SOW 552-CSI-182 Site prep for new MRI PS.pdf

STATEMENT OF WORK

PROJECT: 552-CSI-182

SITE PREP FOR NEW MRI

DAYTON VETERANS AFFAIRS MEDICAL CENTER

4100 WEST THIRD STREET

DAYTON, OHIO 45428

Table of Contents

1. General

2. Scope

3. Design Guidance

4. Quality Control

5. Submittals

6. Performance Period

7. Construction Period Services

1. General

1.1. Provide complete design services, including all necessary schematics, design development, surveys, cost estimates, construction drawings and specifications, and construction period services (CPS) for solicitation to Site prep for new MRI on the

Dayton VA Medical Center, 4100 West Third Street, Dayton, OH 45428.

1.2. The contractor shall become familiar with the areas surrounding Building 330 and

Building 335 and associated utility systems. Complete design development services and construction drawing and specifications will be provided for new construction of approximately 4000 square feet of space to house an MRI unit to be utilized for patient care. The design also includes the demolition of the MRI building attached to the west side of building 330, returning it to green space. The design shall be geared to improve the functionality of the radiology services by including modern standards for patient care. The MRI equipment purchase has not been finalized and the make and model are expected to be known by July 31, 2025. Design services shall be coordinated with this timeline as described later in this document. The Contractor shall coordinate with the equipment manufacturer to integrate their requirements into the building design so the finished design will be ready to house the government furnished MRI during construction.

1.3. The contractor may also be referred to as the (A/E) in this document must research and provide alternatives for systems as applicable, including but not limited to, requirements outlined in section 2. Scope.

2. Scope

2.1. The Contractor (A/E) must meet with Contracting Officer Representative (COR), Contracting Officer (CO), Service Users, VA committees, VA consultants, local/state regulatory agencies, etc. to review data and improve understanding of any ongoing activities that address potential areas of concern associated with the design. The

Contractor must use this information to facilitate development of design solutions. The

VA must provide the A/E with copies of drawings of trades per their request. The accuracy of the drawings is not guaranteed and must be used only for general information. Actual conditions must be field verified by the contractor and all consulting firms. The contractor must provide meeting minutes for all design related meetings. The contractor will use the information shown in paragraph 1.2 as the basis for this design effort, to include additional requirements in the sections below. If all the work requested to be considered and corrected by the design solicitation cannot be performed due to budgetary constraints, the contractor will assist the VA in determining what work will be removed from the design. The contractor shall provide a written

Narrative with their Design Proposal outlining their understanding of the design effort.

2.2. The Contractor shall review each of the design submissions with the State Historical

Preservation Office (SHPO). The Contractor shall meet with the Veterans Affairs personnel after each submission to address the need for implementation of State

Historical Preservation Officer requirements /recommendations. The Contractor shall create a Historical Preservation Plan. The Plan shall include the following:

• History and Significance Summary; Project Review Requirement Summary;

Issues and Recommendations (Prioritize and make recommendations on significant preservation planning and maintenance issues); Maintenance and

Repair Cost Estimates; and Building Rehabilitation Potential.

2.3. The A/E shall assist the VA with completion of a National Environmental Policy Act

(NEPA) assessment as required by the Dayton VAMC. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

2.4. The A/E shall produce a project specific Storm Water Pollution Prevention Plan

(SWPPP) as part of the contract document package. The contract documents shall require the construction contractor to acquire the required EPA permit and file the

Notice of Termination at the completion of the project. The SWPPP included in the contract documents shall be utilized by the construction contractor to acquire the required EPA permit.

2.5. The contract design requirements include, but not limited to the following. The renovation will include architectural systems, electrical systems, mechanical systems, plumbing systems, exterior brick tuckpointing, HVAC control systems, information technology systems, structural systems and hazmat systems. Energy efficiency and

GEMS program requirements must be considered during the design. Architectural systems include but are not limited to sub-systems such as accessibility, exterior and interior finishes, life safety measures, signage and way-finding. Electrical systems work includes, but is not limited to, electrical, fire alarm, nurse call, tele-health systems, secondary distribution and transformers. Mechanical systems include, but are not limited to, engineering control system, exhaust fans, heating and cooling systems, sanitary, domestic plumbing, refrigeration equipment and ventilation as related to the project intent. Electrical Systems include work associated with the upgrade of HVAC system controls to communicate with our Building Automation System (BAS).

Information technology system includes, but is not limited to, telecommunication rooms’ and equipment, access control/video monitoring, fiber optic cabling and data system cabling. Structural systems include but are not limited to subsystems such as flooring as needed to meet the design. Plumbing systems may include, but are not limited to, sprinkler systems and associated equipment/pumps, fixtures and piping that include domestic water and sanitary drain piping. Review project for inclusion/extension of the campus legionella mitigation system. Provide design documents to correct any Facility Condition Assessment items that are within the scope of this design.

2.6. The Contractor must verify with the COR the extent of asbestos containing materials

(ACM) in the existing floors, walls, ceilings, and pipe insulation, and / or coordinate with the COR and CO the testing including destructive testing necessary to determine this information. An Industrial Hygienist (IH) consultant, with an Ohio accredited

Asbestos Project Designer certification, should be utilized to investigate, design and monitor the hazardous material abatement necessary to complete the work activities in the project. The contractor shall provide drawings of any area requiring abatement.

Any areas of existing building components, which indicate the presence of mold, are to be scheduled for abatement / demolition, as appropriate, and moisture sources eliminated as a part of this project design. Contractor must also utilize the information included in the existing asbestos survey performed for the entire medical center. The

VA can provide the Contractor with copies of the survey. Contractor shall be responsible for providing VPIH services during the abatement process occurring during actual construction.

2.7. Contractor must engage a third-party commissioning agent to prepare and implement a commissioning plan for the HVAC System installations and associated control systems.

The commissioning agent cannot be an employee of the MEP design contractor.

Commissioning Agent must ensure that commissioning activities are coordinated and directed in a sequential, logical manner. Commissioning Agent is responsible for providing a final commissioning report and a Certificate of System Acceptance. Th provided Commissioning Agent must demonstrate experience equivalent to the type of work being conducted along with proper certifications for commissioning. The

Contracting Officer has final acceptance and approval authority for the selection of the

Commissioning Agent.

2.8. The design must include general debris removal, the demolition of all existing finishes and other associated materials as required to complete the work. Evaluate the existing

HVAC System condition and need for replacement and provide a complete design for system or systems identified to be replaced. Include in the design locations of construction barriers/fire walls that are appropriate for safe construction activities.

General issues of constructability, phasing and sequencing of construction work including time allotted between phases for VA moves, minimizing impact of construction to medical center operation, alternate work space for the end users during phased construction, coordination with other planned and/or ongoing projects, disturbance related to noise during working hours and non-working hours, equipment deliveries, crane placement/activities, etc. must be considered throughout the design process and appropriately incorporated into the final design documents.

3. Design Guidance

3.1. The total design and construction cost for this project is $ .

3.2. The contractor must develop a design with a phasing plan and multiple prioritized deduct bid alternates not to exceed 20% of the construction cost.

3.3. The Contractor must develop the project using Building Information Modeling software for coordination drawings.

3.4 The contractor shall design the building to accommodate government furnished equipment (GFE) to include a MRI system including an injector, patient monitoring equipment and sound system. Equipment included as part of the construction project includes metal detector system outside of the MRI scan room.

3.5 All plans must be at the same scale to facilitate coordination between drawings.

3.6 The contractor must become familiar with the following VA publications: VHA

Directive 1061, Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems; VA Plumbing Design Manual; and the DVAMC

HealthCare-Associated Legionella Disease Prevention Plan (HCA LD PP). These publications, in addition to those identified in section “3. Design Guidance”, must be used to design the modifications necessary to address potential deficiencies with the plumbing systems in applicable DVAMC buildings. All schematics, design development and construction drawings and specification documents must be developed in accordance with applicable Federal, State, and Local code requirements; NFPA, OSHA, ANSI, and JCAHO standards; and VA requirements, particularly the sections contained in the following listed

Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications

PG-18-3 Design and Construction Procedures

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 Seismic Design Handbook

PG-18-9 Space Planning Criteria

PG-18-10 Design Manuals (by discipline)

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

PG-18-15 Minimum Requirements for A/E Submissions

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management

3.7 The contractor is expected to be familiar with all referenced design guides and manuals.

The contractor must prepare project-specific specifications based on the latest VA Master

Construction Specifications. Some items are reiterated from the design guides in this document to place special emphasis upon them. In some cases there are slight modifications from the design guides relevant to the particular project or the internal processes at the

Dayton VAMC. The contractor is required to meet with the contracting officer (CO) and/or contracting officer’s representative (COR) to discuss and clarify all expectations of the A/E before any work is begun on the design. The contractor shall collaborate with the VA, design consultant, commissioning agent and independent life safety reviewer throughout the project design.

3.8The contractor must carefully review all requirements of the latest edition of the

Accreditation Manual for Hospitals, and the Joint Commission for Accreditation of

Hospitals, with respect to design and operating requirements; and report all conflicting conditions in writing.

3.9Accuracy of Planning Information: The contractor must visit the project site to investigate the information shown on the Government furnished drawings, record (as-built) drawings and other planning documents which are part of this contract. This information is the best available, but the Government does not guarantee its accuracy or completeness.

4 Quality Control

4.1The contractor must submit their quality assurance/quality control (QA/QC) plan for review and approval. The contractor must perform all necessary quality control and design review to identify and correct all design errors and omissions and must not rely on

Government review for such purposes. Any errors or discrepancies identified in the design documents and specifications by the Government must be corrected prior to the next stage of design documents submittal. Government comments for correction are to be tracked for input and correction to verify history of design document changes. The contractor must ensure that the design documents are free from all errors and omissions prior to submission to the Government. The contractor must provide for review and approval, construction period inspection checklists, which will be used throughout the project for above ceiling inspections, final inspections and any other inspections performed by the Design Team during construction period services for this contract.

5 Submittals

5.1 The contractor must meet with Veteran Affairs personnel after each of the design submissions to address the needs of the using service, interim life safety measures, phasing of the work, constructability issues to minimize the effect on normal Medical Center operations and/or seasonal work, training of Government personnel, and interior design considerations.

All changes to design submissions must be approved by the COR.

5.2 Contractor must accept directions from CO or COR during the design and any changes requested by service users must be approved by the CO or COR in writing.

5.3 The contractor must provide submissions in strict accordance with Program Guide 18-

15 Volume C (PG-18-15) and must provide submissions for Schematics, Design

Development, and Construction Documents for Government review, unless otherwise specified by the COR. The contractor must also provide a Bid Issue submission which includes all documents required for a complete bid package. In each submission, the

A/E must resubmit the materials specified in the prior submission, revised according to the comments made by the VA resulting from the prior review(s). All submissions must be provided on a CD and address requirements for specific submission phases in additional to those outlined in Program Guide 18-15, as identified below:

5.3.1 Schematic Submission:

5.3.1.1 Contractor must submit a report of the field findings in word as well as pdf format via electronic media. The report must contain all findings that must be utilized during the design. The findings that do not match with the information provided by the government in the forms of drawings or reports must be listed out separately.

5.3.1.2 Contractor must submit the schematic design (35 percent) with the following information; Two possible alternative designs previously discussed with VA service users, COR and CO. These submittals must be in two half sized drawing sets, electronic copy of the drawings in pdf format and cost estimate in excel and pdf format with appropriate labelling for ease of identification.

The submittal must also include an outline of the specification contents.

5.3.2 Design Document Submission: 65 percent and 95 percent.

5.3.2.1 Contractor must submit drawings and specifications at each of the above percentage completions. Submissions must include two half sized drawing sets, electronic copy of the specifications and drawings in word and pdf format, cost estimate in excel and pdf format. All electronic submissions must have appropriate labelling for identification purpose. The information submitted at each of the milestone must depict the actual percentage completion.

5.3.3 Construction Documents submission: Issue for Bid

5.3.3.1 Contractor must submit a completed set of drawings and specifications.

Submissions must include One full sized drawing and Two half sized drawings, electronic copy of the specifications and drawings in word, pdf and

AutoCAD format, cost estimate in excel and pdf format. All electronic submissions must have appropriate labelling for identification purpose.

Submission must also include a complete and accurate project-specific submittal schedule showing all submittals, certifications, tests, and inspections required, per drawing and specification section. A/E shall submit a certification memo that their design is independent of future projects and includes all equipment required for the project to be activated/fully functional

5.4 The contractor must develop the project utilizing Building Information Modeling

“BIM” software (Revit 2018 or latest version available to VA.)

5.4.1 Contractor must be required to provide a computer 3D model and prepare various

3D renderings to present to the VA throughout the design phase to adequately represent Architectural, Mechanical Electrical Plumbing - MEP, and, site conditions, etc. to aide with facility visualization and contractor coordination.

5.4.2 BIM Model minimum requirements must 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 must conform to VA

BIM Guide (http://www.cfm.va.gov/til/bim/BIMGuide/).The deliverable model at the interim design stage and at the final design stage must be developed to include as many of the systems described below as are necessary and appropriate at that design stage.

5.4.3 The Model must 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.

6 Performance Period

6.2 Schematic: The contractor must have 305 calendar days to perform this phase. The

Government must have 15 working days for review. The intent is to provide A/E-developed alternatives to DVAMC leadership for review/selection before proceeding to the Design Development phase.

6.3 Design Development:

6.3.1 65% stage: The contractor must have 60 calendar days to perform this phase.

The Government must have 15 working days for review.

6.3.2 95% stage: The contractor must have 30 calendar days to perform this phase.

The Government must have 15 working days for review.

6.4 Final Bid Documents: The contractor must have 15 calendar days to perform this phase.

The contractor must provide all deliverables, including completed construction drawings and specifications (electronic media and TWO hard copies), cost estimates, and complete CPM network schedule (electronic media and hard copies). The

Government must have 15 working days for review.

6.5 The contractor must complete all work within 470 calendar days of award/issuance of task order Notice to Proceed (NTP). The performance period includes all times for

Government review of design.

7 Construction Period Services

7.2 The contractor must provide construction period services for the Dayton, Veterans

Affairs Medical Center, including, but not limited to, review and recommend acceptance or rejection of submitted documents including construction schedules, schedule of values; participate in progress meetings (2 per month) through telephone conference;

review meeting minutes, perform jobsite construction inspections; and provide record drawings utilizing the as-built drawings. In addition to progress meetings, the contractor must attend meetings on site required to clarify design as needed. The contractor must provide interim and final inspections of the construction contractor’s work. The number and frequency of these site inspections will be determined during contract negotiations and then become part of the agreed upon contract. Record drawings and supporting documents must be provided to the Government via electronic media and must be in editable REVIT software format, or as otherwise directed, and

PDF formatted electronic files. The contractor in coordination with VA Engineering staff must incorporate Record drawings into the facility’s master Building Information

Model.

7.3 The contractor must provide to the government a complete and accurate project-specific submittal schedule showing all submittals, certifications, tests, and inspections required, per the drawings and specification sections. The contractor must also develop a shared-access filing system accessible via internet by the Contractor and the VA for document submission (submittals and RFIs), review, and approval, with the following general requirements:

7.3.1 The website must be developed with https protocols, with user id and password log-in requirements.

7.3.2 The Contractor can access and post files (e.g. submittals, submittal schedule, RFI log); the Contractor must not have access beyond the files for which he has contracted.

7.3.2.1 The Contractor must develop a submittal schedule/log and an RFI log that accommodates A/E review comment/recommendation and VA COR review comment/decision.

7.3.2.2 Once the Contractor has populated the submittal schedule with all expected submittals, certifications, tests, and inspections required, per drawing and specification section, the Contractor must review the Construction

Contractor’s submittal schedule during construction period services for omitted submittals when compared to the Designers submittal schedule and provide comment to the VA for any omissions by the Construction Contractor

The VA-approved submittal schedule must become the master submittal schedule for the project.

7.3.2.3 The master submittal schedule must be maintained on the A/E’s shared-access filing system; however, the A/E must weekly make a back-up copy of the master submittal schedule.

7.3.3 The Contractor must develop a process document that clearly defines how documents are to be posted and delineates the review process:

7.3.3.1 The Construction Contractor posts a submittal to the website and e-mails the

Design Contractor’s representative, copying the VA COR and VA CO, requesting submittal review; both the Design and Constructions Contractors updates their submittal logs.

7.3.3.2 The Design Contractor reviews, enters comments into submittal log, provides recommendation, and e-mails the VA COR, ccing the VA CO.

7.3.3.3 The VA COR reviews and e-mails Construction Contractor and Design

Contractor, ccing the VA CO.

7.3.3.4 The Design Contractor updates the submittal log with the date and status of approval and acts on/responds to comments as appropriate.