SOW 538-26-200 AE Upgrade Fire Alarm System.pdf

UPGRADE FIRE ALARM SYTEMS PHASE I PROJECT: 538- 26-200

VAMC - CHILLICOTHE, OHIO A/E SCOPE OF WORK

SCOPE OF WORK FOR

ARCHITECTURAL AND ENGINEERING SERVICES

PROJECT NAME: UPGRADE FIRE ALARM SYSTEMS PHASE I

PROJECT NUMBER: 538-26-200

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: SEPTEMBER 2025

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/TASKS:

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 CONDITIONS:

3.5. ACTIVATION VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE) :

3.6. DESIGN FOR SAFETY IN CONSTRUCTION:

3.7. CONSTRUCTION PHASING PLANS:

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

COMPETITION AND BRAND NAME OR EQUAL REFERENCES:

3.9. CONSTRUCTION PERIOD OF PERFORMANCE:

3.10. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN: - N/A

3.11. TOPOGRAPHICAL SURVEY - N/A :

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

3.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS

3.14. HISTORIC PRESERVATION - N/A:

3.15. PHYSICAL SECURITY AND RESILIANCY DESIGN - N/A:

3.16. INTERIOR DESIGN AND EQUIPMENT PACKAGE - N/A:

3.17. HVAC – CHILLICOTHE SPECIFIC REQUIREMENTS AND INITIATIVES - N/A:

3.18. MASTER PLANNING TASK (A/E PROPOSAL OPTION) - N/A:

3.19. SPACE PLANNING TASK (ARCHITECTURAL PROGRAMMING) - N/A:

3.20. FUTURE VERTICAL AND HORIZONTAL EXPANSION - N/A:

3.21. STORM WATER QUALITY - N/A:

3.22. COMMISSIONING - N/A :

3.23. DOMESTIC WATER DIAGRAM - N/A:

3.24. BIDDING PERIOD SERVICES:

3.25. 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

6.1. PRE-DESIGN CONFERENCE:

6.2. VHA Program Guide PG-18-15 A/E Submission Instructions

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. DOMESTIC WATER DIAGRAMS- N/A:

7.15. COMPREHENSIVE INTERIOR DESIGN AND EQUIPMENT PACKAGE - N/A:

7.16. PHYSICAL SECURITY DESIGN N/A:

7.17. 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

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 538-26-200, titled “UPGRADE FIRE ALARM SYSTEM” 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.

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. If the A/E feels additional services are needed and is not listed, this SOW 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 .

2. DESCRIPTION OF PROJECT

2.1. BACKGROUND/TASKS:

2.1.1. The existing Simplex Fire Alarm (FA) system at the VAMC Chillicothe was installed in several phases with the last phase occurring approximately 12 years ago. Building Additions have also been constructed since that time with additional Simplex FA infrastructure added. The Facility currently has a service contract (base plus four) with Johnson Controls/Simplex to maintain the system.

2.1.2. The fire alarm system is currently in Buildings 1, 3, 4, 5, 7, 8, 9, 11, 18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28, 29, 30, 31, 35, 36, T40, T41, T42, T52, 60, 210, 211, 212, 218, 228, 23.

2.1.3. This project will require the AE analyze the entire system and make recommendations for upgrades as budget allows to bring the system into current compliance with NFPA 72, 99 and 101. The AE will be required to reach out and have discussions with the service contract provider to further understand the system and identify any known deficiencies.

2.1.4. The AE shall investigate the possibility of separating the audio (mass notification alarms) from the visual devices on our RRTP inpatient unit. The goal would be to eliminate the mass notification from the visual devices in the sleeping rooms.

2.1.5. There are at least 16 4100U panels that need to be upgraded 4100ES, along with at least 33 network cards that need to be upgraded. The system also has 4 TrueSite workstations that would also need upgrading. It’s also important that the system’s graphics are updated (as needed) to include device location, etc., for a fully addressable system.

2.1.6. The AE also needs to review the current FCA (Facility Conditions Assessment) and incorporate any improvements required into the construction documents. The AE shall consult with VA Facility Management regarding these FCA’s to determine the validity before proceeding with design. The FCA calls for adding two additional buildings and modifying devices in two others. In addition, the FCA identifies three other buildings that are inaccessible due to building conditions. The VA would want the fire alarm system removed and or taken offline from these buildings as well as other VA buildings that have been identified to be demolished soon.

2.1.7. After the analysis is complete, the AE shall make recommendations to the VAMC staff for prioritization. The AE shall then provide full design documents (plans and specifications) for construction while maintaining the construction cost limitation.

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 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.

3.2. DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM:

3.2.1. The A/E’s attendance shall be required for at least six 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.

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.

3.4. FIELD MEASUREMENT AND RESEARCH OF EXISTING CONDITIONS:

3.4.1. The A/E shall perform a comprehensive analysis (including field measurements) of the existing and proposed conditions of the building/site 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.

3.5. ACTIVATION VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE) :

3.5.1. Projects are required to ensure that equipment and furniture within the project is funded by the appropriate activation funding source or construction per the following criteria:

3.5.2. 1. Is the item necessary to meet requirements for an occupied building? All code-required items, such as a fire alarm, are required to be part of the construction project. If no, proceed to Question 2.

3.5.3. 2. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the equipment is to be funded within the construction project. If no, proceed to Question 3.

3.5.4. 3. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Division 27 and not IT equipment? If yes, the equipment is funded within the construction project. If no, proceed to Question 4.

3.5.5. 4. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Specification Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the equipment is funded within the construction project. If no, the equipment must be funded by the respective equipment fund from medical care appropriations.

3.6. DESIGN FOR SAFETY IN CONSTRUCTION:

3.6.1. 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.

3.6.2. Pre-Construction Risk Assessment (PCRA)/Infection Control Risk Assessment (ICRA) – The PCRA/ICRA is a critical step in the protection of patients and staff during construction. The A/E shall work with the Chillicothe VAMC Infection Control Nurse and COR to make sure that the team understands potential risks created by this project and ensure control measures are coordinated and incorporated into the design and phasing plans.

3.6.2.1. In accordance with the current "VHA Infection Control Risk Assessment for Construction, Renovation and Maintenance" form, if negative pressurization of the construction workspace is required but exterior exhaust is not possible, the A/E must do a complete flow and pressure analysis of the area to which the air is being discharged to ensure the flow and pressure relationships in that area are not being adversely impacted by the additional flow and shall facilitate compliance of Class III/IV requirements into the design drawings no later than the 65% design review.

3.6.3. 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.

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

3.6.4.1. The A/E shall include in the contract documents requirements for interim life safety measures during construction including code compliant, temporary or phased emergency egress routes.

3.6.5. 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.

3.7. CONSTRUCTION PHASING PLANS:

3.7.1. 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.

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

AND BRAND NAME OR EQUAL REFERENCES:

3.8.1. 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.

3.8.2. 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):

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

3.8.2.2. GE Ascom Telligence Nurse Call System

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

3.8.2.4. AMAG Technology – Physical Access Control System Integration (Card Readers)

3.8.2.5. American Dynamics (Tyco) – Video Surveillance System Integration

3.8.2.6. APC Schneider Electric, NetBotz 355 – IT Room Monitor Features integrated camera and sensors (temperature, humidity, airflow, dewpoint, camera motion).

3.8.2.7. Best (Stanley Best) Grand Master Key System 7 pin core.

3.8.2.8. Where appropriate, such as tying in to existing wall protection such as C/S Acrovyn Handrail provide a justification and detail in the contract documents to the extent necessary to match the existing system.

3.8.2.9. 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):

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

3.8.2.9.2. Room Finish Legends

3.8.2.9.3. Guardian III – Residential Range Hood Fire Suppression System

3.8.2.9.4. 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.

3.9. CONSTRUCTION PERIOD OF PERFORMANCE:

3.9.1. The A/E shall provide services to estimate construction period of performance durations for the base bid and all deducts.

3.10. GUIDING PRINCIPLE AND SUSTAINABLE DESIGN: - N/A

3.11. TOPOGRAPHICAL SURVEY - N/A :

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

3.12.1. The A/E will provide a NESHAP asbestos and lead paint assessment during design and include the appropriate abatement requirements in the bid documents. The extent of the survey will be for existing areas that will be impacted by construction from this design. No information is currently available regarding lead. Existing VA asbestos assessment records will be made available; however, these shall not serve as the only basis for design.

3.13. FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS

3.13.1. See “DESIGN REVIEWS: THIRD PARTY REVIEWS”

3.14. HISTORIC PRESERVATION - N/A:

3.15. PHYSICAL SECURITY AND RESILIANCY DESIGN - N/A:

3.16. INTERIOR DESIGN AND EQUIPMENT PACKAGE - N/A:

3.17. HVAC – CHILLICOTHE SPECIFIC REQUIREMENTS AND INITIATIVES - N/A:

3.18. MASTER PLANNING TASK (A/E PROPOSAL OPTION) - N/A:

3.19. SPACE PLANNING TASK (ARCHITECTURAL PROGRAMMING) - N/A:

3.20. FUTURE VERTICAL AND HORIZONTAL EXPANSION - N/A:

3.21. STORM WATER QUALITY - N/A:

3.22. COMMISSIONING - N/A :

3.23. DOMESTIC WATER DIAGRAM - N/A:

3.24. BIDDING PERIOD SERVICES:

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

3.24.2. 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.

3.24.3. The A/E shall provide quick responses to requests for information from Contractors back to the VA CO and VA COR.

3.24.4. 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.

3.24.5. The A/E Firm shall attend pre-bid site visit meeting(s) and walk through(s) and be prepared to discuss the project highlights.

3.25. CONSTRUCTION PERIOD SERVICES:

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

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

3.25.2. 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.

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

3.25.4. 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.

3.25.5. 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.

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

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

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

3.25.9. 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

3.25.10. 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

3.25.11. 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 $xxx,xxx. 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 below the construction cost limitation

4.2. DEDUCT ALTERNATES:

4.2.1. The project shall be designed with no more than 3 deduct alternates totaling 10% of the construction cost limitation. Although deduct alternates are optional for this project based on VISN project business rules, the A/E shall evaluate potential deduct opportunities so the COR can determine if any should be included in the 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 allows it to provide health care or other services intended without being dependent on another ongoing, subsequent or future phase projects.

4.3.2. Projects that are found to not be fully functional, stand-alone projects, whose combined total cost (design, construction, and other associated costs) is greater than the statutory minor construction limit, will be considered a violation of the Anti-deficiency Act, as required by section 1351 of title 31, United States Code (U.S.C.).

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. 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.

5.1.4. Re-Review and familiarize your team with the Network Contracting Office (NCO) 10 AE Contracts: Performance & Expectations briefing. Contact your COR for a copy if you do not have one.

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 for Minor Construction Projects at the Schematic, Design Development, and Construction Document milestones. https://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.

Project Development Schedule

Milestone Design

Duration to Completion (Calendar

Days)

Duration Running Total (Calendar

Days)

Notice to Proceed 0 0 0

Planning Submittal 10 60 60

Planning – VA Review 10 30 90

Schematic Submittal 35 30 120

Schematic – VA Review

35 30 150

Design Development Submittal

70 45 195

Design Development

– VA Review

70 30 225

Pre-Final Submittal 95 30 255

Pre-Final – VA Review 95 15 270

Construction Documents

100 30 300

Bidding 100 TBD TBD https://www.cfm.va./gov/til/aeDesSubReq.asp

Construction 100 TBD TBD

Post-Construction 100 TBD TBD

6.1. PRE-DESIGN CONFERENCE:

6.1.1. To be enjoined within 10 days of receipt of the Notice to Proceed.

6.1.2. VAMC and A/E shall review the Scope of Work.

6.1.3. The A/E shall propose a method of accomplishment.

6.1.4. Other information and/or clarifications shall be discussed as required. A walk-through of the current location of the specialty clinics and the general proposed area for the new addition can be accomplished at this time if requested by the A/E. Copies of any available VA records/drawings depicting existing conditions will also be made available at this time.

6.2. VHA Program Guide PG-18-15 A/E Submission Instructions

6.2.1. Refer to PG 18-15 for remaining submittal requirements

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. Refer to PG 18-15

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 https://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 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.

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

7.3.6. Additional Formatting Requirements:

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

7.3.7. . At all submittal milestones submit a “finished format” and a “working copy” of the specifications (e.g. “tracked changes” function)

7.3.7.1. 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 https://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 (using the 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 VA BIM & CAD Standards (PG-18-13) - Office of Construction & Facilities Management .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 (as applicable): 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 http://www.cfm.va.gov/TIL/cPro.asp https://www.cfm.va.gov/til/projReq.asp https://www.cfm.va.gov/til/projReq.asp 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. As opposed to referencing standard details, standard details shall be incorporated into the drawings and edited to meet the project requirements and application.

7.4.7. Drawings shall not require the VA nor any of its employees to do anything except if said requirement is clearly coordinated in writing with the COR during the design process. In other words, the A/E shall have all requirements be placed on the construction contractor unless this has been clearly coordinated and identified to the COR.

7.4.8. Terminology for materials used in the drawing notes and details shall match the terminology used to specify the requirements of said material in the specifications.

Jargon or slang terms shall not be used as it makes it difficult to match the requirements between the specifications and the drawings. If abbreviations are used a table shall be provided defining the abbreviations.

7.4.9. Submittal requirements

7.4.9.1. Paper Version: Submit two full size sets at each submittal milestone and for the As-Built submittal.

7.4.9.2. Electronic Version: An electronic version of all the drawings in Adobe PDF, Autodesk AutoCAD (.dwg) (as appropriate) and BIM (.rvt) format shall be submitted at each submittal milestone and the As-Builts. Prior to submittal the A/E shall validate that the electronic version submittal of the drawing and model files include all dependencies and reference files on a stand-alone system not dependent upon the A/Es network or computer system. The A/E shall provide on-site support as necessary to ensure the electronic version submittal properly opens on Chillicothe VAMC computers without errors or corruption.

7.4.10. The final drawing submittal, including the electronic version, shall bear the seal of the registered architect/engineer(s) responsible for the design.

7.5. COST ESTIMATE:

7.5.1. The A/E shall follow the guidance of the Cost Estimating Requirements for Veterans Affairs Facilities located on the Office of Construction and Facilities Management (OCFM) website.

7.5.2. The deliverables within this Cost Manual must be independently prepared by and under the supervision of a professional cost estimator employed or affiliated with the A/E contractor, or by a 3rd party sub-consultant, at the A/E contractor’s discretion. The cost estimate shall be certified by a professional cost estimator accredited by the American Society of Cost Estimators (ASPE), the Association for the Advancement of Cost Engineering International (AACEi), or similar organization.

7.5.3. The A/E shall provide construction cost estimates for the base bid and each deduct alternate.

7.5.4. Estimates shall be by specification sections and shall be detailed by direct material cost, by craft and labor cost including labor burden and the subsequent line-item total, applying overhead, profit and bond to the subtotals based on a Service-Disabled Veteran Owned

Small Business (SDVOSB) competitive bid.

7.5.5. Provide escalation factors for up to 5 years out for planning purposes.

7.5.6. Preliminary cost estimates shall be provided at the 10%, 35% and 70% reviews. A final construction estimate shall be provided at the 95% and 100% reviews. Provide deliverables as directed in the Manual for Preparation of Cost Estimates.

7.5.7. Provide a signed cover sheet summarizing the based bid and all deduct alternates as well as point out any pertinent information.

7.6. CONSTRUCTION SCHEDULE AND JOINT OCCUPANCY PHASING SCHEDULE:

7.6.1. 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. Use the five-day workweek to calculate total construction duration. The phasing schedule shall be incorporated into either the specifications or the drawings.

7.7. CONSTRUCTION SUBMITTAL REGISTER

7.7.1. The A/E shall provide a construction submittal register per PG 18-15.

7.7.2. VA Master Construction Specification 01 33 23 Shop Drawings, Product Data, and Samples states “The VA will provide the initial submittal register in electronic format”

7.8. A/E INDEPENDENCY LETTER:

7.8.1. 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

7.9. MEETING MINUTES:

7.9.1. The A/E shall be responsible for providing meeting minutes to the VA CO and VA COR after all meetings with Government personnel that affect the design.

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

7.11. DESIGN REVIEW COMMENTS RESPONSES:

7.11.1. Responses to design reviews shall be annotated with A/E actions taken. See Section DESIGN REVIEWS of this scope of work for description and submittal requirements.

7.12. GUIDING PRINCIPLES AND SUSTAINABLE DESIGN PRODUCTS:

7.12.1. The A/E shall include in their proposal letter the agreed to way forward for third-party certification. At a minimum certification by an Accredited/Licensed professional is required. To be discussed and optional to this project is certification to LEED or Green Globes.

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

7.14. DOMESTIC WATER DIAGRAMS- N/A:

7.15. COMPREHENSIVE INTERIOR DESIGN AND EQUIPMENT PACKAGE - N/A:

7.16. PHYSICAL SECURITY DESIGN N/A:

7.17. PAPER COPY BILLING:

7.17.1. The A/E shall coordinate with the COR for developing the layout for paper copy billing.

7.17.2. Billing shall include line items for each of the following as applicable to the project in addition to the summary total for all services: Design and Bidding Period Services, Asbestos and LBP Survey/Testing/Report, Construction Period Services, Construction Period Site Visits, Commissioning Services (Cx) (Cx Services shall be further broken out by Design and Bidding Period Services, Construction Period, and Warranty Period Services). These lines items shall be used to track against for billing.

7.17.3. The billing shall have columns with values for each of the billing line items for total on contract, prior billed, current billed, total billed, percent total billed.

7.17.4. Prior to submitting, the paper copy billing shall be coordinated with the A/E Project Manager to ensure it is in line with current project progress submitted to the Government. The A/E Project Manager shall sign off concurrence on the billing.

8. DESIGN REVIEWS

Design review does not need to be limited to the pre-defined submittal milestones. A working relationship throughout design is encouraged between the A/E Project Manager, A/E Design Staff, and VA staff.

8.1. STATION LEVEL REVIEWS:

8.1.1. A review of the Planning, Schematic, Design Development, Pre-Final, and Final Design Submittals will be conducted by the government and third party reviewers. These reviews are not a substitute for the A/E’s design quality control program.

8.2. THIRD PARTY REVIEWS:

8.2.1. Commissioning Services - N/A

8.2.2. Life Safety Code Review – Reference VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects

8.2.2.1. The VA will hire a third-party life safety code reviewer, and those comments will be provided to the AE for incorporation and response.

8.2.2.2. A minimum of one review is required at or before the 95% document submission. In addition, complex projects should be reviewed at a stage earlier than the 95% submission so that significant review comments can be incorporated into the design without affecting project costs or schedule. Such projects will generally require more than one review. If the A/E feels that more than one review is required, this should be discussed during the fee negotiation phase.

8.2.2.3. Upon receipt of the Life Safety review, The A/E shall review and submit responses back the VA. These responses shall be submitted in Microsoft Word format showing the third-party review comments and the A/E Firm’s resolution to those comments.

8.2.2.4. In addition to the life safety code review comments requiring action by the A/E firm, 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.

8.3. CAPITAL ASSET MANAGER (CAM) REVIEW :

8.3.1. In accordance with the VHA Capital Asset Management Guidebook, VISN CAMs are required to review capital projects throughout their life cycle to ensure they support VA priorities, executed within requirements of applicable capital assets program and comply with Federal law, VA/VHA policies as well as governing design codes, standards and guides.

8.3.2. AT THE Construction Document (CD) submittal (also known as the 95% submittal), the COR will submit the following items for CAM review:

8.3.2.1. Entire drawing set (PDF format)

8.3.2.2. Full spec book

8.3.2.3. Detailed construction cost estimate

8.3.2.4. Design narrative (if prepared)

8.3.2.5. Commissioning issues log (as applicable)

8.3.2.6. Life safety review comments (as applicable)

8.3.2.7. Review comments/approvals by a VA program office (such as National Program Office for Sterile Processing) or SHPO (as applicable)

8.3.2.8. List of environmental permit applications (i.e. air emissions, wastewater discharge, UST, etc.) required by the project design and their filing status

8.3.2.9. Any other document relevant to understanding the design

8.3.3. The A/E shall incorporate all CAM review comments into the final 100% submittal package

8.4. OCAMES REVIEWS N/A :

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

8.6. AS BUILT DRAWINGS REVIEW:

8.6.1. As-Built drawings will be reviewed for accuracy, and comments provided for correction by the A/E if required

9. REFERENCES, CODES, STANDARDS, AND EXECUTIVE ORDERS

9.1. LIST OF REFERENCE MATERIALS:

9.1.1. The VA Office of Construction & Facilities Management’s Technical Information Library (TIL) is the source for VA’s Electronic Design and Construction Information https://www.cfm.va.gov/TIL/ . The A/E Firm shall determine through a thorough review of references, codes, standards, and executive orders referenced on the TIL requirements that are applicable to the design and incorporate those into the design.

9.1.2. Facilities Guidelines Institute (Current Version)

http://vaww.ceosh.med.va.gov/01he/pages/FGI.shtml

9.1.2.1. Guidelines for Design and Construction of Hospitals and Outpatient Facilities https://www.cfm.va.gov/TIL/ http://vaww.ceosh.med.va.gov/01he/pages/FGI.shtml

9.1.2.2. Guidelines for Design and Construction of Residential Health, Care, and Support Facilities

9.1.3. VHA Program Guide 18-3 Design and Construction Procedures, Topic 1 lists other applicable codes and standards

9.1.4. Local Codes: As an agency of the federal government, VA is not subject to local imposition of code enforcement procedures (drawing reviews, building permits, inspections, fees, etc.). VA must function as the Authority Having Jurisdiction (AHJ) and thus has the responsibility to guard public health and safety through enforcing its adopted codes.

9.1.5. NOTES: NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, seismic stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101 and documents referenced by NFPA 101 to comply with the accreditation requirements of The Joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed above. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively (this applies even if the IBC requirements are different).

9.2. VA NUMBERED STANDARDS FOR CONSTRUCTION FROM THE TIL:

9.2.1. The most current standards can be found at https://www.cfm.va.gov/TIL/

10. GOVERNMENT FURNISHED ITEMS

10.1. LIST OF GOVERNMENT FURNISHED ITEMS

10.1.1. Below is a list of government furnished items not available on the internet that will be provided to the A/E Firm upon request in electronic format for use in accomplishing this project.

10.1.2. Pre-Construction Risk Assessment template (PCRA) (Adobe PDF)

10.1.3. Interim Life Safety Measures (ILSM) (Adobe PDF)

10.1.4. Submittal Schedule template (Microsoft Excel)

10.1.5. VA Form 10-6238 (Microsoft Excel)

10.1.6. The station site plan including utilities and the building floor plans are available in the Autodesk AutoCAD (.dwg) format and will be provided upon request.

10.1.7. PACT: Design Guidance, Example PACT Floor Plan Designs. These documents are posted at http://capital.vssc.med.va.gov/Facility%20Planning/Pages/default.aspx . This website may not be accessible from Non-VA computer networks.

10.1.8. Example Physical Security Criteria Checklist (Microsoft excel)

10.1.9. Chillicothe VAMC Phase I Archeological Survey

10.1.10. Chillicothe VAMC Engineering Services Standard Operating Procedures http://www.cfm.va.gov/TIL/ http://capital.vssc.med.va.gov/Facility%20Planning/Pages/default.aspx

10.1.11. Justification and Approval for Other Than Full and Open Competition and Brand Name or Equal template letters and training slide.

10.1.12. - - - END OF SCOPE OF WORK FOR

ARCHITECTURAL AND ENGINEERING SERVICES - - -