SOW - Murfreesboro SDC 20 January 2022.pdf

January 20, 2022 Department of Veterans Affairs TVHS, Murfreesboro Campus

Requirements for A/E Services Project 626-310

Construct Sleep Disorder Clinic and Specialty Clinic

I. GENERAL SCOPE OF WORK

The consultant shall provide all necessary Architectural and Engineering (A/E) services as required to prepare complete contract drawings, specifications, observation/evaluation/technical reports, cost estimates, and services throughout construction to "Construct Sleep Disorder Clinic and Specialty Clinic” in Building 6 at the historic York Campus of the VA Tennessee Valley Healthcare System (TVHS), located at 3400 Lebanon Pike, Murfreesboro, TN 37129. This project will renovate approximately 18,200 Square Feet (SF) and construct approximately new 800 square feet to expand the Sleep Program.

Additional Specialty Clinics will be located in this building. Work includes, but is not limited to, professional design services of Architects, Mechanical, Plumbing, Industrial Hygiene (IH), Structural/Seismic, Electrical power and systems (such as communications, controls, security, fire protection/alarm).

II. STATEMENT OF PROJECT OBJECTIVES

The Department of Veterans Affairs (VA) intends to have the A/E fully survey, investigate, and document the existing spaces and utility systems, affected by renovations, in order to gain the knowledge and insight necessary to prepare accurate documents in a professional and competent manner. The project objectives are as follows:

A. Expand the sleep program.

B. Provide co-located specialty care clinical services.

C. Increase efficiency through more functional layouts and promote staff efficiencies. The design of the specialty clinics should be universal so that various specialties can schedule various clinics on an as needed basis.

D. Improve privacy and accessibility.

E. Improve the patient experience.

F. Improve exterior building entry and access, including road improvements, drop-off/pick-up, parking/waiting. Provide sufficient parking for staff and patients.

G. This project will improve the condition of the facility. The project will partially correct the following issues from the Facility Condition Assessment (FCA):

1. 114978: Public Toilets are generally non-compliant and in poor condition throughout building;

provide at least one (1) complying toilet per floor for each sex.

2. 334322: Drinking fountains are generally non-compliant throughout building; replace units, add side railings, locate in alcove, etc. as required to comply.

3. 334323: At Main North Entry: provide signage locating accessible entry to building. Replace doorknobs with lever type on all floors.

4. 334324: Staff Break Rooms are non-compliant and in poor condition.

5. 283672: East Canopy is in poor condition and should be replaced. Adjust angle of canopy for proper drainage.

6. 60558: Flooring and base throughout building is in poor condition.

7. 283675: Threat of water damage from sprinkler head in telecommunication rooms. Reroute sprinkler to avoid rooms.

8. 60561: Signage in poor condition. Wayfinding is vague.

9. 60562: Windows are in poor condition. Replace all with alum fixed windows with insulated glass and integral blinds.

10. 334674: Fire Alarm notification devices are old and not in compliance with current NFPA requirements.

11. 334675: Replace old inefficient T-12 type light fixtures with modern efficient fixtures.

12. 334677: Branch circuit wiring is installed in 1939 and never have been replaced except when fails, portions of wiring have been replaced where required to bring device up and running.

13. 334678: Replace PA system installed in 1970's. Replace TV wiring and head end equipment to digital TV equipment with fiber optic link between buildings and

14. relocate system from stairway.

15. 283677: All terminal unit controls are pneumatic. Pneumatic controls are in poor condition and should be replaced with a DDC control system.

16. 61516: Approximately 100 VAV boxes are original from 1980 renovation and in poor condition. Units are all pneumatically controlled. Upgrade to DDC.

17. 334686: Partitions: Interior unreinforced brick walls not braced and out-of-plane. Ceiling

Systems: Tie bracing and compression strut were not observed.

18. Light Fixtures: Light system not braced to structure. Mechanical & Electrical Equipment:

Mechanical and electrical equipment is not anchored. Piping: No bracing was observed on any fire protection piping or any other mechanical pipes. Provide anchorage and bracing per H-18-8 and ASCE7-10 Chapter 13.

H. Modernize systems: Systems should be scalable and capable of modern features such as the integration of various existing systems, equipment, devices. Upgrade outdated electrical, controls, communications, and mechanical systems. All relevant systems including but not limited to Nurse Call/ Code Blue, telephone, PA, Fire Alarm, and Security shall meet current VA standards.

I. Improve reliability, monitoring, control and energy efficiency, utilizing modern systems and features, such as non-priority native BACnet DDC controls, variable speed drives, energy optimization control, reset of discharge air temperature, optimal start/stop, occupied/unoccupied, occupancy sensing, lighting control, and economizer modes. Replace outdated pneumatic controls with DDC that will integrate into the frontend controls system. Install thermostats with resets, setback, and override controls. New automated control systems shall provide precise control of temperature and humidity, pressure relationships, and provide a quality care environment.

J. Signage and Wayfinding will be upgraded to meet facility standards and provide clear direction.

III. JUSTIFICATION, BACKGROUND AND CONCEPT

The project will renovate approximately 18,200 SF on the ground Floor of Building 6 and create approximately 400 SF in order to relocate the existing Sleep Program from an inpatient ward and expand the clinic to address the rapid growth of the TVHS Sleep Program. The TVHS Sleep Program must expand to meet the growing demand of Veterans with sleep disorders that effect both physical and mental health. The service shall include an overnight sleep lab, as well as support for at-home studies, consultation rooms and support space. Additional Specialty Clinics will be located in this building. The design of these clinics is universal so that various specialties can schedule clinics on an as needed basis.

The building expansion will allow for waiting, reception and increased security. Exterior improvements will allow for easy patient access, drop-off and pick-up under canopy cover. Additional parking will accommodate staff and patients.

The Heating, Ventilation and Air Conditioning (HVAC) system is outdated, in poor condition and beyond its useful life, including all equipment, ductwork and controls. Electrical and data systems are outdated and inadequate. Domestic and sanitary piping has deteriorated. Suspended ceilings and interior finishes are worn, faded and outdated. Interior unreinforced brick walls are not braced and are out of plane.

Lighting, mechanical, plumbing and electrical equipment are not braced or anchored. Toilets are generally not compliant. Windows are single glazed and in poor condition. PA and fire alarm systems require updating.

The project will relocate and expand the expand existing Sleep Clinic to provide in-home testing, overnight testing, and CPAP distribution. Expansion of the program will allow Sleep Specialists to provide

Sleep Telehealth Services to outpatient clinics and sleep services to Veterans who live in rural communities which do not have this specialty clinic. The current outpatient services offered in this clinic exceed the existing inpatient sleep center. Patient privacy is greatly compromised in each encounter.

Patient consults are done in the two sleep "bedrooms" or in the corridor because there are no consult rooms or exam rooms in the current footprint. Additional clinic space that will be created in this project will be assigned to Specialty Clinics which have outgrown their current footprint on this campus. The project will help meet Energy priority by replacing outdated controls with modern electronic DDC's on the HVAC system to save energy. Energy will be saved by implementing night setback of airflow and temperature and occupancy sensing setback of select spaces. Energy will be saved by upgrading to LED lighting fixtures and use occupancy sensing to save energy. Renovated space should be 30% better than American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) 90.1-2007. Water conserving faucets and devices (WaterSense) will be used to reduce water consumption.

IV. STATEMENT OF A/E TASKS

A. The A/E shall furnish all services for a complete design development including construction documents, and construction period services as specified in the subject contract.

1. Necessary site survey work and evaluation such as verifying existing conditions/pre-TAB (Test- Adjust-Balance), geotechnical surveys/report, verifying record drawings, and verifying and analyzing utility systems shall be accomplished in conjunction with the preparation of Design Development documents. A/E shall furnish documentation and drawings of these findings, and address deficiencies in the design process.

2. The complete site survey work shall include a thorough investigation of existing conditions, affected by renovations, to accurately document and convey space dimensions for measured drawings, all utilities for affected areas, and utilities that traverse through affected areas, typical construction type and variations, and finishes. This information provides the necessary base drawings for the Schematic Development phase of Design Development.

3. Utility system verification shall include, but not be limited to, the necessary testing, adjusting, and/or balancing of affected systems to ascertain the existing operating and performance conditions that will impact the design and construction process. Systems that are insufficient in capacity or are no longer supported by OEM (original equipment) parts shall be considered for expansion and/or replacement.

4. System verification shall include, but not be limited to, the necessary testing of affected systems to ascertain the existing operating and performance conditions that will impact the design and construction process. Systems that are insufficient in capacity or are no longer supported by OEM (original equipment) parts shall be considered for replacement.

5. Geotechnical surveys are required for new construction, buildings, building expansion, parking lots and drives.

B. The A/E shall provide cost estimation, project scheduling & phasing, bid period and construction period services as further described in the contract.

C. The A/E will provide an Interior Designer with a NCIDQ Certification to coordinate all aspects of the interior design. All finishes must be approved by the VA Interior Designer.

D. The A/E shall provide three (3) interior design color boards for VA review, discussion, and selection. The color boards will be updated and re-submitted with the final revision.

E. The A/E shall provide bid document preparation in quantities as specified in the contract.

F. The A/E shall provide professional design and construction period services utilizing individuals who are adequately knowledgeable of the various design disciplines as required by the project.

Changes in personnel from those who are proposed in negotiations, interviews, kick-off meeting, and/or A/E submission forms must be approved in writing. Submit requested change to COR and CO a minimum of 14 days prior to said change. The registered individuals who will stamp the completed documents shall accomplish engineering design work.

G. A/E shall design within funding limitations and coordinate cost control measures throughout the design. Primary, fundamental cost control alternatives shall be thoroughly explored in Design Development (DD’s) and cost control/review shall be a critical part of each submission, thoroughly discussed at each review. Any submission with an estimate exceeding the base construction budget shall initiate a gate review, in which the A/E must develop and submit cost control measures, then make the corrections to the package (estimate, drawings, specifications) to get within budget, in order to be released to the next submission phase. In the event of budgetary issues, additional A/E presentations/meetings will be required to correct the budget issues.

H. The A/E design and estimate shall identify viable deductive construction alternates (target 10% of the total construction budget). The A/E and their design team shall develop proposals to prioritize the bid deducts for construction. A/E shall review the proposals with the Contracting Officer’s Representative (COR) to finalize the deductive alternates.

I. The A/E is to incorporate into the design all adjacent spaces that are impacted by the project. It is in the scope to investigate all existing utilities that must be moved/ mitigated to accomplish the renovations to include all affected structure/finishes. The A/E is to also integrate HIPAA standards into the design and layout.

J. The design must ensure proper life safety, including egress, proper fire/smoke compartmentation, fire alarm, sprinkler system, etc. The A/E shall provide a separate stamped Life Safety Sheet for the entire area within the submitted drawings.

K. The A/E shall survey and evaluate the HVAC, electrical, plumbing systems, and mechanical rooms to ensure they will meet the requirements of the renovated space and meet VA design guide requirements without adversely affecting the surrounding areas. A/E will design new mechanical, electrical, and plumbing systems where need to meet VA standards. Utilize LED interior lighting with occupancy, and daylight sensors. A/E will pre-TAB (Test, Adjust, Balance) HVAC and exhaust in investigative service to establish a basis for the design and to make corrections to HVAC systems to get space to VA standards. A/E will place in construction documents that all HVAC will have a complete TAB performed by construction contractor. The design will allow for 20% growth on all major systems. Growth factors shall be separate from safety factors (in addition, compounded on top of safety factors). Design to ensure coverage to maximize patient safety.

L. A/E will coordinate with leading industry equipment manufacturers/vendor(s) to ensure proper layout and support of equipment per manufacturer’s requirements. However, design drawings and specifications shall be generic to promote fair and open competition.

M. Design shall be energy efficient. Refer to attachment. TVHS Energy Conservation Project Requirements and Design Guide. Night/ Occupancy setbacks will be utilized where applicable to lighting and HVAC/ Exhaust.

N. A/E shall identify and design for the removal of all hazardous material.

1. Perform an asbestos survey to identify approximate quantities of ACM in type and location for complete abatement from the general limits of construction. Adjacent areas that are outside of these limits but are affected by construction for utility modifications or tie-ins shall limit abatement to the extent necessary in order to complete the utility work.

2. Lead-based paint may be encountered on some of the HVAC/piping/equipment. A/E will investigate and design for corrective action.

O. The A/E will provide expertise during testing of all systems constructed and/ or modified by the design, including but not limited to, HVAC startups, test-adjust-balance (TAB), Controls trending and adjustment, Nurse call, Medical Gas, Phone and Data.

P. Data closets will be brought to VA specifications. Controls and HVAC will also be correctly integrated into the closets to control temperature and humidity.

Q. A/E shall provide space planning for the project as part of SD1 and SD2. To perform the space planning, additional meetings will be required with the VA Planning Department, primary users stakeholders, such as Sleep Clinic and Specialty Care, and other affected secondary stakeholders, such as Security, Engineering, Environmental Management / Housekeeping, information Technology, etc.

R. The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.”

V. BASIS FOR DESIGN

A. Department of Veterans Affairs standards and VA Office of Construction & Facilities Management Design Guides can be obtained from the Internet at http://www.cfm.va.gov/TIL/.

B. Design Criteria including manuals, guides, processes and equipment lists are located at https://www.cfm.va.gov/til/criteria.asp

C. Design shall conform to the latest 003C2B-DA-142 (06-01-14) Patient Safety in VHA Bathrooms http://www.cfm.va.gov/TIL/dAlert/dAlert142.pdf

D. VA PG 18-13 Barrier Free Design Standard.

E. Comply with Nurse Call design guidance and requirements per NFPA 99, UL 1069 and facility standards. Discussions regarding new facility system/standard shall be addressed during Schematics. VA design guidance can be found on the TIL at https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf. Design guides (PG18-12) shall also be reviewed to ensure compliance. https://www.cfm.va.gov/til/dGuide.asp

F. The A/E shall design for a total construction budget of approximately $11 to $11.5 million with an additional contingency of less than $1 million. The planned budgetary amount will be provided during negotiations. The A/E design and estimate shall be within the total construction budget prior to viable deductive construction alternates. This will require individual estimates by clearly defined, easily deductible areas and/or portions of work. The A/E shall not plan to infringe upon the contingency as part of their cost control measures. The contingency includes changes and additional construction period work and is utilized/obligated the VA’s discretion, only when the CO and CORs are in agreement.

G. Comply with current federal, national and international building codes and applicable state and local building codes and standards, as well as codes/standards from other recognized authoritative bodies. This includes, but is not limited to, authoritative bodies such as Associated Air Balance Council (AABC), American Concrete Institute (ACI), Acoustical and Insulating Materials Association (AIMA), American National Standards Institute (ANSI), American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), American Society of Mechanical Engineers (ASME), American Society for Testing and Materials (ASTM), Gypsum Association (GA), International Building Code (IBC), National Electric Code (NEC), National Fire Protection Association (NFPA), National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), Occupational Safety and Health Administration (OSHA), Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA), Electronic Industry Alliance/ Telecommunications Industry Association (EIA/TIA), American Disabilities Act (ADA), American Barriers Act (ABA) and other applicable codes referenced in the VA design guidelines and Master Specifications. Designers shall indicate each applicable code with the current date, revision, version indicated on one sheet, including each applicable VA Guidelines / Standards.

http://www.cfm.va.gov/TIL/ https://www.cfm.va.gov/til/criteria.asp http://www.cfm.va.gov/TIL/dAlert/dAlert142.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://www.cfm.va.gov/til/dGuide.asp

Submit this with the Schematic Design Submission and include with the drawing packages

H. Comply with VA HVAC Design Guidelines at www.cfm.va.gov/til/dGuide/dgMH.pdf. Indoor air quality requirements must be met / maintained, such as outside air percentages, air changes / CFM, and humidity. Design shall maintain building envelopes to prevent moisture infiltration and possible mold growth.

I. Comply with VHA National Center for Patient Safety. http://www.patientsafety.va.gov/

J. Comply with H-18-8 Seismic Design Requirements and its adopted edition of the ICSSC RP Standards. https://www.cfm.va.gov/til/seismic.asp

K. Comply with VA TIL, PG-18-3, Design and Construction Procedures for this Minor category project. http://www.cfm.va.gov/TIL/cPro.asp

L. Comply with VA TIL, PG-18-15 for A/E Submission Requirements.

http://www.cfm.va.gov/til/aeDesSubReq.asp (Click Minor and NRM Projects).

M. Any deviation from project requirements, guidelines, standards, or specifications shall be requested in writing and approved by the VA. The deviation request shall include an item for which deviation is requested and the reason or basis for the deviation. Designer shall maintain as list of any approved deviations with their reasoning and resolution. Code sheets shall be updated as appropriate.

N. Comply with energy requirements. See TVHS Energy Requirements and Design Guide (attached) and ASHRAE 90.1-2010.

O. Ensure proper life safety and VA accessibility requirements. Code Analysis will be clearly defined on the Index Sheet of the Construction Documents.

P. Comply with the Physical Security Design Manuals for VA Facilities. This is a Mission Critical Facility. http://www.cfm.va.gov/til/spclRqmts.asp#PHS.

Q. The required stamp of the licensed architect(s) and engineers of record will be considered as certification of compliance with the contract requirements. The registered individuals who stamp the final construction bid documents shall be the same lead designers that accomplish the assessments, surveys, interviews, and design work. Assessments shall also be stamped.

VI. DETAILED SUBMISSION REQUIREMENTS

Program Guide PG-18-15 establishes the guidelines for the A/E submissions. The design shall be performed and submitted in accordance with VA A/E Submission Instructions for Minor and NRM Construction Program. Refer to (http://www.cfm.va.gov/til/aeDesSubReq.asp). These guidelines indicate a minimum level for submission compliance. Certain types of design may dictate more than the minimum to progress the design submissions/reviews and maintain the schedule. In some instances when critical decisions need to be made, adequate, relevant information must be provided timely for the design to progress to meet certain milestone dates. Questions regarding the applicability of specific requirements shall be resolved with the medical center staff, COR and Contracting Officer (CO) prior to any submission deadline.

At each submission, all drawings and support material shall be dated and appropriately labeled above the title block (the number of submissions shall be adjusted according to the project size and scope). In addition of full electronic version of required documents, hardcopies shall be submitted in quantities indicated:

http://www.cfm.va.gov/til/dGuide/dgMH.pdf http://www.patientsafety.va.gov/ https://www.cfm.va.gov/til/seismic.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/spclRqmts.asp#PHS http://www.cfm.va.gov/til/aeDesSubReq.asp

Work Element Copies Duration (Calendar Days)

Notice of Award

Design Kick-off Meeting 7 days after Notice of Award

Schematic SD1 (Planning & Concept) 2+ QA & redlines 60 Days after Design kickoff

Government Review and Sign off 14 Days after VA receipt of SD1

Schematic SD2 2+ QA & redlines 60 Days after VA acceptance of SD1

Government Review 7 Days after VA receipt of SD2

Design Development 1 2+ QA & redlines 45 Days after VA acceptance of SD2

Government Review 14 Days after VA receipt of DD1

Design Development 2 2+ QA & redlines 45 Days after VA acceptance of DD1

Government Review 7 Days after VA receipt of DD2

Construction Document 1 2+ QA & redlines 30 Days after VA acceptance of DD2

Government Review 7 Days after VA receipt of CD1

Construction Document 2 2+ QA & redlines 30 Days after VA acceptance of CD1

Government Review 7 Days after VA receipt of CD2

100% Final Bid Documents 3 7 Days after VA acceptance of CD2

Final Acceptance Review 7 Days after VA receipt of Final Bid Documents

Total Days Design Phase Schedule 347 Calendar Days

A. VA submission review comments may be verbal, noted directly on review sets, or written list. The A/E shall be responsible for compiling & addressing review comments. A/E shall produce & distribute meeting notes or minutes for VA review immediately after each submission review meeting. The A/E is responsible for running the meetings in person (1-2 hours) at the VA Campus where work is being performed, reproduction of all meeting materials for review and producing the agenda, attendance, and full meeting minutes. A design meeting (with lead designers in person) will be required for each submission on site. Group space surveys shall follow each submission review and A/E shall follow with additional onsite investigative work (1-2 hours) to verify conditions and conduct following interviews.

B. A/E shall develop and execute a Quality Assurance (QA) plan that demonstrates the team approach and methodology for design review and improvements and code compliance, including fully documented comments / issues and resolutions / corrections. The QA process shall drive design review, improvement, and code compliance, including fully documented comments / issues and resolutions / corrections. The QA plan shall be submitted to the VA along with the project schedule and shall describe each QA task that will be taken during the development of the various design submission packages, including review of submissions. The design QA effort shall be led by a Senior Design Engineer and a Senior Architect and shall include Senior Designers for each trade. VA COR shall be invited to all QA meetings and reviews. Completion of each QA task shall be initialed and dated by the responsible QA team member. A 100% completed QA review shall be submitted with each A/E design submission, including the final construction bid document submission package. Cost review and cost control shall be part of each phase of the QA process and each design submission. The QA process shall produce deliverables included with each submission package, including but not limited to redline mark-ups and QA issue tracking sheets and a QA overview/narrative. QA teams shall review issues with the design team, so corrections are made prior to submission of each package. QA team shall be involved throughout design, installation, inspection, and testing. A final QA report shall include an overview/main narrative, designer certification letters of compliance for each discipline/trade, and final inspection list and tracking sheet of corrections.QA team leaders shall maintain a tracking sheet, mapping all code compliance issues from inception, review and resolutions. Tracking sheet line-item activities shall include, date, issue, review and decision, responsible A/E designer and satisfactory resolution.

Since the A/E is solely responsible for the design, ‘VA Directed’ shall not be an acceptable explanation of compliance or resolution. The QA team leaders shall simultaneously copy the VA COR and Contracting Officer when producing/conveying any QA work product, (correspondence, observation lists, tracking, etc.). Any issues shall be discussed in group meetings and resolved to the satisfaction of the designers and QA team, then incorporated into the upcoming design submission package.

C. Each submission will include, furnish electronic files in the latest version of Microsoft Office and/or AutoCAD 2020. PDFs of the specifications will also be furnished. Submit hard copies in the quantities identified in the schedule of all drawings (one of which will be half-sized), narratives, tests, and other work products. Construction shop drawings are not required to be completed in AutoCAD.

D. The 100% construction documents submission will include a full set of construction documents including all disciplines/packages and will be sealed and signed by the Architects and Engineers of Record.

E. Submission packages, including the final construction documents, must incorporate/address all VA comments from the earlier submission package reviews.

F. If submission packages, including the final construction documents. are not complete, the A/E must resubmit the package in its entirety.

G. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings per standard professional practice and the resulting contract. The specification submitted for review shall include: The name of the manufacturer, the product name, model number, or other identification as appropriate to identify the product that will be used in the construction.

H. Final bid documents shall be reproduced as part of the contract. Two (2) full sets and two (2) half sets of the Construction Bid Documents are to be delivered to the COR. Electronic files of the Construction Bid Documents will be provided to the COR and CO.

I. Total time to accomplish Schematics, DDs, and CDs through final reproduced bid documents shall be 347calendar days from the issuance of the Notice of Award. A/E shall prepare a schedule, including all design work, submissions, trips, reviews, demonstrations, testing, and other tasks/activities based upon their understanding of the design and their staffing workload.

VII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS

A. Review of Submittals: A/E shall review all material submittals, shop drawings, test reports (as applicable), etc. Reviews shall be completed, and submittals returned to the VA COR within Seven (7) calendar days of the A/E's receipt of the submittal.

B. Review Analysis of Requests for Information (RFI), Change Orders, and Costs: The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes. The A/E shall provide a prompt response when contacted by the CO, or COR, to review and provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. RFI response time shall be three (3) to five (5) calendar days.

C. Site Visits: A/E shall provide 32 site visits (1 designer onsite for 3 to 4 hours) during the construction period when requested by the CO, in addition to pre-bid site survey/conference, structural base and footing inspections, in-wall inspection, above ceiling inspection and final inspection of each phase. A site visit “unit” is defined as a visit to the site by one individual for any part of a day when requested by the CO or COR. Multiple “units” when more than one individual or an extended period of time is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The CO has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the COR of their presence on site to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the COR of any deviations or deficiencies, and recommend appropriate corrective actions.

D. The A/E, when requested, shall assist the CO and COR to interpret the construction documents and shall: (1) recommend any action(s) deemed suitable for the satisfactory execution of the construction work; (2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents; and (3) assess the preparation of Construction Contract Modifications initiated by or through VA to be executed in accordance with the Construction Documents.

E. The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

F. "Record Drawings" Requirement: A/E shall revise the solicitation documents if necessary and provide a complete set of all drawings showing actual, completed construction and reflecting any changes incorporated in the work on hard (bond) copy and on electronic media. Electronic media drawings shall be in AutoCAD 2020 and always electronically stamped. A/E shall load and demonstrate full AutoCAD compatibility at VA site. Compatibility means that data can be accessed directly by the target system without translation or processing of data files. Problems shall be corrected to the satisfaction of VA. Final electronic media specifications shall be in Microsoft Word 2016 and Adobe PDF.

VIII. MATERIALS TO BE FURNISHED TO THE A/E BY VA

The following items will be furnished to the selected A/E:

A. Available electronic media of the station site plans and building floor plans. The station does not have electronic versions of utilities (mechanical, electrical, plumbing, etc.). The accuracy of drawings is not guaranteed and shall be used for general information only. Actual conditions shall be field verified by the A/E.

B. Utility and structural drawings will be made available to A/E at the TVHS Projects Section. A/E is to view drawings needed and may remove (same business day sign-out) to make copies at an offsite location.

C. The TVHS Energy Conservation Project Requirements and Design Guide

D. Facility Condition Assessment report

E. Sleep Clinic space programming plan (VA SEPS) will be provided during negotiations with the selected A/E. This A/E is responsible for reviewing the space programming, discussing issues and adjustments, resolving issues as part of schematics.

IX. GEOGRAPHICAL LIMITATIONS:

The A/E shall be within 400 driving miles to the Alvin C. York VAMC Campus, Murfreesboro, TN.

Attachments:

• Attachment 01 - PG18-15 Sub Req - Murfreesboro SDC

• Attachment 02 – Energy Conserv Reqs Guide – Murfreesboro SDC

• Attachment 03 - TVHS Energy Requirements and Design Guide Sep 2014

• Attachment 04 - VHA Supplemental Contract Requirements for Combatting COVID-19

• Attachment 05 - AUSH Visitation Memo