SOW - EHRM Infrastructure Upgrades - Fort Meade SD Final 2-25-21.pdf

Project 568-21-701 EHRM Infrastructure Upgrades, BLACK HILLS HEALTH

CARE SYSTEM – Fort Meade, SD

Scope of Work for A/E Services

BHHCS Fort Meade VA Medical Center February 17, 2021

113 Comanche Rd

Fort Meade, SD 57741

Table of Contents

1. GENERAL INTENT:

2. STATEMENT OF WORK:

3. DESIGN WITHIN FUNDING LIMITATIONS:

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT:

5. DESIGN CRITERIA:

6. DESIGN COLLABORATION:

7. INDEPENDENT LIFE SAFETY REVIEW:

8. ENVIRONMENTAL PROTECTION:

9. A/E RESPONSIBILITIES:

A/E Initial Design Requirements

Architecture

Structural

Mechanical

Electrical

Low Voltage and Health Care Systems

General

10. CHARRETTE KICK-OFF MEETING

11. PHYSICAL SECURITY:

12. SUBMITTAL REQUIREMENTS:

13. A/E PART TWO SERVICES (ALSO KNOWN AS CONSTRUCTION PERIOD

SERVICES (CPS):

14. A/E DRAWINGS FORMAT:

15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

16. CONTRACT OVERSIGHT:

17. OI&T Infrastructure Standard for Telecommunications Spaces:

18. GOVERNMENT PROVIDED MATERIAL:

19. SOW ATTACHMENTS:

BHHCS Fort Meade VA Medical Center February 17, 2021

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the Black Hills Fort Meade VA Medical Center in accordance with this design Scope of Work.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, conducting 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 facilities electric and IT to allow for the new Electronic Health Records Modernization (EHRM) system.

The scope of this project includes, but is not limited to, the following infrastructure improvements: Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion and renovation of existing space (demo, new construction, finishes), renovation of existing Data Center (demo wall, remove raised floor, new construction, patch, finish), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, physical security upgrades, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, hazardous material abatement. Project Building locations include:

Buildings 40, 46, 50, 53, 85, 88, 89, 90, 113, 137, 145, 146, 148, 165, T171, T296, and site. See SOW Attachment A for details. A/E shall conduct a thorough site investigation for all aspects of design to verify as-built accuracy and feasibility of design. The A/E shall design the communications to a Tier III Data Service Reliability.

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation 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, provide onsite monthly inspections by a Qualified Construction Inspector during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications and provide supervision of contractors, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, preparation of independent cost estimates for all construction change orders, attendance in 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 take meeting minutes and provide this information to the VA and CO. 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. Construction duration is estimated to take 6 months. The A/E shall review the Contractor's RFI’s, as well as cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes. All Part Two services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the

BHHCS Fort Meade VA Medical Center February 17, 2021 project site to determine the needs and conditions for the design of this project. Copies of BHHCS Fort Meade VAMC record drawings and the EHRM infrastructure readiness assessment documents will be made available for A/E use; 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.

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.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E so as 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 $16,480,000.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. The A/E must 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:

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility 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 following listed Department of Veterans Affairs References, with special emphasis on items in bold:

PG-18-1 Master Construction Specifications

SOW Attachment 11 EHRM Master Specs Updated 1-11-2021

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

PG-18-9 Space Planning Criteria

PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis] http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp

BHHCS Fort Meade VA Medical Center February 17, 2021

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

PG-18-14 Room Finishes, Door, and Hardware Schedules

PG-18-15 Minimum Requirements for A/E Submissions

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

Physical Security Design Manual Oct 2020

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

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

▪ 00 VA OEHRM Site Infrastructure Requirements 1.9 for concurrence (attached)

▪ SOCAMES 6 Design Alert 1 (attached)

▪ VHA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury from

Potable Water Distribution Systems (attached)

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.

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 12 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW:

The A/E design will be reviewed independently by the Facility’s Fire Code Consultant (FP&C) as required by VHA Directive 2005-007. The A/E will hire FP&C for this review, and the comments will be coordinated with the VA and included in the design. Any conflicts will be discussed between all parties and a final decision determined by the VA. The A/E shall also include one (1) final on-site life safety inspection by FP&C after project completion.

8. ENVIRONMENTAL PROTECTION:

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

http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

BHHCS Fort Meade VA Medical Center February 17, 2021

9. A/E RESPONSIBILITIES:

A/E’s shall be rated on their performance and adherence to the design contract as well as the number of change orders that are determined to be design errors or design omissions. Design errors are defined as a contract document that calls for items which are incorrect (wrong dimensions; incorrectly sized pipe, duct, and equipment; conflicts and interferences; product or method conflicting with the preference list, a constructability errors, maintenance clearances, errors in elevations, failure to field verify conditions during design, etc.). Design omissions are defined as a contract document that fails to include items necessary to the project, of which the A/E should have been aware (utilities to equipment, missing architectural details, omitted details causing constructability issues, etc.). A/E of record shall remain responsible for the quality of the design throughout construction implementation. If a determination by the COR/Contracting Officer is made regarding a design error/omission and/or a constructability problem that justifies a site inspection, the A/E shall inspect the field condition within seven (7) calendar of the COR’s request. This shall be at no additional cost as the problem arose due to quality of their design product. Reliance on construction contractor to field verify and/or reliance on VA as built/record drawings is unacceptable. A/E firm of record is responsible for the successful design and construction implementation.

The A/E shall coordinate their design between their design disciplines/consultants, contract requirements and existing field conditions. The A/E shall ensure their design is constructible, serviceable and maintainable. The details, accuracy and coordination of the drawings shall be completed to allow the installing contractor to install all items identified within the contract in the location described by the design team. It is the design teams’ responsibility to ensure proper clearances, installation space/capacity, maintenance and serviceability space. Coordinated design details, work areas, and maintenance/code/manufacturers clearances shall be illustrated in the construction drawings. The A/E team shall create accurate construction coordination drawings as the basis of design.

The A/E shall include in their design proposal all fees for the implementation and project setup of Oracle Primavera Submittal Exchange. This platform shall be used for both design and construction projects and shall be the main method for transfer and review of design submittals, as-built documentation, construction milestones, and others. The VA shall review the Project Log set up prior to acceptance.

A/E shall include testing of existing systems as appropriate for a typical design of this nature; such as test and balancing of existing Heating, Ventilation, Air Conditioning (HVAC) systems to ensure mechanical designs are appropriate as needed.

The basis of design, encompassing all aspects (size, utilities, aesthetics, etc.) shall be designed by the A/E and documented in the design. The A/E is responsible to ensure the basis of design “fits” and functions within the space allotted.

All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remains the sole property of the Government and may be used on any other work without additional compensation to the A/E. With respect thereto, the A/E agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

A/E Initial Design Requirements The A/E shall create the following:

▪ Demolition plan.

BHHCS Fort Meade VA Medical Center February 17, 2021

▪ Design new infrastructure including a run length analysis.

▪ Run length analysis for new infrastructure

▪ Identify equipment needed and location for VA or contractor to procure.

▪ Phasing plan.

Industrial Hygienist The A/E shall obtain the services of a Certified Industrial Hygienist (CIH) to review the project and the VA asbestos assessment to assure that issues involving asbestos and lead paint are addressed. If abatement is required as a part of this project, A/E plans and specifications shall be provided for this work within the plan set.

The VA has an internal Infection Control Risk Assessment (ICRA) policy (provided after contract award) for assuring the hazards associated with construction dust, noise, utility outages, etc., are addressed.

The A/E shall become familiar with this policy and assure the contract documents implement appropriate safety measures when required. ICRA shall be included in the specifications. The design shall include all infection control measures necessary to complete the project in accordance with Joint Commission, VA Black Hills Health Care System, and Life Safety requirements.

Fire Protection Engineer The A/E shall obtain the services of a Professional Fire Protection Engineer to review, approve, and affix their stamp of Certification to the project documents complying with the newest version of the NFPA Life Safety Code. The A/E shall incorporate any comments from the VA 3rd party fire safety review.

The A/E shall follow current National Fire Protection Association (NFPA) codes and standards. The A/E is not required to follow local or State codes. Consult with the Technical Information Library (TIL), Design and Construction Procedures PG 18-3.

Historical Preservation The A/E shall create State Historic Preservation Offices (SHPO) and National Historical Preservation submittals and submit to the VA after the DD meeting comments have been incorporated. The A/E shall continue the process (with approval from the VA) into CD documents. The design shall continue while state and federal historical offices reviews the 50% design submittal. The final SHPO comments shall be addressed prior to the VA accepting the A/E’s final CD design as acceptable for construction.

Architecture

1) Design shall include all demolition and new work necessary to meet requirement of the project.

2) The designer shall include hours for consulting with Equipment vendor(s) and maintenance as necessary to complete the design.

3) Design shall detail the architectural construction requirements including complete floor and ceiling plans, elevations, sections, details, schedules, material and color selection, and discipline coordination.

4) Architect shall coordinate all interior design with Fort Meade Interior Designer, Carissa Alley

605-720-7116. Provide interior design schedule on drawings.

BHHCS Fort Meade VA Medical Center February 17, 2021

5) Design shall include all finishes for doors, frames, walls, windows, ceiling, floor, cabinetry, countertops, etc. that are affected by the construction to ensure existing surrounding area transition cleanly into the new space. The Architect shall recommend finishes that are affordable, maintenance friendly, and aesthetically-pleasing.

6) Design shall include all furnishings, medical equipment, and storage cabinetry. Architect shall label items based on the following system: VV=VA purchased and installed, VC=VA purchased-contractor installed, CC=Contractor purchased and installed, CV=contractor purchased-VA installed.

7) Design shall include all infection control procedures necessary to complete project in accordance with Joint Commission, Fort Meade VA, and Life Safety requirements.

Structural

1) Design shall include any necessary structural construction requirements including all structural plans, elevations, sections, and details as required.

2) Engineer shall include hours for consulting with Equipment vendor(s) and maintenance as necessary to complete the design.

3) Structural engineer shall evaluate the structural capacity for any equipment that may be roof mounted such as a direct expansion (dx) unit.

Mechanical

1) Mechanical Engineer shall field verify existing conditions to ensure that the HVAC infrastructure shall be sufficient to support the new equipment and layout. This is to include, but not be limited to fans, motors, duct mains, run-outs, new Direct Digital Control (DDC) controls for Variable Air Volume (VAV) boxes, thermostats, etc.

2) Design shall include all mechanical plans, elevations, sections, details, and schedules for heating, ventilating, air conditioning, controls, refrigeration, plumbing, medical gases, and fire protection.

3) Design shall include sinks, bathrooms, piping, connections to existing facility piping, valves, drains, etc.

4) Design shall include all HVAC requirements, including ductwork, VAV boxes, reheats, exhaust, dampers, registers, etc.

5) Design shall include required fire safety systems, controls, and addition/relocation of sprinkler system components. Designer shall coordinate sprinkler head locations with equipment rails and ceiling lift locations.

6) Engineer shall include hours for consulting with Equipment vendor(s) and maintenance as necessary to complete the design.

BHHCS Fort Meade VA Medical Center February 17, 2021

7) All aspects of ventilation will be considered including but not limited to humidity levels, fresh air replacement, drafts and temperature of each space independently.

8) Design shall include all other mechanical upgrades necessary to accommodate new equipment.

Electrical

1) The A/E shall utilize the electrical one-line drawings provided by the VA, at the A/E’s request.

2) Evaluate power supply to the space. If additional circuits are required, this shall be included in the design.

3) Design shall include all electrical plans, elevations, sections, details, diagrams, and schedules showing electrical closet, power distribution systems, auxiliary power systems, lighting fixtures, and outlets.

4) Designer shall show all necessary service panels, circuits, cabling, wiring, conduit, outlets, relays, switches, etc. for a complete and usable electrical system.

5) All existing electrical systems and components shall be field verified by the electrical engineer.

6) Design shall include requirements for both normal and critical power. Engineer shall include hours for consulting with Equipment vendor(s) as necessary to complete the design.

Low Voltage and Health Care Systems

1) Design shall include all plans, elevations, sections, details, diagrams, and schedules showing data closet, distribution, and signaling systems.

2) Design shall include additional low voltage outlets as needed for new control stations and relocated computer workstations.

3) The A/E shall include and coordinate all biomedical systems, security, fire alarm, patient monitoring, Nurse Call (NC), panic/duress, telecommunications and data as required to meet the design.

4) The A/E shall work with Biomedical Instrumentation Service (BIS) team to layout biomedical equipment requirements. All supporting infrastructure for biomedical equipment shall be shown on the drawings.

5) Designer shall evaluate the fire alarm system and design for additional system components that interface with the existing fire alarm system. The current system is supported by Johnson Controls, Inc.

6) Engineer shall include hours for consulting with Equipment vendor(s) and maintenance as necessary to complete the design.

BHHCS Fort Meade VA Medical Center February 17, 2021

General

1) Accuracy of Planning Information: The A/E shall conduct thorough site visit(s), as needed, to investigate all aspects of the existing space; Investigation shall include data closets, electric room and capacity, and all other utilities serving the new space. A/E shall document as-built conditions. The A/E's investigation shall include validation of all field conditions.

2) Discrepancies in Planning Information: The A/E shall promptly report to the Contracting

Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E's failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.

3) Change Orders: Any work that is not addressed by the contract and is considered a change order shall be immediately brought to the attention of the Contracting Officer. No “out-of-scope” or additional work shall be executed by the A/E prior to negotiation with the approval by the Contracting Officer.

4) Ownership of Drawings: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remains the sole property of the Government and may be used on any other work without additional compensation to the A/E. With respect thereto, the A/E agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

10. CHARRETTE KICK-OFF MEETING

The design must begin with meetings with key VA Black Hills Health Care System (BHHCS), Fort Meade staff and a thorough physical site survey. The A/E firm shall be responsible for site review of the existing facility to field verify the owner’s existing conditions, documents and as-built drawings to complete the design. The A/E shall confirm existing measurements, capacities, elevations, surface and subsurface conditions impacting their design. As-Built documents are not to be relied upon. Any modifications to the As-Builts that are required to be made as a result of the site review shall be communicated to the VA and if determined to be corrected by the A/E firm, shall be completed via a modification. The Design submittals will be developed with VA involvement to assure they are reasonable. Once a SD approach has been selected, the design development (DD) stage begins. All large-scale decisions, i.e. layouts, materials and systems selections, etc., shall be made by the completion of design development. Design shall be complete enough to conduct a detailed estimate and predict the final bid price with 90% certainty.

The A/E shall present a charrette at Fort Meade VA:

1) A/E Design Team

2) NFPA Life Safety Category for project.

3) The VA Design Guides to be used

4) Conceptual block diagram of available space within the limits of the project.

BHHCS Fort Meade VA Medical Center February 17, 2021

11. PHYSICAL SECURITY:

The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (Mission Critical Facilities) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC.

The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

The A/E shall design in 3rd party commissioning to support physical security controls which will be coordinated by the A/E team and approved to the COR/CO.

12. SUBMITTAL REQUIREMENTS:

Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is available on the TIL at http://www.cfm.va.gov/til/aeDesSubReq.asp. The edited version is attached to this SOW in SOW Attachment 6. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in SOW Attachment 1 - VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is attached to this SOW as it is hosted on a non-public VHA site.

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

Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), and Autodesk AutoCAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

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

▪ Basis of Design (BD) - 10%

▪ Schematic Design (SD)- 35%

▪ Design Documents (DD)- 65%

▪ Design Documents (DD)- 95%

▪ Construction Documents (CD)- 100%

▪ Final Bid Documents (Bid)

Quality Assurance/Quality Control (QA/QC) Plan http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.section508.gov/

BHHCS Fort Meade VA Medical Center February 17, 2021

Upon each design submittal, the A/E shall submit any internal quality control documentation, and the completed VA quality assurance documentation, to document that the A/E team has completed their design to a sufficient level of detail. The A/E shall have an experienced construction project manager review their design to verify that it is constructible and Quality Assurance/Quality Control (QA/QC) the documents to prevent any potential design error/omission change orders. Upon completion of the design, the A/E shall submit to the VA all documentation of the A/E’s completed QA/QC process.

At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled.

Basis of Design (BD) – 10%

▪ All documents in any of the electronic formats listed above.

▪ Two (2) full-size paper bond sets of drawings and one (1) to VA Network Office

In addition to the requirements in PG-18-15 the A/E Submission Instructions, 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. Basis of Design includes conceptual drawings of the planned design.

▪ Provide and present two corrective action routes or variations on a common plan to the VA COR and project users. VA will provide written comments on which concept or hybrid of concepts to proceed developing. Clearly delineate each Bid Item’s scope and area of involvement.

▪ Provide written narrative of mechanical and electrical system options with supporting engineering justification and calculations.

▪ Provide separate estimated costs associated with each Bid Item (capital investment and life cycle)

▪ A/E shall provide an overview of the benefits of a Revit BIM model.

Schematic Design (SD) – 35%

▪ All documents in any of the electronic formats listed above.

▪ Two (2) full-size paper bond sets of drawings and one (1) to VA Network Office

▪ Two (2) paper bond sets of specifications and one (1) to VA Network Office

▪ Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate and one (1) to VA Network Office

▪ Submitted with BD redlines and comment log.

The A/E shall conduct such interviews, site inspections and pre-planning of the project as necessary to develop the design concept. The concept shall be accompanied with a gross magnitude cost estimate and a design narrative. The A/E shall present the schematic concept(s) at meetings with key VA staff for each discipline (architectural, mechanical, electrical, etc.) that is anticipated to participate in the construction process. This submission shall be accompanied by order of magnitude estimates for each option being presented. Key VA staff will review, analyze, and comment for change or approve the concept that is to be developed into preliminary plans.

▪ The A/E shall complete all major site investigations and preplanning tasks prior to the final schematic design submission and presentation.

BHHCS Fort Meade VA Medical Center February 17, 2021

▪ Provide Specifications in MS Word format with tracking for easy review of changes. A/E shall include a brief narrative of changes at the top of the document for each phase update for a quick QC by the COR.

▪ If required and prior to submission of Schematic Design, the A/E shall meet with the VAMC’s COR to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, shut down coordination notice, estimated project duration, attention to utility shut down, isolation areas, and what Government constraints will exist that will influence the Contractor's approach to the construction project.

Design Development (DD) and Construction Documents (CD) – 65% and 95%

▪ All documents in any of the electronic formats listed above.

▪ Memo annotating what was not upgraded and corresponding justifications.

▪ Two (2) full size paper bond sets of drawings and one (1) to VA Network Office

▪ Two (2) half-size paper bond sets of drawings and one (1) to VA Network Office

▪ Two (2) paper bond sets of specifications and one (1) to VA Network Office

▪ Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate and one (1) to VA Network Office

▪ With SD redlines and comment log.

Upon the VA’s selection of the preferred design approach, the A/E shall proceed with design development. The A/E shall conduct further meetings with key VA staff to ascertain projects objective design concept. During this phase of the project, it is important that the project be developed to sufficient detail that the cost estimate accurately reflects the cost of construction. A/E shall provide a detailed estimate at this time.

▪ Provide and present corrective actions plan incorporating VA comments from SD submittal with further refinement. Show plans at scale that allows entire concept of project to be shown on one sheet. Show larger scale drawings detailing critical areas. Show all rooms, doors, corridors, basic column grid, assumed column sizes, expansion and seismic joint locations, electrical closets and equipment rooms, signal and telephone closets, mechanical shafts and space, and all vertical circulation, e.g., stairs, conveyers, elevators, and automatic conveyances. Clearly delineate each Bid Item’s scope and area of involvement.

▪ A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

▪ Provide Specifications.

▪ A/E shall provide a submittal to the COR no later than 50% CD that identifies an overview of all products to be installed in this construction design.

▪ The A/E shall provide designs for construction phasing, swing space and other impacts necessary for construction implementation as identified throughout the design evolution. The occupied spaces, offices, patient rooms, and clinics must remain in service at all times. Relocation shall be shown with room set-up in contract documents.

▪ The VA has implemented a policy that requires contractors to show evidence of appropriate Occupational Safety and Health Administration (OSHA) training commensurate to the hazards of

BHHCS Fort Meade VA Medical Center February 17, 2021 the tasks required of the project. The A/E shall coordinate with the VA to assure the contract documents clearly state these requirements.

Final Bid Documents (Bid) – 100%

▪ Two (2) full size paper bond sets of drawings and one (1) to VA Network Office

▪ Two (2) half-size paper bond sets of drawings and one (1) to VA Network Office

▪ Two (2) paper bond sets of specifications and one (1) to VA Network Office

▪ One (1) full size Mylar non-bound set of drawings

▪ Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate and one (1) to VA Network Office

▪ With DD redlines and comment log.

▪ This submittal will be used for bidding purposes and no additional comments will be made by the VA. If discrepancies arise before bidding the A/E will correct and resubmit new bid documents. If bidding has commenced the A/E will provide necessary information through the amendment process.

▪ The A/E shall provide a Brand Name or Equal Products List to identify all items in the specifications designated as brand name specified or equal. The list shall identify each item with the specification section in which the salient characteristics of each item are defined.

▪ The A/E shall provide a list of all items specified for which no substitutions will be accepted. The list shall identify each item with the specification section in which the item is defined. The A/E shall develop the Federal Acquisition Regulation/Veteran Affairs Acquisition Regulation (FAR/VAAR) required documentation for projects requiring sole source justification.

▪ The A/E shall provide a preliminary construction schedule which shall include a timeline for projected outages highlighting the facility interruption time frame for each affected area. This information shall be communicated to all -offerors, for their review and inclusion within their -offers or proposals. It shall be communicated within the solicitation documents that the contractor will be required to review and provide any concerns regarding the projected construction timeline to minimize any disruptions to the medical center. Outages shall be clearly marked on the Gant chart.

▪ PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

▪ Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

▪ Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

▪ Separated Word and pdf files of specifications. Combined pdf file of specifications.

PDF and AutoCAD files of drawings.

Construction Cost Estimates The A/E shall create the initial construction cost estimate at the Schematic Design (SD) phase and maintain the updated estimate through the completion of the design. The project shall adhere to the budget requirements. If, at any time, the A/E cost estimate is over the VA budget for this project the A/E shall notify the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) immediately. It is the A/E’s responsibility to find solutions to balance the SOW and costs to complete the design. The A/E shall perform market research in addition to their standard operating procedure for estimating accuracy in the South Dakota (SD) Service-Disabled Veteran Owned Small Business (SDVOSB) construction market. Estimates shall follow SOW Attachment 5 - Manual for Preparation of Costs

BHHCS Fort Meade VA Medical Center February 4, 2021

Estimates for VA Facilities. Estimates shall also follow RS Means formats, including detailed line item costs categorized by divisions shown in the Technical Information Library (TIL). All trades (general, mechanical, electrical, etc.), will work from the final set of plans; therefore, plans must be complete and comprehensive in all aspects of construction. All estimates shall be provided in Microsoft Excel format.

13. A/E PART TWO SERVICES (ALSO KNOWN AS CONSTRUCTION PERIOD SERVICES (CPS):

▪ The Post-Contract Phase is the stage in which assistance in the Government's use and occupancy of the Project is provided.

▪ Solicitation Support Services (option):

▪ Immediately after the VA has posted the contract solicitation, the A/E shall download, print, assemble in the proper order and deliver to the VA two (2) sets of the Solicitation in three (3) ring binder and digital both indexed for easy reference, Offer and Award (Standard Form 1442) and the technical specifications. The COR will notify the A/E when the solicitation has been posted. VA will be responsible for printing any amendments as they occur for inclusion in the contract specifications.

▪ Answer all questions which arise during the solicitation period. Develop technical addenda if necessary, including specifications and drawings.

▪ Review all technical submissions, shop drawings, and other items required of the contractor.

A/E is to make written recommendations to the VA as to their compliance with drawings and specifications. Return submittals with recommendations to the VA within seven (7) calendar days unless noted otherwise under the submittal register/schedule previously approved by the

VA.

▪ Reply to all Requests for Information (RFI) within seven (7) calendar days unless the project COR determines the RFI to be critical to the project. Critical RFI’s shall be returned to the VA within five (5) calendar days. If the RFI will generate a change order, follow the Architectural Supplemental Instruction/Pricing Request (ASI/PR) VA process.

▪ Any (ASI)/ (PR) or other documents that alter the construction documents (other than RFI) shall be submitted to the COR within seven (7) calendar days from the date of the determined need.

An estimate of construction cost shall be submitted with the ASI/PR documents. A/E to follow VA construction estimate cost process.

▪ Review all requests for change orders generated by the contractor, VA and/or A/E firm and make written recommendations and provide detailed unit cost estimates to the VA. Most importantly the detailed estimates shall not be lump sum and shall be detailed as the drawings.

That is, if it is shown in detail, it should be priced in detail. The design team shall independently review the work required to resolve the identified problem. The A/E shall recommend to the COR as to whether the solution is a change order to the original construction contract. If the work is recommended to be a change order to the contract, the design team shall make an independent recommendation to the COR regarding the construction tasks required, the cost of the required tasks, and the impact to the construction schedule. All reviews of change orders shall be completed (including recommendation, IGE and other supporting documents) within ten (10) calendar days of the determined need.

▪ A/E’s shall call at least one progress meeting per week with the COR and contractor. Meetings should be scheduled for approximately one hour depending on agenda.

▪ The A/E of record shall remain responsible for the quality of the design throughout construction implementation. If a determination by the COR/Contracting Officer is made regarding a design

BHHCS Fort Meade VA Medical Center February 4, 2021 error/omission and/or a constructability problem that justifies a site inspection, the A/E shall inspect the field condition within seven (7) calendar days of the COR’s request. This shall be at no additional cost as the problem arose due to quality of design.

▪ Record Drawing Submittal consisting of

• Making arrangements for obtaining from Contractor information in the form of marked-up prints, drawings and other data certified by them on changes made during performance of the Work.

• Review of general accuracy of information submitted and certified by the Contractor.

• Preparation of record drawings based on certified information furnished by the Contractor.

• The A/E shall create record drawings that are digitally signed/approved in PDF and AutoCAD 2020 versions.

• One full-sized, unbound set of Mylar Prints stamped and signed.

• Transmittal of record drawings and general data, appropriately identified, to the VA.

▪ A/E shall inspect the construction work onsite for the below standard inspections, per each phase if applicable. Provide notes, observations, report of errors or omissions and/or punch list within three (3) calendar days of the inspection.

1) Pre-bid solicitation.

2) One site visit per month during construction.

3) Final Inspection.

14. A/E DRAWINGS FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. CAD software shall be AutoCAD 2020 or the latest version available to VA BHHCS Fort Meade.

BIM software shall be Revit 2019. Please note that partial Building 113 are the only Revit drawings available for Fort Meade and will be available upon request. Revit deliverables for this SOW will be limited to building 113, 145, 146, and 148.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM and DWG model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions. The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

▪ Architectural/Interior Design

▪ Square Footage/Volume

▪ Room Names and Numbers

▪ Architectural Schedules

▪ Architectural Specialties and Woodwork

▪ Doors

▪ Windows

▪ Louvers

▪ Roof

▪ Floors

▪ Ceilings

▪ Vertical Circulation http://www.cfm.va.gov/til/projReq.asp

BHHCS Fort Meade VA Medical Center February 4, 2021

▪ Walls/Curtain Wall Sizes, Shapes, & Material Data

▪ General Signage

▪ Schedules

▪ Furniture

▪ Equipment

▪ Structural

▪ Foundations

▪ Shafts and Pits

▪ Mechanical

▪ HVAC

▪ Plumbing

▪ Electrical/Telecommunications

▪ Power and Lighting

▪ Steam Distribution

▪ Other Engineering Data as Required

▪ Exterior Building Information

▪ Nurse Call System

▪ Asbestos/Hazardous Material Info

▪ Security System Information (Access

Control, Security Cameras, Panic Alarms, Overhead Paging)

▪ Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms)

▪ Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition)

15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. If any dates fall on a federal holiday, the subsequent normal business day will be used. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules, which is located in SOW Attachment 8 – Specification 01 32 16.01 AE CPM Schedules.

Administrative Time 14 calendar days after receipt of Notice of Award

QA/AC Submittal 7 calendar days after receipt of Administrative Period

BD Submittal 7 calendar days after receipt of Administrative Period

VA Review and Comment 7 calendar days after VA receipt of QA/QC & BD Submittals

QA/QC and BD Review Meeting (Charrette Kick-Off Meeting)

10 calendar days after VA receipt of QA/QC & BD Submittals

SD Submittal 21 calendar days after VA acceptance of BD Submittal

VA Review and Comment 7 calendar days after VA receipt of SD Submittal

SD Review Meeting 10 calendar days after VA receipt of SD Submittal

DD1 Submittal 21 calendar days after VA acceptance of SD Submittal

VA Review and Comment 7 calendar days after VA receipt of DD1 Submittal

DD1 Review Meeting 10 calendar days after VA receipt of DD1 Submittal

DD2 Submittal 21 calendar days after VA acceptance of DD1 Submittal

VA Review and Comment 7 calendar days after VA acceptance of DD1 Submittal

DD2 Review Meeting 10 calendar days after VA receipt of DD2 Submittal

CD Submittal 7 calendar days after VA acceptance of DD2 Submittal

VA Review and Comment 7 calendar days after VA acceptance of DD2 Submittal

CD Review Meeting (Virtual) 10 calendar days after VA receipt of CD Submittal

Final Bid Documents Submittal 7 calendar days after VA acceptance of CD Submittal

Final Bid Documents Acceptance Meeting (Virtual)

7 calendar days after VA receipt of Bid Submittal

Total Part I Services/Design Phase Schedule

197 calendar days

BHHCS Fort Meade VA Medical Center February 4, 2021

If acceptance is not issued for an extended period for any of the above submittals due to inadequate or incomplete submissions, VA is not responsible for any additional costs associated to the delays. Note that the above 197 calendar days listed as total of Part I Services may fluctuate based on the date of actual submission acceptances.

Part Two Services/Construction Period Services (optional CLINs) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Record Drawings. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for construction period services.

16. CONTRACT OVERSIGHT:

All contracts for this project shall be awarded by the VHA Program Contracting Activity Central (PCAC);

only a warranted PCAC Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

The VHA PCAC shall designate a Contracting Officer’s…