SOW AE Construct Sterile Processing Service (SPS).docx

Department of Veterans Affairs Tennessee Valley Healthcare System (TVHS) York Campus Requirements for A/E Services Project 626A4-23-101 Construct Sterile Processing Service (SPS)

I. GENERAL SCOPE OF WORK

The consultant shall provide all necessary architectural and engineering (A/E) services as required to prepare complete contract drawings, specifications, technical reports, and cost estimates/cost control, including services throughout construction for "SPS Site Preparation” in portions of buildings 1, 117 and 120 of the TVHS York VA Medical center, 3400 Lebanon Rd, Murfreesboro, TN 37129. This project will design the space to facilitate the proper installation and flow of disinfecting instruments/equipment for the sterile processing service (SPS). The design includes but is not limited to space planning, mechanical, electrical power and systems, fire alarm, controls, sprinkler, plumbing, architectural, structural, industrial hygiene, and fire protection.

II. JUSTIFICATION & VA PLANNING CONCEPT

The existing SPS is undersized and outdated. The existing space is inconsistent with VA design standards, including size, layout, infrastructure, and finishes. The limited space inhibits workflows, creating issues, and reduces staff efficiency. The finishes do not meet the current VA standards. TVHS is planning on increasing Operating Room procedures at the Murfreesboro Campus. The dental department is growing substantially, which will contribute to the SPS workload.

This project will renovate approximately 7,000 square feet of the TVHS, Murfreesboro Campus Medical Center to ensure compliance in the Sterile Processing Services critical environment. The project will upgrade and modernize areas for decontamination, scope cleaning, sterilizing area, assembly/prep, sterile storage, and ancillary spaces. The design will include an upgraded Air Handling Unit (AHU) and mechanical room. Energy efficiency improvements shall include lighting, Direct Digital Control (DDC), insulation, ductwork, temperature resets, AHU improvements and new Variable Frequency Drives (VFD). The renovated space should be 30% better than American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) 90.1-2007.’

III. STATEMENT OF PROJECT OBJECTIVES

The Department of Veterans Affairs intends to have the A/E thoroughly survey, investigate, and document the existing spaces and utility systems, to gain the knowledge and insight necessary to prepare accurate construction bid documents in a professional and competent manner. The project objectives are as follows:

A. The project shall provide a modern, compliant SPS space, meeting VA needs, VA space criteria, VA directives, VA standards, VA guidelines, VA criteria, and VA design alerts.

B. The project will ensure adequate space and systems to provide a compliant and functional SPS. When fully operational, the SPS will provide space for proper cleaning, disinfecting, and sterilizing semi-critical and critical Reusable Medical Equipment (RME). The A/E shall perform space planning to support these requirements.

C. To ensure adequate utilities, adjacent areas affected by the construction should be included in the survey. The project shall include any necessary upgrades, expansions and additions to mechanical rooms and electrical closets if necessary. A new AHU will be required. Design a critical water systems and equipment spaces to support the SPS equipment and processes. The design shall maintain utility services to adjacent areas, which will remain in operational during construction.

D. SPS should be designed for flexibility and adaptability to accommodate future changes, growth, and equipment replacement/upgrades. The design shall allow for equipment serviceability/maintainability and future replacement without reworking systems/feeds.

E. The existing SPS space (ground floor Building 1) will remain in operation while the new space is constructed, then after the move the existing SPS area will be renovated to accommodate displaced services/functions. AE is to design the renovation of the old space to meet the needs of the new function/ users.

F. The project will modernize systems and provide improved energy conservation and efficiency to ensure efficient controls and optimization.

1. Necessary site survey work and evaluation, such as verifying existing conditions and verifying and analyzing utility systems, shall be accomplished in conjunction with the preparation of design documents. The A/E shall furnish documentation and drawings of these findings and address deficiencies in the design process. site surveys with each discipline on site

2. The complete site survey work shall include a thorough investigation of existing conditions to accurately document and convey space dimensions for measured drawings, all utilities for affected areas, and utilities that traverse through affected areas. Typical construction types, variations, and finishes should be noted appropriately.

3. Utility system verification shall include, but not be limited to, the necessary testing of affected systems to ascertain the existing conditions that will impact the design and construction process. Systems that are insufficient in capacity, or non-compliant or prevent new/upgraded equipment from operating shall be considered for expansion, modification, and/or replacement.

B. The A/E shall provide cost estimation, project scheduling, phasing, and bid period services (bidder questions, request for information (RFI), and 2 pre-bid site surveys), and the optional construction period services (CPS) as further described in the contract.

J. The design shall be energy efficient, durable, employing energy-saving measures such as occupancy sensors and night/unoccupied setbacks where applicable on lighting and HVAC systems.

K. The A/E shall provide estimates and design within funding limitations. The A/E shall design for a construction budget between $5 million to $10 million. The construction budget will be disclosed to the selected A/E during negotiations. The design shall incorporate 10% and 20% deductive alternates.

L. A/E shall coordinate and execute cost control measures throughout the design. Cost estimate(s), review, and cost control shall be part of each phase of the Quality Assurance (QA) process and each design submission and submission review.

M. The A/E shall coordinate with equipment vendors and review/incorporate vendor equipment drawings to ensure proper site preparation of the equipment.

N. Plans must be reviewed and approved by the TVHS multi-disciplinary team, SPS service, fire protection review, and the National Program Office of Sterile Processing (NPOSP). NPOSP reviews may take up to 10 days. AE will examine and resolve issues to ensure a compliant and operational space with working equipment.

O. The A/E shall perform independent space planning, including coordination with the VA Planning department, surveys, and additional meetings with staff to produce accurate space programming.

P. The A/E shall develop and execute a QA plan that demonstrates the team approach and methodology for design review, 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 plan and the project schedule shall be submitted to the VA. It shall describe each QA task that will be taken during the development of the various design submission packages, including a 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. 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. The QA teams shall review issues with the design team, so corrections are made prior to submission of each package. QA team shall be involved throughout design, installation, inspection, and testing. A final QA report shall include an overview/main narrative, designer certification letters of compliance for each discipline/trade, a final inspection list, and a tracking sheet of corrections. The QA team leaders shall maintain a tracking sheet, mapping all code compliance issues from inception, review, and resolutions. Tracking sheet line item activities shall include the date, issue/subject, review and decision, responsible A/E designer, and satisfactory resolution. Since the A/E is solely responsible for the 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.

Q. The A/E shall provide three (3) color boards of finishes for VA review, discussion, and selection.

R. AE design shall include signage and wayfinding, matching the facility standard.

S. The A/E shall identify and design for the removal of all hazardous materials. Some asbestos is expected in Building 1 (flooring mastic and pipe joints).

1. Perform an asbestos survey to identify approximate quantities of asbestos-containing material (ACM) in type and location for complete abatement from the general limits of construction. Adjacent areas 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. The A/E will investigate and design for corrective action.

V. BASIS FOR DESIGN

A. Department of Veterans Affairs standards may be obtained from the Internet at http://www.cfm.va.gov/TIL/ and referencing VA Office of Construction & Facilities Management Design Guides

B. PG-18-2 Design Guide, 285 Sterile Processing Service https://www.wbdg.org/FFC/VA/VASPACE/spChapter285.pdf

C. Comply with VA Directives, https://www.va.gov/vhapublications/publications.cfm?pub=1 including and VHA DIRECTIVE 1116(2) STERILE PROCESSING SERVICES (SPS) https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3186

D. Comply with the Barrier Free Design Standard VA PG 18-13. https://www.cfm.va.gov/til/accessibility.asp E. Comply with current federal, national, and international building codes, applicable state and local building codes and standards, as well as codes/standards from other recognized authoritative bodies. This includes, but is not limited to, authoritative bodies such as Association for the advancement of Medical Instrumentation (AAMI), 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), National Electric Code (NEC), National Fire Protection Association (NFPA), National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), Occupational Safety and Health Administration (OSHA), Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA), Electronic Industry Alliance/ Telecommunications Industry Association (EIA/TIA), American Disabilities Act (ADA), American Barriers Act (ABA) and other applicable codes referenced in the VA design guidelines and Master Specifications. Designers shall indicate each applicable code with the current date, revision, version indicated on one sheet, including each applicable VA Guidelines / Standards. Submit this with the Schematic Design Submission and include with the drawing packages F. Any deviation from requirements, guidelines, standards, specifications, etc., including the application of equivalent and/or supplementary codes/standards supporting the project work, shall be requested in writing and presented to the VA for approval. The deviation request shall include the item for which deviation is requested and the reason or justification for deviation. VA review of requests shall not alleviate the AE of their responsibility of producing a fully compliant, working design.

G. Comply with VA TIL, PG-18-3, Design and Construction Procedures http://www.cfm.va.gov/TIL/cPro.asp H. Comply with VA TIL, PG-18-15, AE Design Submissions and Review (Volume C-Minor and NRM Projects). http://www.cfm.va.gov/til/aeDesSubReq.asp I. Comply with TVHS Energy Requirements and Design Guide (revision September 2014, attached). See ASHRAE 90.1-2010 for energy requirements.

J. Ensure proper life safety and VA accessibility requirements. Code Analysis will be clearly defined on the Index Sheet of the Construction Documents. There shall be a stamped life safety sheet.

K. The awardee shall design within the construction budget provided at the time of contract award.

L. Comply with the requirements of the VA Design Manuals PG-18-10 http://www.cfm.va.gov/til/spclRqmts.asp#PHS M. Comply with the Physical Security design manuals for VA Facilities. This is a Mission Critical Facility.

N. Comply with PG-18-14, Room Finishes, Door, and Hardware Schedule.

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 A/E 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 in which critical decisions need to be made, sufficient and relevant information must be provided timely in order for the design to progress to meet specific milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions with regard to 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.

A. Provide each submission with all drawings and support material dated and appropriately labeled above the title block:

Onsite Design Kick-off Meeting & onsite A/E Site Survey & Space Planning Meetings

2 Days

A/E Space Programming Submission

10 Days

Government Review & AE Programming Meeting

7 Days

Government Review

14 Days

SD1 review and onsite AE field investigation

1 Days

Government Review & Leadership Concept Sign-off

14 Days

Onsite SD2 review and onsite AE field investigation

2 Days

Government Review

14 Days

Onsite DD1 review and field investigation

2 Days

Government Review

14 Days

DD2 review and field investigation

1 Days

Government Review

14 Days

CD1 review and AE field investigation

1 Day

Government Review

7 Days

CD2 review and AE field investigation

1 Day

Total Days

261 days

A. The VA submission review comments may be verbal, noted directly on review sets, or written list. The AE shall be responsible for compiling & addressing review comments. The A/E shall produce and distribute meeting notes or minutes for VA review immediately after each submission review meeting. The AE is responsible for running the meetings, reproducing of all meeting materials for review, and producing the agenda, attendance, and complete meeting minutes. Meeting minutes shall be distributed within 3 days of each meeting. An in-person design meeting will be required for each submission that is indicated in the schedule as “on-site.” Where “AE field investigation” is indicated in the schedule, the AE shall conduct a follow-on group survey of the space for 2 hours or longer as required to address issues.

B. The schematic submission shall include three (3) viable proposed layout (space configuration) options. The A/E shall thoroughly present each option for discussion, pointing out the advantages and disadvantages of each option.

C. For each submission, furnish electronic files in the latest version of Microsoft Office and/or AutoCAD 2020. PDFs of the specifications will also be furnished. Submit four (4) hard copies of all drawings (two of which will be half-sized) and submission materials. The AE shall ship one hard copy of each submission to the National Program Office of Sterile Processing (NPOSP), as well as provide a timely electronic copy.

D. The designers will stamp and sign the 100% construction document submission. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the contract requirements.

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

F. The Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with 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 clearly identify the product that will be used in the.

G. Final bid documents shall be reproduced as part of the contract. Two (2) full sets and two (2) half sets of the Construction Bid Documents are to be delivered to the CO/COR. Electronic files of the Construction Bid Documents will be provided to the CO/COR.

H. Total time to the design from beginning through final reproduced bid documents shall be 261 calendar days from the issuance of the Notice to Proceed. Each submission will require maximum fourteen (14) calendar days for VA review. The A/E shall prepare a submission schedule based upon their understanding of the design and their staffing workload.

VII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS (OPTIONAL – exercised at the VA’s discretion) 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 seven (7) days of the A/E's receipt of the submittal.

B. Review Analysis of Requests for Information (RFI), Change Orders, and Costs concerns: The A/E shall provide prompt response when contacted by the CO or COR, to review and provide analysis of construction contractor RFI; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. 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 (RFP) for anticipated changes. RFI response time shall be 5 days.

C. Site Visits: A/E shall provide 48 additional site visits (1 person for 3 hours onsite) during the construction period, in addition to mandatory A/E site visits for pre-bid conferences, in-wall inspection, above ceiling inspections, AHU & VFD start-up, functional/operational testing, SPS equipment and critical water tests, controls optimization and programming, and final inspection. The A/E shall produce an observation list(s) and a narrative with each site visit. 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 an extended period of time is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The COR has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the COR of their presence on site, before any work is performed, in order 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, deficiencies, and recommend appropriate corrective actions.

D. The A/E, when requested, shall assist the CO 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.

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 conditions, 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 target system without translation or processing of data files. Problems shall be corrected to satisfaction of VA. Final electronic media specifications shall be in Microsoft Word 2020 and Adobe PDF.

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

The following items will be furnished to the selected A/E:

A. Electronic media of floor plans and prints of the station utility drawings, site plans, and building floor plans). The station does not have electronic versions of existing utilities (mechanical, electrical, plumbing, etc). 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. 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. VA Concept Space Planning (VA SEPS) will be provided for informational purposes during negotiations with the selected AE. This AE is responsible for a systemic review, discussing program variables and resolving issues to develop the AE space programming for the new SPS.

C. VA Project Concept Proposed Location IX. GEOGRAFICAL LIMITIATIONS: A/E’s office shall be located within 400 driving miles to the Alvin C. York VAMC Campus, Murfreesboro, TN.