SOW and RFP Documents--DB Interventional Imaging Surgical Suites.pdf

RFP TO DESIGN BUILD

GE INTERVENTIONAL IMAGING UNIT INSTALL

PROJ. #: 570-CSI-416

VACCHCS 30 JUNE 2021

VETERANS AFFAIRS CENTRAL

CALIFORNIA HEALTH CARE SYSTEM

FRESNO, CA

570-CSI-416

DESIGN-BUILD GE INTERVENTIONAL

IMAGING UNIT IN SURGICAL SUITE #4 OF

BUILDING 1

Table of Contents

1. INTRODUCTION

2. SCOPE OF WORK 4

3. GENERAL REQUIREMENTS 8

4. DESIGN SPECIFICATION AND CONSTRUCTION REQUIREMENTS 11

5. CONTRACT DURATION 12

6. SCHEDULE OF DELIVERABLES 12

7. DELIVERABLE REQUIREMENTS 15

8. ADDITIONAL SERVICES 17

9. PROFESSIONAL LICENSING 17

10. COMPLIANCE WITH CODES AND STANDARDS 17

11. DESIGNATED CONTACTS 18

12. CONTACT WITH OWNER DURING PROPOSAL PROCESS 18

13. TENTATIVE DATES AND SCHEDULE 19

14. METHOD OF EVALUATION AND AWARD 19

15. SUBMITTAL REQUIREMENTS 19

16. REJECTION OF PROPOSAL 19

17. PROPOSAL COSTS 19

18. ADDENDA AND INTERPRETATIONS 19

19. PROPOSAL CRITERIA 20

20. DEFINITIONS AND CLARIFICATIONS 20

21. BIBLIOGRAPHY 22

22. APPENDIX LIST 23

List of Tables Table 1 – Abbreviation Sheet ……………………………………………………………………………………………………22

1. INTRODUCTION:

A. This document contains information for the minimal submission and execution requirements for the design and construction specified in the Design/Build contract. The awarded contractor shall provide Evaluation / Design / Construction services as outlined in this Scope of Work (SOW) document. Services shall be provided for the VA Central California Healthcare System, located at 2615 E. Clinton Ave., Fresno, CA 93703-2223.

B. This SOW defines the work activities broken down with deliverables and timelines the contractor will be held responsible to perform. The contractor will be held responsible for performing each requirement in this document and its references, whether such requirements are addressed in the contractor’s proposal or taken into account by the contractor in calculating the proposed cost. The contractor’s failure to submit a price for a requirement in the SOW or to address such requirement in its proposal will not relieve the contractor of their obligation to perform such requirement, and the contractor will not be entitled to any additional compensation from the VA for such requirement. A Gantt Chart illustrating the Project Schedule will be required displaying the events along a timeline.

C. The awarded contractor shall provide all materials, labor, tools, equipment, transportation, contractor quality control (CQC), supervision, project management, administrative support, and specialized expertise to perform the work stipulated in the Construction Documents. The awarded contractor shall provide all necessary/required professional engineering services to include, but not limited to: Investigation / 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. The awarded contractor shall prepare the Schematic Design, Design Development Drawings, Construction Documents, Specifications, Calculations, Cost Estimates, As-Built Drawings, and all other necessary documentation for all disciplines as required for area preparation, installation/construction of the supplied GE ALLIA IGS740 Single Plane Interventional Imaging Unit and the Maquet Magnus Operating Table System in the Operating Room #4.

D. Remove and replace / modify system creating the uninterrupted laminar flow in the ceiling using an integrated ceiling, Install two ceiling mount light booms with booms for the large video monitors at the patient’s 9-3 o’clock positions , install a ceiling mount equipment boom at the patient’s 7 o’clock position, install a ceiling mount dual arm anesthesia boom at the patient’s 11 o’clock position. All booms to be mounted outside the sterile zone above the patient. Refresh walls per VA specs and physicist report findings using wall panels, and replace flooring and cove with resinous poured flooring with integral cove base material per RES-3 Specs in PG 18- 14 Room Finishes (MONOPUR), door, and hardware schedule, PG 18-1 Master Construction Specifications, VA Specification 09 67 23.30, and the GE Required floor coating; 7mm of MONOPUR 4+3 Monolithic Flooring System installed by a certified applicator.

E. A preliminary/pre-proposal site visit is strongly encouraged (coordinate with the Contracting Officer). All “As-Built” AutoCAD facility drawings pertaining to this project and historical documentation pertaining to the area of this project will be made available to the awarded contractor after contract award. It is the awarded contractor’s responsibility to request any additional drawings not initially provided by the VA. The VA does not guarantee the accuracy of drawings and similar documents, the awarded contractor shall field verify all data provided regardless of source. The preliminary phase of the contract consists of a site survey, user meetings with the Fresno VA Stakeholders, and survey of the area within the operating rooms and associated rooms requiring construction. It would be advisable to review the VA Facilities Management Technical Information Library at the web site:

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

F. The Contractor’s AE for this project shall design this project per Program

Guide, PG 18-15: AE Submission Instructions for Design-Build Projects:

Request for Proposal Documents, Volume E, VA May 2006, included as Appendix F to the Scope of Work. The site evaluation, programming, schematic design phase shall include a minimum of two (2) user meetings and a formal presentation. The design development (preliminary drawing) phase shall include a formal presentation, submission, and review phase.

The design contract document (construction drawing / specifications, etc.)

phase shall include 35% Schematic Design (SD), 65% Design Development (DD), and 100% Not for Construction (NFC) and For Construction (FC) submissions and a review meeting for each phase. In the event that additional meetings are required in order to facilitate collaboration and coordination between the design team and VA staff, these meetings will be conducted at no additional cost or obligation to the VA.

2. SCOPE OF WORK

A. Room/Building conditions: The Building was constructed in 1947 utilizing a steel structure encased in structural concrete with rebar reinforcement.

Material used to construct the building is either obsoleted or only available in the next larger or smaller sizes. With this information there will be a requirement to analyze the weight applied to the area of concern utilizing a computer finite analysis program to ensure the integrity of the structure is not compromised. The Contractor shall design, evaluate calculations showing that the building structure can support the intended loads. Some of the loads are as follows: the GE ALLIA IGS740 - unit weighs in approximately 2204 lbs., Maquet Surgical table weighing approximately 916 LBS. and then another approximately 2389 lbs. in the equipment room containing the support equipment. GE has suggested field tests be performed to ensure there is adequate structure and support to accommodate the added weight going into the room.

B. Background and Project Overview: The scope of this RFP is to upgrade the operating room # four (4) identified as 3B10K located in Building 1, on the third floor west wing with the acquired GE ALLIA IGS740 Imaging unit, Maquet Magnus Surgical Table, and light/monitor Booms centered apart outside the sterile zone in the room (industry standard 9-3 o’clock mounting positions), installing a new Equipment boom, and anesthesia Boom at roughly the 7-11 o’clock mounting positions outside the sterile zone while allowing free movement of the GE ALLIA IGS740 about the surgical table.

The Booms will require brakes to prevent the booms from drifting while in use using the integrated ceiling for mounting points. The Booms will require being ergonomically correct in height from the floor up to ensure comfort to the operator while the unit is in use. The equipment boom will be equipped with the proper Data lines and connections for the VA supplied equipment to both the monitor booms and their respective monitors. The Anesthesia Boom will have the corresponding PICIS and two Patient Monitoring data ports and lines for the VA supplied Anesthesia equipment (PICIS and two Patient Monitoring). Installation of the supplied Maquet Magnus Surgical Table will require working on the second floor beneath the OR #4 for the electrical conduit that goes from the table to the Interventional Imaging Rack located in the equipment room on the third floor and installation of the table’s mounting plate. Coordination will be required with the tenants on the second floor and fourth floor so as not to interfere with their day-to–day operations and giving sufficient warning of two weeks’ notice of any work that may be going on during the evening hours.

C. Replacing the flooring with RES-3 spec resinous (Epoxy Base) flooring with MONOPUR 4+3 Monolithic Flooring System resin shall be used due to the GE requirement and installed by a GE certified installer. Only 208v 30A circuit is all that is available in the room for doing this work. The work shall be performed after hours starting on Monday through Friday starting at 1630 hours until 0100 hours the next morning until the project is completed.

D. The room will require expansion into the current room 3B10I and 3B10L. The current wall will require demo with new walls built up to expand the room by eleven feet- five inches (11’-5”) and twenty inches (20”). Another wall will need to be added to Room 3B10I to create a new Control Room shown as 3B10K.1. Use a qualified physicist to determine if and how much lead lining will be required in the walls surrounding the operating room #4.

A lead glass window will need to be added to the wall between room 3B10I and 3B10K then room 3B10I can be turned into the control room as required by GE. The entrance doors to the OR will need to meet requirements per VA specifications and Physicists reports along with the required door sweeps added to the lower portion of the doors. Required electrical and communication lines need to be added to the room to support the GE ALLIA IGS740. Please note that these rooms utilize a Neutral ground using a transformer.

E. The Contractor shall follow the requirements stated in the ICRA Attachment.

The Contractor shall design and install infection control walls per ICRA requirements (see Appendix B) for use while the Operating Room, control room, and equipment rooms that are being updated. These infection control walls are required to prevent any association between construction and daily use of the other operating rooms. These infection control walls must meet VA Specifications. The Contractor may obtain copies of the complete VA Design Guides, Design Manuals, & other resources from the VA Facilities Management Technical Information Library at the web site:

The Contractor will be required to provide background checks, two-step Tuberculin Skin Test results done within 90 days prior to assignment and trained on cleanliness in Operating Room Areas.

F. Currently these operating rooms have a ‘Sterile Zone’ designed into them using an air curtain and uninterrupted laminar airflow from the HVAC system going through two diffusers, calculations shall be provided showing this ‘Sterile Zone’ has not been compromised with the new placement of the Surgical Booms and integrated ceilings. Using Computational Fluid Dynamic (CFD) computer program to illustrate how the new system will perform when compared to the original configuration. The CO2 gas line from the gas zone valve outside of room 3B10I into the OR #4, room 3B10K and to the equipment boom. Sufficient distance between the booms will be designed in the room to rotate about their mounts without causing contact with each other and with the exact location of the mounts shall be coordinated with the COR. The lowest acceptable height for the lower horizontal Boom Arm will measure between 81”-83” from the floor. The Surgical Boom holding the Equipment boom carrier will be located on the patient’s foot at the 7 o’clock position with the patient laying on their back while on the operating table with the anesthesia Surgical Boom at their head at the 11 o’clock position (See Appendix A). The room will be required to have four (4) return HVAC Ducts located in the room corners per VA specification.

G. The Contractor shall design, evaluate, and install new medical gas plumbing and electrical service (which includes standard power and emergency power), in the Control room, in the equipment room (480v 3-phase), in the operating room, and to the Surgical Booms. The Med Gas CO2 gas line from the gas zone valve outside of room 3B10I into the OR #4, room 3B10K and to the equipment boom. This will include the hookup process outside the operating room medical gas zone valve boxes into the operating room #4. The new hookups to the Surgical Equipment and Anesthesia Boom shall be tested, certified, and commissioned prior to hook up per VA Guidelines Technical Information Library at the web site:

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

H. The Contractor shall install the Integrated ceilings with the new installation of the Surgical Boom Assemblies and Interventional Imaging Unit in the Operating Room #4 connecting to the current HVAC System. The Contractor will have a licensed Mechanical Engineer to ensure that the laminar flow of air is designed in such a manner to minimize the turbulence and maintain a sterile field five feet around in all directions of the operating table by presenting the CFD Modeling Results. The licensed mechanical engineer will also ensure that a high Archimedes number is maintained for the laminar air flow over the sterile field to minimize air turbulence around the installed Surgical Booms and Interventional Imaging Unit. The HVAC duct modifications shall meet the current VA requirements and test results from previous tests which had an ACH of 25. VA specifications require four return air ducts in the operating room. Test and commission the modified HVAC system meets the specs specified by the VA Technical Information Library at the web site:

I. The Contractor shall design and replace the current fluorescent lighting in the operating room with recessed mount LED lighting for compatibility with the LED lighting on the Surgical Boom lights utilizing manual dimmer controls as stated in VA Specification 26.27.26 on the wall near the entrance to the operating room. Another manual dimmer controls on the Surgical lights and near nurse’s station for both surgical lights. Evaluate current electrical https://www.cfm.va.gov/til/index.asp supply to Operating Rooms to ensure current power is appropriate to supply the needs of the new lighting in the room and Surgical Boom Electrical needs per VA specifications and include the required dimmer controls.

Note current lighting in soffit measures 20” x 48” per light fixture when getting required LED lighting.

J. With the addition of the Modular ceilings being used, the sprinkler system will require reevaluation to ensure proper coverage in the enlarged room. The fire sprinkler system will require flush mount sprinkler heads per requirement of the GE ALLIA system.

K. Appendix A contains visual interpretations to aid in designing during the Contractor design and development. The interpretations were modeled up to show placement, fit, and coverage in the operating rooms. The contractor will need to design and calculate the design to ensure the Surgical Boom Mounts and Integrated ceiling mounts will not compromise the building structure and the sterile zone. The drawings and specifications will be used to update the VA as-builts drawings, the accuracy of the as-builts is of the utmost importance. Drawings and specifications shall be submitted to the VA in accordance with the schedule of Deliverables as shown below. Design shall include the complete demolition of the existing Light Booms and associated components and its removal from the facility.

All design and construction for this project shall adhere to all VA directives, VA Design Guides, VA Design Manuals, VA Master Specifications, VA National AutoCAD Standard Application Guide, and other guidance and directives for this project. These standards can be accessed online at:

3. GENERAL REQUIREMENTS:

A. SITE INVESTIGATION: Based upon As-Built documents provided by the VA, the Contractor’s A/E shall accurately locate all existing structures, Data lines, plumbing, electrical, HVAC, Lighting, and Medical Gases affected to incorporate them around the design. As-built drawings and other related project drawings are available to the Contractor’s A/E, but visual field verification of the existing area by the Contractor’s A/E shall be part of the investigative services as previous work didn’t always follow the drawings. At each submission, the Contractor’s A/E shall furnish a set of corrected “as-built drawings” reflecting any discrepancies found during site investigation.

B. DEMOLITION: The Operating Room, Equipment storage room, and sterile supply room will be cleared of all Medical Equipment by the VA Staff prior to any Demolition. The project demolition work includes removing some architectural, structural, mechanical / plumbing, electrical and removal/modification of existing structures, equipment and/or building materials. Demolition also includes conduits, gutter, raceways, and power that supported the existing Operating Rooms.

C. STRUCTURAL: Any new structural work or modifications to existing building components shall be designed by a qualified registered California licensed structural engineer. The Contractor’s A/E design team shall perform and provide all calculations used for the basis of design of all new or modified structures. All mounting points added will be designed to seismic regulations.

D. ARCHITECTURAL: Field verification of elevations, building locations and architectural dimensions shall be required, as the existing drawings are not necessarily accurate. Architectural design shall include finish selections/recommendations for all new work and modifications to existing building components.

E. INTERIOR DESIGN: N/A

F. PLUMBING: Evaluation of the existing plumbing system, Design modifications, additions, and possible relocation of the existing plumbing Systems. This includes the MEDGAS lines added to the operating room and the fire sprinkler system if the lines or sprinklers were relocated.

G. HVAC (Heating, Ventilating & Air Conditioning): The contractor shall completely evaluate the HVAC requirements for the operating rooms since the HVAC duct system is being modified to fit within the Surgical Booms in the operating rooms per VA Specification 23.05.93 and latest applicable ASHRAE Handbook. Following the evaluation, the contractor is to provide reports that contain calculations, data sheets and narratives to support the contractor assessment of the systems and validate design selections and decisions. In addition, the contractor is to provide calculations showing how any modifications to the existing system will affect the operations of the existing HVAC system showing that the modifications will not change any of the tests results from previous testing performed for the VA. Tests shall be performed after the modifications are made with a report showing the ACH of each room being modified to be in compliance.

H. HVAC CONTROLS: Evaluation and design shall include automated controls for any modified or additional HVAC, exhaust and chilled water system components. The controls shall be fully compatible and integrate with the VA site-wide Metasys (Johnson Controls, 2013) computer-based operating system centralized in the boiler plant (Building 2) control room. All monitoring capabilities required by VA Design Manuals shall be incorporated into the project. All controls devices shall communicate both through hardwired connections and IP network connections. Any controls shall not be located near one of the monitors.

I. ELECTRICAL: Evaluate electrical system components within the project area. Design modifications, additions, possible relocation and reutilization of any existing electrical equipment or systems as may be required. The Surgical Equipment Boom will require six additional circuits for each room with five being a least 20-amps and the remaining one being the 15-amp circuit for the Surgical lighting. The Contractor shall perform and provide all computations and sizing calculations for new electrical loads anticipated and altered existing loads. All design modifications shall comply with the most recent version of the National Electric Code (NEC). Please note that this room utilizes a Static Neutral ground with a transformer in the electrical panel.

J. FIRE SAFETY: – The VA uses NFPA 101, Life Safety Code, and NFPA B as the primary reference for all fire safety concerns. Contractor shall provide a design that is compliant with NFPA 13 A & B to produce a complete fire safety system within each room. Evaluation, modification and/or relocation of fire sprinkler control valves and associated wiring may be required for this project. The GE ALLIA requires flush mount sprinklers. The contractor shall provide all documentation and calculations justifying design selections per the requirements of PG 18-15 Vol. E (VA, May 2006) and appropriate sections of PG 18-12 (VA, 2014).

K. LOW VOLTAGE SYSTEMS: Design may include possible relocation of data systems, phone systems, panic alarm systems, surveillance systems, public address system, access control systems and other automated systems. The contractor shall evaluate each system that will be modified or relocated due to the project and provide drawings that show how the systems are to remain functional during and following construction. The contractor shall coordinate with the COR to review each system with user groups prior to finalizing design modifications of such systems. CAT 6a cabling shall be used in the OR#4 and between the OR#4 and the Data room. All necessary electrical and data wiring required will be installed in the new surgical booms that is compatible with the VA equipment being used during normal operations and the two new monitors supplied.

L. EQUIPMENT: Design shall include new Purchased equipment and modifications, additions, and potential relocations of existing ductwork.

The contractor shall include the VA team in these coordination efforts.

M. PHASING AND OTHER REQUIREMENTS:

i. The contractor shall conduct phasing review session(s) with the VA for the phasing plan and narrative(s) required by PG 18-15, Volume E, VA May 2006, and shall incorporate into the construction documents. Prior to submission of the 65% DD design, the contractor shall discuss with the COR the outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The contractor shall be responsible for recording the phasing requirements

ii. The contractor shall also develop requirements for environmental controls that shall be incorporated into the documents. Environmental controls include but are not limited to barriers, temporary partitions, infection control, sound emission limits, best practices, etc. In addition, the contractor is to provide a detailed operational impact study associated with the work and phasing that looks at the affect that the construction work will have on operational capability areas of the facility affected by this construction.

N. ASBESTOS and LEAD: The contractor shall notify the VA of in the event of suspect asbestos and lead. The VA will be the responsible party for taking samples and conducting laboratory tests to determine the presence of asbestos or lead. If necessary, any positive findings will be addressed by the VA.

4. DESIGN SPECIFICATION AND CONSTRUCTION REQUIREMENTS:

A. The contractor firm shall review all pertinent VA design and construction criteria available in the Technical Information Library (TIL) found at the following website:

http://www.cfm.va.gov/.

http://www.cfm.va.gov/

The contractor is responsible for incorporating all requirements and guidelines outlined in the design guides into the design of this project. The VA is mandated to follow the most stringent rules, codes and regulations when economically feasible; therefore, the contractor shall also review all applicable VA, Federal, State, County, City and Industry design guides, codes, standards, regulations and policies. The contractor shall notify the VA in writing of discrepancies between codes and the VA shall make the final determination as to which code shall govern design.

B. ADDITIONAL DOCUMENTATION: The contractor 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. The contractor shall provide computations and sizing calculations for new loads anticipated, altered loads and existing loads for electrical, plumbing, 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. All additional documentation shall be provided digitally on DVD in Adobe pdf format.

5. CONTRACT DURATION:

The total contract duration for this project is three hundred (300) calendar days (forty-three (43) weeks. The contract duration is based upon the requirement to have the operating rooms and associated rooms in this project completed and fully operational no later than the 300 Calendar days after receiving the Notice to Proceed. The submission schedule is shown below in Section Q. The schedule will be adjusted once an NTP is issued. The contractor shall provide the VA with a schedule to reflect the submission milestones below. The contractor may request alternate submission schedule to the VA for review. Schedule with a Gantt chart reflecting the schedule shall be submitted within five (5) days of NTP. A six-week look-ahead chart will be updated weekly and presented at each weekly meeting.

6. SCHEDULE OF DELIVERABLES:

A. The contractor will provide VA with a schedule which include dates and time intervals between phases starting from the NTP date to the construction completion and fully operational date. The contractor shall provide on the job training (OJT) to VA Maintenance and Repair staff for preventive maintenance, repair and operation of the Operating room and its equipment and separate training for VA Nursing staff for day-to-day operations no later than five (5) days after construction completion.

B. FIRST SUBMISSION: (35% - SCHEMATIC DESIGN):

i. Drawings: Provide three (3) sets of design development / schematic drawings. These shall consist of one (1) full size (ARCH E1 30” x 42”) and two (2) half size printed sets (ARCH C 18” x 24”) and a digital set in PDF format on a DVD.

ii. Reports: Provide a brief narrative report summarizing design and any option. Provide a simple cost estimate of construction for each area or category. Use of a 3D model would be advisable showing there will be no interferences encountered in the way the room is setup. 3 sets of progress Drawings are to be delivered no later than 40 calendar days after VA Contract Notice to Proceed (NTP).

iii. VA Review: To be completed within 7 calendar days after receipt of 35% SD Submittal.

C. SECOND SUBMISSION: (65% - DESIGN DEVELOPMENT):

i. Drawings: Provide three (3) sets of construction drawings showing the scope and plan for each discipline involved. (Refer to Program Guide, PG 18-15 Volume E: AE Submission Instructions for Design- Build Projects: Request for Proposal Documents, VA May 2006. These shall consist of one (1) full size (ARCH E1 30” x 42”) and two (2) half size printed sets (ARCH C 18” x 24”) and a digital set in PDF format on a DVD, 2 sets of progress drawings.

ii. Drawings and Cost Estimate: to be delivered no later than 40 calendar days after VA review of 35% SD is complete.

iii. VA Review: To be completed within 7 calendar days after receipt of 65% DD Submittal (Drawings, Specifications and Cost Estimate).

D. THIRD SUBMISSION: (100% - Not for CONSTRUCTION DRAWINGS):

i. Drawings: Provide three (3) sets of construction drawings showing the scope and plan for each discipline involved. These shall consist of one (1) full size (ARCH E1 30” x 42”) and two (2) half size printed sets (ARCH C 18” x 24”) and a digital set in PDF format & DWG ACAD Format on a DVD. This drawing set shall include all “as-built” markups reflecting site investigation.

ii. Specifications: The specifications shall be in final draft, completely edited and checked.

iii. Deliverables: Provide two (2) copies of any calculations, computations and engineering data including, but not limited to, structural, electrical, mechanical, HVAC and fire safety. 2 sets of progress Drawings, 2 sets of Specifications, Color Rendering, and

Cost Estimate to be delivered no later than 30 calendar days after VA review of 65% DD is complete.

iv. VA Review: To be completed within 7 calendar days after receipt of 100% NFC Submittal (Drawings, Specifications and Cost Estimate).

E. FINAL SUBMISSION: FOR CONSTRUCTION:

i. The Contractor shall make any necessary corrections to drawings, specifications, calculations, or other deliverables to incorporate review comments of the 100% NFC review. Following revision, all documents and quantities shall be resubmitted as a Final Submittal “For Construction” set. The Contractor’s Final Submission is to be delivered no later than 15 calendar days after VA review of 100% NFC is complete. Documents shall be submitted to the Contracting Officer and COR in the following format: 2 Sets of Original Drawings plotted on bonded paper (ARCH E1 30” x 42”). 2 Electronic - DVD’s (PDF and DWG AutoCAD Drawings, Specifications, and Cost Estimate.

ii. For the design phases, the following milestones and dates shall be established as follows: (adjustments will depend upon the actual NTP date. Reference Task Order when it is made available). The Contractor will submit schedule for approval upon receipt of NTP:

• NTP estimated date of 21 calendar days after bid selection,

• 35% Schematic Design 40 calendar days after the NTP,

• 65% Design Development 40 calendar days after 35% SD,

• 100% NFC 30 calendar days after 65% DD,

• 100% FC 15 calendar days after the 100% NFC,

• 60 days given for ordering and receiving long lead items,

• 94 days to complete construction.

F. GENERAL CONSTRUCTION: The Contractor shall completely prepare site for the Interventional Imaging unit installation/construction and operations but not limited to any required removal of existing structure, equipment, and mechanical, HVAC, plumbing, and electrical components.

Removed/demolished equipment and structure is to be disposed offsite at Contractor’s expense. The Contractor shall furnish labor and materials to install/construct and perform work for installing the Surgical Booms in the operating room and required mounting structures, components, and equipment to meet or exceed VA standards. Work includes but not limited to general construction and alterations of mechanical, electrical, and structural work, utility systems and necessary construction and installation of equipment including prefabricated equipment and mounting structures.

The contractor shall be responsible for all parts, materials, tools, labor, and transportation. Any construction or installation shall be subject to the current California and VA seismic specifications. The contractor shall provide an updated six-week look-ahead schedule each week.

i. Drawings: The contractor shall incorporate the “As-Built” drawings into an updated set of drawings and provide three (3) sets of "record" drawings. These shall consist of one (1) full size (ARCH E1 30” x 42”) and two (2) half size printed sets (ARCH C 18” x 24”) and a digital set in DWG and PDF format on a DVD.

ii. CONSTRUCTION COMPLETION AFTER ACTIONS: No later than five

(5) days after construction completion the Contractor shall provide (1) On the job training (OJT) to VA Maintenance and Repair staff for preventive maintenance, repair and operation of the Operating rooms and its equipment. (2) Provide operating manuals, and vendor information for equipment. (3) Provide separate training for VA Operating Room staff for day-to-day operations. Provide updated as-built drawings in dwg format.

iii. Operating Manuals: Provide three (3) sets of operating manuals for the equipment.

iv. Training: Provide OJT for VA Maintenance and Repair staff.

Provide training for VA Nursing staff for day-to-day operations.

7. DELIVERABLE REQUIREMENTS:

A. DRAWINGS:

i. Drawings shall be generated in the latest version of AutoCAD or its companion products or approved equivalent. Electronic copies shall be provided on DVD in DWG format (AutoCAD 2013 version or newer) and in PDF format.

ii. The standard drawing size shall be ARCH E1 [30” x 42”]. The format to be used in creating the CAD drawings (i.e. layer/level structure, fonts, font sizing, file naming conventions, etc.) will be the latest edition of the National CAD Standard V6.

B. INFORMATION TRANSMITTAL: Information requested in electronic form (digital, DVD, etc.) shall be in the following formats:

i. Drawings and details: AutoCAD 2013 or newer

ii. Written documents: Microsoft Word 2010 or newer

iii. Spread sheets, charts, graphs: Microsoft Excel 2010 or newer

iv. Reproductions of manufacturers specifications, print “mark-ups”, pictures and similar items: Adobe Acrobat.

v. DVD’s will be “write protected” and clearly labeled with Project

Number, Project Name, Date and Contents before submission to the VA.

C. PROJECT SPECIFICATIONS:

i. The contractor shall obtain the complete VA Construction

Specifications from the VA Facilities Management Technical Information Library at the web site/page:

http://www.cfm.va.gov/.

ii. The contractor shall provide the final typed specifications on DVD in Microsoft Word and PDF formats. Furnish digital final specifications both broken out by division and merged in one document, with each specification section starting on a new page, in MS Word and PDF. The project title and number shall be on each page, top right-hand corner within the header section.

All changes made to the specifications will require approval by the COR.

iii. The final specifications shall be submitted in three (3) sets of colored, 3 - “D” ring loose-leaf binders, double sided, paginated sequentially, 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. Specifications shall also be submitted on two (2) DVD disks.

D. PROJECT DOCUMENTS:

i. The contractor shall provide other documentation (e.g.

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.

ii. The contractor shall provide computations and sizing calculations for new loads anticipated, altered loads and existing loads for electrical, plumbing, sanitary, mechanical, 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.

http://www.cfm.va.gov/

iii. All additional documentation shall be provided digitally on DVD in pdf format and in hard copy format.

E. REVIEW MEETINGS: The contractor team consisting of the project manager and engineering team member(s) as determined necessary by the project manager will attend a design review meeting after each submission during the design process. The contractor must have a project manager present onsite while the individual engineering members/ disciplines may attend in person or via teleconference.

F. Liquidated Damages: The contractor will be held responsible for extending the due dates from the listed milestones for completing the operating room. The liquidated damages would be $1,000 per calendar day.

8. ADDITIONAL SERVICES:

A. If additional services are required by the VA to be performed by consultants, submit criteria for the work to be performed to the VA Contracting Officer. Upon approval of the criteria by the Contracting Officer, submit proposals and qualifications of firm(s) being considered for the work, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval.

9. PROFESSIONAL LICENSING:

A. The contractor who prepares the submissions shall be a professional architect and an engineer licensed by the State of California. The contractor 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 licensure shall appear on the final submission with signature. This signature shall also appear on the electronic documents to be used for bidding purposes. The Architect or Engineer whose seal is shown will be known as the Architect of Record, or the Engineer of Record.

10. COMPLIANCE WITH CODES AND STANDARDS:

A. Design shall be in compliance with applicable standards and codes described in VA Program Guides included or referenced in the contract/task order as well as in compliance with all parts of the SOW.

B. Contractor 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 work of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

C. The Engineer of Record AE shall provide written certification of compliance with the SOW and all applicable codes with the final Contract Documents for Construction submission.

11. DESIGNATED CONTACTS:

Contracting Officer will be TBD.

Contact Information: Department of Veterans Affairs Network Contracting Office 21 (NCO 21) Construction Team:

Telephone: TBD Cell Phone:

TBD Email: TBD The Contracting Officer will respond to contract questions concerning the scope of work of this Surgical Boom installation requirement.

The Contracting Officer’s Representative (COR) will be Chris Chaffee.

Contact Information:

Projects and Construction Management, VA Central CALIFORNIA Health Care System 2615 E. Clinton Ave, Fresno, CA 93703 Tel: (559) 225-6100 x 5996 E-mail: chris.chaffee3@va.gov The COR will respond to technical questions concerning the scope of work.

The contractor’s Project Manager and contact information to be provided upon award of Notice to Proceed (NTP).

12. CONTACT WITH OWNER DURING PROPOSAL PROCESS:

Communication between a PROPOSER and a non-designated representative regarding the selection of a proponent or award of this contract is prohibited.

Questions pertaining to these requirements shall be addressed to the designated contact(s) specified in this document. Failure of a PROPOSER, or any of its representatives, to comply with this paragraph may result in their proposal being rejected.

PROJ. #: 570-CSI-416

VACCHCS 30 JUNE 2021

13. TENTATIVE DATES AND SCHEDULE:

RTP Responses Due Date 14 days after bid RFP 35% SD due date 30 days after the RTP 65% DD due date 15 days after 35% SD approval 100% NFC due date 10 days after 65% DD approval 100% FC Due Date 10 days after 100% NFC approval Construction Completion Due Date 300 days after NTP date

*FINAL SCHEDULE TO BE DETERMINED BY CONTRACTING OFFICER UPON NOTICE TO PROCEED

14. METHOD OF EVALUATION AND AWARD:

VA’s mission is to provide the highest quality of care to its patients. For continuity of care and other reasons, the proposals may be reviewed individually by VA staff members. VA reserves the right not to make an award if it is deemed that no single proposal fully meets the requirement of this RFP. VA evaluation will be strongly weighted upon the proposer’s capacity and proven record of meeting a strict design and construction schedule to construct high quality Surgical areas.

15. SUBMITTAL REQUIREMENTS:

The proposal submitted should not exceed 30 pages. Other attachments may be included however they may not be reviewed.

All proposals shall be on 8-1/2" x 11" paper bound with tabbed dividers labeled by evaluation criteria. Double sided printing is accepted, flip on short edge.

Binders or spiral binding is not preferred or required.

The PROPOSER shall submit three (3) clearly labeled original paper copies, with one (1) electronic copy of the entire proposal. The electronic copy shall be on a DVD in either PDF or Microsoft Word 2010 format. The name of Proposer’s firm shall be indicated on the cover of each proposal.

16. REJECTION OF PROPOSAL:

VA reserves the right to reject all proposals received for this project.

17. PROPOSAL COSTS:

There shall be no obligation for VA to compensate the PROPOSER(S) for any of the costs of responding to this RFP.

18. ADDENDA AND INTERPRETATIONS:

If it becomes necessary to revise any part of this RFP, a written addendum will be provided to all PROPOSER(S) in written form by the VA’s designated representative. VA is not bound by any specifications by other VA’s, unless such clarification or change is provided to PROPOSER(S) in written addendum form from VA’s designated representative. If the PROPOSER requires clarification of who is the VA’s designated representative, they should contact the contracting officer shown in paragraph 11.

Any information submitted pursuant to the above procedure will be used by VA only for the purposes of evaluating proposals and conducting negotiations or might never be used at all.

19. PROPOSAL CRITERIA:

Proposals should mirror and contain the following requested information.

Proposals shall be labeled and tabbed according to the numbering system shown below:

A. Organizational Information: 1. Provide your organization’s name, address, internet URL (if any), telephone and fax numbers. Include the name, title, direct phone number, address, and email address of the individual who will serve as your organization’s primary contact. 2. Provide a brief description of your organization locally, statewide and nationally (if applicable). 3. List any other factor known to PROPOSER that could materially impair the ability of PROPOSER to carry out its duties and obligations under this Agreement or that could materially affect VA’s decision.

B. Cost/Fee: 1. Contractors shall submit cost/fee proposal. Pricing shall include an itemized breakdown by Division. Each direct cost item will be broken down to show the cost for labor, equipment, materials and subcontracting, as applicable. 2. Fees shall include all parts, labor, materials, tools, travel and shipping charges. 3. This contract is subjected to Davis-Bacon Act.

www.dol.gov/whd/govcontracts/

C. As-Built: Contractors shall incorporate the as-built drawings and furnish an updated set of DVD’s with both PDF and AutoCAD format, and a set of "record" drawings plotted on Bonded Paper. The AutoCAD drawings shall each be bound (without x-references) but not assembled in a book format.

D. Other: Other factors that the PROPOSER determines to be appropriate which would indicate to VA that the PROPOSER has the necessary capability, competence, and performance record to accomplish the project in a timely and cost-effective manner

20. DEFINITIONS and CLARIFICATIONS:

A. Design-Build (DB): As defined by the Department of Veterans Affairs (VA) is http://www.dol.gov/whd/govcontracts/ the procurement by the Government, under one contract, with one firm or joint venture (JV) for both design and construction services for a specific project.

C. 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.

D. Project Manager (PM): The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer.

E. Resident Engineer (RE): The Contracting Officer's authorized representative at the construction site. When more than one Resident Engineer is assigned to a construction project one is designated as being in-charge and is called the "Senior Resident Engineer". The Resident Engineer is responsible for protecting the Government's interest in the execution of the construction contract work. His 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. The Resident Engineer may issue change orders to the Contractor within the limitations set forth in his delegation of authority from the Contracting Officer.

F. Design Build Contract (DBC): This term, as used herein, refers to the

Contract(s) to perform the design and construction of the project.

G. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.

H. Architect Engineer (AE): This term, as used herein, refers to the

Architect-Engineer firm(s)that are a part of the DB team, also referred to as

DB/AE.

I. Request for Proposal / Architectural Engineer (RFP/AE): The firm(s) directly hired by the VA for the preparation of the RFP documents and to provide other technical assistance to the VA.

TABLE 1 Table of Abbreviations

AE Architect Engineer

CO Contracting Officer

COR Contracting Officers Representative

NEC National Electric Code

NFPA 101 National Fire Code (Basics)

NFP Notice for Proposal

NTP Notice to Proceed

PE Professional Engineer

C-PEC Contaminant Primary Engineering Control PM Project Manager

SOW Statement of Work

VA Veterans Administration

VAMC Veteran Administration Medical Centers

VACCHCS Veterans Administration Central California Health Care System

Table 1 - Abbreviation Sheet

21. BIBLIOGRAPHY:

Johnson Controls. (2013). Metasys®: Building Automation Systems. Retrieved 05 01, 2013, from http://www.johnsoncontrols.com/content/us/en/products/building_efficiency/building_manag ement/metasys.html

VA. (2008, Jul). US Department of Veterans Administration: Office of Construction & Facilities Management. Retrieved 03 11, 2016, from A/E Design Submission Requirements (PG-18-15):

http://www.cfm.va.gov/contract/aeDesSubReq.asp

VA. (2011, March). HVAC Design Guide for New, Replacement, Addition, and Renovation of Existing VA Facilities. Retrieved April 2013, from http://www.cfm.va.gov/til/dManual/dmMEhosp.pdf

VA. (2014). TIL - Design Manuals (PG-18-12). Retrieved 03 11, 2016, from http://www.cfm.va.gov/til/dManual.asp

22. APPENDIX LIST:

Appendix A: Floor plan of operating room layout and 3d model of Surgical

Booms attached to building Beams.

Appendix B: Infection Control Risk Assessment.

Appendix C: PG 18-15 Vol E

Appendix D: Salient Characteristics

Appendix E: Market Research

Appendix F: Technical Data

Attachment to HCSM 138-12-027 Page 1 of 13

Interventional Surgical Suite Project #:570-CSI-416

Appendix B

Step 1:

HCM 138-12-027 “ATTACHEMENT A” RISK ASSESEMENT

Infection Control Risk Assessment

Matrix of Precautions for Construction & Renovation

Using the following table, identify the Type of Construction Project Activity (Type A1-D)

TYPE A

Exterior Construction Activities:

Includes, but is not limited to:

Trenching, Excavation, Grading, Scraping New Building/Structure Construction Building Exterior resurfacing, painting, patching Utility installation/repair/alteration/demolition

TYPE B

Interior Inspection and Non-Invasive Activities.

Includes, but is not limited to:

removal of ceiling tiles for visual inspection limited to 1 tile per 50 square feet;

painting (but not sanding);

wall covering, electrical trim work, minor plumbing, and activities which do not generate dust or require cutting of walls or access to ceilings other than for visual inspection.

TYPE C

Small scale, short duration activities which create minimal dust.

Includes, but is not limited to:

installation of telephone and data cabling;

access to chase spaces;

cutting of walls or ceiling where dust migration can be controlled.

TYPE D

Work that generates a moderate to high level of dust or requires demolition or removal of any fixed building components or assemblies.

Includes, but is not limited to:

sanding of walls for painting or wall covering;

removal of floor coverings, ceiling tiles and casework;

new wall construction;

minor duct work or electrical work above ceilings;

major cabling activities;

any activity which cannot be completed within a single work shift.

TYPE E

Major demolition and construction projects Includes, but is not limited to:

• hazardous materials abatement activities.

• requires heavy demolition of building components;

• remodel work inside or adjacent to occupied spaces

Step 1 (Record Type): TYPE E

Attachment to HCSM 138-12-027 Page 2 of 13

Step 2:

Using the following table, identify the Patient Risk Groups that will be affected.

If more than one risk group will be affected, select the higher risk group or perform a separate Risk Assessment for each affected area:

Low Risk Medium Risk High Risk Highest Risk

Office areas

Non- Patie nt Areas

Cardiology Echocardiography Endoscopy Nuclear Medicine Rehabilitation

Service Radiology/MRI Respiratory

Therapy

Emergency Room Laboratories

(specimen) Outpatient Surgery Pharmacy Post Anesthesia Care

Unit Surgical Units

CLC

• Any area caring for immunocompromised patients

• Burn Unit

• Cardiac Cath Lab

• Central Sterile Supply

• Intensive Care Units

•…