SOW - AE Minor 539-336 9.12.23.docx

VA Medical Cincinnati 09/12/2023 3200 Vine Street Cincinnati, Ohio 45220

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Construct Inpatient Tower 7th Floor

PROJECT NO: 539-336

PROJECT NAME: Construct Inpatient Tower 7th Floor VAAR magnitude of construction is between $10,000,000 and $20,000,000.

1. GENERAL INTENTION: Contractor shall provide architect-engineer (A/E) services for Project No. 539-336 to Construct Inpatient Tower 7th Floor Building No. 1 at the Cincinnati VA Medical Center, Cincinnati, Ohio, in accordance with the general items as written.

2. A/E STATEMENT OF WORK: This contracted work includes preparation of drawings, specifications and cost estimates for all facets of work and trades necessary to facilitate award of a construction contract in order to renovate approximately 16,300 Gross Square Feet (GSF) of Building No 1 for the Construct Inpatient Tower 7th Floor Project. The entire area is involved in this project. The work involved will construct a 6,000 SF addition on top of the 6th floor addition to be used for inpatient mental health programs and clinics. Additionally, this project will renovate existing Mental Health space on the 7th floor. Asbestos and lead-based paint abatement is part of this project.

As this is an occupied and secured inpatient space, planning for phasing the construction work is required.

Construction period services (Option Line Items) to include submittal/shop drawing review, answering questions, issuing amendments, site visits, creating bulletins/change order documentation (including cost estimates), review of contractor proposals for additional work, participation in punch list inspections, and the creation of record drawings. In addition, the A/E will be expected to work with a 3rd Party Commissioning Firm that is contracted via a separate contract with the VA.

The above A/E SOW constitutes a basic outline of work and in no way outlines all of the details for the design of this project. It is recommended that a detailed inspection of the premises be initiated to determine the needs and conditions for the design and plans for this project. Copies of the original construction drawings/record drawings for the space are available for A/E use.

3. The contractor shall furnish a complete design package to include plans, architectural, structural, electrical, mechanical, views, details, sections, elevations, shop drawings, independent fire/safety review, BIM record drawings, edited specifications, site visits, commissioning, and related information as required by the contract. Provide a Certified Industrial Hygienist (CIH) report, include abatement design drawings and/or specifications as well as other input into the specifications, provide an Asbestos/Lead-Based Paint Abatement Final Report with a cost estimate, and provide asbestos abatement monitoring/oversight. A survey and testing of suspect hazardous materials must be specifically conducted and reported in accordance with 40 CFR 763.85, Inspections; 763.86, Sampling; 763.88, Assessment. The Inspector must meet the training and certification requirements of 40 CFR 763 and Appendix B to Subpart E of Part 763, in addition to Ohio EPA Codes.

A/E to provide list of all equipment needed for project to be fully functional with identified equipment funding source (construction project funded or VA funded). The funding source must be determined per the following decision tree:

Decision Tree:

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

2. Is the item covered by OCFM's Master Construction Specifications PG-18-1 Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the equipment is to be funded within the construction project. If no, go to question 3.

3. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Division 27 and not IT equipment? If yes, the equipment is funded within the construction project. If no, go to question 4.

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

A/E shall submit certification memo that design is independent of future projects and includes all equipment required for the project to be activated/fully functional as required by the OCAMES Updated Construction Guidance and Expectations Memo dated Sep 12th, 2016.

The A/E shall collaborate with the VA’s designated HVAC Commission Authority in the Design Phase and through the Construction Phase. Depending on the project, a Pre-TAB shall be performed to determine current HVAC conditions. The Pre-TAB shall be done under a variety of operating conditions to ensure the design will have sufficient flow (i.e. steam, hydronic water, air flow) under these operating conditions.

The contractor shall be solely responsible for the management and professional design, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the contract.

4. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be accomplished by the A/E design services so as to permit the award of a construction contract, using standard Federal Acquisition Regulation procedures for the construction of the facilities designed at a price that does not exceed this project’s estimated construction contract: VAAR magnitude of construction is between $10,000,000 and $20,000,000 .

5. Construction contract supervision will be conducted by the Project Section of Engineering Service at the Cincinnati VA Medical Center.

6. VA has adopted the latest edition of the following codes and standards as minimum design criteria for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

a. VA Directives, Design Manuals, Master Construction Specifications, VA National CAD Standard Application Guide, Manual for Preparation of Cost Estimates for VA Facilities, VA Space Planning Criteria PG-18-9, Minimum Requirements for A/E Submissions PG-18-15 Volume C Minor and NRM Projects, VA Design & Construction Procedures PG-18-3, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

b. Occupational, Safety and Health Administration (OSHA) Standards.

c. International Building Code (IBC)

d. National Electrical Code (NEC)

e. National Fire Protection Association (NFPA) Codes, with the exception of NFPA 5000 and NFPA 900

f. National Standard Plumbing Code (NSPC)

g. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1

h. ASME Boiler and Pressure Vessel Code

i. ASME Code for Pressure Piping

j. Architectural Barriers Act Accessibility Standard (ABAAS), including VA Supplement, Barrier Free Design Guide PG-18-13

k. Building Code Requirements for Structural Concrete, American Concrete Institute (ACI 318 – 11) and Commentary

l. Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

m. Energy Code for New Federal Commercial and Multi-Family High Ride Residential Buildings: Final Rule. Mandatory for New Federal Buildings, Department of Energy (DOE) regulations, 10 Code of Federal Regulations (CFR) Parts 434 and 435.

n. The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01 00 00 of the VA Master Construction Specification.

o. Executive Order 13693, “Planning for Federal Sustainability in the Next Decade”

p. Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1

q. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

r. U.S. National CAD Standard

s. Executive Order 13221, “Energy Efficient Standby Power Devices”

t. EPACT 2005- Energy Policy Act of 2005

u. Energy Independence & Security Act

v. Cincinnati VA Medical Center Engineering Service “Standard List”

w. VISN 10 Energy Requirements for the Procurement of all New Construction, Major & Minor Renovation Projects.

x. VISN 10 Sustainability List

OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

The following references should also be used to complete the design documents:

· VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

7. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 10 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

8. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

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

10. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

11. TELECOMMUNICATIONS DESIGN: In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” February 2016 (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

12. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 2. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is included as SOW Attachment 5, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

13. Conflicts between nationally recognized standards and VA Requirements:

Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure a consistency system wide.

14. A/E shall include certified industrial hygienist (CIH) involvement regarding matters such as asbestos and lead in drawings, specifications, and construction period services (Option Line Item), which will include: the pre-construction meeting, full-time field monitoring during abatement, sample taking, expeditious laboratory testing and result reporting, and providing final reports.

15. A/E shall work with the VA Interior Designer and VA’s furniture vendor for incorporation into equipment layout plan sheets and construction cost estimate. Furniture/equipment items that are to be attached to walls are a part of the construction contract. Freestanding furniture such as chairs, bookcases, etc., are to be indicated as “VV” items on the plan sheets, but will not be included in the contracted construction or construction cost estimate (refer to PG-18-5 “VA Equipment Guide List“ (https://www.cfm.va.gov/TIL/equip.asp). Items such as disposable gloves dispensers, waterless hand sanitizer dispensers, needle/sharps disposal containers, shall be appropriately identified. Interior design finish requirements shall be submitted with the 85% design review.

16. The A/E shall be prepared to work with a VA Commissioning Agent from the start of the design process to the end of construction. At each design submission level, the A/E shall document all possible Life Cycle Cost Effective energy and water efficient options available on this project and list reasons why certain options were included and others were not included. The A/E shall do a check out of the completed system. The A/E shall follow Sections 438 of EISA 2007, when applicable.

17. A/E shall include an independent fire/safety review. A copy of the report generated from this review shall be submitted with the 85% design documents. Comments from the review shall be incorporated into the design of the project.

18. SUBMITTAL REQUIREMENTS:

All plans and details shall adhere to the Office of Construction & Facilities’ project document requirements and utilize the Standard VA Title Blocks as provided by PG-18-13 “VA BIM & CAD Standards” (http://www.cfm.va.gov/til/projReq.asp).

The A/E shall develop the project utilizing Building Information Modeling “BIM” software (Revit 2019 or latest version available to VA.)

A/E shall be required to provide a computer 3D model and prepare various 3D renderings to present to the VA throughout the design phase to adequately represent Architectural, Mechanical Electrical Plumbing - MEP, and, site conditions, etc. to aide with facility visualization and contractor coordination.

BIM Model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect final as-built conditions (possibly incorporating into VA Master Record Documents – pending facility expertise). The BIM model shall conform to the requirements of the current revision of the PG-18-13 “VA BIM & CAD Standards” Manual (https://www.cfm.va.gov/til/projREq.asp). The deliverable model at the interim design stage and at the final design stage shall be developed to include as many of the systems described below as are necessary and appropriate at that design stage.

The Model shall include but not be limited to the following: Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Departmental ownership, Architectural Schedules, Walls and Curtainwall Sizes, Shapes, and Material Data. Doors, Windows, Louvers, Roof, Floors, Ceilings, Vertical Circulation, Architectural Specialties and Woodwork, Life Safety information (Fire Extinguishers, wall ratings, door ratings, Fire Protection/Alarms), General Signage, Schedules, Furniture, Equipment, Structural, Foundations, Shafts and Pits, Mechanical, HVAC, Plumbing, Electrical/Telecommunications, Power and Lighting, Steam distribution, Nurse call info, Asbestos/ Hazard Material info, Security system information (Access controls, security cameras, panic alarms, overhead paging), Exterior Building Information, and other Civil Engineering Data as required such that data may be easily integrated into one master record document of the facility.

Construction Cost Estimates shall be provided using the guidance provided by the Office of Construction & Facilities Management Cost Estimating website (https://www.cfm.va.gov/cost/index.asp).

Per the current (August 2022) edition of the Cost Estimating Requirements for Veterans Affairs Facilities Manual, Chapter 1, Section 1 specifically requires independent/3rd Party cost estimates as follows:

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

Electronic Data: In addition to hardcopies, provide electronic copies of data along with a complete listing of all drawing layers used. Provide drawings in both RVT and PDF file formats. The specifications shall be provided in Microsoft Word and PDF file formats. Reports/Narratives can be provided in PDF file format from a scan. Provide cost estimates in PDF file format.

· Meeting Minutes

· Provide a memorandum narrating each visit/meeting with the VA.

· Submit the memorandum within 7 calendar days of the visit/meeting.

· Memorandum can be mailed or scanned and attached to an email transmission.

· 35% Schematic Design (Layout Design)

· Full size set of all drawings, SEPS data, and narrative

· Asbestos/Lead-Based Paint Sample Laboratory Testing Reports

· Construction cost estimate

· Electronic submission of all files

· 85% Design Development (DD1)

· Full size set of all drawings and edited specifications.

· Provide specific specification divisions and drawings for each of the Cincinnati maintenance shops respective to their trade/specialty to include the VA’s designated HVAC Commission Authority and contracted fire protection consultant.

· Provide interior design finish requirements

· Provide independent fire/safety review report

· Set of HVAC/Electrical load calculations

· Set of the construction cost estimate

· Electronic submission of all files

· 100% Design Development (DD2)

· Full size set of all drawings and edited specifications.

· Provide specific specifications divisions and drawings for each of the Cincinnati maintenance shops respective to their trade/specialty to include the VA’s designated HVAC Commission Authority and contracted fire protection consultant.

· One (1) set HVAC/Electrical load calculations

· One (1) set of the construction cost estimate

· Electronic submission of all files

· Construction Documents (Final Bid Documents)

· One (1) set of final reports and calculations.

· One (1) set of the final construction cost estimate.

· One (1) set of construction documents (drawings and specifications.)

· One (1) set of construction drawings, 50% scale/half size

· Electronic submission of all files

· Record Drawings (As-built drawings)

· Drawing sets to be provided in RVT, DWG, and PDF file formats

· One (1) set of updates to Hospital’s Steam Record Drawings indicating all new steam piping and equipment in both DWG and PDF formats.

19. SUBMISSION, REVIEW, AND COMPLETION SCHEDULE:

35% Schematic Design (SD) 85 calendar days after Notice of Award

85% Design Development (DD1) 120 calendar days after approval of COR to proceed toward DD1

Submittal

Total Period of Performance 365 Days from Notice of Award

A detailed breakdown of the above submittal schedule with specific calendar dates must be provided for approval by the COR as part of the A/E proposal.

20. CONSTRUCTION PERIOD SERVICE REQUIREMENTS (Option Line Items):

a. Review all construction contractor submitted shop drawings and submittals, as required by specifications, recommending either approval/disapproval with inclusion of comments to the COR and return within fourteen (14) calendar days of receipt. A/E shall include the VA’s designated HVAC Commissioning Authority in the submittal process of HVAC related controls/equipment and incorporate comments provided by the VA’s designated HVAC Commissioning Authority.

b. Review all cost proposals for construction changes and return within seven (7) calendar days.

c. Review and provide responses to all RFI within seven (7) calendar days.

d. Provide CIH monitoring, sampling and laboratory tests during removal of hazardous material such as asbestos or lead, if necessary. Provide documentation of disposal with associated quantities.

e. Site visits during construction:

1) 12 additional visits at the request of Contracting Officer.

2) Participation in final acceptance inspection, prepare punch list, create equipment list

3) Verification of final inspection punch list items completion

f. A site visit report which includes the purpose of the visit, observed construction, advisement of any deviations/deficiencies, recommendations, additional actions required, items reviewed, shall be furnished to the COR with seven (7) calendar days following the visit date.

g. Submit an equipment list in table format of all contractor installed equipment, provided in a table with the following headings: item number, nomenclature, manufacturer, model number, serial number, project drawing & specification reference(s), quantity, and location the installed component. This list shall be completed and submitted no later than beneficial occupancy or substantial completion date, whichever occurs first.

h. Submit tables of all life safety elements requiring routine inspection, including emergency lighting, exit signs, smoke detectors, duct detectors, smoke/fire dampers, fire alarm speakers, strobes, and fire pumps. Each element to be a separate table with the following headings: manufacturer, model number, date of installation, and location. These tables shall be completed and submitted no later than beneficial occupancy or substantial completion, whichever comes first.

i. The A/E shall be familiar with all utility rebates available for energy efficient equipment including custom rebates. The A/E shall complete and submit utility rebate forms on behalf of the VA to the utility company. If it is determined that the cost of producing documentation for a rebate exceeds the likely utility rebate, this requirement can be waived. The A/E shall be familiar with the VISN 10 Sustainability List.

j. The A/E shall cooperate and work with a 3rd Party Commissioning Firm, provided via a separate contract by the VA, who will be tasked with providing oversight to see that the project functions as designed.

k. The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. 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.

21. REQUIRED EDITS TO THE VA MASTER SPECIFICATIONS:

· Ensure the latest revisions for ALL spec sections as currently listed in the VA PG-18-1 “Master Construction Specifications located on the TIL (https://www.cfm.va.gov/TIL/spec.asp#01) are downloaded & used.

· Verify all spec section and division names are correct and consistent.

· Verify no references are made to spec sections or divisions not actually in the latest revision of the VA Master Specifications.

· Verify all spec sections applicable to any aspect of this project are incorporated.

· Header

· Project Number and Project Name at the top right

· Footer

· Section number and page numbers in the middle

· Ensure all non-website “//” are removed from the final project specifications.

· “//” indicates notes or optional content the spec writer is to verify/edit to suit the specific requirements of each project

· No warranties over 1 year.

· No Brand Name or Equals.

· No sole sources without a justification.

NOTE: As part of the required construction bid documentation, the A/E shall provide a completed Sole Source Justification memo for each specific item the VA has approval to sole-source.

· All references to “Resident Engineer” or “RE” should be COR

· All facility system & utilities shutdown and/or interruption notices are required 3 weeks in advance of the scheduled shutdown.

· Check all specifications and drawings against the latest revision of the Cincinnati VA’s Engineering “Particulars List,” which defines site-specific items that are required to be incorporated into all construction documentation for this project. The latest revision of this list can be requested from the COR.

· Verify all numbering is in the correct order.

· Section 01 00 00, Paragraph 1.2 “General Intention:” Delete Subpart B stating site visits by bidders may only be made by appointment. The CO will specifically schedule a formal site visit for all interested bidders prior to the bid opening.

· Section 01 00 00 Paragraph 1.5 “Construction Security Requirements,” Subpart F “Motor Vehicle Restrictions;” Delete Part 2 regarding issuance of General Contractor parking permits and replace with, “Contractor vehicle parking is not allowed anywhere on VA property.”

· Section 01 35 26, Paragraph 1.14 “Fire Safety,” Subpart P “Smoking;” Rewrite this entire section to specifically state, “Smoking, vaping and the use of all tobacco products is not allowed anywhere in VA facilities or on VA property.”

· Section 01 35 26, Paragraph 1.12 “Infection Control;” Any references to “Infection Control Risk Assessment (ICRA) Team” should be replaced with “Construction Health and Safety Team.”

· Section 01 45 00, Paragraphs 3.1 and 3.4.B contradict unless edited form their original state. Verify the General Contractor’s full-time onsite personnel requirements for this project and edit both of these paragraphs to agree with each-other by stating one of the following:

1) State the Project Superintendent can/will serve as quality control (no separate, full-time onsite CQC System Manager required in addition to the Project Superintendent)

- OR -

2) State a 2nd, separate full-time onsite CQC System Manager is also required in addition to the Project Superintendent.

NOTE: Option (1) is almost always the case unless it is determined during design that an additional, separate full-time onsite CQC Manager is required for this project.

· Reference to Above Ceiling Permit.

22. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

· SOW Attachment 1 - Post Award Specs-Drawings Review Checklist

· SOW Attachment 2 - PG 18-15 AE Submission Reqts Vol C

· SOW Attachment 3 - VHA Directive 1013 - Seasonal Influenza with Vaccines

· SOW Attachment 4 - VHA Required Specs.

· SOW Attachment 5 - Sensitive Infrastructure Data Classification.