SOW - EHRM Infrastructure Upgrades CMCVAMC 04-05-2022.docx

ARCHITECT-ENGINEER DESIGN STATEMENT OF WORK

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO: 642-22-700

PROJECT NAME: EHRM Infrastructure Upgrades – CMCVAMC

ESTIMATED CONSTRUCTION COST: $21,720,600

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

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect-Engineer (A/E) services to develop construction documents for the Electronic Health Records Modernization (EHRM) Infrastructure Upgrades Project at the Corporal Michael J. Crescenz Veterans Affairs Medical Center (CMCVAMC) in Philadelphia, Pennsylvania. The EHRM Infrastructure Upgrades Project consists of infrastructure improvements to the CMCVAMC Facilities to allow for a transition to a new electronic health record system. The new system connects VA medical facilities with the Department of Defense, the U.S. Coast Guard, and participating community care providers, allowing clinicians to easily access a Veteran’s full medical history in one location.

2. SCOPE OF WORK:

A/E Part One Services (Design Phase Services) A/E Part One Services for this design project include site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The A/E firm shall have licensed professional architects/engineers for each engineering, safety, and architectural discipline. Each professional discipline shall be separately designed and be sealed by the respective A/E. All design work shall be coordinated by the prime A/E, who shall be responsible for all field investigation, site surveys, measurements and engineering design calculations.

The project scope includes all labor, materials, and equipment necessary to fully develop construction drawings and specifications for the infrastructure EHRM Project which includes, but is not limited to, the following:

1. CMCVAMC Buildings included in this project are Building 1, Building 2, and the Community Living Center (CLC).

2. Make site visits as required to determine existing as-built conditions affecting this project and field verify all dimensions required for the project. Site Investigations shall include, but are not limited to, architectural, structural, mechanical, fire and life safety, electrical, building management system interfaces, physical security, and environmental investigations. A/E shall survey existing conditions including areas above, below, and adjacent to the work sites that will be affected by the project. Existing building systems shall always remain operational during site investigations.

3. A hazardous material survey shall be conducted (including sampling and testing for asbestos, lead-based paint, and other hazardous materials) within the project areas. The A/E shall incorporate hazardous materials abatement into Construction Documents.

4. Permit-required confined space entry may be necessary for site investigations. Coordinate with the CMCVAMC Safety Office and Facility Management Service to conduct permit-required confined space entry.

5. Review and incorporate available VA Medical Center as-built drawings and records as part of the design process. Information including drawings and other documentation provided to the A/E is to be used as reference only. AutoCAD background drawings (if existing) will be provided by the VA. Actual as-built conditions shall be verified by the A/E. Report any deviation between as-built records and actual conditions to the CMCVAMC FMS staff.

6. Incorporate all architectural, structural, mechanical, electrical (including low voltage (LV) and communication), plumbing, life safety, physical security, building management systems, and infection control design requirements into the project.

i. Reconfiguration, expansion, and renovation of existing space required for EHRM infrastructure upgrades including, but not limited to, demolition, new construction, new finishes, and cabling. Space reconfiguration, expansion, or relocation shall meet a minimum of 100 ft2 (SF) for each telecommunication room (TR), additional TRs when data outlet horizontal distances exceed 295 ft, and additional TRs when floor area exceeds 10,000 SF.

ii. Data center cable management and power distribution

iii. Electrical Design requirements including, but not limited to, bonding, normal and emergency power distribution, electrical panel upgrades, and uninterruptible power supplies (UPS)

iv. Upgrades of fiber infrastructure backbone campus wide within buildings and between buildings

v. Communication Infrastructure requirements including, but not limited to, new data outlets, patch panels, and category 6A (CAT 6A) unshielded twisted pair (UTP) cables

vi. Building Management System (BMS) Interfaces

vii. HVAC installations including, but not limited to, new installations, upgraded systems, testing and balancing, new and upgraded ductwork (supply and returns), rack and space sensors, and BMS interfaces to manage and monitor temperature and humidity.

viii. Physical security upgrades

ix. Hazardous material testing and abatement

x. Infection Control measures

xi. Fire and Life Safety measures

7. Attend programming and design meetings with CMCVAMC Staff (following Notice to Proceed, at 10% basis of design, at 35% design, at 65% design, at 95% design, and at Bid Set). A scoping meeting will be scheduled following the completion to site investigations and the A/E will present recommendations related to the project scope to CMCVAMC Staff.

8. Collaborate with CMCVAMC Staff to conduct a Pre-Construction Risk Assessment / Infection Control Risk Assessment (ICRA) to determine the requirements for Infection Control, Interim Life Safety Measures, occupational safety and health, patient and public safety, security controls for physical and logical access, environmental controls, and limitations on vibration noise and disruptions to operations and utilities. The results of these assessments will be incorporated as part of construction documents.

9. Provide project phases and work schedules to maintain medical center operations, minimize disruptions to patient care, and minimize or eliminate service outages.

10. Collaborate with CMCVAMC Staff to ensure design and construction work is coordinated with other VA Medical Center projects and operations.

11. Collaborate with CMCVAMC Staff to include bid deducts in the construction documents.

12. Compile with VA patient privacy standards and HIPAA regulations.

13. Submission schedule for plans, specifications, and estimates will be 10% (Basis of Design), 35% (Schematic Design), 65% (Design Development), 95% (Construction Documents), and Final Bid Documents / Construction Documents. Provide a design narrative / analysis for each technical discipline which describes the intent of each disciple with the schematic and design development submission. The Construction Documents will be deemed ready for bidding after acceptance by the CMCVAMC FMS staff.

14. Provide construction cost estimates with each scheduled submission.

15. The Department of Veterans Affairs has a mandatory requirement for 3rd Party Life / Fire Safety Reviews when plans reach 50% and 95% completion. Incorporate all findings from the 3rd Party Review in the design. Projects shall be NFPA code compliant prior to moving forward.

16. Quality Assurance / Quality Control (QA/QC): The A/E shall ensure that the project plans and specifications go through a rigorous review and coordination effort. The A/E shall submit a detailed QA/QC Plan two weeks after receipt of the Notice to Proceed that describes each step that will be taken during the development of the various design phases.

17. Provide Construction Period Services including shop drawing and submittal review and RFI review and response. Provide approvals and recommendations to CMCVAMC FMS staff.

18. Conduct weekly construction site visits and conduct weekly progress meetings with the Construction Contractor, CMCVAMC FMS staff, and VA Contracting Office Staff. Written meeting notes and field reports will be required.

19. Provide commissioning of building systems / components in accordance with VA Directives and Guidance including all commissioning plan, inclusion of requirements in construction documents, verification of installation, and performance of commissioned systems.

A/E Part Two Services (Construction Period Services) A/E Part Two Services for this design project include responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project; attendance at pre-bid, post-award, and commissioning kick off construction project conferences; review of construction material submittals and shop drawings; approximately 4 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications; preparation of site visit reports; coordination with project commissioning requirements (see Third-Party Commissioning under section 14); review of any construction project modifications for cost and technical acceptability; attendance and participation during the final acceptance inspection; preparation of the punch list; and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log, and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

1. Review of contractor’s submittals and shop drawings with recommendation to VA COR and CO. Reviews shall be returned to VA COR and CO within 15 calendar days of reception. If the scope of the required action is so extensive as to require more time, the A/E shall so notify the CO and COR, including information about the time needed to process the action. However, the A/E shall expedite delivery in every practicable way.

2. Review of all contractors Requests For Information (RFIs) as required with recommendation provided to VA COR and CO. RFI response shall be provided to VA COR and CO within 7 calendar days of receipt. If the scope of the required action is so extensive as to require more time, the A/E shall so notify the CO and COR, including information about the time needed to process the action. However, the A/E shall expedite delivery in every practicable way.

3. Design Deficiencies: Any redesign efforts, including site visits if necessary, required due to a design deficiencies, errors, or omissions shall be completed by the AE at no additional cost to the VA. Revised drawings and specifications shall be provided to VA CO and COR as well as an estimate for the contractor to complete work detailed in revised documents. Said estimates will meet all requirements of “Estimates” Section of this contract.

4. Cost Estimates: AE shall review and provide recommendation to VA CO & COR on each of the Construction Contractor’s cost estimates. 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.

5. AE shall attend Prebid/Preproposal Conference, Preconstruction Conference, and Bi-weekly Project Meetings during construction via phone conference.

6. Inspections: AE shall attend all above ceiling and punchlist inspections for each phase of the project with a mandatory written field report submitted to the CO and COR within five (5) calendar days after inspection, unless indicated otherwise by CO/COR.

7. Site visits when requested by the VA, in accordance with the contract, will be followed with a mandatory written field report submitted to the COR within five (5) calendar days of the site visit.

8. After completion of the project, AE shall provide a corrected, complete set of stamped plans showing any changes from the original design due to changes or as-built conditions from Contractor. Mylar reproducible plans and CD-R (or other electronic means) containing AutoCAD 2017 and Adobe Acrobat versions of the final, marked up drawings shall be received within 30 days of reception of Contractor’s as-built drawings from COR.

9. Provide the service of a certified Industrial Hygienist for monitoring and air sampling during remediation set-up and removal of asbestos and lead paint when applicable. Provide final report when complete.

10. AE shall serve as or will provide a 3rd Party Commissioning Agent as necessary in project.

The above paragraphs constitute a basic outline of the work to be accomplished, and in no way comprise all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of CMCVAMC record drawings and the EHRM infrastructure readiness assessment documents will be made available to the highest rated A/E firm. The A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachments 09a and 9b will give the A/E firm a basic understanding of the CMCVAMC campus.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on CMCVAMC campus must have the following additional requirements before starting site investigations on campus:

1. Tuberculosis (TB) screening every 12 months and if positive, clearance from a physician

2. Annual seasonal influenza vaccination

3. COVID-19 vaccination

4. Contractor or representative must always obtain and wear a contractor badge or PIV card while on campus If at any time an employee of the A/E firm is found in deficiency of the listed requirements, a stop work order will be issued for the safety of CMCVAMC patients. Any further questions, please reference SOW Attachment 07 and SOW Attachment 11.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $21,720,600. The design project must comply with VAAR 836.606-71, Application of 6 percent architect-engineer fee limitation.

4. DESIGN INDEPENDENCE, FURNITURE, AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design includes those items to meet code requirements for building occupancy; items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26, or 28 through 48; non-IT equipment items covered by Division 27; and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00, and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA, PROJECT STANDARDS, AND PHASING:

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction & Facilities Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning, and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

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

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

· 00 VA OEHRM Site Infrastructure Requirements v2.0 (SOW Attachment 02)

· HEFP SEP Design Alerts 1-8 (SOW Attachment 03) Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department-wide.

The A/E Firm shall provide a phasing plan to maintain medical center operations, minimize disruptions to patient care, and minimize or eliminate service outages. Phasing will be determined and incorporated into the 35% (schematic) design documents. Phasing must work within budget and allow the VA to continue operations with minimal interference.

6. 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 4, 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 is 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.

7. INDEPENDENT LIFE SAFETY REVIEW:

The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION:

1. The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the CMCVAMC. 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.

2. The A/E shall conduct destructive testing in project space to test for the presence of asbestos and other hazardous materials. The destructive testing shall be performed by a qualified firm. The A/E shall also perform repairs to the areas impacted by the testing.

3. Contractors shall abide by the facilities Green Environmental Management System (GEMS) policies and procedures. Contractors shall use recycled content products and bio-based materials when possible and provide an estimate of the percentage of materials with recycled content that will be used on the awarded projects. Contractors are required to certify that all personnel and subcontractors have received Resource Conservation and Recovery ACT (RCRA) training. Contractors shall recycle all possible recyclable materials and report the total quantity of recycled and total quantity or waste removed during the projects. Reporting frequency will be set by the Contracting Officer.

4. Hazardous Material Storage & Use

a. The contractor shall establish hazardous material (HM) storage and distribution system when HM is to be used. All HM required to support the contract shall be reported to the Green Environmental Management System (GEMS) Coordinator using the Contractor HM Identification Form. The Contractor HM Identification Form will be provided to the Contractor at or prior to the Pre-Construction meeting. Additional HM needed by the contractor shall be identified to the Contracting Officer's Representative for approval by the HMP.

b. The contractor planning to use HM for the work must register with the GEMS prior to start of work to support the installation’s compliance with Executive Order 12856, Federal Compliance with Right-to-Know Laws and Pollution Prevention Requirements.

c. The contractor shall maintain Contractor HM Identification Form for HM on the job site for inspection/verification.

d. Contracting Officer's Representative (COR) will verify that the HM identified to (GEMS) Coordinator is the only HM in use on the job site.

e. Contractors shall provide the (GEMS) Coordinator:

i. A list of each material and quantity of material for all proposed HM. Hazardous Material (HM) shall mean any item that is:

ii. A health hazard or physical hazard as defined in 29 CFR, 19 10.1200(c).

iii. Regulated in its disposal by EPA less than 40 CFR.

iv. Hazardous as defined by DOT regulations less than 49 CFR.

v. Hazardous as defined by the Dangerous Goods Regulations of the International Air Transport Association.

vi. A safety data sheet (SDS) for each item on the list.

vii. The contractor shall establish his/her own HM storage and issue location that complies with federal, state and local environmental regulations. Materials issued shall be tracked for quantities used. Unused materials shall be inventoried and removed from the VAMC Facilities prior to close out of the contract or expiration date of the HM. Reports of materials delivered, used and removed from the installation shall be submitted to the Contracting Officer monthly and prior to contract close out.

viii. The contractor shall comply with all federal, state and local environmental standards.

ix. The Facility (GEMS) coordinator shall be notified and accompany the Contracting Officer, Facility Engineer and other responsible parties i.e., COR, etc., on all project close out inspection to ensure all used/unused HM was removed from the installation.

f. Hazardous Waste (HW) Requirements:

i. General: This section includes the handling of all hazardous waste (HW) as generated by the contractor or government hazardous waste encountered by the contractor during this contract.

ii. Non-Hazardous Waste: The contractor is responsible for the disposal of all non-hazardous waste.

iii. Contractor Hazardous Waste: This shall include any hazardous waste that is a result of the use of hazardous materials (HM) and through leakage or spills. Pennsylvania regulations define any spills or leakage of oils (fuel) as hazardous waste. Contractor shall be fully responsible for the use, reporting and disposal of this material or waste, in accordance with all Federal, State and local regulations. The contractor shall provide a copy of his/her registration with the state Department of Environmental Protection (DEP) for the Northwest region/Environmental Protection Agency (EPA) ID number; hazardous waste transporter’s name and copy of their license or permit to transport hazardous waste; and the Treatment, Storage, and Disposal Facility (TSDF) name and copy of their license, permit, or interim status from EPA to receive hazardous waste.

iv. Notification Requirements: The contractor shall notify the COR before the start of work, if they will be generating HW and when generation of HW will commence. This should be annotated on the PCRA plan as part of the review and approval process by COR.

v. While the EPA and the Commonwealth of Pennsylvania permit the use of accumulation sites (Ref: 40 CFR 262.34) local authorization is required prior to establishing such a site. This approval is obtained from the Green Environmental Management System Office after a favorable joint review conducted by the (GEMS) Coordinator, The Safety Manager, The COR, and the Contracting Officer.

9. 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 VA Physical Security and Resiliency Design Manual (PSRDM) revised April 1, 2021, located on the TIL (https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf). The A/E shall ensure that all applicable aspects of the VA PSRDM are incorporated into the design and shall prepare a written report acknowledging compliance as required by the CMCVAMC. 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 and assist the VA with waiver requests as necessary.

10. 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.”

11. 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 06. 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 04, as it is hosted on a non-public VHA site.

The A/E is responsible for producing a complete set of drawings, design narrative / analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. 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. The A/E shall prepare specifications using the VA master specifications and other relevant design documents. 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 Statement of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at CMCVAMC due to the age of the campus.

The following submittals will be required for this project:

· Quality Assurance/Quality Control (QA/QC) Plan

· Basis of Design (BD) - 10%

· Schematic Design (SD) - 35%

· Design Development (DD) - 65%

· Construction Documents (CD) - 95%

· Final Bid Documents (Bid) - 100%

1. REVIEWS

1. The AE shall lead a design development conceptual meeting (multiple if necessary) with Facilities Management Services and the End User shortly after the award of the contract to discuss scope, phasing, and existing conditions. AE shall provide meeting minutes to COR after each meeting.

2. Formal Reviews: There will be five formal reviews; one each at the 10%, 35%, 65%, 95%, and 100% design completion stages. Further breakdown of what is required in each of the above mentioned is detailed below and in PG-18-15, Volume C. At the 35%, 65%, 95%, and 100% stages, the A/E shall supply two (2) full size copies of drawings, two (2) copies of specifications, and two (2) copies of cost estimates for each formal review as well as electronic versions. Documents shall be reviewed by the VA and sent back to A/E. The A/E shall incorporate any comments, notes or changes provided by VA into the next review package. In addition, the AE shall incorporate any comments, notes or changes provided at the 100% review meeting into the construction documents and cost estimate.

2. TEN PERCENT (10%) BASIS OF DESIGN –WORKING DRAWINGS

1. In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details and their ultimate presentation in the final drawings and specifications will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

2. Conceptual Drawings: Provide (2) copies of plans showing conceptual project design and site investigation findings including but not limited to architectural, structural, mechanical, fire and life safety, electrical, building management system interfaces, physical security, and environmental findings. Plans shall also be submitted electronically.

3. THIRTY-FIVE PERCENT (35%) SCHEMATIC SUBMISSION DOCUMENTS—WORKING DRAWINGS

1. Specifications: Submit two (2) hard copies and an electronic copy of custom edited VA master specifications table of contents. Specification table of contents shall be tailored specifically via redlining for project, with any unnecessary specification sections determined to not apply to project redlined. The electronic specification submission shall be in both Microsoft Word and PDF file format.

2. Construction Drawings: Provide (2) copies of plans showing all necessary alterations to existing areas affected by this project. Drawings should include demolition plans, arch plans, HVAC plans, plumbing plans, life safety plans, IRCA plans, electrical plans, control plans, security plans, and IT plans. Plans shall also be submitted electronically.

3. AE shall also produce a report that will include:

a. Identification of potential bid deducts for any project

b. Recommended Phasing based on previous conversations with VA

c. Document stating the dates, times, and location of all existing conditions surveyed. Names of surveyors shall be provided as will all field observations with AE recommendations

d. Identification of any asbestos and lead with survey reports if applicable

4. Estimates: Provide two (2) copies of construction cost estimates with all potential bid deducts included. Estimates shall be divided by trade (labor, equipment, and material). Estimates shall also be submitted electronically.

5. The VA has adopted the latest edition of codes and standards listed in PG 18-3 Design and Construction Procedures, Topic 1 – Codes, Standards, and Executive Orders as a minimum for all projects. The A/E shall comply with all applicable codes, standards, and regulations. 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.

4. SIXTY-FIVE PERCENT (65%) DESIGN DEVELOPMENT SUBMISSION DOCUMENTS—WORKING DRAWINGS

1. AE shall provide report detailing the addressing and/or incorporation of all VA comments from 35% review into 65% drawings.

2. Specifications: Submit two (2) hard copies and an electronic copy of marked-up VA master specifications for each section to be used in final specifications. Specifications shall be tailored specifically for project, with any unnecessary specification sections removed, spec writer notes deleted, and any and all editing (i.e. // marks or [ ] brackets) of specifications sections shall be completed with any missing information shall be inserted into said editing marks or brackets. AE shall provide a master submittal registry identifying all submittals, separated by specification section, required to be submitted by the contractor for review during construction as part of AE’s 65% package. The electronic specification submission shall be in both Microsoft Word and PDF file format.

3. Brand Name Only: A/E shall provide a list of any proposed Brand Name Only materials or equipment in project with individual justifications as part of 65% drawings for CO approval. Any Brand Name Products listed in specifications or drawings must be justified by the specification writer and approved by Contracting Officer if under $500,000 or approved by the HCA if over $500,000. Justifications must include description setting forth those salient physical, functional, or other characteristics of the referenced product which are essential to the minimum needs of the Government.

4. Brand Name or Equal: A/E shall provide a list of any proposed Brand Name Or Equal materials or equipment in project with individual justifications as part of 65% drawings for CO approval.

5. Constructions Drawings: Provide (2) copies of plans showing all necessary alternations to existing areas affected by this project. Drawings should include phasing, bid deducts if applicable, existing utilities, demolition plans, elevation sections and details, HVAC plan, plumbing plan, life safety plan, IRCA plan, control plans, architectural plans, security plans, IT plans, electrical plans, single line diagrams, panel schedules and calculations. Drawing or drawings shall also be included showing all equipment to be installed on project as well as who will provide and who will install said equipment. Plans shall also be submitted electronically.

6. Preconstruction Risk Assessment: AE shall provide two (2) copies of initial Preconstruction Risk Assessment as required by MCM 138-41. Assessment shall also be provided in Microsoft Word and Adobe Acrobat file formats.

7. ICRA: ICRA drawings shall be based on Preconstruction Risk Assessment and will show all walls, anti-rooms, and location of negative air exhaust for each phase.

8. Abatement: Asbestos and Lead Abatement, if required, shall be included in 65% drawings.

9. Phasing: 65% submission drawings shall include clearly delineated phasing lines on all architecture, mechanical, plumbing, electrical, and fire protection drawings

10. Finishes: As part of 65% submission, contractor shall fully design 3 separate finish scheme options and provide samples of each to VA Interior Designer for review and approval.

11. Bid Deducts: Bid Deducts shall be finalized based on VA 35% comments, be incorporated into the 65% design submission, and clearly delineated in drawings, specifications, and estimate.

12. Third Party Life Safety Review: Contractor shall employ and utilize the services of a third party, independent life safety consultant to conduct a fire and life safety peer review of the project. A complete copy of consultant’s report will be submitted as a part of the 65% design.

13. Estimates: Provide two (2) copies of construction cost estimates with all potential bid deducts included. Estimates shall be divided by phase, specification section, and trade (labor, equipment, and material). Estimates shall also be submitted electronically.

14. The VA has adopted the latest edition of codes and standards listed in PG 18-3 Design and Construction Procedures, Topic 1 – Codes, Standards, and Executive Orders as a minimum for all projects. The A/E shall comply with all applicable codes, standards, and regulations. 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.

5. NINETY-FIVE PERCENT (95%) CONSTRUCTION DOCUMENT SUBMISSION – WORKING DRAWINGS

1. AE shall provide report detailing the addressing and/or incorporation of all VA comments from 65% review into 95% drawings.

2. Specifications: Submit two (2) hard copies and an electronic copy of marked-up VA master specifications for each section to be used in final specifications. Specifications shall be tailored specifically for project, with any unnecessary specification sections removed, spec writer notes deleted, and any and all editing (i.e. // marks or [ ] brackets) of specifications sections shall be completed with any missing information shall be inserted into said editing marks or brackets. AE shall provide a finalized, master submittal registry identifying all submittals, separated by specification section, required to be submitted by the contractor for review during construction in an Excel Format as part of 95% package. Specifications shall also be provided in Adobe Acrobat and Microsoft Word file formats.

3. Brand Name Only: A/E shall provide a list of any proposed Brand Name Only materials or equipment in project with individual justifications as part of 95% drawings for CO approval. Any Brand Name Products listed in specifications or drawings must be justified by the specification writer and approved by Contracting Officer if under $500,000 or approved by the HCA if over $500,000. Justifications must include description setting forth those salient physical, functional, or other characteristics of the referenced product which are essential to the minimum needs of the Government.

4. Brand Name Or Equal: A/E shall provide a list of any proposed Brand Name Or Equal materials or equipment in project with individual justifications as part of 95% drawings for CO approval. Any Brand Name product in the drawings or specifications not listed in the Brand Name Only list provided and approved by the Government shall be followed by “Or Equal”. Construction solicitation documents shall list multiple acceptable brand name products and a description in the solicitation of the salient physical, functional, or other characteristics of the referenced products which are essential to the minimum needs of the Government. List of Brand Name Or Equal Products shall be submitted to CO for approval.

5. Constructions Drawings: Provide (2) copies of plans showing all necessary alternations to existing areas affected by this project. Drawings should include phasing, bid deducts if applicable, existing utilities, demolition plans, completed elevation sections and details, HVAC, plumbing, life safety, IRCA, controls, architecture, security, IT, electrical, single line diagrams, panel schedules and calculations. Plans shall also be submitted in AutoCAD 2017 and Adobe Acrobat file formats.

6. Preconstruction Risk Assessment: AE shall provide two (2) copies of final Preconstruction Risk Assessment. Assessment shall also be provided in Microsoft Word and Adobe Acrobat file formats.

7. ICRA: ICRA drawings shall be based on Preconstruction Risk Assessment and will show all walls, anti-rooms, and location of negative air exhaust for each phase.

8. Abatement: Final Asbestos Abetment design, if required, shall be included in 95% drawings.

9. Phasing: 95% submission drawings shall include clearly delineated phasing lines on all architecture, mechanical, plumbing, electrical, and fire protection drawings

10. Finishes: Contractor shall fully incorporate finishes as determined by VA Interior Designer during 65% design into 95% submission.

11. Bid Deducts: Bid Deducts, if required, shall be incorporated into 95% design submission, and clearly delineated in drawings, specifications, and estimate.

12. Third Party Life Safety Review: Contractor shall employ and utilize the services of a third party, independent life safety consultant to conduct a fire and life safety peer review of the project. A complete copy of consultant’s report will be submitted as a part of the 95% design.

13. Estimates: Provide two (2) copies of construction cost estimates with all potential bid deducts included. Estimates shall be divided by phase, specification section, and trade (labor, equipment, and material). Estimates shall also be submitted electronically.

14. The VA has adopted the latest edition of codes and standards listed in PG 18-3 Design and Construction Procedures, Topic 1 – Codes, Standards, and Executive Orders as a minimum for all projects. The A/E shall comply with all applicable codes, standards, and regulations. 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.

6. ONE HUNDRED PERCENT (100%) SUBMISSION DOCUMENTS — BID DOCUMENTS

1. A/E shall provide report detailing the addressing and/or incorporation of all VA comments from 95% review into 100% drawings.

2. Specifications: Submit two (2) hard copies and an electronic copy of marked-up VA master specifications for each section to be used in final specifications. Specifications shall be tailored specifically for project, with any unnecessary specification sections removed, spec writer notes deleted, and any and all editing (i.e. // marks or [ ] brackets) of specifications sections shall be completed with any missing information shall be inserted into said editing marks or brackets. A/E shall provide a finalized, master submittal registry identifying all submittals, separated by specification section, required to be submitted by the contractor for review during construction in an Excel Format as part of 100% package. Specifications shall also be provided in Adobe Acrobat and Microsoft Word file formats.

3. Brand Name Only: A/E shall provide a list of any proposed Brand Name Only materials or equipment in project with individual justifications as part of 100% drawings for CO approval. Any Brand Name Products listed in specifications or drawings must be justified by the specification writer and approved by Contracting Officer if under $500,000 or approved by the HCA if over $500,000. Justifications must include description setting forth those salient physical, functional, or other characteristics of the referenced product which are essential to the minimum needs of the Government.

4. Brand Name Or Equal: A/E shall provide a list of any proposed Brand Name Or Equal materials or equipment in project with individual justifications as part of 100% drawings for CO approval. Any Brand Name product in the drawings or specifications not listed in the Brand Name Only list provided and approved by the Government shall be followed by “Or Equal”. Construction solicitation documents shall list multiple acceptable brand name products and a description in the solicitation of the salient physical, functional, or other characteristics of the referenced products which are essential to the minimum needs of the Government. List of Brand Name Or Equal Products shall be submitted to CO for approval.

5. Constructions Drawings: Provide (2) copies of plans showing all necessary alternations to existing areas affected by this project. Drawings should include phasing, bid deducts if applicable, existing utilities, demolition plans, completed elevation sections and details, HVAC, plumbing, life safety, IRCA, controls, architecture, security, IT, electrical, single line diagrams, panel schedules and calculations. Plans shall also be submitted in AutoCAD 2017 and Adobe Acrobat file formats.

6. Preconstruction Risk Assessment: AE shall provide two (2) copies of final Preconstruction Risk Assessment. Assessment shall also be provided in Microsoft Word and Adobe Acrobat file formats.

7. ICRA: ICRA drawings shall be based on Preconstruction Risk Assessment and will show all walls, anti-rooms, and location of negative air exhaust for each phase.

8. Abatement: Final Asbestos Abetment design, if required, shall be included in 100% drawings.

9. Phasing: 100% submission drawings shall include clearly delineated phasing lines on all architecture, mechanical, plumbing, electrical, and fire protection drawings

10. Finishes: Contractor shall fully incorporate finishes as determined by VA Interior Designer during 95% design into 100% submission.

11. Bid Deducts: Bid Deducts, if required, shall be incorporated into 100% design submission, and clearly delineated in drawings, specifications, and estimate.

12. Third Party Life Safety Review: Contractor shall employ and utilize the services of a third party, independent life safety consultant to conduct a fire and life safety peer review of the project. A complete copy of consultant’s report will be submitted as a part of the 100% design.

13. Estimates: Provide two (2) copies of construction cost estimates with all potential bid deducts included. Estimates shall be divided by phase, specification section, and trade (labor, equipment, and material). Estimates shall also be submitted electronically.

14. The VA has adopted the latest edition of codes and standards listed in PG 18-3 Design and Construction Procedures, Topic 1 – Codes, Standards, and Executive Orders as a minimum for all projects. The A/E shall comply with all applicable codes, standards, and regulations. 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.

15. After incorporation of 100% review comments the A/E shall provide two (2) full size and four (4) half-size sets of sealed construction plans stamped by design professionals, two (2) bound copies of final specifications, electronic version of specifications in Microsoft Word and Adobe Acrobat, drawings in AutoCAD format and Adobe Acrobat, and a report detailing how each comment from 100% review was addressed or incorporated.

12. DRAWING FORMAT:

1. All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. The A/E shall provide and prepare various models and renderings to present to VA throughout the design phase to adequately represent architectural, interior design, square footage/volume, mechanical/electrical/plumbing (MEP), HVAC, equipment, telecommunications, power, lighting, asbestos/hazardous material info, security systems, life safety, site conditions, and other items in the design to aide with facility visualization and contractor coordination.

2. The contract drawings shall have a cover sheet which shall include, but is not limited to, the following information:

· Department of Veterans Affairs Logo

· Project Title and Project Number

· Drawing Index

· Architect and Engineer Firm Names and Logos

· Location Map

· Signature Blocks for The Following:

· CMCVAMC Director

· Contracting Officer (CO)

· Facility Management Service Chief

· Facility Management Service Assistant Chief

· Projects Section Supervisor

· Service Chief

· Project Contracting Officer Representative (COR)

· Safety Officer

· Infection Control

3. All drawings shall be scaled. Plans shall be drawn using standard professional and acceptable engineering drafting skills, scales, and standards. The A/E shall be responsible to provide and show in scale plans, elevations and details required to construct this project in which the prospective bidder is clear on the proposed intent and scope of work.

4. A/E shall define and indicate on plans all “new” and “existing” conditions.

5. A/E shall show, draw, locate, define, denote, and detail all points of connection of new work to the existing.

6. A/E shall plan, define, detail, draw, and show on the contract documents exact routing of any new utility proposed for this project. A/E shall, as part of this project, physically inspect each new routing and provide routings and/or rerouting of existing utilities to prevent any conflicts.

7. The A/E firm shall provide an Infection Control Risk Assessment (ICRA) plan to protect staff and patients by physical separation, negative pressurization of the construction site, and other appropriate measures. The A/E shall coordinate the ICRA plan with all trades and disciplines. The ICRA plan shall be incorporated as part of construction documents.

8. Fire Protection: Provide drawings to fully detail modifications to the existing fire sprinkler and protection system necessary. Plans shall be reviewed by a professional Fire Protection Engineer.

9. Life Safety Plan: Provide a separate 1/8” scale “Life Safety Plan” for fire protection measures. Include smoke barrier partitions, fire partitions, fire alarm devices, fire extinguisher cabinets and exit patterns to demonstrate compliance with the applicable codes and the fire…