

5.1.1. In an effort 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:

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

5.1.3. Two Weeks after Receipt of the Notice To Proceed: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where the A/E Project Manager can initial and date when the action has been completed.

5.1.4. At each submittal milestone submit documentation or reports (such as marked-up documents plans, specifications, review comments/corrections, reports from computer programs used to check for errors, completed design review checklist etc.) necessary to ensure that a thorough review and coordination have been completed.

5.1.5. The A/E firm shall provide a design for a complete and useable facility. The A/E shall be financially and technically responsible for resolving any design errors or omissions in its design products.

6. PROJECT DEVELOPMENT SCHEDULE

The below project development schedule highlights design milestones and submittal requirements. It is not an exhaustive reiteration of requirements listed elsewhere in this scope of work. The A/E shall expand upon this project development schedule to be in line with their design process and meet the requirements of this scope of work. The A/E shall submit a project development schedule and submit updates to this schedule as changes occur. The A/E shall incorporate submittal requirements listed on the VA Technical Information Library, PG 18-15 Design Submission Instructions, Volume C which lists requirements at the design discipline level at the Schematic, Design Development, and Construction Document milestones.

http://www.cfm.va.gov/til/aeDesSubReq.asp . The VA review durations listed below are approximate and may vary based upon the complexity of the submittal or coordination requirements at each submittal stage.

7. PROJECT DELIVERABLES :

7.1. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL DOCUMENTATION :

At each design milestone submit documentation as prescribed in the section A/E DESIGN

QUALITY ASSURANCE/QUALITY CONTROL PROGRAM.

7.2. DESIGN ANALYSIS, CALCS, STUDIES, NARRATIVES, EXHIBITS, AND MODELS :

7.2.1. Provide as outlined in the various VA design manuals and as required by this scope of work. Submit appropriate documentation at each submittal milestone to show design progression, and as appropriate for the Chillicothe VAMC Design Team to make decisions and provide input. Provide product data sheets on products used for the basis of design for example HVAC Equipment, Door Hardware, Electrical Equipment, Communication Equipment, etc.

7.2.2. Design analysis should document options considered, recommendations, and selected elements. This will be used for historical reference. This applies to all aspects of the project from Architecture, Interior Design, Mechanical, Electrical, Information Technology, Plumbing, Security, Infection Control, etc. The design team shall incorporate this documentation into their design process and have an organized system for updating this as the design progresses.

7.3. TECHNICAL SPECIFICATIONS :

7.3.1. Technical specifications shall conform to VA Master Specifications. The A/E shall review and edit all inappropriate wording listed in the Master sections. Copies of the VA Technical Specifications are available in MS Word format and are available at the VA Technical Information Library located at http://www.cfm.va.gov/TIL/spec.asp .

7.3.2. In addition to the technical specifications the A/E Shall update and incorporate Division 01 Specifications. The A/E shall coordinate with the COR and other VA employees as appropriate to update the Division 01 Specifications.

7.3.3. The A/E shall incorporate local Chillicothe VAMC Specification requirements to integrate with existing systems, and aid in identifying and justifying when Justification and Approval for Other than Full and Open Competition and/or Brand Name or Equal will be required to be requested.

7.3.4. The A/E shall clearly delineate the base bid and each deduct alternate. Coordinate with COR for the right location for this to be incorporated into the bid documents. VA Contracting and Legal may have this incorporated into the front end documents, and if so

Project Development Schedule

Milestone Task Duration

Pre-Design Conference 10 calendar days after receipt of Notice to Proceed

Schematic Submittal (35%) 45 calendar days after Pre-Design Conference

Schematic - Review Meeting 15 calendar days after VA receipt of 35% Submittal

Design Development Submittal (65%) 30 calendar days after VA acceptance of 35% Submittal

Design Development Review Meeting 15 calendar days after VA receipt of 65% Submittal

Construction Document Submittal (95%) 30 calendar days after VA acceptance of 65% Submittal

Construction Document Review Meeting 15 calendar days after VA receipt of 95% Submittal

Bid Set Submittal (100%) 30 calendar days after VA acceptance of 95% Submittal

Total Design Phase Schedule 190 calendar days submit the verbiage in word format. Another course of action may be to incorporate it into Specification 01 00 00.

7.3.5. When no VA Master Construction Specification exists for a "unit of work", prepare the specification section consistent with VA Master Construction Specifications format.

7.3.5.1. Use generic or non-proprietary specifications describing the minimal acceptable product criteria level where no "Standard" exists to define quality and workmanship levels.

7.3.5.2. Use applicable "Standards" to define quality and workmanship when these publications exist. List complete designation and title of each publication used in Part 1; follow format in VA Master Construction Specifications for Applicable Publications.

7.3.5.3. Do not use proprietary specifications or systems that restrict competition unless authorization in writing has been received from the VA Contracting Officer for such proprietary specification. See the Federal Acquisition Regulation (FAR) Part 10, Part 14, and Part 36.

7.3.5.4. Do not use trade names or manufacturers brand names, except as previously noted.

7.3.5.5. When a deviation is requested, define and specify the minimum acceptable levels of essential criteria in descriptive, physical, functional, or performance requirements.

7.3.5.6. In the Table of Contents, clearly identify that this non-TIL sourced section is A/E generated.

7.3.6. Additional Formatting Requirements:

7.3.6.1. In the header left justify the project title on line 1 and the words “VAMC

CHILLICOTHE, OHIO” on line 2. Right justify the specification title on line 1 and the specification version date (from TIL) on line 2. In the footer center the specification and page number (01 33 23-1) at the bottom of each page.

7.3.6.2. Provide with the technical specifications a cover page, table of contents and a list of drawings.

7.3.7. “Finished Format” and “Working Copy” version submittal requirements

7.3.7.1. At all submittal milestones submit a “finished format” and a “working copy” of the specifications.

7.3.7.1.1. The “finished format” shall have all accepted changes and show what the specs would look like without tracked changes turned on. The “finished format” version of the specifications should be submitted in Adobe PDF format. The specification sections shall be combined into one document with an up to date table of contents. The term “finished format” does not imply 100% design as that would only be for the 100% submittal.

7.3.7.1.2. The “working copy” shall track and show all changes from the original VA Master Specification. Such as the Microsoft Word “tracked changes” function.

The “working copy” shall show the date of the VA Master Specification that edits were started on. This date should be the most recent version on the Technical Information Library site for Specifications. The “working copy” shall show the VA Master Specification section drafts with all edit mark-ups for the project clearly identifying modifications, deletions and insertions to the original specification.

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

“working copy(ies)” of the specifications should be submitted in Microsoft Word format.

7.3.7.2. Paper Copy: The A/E shall submit one paper copy of the “working copy” for the 95% submittal. The A/E shall submit one paper copy of the “finished format” at the 100% submittal.

7.3.8. The Chillicothe VAMC shall print additional specifications as required for bidding. The specifications shall print typed singled spaced on 8-1/2” x 11” white bond paper with a binding edge margin.

7.3.9. The A/E shall ensure that all references in the Specifications are updated to be current.

7.3.10. The A/E shall ensure that specification references to other specifications are either removed if not required, or if required by the design ensure that the referenced specification is included in the contract specifications and listed in the table of contents.

7.4. DRAWINGS :

7.4.1. Drawings shall be prepared in accordance with VA Program Guide 18-3 Topic 02

Drawings located at http://www.cfm.va.gov/TIL/cPro.asp

7.4.2. Standard Chillicothe VA format sheets, 30” x 42” shall be used. The standard VA format sheet is available in the Autodesk AutoCAD (.dwg) format.

7.4.3. The A/E shall develop the project utilizing Building Information Modeling “BIM” software

(Revit 2014 or latest version available to VA.)

7.4.3.1. BIM Model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect final as-built conditions (possibly incorporating into VA Master Record Documents – pending facility expertise). The BIM model shall conform to VA BIM Guide (http://www.cfm.va.gov/til/bim/BIMGuide/ ).The deliverable model at the design development stages and at the final design stage shall be developed to include as many of the systems described below as are necessary and appropriate at that design stage.

7.4.3.2. The Model shall include but not be limited to the following:

Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Departmental ownership, Architectural Schedules, Walls and Curtainwall Sizes, Shapes, and Material Data. Doors, Windows, Louvers, Roof, Floors, Ceilings, Vertical Circulation, Architectural Specialties and Woodwork, Life Safety information (Fire Extinguishers, wall ratings, door ratings, Fire Protection/Alarms), General Signage, Schedules, Furniture, Equipment, Structural, Foundations, Shafts and Pits, Mechanical, HVAC, Plumbing, Electrical/Telecommunications, Power and Lighting, Steam distribution, Nurse call info, Asbestos/ Hazard Material info, Security system information (Access controls, security cameras, panic alarms, overhead paging), Exterior Building Information, and other Civil Engineering Data as required such that data may be easily integrated into one master record document of the facility.

7.4.4. The contract drawings shall include all existing conditions and all new work.

7.4.5. The contract drawings shall clearly show the base bid and each deduct alternate.

7.4.6. The contract drawings shall include all details.