SOW Elevator Improvement- 528-19-107 FINAL.pdf

528-19-107 Elevator Improvements

1 7/13/2022

A/E Scope of Work Elevator Improvements

Project 528-19-107

13 Jul 2022

1 General Information

1.1 Location

1.2 Background

1.3 Purpose

1.4 Objectives

1.5 Scope

2 Applicable Documents

2.1 Government Documents

2.2 Veterans Health Administration Western New York Documents

2.3 Non-Government Publications

2.4 Order of Precedence

3 Requirements

3.1 General

3.2 Investigative Services

3.3 Schematic Design (35%)

3.4 Detailed Design (65%) and Construction Documents (95%)

3.5 Bid Documents (100%)

3.6 Construction Support Services

4 Delivery

4.1 Technical POC

4.2 Schedule and Deliverables

5 Government Furnished Information, Materials, & Equipment

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1 General Information

1.1 Location

Services performed under this scope will be for and conducted in part at the VA Western New York Healthcare System (VAWNYHS), Buffalo VA Medical Center (BVAMC) located at 3495 Bailey Avenue, Buffalo, NY 14215.

1.2 Background

The Buffalo VAMC was originally constructed in 1947 and is comprised of 25 buildings and structures totaling 1.1 million square feet. Overall the Buffalo VAMC has thirteen (13) Passenger Elevators, three (3) Service Elevators (S6, S7,SI-20), two (2) freight elevators, and 9 dumbwaiters across the campus. Many of these vertical transport systems are original to the hospital and require significant overhauls and/or complete replacements. Additionally, modern hospital beds are too large and difficult to fit within some of the elevators.

Additional details on the elevators are provided below:

1.2.1 Building 1 Core Elevators (P1-P5, P8-P10) and (S6, S7)

The Building 1 core elevators were constructed as part of the original hospital in 1947. These elevators are used heavily by staff and patients and receive the most use on the Buffalo Medical Campus.

There are (10) core elevators that include (8) passenger (P1-P5, P8-P10); and (2) service elevators (S6, S7). All the elevators at this location are gearless traction elevators. Throughout the years, projects (1997 and 1998) were undertaken to modernize portions of the elevators’ master controls, exhaust systems and upgrade portions of the elevator lobbies.

Elevators (P1-5, P8-10) travel about 128 feet (12 stops) (Basement floor- 11th floor) while elevators (S6, S7) travel about 141 feet (13 stops) (Subbasement floor- 11th floor).

1.2.2 Building 6 Elevators (F1, F2)

In Building 6 on the VAMC campus, there are (2) freight service elevators. These elevators were modernized in 1990, which included new hydraulic cars and platforms.

Elevator (F1) travels about 25 feet (3 stops) (Subbasement floor- 1st floor) and elevator (F2) travels about 14 feet (2 stops) (Subbasement floor- Basement floor).

1.2.3 E-wing Elevators (P11, P12)

Located in the Outpatient Clinic East Wing, there are two (2) geared traction passenger elevators (P11, P12) that were installed as an alternation to the existing hospital in 1976.

The two elevators travel about 24 feet (3 stops) (Basement floor- 2nd floor).

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1.2.4 Dumbwaiters Elevators (DW# 5)

Five (5) dumbwaiter elevators were constructed as part of the original hospital in 1947. The dumbwaiters elevators (DW#1,2,3,4,5) are located in two shafts, one shaft for elevators 1 and 4 and the second shaft for elevators 2,3 and 5. Currently all the dumbwaiters elevators decommissioned and out of contract.

1.3 Purpose

The purpose of this project is to investigate, analyze and design elevator removal, upgrade, modification, repair, or replacement projects for the following elevators:

• Eight passenger elevators (P1 – P5, P8 – P10) in Building 1

• Two service elevators (S6, S7) in Building 1

• Two service elevators (F1, F2) in Building 6

• Removal elevators P11, P12 in Building 1 (E wing)

• Installation of a new service elevator in the existing two shafts of the dumbwaiter elevators (DW#1,2,3,4,5); including supporting modifications to the shaft, equipment, and lobby areas.

The Buffalo VAMC requires a consultant to perform the Architectural and Engineering (A/E) services necessary to accomplish this goal.

1.4 Objectives

The objective is to evaluate the existing elevators and supporting infrastructure to develop a design package to support removal / replacement / relocation / redistribution / general upgrades to the complete elevator systems (electrical, mechanical, controls, doors, shafts, elevator’s cab, equipment, cables, and associated appurtenances) campus wide to improve elevators efficiency, meet modern National Fire Protection Association (NFPA) 70 requirements, increase the safety, provide greater redundancy, increase reliability, improve aesthetics and the overall user experience.

Detailed information for these objectives is contained in Section 3: Requirements.

1.5 Scope

Elevators (P1-P5, P8-P10), (S6, S7), (F1, F2), (P11, P12), and (DW#5) on the Buffalo VAMC campus are included under the scope of this effort.

ID Type Location Install Date Status Contract P1 Passenger BLDG 1, Core, West 1947 In-Service In-Contract P2 Passenger BLDG 1, Core, West 1947 In-Service In-Contract P3 Passenger BLDG 1, Core, West 1947 In-Service In-Contract P4 Passenger BLDG 1, Core, West 1947 In-Service In-Contract P5 Passenger BLDG 1, Core, West 1947 In-Service In-Contract S6 Service BLDG 1, Core, East 1947 In-Service In-Contract S7 Service BLDG 1, Core, East 1947 In-Service In-Contract

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All systems related to these elevators (communications, architectural, civil, structural, electrical, mechanical, fire protection, hazardous material abatement, etc.) are within the scope of this effort as required to support the final design.

1.5.1 Investigative Effort

A substantial investigative effort is required under this scope to fully develop and analyze the as-built conditions of a portion of the Buffalo VAMC electrical, mechanical, controls, doors, shafts, elevator’s cab, equipment, cables, and associated appurtenances and systems that support the elevators (section 3.2). This investigative effort requires the development and delivery of as-built drawings and / or formal written reports analyzing and documenting the existing systems. This work shall be completed and delivered to the VA prior to starting the schematic design. Information gathered, and the associated analysis conducted under this investigative effort shall be used to drive the overall design approach.

1.5.2 Design Effort

An overview of the current, anticipated elements to be included within the design effort are listed below and serve as the basis of design (*Note that this list is subject to change based upon the outcome of the investigative efforts analysis and reports) Note that the design will need to include a project phasing plan that will limit negative impacts on campus operations and allow the hospital to continue to serve patients and visitors.

• Upgrade or replace elevators P1-P5, P8-10 and S6, S7.

• Upgrade or replace elevators F1, F2.

• Remove elevators P11, P12 and all associated equipment. The effort will include modifications to the lobby area.

• Select demolition, renovation, and upgrade of utilities, controls, supporting services, infrastructure, and spaces as needed to support the project.

P8 Passenger BLDG 1, Core, East 1947 In-Service In-Contract P9 Passenger BLDG 1, Core, East 1947 In-Service In-Contract P10 Passenger BLDG 1, Core, East 1947 In-Service In-Contract P11 Passenger BLDG 1, E-Wing 1976 In-Service In-Contract P12 Passenger BLDG 1, E-Wing 1976 In-Service In-Contract DW1 Dumbwaiter BLDG 1, Core, West 1947 Decommissioned Not In Contract DW2 Dumbwaiter BLDG 1, Core, West 1947 Decommissioned Not In Contract DW3 Dumbwaiter BLDG 1, Core, West 1947 Decommissioned Not In Contract DW4 Dumbwaiter BLDG 1, Core, West 1947 Decommissioned Not In Contract DW5 Dumbwaiter BLDG 1, Core, West 1947 Decommissioned Not In Contract DW6 Dumbwaiter BLDG 1, E-Wing 1976 In-Service Not In Contract DW7 Dumbwaiter BLDG 1, E-Wing 1976 Decommissioned Not In Contract DW8 Dumbwaiter BLDG 1, C-Wing 1947 In-Service In-Contract DW9 Dumbwaiter BLDG 1, C-Wing 1947 In-Service In-Contract F1 Freight BLDG 6, Laundry 1947 In-Service In-Contract F2 Freight BLDG 6, Trash 1947 In-Service In-Contract PI-20 Passenger BLDG 20, East 1988 In-Service Not In Contract SI-20 Service BLDG 20, West 1988 In-Service Not In Contract PI-5 Passenger BLDG 5 1993 In-Service Not In Contract P14 Passenger BLDG 29 2011 In-Service Not In Contract

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• Increase the response time of elevators.

• Remove hazardous material that may be present within the project boundaries.

• Rectify existing elevator equipment room HVAC deficiencies.

• Renovate / upgrade the lobby at each floor for the elevators P1-P5, P8-P10 and S6, S7

(core elevators) from the Basement floor to the 11th floor.

• Reprogram, check, and certify the fire alarm system serving the elevators is operating correctly.

• Develop the new elevators system for P1-P5, P8-10 and S6, S7 to include wireless interface systems that allow for future potential communication with robots / accommodate robotic use of elevators.

• Design each lobby for elevators P1-P5, P8-10 and S6, S7 to include a visual information center for VA news / announcements / weather broadcast / fire alarm. The information center will also include an interactive map / directory.

• Design shall include video and audio systems inside elevators P1-P5, P8-10 and S6, S7.

Other desired improvements include:

• Ability to access the 12th floor via a service elevator to facilitate equipment movement.

• Increase service elevator capabilities (capacity/size/quantity).

• Addition of a separate service elevator to Building 1 to separate patient transport from non-patient transport purposes.

Several options have been identified as possible solutions, including:

• Install new a service elevator in the shaft of DW#5, including all supporting modifications to the shaft, equipment, and lobby areas. This particular effort will include analyzing the option of extending the elevator shaft and equipment to provide service to the 12th floor.

• Extend service elevator S6 or passenger elevator P9 to the 12th floor. This effort will involve extending the existing shaft and relocating equipment / creating a new equipment room.

• Study the possibility of merging the two elevators (S6, S7) into one high-capacity service elevator. This effort will include merging an additional two passenger elevators P1 and P2 to create one additional service elevator to provide a total of 2 service elevators for redundancy.

The selected firm shall be responsible for developing comprehensive sets of drawings and specifications for a complete and executable construction project. This will require the firm to perform the following:

• Perform an elevator usage study for elevators P1-P5, P8-P10 and S6, S7 from the basement level through the 11th floor. The study shall include analysis of use with recommendations made on potential changes made to elevator size, usage, timing, stops, etc. to improve usability and functionality.

• Validate existing condition reports and supplement with additional site investigation(s) of existing conditions and systems related to elevators of Building No.1, and No.6 via facility historical records, drawings, reports, etc. to assess potential design limitations.

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• Hazard Material Analysis and reporting.

• Continued consultation and discussion with VA staff from establishing the basis of design through final design.

• Development of a basis of design narrative to document the design process, describe the anticipated construction impacts to the Medical Center and provide a layout of the necessary project phasing plan.

• Reconciliation of Contractor As-Built Drawings into Record Drawings.

• Determine possible courses of action to resolve issues identified by VAMC and identified by the Consultant during site surveys / visits / inspections.

• Develop detailed construction documents (35%, 65%, 95%, 100%), specifications, cost estimates, and an associated execution plan with constructability review (with phasing, required shutdowns, system bypasses, needed laydown areas, vehicular and pedestrian safety measures).

• Answering requests for information (RFI)

• Review and track project submittals during construction.

• Provide part time observation and inspection of construction operations in conjunction with Buffalo VAMC personnel to ensure contractor compliance with developed detailed construction documents and specifications.

1.5.3 As Built and Record Documents

VA Record drawings will be provided upon request.

Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the Consultants responsibility to perform field investigation and verify of the accuracy of the drawings with the actual conditions.

1.5.4 Quality Assurance/Quality Control Plan

The consultant is responsible for reviewing the work done by any subcontractors that the Consultant has hired to assist with the completion of this SOW. The consultant must provide the Government with a Quality Assurance/Quality Control (QA/QC) Plan that documents the methods, processes, procedures that are going to be implemented by the Consultant to validate the work their subcontractors perform.

See PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part I, Section D.

1.5.5 Hazardous Materials

Hazardous Material Removal is anticipated for this project.

The Consultant is required to perform an inspection (to include destructive investigation and testing if necessary) of the areas to be renovated to identify and test suspect materials.

• If no suspect materials are identified and no tests conducted, then the Consultant shall document this result in writing on corporate letterhead.

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• If suspect materials are identified and tested positive for hazardous materials, then the Consultant shall submit a written report documenting the survey conducted that includes the test results.

The Consultant shall then be responsible for developing the appropriate abatement drawings and specifications in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part I, Section O.

1.5.6 Construction Cost Estimate

The Consultant is responsible for the development of an independent construction cost estimate at several points throughout the design process. The Consultant shall advise the Contracting Officer in writing if the anticipated cost of the construction effort is considerably different from the construction limitation dollar amount (i.e., the funds allocated for the construction effort).

1.5.7 Personal Protective Equipment (PPE)

The Consultant is responsible for obtaining / providing, inspecting, and maintaining any required Personal Protective Equipment (PPE) necessary to perform services identified in this

SOW.

1.6 Approach

This Scope of Work has been broken down into general requirements that are applicable to the entire contract as well as several separate parts:

• General (Section 3.1)

• Investigative Services (Section 3.2)

• Schematic Design (35%) (Section 3.3)

• Detailed Design (65%) and Construction Documents (95%) (Section 3.4)

• Construction Support Services (Section 3.6)

• Site Visits (Section 3.7)

The Consultant shall adhere to the general requirements when providing any design related services or construction services.

1.6.1 Design Phase Definitions and Timing

The design phases for this effort are defined in PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for Project: 528-19-107).

All design phases are an iterative process where the A/E obtains client input, refines the design, and then presents the updated design for client feedback/approval.

The number of design submissions required in this SOW reflects the iterative nature of this process while the percentage moniker for each submission (e.g., 35%, 65%, 95%, and 100%) reflects the level of information contained in each submission.

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The contents and format of each submission are also located in PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for Project: 528-19-107).

1.7 Site Information

1.7.1 Access

Although the Buffalo VAMC is a public facility, access to facility maintenance areas, electrical areas, mechanical areas, roof access, and certain other portions of the medical facility are restricted from the public. Accessing these areas may require advance notice, pre-approval, and scheduling to gain entry. All visits and access requests to the Buffalo VAMC under this scope of work shall be coordinated through the COR. Access to select areas may only be accommodated outside of normal operating hours (M-F 7:00 am – 4:30 pm).

1.7.2 Photography

It is VHA policy to respect the privacy of all persons (e.g., Veterans, patients, residents, members of the VHA workforce, and visitors) consistent with the needs of operating a national health care system. Privacy protections on VHA premises vary according to the needs and purposes of different types of areas, the persons included, and the purpose of the production and use of photographs, digital images, and video or audio recordings (excerpt from VHA Directive 1078).

Photography of as built and site conditions are permissible actions under this SOW when photography activities are coordinated with the COR.

The consultant shall ensure that any photographs taken do not include any VHA patients, members of the VHA workforce, or visitors to the facility.

2 Applicable Documents The following documents are applicable to this Scope of Work (SOW) to the extent specified herein. While every effort has been made to ensure the completeness of this list, document users are cautioned that they must meet all specified requirements of documents cited in sections 3 of this SOW, whether or not they are listed here.

2.1 Government Documents

The following directives, guides, handbooks, and drawings form a part of this document to the extent specified herein. Unless otherwise specified, the latest revisions available shall be used.

Copies of construction related Department of Veterans Affairs directives, guides, and handbooks are available from the Office of Construction and Facilities Management website:

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

DEPARTMENT OF VETERANS AFFAIRS

DIRECTIVES

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

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1078 PRIVACY OF PERSONS REGARDING PHOTOGRAPHS, DIGITAL

IMAGES, AND VIDEO OR AUDIO RECORDINGS

DEPARTMENT OF VETERANS AFFAIRS, OFFICE OF CONSTRUCTION & FACILITIES

MANAGEMENT

PROGRAM GUIDES

PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS*

PG-18-3 DESIGN AND CONSTRUCTION PROCEDURES

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

PG-18-12 DESIGN GUIDES

PG-18-13 BARRIER FREE DESIGN GUIDE

PG-18-14 ROOM FINISHES, DOOR AND HARDWARE SCHEDULES

PG-18-17 ENVIRONMENTAL PLANNING GUIDANCE

2.2 Veterans’ Health Administration Western New York Documents The following documents of the exact revision listed below form a part of this document to the extent specified herein.

Documents identified as “AS MODIFIED BY VHA WNY” are base VA documents that have been tailored to the needs of the Veterans Health Administration Western New York (VHA WNY) or this specific effort. While the base VA documents are available on the Office of Construction and Facilities Management website listed above, the Consultant shall use the modified version listed below, NOT the base document. Copies of these documents are available from the CO, COR, or Technical POC.

VA WESTERN NEW YORK HEALTHCARE SYSTEM, BUFFALO VA MEDICAL CENTER

PROGRAM GUIDES (AS MODIFIED BY VHA WNY)

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* Latest version of PG-18-1 applies except for the General Requirements specification (01 00 00) and the Safety Requirements specification (01 35 26). See section 2.2 for more information.

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PG-18-15

PG-18-10

MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (528-19-107)

ELEVATOR DESIGN MANUAL

REPORTS

528-15-117 ELEVATOR UPGRADES ASSESSMENT (2018)

SPECIFICATIONS (AS MODIFIED BY VHA WNY)

01 00 00 GENERAL REQUIREMENTS (VHA WNY)

01 35 26 SAFETY REQUIREMENTS (VHA WNY)

2.3 Non-Government Publications

All work shall be accomplished in strict accordance with the latest codes and standards. The consultant shall review and include any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes.

2.4 Order of Precedence

In the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

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3 Requirements The Consultant shall provide personnel, material, services, and facilities to perform, accomplish, and deliver the required services detailed in this scope of work.

3.1 General

This section contains general information that is applicable for the duration of the contract (i.e., applies to all Parts of this effort).

3.1.1 Status Updates

The Consultant shall prepare and submit periodic status reports throughout the duration of the contract. The reporting period will begin at Notice to Proceed. The contents of status reports shall include but is not limited to the following information/topics:

• Summary and Current Status of Project

• Progress Accomplished (for the previous month)

• Progress Anticipated (for the next three months)

• Updated Schedule

• Problems Encountered and Anticipated

• Technical, Schedule, and Cost Risk Assessment

• Risk Mitigation Strategy

Status reports may be organized in consultant specified format. Status reports will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF). Status reports shall be submitted via email to the Contracting Officer and COR by the 5th business day of every month.

3.1.2 Meetings

Several different meetings are identified under this contract. Information contained within this section is relevant to all meetings identified in this contract. Meetings will be held from Design Notice to Proceed (NTP) until Design Completion and from Construction NTP to Project Completion by teleconference or on-site with appropriate staff commensurate to the project status and action items. Specific meeting details are shown in respective sections of this SOW.

See Section 4, Table 2 for a list of meetings and deliverables.

3.1.2.1 Meeting Scheduling

All meetings identified within this SOW are to be coordinated and scheduled with the COR. See Section 4.1, Table 2 for more details.

3.1.2.2 Meeting Agenda

The Consultant shall provide a meeting agenda 5 business days prior to the scheduled date of the meeting. If the meeting is to review a scheduled design submission, then the Consultant shall provide a meeting agenda 10 business days prior to the scheduled date of the meeting.

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Meeting agendas may be organized in consultant specified format. Meeting agendas will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF). Meeting agendas shall be submitted via email to the COR.

3.1.2.3 Meeting Presentation Materials

Any required presentation materials (e.g., handouts, slide presentation, design information, drawings, schedules, cut sheets, etc.…) shall be provided to the Government at the same time as the meeting agenda.

Meeting presentation materials may be organized in consultant specified format. Meeting presentation materials will be supplied as a digital product to the Government in a Microsoft Office compatible format (*.DOC, *.DOCX, *.PPT, *.PPTX), Portable Document Format (*.PDF), or AutoCAD (*.DWG, *.DXF) as applicable to the specific document and meeting.

While email is acceptable method to receive this information, note that the VA has a size restriction for attachments on email. No email can be sent or received by the VA that is larger than 5MB. If meeting presentation materials are larger than this size, the Consultant must determine an alternate method to submit the required materials by the due date (e.g., FTP website, optical digital media, etc.…).

3.1.2.4 Meeting Minutes

The Consultant shall provide meeting minutes to document the discussion had during the meeting. The contents of meeting minutes shall include but is not limited to the following information/topics:

• Meeting attendees

• Narrative to describe contents of meeting (likely organized like the meeting agenda)

• List of action items (for both the Government and the Consultant).

Note that the action item list is intended to be a running list for the duration of the effort that logs status updates until final resolution. Once complete, the action item is marked closed but remains on the list for historical reference.

• Presentation materials used during the meeting should be included as enclosures

Meeting minutes may be organized in consultant specified format. Meeting minutes will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF).

The Consultant shall provide draft meeting minutes within 5 business days after the meeting.

The Government will review and provide comments back to the Consultant within 3 business days of receipt of the draft meeting minutes. The Consultant shall finalize the meeting minutes and submit the final meeting minutes to the Government within 3 business days after receipt of Government comments.

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3.2 Investigative Services

The Consultants scope of work for Investigative Services shall include, but is not limited to the following:

3.2.1 Kick-off Meeting

The Consultant shall conduct a kick-off meeting at the Buffalo VAMC or virtually if needed using internet-based meeting software. During the kick-off meeting the Consultant shall address their plan to meet the design intent, review the schedule, and identify any risks associated with the plan. This meeting shall comply with the terms of Section 3.1.2.

See section 4.2 for the timing of this meeting.

3.2.2 Site Survey

The Consultant shall survey / investigate / review the spaces associated with this scope of work to gain an in-depth understanding of the existing site conditions. The Consultant should be prepared to measure, photograph, test and otherwise document the site conditions to enable a thorough, comprehensive, and accurate design to be developed. The Consultant may perform multiple site surveys to gather the required information. It is the Government’s expectation that the Consultant will spend significant time performing the initial site surveys.

The Government’s intent is to provide the Consultant full access to all relevant spaces (including but not limited to interstitial spaces, mechanical spaces, plenum spaces, etc.) and information (i.e., existing as-built documents).

Site surveys shall be conducted in accordance with Section 1.7.1 and 1.7.2.

3.2.3 Hazardous Material Investigation and Report

As part of the Investigative Services, the Consultant shall perform an inspection (to include destructive investigation and testing if necessary) of the area to be renovated to identify and test suspect materials.

As part of the Investigative Services submission, the Consultant shall provide either: a written affidavit on corporate letterhead that no suspect materials were identified; or a written report documenting the survey conducted that includes the test results.

Asbestos investigations shall be in accordance with all applicable Federal Regulations and 12 NYCRR Part 56. Lead Investigation shall be in accordance 29 CFR-1926.62.

See section 1.5.5.

See PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (As modified for 528-19-107), Part II, Section O.

3.2.4 As-Built Documentation

The Consultant shall create and deliver to the COR an as-built drawing set for the Buffalo VAMC elevators system on campus prior to starting any design work. This as-built documentation shall

14 7/13/2022 be created for the elevators included in this scope of work. The as-built documentation shall include but is not limited to:

• Plans (elevators shaft, mechanical equipment layouts, electrical power diagram, etc..)

that show the location of every piece of equipment, disconnect, transformer, risers, and junction box/conduit runs that are associated with the elevator’s function.

• Riser diagrams/one-line diagrams for electrical, fire alarm, and control systems.

• Equipment lists/schedules by elevator.

3.2.5 As-Built Analysis and Report

The as-built electrical system shall be analyzed and checked for compliance to:

• VA Electrical Design Manual

• VA Physical Security Design Manual

• NFPA 70

• NFPA 70E

• ASME 17.1 Safety Code for Elevators and Escalators

• ASME 17.2 Guide for Inspection of Elevators, Escalators and Moving Walkways

In addition to these codes and standards, the analysis shall also examine and make recommendations on the following:

• Addition of a new elevator to the DW5 location

• Extension of an existing elevator to 12th floor

• Merging of existing elevators into a single larger service elevator

3.2.6 Investigative Services Submission

The Consultant shall submit Investigative Services documents including the hazardous material investigation report/results and conduct an associated presentation at the Buffalo VAMC.

The Consultant shall present the as-built documentation and the results of the report to the Government, discussing the analysis and outcomes documented in the report. The Consultant shall address the proposed design work listed in the scope and compare it to the results of the report, making recommendations for additions/deletions, and identifying any associated risks based upon the report findings. The audience for this presentation will include relevant project stakeholders from different medical center departments with various levels of technical expertise. The Consultant shall ensure the presentation is well rounded and tailored to this audience. Overall, this meeting shall comply with the terms of Section 3.1.2.

The Consultant shall provide full content submission materials in advance of the presentation at the same time as the presentation materials and agenda (section 3.1.2.1).

• Format of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part I.

• Content of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part II.

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• Quantity (hard and soft copy) of design submission materials shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19- 107), Part III.

The Government shall identify any modifications to the design list identified within the scope and provide comments back to the Consultant within 10 business days after the presentation.

Once comments have been provided to the Consultant, a teleconference shall be conducted between the Government and the Consultant to review and discuss the comments as needed.

3.3 Schematic Design (35%)

The Consultants scope of work for Order of Precedence shall include, but is not limited to the following:

3.3.1 Design Options

Multiple design options have been identified as detailed below in the “Schedule of Options”.

The project may include one or more of the options as cost and logistics / constructability allow.

The consultant shall analyze each option to determine constructability and develop associated cost estimates as part of the Schematic Design (35%) Submission.

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3.3.2 Schematic Design (35%) Submission

The Consultant shall submit Schematic Design 35% documents for the design options listed above in the “Schedule of Options” including the Hazardous Material Investigation and Report results and conduct an associated design presentation at the Buffalo VAMC. See Section 4.2, Table 2 for delivery schedule.

The Consultant shall present the results of site investigations, surveys, associated reports and the different design options to the Government, discussing each approach, explaining the design philosophy, listing pros and cons of the design’s features, and identifying any associated risks for each option. The audience for this presentation will include relevant project stakeholders from different medical center departments with various levels of technical expertise. The Consultant shall ensure the presentation is well rounded and tailored to this audience. Overall, this meeting shall comply with the terms of Section 3.1.2.

The Consultant shall provide full content submission materials in advance of the presentation at the same time as the presentation materials and agenda (section 3.1.2.3).

• Format of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part I.

• Content of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part II.

• Quantity (hard and soft copy) of design submission materials shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19- 107), Part III.

The Government shall identify the preferred option(s) and provide comments back to the Consultant within 10 business days after the design presentation.

Once design comments have been provided to the Consultant, a teleconference shall be conducted between the Government and the Consultant to review and discuss the comments as needed. It is recommended that this teleconference be within 5 business days after comments have been provided to the consultant in the form of a comment log.

The Consultants responses to the comments should be annotated within the comment log and provided back to the Government. At a minimum, these responses shall be provided at the time of the next design submission. However, for substantial comments or potential resolutions that have significant impact to the design, the proposed solution to the comments should be discussed with the Government well in advance of the next design submission to ensure Government concurrence and avoid incurring design expenses unnecessarily.

3.4 Detailed Design (65%) and Construction Documents (95%)

The Consultants scope of work for Order of Precedence shall include, but is not limited to the following:

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3.4.1 Site Surveys and Design Meetings

The Government estimate includes three design staff site visits and three design review site visits. The Consultant shall conduct the appropriate number of site trips with meetings including Project Stakeholders as determined to be necessary via the design process.

3.4.2 Fire Safety Review

A fire and safety review of the design documents will be conducted by the VISN2 Fire Protection and Safety Engineer. The A/E shall send Detailed Design (65%) and Construction (95%) documents for review to:

Jeffery Belczak

Fire Protection and Safety Engineer VISN 2 - VA Healthcare Network Upstate New York 1304 Buckley Road, Suite 303 Syracuse, New York 13212

Phone: (315) 425-4400 x53832

The A/E shall respond in writing to all 3rd party review comments and shall incorporate all required items into the drawings and specifications.

3.4.3 Hazardous Materials

The Consultant shall develop drawings and specifications that address the findings of the hazardous material investigation conducted during the Schematic Design phase.

Design documents shall conform to most current Federal Regulations and 12 NYCRR Part 56 as applicable.

See section 1.5.5 and 3.2.3.

3.4.4 Specifications

The Consultant shall fully review, edit, and develop PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS as it applies to this effort.

When developing the 01 00 00 General Requirements and the 01 35 16 Safety Requirements sections of PG-18-1: MASTER CONSTRUCTION SPECIFICATION, the VHAWNY modified versions shall be used as the basis, NOT the base VA document (see section 2.2).

When editing specifications:

• Deletions shall be shown with strikethrough.

• Additions shall be shown with underlines.

• Additions and deletions will be indicated using a vertical line on the outside edge of the page.

Specifications may be edited using Microsoft Word Track Changes feature.

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3.4.5 Submittal Log

Based on the review of PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (As modified for 528-19-107) and the fully reviewed, edited, and developed PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS as it applies to this effort (see section 3.4.4). The Consultant shall compile a comprehensive list of all required submittals. This submittal list shall be organized by construction phasing / priority and formatted into a Submittal Log. This log will be the basis for the construction contractor to identify, deliver, and track submittals during the construction process. This same log will be the basis for the Consultant to track and respond to submittals during Construction Support Services.

3.4.6 Detailed Design (65%) Submission

The Consultant shall submit Detailed Design 65% documents based on the design option(s) selected by the VA during the Schematic Design 35% review and conduct an associated design presentation meeting at the Buffalo VAMC. The Detailed Design 65% documents shall address/incorporate all VA comments generated during the Schematic Design 35% review.

See Section 4.2, Table 2 for delivery schedule.

The Consultant shall present the detailed design to the Government, discussing the various design elements and how it has evolved from the schematic level, listing pros and cons of the design’s features, and identifying any associated risks. The audience for this presentation will include relevant project stakeholders from different medical center departments with various levels of technical expertise. The Consultant shall ensure the presentation is well rounded and tailored to this audience. Overall, this meeting shall comply with the terms of Section 3.1.2.

The Consultant shall provide full content submission materials in advance of the presentation at the same time as the presentation materials and agenda (section 3.1.2.3).

• Format of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part I.

• Content of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part II.

• Quantity (hard and soft copy) of design submission materials shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19- 107), Part III.

The Government shall identify and provide comments back to the Consultant within 10 business days after the design presentation.

Once design comments have been provided to the Consultant, a teleconference shall be conducted between the Government and the Consultant to review and discuss the comments as needed. It is recommended that this teleconference be within 5 business days after receipt of the comment log.

The Consultants responses to the comments should be annotated within the comment log and provided back to the Government. At a minimum, these responses shall be provided at the time

20 7/13/2022 of the next design submission. However, for substantial comments or potential resolutions that have significant impact to the design, the proposed solution to the comments should be discussed with the Government well in advance of the next design submission to ensure Government concurrence and avoid incurring design expenses unnecessarily.

3.4.7 Construction Documents (95%) Submission

The Consultant shall submit 95% Construction Documents and conduct an associated design presentation meeting at the Buffalo VAMC. The 95% Construction Documents shall address/incorporate all VA comments generated during the 65% review as well as any comments received from the Fire Safety Review (see section 3.4.2). See Section 4.2, Table 2 for delivery schedule.

The Consultant shall present the detailed design to the Government, discussing the various design elements and how it has evolved from the detailed level, and identifying any associated risks. The audience for this presentation will include relevant project stakeholders from different medical center departments with various levels of technical expertise. The Consultant shall ensure the presentation is well rounded and tailored to this audience. Overall, this meeting shall comply with the terms of Section 3.1.2.

The Consultant shall provide full content submission materials in advance of the presentation at the same time as the presentation materials and agenda (section 3.1.2.3).

• Format of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part I.

• Content of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part II.

• Quantity (hard and soft copy) of design submission materials shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19- 107), Part III.

The Government shall identify and provide comments back to the Consultant within 10 business days after the design presentation.

Once design comments have been provided to the Consultant, a teleconference shall be conducted between the Government and the Consultant to review and discuss the comments as needed. It is recommended that this teleconference be within 5 business days after receipt of the comment log.

The Consultants responses to the comments should be annotated within the comment log and provided back to the Government at the time of the next design submission.

3.5 Bid Documents (100%)

Work identified in this section shall be priced under Part II of the Fee Schedule.

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The Consultant shall submit 100% Bid Documents. The 100% Bid Documents shall address/incorporate all VA comments generated during the 95% review as well as any comments received from the Fire Safety Review (see section 3.4.2).

There is no design presentation required for this submission.

The Consultant shall provide full content submission materials that have been stamped and certified by a Registered Architect or Licensed Professional Engineer as appropriate.

• Format of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part I.

• Content of design submissions shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19-107), Part II.

• Quantity (hard and soft copy) of design submission materials shall be in accordance with PG-18-15: MINIMUM REQUIREMENTS FOR A/E SUBMISSIONS (as modified for 528-19- 107), Part III.

3.6 Construction Support Services

The Consultants scope of work for Order of Precedence shall include, but is not limited to the following:

3.6.1 Contract Procurement Services

Complex questions may arise during the pre-bid site visit for the construction contract which may deviate from or require additional detail creating a need to revise the contract plans and / or specifications. The Consultant shall provide technical information / comments / answers to RFIs issued by the CO. Resultant changes/additions to the contract documents shall be issued by the CO. Changes / additions to the contract documents will be issued as amendments.

3.6.2 Review Submittals/RFIs

The Consultant shall review/comment on all project submittals and RFI’s. Consultant shall provide a written response to the CO and COR for each submittal/RFIs within 5 business days and actively maintain logs.

3.6.3 Cost Estimates for Change Orders

The Consultant shall provide cost estimates for any existing conditions and / or unforeseen conditions that result in change orders which shall include labor, material, profit / overhead, etc.

3.6.4 Record Drawings

The Consultant shall produce Record drawings from the field markups (As-Builts / Redlines) obtained from the construction contractor and information collected during periodic field visits and meetings.

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3.7 Site Visits

The Consultant shall visit the site at the request of the Contracting Officer to answer technical questions and/or provide clarification to documents due to errors or omissions at no additional cost to the government. These visits will not count against the construction site visits set forth below.

3.7.1 Construction Site Visits

The Consultant and or Sub consultant shall perform periodic site visits to inspect the quality and compliance of the build in comparison to the Contract Documents. These site visits are intended to coincide with construction progress at 25%, 50%, 65%, 85%, and 100%.

Additionally, the Consultant shall provide 10 four-hour site visits, when requested by the COR, to address field issues and to oversee the construction of critical elements. The A/E shall be able to be onsite site within 5 business days of notification. These site visits may be used to answer technical questions and / or develop minor changes due to site conditions. If any technical questions arise for clarification and / or minor changes occur, final approval and directives to modify the project / contract must be issued by the CO, even if there is no change in cost.

The Consultant shall provide personnel with the appropriate disciplines and technical knowledge commensurate to the stage of construction and classification of work being conducted for site visits / inspections.

The Consultant and or Sub consultant shall generate a field report (letter / inspection report) of their findings and provide a comparison of the status of construction versus the schedule. The field report shall be submitted in accordance with the timelines for Meeting Minutes in Section

3.1.2. The construction phase is anticipated to be approximately 24 months.

4 Delivery

4.1 Technical POC

The Consultant shall coordinate all visits and meetings with and provide the required quantity of deliverables to:

Mohanad Abdullah

VA Western New York Healthcare System Buffalo VA Medical Center 3495 Bailey Avenue Buffalo, NY 14215

Phone: (716) 380-8223 Fax: (716) 862-8618 Email: mohanad.abdullah@va.gov

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4.2 Schedule and Deliverables

As part of the Fee Proposal, the Consultant also shall provide a proposed (Gantt) schedule for the design effort that covers all the major tasks, meetings, submissions found within this SOW and the referenced Applicable Documents.

Independent of this not to exceed timeline, the Consultant shall comply with the individual relative and absolute timelines identified in Section 3 of this SOW and of PG-18-15.

Table 1 is a list of the principal design effort milestones and their anticipated time to completion relative to contract Notice to Proceed (NTP). These durations are intended as guidance only and subject to negotiation with the CO and COR before final acceptance.

Table 1: Project Phase Timelines from NTP

Design Phase Estimated Completion Time from NTP Investigative Services 160 Days Schematic Design 35% 220 Days (60) Detailed Design 65% 340 Days (120) Detailed Design 95% 430 Days (90) Bid Documents 100% 480 Days (50)

Table 2 is a summary list of actions and deliverables for this effort.

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Table 2: Summary List of Events and Deliverables Data Item Type Responsible

Party Description Date Delivery Quantity Reference

1 Deliverable Consultant Monthly Status Reports 5th Business Day of every Month email NA 3.1.1

2 Deliverable Consultant Schedule, Gantt Chart 5th Business Day of every Month email NA 3.2.1

3 Deliverable Consultant Meeting Agendas Scheduled Meeting Date -5 Business Day(s) email NA 3.2.1

4 Deliverable Consultant Meeting Minutes Scheduled Meeting Date +5 Business Day(s) email NA 3.1.2

5 Deliverable Consultant Investigative Services Submission NTP + 145 Days

Optical media (CD/DVD) and hardcopy

3 3.2.6

Action Consultant Investigative Services Presentation Meeting NTP + 150 Days In person @

Buffalo VAMC 3.2.6

VAMC Investigative Services Comments Teleconference

Investigative Services Presentation Meeting Date +10 Business Day(s)

6 Deliverable Consultant Schematic Design (35%) Submission

Investigative Services Comments Teleconference + 35 Days

Optical media (CD/DVD) and hardcopy

3 0

Action Consultant Schematic Design (35%) Presentation Meeting

Investigative Services Comments Teleconference + 5 Days

In person @ Buffalo VAMC 0

VAMC Schematic Design (35%) Comments Teleconference

Schematic Design (35%) Presentation Meeting Date +10 Business Day(s)

7 Deliverable Consultant Detailed Design (65%) Submission

Schematic Design (35%) Comments Teleconference + 55 days

Optical media (CD/DVD) and hardcopy

3 0

Action Consultant Detailed Design (65%) Presentation Meeting

Schematic Design (35%) Comments Teleconference + 5 days

In person @ Buffalo VAMC 0

VAMC Detailed Design (65%) Comments Teleconference

Detailed Design (65%) Presentation Meeting Date +10 Business Day(s)

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Data Item Type Responsible

Party Description Date Delivery Quantity Reference

8 Deliverable Consultant Construction Documents (95%) Submission

Detailed Design (65%) Comments Teleconference + 45 Day(s)

Optical media (CD/DVD) and hardcopy

3 0

Action Consultant Construction Documents (95%) Presentation Meeting

Detailed Design (65%) Comments Teleconference + 5 Day(s)

In person @ Buffalo VAMC 0

VAMC

Construction Documents (95%) Comments Teleconference

Construction Documents (95%) Presentation Meeting Date +10 Business Day(s)

9 Deliverable Consultant Bid Documents (100%) Submission

Construction Documents (95%) Comments Teleconference +20 Business Day(s)

Optical media (CD/DVD) and hardcopy

Construction Support Services

Action Consultant Status Meeting(s) As required In person @ Buffalo VAMC 10 3.6.1

10 Deliverable Consultant Status Meeting Minutes Status Meeting +5 Business Day(s) email NA 3.1.2

11 Deliverable Consultant Respond to Submittals and RFI’s

Receipt of Submittal or RFI +10 Business Day(s) email NA 3.6.2

12 Deliverable Consultant Cost Estimates for Change Orders

Receipt of Change…