Statement of Work-Police - Final - 05-21-2020.pdf

GREATER LOS ANGELES HEALTHCARE SYSTEM Construct new Police Building

VA MEDICAL CENTER PROJECT NO. 691-370

DEPARTMENT OF

VETERAN AFFAIRS

STATEMENT OF TASK

INCLUDING:

DESIGN REQUIREMENTS AND

VOLUME C, SUBMISSION

INSTRUCTIONS

PROJECT NO. 691-370

(ARCHITECT-ENGINEER CONTRACT)

FOR: CONSTRUCT NEW POLICE BUILDING

AT: DEPARTMENT OF VETERANS AFFAIRS

MEDICAL CENTER

11301 WILSHIRE BOULEVARD

WEST LOS ANGELES, CALIFORNIA 90073

ATTN: ENGINEERING SERVICES 138E

Amendment No. Date

PREPARED BY: NAVEED SUBHAN

DATE: 11/20/19

Revised: 5/21/2020

Construct New Police Building

VA Greater Los Angeles Healthcare System 1

STATEMENT OF TASK

Table-of-Contents

A. THE STATEMENT OF TASK FOR THIS PROJECT:

B. DESIGN RESPONSIBILITIES OF THE A/E:

I. SUBMITTAL SCHEDULE

II. SUBMISSION OF A/E MATERIAL

III. DESIGN CRITERIA

IV. VOLUME C: A/E SUBMISSION INSTRUCTIONS FOR NRM CONSTRUCTION

PROGRAM

V. GENERAL

A. INTRODUCTION

B. A/E RESPONSIBILITIES:

C. SUBMISSION POLICY:

D. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

E. VERIFICATION OF EXISTING CONDITIONS

F. ADDITIONAL SERVICES

G. PHASING MEETINGS

VI. VOLUME C: SUBMISSIONS

A. SITE DEVELOPMENT

B. ARCHITECTURAL

C. FIRE PROTECTION

D. INTERIOR DESIGN

E. STRUCTURAL

F. PLUMBING

G. SANITARY

H. HVAC

I. ELECTRICAL

J. EQUIPMENT

K. SPACE PLANNING

L. ESTIMATING

M. SPECIFICATIONS

N. FINAL BID DOCUMENTS

VA Greater Los Angeles Healthcare System 2

Statement of Task

A. THE STATEMENT OF TASK FOR THIS PROJECT:

a) The intent of this project is for A/E to provide construction documents for project No.

691-370, Construct New Police Building. The Architect/Engineer (A/E) Service shall provide all necessary due diligences work including survey and evaluation, calculations, working drawings, cost estimates, and construction period services necessary for this project at the Greater Los Angeles Healthcare System - in accordance with items herein specified.

b) A/E is to provide complete set of construction documents, drawings and spec reflecting work that contractor is to provide with all labor, material and technical expertise to construct a new 18,000 sf Police Building with at least 56 surface parking spaces including 50 spaces with secure and controlled access for Police and Employees and site development as needed. A/E documents shall incorporate all the departmental functions including but not limited to conference room, Staff offices armory and storage facilities, holding facilities, sally port for at least one squad car, kennel for police dogs high level security areas, Male and female restrooms with showers, locker rooms Dispatch, training facility, exercise facilities, criminal investigation division, dining area, and required ancillary spaces that all meet current safety and barrier security requirements. The building requires back-up generator and fiber optics network and may require a new radio antenna tower for police radios depending on the final building location.

c) As the New Police Building shall be located on Historic District site, A/E’s is to ensure all associated codes and requirements are complied with for this project, including the requirements of National Historic Preservation Act (NHPA) and VA Historic Preservation requirements located on the VA Office of Construction & Facility Management Website: http://www.cfm.va.gov/historic/ and NEPA Interim Guidance for Projects located on VA technical library website:

http://www.cfm.va.gov/til/spclRqmts.asp#EC . A/E is required to have a historic preservation consultant to coordinate with California State Historic Preservation Office (SHPO) for compliance with their recommendations and requirements, which may include but not be limited to the following:

VA Greater Los Angeles Healthcare System 3

Consultation with all tribes in the Native American Heritage Commission in southern California.

Photographs of the project area as required Description of ground disturbances and depths resulting from construction of the new building A sensitivity analysis to include review of a previously completed records search for GLAHS West Los Angeles Campus at the South Central Coastal Information Center, if needed.

An archeological survey and project monitoring services and associated reports during initial construction phases including excavation and site work for the project.

d) Furthermore A/E shall ensure compliance with state environmental agencies requirements to address issues such as but not limited to soil and erosion control for construction, and storm water runoff control.

e) A/E’s construction documents and services shall also include but shall not be limited to the following: subsurface site utility routes, parking, irrigation, landscaping, natural gas, architectural, HVAC, electrical, communication/security system, plumbing, storm drain, sewer etc. with complete details for fully code complying project at VA Medical Center West Los Angeles.

f) A/E to inventory existing equipment which might be used at the new project, to be verified during design, and incorporate them in the final plan.

g) Police building by function is a mission critical building and requirements of Physical Security design manual for mission critical buildings apply. A/E may need to have a security consultant on board during structural design. Total building design area is 18,000 sft approximately. The extent of site development around the building will need to be determined during design, limited to the stake holders requirements for parking, access to building and parking, and physical security requirements as outlined in the Physical Security Manual for mission critical buildings, available on TIL, at https://www.cfm.va.gov/til/spclRqmts.asp#PHS. The A/E shall advise the government on the exact location and orientation of the building on the general area of site as identified by the government in the attached site plan.

h) This project is located in VAGLA’s North campus which consists of many historical buildings dating back to the 1940s in its vicinity which have stood the test of time in terms of construction quality and design. The project’s significance includes, among other things, its being an addition to the North campus buildings. Hence excellence in design, reference to the context and sensitivity to the nature of the program requirements shall be its hallmarks.

i) A/E shall design the building according to the Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings pursuing cost-effective and innovative strategies to minimize consumption of energy, water and material

VA Greater Los Angeles Healthcare System 4 and complying with the Current VA Sustainable Design Standards as listed on the TIL at http://www.cfm.va.gov/til/sustain.asp with third party verification.

j) A Life Safety Review is required by a qualified individual such as a Fire Protection Engineer (FPE) who is knowledgeable of NFPA Fire Codes, exit calculations, sprinkler systems, fire alarm requirements, and Life Safety Code Requirements (LSC), etc. It is the A/E responsibility to have a Fire Protection Engineer involved in all stages of design and review. A signed statement of this design and review process, along with stamped (by the FP engineer) plans, shall be submitted to the reviewer at with the 100% or Final submission. Refer to PG-18-15 for Fire Protection Engineer Qualifications.

h) AE shall recognize that the construction cost limitation is $14,550,000. Alternates built into final construction documents shall allow the government to award a construction contract based upon this cost limitation. A/E shall prepare drawings to include alternate bid deduct for minimum 10% of the total project cost.

i) A/E services to include a 3rd party peer review of drawings and specs by an independent reviewing entity contracted by A/E. The review shall include compliance with codes and regulations, and VA’s design criteria, errors and omissions in construction documents, and constructability review. The documents shall be reviewed at 65% and 100% concurrently with the VA review. The comments shall be sent directly to VA’s project manager, and will be incorporated by A/E in the drawings. The reviewers must have completed or reviewed similar projects of equal or higher cost of construction in the past, must have knowledge of applicable codes, regulations and VA’s design criteria, and must consist of a multidisciplinary team of experts to review the drawings of various disciplines.

B. DESIGN RESPONSIBILITIES OF THE A/E:

1. The design responsibilities are listed in Section IV A/E Submission Instruction.

2. A/E services to furnish the following tasks:

a) Technical Specifications.

b) Field & site survey and verification, including but not limited to soil investigation, grading, fire hydrant water flow testing and underground utility surveys. Since no soils report is available for this site, this service is included in the A/E’s main scope of work where needed to complete design, and not as a separate additional service. A/E may contract with surveyors or investigation consultants for such services as needed. (VA will not be contracting with another firm or testing lab for any tests, inspections or survey during design phase. Where tests are performed by a testing lab retained by construction contractor (see spec section 01 45 29), the reports will be checked by the AE’s design professional.

VA Greater Los Angeles Healthcare System 5

c) Comply with Local, State and Federal Codes/Regulations.

d) Methodology of Construction Procedures, Phasing Schedule.

e) Working Drawings.

f) Construction Cost Estimate. (within VA's Budget)

g) Construction Completion Time in calendar Days.

h) Attend design review meetings and take minutes to be submitted to VA.

i) Provide a checklist of all submittals, certifications, tests and inspections required per drawing and specification section (submittal registry).

j) Construction period services shall include but not be limited to submittal review, change order proposal review and as-built drawings from contractor's marked-up field drawing, and site visits during construction to ensure general conformance with drawings and specs.

k) All inspections, special or otherwise, and structural observations during construction shall be performed by a registered design professional representative of the Designer of Record (See VA spec section 01 45 35 on

TIL)

3. All designs shall comply with the VA Office of Construction & Facilities Management Technical Information Library (TIL) (Standards) which can be found at the web site:

http://www.cfm.va.gov/TIL/

4. The A/E shall apply all applicable VA Design Manuals and Guides found at the TIL web site.

5. Seismic design requirements of the project shall conform to VA Seismic design handbook, H-18-8.

6. Applicable chapters of VA master construction specifications shall be prepared by the A/E. including any necessary adaptation. Electronic format for specifications shall be in Microsoft Word document files. VA Construction Standards shall apply to specific design requirements. All design guides, manuals and handbooks shall be utilized to the greatest extent practicable, i.e. Equipment symbols shall be in accordance with Equipment Guide List, "Standard Drawing Details"; Room Finishes shall be in accordance, “Room Finishes, Door and Hardware Schedule” etc. Also obtain and incorporate VA Greater Los Angeles facility’s specific standards including hardware, access security etc.

7. Drawings and CAD files shall be in accordance to the US National CAD Standard

(NCS):

http://www.cfm.va.gov/TIL/sDetail.asp

VHA National CAD Standard Application Guide (CADfiles.zip) may be downloaded at the following link:

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

8. The A/E shall carefully review all requirements of the latest edition of the Accreditation Manual for Hospitals of the Joint Commission of Accreditation of Hospitals, VA Greater Los Angeles Healthcare System 6 with respect to design and operating requirements and report all conflicting conditions in writing.

9. A/E is responsible for providing and managing a file share site for the processing of electronic transmittal of files larger than 18mb. The site the A/E provides must be one that is accessible to the VA.

10. A/E to schedule a presentation of schematic design to GLA’s executive leadership for approval after approval of SD by VA’s project manager and stake holders, before proceeding to the next phase of design. The presentation shall consist of a power point with color renderings, 3-d modeling, and three hard copies in 8/12”x11” or 11”x17” format.

The presentation shall be scheduled during the VA design review period or before.

11. A/E shall be required to make a design presentation to GLA’s executive leadership with power point and 3-d modeling during design development. 3-d modeling or a building and interior model is required for stake holders’ approval during the design process as well.

12. BIDDING SUPPORT SERVICES (OPTION)

A. AE shall provide bidding support services during the construction period’s solicitation phase.

i) Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

ii) The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

B. Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

i) Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

ii) Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement.

iii) Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

C. In response to any technical questions and/or addenda issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as

VA Greater Los Angeles Healthcare System 7 part of the construction contract. These documents shall be labeled Final Construction.

13. CONSTRUCTION PERIOD SERVICES (OPTION)

A. The AE firm shall review and respond to all design related RFI’s within seven (7) calendar days, review all submittals for the project within fifteen (15) calendar days, and perform acceptance inspection on behalf of the VA for select building and utility systems.

B. The AE shall review, evaluate, and respond to all contractor change order proposals and value engineering proposals within (7) calendar days. All change order proposals and value engineering proposals due to design error shall be reviewed as part of the AE contract. The Contracting Officer will process a change order or supplemental agreement to the A&E’s contract for items which he/she agrees are changes to the contract work beyond the original scope of work. The VA reserves the right for final approval/disapproval.

C. As requested by the VA, the AE and others shall be required to make periodic site visits to monitor, inspect and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

A minimum of 30 site visit hours shall be required at various phases of demolition and construction as negotiated with the COR. Site visit scheduling shall be coordinated with the COR. The AE may request an alternate number of site visit hours at the time of bid proposal. Written reports shall be submitted on all site visits. These site visits are in addition to all mandatory site visits mandated by commissioning requirements and any on-site monitoring/inspection required by the specifications which shall be included in the AE base fee proposal.

D. At project completion, the AE shall incorporate the as-built drawings from the contractor and furnish an updated set of CD-ROM’s with both PDF and AutoCAD format. The AutoCAD drawings shall each be bound (without x-references) but not assembled in a book format. The government will provide the marked-up (red-line) "as-built" drawings from the contractor.

VA Greater Los Angeles Healthcare System 8

I. SUBMITTAL SCHEDULE

Submission Events Calendar Days

(from Notice of Award date)

Administrative period between award and Kick Off Meeting

First Submittal Due (35% i.e. Schematics/Part A)

VAMC Review of First Submittal 15 Second Submittal Due (65% i.e. Design Development) 90 VAMC Review of Second Submittal 21 A/E Final Submission (100% stamped CD) 90 VAMC Review of Final Submittal 15 Any errors shall be corrected and complete sets resubmitted.

Total Calendar Days: 365

As Built Submittal (after contractor markup are delivered)

Note: The percentages indicate the approximate combined total dollar value of Part A (Schematics) plus Part 1 (Design Development plus Construction Documents).

VA Greater Los Angeles Healthcare System 9

II. SUBMISSION OF A/E MATERIAL

Black/White Prints: Three (3) complete bound sets of half-size prints and one full-size (42x 30 inches) with one CD ROM disk each for SD and DD submissions.

For Construction Documents Final Submission, stamped and signed, provide three (3) bound half-size and one (1) full-size (42x30 inch).

For As-built drawings, provide one (1) half size set.

Bind all drawings into sets in the order of their NCS classification symbol.

Material provided unbound will be returned to the A/E. All resubmission costs will be the responsibility of the A/E.

Estimates: One hard copy and one electronic copy in PDF format on a CD-

Rom disk for each submittal.

Specifications: One (1) set in accordance to the submission instructions for SD, DD and CD. All submitted specifications shall be original, bound, and marked-up VA Master Specifications. Where no VA Master Specification section is available, submit a developed specification. Maintain the format of the VA standards specs including fonts for all spec sections.

At Final submission:

One (1) complete sets of all documents – bound

Computer Disks: All Design Submissions:

One (1) CD-Rom with drawings in both in PDF and AutoCAD format and Specifications in pdf format. Include the cost estimate as required. Follow VA CADD standards strictly.

Final Submittal Two (2) CD-Rom with drawings in (Cadd and pdf) and Specifications in MS Word format and pdf with each spec section as an individual file. Each Autocad drawing file shall be a stand-alone file with all x-refs bound. This is for the VA Project Record archive. The PDF drawings shall be a 42x30 inch size sheet and the specification 8.5x11 inch for printing purposes.

This is for the Bid Document.

VA Greater Los Angeles Healthcare System 10

At As Built submittal:

Two (2) CD-Rom with drawings in both in PDF and AutoCAD format. This also shall include updated Building Master background in AutoCAD.

The disks shall have printed labels with

VA Project Number Project Title Date submitted Contract Bid Document or VA Project Record or As

Built as applicable.

VA Greater Los Angeles Healthcare System 11

III. DESIGN CRITERIA

GENERAL

A. DESIGN AND CONSTRUCTION PROCEDURES

B. NATIONAL CAD STANDARD DETAILS

1. Graphic

2. Architectural

3. Plumbing

4. HVAC

5. Steam

6. Electrical

7. Auto Transport

8. Site

C. EQUIPMENT REFERENCE MANUAL

D. BARRIER FREE DESIGN GUIDE

E. ROOM FINISHES, DOOR AND HARDWARE SCHEDULE

F. EQUIPMENT GUIDE LIST

G. SPACE PLANNING CRITERIA FOR MEDICAL FACILITIES

H. SEISMIC DESIGN REQUIREMENTS

J. SIGNAGE (Environmental Graphics Design Program)

K. Program Guide, Environmental Compliance Manual

L. CADD Deliverables Guidelines

M. VA Drawing Title Box

N. A/E Quality Alerts

O. Design Alerts

P. Technical Summaries

VA Greater Los Angeles Healthcare System 12

DESIGN MANUALS

Note: These manuals are found at http://www.cfm.va.gov/TIL/ .

ARCHITECTURAL

ARCHITECTURAL DESIGN MANUAL FOR NEW HOSPITALS, REPLACEMENT

HOSPITALS, AMBULATORY CARE, CLINICAL ADDITIONS, COMMUNITY LIVING

CENTERS, DOMICILIARIES, ENERGY CENTERS, OUTPATIENT CLINICS, AND

REGIONAL OFFICE PROJECTS

ASBESTOS ABATEMENT

ASBESTOS ABATEMENT DESIGN MANUAL FOR NEW HOSPITALS,

REPLACEMENT HOSPITALS, AMBULATORY CARE, CLINICAL ADDITIONS,

ENERGY CENTERS, OUTPATIENT CLINICS, ANIMAL RESEARCH FACILITIES,

LABORATORY BUILDINGS

ASBESTOS ABATEMENT DESIGN STUDY AND RECOMMENDATIONS FOR

CONTRATOR TO INCLUDE IN SCOPE OF THE WORK.

AUTOMATIC TRANSPORT

TRANSPORT SYSTEMS (ELEVATORS) DESIGN MANUAL FOR HOSPITAL/

CLINICAL ADDITION, PSYCHIATRIC, AMBULATORY CARE/ OUTPATIENT

CLINIC, DOMICILIARY, COMMUNITY LIVING CENTER, ENERGY CENTER,

PARKING STRUCTURE, VBA OFFICE BUILDING, LAUNDRY AND WAREHOUSE

PROJECTS

CRITICAL PATH METHOD

MANUAL FOR DEVELOPMENT OF CPM PHASING

ELECTRICAL

ELECTRICAL DESIGN MANUAL FOR NEW HOSPITALS, REPLACEMENT

HOSPITALS, AMBULATORY CARE, CLINICAL ADDITIONS, ENERGY CENTERS,

OUTPATIENT CLINICS, ANIMAL RESEARCH FACILITIES, LABORATORY

BUILDINGS

EQUIPMENT

EQUIPMENT DESIGN MANUAL FOR HOSPITAL PROJECTS

ESTIMATING

VA Greater Los Angeles Healthcare System 13

MANUAL FOR PREPARATION OF COST ESTIMATES AND RELATED

DOCUMENTS FOR VA FACILITIES

FIRE PROTECTION

FIRE PROTECTION DESIGN MANUAL

HVAC

A. HVAC DESIGN MANUAL FOR COMMUNITY LIVING CENTER AND

DOMICILIARY PROJECTS

B. HVAC DESIGN MANUAL FOR NEW HOSPITALS, AMBULATORY CARE,

CLINICAL ADDITIONS, ENERGY CENTERS, OUTPATIENT CLINICS, ANIMAL

RESEARCH FACILITIES AND LABORATORY BUILDINGS (WITH AMENDMENTS A

AND B)

INTERIOR DESIGN

A. INTERIOR DESIGN MANUAL FOR NEW CONSTRUCTION AND RENOVATIONS

OF HOSPITALS AND CLINICS

B. INTERIOR DESIGN MANUAL FOR REGIONAL OFFICE PROJECTS

PHYSICAL SECURITY AND RESILIENCY

A. DESIGN MANUAL FOR MISSION CRITICAL FACILITIES, and Other Documents.

PLUMBING

A. PLUMBING DESIGN MANUAL FOR COMMUNITY LIVING CENTER AND

DOMICILIARY PROJECTS

B. PLUMBING DESIGN MANUAL FOR NEW HOSPITALS, REPLACEMENT

HOSPITALS, AMBULATORY CARE, CLINICAL ADDITIONS, ENERGY CENTERS,

OUTPATIENT CLINICS, ANIMAL RESEARCH FACILITIES, AND LABORATORY

BUILDINGS

C. PLUMBING DESIGN MANUAL FOR LAUNDRY PROJECTS

D. PLUMBING DESIGN MANUAL FOR PARKING STRUCTURE PROJECTS

E. PLUMBING DESIGN MANUAL FOR REGIONAL OFFICE/ WAREHOUSE

PROJECTS

SITE DEVELOPMENT

SITE DEVELOPMENT DESIGN MANUAL

SITE UTILITIES

VA Greater Los Angeles Healthcare System 14

SITE UTILITY DESIGN MANUAL (INCLUDING SANITARY) FOR NEW HOSPITALS,

REPLACEMENT HOSPITALS, AMBULATORY CARE, CLINICAL ADDITIONS,

ENERGY CENTERS, OUTPATIENT CLINICS, ANIMAL RESEARCH FACILITIES,

LABORATORY BUILDINGS

STEAM GENERATION/DISTRIBUTION

A. STEAM GENERATION SYSTEMS DESIGN MANUAL (INCLUDING ENERGY

CENTER)

B. OUTSIDE STEAM DISTRIBUTION SYSTEMS DESIGN MANUAL

STRUCTURAL

A. STRUCTURAL DESIGN MANUAL FOR ANCILLARY FACILITIES/ OUTPATIENT

CLINICS/ LAUNDRIES/ WAREHOUSES PROJECTS

B. STRUCTURAL DESIGN MANUAL FOR ENERGY CENTER PROJECTS

C. STRUCTURAL DESIGN MANUAL FOR HOSPITAL/ REPLACEMENT HOSPITAL/

CLINICAL ADDITION/ DOMICILIARY/ NURSING HOME/ PSYCHIATRIC BUILDING/

OUTPATIENT CLINIC/ VETERINARY MEDICAL UNIT PROJECT

D. STRUCTURAL DESIGN MANUAL FOR NURSING HOME (DESIGN-BUILD)

PROJECTS

E. STRUCTURAL DESIGN MANUAL FOR PARKING STRUCTURE PROJECTS

F. STRUCTURAL DESIGN MANUAL FOR REGIONAL OFFICE PROJECTS

SUSTAINABILITY

SUSTAINABILITY AND ENERGY REDUCTION MANUAL

DESIGN GUIDES

Note: Design Guide for cemetery projects is provided at http://www.cfm.va.gov/til/nca.asp.

A. AMBULATORY CARE (HOSPITAL BASED)

B. COMMUNITY LIVING CENTER (formerly NHCU)

VA Greater Los Angeles Healthcare System 15

C. EYE CLINIC

D LEASE BASED OUTPATIENT CLINIC

E. MAGNETIC RESONANCE IMAGING (MRI)

F. MENTAL HEALTH

G. NUCLEAR MEDICINE

H. OFFICE OF INFORMATION & TECHNOLOGY

I. OUTPATIENT PHARMACY

J PHARMACY SERVICE

K. POLYTRAUMA REHABILITATION CENTER (PRC)

L. PULMONARY MEDICINE

M. RADIATION THERAPY

N. RADIOLOGY SERVICE

O. RESEARCH LABORATORY

P. SPINAL CORD INJURY/ DISORDERS CENTER

Q. SIGNAGE AND WAYFINDING

R. SURGICAL SERVICE

S. TUBERCULOSIS (TB)

T. VETERINARY MEDICAL UNIT (VMU)

5. ADDITIONAL INFORMATION

A. MASTER CONSTRUCTION SPECIFICATIONS, not included in this package, but may be obtained by A/E when needed, and also available at:

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

B. Utility Agreement

C. Site, Topographic, Utility, Landscape, and Soil Survey

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D. Subsurface Investigation

VA Greater Los Angeles Healthcare System 17

IV. VOLUME C: A/E SUBMISSION INSTRUCTIONS

FOR NRM CONSTRUCTION PROGRAM

Department of Veterans Affairs

VA Medical Center Projects

A/E Submission Instructions For Minor and NRM Construction Program:

Schematics Design Development Construction Documents

Program Guide, PG-18-15, Volume C 19

Department of Veterans Affairs Washington, DC 20420

FOREWORD

This document states the minimum requirements for each submission in the production of VA Schematics, Design Development, and Construction Documents for Minor and NRM Construction Program for Medical Center Projects. It will give VA reviewers and the A/E a clear understanding of what is required of the A/E at each stage of design.

This document does not relieve the A/E firms of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents.

Lloyd H. Siegel William W. Graham Director, Facilities Quality Office (Acting) Director, Engineering Management and Field Support Office

Program Guide, PG-18-15, Volume C 20

V. GENERAL

A. INTRODUCTION

1. This document contains information and minimal submission requirements for contract documents specified in the A/E contract.

2. The Department of Veterans Affairs (VA) may contract with an Architect/Engineer (A/E) for any portion of a design: Schematics, Design Development, Construction Documents, or a combination of these.

a. For projects where the VA is contracting for Schematics Documents only, Schematics and Design Development Documents only, or Schematics, Design Development, and Construction Documents, the VA will provide the Design Program (if available), Facility Development Plans (if available), and VA design standards to accompany the Scope of Work for the project.

b. For projects where the VA is contracting for Design Development and Construction Documents only, the VA will provide the Schematics Plans and VA design standards to accompany the Scope of Work for the project.

c. For projects where the VA is contracting for Construction Documents only, the VA will provide the Design Development Plans and VA design standards to accompany the Scope of Work for the project.

3. Coordinate all activities with the VA Medical Center (VAMC). Hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

4. Final approved Schematic documents shall be the basis for the development of the Design Development phase. Likewise, final approved Design Development documents shall be the basis for the development of the Construction Documents phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

5. VA will review all submittals for functional and aesthetic relationships.

However, no further functional decisions are anticipated after the Design Development phase.

6. Provide a design narrative/analysis for each technical discipline (e.g., architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

7. Provide computations and sizing calculations for electrical, mechanical (HVAC, plumbing, and steam), sanitary, structural and fire protection designs.

For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

Program Guide, PG-18-15, Volume C 21

8. Provide individually packaged drawings for each submission to each unit specified in the "Distribution of A/E Materials" section.

9. Submit a complete set of final approved drawings incorporating all revisions, within 30 days after completion of the Schematics and Design Development stages.

10. At each review stage, the VA’s technical reviewer, a value-engineering consultant, or a construction manager will perform a value engineering review.

11. Submit final drawings (Bid Documents) on CD Rom disks to be used with the AutoCAD version at the VAMC. Submit instructions on the use of the disks along with a complete listing of all layers that are used.

12. Retain the original format and font of Specification sections from VA’s Technical Library.

B. A/E RESPONSIBILITIES:

1. Contract documents shall meet or exceed the requirements of this document.

2. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. Each A/E discipline shall obtain a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard Application Guide. The AE is responsible for obtaining all of the above at the VA Office of Construction & Facilities Management Technical Information Library (TIL) (Standards) which can be found at the web site: http://www.cfm.va.gov/.

3. A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

4. During the conceptual design and design development process multiple meetings with stake holders organized by VA COR shall take place to obtain the stake holders’ input and to inform them of design development and direction. AE is to understand that sending pdf copies of interim design or other information to obtain VA’s input via e-mail is to compliment but not to replace in-person meetings.

5. A/E shall adhere to the approved Memorandum of Agreement (MOA).

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

7. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

Program Guide, PG-18-15, Volume C 22

C. SUBMISSION POLICY:

1. There is a Schematic* submission, a Design Development (DD**) submission, and a Construction Document (CD***) submission indicated in this guide. The VAMC may alter the submission requirements depending upon the complexity of the project by adding or deleting certain reviews. Where additional reviews might be required, the VAMC will issue, at their discretion, a detailed “Statement of Task” or supplemental instructions to the A/E, which would be provided at the time of solicitation for a fee proposal.

2. At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "SCHEMATIC SUBMISSION", “DESIGN DEVELOPMENT SUBMISSION”, OR

“CONSTRUCTION DOCUMENT SUBMISSION”, 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 VA at the previous review.

D. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Fee Proposal: Provide an outline of the actions that your firm will take during the design process, along with an associated fee as a separate line item in the proposal for 3rd party review.

2. Two Weeks after Receipt of the Award: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

3. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

E. VERIFICATION OF EXISTING CONDITIONS

All surveys of as-built or existing conditions, including, where applicable, soil investigation, topographic survey, and survey of existing underground utilities, mechanical and electrical loads and fire hydrant water flow tests are included in A/E’s scope of work. VA shall provide as-built site utility plans which will need to be verified by A/E.

ADDITIONAL SERVICES

If additional services, are necessary to be performed by consultants, submit criteria for the work to be performed to the VAMC Contracting Officer as soon as

Program Guide, PG-18-15, Volume C 23 possible. Upon approval of the criteria, submit proposals and qualifications of at least three firms being considered for the work in accordance with the contract procedures (CP1) of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval. A/E should submit survey information for the Schematic Review.

F. PHASING MEETINGS

1. If required and prior to submission of Schematic material, the A/E shall meet with the VAMC’s Project Manager to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for recording the phasing requirements.

2. Submit a phasing narrative and phasing plans (on reduced size plans) within two weeks after each phasing meeting to the VAMC Project Manager. VA will review these submission(s) and return comments to the A/E within two weeks of receipt. The A/E will then use this information in preparing their schematic, design development, and construction document submissions.

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VI. VOLUME C: SUBMISSIONS

A. SITE DEVELOPMENT

Submit the following:

Site Development: Schematics* DD** CD*** Narrative Analysis of site Circulation study Phasing analysis Parking analysis Development concept showing proposed buildings and structures

Landscape drawings with plant groupings

Topographic, utility, and landscape survey

Demolition plan Layout plan showing location of:

Building and structures Roads Fire Access Parking Accessible spaces Van spaces Mechanical and electrical equipment on grade

Future expansion Off-site roads Off-site utilities Service area(s) Entrances and exits Walks Inlets Contractor's staging area Vertical and horizontal road alignment

Paving joint patterns Grading plan showing:

Existing contours Proposed contours

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Site Development: Schematics* DD** CD*** Spot elevations at structure corners, entrances, equipment pads, etc.

First floor elevations Rim and invert elevations on storm drainage fixtures

Erosion and sediment control Rock excavation (quantity) Planting plan showing:

List of plant material Limits of irrigation Site details Landscape details Signage plan and schedule Specifications

* Submit site and landscape plans at an appropriate scale to show all work involved.

** Submit site and landscape plans at same scale as topographic/utility survey incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated site and landscape plans incorporating all revisions required by comments from the design development phase.

B. ARCHITECTURAL

Submit the following:

Architectural: Schematics* DD** CD*** Location of:

Rooms1 Doors2 Corridor(s)3 Basic column grid/sizes Expansion and seismic joints Electrical closets Equipment rooms Signal and telephone closets Mechanical shafts and space Stair(s) Ramp(s) Elevator(s) Automatic Conveyances Floor Plans/Drawings:

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Architectural: Schematics* DD** CD*** All floors (new and renovated) Penthouse Roof plan Pipe basement Pipe tunnel Reflected ceiling4 Equipment floor plans 1:50 (1/4 inch) scale5

Demolition plans6 Room names and numbers7 Program net/designed net Exterior dimensions/total building gross area

Size and shape of all departmental functions and services9

Exterior building elevations10 Finish floor elevations11 Door locations, sizes, and swings Wall thickness and chase walls Handrail location/dimensions Fixed equipment Equipment elevations and details Plumbing fixtures Wheelchair accessible facilities Wall sections12 Building sections13 Finish grades at corners, entrances, exits, platforms and ramps

Fire and smoke rated partitions14 Lead-lined and radio-frequency-shielded partitions14

Fire extinguisher cabinets14 Spray-on fire proofing (see fire protection)

Construction details15 Drafting symbols, abbreviations, and general notes

Door, window, and louver schedules Interior details, elevations, sections Finish schedule16 Graphics and signage17 Color rendering

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Architectural: Schematics* DD** CD*** Outline specifications Lead abatement18 Lead abatement specification19

* Submit, as a minimum, a single line layout for at a scale not less than

1:100 (1/8 inch). A scale of 1:200 (1/16 inch) is acceptable for architectural floor layout if an entire floor cannot be shown on one sheet. Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

ARCHITECTUAL NOTES:

1. Use lines between spaces to indicate the centerline of the partition (for schematics only).

2. Indicate doors with a slash mark.

3. Along the corridor, the line shall represent the corridor side of the partition.

4. Indicate ceiling mounted equipment, lighting fixtures, air diffusers, registers, tracks, and other significant elements.

5. Identify all equipment for each room. Indicate and coordinate all equipment with the Equipment Guide List (Program Guide 7610) and Activated Equipment List. Use VA standard symbols and notation to distinguish between contractor-furnished and installed (CC), VA-furnished contractor-installed (VC), VA-furnished and installed (VV), VA-furnished with construction funds [VC(CF) and VV(CF)], and relocated (R) equipment. Equipment floor plans are not required for the offices, consultation rooms, classrooms, conference rooms, and waiting rooms within the above departments. Draw equipment details which are necessary for major decisions, though complete detailing is not required for this submittal.

6. Indicate existing finish schedule and notes on plan.

7. Label as required for schematic drawings. Coordinate new room numbering with medical center.

8. Use the same names on drawings as those used in the space program.

Provide area figures in fractional form, e.g., 400/390. Indicate space provided, but not called for in the space program, as: -/390.

9. Label each service or activity listed in the Project Scope Data of the Design Program and indicate boundaries with a distinctive line. Include the activity code number (see Handbook 7610).

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10. If the project requires exterior work, show all facades indicating massing, proposed fenestration and the building relationship to adjacent structures and the finish grade. Show all significant building materials, including their colors, any proposed roof top mechanical equipment, architectural screens, skylights, and stacks on the elevation drawings. If building is designed for future expansion (vertical and/or horizontal), delineate elevations with and without the future expansion. If project is an addition, show elevations of the existing building in sufficient detail to illustrate the relationship between the new and existing in terms of scale, material, and detail.

11. Define the relationship of the finish ground floor to finish grade at major entrances and docks.

12. Indicate construction including fire resistance rating, building materials and systems, and proposed sill and head heights of openings. Indicate both new and renovated areas on form provided by VA.

13. Define building configuration. Draw sections at the same scale as floor plans, normally 1:100 (1/8 inch). If the building abuts an existing structure, indicate in the section how the new floor elevations align with existing.

14. Identify psychiatric areas where special considerations are required to ensure the safety of patients (e.g. hard ceilings, safety glazing, etc.).

15. Indicate new building components and systems, such as window design, roofing system, special entryways, building "skin", and any special architectural elements for the project. Complete detailing of miscellaneous items is not required for this submission.

16. Indicate all building systems, materials, and future expansion, if applicable.

17. Submit a drawing for all which is part of the construction contract.

18. Provide square meters (feet) of lead paint and x-ray shielding to be removed.

19. Format provided in SPECIFICATIONS. If there is no VA master specification, develop contract specification that is in compliance with regulations of the Environmental Protection Agency.

20. Provide significant architectural details at DD phase.

C. FIRE PROTECTION

Submit the following:

Fire Protection: Schematics* DD** CD*** Fire protection narrative:1 Fire and smoke separation Fire sprinkler/standpipe system Size of fire pumps

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Fire Protection: Schematics* DD** CD*** Water supply available/max.

demand

Water flow testing results Fire alarm systems2

Existing to be modernized Base loop system for interface of new construction

Kitchen extinguishing systems Size of air handling unit Exit paths from each zone Distances to stairs Occupancy of each area Exit calculations for each floor Smoke control features Floor Plans/Drawings:3 & 4 Sprinkler zones Fire alarm zones Smoke zones Building water supply Interior sprinkler supply lines Standpipes Fire extinguisher cabinets Fireproofing of structural members Sprinkler/standpipe riser supply piping

Termination of sprinkler main and inspector test drains

Sprinkler alarm valves Waterflow and tamper switches Sprinkler system fire department connections

Sprinkler design hazards per NFPA

Exit signs and emergency lighting Occupied areas not protected by automatic sprinklers

Calculations Estimated capacities for proposed air handling units in cubic meters (cubic feet) per minute

Location of:

Fire alarm system

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Annunciator panels Pull stations Flow switches Audio-visual devices Smoke detectors Duct smoke detectors Smoke dampers Fire dampers Fire alarm risers5 Exit signs Emergency lighting Fire sprinklers Standpipes Fire hydrants Fire pumps Post indicator valves Sectional valves Fire extinguisher cabinets Electromagnetic door hold-open devices

Wall sections indicating fire resistive ratings

Staff sleeping rooms Excavation plan signage Door and window schedule with fire rating or fire rated glazing

Zoning of each fire alarm initiating device

Details:

Fire pump system (capacity and pressure)

Elevation and isometric view of fire pump

Stairwell sign Annunciator panel Interconnection of fire alarm system with:

Smoke dampers Air handlers Elevator controls Kitchen fire extinguishing and fire pump system

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HVAC system with smoke duct detectors

Single line riser diagram for fire alarm system

Height/configuration of storage racks and shelving

Outline specification

1:100 (1/8 inch). Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

FIRE PROTECTION NOTES:

1. Indicate NFPA 220 and UBC fire resistive rating of the building, NFPA 101 occupancy type, and fire protection code analysis to access compliance with

NFPA 101.

2. Determine type, features, age, reliability, compliance with present day codes, capacity, zoning, supervision, control panel and power supplies, initiating devices and circuits, and auxiliary functions for existing fire alarm system.

Indicate manufacturer, model number, voltage, and wiring style of existing alarm systems and devices. Provide recommendations for the proposed fire alarm work.

3. Provide information to meet JCAHO requirements; e.g. location of all fire rated barriers, smoke barriers, exit signs, fire extinguishers, manual pull stations, smoke detectors, and sprinkler flow switches. Show all interim life safety measures such as temporary systems Fire Alarm, Sprinkler, and Smoke.

4. At DD Submission, add room names, room numbers, door locations and swings, smoke and fire rated partitions, sprinkler/standpipe risers to floor plans.

Identify psychiatric areas on drawings so areas for institutional type heads are identified. Add location of all valves (post indicator, sectional) and backflow preventer if provided.

5. Show new equipment and/or the necessary changes involved if modification to the existing system is required. Include any recommendations where certain requirements of VA criteria might be waived, in order to allow the existing equipment to be reused.

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D. INTERIOR DESIGN

Submit the following:

Interior Design: Schematics* DD** CD*** Written interior design concept1 Illustrate overall design solution2 Material and finish samples Sketches Design solution for interior spaces:

Perspectives Plans Details Elevations Sections Wayfinding Floor patterns Wall patterns Lighting Signage Handrails Bumper guards Specification section 09050 Finish schedule Exterior colors and materials Sample boards for interior and exterior materials, products, colors and finishes

Edited carpet and wallcovering specifications

Outline specifications Keyed Finnish plans Interior design details, elevations, and sections importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

Program Guide, PG-18-15, Volume C 33

INTERIOR DESIGN NOTES

1. Provide a document of data collected in interior design programming.

Include collection and analysis of data from the VAMC project coordinator and interior designer. Data includes, but is not limited to the following: existing interior and exterior design and materials, light, safety, patient profile, customer’s “vision” or desired image, public vs. private spaces, complete signage package, goals of customer, relationship to existing facilities, future expansion/renovation plans, regional influences, etc.

2. Discuss and illustrate the overall design solution for the primary areas of the project using marked-up floor plans, loose sketches, and material and finish samples. Use broad categories of materials, finishes, color palettes, patterns, textures, and scales. Separately group all major neutral background materials and finishes that will be used and discuss how they will be integrated with all other materials and finishes on the project. Include all primary and secondary corridors, typical patient and toilet rooms, lobbies, atriums, eating spaces, chapels, waiting rooms, and exam rooms. Show the relationship among departments and functions, and between public and private spaces.

E. STRUCTURAL

Submit the following:

Structural: Schematics* DD** CD*** Three alternative structural systems for typical bays1

Supporting calculations2 Cost estimates for each system3 Recommend preferred system Column locations Shear load resisting elements4 Boring location plan5 Structural plans6 Sections Details Size/location of:

Columns Beams Lateral load resisting elements Load bearing walls Slabs Foundations Elevations Schedules General notes Boring logs

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Structural: Schematics* DD** CD*** Subsurface investigation report Estimated quantity of rock importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

STRUCTURAL NOTES

1. When only one structural system is possible due to other project requirements, include an explanatory statement and submit only that structural system.

2. Include vertical and lateral load design for CD submission.

3. Include foundation and fireproofing.

4. Indicate existing utilities and structures within, adjacent, or contiguous to the new construction.

5. Upon approval of the subsurface investigation criteria, submit qualifications of at least three consultants being considered for the work together with the proposal of the…