SOW - Erie CLC Phase II Design - Final.pdf

Erie, PA VAMC 5/11/2021 Community Living Center (CLC) – Phase II Project No. 562-507

VA Erie Medical Center Erie, PA 16504

A/E SERVICES SCOPE OF WORK

for

Project No. 562- 507

Construction Budget: $13,554,600.00

VHA PCAC Contracting Officer: Donald A. Marsh III, VH

Contracting Officer’s Representative (COR): William Schaening

- Table of Contents -

SECTION TITLE

1.0 SCOPE OF WORK

2.0 GENERAL

3.0 PRE-DESIGN

3.1 GENERAL

3.2 SITE ASSESSMENT-INVESTIGATION / PROGRAMMING

3.3 CONCEPTUAL DESIGN [C] – 15%

4.0 SCHEMATIC DESIGN

4.1 GENERAL

4.2 SCHEMATIC DESIGN 1 [SD1] – 25%

4.3 SCHEMATIC DESIGN 2 [SD2] – 40%

5.0 DESIGN DEVELOPMENT

5.1 GENERAL

5.2 DESIGN DEVELOPMENT 1 [DD1] – 60%

5.3 DESIGN DEVELOPMENT 2 [DD2] – 75%

6.0 CONSTRUCTION DOCUMENTS

6.1 GENERAL

6.2 CONSTRUCTION DOCUMENTS 1 [CD1] – 90%

6.3 CONSTRUCTION DOCUMENTS 2 [CD2] – 100%

6.4 FINAL CONSTRUCTION DOCUMENTS [CDF] – Final

7.0 SOLICITATION SUPPORT SERVICES (OPTION ITEM)

7.1 SERVICES TO BE PERFORMED

8.0 CONSTRUCTION PERIOD SERVICES (OPTION ITEM)

8.1 PRE-CONSTRUCTION MEETING

8.2 SUBMITTAL REVIEW

8.3 SITE VISITS

8.4 AS BUILT DRAWINGS

1.0 SCOPE OF WORK

1.1 The A/E shall develop all Space Programs, Schematic Design, Design Development, Construction Documents, Construction Administration Services, Technical Specifications, Cost Estimates and Permits Procurement, for the Community Living Center (CLC) - Phase II Project, at the Veterans Affairs Medical Center (VAMC), Erie Pennsylvania.

1.2 The proposed project consists of a new, one or two-story Community Living Center building, with a partial basement to service the needs of Veteran residents. The need and/or extent of the second level area, should be determined during the design process, based on available Site area and other functional and practical considerations. The building shall be located to the North of the existing Phase I CLC Building, with its North façade overlooking E 38th Street, and its East façade overlooking the new main access road to the Erie VAMC. The main Building shall be approximately 20,000 square feet (sq. ft.), to accommodate all necessary space and services to support staff and residents of the CLC Phase II. In addition to this, the A/E shall include a partial basement of approximately 3,400 sq. ft. As part of the design, the A/E shall establish an enclosed connector between the proposed CLC Phase II building, and the secondary North entrance to the existing CLC Building, of approximately 450 sq. ft. The A/E shall also evaluate the need to provide a covered loading and receiving area to service the new building, considering that the current CLC- NRM project will be providing such a space for the original CLC building.

The end-result of the overall Project design should be to deliver a residential care environment that provides living, treatment and support space in a residential, home-like setting for qualified veterans. The A/E should incorporate design features that facilitate activities related to daily living, including the provision of clear spatial organization and wayfinding considerations. Deliverables to be as specified and described later in this document.

1.3 Proposed Preliminary Design Components:

1.3.A Proposed Preliminary Design Components for evaluation include, but are not limited to, the following:

1. 20 to 22 Resident Rooms with private bathrooms, divided in (2) Residential Houses of either 10 or 12 Resident Rooms.

2. Living Room (1), One shared.

3. Kitchen and Serving Area (1), One shared.

4. Pantry (1), One shared - Related to Kitchen.

5. Dining Room (1), One shared.

6. Foyer /Vestibule.

7. Den (1), One shared.

8. Toilet, Resident/Visitor (2), One per Residential House.

9. Laundry (2), One per Res. House.

10. Activity / Multipurpose Room with Storage (1), One shared.

11. Bathing Suite / Spa (2), One per Res. House.

12. House Care WorkStation / Nursing Station (2), One per Res. House.

13. Medication Room, (2) - Related to Nursing Stations. One per Res. House.

14. Utility Room, Clean (2), One per Res. House.

15. Utility Room, Soiled (2), One per Res. House.

16. Housekeeping Closet (2), One per Res. House.

17. Storage, Clean Linen (2), One per Res. House.

18. House Office (2), One per Res. House.

19. Staff Lounge / Lockers (1)

20. Staff Toilet (1)

21. Equipment Storage (1)

22. General Storage (1)

23. Covered Loading and Receiving Area (Refer to Section 1.2 of this SOW)

24. Connector between the proposed CLC Phase II Building and existing CLC Building. (Refer to Section 1.2 of this SOW)

1.3.B CLC-Phase II design should follow criteria established in U.S. Department of Veterans

Affairs, Space Planning Criteria, Small House Model Design Guide - January 2017, rev.

March 2019. Refer to Sections 1.17 and 1.18 of this SOW.

1.3.C The A/E shall be responsible, if needed, to do all paperwork required to submit Waiver Request/s for any criteria that couldn’t be met. Refer to Sections 1.3.B, 1.17, 1.18 and 1.20 of this SOW.

1.3.D A/E to provide one (1) Outdoor Courtyard, centrally located, following criteria established in Section 1.3.B of this SOW. This Outdoor Courtyard shall be accessible from a common area within the building and should be fenced-in for safety and security reasons.

The Courtyard should consider elements such as the following:

- Raised garden bed area

- Garden shed for outside storage

- Gas grille area

- Pergola

- Space for a wheelchair swing, either one or two.

- Seating area

- Game area for “Bocce” or another outdoor game, similar to this one.

1.3.E As part of their services, the A/E shall engage in meetings and conversations with Erie VAMC authorized representatives to develop a Final Space/Design Program, based on this SOW, the aforementioned meetings and conversations, and the Small House Model Design Guide. Some of the proposed Design Components, mentioned on Sections 1.3.A and 1.3.D, could be adjusted and/or modified, as a result of this programming process. Additional support and utility areas will be required, such as mechanical, electrical and others, and their coordination shall be part of the A/E’s responsibilities. The suggested approximate square footage, stated on Section 1.2, could vary somewhat and should be updated throughout the design process, based on Site conditions, design and costs considerations.

1.4 This project also includes site development, as necessary to accommodate pedestrian, vehicular and service circulation patterns that integrate efficiently the needs and requirements of the new building, with existing site conditions. The A/E shall include design for sidewalks, pavement, exterior lighting, exterior CLC Resident spaces, and final landscaping.

1.5 The A/E shall design and coordinate all necessary building systems and connections, such as structural, mechanical, electrical, communications, fire protection, plumbing work, drainage, gas, etc., so that the end-result would be a fully functional facility. As part of the design of HVAC/Mechanical systems, the A/E shall evaluate the possibility of designing a system that could be retrofitted to steam, with somewhat minor modifications, so that the system could be tied to a future steam loop. (The future steam loop would be taken care of, by means of another independent project)

1.6 The A/E shall contemplate at least three design options for each major design feature and system, and give their recommendations to the VA, regarding which options they consider to be the best and why. The A/E shall provide sufficient data and information to allow the VA to compare, and contrast the different design options, features and systems, so that the VA can arrive at their own conclusions. The information provided shall include, but is not limited to, the following: pros and cons of the design options, features and systems; initial construction costs; impact to adjacent buildings, pedestrian and vehicular traffic; maintenance activities and costs; life cycle costs; and expected life spans.

1.7 The A/E shall field verify all existing conditions and engage a qualified surveyor to perform a survey of the Site, which shall include enough of the adjacent areas, in all directions to satisfy information requirements to perform the Scope of Work stated here. This includes locating and documenting all utilities, subsoil drainage systems and other considerations that could impact the project. The Erie VA can provide previous survey information, if requested by the A/E, for use as reference only. All existing conditions, shown on drawings furnished to the A/E by the Erie VAMC, shall be verified by the A/E. The A/E firm shall be responsible for its independent assessment of existing conditions and dimensions.

1.8 The A/E shall engage a Geotechnical Engineer for exploration of subsoil conditions, so that an accurate assessment of foundation systems can be done by the A/E. Sufficient quantity of borings and adequate area of subsoil exploration shall be performed, to obtain adequate information for determining design requirements. The Geotechnical Engineer shall prepare report of findings, and the A/E shall forward a copy of the report to the VAMC COR. The Erie VA can provide previous reports, if requested by the A/E, for use as reference only.

1.9 The A/E shall procure all necessary permits required by the concerned Agencies or Authorities to bring the project to fruition. The A/E shall identify all required permits, easements and requests for utility services in the Design Narrative, as early as possible, including required costs and time/project schedule impacts.

The A/E shall consider, as part of their services, the amendment of “General NPDES Permit for Stormwater Discharges Associated with Construction Activities”, PAC 250029. The A/E shall be responsible for all permits, fees and expenses, necessary to obtain an updated NPDES permit. The A/E shall follow the recommendations given by the Erie County Conservation District, and incorporate their recommendations in the construction documents, including the design of a complete Stormwater management system. The A/E shall address in the construction documents, that the Contractor must be made a co-permittee and enter into an agreement with the permittee, the EVAMC. The Erie VA will provide the A/E, all documentation related to the aforementioned Permit, after Contract award and formal written request from the A/E. The A/E shall consider the time for Permit procurement in their design schedule.

1.10 The A/E shall be required to develop all documents utilizing BIM software in order to provide a computer 3D model and prepare various 3D renderings to present to the VA throughout the design phases, to adequately represent, among others, the following: building massing on the exterior and the relationship of the Building to its site and to the existing CLC Phase I Building; interior spaces;

materials; lighting, etc. Refer to Sections 2.12, 2.13 and 2.13.1 for additional information regarding BIM requirements.

1.11 The A/E shall design and develop the Project to meet LEED® Silver Certification goals and standards. The A/E doesn’t have to get Demonstrable LEED® Silver Certification for the Project.

The A/E shall provide the Erie VA information and documentation of the measures, considerations and decisions made to meet the aforementioned goals and standards.

1.12 Enhanced Commissioning - The VA may employ a third-party commissioning agent to meet Federal Mandates requiring whole building commissioning and enhanced commissioning requirements of LEED® v3. The commissioning authority will verify performance of building components and systems and to ensure design requirements are met, develop a commissioning plan, inclusion of commissioning requirements in construction documents, verification of installation and performance of commissioned systems (testing and system monitoring), operation & maintenance manuals and training, and a commissioning report. The A/E team shall work with the commissioning agent throughout the design and construction process to assure all sustainable objectives are met. For further information, reference the “Federal Leadership in High Performance and Sustainable Buildings Memorandum of Understanding”. The A/E shall establish any fees related to the eventual coordination with a third-party commissioning agent, as an easily identifiable “Line Item”, in their Fee Proposal. If the VA does not employ a third-party commissioning agent, then the A/E will credit the VA the amount shown in their Proposal, related to these services.

1.13 Integrated Design – Use a collaborative, integrated planning and design process that initiates and maintains an integrated project team in all stages of project planning and delivery. Establish performance goals for site, energy, water, materials, and indoor environmental quality along with other comprehensive design goals and ensure incorporation of these goals throughout the design and life-cycle of the building.

1.14 The A/E design process shall also include the development of a detailed furniture plan, which will be part of the entire design submission process. This will require working with the Erie VAMC Interior Designer to coordinate an appropriate furniture and fixtures layout, and assure that the space is designed for, and accommodates the planned furniture and fixtures. Furniture items, such as chairs, sofas, desks and others, would not be considered as part of the budgeted construction price.

1.15 Design and Construction Documents development shall be based on a Base Bid construction budget of $13,554,600.00, and Deductive Bid Alternates that total 10% of the construction budget.

1.16 All work shall be coordinated with the upcoming and current projects at the Erie VAMC to prevent any duplication of efforts. New design shall be accomplished in accordance with latest VAMC guidelines, codes, and specifications.

1.17 Designs shall comply with all applicable VA Design Standards, VA Design Guides and VA Design Manuals, and also with NFPA, NEC, EPA, OSHA, ANSI, ASHRAE, JCAHO, ADA, IBC, IECC, IMC, IPC and other applicable Federal, State and Local code requirements. The A/E will be responsible for a complete functional design and to provide biddable documents meeting all requirements. All VA Standards, Guidelines, Manuals and technical information can be accessed via the Technical Information Library at http://www.cfm.va.gov/TIL/.

1.18 Design shall comply with the “U.S. Department of Veterans Affairs, Space Planning Criteria, Small House Model Design Guide - January 2017, rev. March 2019”, which outlines the VA requirements for this building type. Refer to Section 1.17 of this SOW.

1.19 Applicable chapters of VA Master Construction Specifications will be prepared by the A/E, including any necessary adaptations, as part of the Construction Documents. The end-result should be a complete set of Specifications, fully edited and coordinated with the drawings, that includes all applicable Sections related to the Project.

1.20 VA Construction Standards; VA HVAC Design Manual; VA Sustainable Design and Energy

Reduction Manual; VA Barrier Free Design Standard PG-18-13; Room Finishes, Door, & Hardware Schedule Program Guide PG 18-14, among others, shall apply to specific design requirements. Particular attention is called to CD4, "Symbol Identification of Contract Drawings", and CD5, "Contract Drawings Requirements". Equipment symbols shall be in accordance with Handbook H-08-6, "Standard Drawing Details". Handbook H-08-4 shall be utilized to the greatest extent practicable. All VA Standards, Guidelines, Manuals and technical information can be accessed via the Technical Information Library at http://www.cfm.va.gov/TIL/.

1.21 The A/E shall design and specify doors, hardware, finishes, fixtures, and interior signage & wayfinding, following current U.S. Department of Veterans Affairs Standards and Guidelines, in direct coordination with the Erie VAMC Interior Designer.

1.22 The A/E shall carefully review all requirements of the latest edition of the Accreditation Manual for Hospitals, of the Joint Commission on Accreditation of Hospitals, with respect to design and operating requirements and report all conflicting conditions in writing.

1.23 Project Schedule to be as follows:

1.23.1 Project Schedule is 355 calendar days to complete Surveying & Site Investigation, Programming, Conceptual Design, Schematic Design, Design Development, Construction Documents, Technical Specifications, and Construction Cost Estimates.

1.23.2 Proposed Submission schedule:

Notice of Award .............................................................................................0 days Initial PDT/Kick-Off Meeting ......................................................................10 days Site Investigation / Programming / Conceptual Design

(C) Submission (15%)................................................................................. 50 days VAMC C Submission Review ................................................................ 65 days Schematic Design 1 (SD1) Submission (25%) ............................................ 95 days VAMC SD1 Submission Review .......................................................... 110 days Schematic Design 2 (SD2) Submission (40%) .......................................... 140 days VAMC SD2 Submission Review .......................................................... 155 days Design Development 1 (DD1) Submission (60%) ..................................... 185 days VAMC DD1 Submission Review ......................................................... 200 days Design Development 2 (DD2) Submission (75%) ..................................... 230 days VAMC DD2 Submission Review ......................................................... 245 days Contract Documents 1 (CD1) Submission (90%) ...................................... 275 days VAMC CD1 Submission Review ......................................................... 290 days Contract Documents 2 (CD2) Submission (100%) .................................... 320 days VAMC CD2 Submission Review ......................................................... 335 days Final Contract Documents (CDF) Submission (Final) ............................... 355 days

1.23.3 A/E shall note that the above schedule is for guidance only. This schedule may be adjusted to meet the needs of the VA Medical Center, for obligation of funds and other considerations. The above proposed design schedule includes government review time.

1.23.4 For Solicitation Support Services and Construction Period Services, which are both considered Option Items, please refer to Sections 7.0 and 8.0 of this SOW. Solicitation Support Services and Construction Period Services shall be performed for the length of time, between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design, to exercise the option(s) for Solicitation Support Services and Construction Period Services.

1.24 Privacy Training:

A. All A/E employees and A/E subcontractor employees requiring access to VA information shall complete the following before being granted access:

1. Review, fill and sign the “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information” document and complete the “VA Privacy and Information Security Awareness Course and Rules of Behavior” training module. Re-take training annually if contract is still in place.

2. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information access. (If required)

3. The contractor shall provide to the VA COR a copy of the signed document and a copy of the training certificate(s) for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

B. To complete the training module:

Access course electronically through VA TMS 2.0 at the following website:

https://www.tms.va.gov o After you have gained access to the site, follow procedures to register if you are new user.

o Login following instructions.

o From available courses, choose or search for TMS 10176 “VA Privacy and Information

Security Awareness and Rules of Behavior” and complete training.

o Print the Training Certificate at the end of the session or review the text version of the training module(s) and complete certifications found at the end of the training module(s).

2.0 GENERAL

2.1 The A/E shall attend, in person, a PDT/Kick-Off Meeting to be held at the Erie VAMC, to discuss Project related items. The A/E will be given the criteria for the project and appropriate orientation by the VAMC offices of Engineering Service and VHA PCAC Contracting. The A/E shall engage in meetings and conversations with Erie VAMC authorized representatives to develop a Final Space/Design Program as per Section 1.3.E, develop designs and prepare all necessary drawings, following what is established in this SOW. The degree of completion, and the stages of submissions, shall be as hereinafter specified.

2.2 Appropriate Engineering and Contracting Service personnel will arrange A/E discussion with the VA Medical Center personnel concerning requirements. The A/E shall participate, when required, with VA Medical Center personnel, Contracting Service personnel and other Services in review of project scope, design review comments, etc.

2.3 Submissions would be as per the following: one Conceptual (C) submission, two Schematic Design (SD1 & SD2) submissions, two Design Development (DD1 & DD2) submissions, and three Construction Document (CD1, CD2 and CDF) submissions, as described in this document. At each submission, all material shall be dated and presented on VA standard size drawings that are appropriately labeled, IE: “CONCEPTUAL,” "SCHEMATIC DESIGN-SD1 SUBMISSION", "SCHEMATIC DESIGN-SD2 SUBMISSION," and so forth, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by the VA at the previous review.

2.4 The floor plans for the structural, HVAC, plumbing and electrical drawings shall be at the same scale as the architectural drawings to facilitate checking.

2.5 The A/E shall incorporate in each submission, all comments provided by the VA in the review of the prior submission. The VA comments will be provided in an Owner Project Requirement (OPR) tracking document, in which all comments should be addressed and answered by the A/E. The A/E shall revise the Drawings, Narrative and Specifications, so that they reflect the comments provided by the VA, and also to further develop each submission, in relation to the prior one, and to follow the requirements established in this SOW.

2.6 The A/E shall pay particular attention to the fact that during the construction document stage, plans are not subject to change at the request of the VAMC staff without the approval of the Chief, Engineering Service 138, and VHA PCAC Contracting Officer.

2.7 Drawings showing architectural and other features of nearby areas and buildings are available in files of the Engineering Service, VA Medical Center. CAD drawings provided by the VA are not expected to be accurate in all respects, and the A/E is to verify all features affecting the project, by field investigation.

2.8 The A/E shall design all systems to maximize energy conservation and comply with requirements of VA HVAC Design Manual, VA Sustainable Design and Energy Reduction Manual, and ASHRAE Standard 90.1-2019. Design shall be developed to meet LEED® Silver Certification goals and standards. Refer to Section 1.11 of this SOW.

2.9 The A/E shall provide written certification from a Certified Industrial Hygienist as to the mitigation of asbestos contamination, if unforeseen contaminated construction debris is found during the Site surveying process, or in the exploration of subsoil conditions as part of the work related to what is established on Sections 1.7 and 1.8 of this SOW.

2.10 VAMC will send out submitted drawings and specifications to conduct a third-party Fire and Life- Safety Review, at appropriate times of the Submission process.

2.11 The A/E shall develop the project utilizing Building Information Modeling (BIM) and Computer Aided Design (CAD) software. Submittal drawings shall be full size plots and half size prints, as established in Sections 3, 4, 5 and 6 of this SOW.

2.12 A/E shall utilize BIM software to develop architectural design drawings, renderings, construction documents, and record drawings at completion of construction. At each scheduled submittal date, the A/E shall submit to the VAMC, a list of the submitted files that shall include the Model, 3D Views, Facility Data, and CAD Data Files.

2.13 BIM minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect final as-built conditions. The deliverable model at the interim design stage and at the final design stage shall be developed to include as many of the systems described below as are necessary and appropriate at that design stage.

2.13.1 At a minimum the Model shall include, but not be limited to the following;

Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Architectural Schedules, Doors, Windows, Louvers, Roof, Floors, Ceilings, Vertical Circulation, Architectural Specialties and Woodwork, Signage, Schedules, Furniture, Equipment, Structural, Foundations, Shafts and Pits, Mechanical, HVAC, Plumbing, Electrical/Telecommunications, Power and Lighting, Exterior Building Information, Fire Protection/Alarms, Civil Engineering Data, Wall and Curtain-wall Sizes, Shapes, and Material Data.

2.14 The VA has ownership of the rights to all CAD files, BIM Model, and Facility Data developed for the Project at the date of Closeout Submittal. The VA may make use of this data following any deliverables.

2.15 For preparation of project specifications, the VAMC will provide master specifications available at the VA website (http://www.cfm.va.gov/TIL/spec.asp) in a .DOC format. Each submission shall indicate changes from previous submission, not just all changes to the master. Specifications submitted at the end of each phase (not for each review) shall include all changes. The A/E shall supply copies of the specification files, edited and tailored to the specific Project, to be electronically transmitted to the CO, in “pdf” and “Word” formats. Final Specs shall be fully coordinated within themselves and also with the Construction Drawings.

2.16 Symbol Identification of Contract Drawings:

G - Project Title Sheet / General Information C - Civil Drawings L - Landscape Drawings HM - Hazardous Materials Abatement Drawings A - Architectural Drawings S - Structural Drawings FP - Fire Protection P - Plumbing Drawings E - Electrical Drawings M - Mechanical / HVAC Drawings

2.17 Document Sizes, Format and Document/Project Information Exchange.

2.17.1 Printed Drawings - Black line on white background, "E" Size (30" x 42") Full Size, Half-size (15”x21”).

2.17.2 Printed 3D Rendered Images – Full color on white background, Size as required for presentation purposes.

2.17.3 Electronic Media – AutoCAD 2019

2.17.4 Drawing Data Information - Shall list all basic information including but not limited to the following: File names, fonts, layer names/types colors, blocks used, hatches, etc. The A/E should also provide CTB Files (Plot Style Files) that correspond to the CAD Drawings.

2.17.5 The AE shall provide a Construction and Engineering Project Management, File Sharing Software/Site for the exchange and management of Project information, such as Procore, Newforma, Submittal Exchange, or any other compatible with, and approved by the VA Office of Information Technology. All electronic/digital Submissions should be done through these means.

2.17.6 A/E to submit a detailed QA/QC Plan describing each step that will be taken, during development of the various design phases, to ensure that all documents have gone through rigorous review and coordination efforts. The A/E shall execute the aforementioned plan, throughout all design and document development phases. Each step on the QA/QC Plan should have an appropriate space, where a senior member of the Firm can initial and date, when a specific action has been completed. This QA/QC Plan shall be submitted within 14 calendar days, after the PDT/Kick-Off Meeting has taken place.

3.0 PRE-DESIGN

3.1 GENERAL

3.1.1 Pre-Design services include site assessment, surveying and investigation, as well as conceptual planning and design.

3.1.2 A/E shall submit a report of the team’s BIM goals and objectives, plus an itemization of BIM analysis tools applicable to the project.

3.1.3 Based on VA’s requirements, the A/E shall submit a Basis of Design (BOD) report documenting the project’s goals to be referenced and updated throughout the design process.

3.2 SITE ASSESSMENT-INVESTIGATION/EXISTING CONDITIONS

3.2.1 Site analysis of surrounding site considerations that may impact design and cost of project.

3.2.2 Existing and proposed number of parking spaces.

3.2.3 Investigation of the conditions and capacities of the existing storm water management system.

3.2.4 Survey of condition and availability of the spare capacity of existing systems such as chilled water, hot water, and steam. Provide specific recommendations for meeting the needs of the project, including new and existing buildings functioning simultaneously, if applicable.

3.2.5 Assessment of existing underground utilities conditions and recommendations for relocation and/or replacement, if required. Provide specific recommendations for meeting the needs of the project. Include the extent of demolition and phasing, if applicable.

3.2.6 Submit all applicable items as detailed in Program Guide “PG-18-15 Volume C – Minor and NRM Projects”. A/E to submit and execute a comprehensive QA/QC Plan, as specified in Section 2.17.6 of this SOW.

3.2.7 Submit all applicable items related to sustainability as detailed in Program Guide “PG-18- 17 Environmental Planning Guidance”.

3.3 CONCEPTUAL DESIGN (C) - 15%

3.3.1 The A/E shall develop a minimum of three design concepts, each addressing the items below. The A/E, using an integrated design process, shall refine these alternatives to create functionally viable alternative design solutions, based on continuing deliberations with VA Medical Center staff. VA shall select the final concept and identify the approved scope to be developed in Schematic Design 1 (SD1).

3.3.2 The Conceptual Design (C) submission shall be submitted within forty (40) days after award of contract and shall include the following:

a. Three conceptual design option drawings, printed, as follows: (2) half-size sets and (2) full-size sets. All three schematic design options are to be within programmed budget amount.

b. Narrative Document that provides description of design solutions and major components, advantages and disadvantages of each option, recommendations, and description of major systems, appropriate for the conceptual design phase of the Project. This Document should include also Preliminary Basis of Design and Cost Estimates for the conceptual design options considered. (2) copies.

c. In addition to the printed material stated above, the A/E shall deliver electronic versions of the documents, through a VA compatible Project Management, File Sharing Software/Site, as described in Section 2.17.5 of this SOW.

3.3.3 The first submission shall include Conceptual Floor Plan, Site Plan and 3D massing model views of each layout. Consideration for site access, arrangement of spaces/connections, massing, and scale of building in relation to existing CLC Phase I building are a must.

3.3.4 There will be a fifteen (15) day review of the first submission by VAMC.

3.3.5 Submit all applicable items as detailed in Program Guide “PG-18-15 Volume C - Minor and NRM Projects”. A/E to submit and execute a comprehensive QA/QC Plan, as specified in Section 2.17.6 of this SOW.

3.3.6 Submit all applicable items related to sustainability as detailed in the Program Guide “PG- 18-17 Environmental Planning Guidance”, under “VA Numbered Standards for Construction”.

3.3.7 Submit Basis of Design (BOD) report, including:

a. Architectural Design

1) Narrative establishing users’ vision, goals, and objectives.

2) Programming considerations including, but not limited to, the following:

Caseload data as basis for space program determined by SEPS on a departmental basis

Functional (clinical) and physical design program.

Adjacency matrix for major services.

Code analysis to identify design parameters.

Implementation strategies, and phasing considerations if applicable.

Relation of the proposed building to the existing CLC Building, other adjacent buildings, existing roads and sidewalks, and its impact to current circulation patterns.

4.0 SCHEMATIC DESIGN

4.1 GENERAL

4.1.1 The Schematic Design phase documents shall be developed from the VA-selected concept, approved in the Pre-Design phase. Schematic Design further develops the concept plan to a level of detail that includes specific functional and adjacency requirements and establishes the aesthetics of the design.

4.1.2 The A/E shall submit minutes of meetings with VA, as well as for A/E coordination meetings.

4.2 SCHEMATIC DESIGN 1 [SD1] - 25%

4.2.1 The purpose of Schematic Design 1 (SD1) is to develop the concept selected by VA in Pre- Design.

4.2.2 The Schematic Design 1 (SD1) submission shall be submitted within thirty (30) days after receipt of the VA review comments from the Conceptual Design (C) and shall include:

a. Schematic Design 1 [SD1] drawings, (2) half-size sets (2) full-size sets.

b. Updated Narrative Document that provides description of design solutions, advantages and disadvantages, recommendations, and description of major components, appropriate for the Schematic Design 1 phase of the Project. This Document shall also include an updated Basis of Design report, and Cost Estimates for the Schematic Design 1 phase of the Project. (2) copies.

c. In addition to the printed material stated above, the A/E shall deliver electronic versions of the documents, through a VA compatible Project Management, File Sharing Software/Site, as described in Section 2.17.5 of this SOW.

4.2.3 There will be a fifteen (15) day review of the Schematic Design 1 submission by VAMC.

4.2.4 Submit all applicable items as detailed in Program Guide “PG-18-15 Volume C - Minor and NRM Projects”. A/E to submit and execute a comprehensive QA/QC Plan, as specified in Section 2.17.6 of this SOW.

4.2.5 Submit all applicable items related to sustainability as detailed in the Program Guide “PG- 18-17 Environmental Planning Guidance”.

4.2.6 This Submission shall include Site plan, Floor Plans, Elevations and Sections, appropriate for a Schematic Design 1 Phase. The A/E shall also provide 3D massing model views of the design. Consideration for site access, arrangement of spaces/connections, and scale of the proposed building shall be addressed.

4.2.7 Submit schematic furniture and equipment plans detailing placement and overall design concepts.

4.2.8 Submit Basis of Design (BOD) report, including:

a. Architectural Design

1) Preliminary assessment of types and quantity of major medical equipment to be accommodated.

2) Preliminary LEED measures and considerations to establish basis for sustainability goals.

3) Summary of building features in tabular form: building height, gross area by floor and building total, number of resident rooms.

4) Special construction requirements.

5) Physical Security requirements and findings.

b. Critical Path Method

1) Project Master Schedule that identifies major design activities, procurement phase activities and VAMC overlapping activation phase.

2) Detailed design schedule identifying major activities, submissions, participants, and milestones. Show activities for each primary design discipline. At a minimum, include architectural, structural, mechanical, electrical, fire protection and life safety, plumbing, civil, and physical security. This schedule shall be in cost-loaded CPM format with interrelationships between activities and shall also be used as a basis for monthly payments to the A/E.

3) Schedule Risk Analysis based on CPM for detailed design and anticipated overall construction schedule. Analysis shall identify schedule risk areas and recommend actions to mitigate risk. Submit a risk analysis in format form for the VA approval.

4) Written list of systems divided by technical discipline.

c. Interior Design

1) Narrative describing concept for interiors, including furniture and fixtures.

2) Interior Signage and wayfinding concept

d. Space Planning

1) Verification that SEPS program is used as a basis for design.

2) Summary of space by function with net areas, gross area, and net-to-gross ratio by department, net-to-gross ratio for building, and all variations from VA standards. Submit in tabular form with subtotal for each department and common areas such as lobbies, service areas, activity rooms, etc.

3) Departmental area tabulations derived from BIM model.

4.3 SCHEMATIC DESIGN 2 [SD2] - 40%

4.3.1 The purpose of Schematic Design 2 (SD2) is to further refine the solution developed in Schematic Design 1 (SD1), and to validate that project goals and parameters are reflected in the design, which shall be developed in further detail.

4.3.2 The Schematic Design 2 (SD2) submission shall be submitted within thirty (30) days after receipt of the VA review comments from the Schematic Design 1 Design (SD1) and shall include:

a. Schematic Design 2 [SD2] drawings, (2) half-size sets (2) full-size sets.

b. Marked-up/edited specifications, (2 copies)

c. Updated Narrative Document that provides description of design solutions, Scope of Work, advantages and disadvantages, recommendations, phasing plan (if applicable) and description of major components, appropriate for the SD2 phase of the Project.

This Document shall also include an updated Basis of Design report, and Cost Estimates. (2) copies.

d. In addition to the printed material stated above, the A/E shall deliver electronic versions of the documents, through a VA compatible Project Management, File Sharing Software/Site, as described in Section 2.17.5 of this SOW.

4.3.3 There will be a fifteen (15) day review of the Schematic Design 2 (SD2) submission by

VAMC.

4.3.4 Submit all applicable items as detailed in Program Guide “PG-18-15 Volume C - Minor and NRM Projects”. A/E to submit and execute a comprehensive QA/QC Plan, as specified in Section 2.17.6 of this SOW.

4.3.5 Submit all applicable items related to sustainability as detailed in the Program Guide “PG- 18-17 Environmental Planning Guidance”, under “VA Numbered Standards for Construction”.

4.3.6 This Submission shall include updated and further developed Site plan, Floor Plans, Elevations and Sections. The A/E shall also provide 3D massing model views of the design, with more detail than the in the previous Submission. Consideration for site access, arrangement of spaces/connections, and scale of the proposed building shall be addressed.

4.3.7 Submit updated preliminary furniture and equipment plans detailing placement and overall design concept.

4.3.8 Submit project Equipment List in Excel format.

4.3.9 Submit floor plans and additional drawings indicating preliminary finishes, interior signage and wayfinding features.

4.3.10 Submit Basis of Design report, including:

a. Architectural Design

1) Phasing narrative, if applicable.

2) Potential deductive alternates for bidding development. The value of the deductive alternates shall represent approximately 10% of the construction budget, as previously stated in this SOW.

b. Critical Path Method

1) Updated Project Master Schedule.

2) Updated Detailed Design Schedule.

3) Updated Schedule Risk Analysis.

4) Phasing narrative, plans and diagrams, if applicable.

5) Written list of systems, separated by technical discipline.

c. Interior Design

1) Narrative describing interior design concept, how it meets the needs of the users and the facility, and budget considerations. Discuss appropriateness of material and color selections, how they address patient needs, how they relate to the overall building design, and their appropriateness for the geographical location of the facility. Note all deviations from PG-18-14.

2) Finishes for typical rooms with preliminary color selections and environmentally sustainable qualities. Notify VA of proposed deviations from PG-18-14.

3) Provide signage/wayfinding concept.

d. Space Planning

1) Submit updated summary of space by function with net areas, gross area, and net:gross ratio by department, net: gross ratio for building, and all variation from VA standards. Include unassigned space, shell space, circulation (horizontal and vertical), and space for future expansion, if any. Indicate variance from approved space program and provide explanation for each variance.

5.0 DESIGN DEVELOPMENT

5.1 GENERAL

5.1.1 The final approved Schematic Design 2 (SD2) documents shall be the basis for the Design Development phase. Any changes from SD2 documents must be approved by VA Project Manager prior to proceeding with the Design Development documents. All documents shall be reviewed for functional and aesthetic relationships. The result of this phase shall be a set of design documents defined to the point that no further functional decisions are required.

5.1.2 Submit all previous comments from VA and peer reviewers. All comments shall be resolved before moving into the next submission stage. For major issues, A/E must respond to comments with written resolution; i.e., responding to important comments simply with “agreed” or “disagreed” is not acceptable. Any deviation from VA criteria shall be identified, justified, and documented with VA’s approval.

5.1.3 All previously submitted documents shall be updated with written responses to reflect review comments and further development.

5.1.4 The A/E shall submit minutes of meetings with VA, VA's other contractors, and A/E coordination meetings.

5.2 DESIGN DEVELOPMENT 1 [DD1] - 60%

5.2.1 The purpose of Design Development 1 (DD1) is to add an increased level of detail for all aspects of the project, to further define the design. During DD1, the A/E shall continue developing and refining the Project, so that the Drawings reflect the character of interior spaces, exterior elevations, site development and the relation of the proposed building to the existing CLC Phase I.

5.2.2 The Design Development 1 (DD1) submission shall be submitted within thirty (30) days after receipt of the VA review comments from the Schematic Design 2 (SD2) submission and shall include:

a. Construction drawings, (2) half-size sets (2) full-size sets.

b. Marked-up/ edited specifications, (2 copies)

c. Updated Narrative Document that provides description of design solutions, Scope of Work, advantages and disadvantages, recommendations, phasing plan (if applicable), and description of major components, materials and systems, appropriate for the DD1 phase of the Project. This Document shall also include updated Basis of Design report and Cost Estimates. (2) copies.

d. In addition to the printed material stated above, the A/E shall deliver electronic versions of the documents, through a VA compatible Project Management, File Sharing Software/Site, as described in Section 2.17.5 of this SOW.

5.2.3 The A/E will present their Submission, in person, to the Executive Leadership at the

VAMC.

5.2.4 There will be a fifteen (15) day review of the Design Development 1 (DD1) submission by

VAMC.

5.2.5 Submit all applicable items as detailed in Program Guide “PG-18-15 Volume C - Minor and NRM Projects”. A/E to submit and execute a comprehensive QA/QC Plan, as specified in Section 2.17.6 of this SOW.

5.2.6 Submit all applicable items related to sustainability as detailed in the Program Guide “PG- 18-17 Environmental Planning Guidance”, under “VA Numbered Standards for Construction”.

5.2.7 This Submission shall include updated and further developed Site plan, Floor Plans, Elevations and Sections. The A/E shall also provide rendered perspective views of the exterior and the interior of the building, so that the character of the building can be fully appreciated. Further developed Site design features and the relationship of the new building to the existing one, should also be part of the Submission.

5.2.8 Submit full medical and office equipment list for VAMC approval.

5.2.9 Submit updated project Equipment List in Excel format.

5.2.10 Submit floor pattern plans (min. scale 1/8” = 1’-0”).

5.2.11 Submit wayfinding and signage plans (min. scale 1/8” = 1’-0”). Show wall and floor patterns, lighting, signage, and other elements that shall assist users to reach their destination.

5.2.12 Submit updated furniture and equipment plans detailing size, placement and overall design concepts.

5.2.13 Submit Basis of Design (BOD) report, including:

a. Architectural Design

1) Deductive Alternates description and cost evaluation.

2) Updated Room Data Sheets for typical room types in the project that include:

Minimum room dimensions and clearances

Minimum door size, vision panels where required, and hardware function, etc.

Fire ratings

Casework configuration, construction requirements, and location

Utilities (quantity and location): normal power, emergency power, isolated power, UPS, lighting, plumbing fixtures and controls, medical gases, data connections, communications (telephone, nurse call, PA, intercom), HVAC criteria and controls, air filtration and circulation

Equipment (fixed and movable) with rough-in requirements.

Identify who furnishes and who installs each piece

Fixtures and furniture to be accommodated, whether or not part of the contract

Special features such as humidity control, eye wash, shielding if applicable, etc.

Locker quantities and type

Acoustic separation

Finishes

3) Equipment catalog cuts.

b. Critical Path Method

1) Updated Project Master Schedule.

2) Updated Detailed Design Schedule.

3) Updated Schedule Risk Analysis.

4) Identification of anticipated midpoint of construction and escalation factors in determining construction cost.

5) Updated Phasing narrative, plans and diagrams, if applicable.

6) Written list of systems separated by technical discipline.

c. Interior Design

1) Finish schedule.

2) Finish sample boards.

3) Furniture catalog cuts and materials samples.

4) Fully developed design for lobby, living room, dining room and other major public spaces. Submit rendered elevations, perspectives or other presentations to describe the materials, lighting, and appearance of those spaces.

5) Signage and wayfinding graphic details.

6) Concepts for color and material palettes.

d. Space Planning

1) Submit report, including an update of previously submitted summary of space by function with net areas, gross area, net:gross ratio by department, net:gross ratio for building, listing of deviations from approved VA SEPS space program, and justification for those deviations.

5.3 DESIGN DEVELOPMENT 2 [DD2] - 75%

5.3.1 The Design Development 2 (DD2) phase encompasses adding an increased level of detail for all aspects of the project to further define the design. Submissions at this stage must show coordination of trades and clarity of scope and design intent. The A/E refines visualization of the project to communicate the character of interior space and building exterior, and confirms that the design is on budget. All value engineering shall be completed by the end of this phase, and no functional changes are anticipated after the DD2 review.

5.3.2 The Design Development 2 (DD2) submission shall be submitted within thirty (30) days after receipt of the VA review comments from Design Development 1 (DD1) and shall include:

a. Construction drawings, (2) half-size sets (2) full-size set.

b. Marked-up/edited specifications, (2) copies

c. Updated Narrative Document that provides description of design solutions, Scope of Work, advantages and disadvantages, recommendations, phasing plan (if applicable) and description of major components, materials and systems, appropriate for the DD2 phase of the Project. This Document shall also include an updated Basis of Design report, and Cost Estimates. (2) Copies

d. In addition to the printed material stated above, the A/E shall deliver electronic versions of the documents, through a VA compatible Project Management, File Sharing Software/Site, as described in Section 2.17.5 of this SOW.

5.3.3 There will be a fifteen (15) day review of the Design Development 2 (DD2) submission by

VAMC.

5.3.4 Submit all applicable items as detailed in Program Guide “PG-18-15 Volume C - Minor and NRM Projects”. A/E to submit and execute a comprehensive QA/QC Plan, as specified in Section 2.17.6 of this SOW.

5.3.5 Submit all applicable items related to sustainability as detailed in the Program Guide “PG- 18-17 Environmental Planning Guidance”, under “VA Numbered Standards for Construction”.

5.3.6 The A/E shall also provide rendered perspective views of the exterior and the interior of the building, taking into consideration any comments provided by the VA on the prior Submission.

5.3.7 Submit updated project Equipment List in Excel format.

5.3.8 Submit updated wayfinding and signage plans (min. 1/8"=1'-0"). Standard sign design with tactile and Braille text. Supplemental details at larger scale as necessary to fully describe system.

5.3.9 Submit interior elevations for all spaces indicating finishes and color selections.

5.3.10 Submit details for millwork and features.

5.3.11 Submit final furniture and equipment plans detailing size, placement and overall design concepts.

5.3.12 Submit Basis of Design (BOD) report including:

a. Architectural Design

1) Updated room sheets.

2) Medical equipment catalog cuts.

3) Updated and further developed alternates on drawings and in specifications with updated cost evaluation.

b. Critical Path Method

1) Updated Project Master Schedule with increased detail.

2) Updated Detailed Design Schedule with…