SOW AE 612-910 Design Mather - Final 2-4-21.pdf

VA Northern California Health Care System February 4, 2021

Statement of Work

A/E Design Services for Project 612-910 Construct Hematology Oncology and Infusion Center

1. INTRODUCTION

A. This document contains requirements for Architect & Engineering (A/E) services for the development of construction documents for constructing 16,000 square feet of new Specialty Care Chemotherapy compounding USP 800, infusion, and oncology space. This stand-alone building will replace the small infusion center in B700, oncology space from B647, USP800 compounding space in B647, and the temporary modular trailer outside B647 at the VA Mather Campus. The Architect & Engineering firm shall provide comprehensive analysis of future space, function, workflow, and other design development requirements as outlined in this Statement of Work (SOW) document. The A/E firm shall also plan appropriately for any necessary construction phasing and new equipment installation. The A/E firm shall budget appropriately for construction period services that will be rendered to the construction Contractor as defined within this SOW document. A/E Services shall be provided for the Mather VA Facility of the VA Northern California Health Care System.

B. The A/E shall develop and provide VA the following: three (3) different floor plan options as part of the Concept Design Documents and Schematic Design Documents. The A/E shall develop the construction documents with Specifications, Narratives, and Cost Estimates for all disciplines involved in the design of the new and remodeled space. A/E shall provide all necessary/required professional engineering services to include, but not limited to:

investigative/ evaluation/ design services, tools, equipment, materials, labor, travel, expertise, supervision, testing, analysis, and specialty services to accomplish all items and requirements outlined in this SOW.

C. A preliminary/pre-proposal site visit is strongly encouraged, with the highest rated firm prior to submission of the Fee Proposal. A/E shall coordinate with the Contracting Officers Representative (COR) prior to coming on site. A/E must take appropriate safety precautions when conducting field investigations and notify the COR of any/all hazardous material, substances and/or circumstance discoveries. The following resources will be made available to the A/E: all on-file hospital drawings for applicable disciplines (i.e. Site, Civil, Architectural, Structural, Seismic, Plumbing, Fire Protection, Mechanical, Electrical, etc.). Not all hospital drawings are in electronic format or up to date, but any available as-builts will be provided.

However, the A/E shall be responsible for field verification of existing conditions of all utilities, structures and barriers.

2. SCOPE OF WORK

Background & Project Overview: This project will construct 16,000 square feet of new specialty care to include chemotherapy compounding USP 800, infusion, and hematology oncology space to replace the severely deficient and hazardous building 647. Current Hematology Oncology clinical services are conducted in Building 647 with other medical specialties, but building deficiencies create a hazard for this especially sensitive patient population. Infusion clinical services are currently conducted in an ill-suited and poorly sized, 290 square foot space adjacent to and sharing a waiting area with the Emergency

Department, thus further exposing the immunocompromised patient population to the hazards inherent in emergency medicine, including COVID-19, without adequate storage for PPE or ability to create social distancing.

This project will provide an appropriate level of care for patients, close to associated clinical services in the facility, allowing the Veteran to Choose VA for Hematology Oncology and Infusion evaluation, assessment, and treatment. Consolidating the similar services in a Patient Centric environment will allow for efficiency of human capital, workforce development, and supply chain efficiency of specialized supplies, equipment, and waste removal. Right sizing space, having full functionality of space, and co-location of associated services will allow for timeliness of services through efficient scheduling and provider inter-service coverage. Designing adequate storage space for just-in-time PPE and appropriate circulation for social distancing, will naturally reduce risk to the most at risk, immunocompromised population of patients seen by the VA. Restoring functionality of Building 647 will ensure a space suited to flexible clinical operations as approved Minor Projects need impact space, without worry for patient and employee safety against mold and hazards of physical security, and with maximum functionality of a modern space.

The A/E shall prepare an analysis for the building and current building space and clinical requirements from the healthcare system. The A/E shall provide Concept and Schematic Design drawings, feasibility recommendations, and cost estimates of three (3) options for the configuration of the new and remodel space. At 35% design the VA will require staff sign off on the newly developed and vetted architectural / equipment layout plans before the A/E can move onto the 65%/95%/100%/Bid Set submittals. Submittals required are a 15% / 25% / 35% / 65% / 95%/ 100%/ 100% Bid Set.

The project construction budget is $14,000,000.

A. PHASE 1 – A/E Evaluation , Concept Development and Schematic(s) Development: The A/E shall conduct an evaluation / assessment and provide a report with recommendations on work flow and inclusions of the Laboratory suite. This includes SD-1 (15%), SD-2 (25%), DD- 1 (35%) phases of the project. The AE shall provide the 3 options on the floor plan renovation.

The following design parameters shall be considered and addressed in the report:

• Building profile and function

• Analysis of existing workload and future workload needs

• Analysis of work-flow of connected services

• Work flow to support services within the building and co-located building

• Current VA design guide work-flow to match current medical practice used today and required by new VA standards

• Oncology, Infusion, and USP800 equipment layout and requirements

• Oncology and Infusion services and number of patients served for VANCHCS

• Analysis of phasing of the construction and building connection

• Single story/ two story

• Access to the building

• Analysis of utilities and infrastructure to be upgraded or modified

• Additional utilities to operate and function to current requirements

• New Efficient ways of performance

• Delivery and receiving to the building and clinical operations thought out

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

http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf Parking analysis and schematic plans / needs only for the building.

• Comparison of private and public healthcare systems Oncology / Infusion centers

• Aesthetics to be addressed within the space to minimize Infection rates and cleanliness

Each option shall consider sustainable design elements. Each option shall contain pros/cons, drawings/schematics, 3-D modeling along with renditions of the space, detailed cost estimates and timeline/phasing plans. Each option will highlight a different work-flow, location, and accessibility. The A/E shall coordinate with the VA and possibly with other regulatory agencies throughout the design process, to include other A/E firms, regarding the environmental aspects of the project (if applicable). The A/E shall interface with medical center staff and other concerned parties to inform and explain the project design.

B. PHASE 2 – Development of Construction Documents: The A/E shall design the remodel space utilizing one of the options chosen by the VA COR. The A/E shall provide all services including, Architectural, Life safety, Civil, Structural, Mechanical/ Plumbing, Fire Protection, Electrical and other investigative/technical services to design an esthetically pleasing, code compliant space. The A/E shall provide all construction drawings, specifications, phasing, and detailed cost estimates so that, upon Contract Document completion, project can be bid for construction. This includes DD-2 (65%), CD-1 (95%), CD-2 (100%) CD-2 (100% Bid Set) phases of the project. Design shall incorporate deductive alternates (minimum 10% of requirement), as determined by the VA to ensure budget constraints are met. The base bid shall include all work to have a fully functional space. Building portions and large systems shall be required as deductive requirements.

C. General Requirements

1. Site Investigation: A physical survey of the project site shall be conducted. As-built drawings and other related project drawings are available to the A/E, but field verification by the A/E shall be part of the investigative services. The A/E shall accurately locate any existing plumbing, electrical, and other utilities, and ADA ramp incorporate them in the design.

2. Asbestos Survey: Not Applicable

3. Demolition: The project demolition work may include site terrain, and may include some architectural, structural, mechanical/ plumbing, and electrical. Work inside and outside of the construction project area(s) may need to be phased and completed as part of this project.

4. Civil: Project will may include Civil work as necessary for temporary units. Points of connections with existing utilities will be clearly delineated. A/E shall provide any soils study or Geotechnical report needed to facilitate the design drawings. A/E shall be responsible for the performance of topographic and boundary surveys, test borings, test pits, soil tests, subsurface exploration and other such investigations as he/she determines are required for the proper design of the project.

5. Structural: Structural work is required. Any existing structure or structural system may need to be evaluated by a structural engineer. Any new structural work shall be designed by a qualified registered structural engineer. The A/E firm shall perform and provide all calculations for new loads anticipated and/or altered existing loads.

6. Architectural: Field verification of elevations, building locations and architectural dimensions may be required, as the existing drawings are best represented. Any Exterior work shall blend into the existing structure of the color scheme and exterior building appearance.

7. Interior Design: Interior design work is required and will be performed in conjunction with the VA’s interior designer team. The A/E firm’s Interior designer will assist with layouts of furniture/equipment and providing quotes and parts numbers for ordering of this furniture as needed. Quotes from vendors for furniture planned for the space shall be included with 35% and 65% submissions.

8. Plumbing: Evaluation of all existing plumbing, to include sanitary/storm water drain systems is required within the project area. Design modifications, additions and replacements to the existing plumbing systems, may include water lines and sanitary/storm water drainage lines.

9. HVAC: Mechanical heating, ventilation, and air conditioning will be required and shall meet the latest VA HVAC Design guidelines and provide new HVAC equipment(s). A/E shall confirm and/or field verify the existing conditions of the HVAC system and related components to include measuring air exchange rates. The A/E firm will be required to perform commissioning of all new HVAC equipment in the project. Adjacent area(s) shall conform with VA HVAC requirements with the areas being renovated and added.

10. Electrical: Evaluation of any electrical systems within the project area is required. This is defined as metering existing equipment to ensure available capacities are available for tie-ins. Modification, addition and replacement of any existing electrical systems may be required. The A/E firm shall perform and provide all computations and sizing calculations for new electrical loads anticipated and altered existing loads. The A/E firm shall coordinate with other disciplines involved in the project to prevent any discrepancies between design and construction. Project design shall comply with the NFPA and NEC codes.

11. Special Systems and Equipment: The design will include all special systems and equipment associated with the functions of the space. The A/E shall be required to coordinate the design work directly with the suppliers/ manufacturers of the new and existing equipment to produce a complete, functional, and operational project. All drawings, schematics, and other available data from the equipment suppliers shall be incorporated in the A/E drawings and specifications. The design shall address special systems including but not limited to elevators, fire alarm, telecommunications, security (card access/CCTV), medical gas monitoring, public address, and nurse call systems. Any new building or renovated space must tie into the existing fire alarm system and security system at the facility. Provide furniture, fixtures, and equipment (FF&E) layout drawings and specifications, with finish boards and items by model and quantity with cost estimate. Equipment and other FF&E related items shall be developed during each submittal phase of the project from concept to construction documents. FF&E and equipment layout plans shall be required and approved at the 35% level with user groups.

12. Fire Protection Engineer: The VA requires that all spaces shall be 100% sprinkled throughout the facility. The A/E shall have a fire protection engineer on staff to review and approval stamp the design/build fire protection system in the project as necessary.

13. Certified Independent Third-Party (CITP) Safety Review: The final design drawings shall be reviewed for compliance with applicable national and local codes and standards to include a NFPA Fire / Life Safety review by a qualified, licensed independent CITP consultant. A certification letter with written review comments shall be submitted on the CITP company letterhead.

14. Environmental (NEPA): The A/E is required to prepare documentation to satisfy the National Environmental Protection Act (NEPA) for this project. The A/E firm should include expertise on their team who has proven experience in going through the NEPA approval process. The A/E shall prepare all documentation required to complete the NEPA regulatory compliance for this project before construction documents are substantially completed. A/E shall include all coordination; including meetings, conference calls, emails and other correspondence necessary to achieve this objective. The A/E shall coordinate with the VA and possibly with other regulatory agencies throughout the design process, to include other A/E firms, regarding environmental aspects of the project. The A/E shall interface with local concerned community groups to inform and explain the project design. The A/E shall coordinate with all federal, state, local agencies and community groups.

This project will require a Storm Water Pollution Prevention Plan (SWPPP) and permit.

The SWPPP will comply with all requirements listed in the current California NPDES Storm Water Discharge Permit. A SWPPP will be required regardless of whether the projects total soil disturbance is less than 1 acre. A/E shall provide a California certified Qualified SWPPP Developer (QSD) who will be responsible for developing, submitting and paying all associated fees for SWPPP and permit. The SWPPP shall be coordinated with the VA representative for review and approval prior to submission into SMARTS. The A/E shall submit the SWPPP to the SMARTS database no later than the CD submission.

15. Historical: N/A

16. Energy & Resource Conservation: The design must accomplish the five Guiding Principles for Sustainable New Construction and Major Renovation. Originally set forth in the MOU for Federal Leadership in High Performance and Sustainable Buildings and updated in the High Performance and Sustainable Buildings Guidance, the five principles are: employ integrated design principles; optimize energy performance; protect and conserve water; enhance indoor environmental quality; and reduce environmental impact of materials. Technical guidance can be found at http://www.wbdg.org/pdfs/hpsb_guidance.pdf. New equipment shall be energy and resource efficient. Every consideration shall be given to providing a sustainable design in which the project budget can afford. The A/E shall provide whole building commissioning, and commissioning agent must be involved in the project from the Pre- Design Phase.

17. LEED Certification: The A/E shall design for LEED Silver Certification where economically feasible. Documentation for application for Certification will not be required.

http://www.wbdg.org/pdfs/hpsb_guidance.pdf

18. The A/E shall provide other documentation (i.e., calculations, reports, recommendations, etc.) that is appropriate to support the design effort and to keep the Government fully informed of all issues or potential problems. Provide computations and sizing calculations for new loads anticipated, altered loads and existing loads for electrical, plumbing, sanitary, and structural designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

Provide an investigation and explanation of code requirements incorporated into the design.

Furnish a copy of each code quoted or used in the design.

19. The A/E firm shall review all pertinent VA Numbered Standards for Construction such as PG-18-12 Design guides, PG-18-12-9 space planning criteria, PG 18-15 - A/E Submission Requirements – Volume C Minor project (See SOW Attachment 2 - AE Submission Design Guide), etc., and A/E is responsible for incorporating all such references in the design of this project. The A/E firm may obtain copies of the complete VA Design Guides, Design Manuals, Design Submission Instructions, Design Review Checklists and other resources from the VA Facilities Management Technical Information Library: http://www.cfm.va.gov/TIL/. The VA is mandated to follow the most stringent rules, codes & etc. when economically feasible; therefore, the A/E firm shall also review all applicable VA, Federal, State, County, City, Industry design guides, codes, standards, regulations and policies.

20. Design the project by using site measurements and verifying site conditions. At each submission, the A/E shall furnish a marked up set of "As Built" drawings for each discipline showing deviations between site conditions and the drawings. The A/E shall not rely solely on "As Built" drawings.

21. Drawings: The A/E shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products. This facility currently uses Autodesk Building Systems 2019. The standard drawing size shall be ARCH E (36” x 48”). The format to be used in creating the CAD drawings (i.e. layer/level structure, fonts, font sizing, file naming conventions, etc.) is the latest edition of the National CAD Standard (www.nationalcadstandard.org).

The A/E shall follow these level/layer formats, file-naming conventions, and symbol library.

Drawings to be drawn from the VAs “As Built” drawings updated by site verification, not scanned reproductions.

22. Specifications: The A/E firm may obtain a copy of the complete VA Construction Specifications from the VA Facilities Management Technical Information Library from the web page: http://www.cfm.va.gov/TIL/. The A/E shall provide the final typed specifications on CD-ROM in Microsoft Word. The VA uses MS Word 2007. The format shall be 1.5 spaced, left justify, 1-sided, laser quality, and Arial-size 11 font. The project title and number shall be on each page, top right-hand corner within the header section. The specifications shall be provided in Two (2) copies within binders, with identification labels on the binding and cover so the project title and number are readily visible and with tabbed dividers between each specification section.

23. Cost Estimate Submission Requirements: The A/E shall submit a construction cost estimate, (two (2) copies), from an independent firm for all trade disciplines with the drawings at each project submission. This estimate shall show the cost of construction, most likely to http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/ be reflected by the construction Contractors' bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Building gross area computations shall be included with each estimate. Estimates shall be broken down by AIA divisions. The first page will be a summary page showing deductive bid items, Contractor mark-ups, overhead, profit, and bonding to reflect true construction costs. The breakdown shall reflect Bid Items 1, 2, and 3 separately;

then in aggregate. The A/E is responsible for designing a project that adheres to the construction budget noted in this document.

24. Design Duration: The A/E shall perform design work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural And Engineering CPM Schedules, which is located in SOW Attachment 1 - AE Spec 01 32 16.01. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

PHASE I

Notice of Award NOA (Begin 14 Days Award Time)

PCAC Award/Administrative Time (Ends 14 Days after NOA)

Concept Design Submission – 15% (SD-1) (30 Days after NOA) VA Review 15% (15 Days) Schematic Design Submission – 25% (SD-2) (75 Days after NOA) VA Review 25% (15 Days) Schematic Design Submission – 35% (DD-1) (150 Days after NOA) VA Review 35% (30 Days)

PHASE II

Design Development Submission – 65% (DD-2) (225 Days after NOA) VA Review 65% (20 Days) Design Development Submission – 95% (CD-1) (290 Days after NOA) VA Review 95% (20 Days) Construction Document Submission – 100% (CD-2) (340 Days after NOA) VA Review 100% (10 Days) Construction Document Submission – 100% Bid Set (CD-2) (360 Days after NOA)

COMPLETE (360 Days after NOA)

25. Review Meetings: The A/E firm is required to attend all design review meetings after each submission during the design process. A/E shall be responsible for any required meeting agenda and/or minutes due to meetings with VA stakeholders, consultants, and equipment vendors.

D. Concept and Schematic Design Submissions – Phase 1

1. FIRST REVIEW EACH SUBMISSION: 15% Design Submission and 25% Design

Submission

a. Submittals: Provide two (2) copies of the A/E evaluation report to include remodel options; four (4) copies of preliminary plans (1 – full sets and 2 – half size); two (2) copies of cost estimates furnished by an independent firm; marked up as built drawings; one (1) copy of all calculations, computations, and engineering data. User meetings and page turn submittal review meeting required.

b. Narrative: Provide a design narrative for each technical discipline which describes the intent of each discipline and the basis of design assumptions, trade-offs, and decisions.

Narrative shall contain a weighted design matrix (WDM) which shall be used throughout the design period to compare design alternatives and possible trade-offs. Provide analysis and overview of FF&E.

c. Drawings: The A/E shall provide a full set of project drawings showing the scope and plan for each discipline involved to the completion level described below. Drawing format to be as described as in paragraph 2.D.21.

1) All Disciplines:

a) Demolition: Show what will remain during construction. Show means of protection.

b) Show and identify existing conditions, sections, elevations, details, dimensions, and capacities. The A/E shall site verify all items.

c) Show items to be removed, all disciplines.

d) Provide symbol sheets and explanation of detail symbols used.

e) Provide test fits and layout of all equipment in concept and schematic drawings

d. Cost Estimate: Submit a rough order of magnitude cost estimate to ensure design

(square footage) feasibility.

e. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

2. SECOND REVIEW: 35% Design Submission

a. Submittals: Provide two (2) copies of the A/E evaluation report to include remodel options; four (4) copies of preliminary plans (1 – full sets and 3 – half size); two (2) copies of cost estimates furnished by an independent firm, marked up as built drawings, one (1) copy of all calculations, computations, and engineering data. Shall include major user sign off block for floor plans. 35% design set shall be signed off by users and user involvement for changes or anything past this point will not be done. All major floor plans and equipment is locked in here. User review meeting and page turn submittal review meeting required.

b. Narrative: Provide a design narrative for each technical discipline which describes the intent of each discipline and describes the basis of design assumptions/ trade-offs/ decisions. Narrative shall contain a weighted design matrix (WDM) which shall be used to fully explore and evaluate the A/E proposed designs options. The design narrative shall also identify each and all required systems, utilities (including preliminary electric power requirement calculations, power metering, chilled water requirements, domestic water requirements, Geotechnical Analysis/ Survey, Life Cycle Cost Analysis, etc.), the capacities of said utilities, and all equipment with a brief description of its type, location, purpose and/or extent of use. A/E shall include all preliminary calculations to show feasibility of design decisions. The A/E shall address constructability issues and their impact on the project construction cost.

c. Specifications: Submit a cover letter and a list of VA master specifications intended for use on this project.

d. Drawings: The A/E shall provide a full set of project drawings showing the scope and plan for each discipline involved to the completion level described below. Drawing format to be as described in paragraph 2.D.21. (summarized notes are below)

1) All Disciplines:

a) Demolition: Show what will remain during construction. Show means of protection.

b) Provide one drawing to include Interim Life Safety Code Plan, Phasing Plan, Security and environmental controls/barriers.

c) Show and identify existing conditions, sections, elevations, details, dimensions, and capacities. The A/E shall site verify all items.

d) Show items to be removed, all disciplines.

e) Provide symbol sheets and explanation of detail symbols used.

f) Preliminary models of utilities (i.e. mechanical, electrical, plumbing, and special systems) to validate design decisions and calculations. Models shall be provided to prove feasibility of schematic design.

g) Provide layouts of all equipment and all drawings reflective of equipment.

Equipment needs to be fully vetted and list completed with users. All major equipment that could change the floor plans or make large changes shall be solved and signed off at this point.

2) Site:

a) Provide a detailed site plan reflecting the existing, to include the locations of all verified existing utilities, structures, and adjacent areas.

3) Architectural:

a) Show a single line layout for all floors and roof areas with double line for exterior walls, and single line layouts for buildings, structures, at a scale not less than 1/8” = 1’-0”.

4) Civil/Structural:

a) Show existing conditions and how new work interfaces.

b) Show locations, layout, elevations and details of the three (3) proposed

Building options.

5) Plumbing:

a) Show locations of existing underground water lines, to include irrigation, fire protection, sanitary, storm water, manhole structures, and catch basins. Show all valves and all buildings/areas that may be affected by a shutdown.

b) Show preliminary relocations and details of utilities affected by the proposed Building options.

6) HVAC:

a) Provide preliminary load and sizing calculations. Show the basis of design to meet the minimum room air changes, air pressures, and filtration as required by the VA HVAC design criteria and as recommended by ASHRAE.

7) Electrical:

a) Show any existing electrical systems within the project area.

e. Estimates: Submit two (2) copies of construction cost estimate from an independent firm

(for all disciplines), as outlined in paragraph 2.D.23.

f. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up

Design Development Submissions and Construction Document Submissions

– Phase 2

3. THIRD REVIEW: 65% Design Submission

a. Submittals: Provide one (1) copy of all calculations, computations, and engineering data for the basis of design; four (4) copies of drawings (1 – full sets and 3 – half size); two (2) copies of the specifications bonded and a table of contents; two (2) copies of cost estimate; updated as-built drawings for each discipline; and return all marked up documents from the previous submission. Page turn submittal review meeting required.

b. Narrative: Provide a design narrative that should represent a concise and complete record of the design process including all key design decisions to include background information addressing the reasons for and intent of these design decisions. Continue to use the narrative to communicate any other vital information as well as to provide support to other submission documents. Design deductive alternates shall be explored in detail and communicated within the design narrative. VA shall make the final determination on design deductive alternates. A/E shall complete a preliminary Construction Risk Assessment using VA provided template.

c. Specifications: Submit original and two (2) copies of the marked-up sections to suit the project. Editing and mark-ups shall easily identify modifications, deletions, and insertions.

"Catch-all" terms and generalizations shall be avoided. Items not relative to the project shall be edited out. The specifications shall be substantially complete as to content, checked and coordinated so that only an overall review will be necessary at the final working drawing submission. Original copy is to be in loose-leaf binder.

d. Drawings: The drawings shall be complete in all aspects. (summarized notes are below)

1) All disciplines:

a) Demolition work.

b) Show and identify existing, verified dimensions, conditions, and interfacing.

c) Show items to be removed.

d) Provide symbol sheets and explanation of symbols used.

e) Provide one plan to show Interim Life Safety / Fire Protection Plan, Phasing Plan, Security, and Environmental controls/barriers.

f) General Notes

g) Additive or Deductive Alternates shall be included in drawings and appropriately noted.

h) Provide layouts of all equipment and all drawings reflective of equipment. All equipment shall be finalized at this stage and user sign off on all equipment completed.

2) Site:

a) Show the existing and revised project area topography and new landscaping, to include the locations of all existing, new, or relocated utilities, structures, areas and buildings.

b) Ensure the Contractor is aware of the limited parking and material staging areas at this location. Show the limits of construction area.

3) Architectural:

a) Submit, as a minimum, a single line layout for all levels and roof areas with double line for exterior walls, and single line layouts for buildings, structures, /spaces, at a scale not less than 1/8” = 1’-0”.

b) Draw elevations, no less than 1/8” = 1’-0” scale. As necessary, show height dimensions and materials. Details and schedules shall be 65% complete.

c) Show environmental controls; location of any protective barriers and appropriate signage; phasing requirements.

d) Building renderings: A/E to furnish two (2) – 36”x48” poster/foam board and PDF copies

4) Civil/Structural:

a) Show existing and new structural work and support details.

b) Show the location, layout, elevations and details for the elevator.

5) Plumbing:

a) Clearly show all existing, relocated, and new underground water lines, to include irrigation, fire protection, sanitary, storm-water and catch basins.

b) Show temporary and permanent relocations or modifications.

c) Clearly show all points of connections for new water and drainage systems, to include connection and support details.

d) Show all water, fire protection, and drainage piping, including type and sizes.

Show all new valves, to include isolation, check, and backflow preventers.

e) Provide one-line diagram of all systems, and if a fire protection system is required, provide a complete plan layout with all required components and flow calculations.

6) HVAC:

a) Provide demolition drawings and show extent of disruption to areas adjacent to or affected by the modifications.

b) Provide a ¼” scale drawings for equipment room, equipment, piping, ductwork, diffuser locations for supply, return and exhaust air, and other interfacing elements.

c) Show riser diagrams.

d) Provide sketches and schematics, and schedule of points to be monitored by the building management system.

e) Provide control diagrams and sequence of operations for all HVAC systems.

f) Show equipment schedule.

7) Electrical:

a) The electrical drawing shall be substantially complete, showing all existing and/or new conduits, wire sizes, points of origination and termination, control/signal wiring and all other items necessary for a Contractor/ estimator to do a take-off.

b) Provide an electrical site plan with one-line power and lighting diagrams.

c) Provide one-line fire alarm system diagram.

d) Provide panel schedule, complete with circuit breaker sizes and equipment designation.

e) Provide an equipment schedule for all equipment showing manufacturer or basis of design, voltage, amperage, phase, conduit size, and conductor size.

e. Estimates: See paragraph 2.D.23 above.

f. Construction Phasing: If applicable, present proposed phasing plans that will accomplish the construction work with a minimum of disruption to the normal operations of the hospital.

g. Code Requirements: Provide an investigation and explanation of any applicable regulatory/code requirements incorporated into the design. Furnish a copy of each code quoted or used in the design.

h. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up

4. FOURTH REVIEW: 95% Design Submission

i. Submittals: Provide four (4) copies of drawings (1 – full sets and 3 – half size); one (1) copy of specifications; one (1) copy of updated cost estimates; and updated marked-up as-built drawings. Return the marked-up drawings & specifications from the previous submission. Page turn submittal review meeting required.

a. Narrative: Provide a design narrative that should represent a concise and complete record of the design process including all key design decisions to include background information addressing the reasons for and intent of these design decisions. Continue to use the narrative to communicate any other vital information as well as to provide support to other submission documents.

b. Specifications: The specifications shall be in final draft, completely edited and checked, per earlier description, and one (1) copy.

c. Drawings: The drawings shall be 100% complete for all applicable disciplines.

(summarized notes are below)

1) General: Provide layouts of all equipment and all drawings reflective of equipment

2) Site: Submit Site Plan complete with details, landscaping, and general notes.

3) Civil/Structural: Submit complete plans, elevations, sections, details, schedules, general notes, and calculations for the basis of design.

4) Architectural:

a) Building renderings: A/E to furnish two (2) – 36” x 48” poster/foam board and PDF copies

b) Finish board (mounted on foam board): Two (2) each for building and furniture finishes

5) HVAC: Provide complete coordinated HVAC drawings and calculations. Provide all plans, sections, elevations, details, flow and control diagrams, schedules, and detailed connection to the new SIEMENS control system. Provide new SIEMENS panel control system with the tie-in to the old SIEMENS control – Building Automation system panel.

6) Plumbing: Provide complete drawings, elevations, plans, details, and riser diagrams.

7) Electrical & Telecommunications:

a) Provide all drawings, elevations, plans, details, and schedules. Indicate all circuiting of all systems on drawings.

b) Show final sizes, ratings, feeders, and identification of all electrical equipment, if applicable.

d. Estimate: See paragraph 2.D.23 above. The estimate shall be presented in complete form to reflect additive or deductive alternates, quantitative material cost, labor costs, and overhead and profit anticipated on date of bid opening.

e. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up

5. FIFTH REVIEW: 100% Construction Design Submission

After material of the 100% submission has been reviewed and ensure that all notes from 95% are met, the A/E shall make all necessary changes to incorporate the review comments and furnish the following:

a. Narrative: Complete and concise in every aspect. Narrative shall include the following: All Engineering calculations; phasing requirements; cost estimate complete with deduct or additive options; construction duration estimate.

b. Specifications: One (1) copies of typed specifications double-sided in a 3-ring binder, labeled. Furnish one set of final specifications on a CD-ROM disk.

c. Drawings: Two (2) complete sets of blueprints signed (2 – half size) ready to issue for competitive bid.

d. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

e. Certified Independent Third-Party (CITP) Safety Review comments on final design.

f. An updated (100%) electronic copy of drawings in the latest version of AutoCAD or AutoCAD Architectural Desktop on CD-ROM.

g. Completed NEPA and Historical documentation will be submitted as part of the final package.

6. FINAL SUBMISSION: (100% BID SET Construction Documents)

After material of the 100% submission has been reviewed, the A/E shall make all necessary changes to incorporate the review comments and furnish the following and complete the stamped bid set drawings:

a. Narrative: Complete and concise in every aspect. Narrative shall include the following:

All Engineering calculations; phasing requirements; cost estimate complete with deduct or additive options; construction duration estimate.

b. Specifications: Two (2) copies of typed specifications double-sided in a 3-ring binder, labeled. Furnish one set of final specifications on a CD-ROM disk.

c. Drawings: Five (5) complete sets of blueprints signed (2 – full size and 3 – half size) ready to issue for competitive bid.

d. QC Checklist: Submit the completed QA/QC Plan along with the latest marked-up

e. Certified Independent Third-Party (CITP) Safety Review comments on final design.

f. An updated (100%) electronic copy of drawings in the latest version of AutoCAD or AutoCAD Architectural Desktop on CD-ROM.

g. Completed NEPA and Historical documentation will be submitted as part of the final package.

h. Solicitation Support Services (Option Item): AE shall provide solicitation support services during the construction period’s solicitation phase.

i. Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

ii. The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

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

iv. Questions from contractors may come at multiple times and cover several or a few 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.

v. Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE 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 AE is required to comply with the five (5) calendar day requirement.

vi. Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

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

E. Construction Period Services (CPS) – (Option Items)

1. The A/E firm shall have representation at weekly construction meetings, review and respond to all design related RFIs within (7) calendar days, review all submittals for the project within (14) calendar days including the construction schedule, and perform acceptance testing on behalf of the VA for all building and utility systems.

2. Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

3. As requested by the VA, the A/E and/or other Sub-Contracted vendors shall be required to make periodic site visits to monitor, inspect and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

Written Reports shall be submitted on all site visits.

4. The A/E shall perform/witness commissioning of the building systems. The A/E shall take part on the VA’s behalf reviewing the contractors commissioning plan, commissioning, and taking part in all commissioning activities with the contractor’s 3rd party commissioning agent.

5. At project completion, the A/E shall incorporate the as-built drawings from the Contractor and furnish an updated set of Construction Drawings (CDs) and a set of "record" drawings.

It is permissible for the A/E to require the Contractor to provide the marked-up (red-line) "As-Built" drawings.

3. QUALITY ASSURANCE/ QUALITY CONTROL (QA/QC):

A. 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:

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

2. Two weeks (14 calendar days) after receipt of the Notice of Award the A/E shall submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

3. Each Submittal (15%, 25%, 35%, 65%, 95%, 100%, 100% Bid Set): Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

4. ADDITIONAL SERVICES

A. If additional services are necessary to be performed by consultants, submit criteria for the work to be performed to the VA Contracting Officer as soon as possible. Upon approval of the criteria by the Contracting Officer, submit proposals and qualifications of at least three firms being considered for the work in accordance with the contract procedures of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval.

B. A/E shall provide all required documentation and pay all associated fees for the PG&E Design application and other local utilities authorities. Application should be provided to the VA representative for approval no later than the 65% submission.

5. PROFESSIONAL LICENSING

A. The A/E who prepares the submissions shall be a professional architect or engineer licensed in any state in the US, with the exception of the Structural Engineer who shall be licensed in the state of California. A/E firm shall maintain all professional engineering licensing, certifications, and accreditation information, along with any other credentials and qualifications for all workers involved in this project and provide copy of such to the VA upon request.

B. The professional seal indicating such license by the State shall appear on the final submission with signature. The Architect or Engineer whose seal is shown will be known as the Architect of Record, or the Engineer of Record. The Design A/E shall certify compliance with the SOW and all applicable codes and regulations.

6. COMPLIANCE WITH CODES AND STANDARDS

A. A/E shall comply with applicable standards and codes described in VA Program Guides included or referenced in the contract.

B. A/E shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

7. PAYMENT

The A/E shall coordinate with the COR prior to submitting invoice to Austin, Texas. See Contract for additional information regarding payment.

8. DEFINITIONS

A. Contracting Officer (CO): The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer.

B. Contracting Officers Representative (COR): The Contracting Officers authorized representative at the construction site. His/her duties include surveillance of all construction work to assure compliance with the contract documents, interpretation of the contract documents, approval of changed work, approval of all submittals, samples, shop drawings, etc.

C. Architect & Engineering (A/E): Refers to the Architect Engineer firm that prepares and produces all survey/study/evaluation documents for subject project. Includes all Joint Venture (JV) partners, consultants and Subcontractors to the one firm. The design team shall provide Architectural and Engineering disciplines for the preparation of evaluation, construction documents, and construction Contractor capabilities for construction of the project.

D. Records Management Requirements: The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the…