SOW-626-312 Construct Outpatient MH Center - Final - 2-9-23.pdf

Department of Veterans Affairs TVHS, Alvin C. York Campus

Requirements for A/E Services Project 626-312

Construct Outpatient Mental Health Center

I. GENERAL SCOPE OF WORK

The consultant shall provide all necessary architectural and engineering services as required to prepare complete contract drawings, specifications, observation/evaluation/technical reports, cost estimates, and services throughout construction to "Construct Outpatient Mental Health Center” at the historic York Campus of the VA Tennessee Valley Healthcare System (TVHS), Murfreesboro TN. This project will construct approximately 19000 GSF of new outpatient Mental Health and Integrated Health care space.

Additionally, an approximate 1000 square feet of common space will be renovated in Building 11. The project will add approximately 40 parking space. Work includes, but is not limited to, professional design services of Architects, Mechanical, Plumbing, Industrial Hygiene (IH), Structural/Seismic, Electrical power and systems (such as communications, controls, security, and fire protection/alarm).

II. STATEMENT OF PROJECT OBJECTIVES

The Department of Veterans Affairs intends to have the A/E fully survey, investigate, and document the existing spaces and utility systems, affected by renovations, in order to gain the knowledge and insight necessary to prepare accurate documents in a professional and competent manner. The project description, justification, and additional objectives are as follows:

A. This project will increase efficiency through more functional layouts and promoting staff efficiencies. Address privacy and accessibility issues through improvements such as providing for handicap accessible bathrooms, enhancing patient accessibility, and correct other conditional/functional issues.

B. Improve reliability, monitoring, control, and energy efficiency, utilizing modern systems and features, such as non-priority native BACnet DDC controls, variable speed drives., energy optimization control, reset of discharge air temperature, optimal start/stop, occupied/unoccupied, occupancy sensing, lighting control, and economizer modes. Replace outdated pneumatic controls with DDC that will integrate into the frontend controls system. Install thermostats with resets, setback and override controls. New automated control systems shall provide precise control of temperature and humidity, pressure relationships, and provide a quality care environment.

C. The design will bring all lighting up to the energy/ facility standard.

D. Outdated electrical systems will be re-designed.

E. All relevant systems including but not limited to Nurse Call/ Code Blue, telephone, PA, Fire Alarm, and Security shall meet current VA standards.

F. Modernize systems: Systems should be scalable and capable of modern features such as the integration of various existing systems, equipment, devices. Upgrade outdated electrical, controls, communications and mechanical systems.

G. Signage and Wayfinding will be upgraded to meet facility standards and provide clear direction.

H. Design will ensure all hazardous materials within construction limits are identified and removed.

III. JUSTIFICATION, BACKGROUND AND CONCEPT

The new facility will provide a safe, secure, and private outpatient care focusing on the mental health needs of veterans. Additionally, co-locating outpatient mental health care programs spread throughout off station lease spaces will greatly improve speedy access. The increasing number of Veterans in middle

Tennessee and the lack of mental health benefits in the private sector have added to the Veteran’s reliance on TVHS for treatment of depression, substance abuse, and PTSD. Through routine mental health screenings by providers and crisis intervention at the Urgent Care Center, Veterans will now have increased access to Veteran centric programs ensuring they get the help that they need.

IV. STATEMENT OF A/E TASKS

A. The A/E shall furnish all services for a complete design development including construction documents, and construction period services as specified in the subject contract.

1. Necessary site survey work and evaluation such as verifying existing conditions/pre-T.A.B., verifying record drawings, and verifying and analyzing utility systems shall be accomplished in conjunction with the preparation of Design Development documents. A/E shall furnish documentation and drawings of these findings, and address deficiencies in the design process.

2. The complete site survey work shall include a thorough investigation of existing conditions, affected by renovations, to accurately document and convey space dimensions for measured drawings, all utilities for affected areas, and utilities that traverse through affected areas, typical construction type and variations, and finishes. This information provides the necessary base drawings for the Schematic Development phase of Design Development.

3. Utility system verification shall include, but not be limited to, the necessary testing, adjusting, and/or balancing of affected systems to ascertain the existing operating and performance conditions that will impact the design and construction process. Systems that are insufficient in capacity or are no longer supported by OEM (original equipment) parts shall be considered for expansion and/or replacement.

B. The A/E shall provide cost estimation, project scheduling & phasing, bid period and construction period services as further described in the contract.

C. The A/E shall provide three (3) interior design color boards for VA review, discussion, and selection. The color boards will be updated and re-submitted with the final revision.

D. The AE will provide an Interior Designer with a NCIDQ Certification to coordinate all aspects of the interior design. All finishes must be approved by the VA Interior Designer.

E. The A/E shall provide bid document preparation in quantities as specified in the contract.

F. The A/E shall provide professional design and construction period services utilizing individuals who are adequately knowledgeable of the various design disciplines as required by the project.

Changes in personnel from those who are proposed in negotiations, interviews, kick-off meeting, and/or A/E submission forms must be approved in writing. The registered individuals who will stamp the completed documents shall accomplish engineering design work.

G. AE shall design within funding limitations and coordinate cost control measures throughout the design. Primary, fundamental cost control alternatives shall be thoroughly explored in Design Development (DD’s) and cost control/review shall be a critical part of each submission, thoroughly discussed at each review. Any submission with an estimate exceeding the base construction budget shall initiate a gate review, in which the AE must develop and submit cost control measures, then make the corrections to the package (estimate, drawings, specifications) to get within budget, in order to be released to the next submission phase. In the event of budgetary issues, additional AE presentations/meetings will be required to correct the budget issues.

H. The A/E design and estimate shall identify viable deductive construction alternates (target 10% of the total construction budget). Coordinate with COR and the design team to prioritize the bid deducts for construction.

I. The A/E is to incorporate into the design all adjacent spaces that are impacted by the project. It is in the scope to investigate all existing utilities that must be moved/ mitigated to accomplish the renovations to include all affected structure/finishes. The AE is to also integrate HIPPA standards into the design and layout.

J. The design must ensure proper life safety, including egress, proper fire/smoke compartmentation, fire alarm, sprinkler system, etc. The A/E shall provide a separate stamped Life Safety Sheet for the entire area within the submitted drawings

K. HVAC, electrical, plumbing systems and mechanical rooms shall be surveyed and evaluated, by A/E, to ensure they will meet the requirements of the renovated space and meet VA design guide requirements without adversely affecting the surrounding areas. AE will design new mechanical, electrical, and plumbing systems as needed to meet VA standards. Utilize LED interior lighting with occupancy, and daylight sensors. A/E will place in construction documents that all HVAC will have T.A.B. performed by construction contractor once constructed. Design will allow for 15%- 20% growth on systems. Growth factors shall be separate from safety factors (in addition, compounded on top of safety factors). Design to ensure coverage to maximize patient safety.

L. A/E will coordinate with leading industry equipment manufacturers/vendor(s) to ensure proper layout and support of equipment per manufacturer’s requirements.

M. Design shall be energy efficient. Refer to attachment. TVHS Energy Conservation Project Requirements and Design Guide. Night/ Occupancy setbacks will be utilized where applicable to lighting and HVAC/ Exhaust.

N. AE shall identify and design for the removal of all hazardous material.

1. Perform an asbestos survey to identify approximate quantities of ACM in type and location for complete abatement from the general limits of construction. Adjacent areas that are outside of these limits but are affected by construction for utility modifications or tie-ins shall limit abatement to the extent necessary to complete the utility work.

2. Lead-based paint may be encountered on some of the HVAC/piping/equipment. AE will investigate and design for corrective action.

O. The AE will assist the general contractor’s commissioning agent for all the systems constructed and/ or modified by the design, including but not limited to, HVAC, Controls, Nurse call, Med-Gas, Phone and Data.

P. All spaces must comply with VA specifications with supporting systems integrated to ensure maximum efficiency and meet all applicable standards, directives, and guidelines.

V. BASIS FOR DESIGN

A. Department of Veterans Affairs standards and design guidebooks may be obtained from the Internet at http://www.cfm.va.gov/TIL/ and referencing VA Office of Construction & Facilities Management Design Guides and Design Safety Alert Patient Safety in VHA Bathrooms -http://www.cfm.va.gov/TIL/dAlert/dAlert142.pdf.

B. Compliance with these standards, National Fire Codes, Uniform Building Codes, and OSHA standards will be reflected in the completed design and construction documents. Refer to VA Construction Standard CD-30. Comply with ADA, ABA, UFAS, and VA PG 18-13 design standards.

C. Comply with Nurse Call design guidance and requirements per NFPA 99 and UL 1069. VA design guidance can be found on the TIL at https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf.

Design guides (PG18-12) shall also be reviewed to ensure compliance.

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

D. The A/E shall design for a total construction budget between $10 and $20 Million (in accordance with the VAAR Range of Magnitude). The actual budget will be provided to the highest rated firm during discussions. The A/E design and estimate shall be within the total construction budget prior to viable deductive construction alternates (10%). This will require individual estimates by clearly defined, easily deductible work or areas. The AE shall not plan to infringe upon the contingency as part of their cost control measures. The contingency includes changes and additional construction period work and is utilized/obligated at the VA’s discretion, only when the CO and CORs agree.

E. Comply with current applicable state, local, & federal building codes as well as codes from other recognized authoritative bodies; including but not limited to Associated Air Balance Council (AABC), American Concrete Institute (ACI), Acoustical and Insulating Materials Association (AIMA), American National Standards Institute (ANSI), American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), American Society of Mechanical Engineers (ASME), American Society for Testing and Materials (ASTM), Gypsum Association (GA), International Building Code (IBC), NEC, NFPA, National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), OSHA, International Building Code (IBC), Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA), Federal Accessibility Standard (UFAS), & Architectural Barriers Act Accessibility Standard (ABAAS), and other applicable codes. Comply with VA HVAC Design Guidelines. Indoor air quality requirements must be met / maintained, such as outside air percentages, air changes / CFM, and humidity.

The design shall maintain building envelopes to prevent moisture infiltration and possible mold growth. State or local jurisdictions shall not alter or forgive a federal requirement, including the applicable revision/version. Design shall be to the latest version/revision of codes.

F. Comply with VHA National Center for Patient Safety. http://www.patientsafety.va.gov/

G. Comply with H-18-8 and its adopted edition of the ICSSC RP Standards.

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

H. Comply with VA TIL, PG-18-3, Design and Construction Procedures for this Minor category project. http://www.cfm.va.gov/TIL/cPro.asp

I. Comply with VA TIL, PG-18-15, AE Design Submissions, and Review.

http://www.cfm.va.gov/til/aeDesSubReq.asp (Click Minor and NRM Projects).

J. Any deviation from project requirements, standards, or specifications shall be requested in writing and approved by the VA. The deviation request shall include an item for which deviation is requested and the reason or basis for the deviation. Designer shall maintain as list of any approved deviations with their reasoning and resolution. Code sheets shall be updated as appropriate.

K. Comply with TVHS Energy Requirements and Design Guide (revision September 2014. See ASHRAE 90.1-2010 for energy requirements.

L. Ensure proper life safety and VA accessibility requirements. Code Analysis will be clearly defined on the Index Sheet of the Construction Documents.

M. Comply with the Physical Security design manuals for VA Facilities. This is a Mission Critical Facility. http://www.cfm.va.gov/til/spclRqmts.asp#PHS.

N. Comply with the following Telecommunications Systems Infrastructure Standards and Design:

Infrastructure Standard for Telecommunications Spaces, PG-18-10 Telecommunications and Special Telecom Systems Design Manual, and PG-18-12 Office of Information and Technology Design Guide

O. The required stamp of the licensed architect and/or engineer of record will be considered as certification of compliance with the contract requirements for that document. The registered individuals who stamp the final construction bid documents shall be the same lead designers that accomplish the assessments, surveys, interviews, and design work. Assessments shall also be stamped. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the contract requirements.

P. The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required.

VI. DETAILED SUBMISSION REQUIREMENTS

Program Guide PG-18-15 establishes the guidelines for the A/E submissions. The design shall be performed and submitted in accordance with VA AE Submission Instructions for Minor and NRM Construction Program. Refer to (http://www.cfm.va.gov/til/aeDesSubReq.asp). These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances when critical decisions need to be made, adequate, relevant information has to be provided timely for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified.

Questions regarding the applicability of specific requirements shall be resolved with the medical center staff prior to any submission deadline. Where “days” are stated, this refers to “calendar” not “work” days.

At each submission, all drawings and support material shall be dated and appropriately labeled above the title block (the number of submissions shall be adjusted according to the project size and scope): In addition of full electronic version of required documents, hardcopies shall be submitted in quantities indicated:

Work Element Copies Duration (Calendar Days)

Notice of Award Day 1

Design Kick-off Meeting 28 days after Notice of Award

Schematic SD1 (Planning & Concept)

2+ QA &

redlines

30 Days after Design kickoff

Government Review and Sign off 14 Days after VA receipt of SD1

Schematic SD2

2+ QA &

redlines

45 Days after VA acceptance of SD1

Government Review 14 Days after VA receipt of SD2

Design Development 1

2+ QA &

redlines

60 Days after VA acceptance of SD2

Government Review 14 Days after VA receipt of DD1

Design Development 2

2+ QA &

redlines

45 Days after VA acceptance of DD1

Government Review 14 Days after VA receipt of DD2

Construction Document 1

2+ QA &

redlines

30 Days after VA acceptance of DD2

Government Review 14 Days after VA receipt of CD1

Construction Document 2

2+ QA &

redlines

30 Days after VA acceptance of CD1

Government Review 7 Days after VA receipt of CD2

100% Final Bid Documents 3 7 Days after VA acceptance of CD2

Final Bid Document acceptance review 7 Days after VA receipt of Final Bid

Documents

Total Days Design Phase Schedule 359 Calendar Days

A. Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project.

B. Construction Period Services (Option Line Items) and Commissioning (Option Line Item) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion.

C. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Solicitation Support Services, Commissioning and Construction Period Services.

D. VA submission review comments may be verbal, noted directly on review sets, or written lists. The AE shall be responsible for compiling & addressing review comments. AE shall produce & distribute meeting notes or minutes for VA review within 2 days after each submission review meeting. The AE is responsible for running the meetings in person at the VA Campus where work is being performed, reproduction of all meeting materials for review and producing the agenda, attendance, and full meeting minutes. A design meeting (with lead designer “in person”) will be required for each submission on site.

E. A/E shall develop and execute a Quality Assurance (QA) / Quality Control (QC) plan that demonstrates the team approach and methodology for design review and improvements and code compliance, including fully documented comments/issues and resolutions/corrections. The QA process shall drive design review, improvement, and code compliance, including fully documented comments/issues and resolutions/corrections. The QA / QC plan shall be submitted to the VA along with the project schedule and shall describe each QA task that will be taken during the development of the various design submission packages, including review of submissions. The design QA effort shall be led by a senior design engineer and a senior architect and shall include senior designers for each trade. VA COR shall be invited to all QA meetings and reviews. The VA COR shall be afforded the opportunity to attend the meetings. The QA team leader shall coordinate mutually agreeable times, providing at least a week’s notice and video conference call-in access. Completion of each QA task shall be initialed and dated by the responsible QA team member. A 100% completed QA review shall be submitted with each A/E design submission, including the final construction bid document submission package. Cost review and cost control shall be part of each phase of the QA process and each design submission. The QA process shall produce deliverables included with each submission package, including but not limited to redline mark-ups and QA issue tracking sheets and a QA overview/narrative. QA teams shall review issues with the design team, so corrections are made prior to the submission of each package. QA / QC team shall be involved throughout design, installation, inspection, and testing. A final QA / QC report shall include an overview/main narrative, designer certification letters of compliance for each discipline/trade, and final inspection list and tracking sheet of corrections.QA / QC team leaders shall maintain a tracking sheet, mapping all code compliance issues from inception, review, and resolutions. Tracking sheet line item activities shall include, date, issue, review and decision, responsible A/E designer, and satisfactory resolution. Since the A/E is solely responsible for an effective, compliant design, ‘VA Directed’ shall not be an acceptable explanation of compliance or resolution. The QA team leaders shall simultaneously copy the VA COR and Contracting Officer when producing/conveying any QA work product, (correspondence, observation lists, tracking, etc.). Any issues shall be discussed in group meetings and resolved to the satisfaction of the designers and QA team, then incorporated into the upcoming design submission package.

F. Each submission will include, furnish electronic files in the latest version of Microsoft Office and/or AutoCAD 2020. PDF’s of the specifications will also be furnished. Submit hard copies in the quantities identified in the schedule of all drawings (one of which will be half-sized), narratives, tests, and other work products. Construction shop drawings are not required to be completed in AutoCAD.

G. The 100% construction documents submission will include a full set of construction documents including all disciplines/packages and will be sealed and signed by the Architects and Engineers of Record.

H. The final construction documents submission package will incorporate all VA supplied comments from the earlier submission package reviews.

I. If the final construction documents submission package is not complete, the A/E must resubmit the package in its entirety.

J. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings per standard professional practice and the resulting contract. The specification submitted for review shall include: The name of the manufacturer, the product name, model number, or other identification as appropriate to identify the product that will be used in the construction.

K. Final bid documents shall be reproduced as part of the contract. One (1) full sets and two (2) half sets of the Construction Bid Documents are to be delivered to the COR. Electronic files of the Construction Bid Documents will be provided to the COR and Contracting Officer.

L. Total time to accomplish Schematics, DDs, and CDs through final reproduced bid documents shall be 359 calendar days from the issuance of the Notice of Award. A/E shall prepare a schedule, including all design work, submissions, trips, reviews, demonstrations, testing, and other tasks/activities based upon their understanding of the design and their staffing workload.

VII. Solicitation Support Services

A. Solicitation Support Services (Option Line Item): The A/E shall provide the following solicitation support services during the construction project’s solicitation phase:

A. Attend the pre-bid site visit, to include meeting and project walk-around.

Contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

B. Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked following the site visit.

B. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer, who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A/E within five calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/E is required to comply with the five-calendar day requirement.

C. Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings.

D. In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% Construction Documents as part of the construction contract. These documents shall be labeled Final Construction.

VIII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS (OPTION ITEMS)

A. Review of Submittals: A/E shall review all material submittals, shop drawings, test reports (as applicable), etc. Reviews shall be completed, and submittals returned to the VA Project Engineer within 7 calendar days of the A/E's receipt of the submittal.

B. Review Analysis of Requests for Information, Change Orders, and Costs: A/E shall provide a prompt response when contacted by the Contracting Officer, or COR, to review and provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. RFI response time shall be no more than 5 calendar days.

C. Site Visits: A/E shall provide 60 site visits (1 person for 3 hours) during the construction period, in addition to pre-bid conferences in-wall inspection, above ceiling inspections and final inspection of each phase. A site visit “unit” is defined as a visit to the site by one individual for any part of a day when requested by the Contracting Officer or an authorized representative. On this job, a site visit should last 3 hours and may require the use of multiple “units” when more than one individual or extended time is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The Contracting Officer Representative has the prerogative to determine the professional discipline(s) required for each site visit. The A/E will coordinate their site visit with the CO (3) days in advance and shall also notify the COR of their presence on-site, before any work is performed, to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the COR of any deviations or deficiencies, and recommend appropriate corrective actions.

D. The A/E, when requested, shall assist the Contracting Officer and COR to interpret the construction documents and shall: (1) recommend any action(s) deemed suitable for the satisfactory execution of the construction work; (2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents; and (3) assess the preparation of Construction Contract Modifications initiated by or through VA to be executed in accordance with the Construction Documents.

E. "Record Drawings" Requirement: A/E shall revise the solicitation documents if necessary and provide a complete set of all drawings showing actual, completed construction and reflecting any changes incorporated in the work on hard (bond) copy and on electronic media. Electronic media drawings shall be in AutoCAD 2020 and always electronically stamped. A/E shall load and demonstrate full AutoCAD compatibility at VA site. Compatibility means that data can be accessed directly by the target system without translation or processing of data files. Problems shall be corrected to the satisfaction of VA. Final electronic media specifications shall be in Microsoft Word 2016 and Adobe PDF.

F. The A/E will provide commissioning of all the systems constructed and/ or modified by the design, including all elements and systems.

IX. MATERIALS TO BE FURNISHED TO THE A/E BY VA

The following items will be furnished to the selected A/E (if available):

A. Prints and available electronic media of the station utility drawings, site plans, and building floor plans). The station does not have electronic versions of utilities (mechanical, electrical, plumbing, etc.). The accuracy of drawings is not guaranteed and shall be used for general information only.

Actual conditions shall be field verified by the A/E.

B. Prints are made available to A/E at Projects Section. A/E is to view drawings needed and may remove (same business day) to make copies at an offsite location.

C. The TVHS Energy Conservation Project Requirements and Design Guide will be provided to the selected A/E.

X. ATTACHMENTS

A. Program Guide, PG-18-15, Volume C A/E Submission Instructions for Minor and NRM Construction Program (See SOW Attachment 01)

B. COVID-19 Safety Protocols 12-14-21 (See SOW Attachment 02) C. Post Award Specs-Drawings Review Checklist - FINAL – 20221117 (see SOW Attachment 03)