Statement of Work - Renovate IR Cath Lab.pdf

A-E Statement of Work (SOW)

Project Title:

Renovate IR Cath-Lab

Project Number: 548-CSI-139

Veterans Administration Health Care System (VAHCS) West Palm Beach

7305 N. Military Trail, West Palm Beach, FL 33410

A-E Scope of Work Project Title: Renovate IR Cath-Lab

Project Number: 548-CSI-139

1 Overview

1.1 Introduction/Project Intent

2 General Scope

2.1 Design Disciplines/Services

2.2 Basis of Design

2.3 Changes to the Statement of Work

2.4 Site Investigation

2.5 Surveys

2.6 Phraseology

2.7 Codes, Standards, and Executive Orders

2.8 Quality Control

3 General Submission Services

3.1 Review Aids:

3.2 Drawings:

3.3 Estimate Submission Requirements

3.4 Proposed Phasing and Construction Schedule

3.5 Specifications

3.6 Design Site Visits, Meetings/Conferences, and Discussions

3.7 Infection Control Risk Assessment (ICRA) & Interim Life Safety Measures Evaluations

(ILSM) 25

4 Design Schedule:

5 Submission Requirements

5.1 First Review: Schematic (DD1) – Roughly 10 - 15% complete

5.2 Second thru 100% review:

5.3 Final Submission:

6 Construction Period Services (CPS)

6.1 General

6.2 Hazardous Materials

6.3 Evaluation Of Construction Contractor Value Engineering Change Proposals (VECPS): 29

6.4 Errors and Omissions

Appendix A: Submission Review Tools Appendix B: Basis for Design Appendix C: Hazardous Material

1 Overview

1.1 Introduction/Project Intent

1.1.1 Project Description

Design for the demolition and construction of a new Cath-Lab and associated spaces on the second floor of the existing hospital. The proposed renovations are located adjacent to the existing Cardiac Lab 2B-238.

1.1.2 Phases of A/E Services

The A/E shall provide the services indicated. These services will be provided in distinct phases:

• Schematics – Preliminary User Group Meetings & Field Surveys – first review submission

– “BD” Basis of Design

• 30% Submittal – “SD” Design Development

• 60% Submittal – “DD” Construction Documents

• 90% Submittal – “CD” Construction Documents

• 100% Submittal – “CD2” Bid [Final] Documents

• Construction Period Services

• Project Close Out Submittal – “As-Built” Construction Documents

2 General Scope

2.1 Design Disciplines/Services

A/E shall engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. The following are the minimal expected disciplines to be used for this scope of work. A-E may include additional services which should be identified during proposal submission.

2.1.1 Demolition

The project demolition work may include structural, architectural, plumbing, mechanical and electrical demolition to clear space for the new systems. The minor demolition of existing landscaping and other items shall be included in this project.

2.1.2 Civil/Structural

Work may include architectural modification and structural work. Structural engineering is expected to be completed by a Florida Licensed Structural Engineer for any needed structural reinforcements. All required borings and structural testing shall be completed by the A/E firm.

The A/E firm shall proceed with a structural design that will not impede on pedestrian traffic at the ground level.

2.1.3 Architectural

Field verification of elevations and architectural dimensions are crucial to the success of this project, as the existing drawings are best represented. Exterior work must blend into the surrounding buildings and architectural appearances. Patient and Family Centered Care concepts are to be included in the design of this project. These concepts are outlined in the VA technical information library design guide documents. See paragraph I.D.2 for additional information.

2.1.4 Interior Design

The VA Interior Designer will perform all interior color and material selections from the Architect’s recommended items. The A/E will coordinate all interior selections with the VA interior design staff.

2.1.5 Plumbing/Piping

The plumbing systems need to be evaluated and updated to meet the latest Plumbing Codes.

Design modifications, additions and relocations to the plumbing systems and fire protection system must follow the VISN 8 policy and Life Safety codes and other applicable code requirements for a complete certified functional system.

2.1.6 Heating, Ventilation, and Air Conditioning (HVAC)

The HVAC systems need to be evaluated and updated to meet the latest HVAC Design Criteria.

The A/E must evaluate the Chilled Water System and the Hot Water / Steam System serving the design scope area.

2.1.7 Electrical

The electrical systems need to be evaluated and updated to meet the latest Design Criteria.

The A/E must evaluate the electrical systems serving the design scope area to determine if there is enough, and provide modifications and extensions to the existing electrical systems, security system, communications system, fire / safety system, etc. All panels shall be metered before any planned connection to insure available capacity. This required metering will be the responsibility of the A/E firm to complete. This design shall evaluate existing as–built drawings and all ongoing electrical upgrade projects during the design process.

2.1.8 Life Safety

In addition to in house staffing, an independent third-party life safety expert must review design to ensure it meets current life safety requirements.

2.1.9 Fire Protection Engineer

The VA requires that all spaces shall be 100% sprinkled throughout the facility. The A/E shall have a fire protection engineer on staff to review and approval stamp the design/build fire protection system in the project as necessary.

2.1.10 Special Systems and Equipment

The design will include all special systems and equipment associated with the functions of the space. The A/E shall be required to coordinate the design work directly with the suppliers/ manufacturers of the new equipment and existing to produce a completely designed operational project. All drawings, schematics, and other data available from the equipment suppliers shall be incorporated in the A/E drawings and specifications. The design shall address special systems including but not limited to elevators, fire alarm, telecommunications, security (card access/CCTV), medical gas monitoring, public address, and nurse call systems. Any new building or renovated space must tie into the existing fire alarm system at the facility.

2.1.11 Environmental (NEPA)

The VA is required by the National Environmental Policy Act (NEPA) (32 CFR Part 651) to evaluate and document potential environmental impacts of all federal actions occurring at the VA Hospital or any of its outlying clinics. The VA requires the services of a professional and technical support in meeting these mission requirements to support the implementation of NEPA. The contractor shall provide the level of experience necessary to complete these tasks.

Relevant work experience includes knowledge of Federal environmental laws and regulations including NEPA, 32 CFR Part 651, AR 200-1, ESA, NHPA, CAA, CWA, and Sikes Act; computer proficiency in MS Office and ESRI ArcGIS; NEPA technical support and excellent communication skills.

2.1.12 Energy & Resource Conservation

Any alterations or new equipment (motors, light fixtures, windows, HVAC equipment, pumps, chillers, water faucets, urinals, toilets, insulation, etc.) shall be energy efficient and resource efficient. This facility’s overall energy usage goal is 142,000 BTU/sq. ft. (142 MBTU/SF). Energy Star, LEEDS and other related criteria shall be utilized. Light bulbs and other equipment shall have very low mercury content or NOT contain mercury at all.

2.1.13 Hazardous Materials

See Appendix C.

2.2 Basis of Design

The contractor will provide all labor, materials, tools, associated equipment, and design build services necessary for the design of the areas of work of this project as listed below. The respective areas of work are shown in the enclosed drawings/concept layouts, see Appendix A.

2.2.1 IR Cath Lab

Design for the demolition and construction of a new Cath-Lab and associated spaces on the second floor of the existing hospital. The proposed renovations are located adjacent to the existing Cardiac Lab 2B-238.

• The design shall incorporate the repair and patching adjacent to all areas affected by demolition activities related to the renovation.

• This project is planned to add a new Cath-Lab, Control Room, ICR, Sterile Supplies, Scrub Area, and Transition Area.

• Existing Hospital Construction Type: Type IA (332), fully sprinklered, I-2 (Existing Hospital) occupancy.

• New Cath-Lab is located within the boundaries of an existing surgical suite. The new Cath-Lab room is considered a Monoplane Hybrid Operating Room (ORHY1).

• Firestopping: Provide firestopping at wall, floor, and roof penetration(s).

2.2.2 Architecture

Architectural work will support the demolition and renovation of the existing Cath-Lab to accommodate new equipment and a new layout. New work will involve the following:

• Patch and paint existing partitions where demolition and new construction activities occur. Finishes to match existing.

• Remove existing doors, walls, ceilings, and floor finishes as required to accommodate the new renovation.

• Provide shielding in the appropriate thickness, height, and location, for all materials, including any other necessary protection as determined by the Facilities Physicist and equipment requirements.

• Interior Glazing:

o Full tempered, clear glazing for all non-fire rated opening locations. Fully tempered, clear, laminated fire glass at all fire-rated opening locations.

o Control Room: Full tempered, clear, shielded glazing.

• Interior Materials – General o All materials to be durable, cleanable, and meet all fire and smoke ratings applicable to the construction type and specific locations of the materials (i.e.

corridors, separation walls, fire barriers, smoke compartments, means of egress, etc.).

• Interior Ceiling:

o 0.625-inch Type-X gypsum board with minimum 24 inch by 24 inch access panels located as required for the maintenance of the surgical booms and lights.

• Interior Walls:

o 3.625-inch 20 ga. Steel studs at 16 inches O.C. with rock wool sound batt insulation and 0.625 inches Type-X gypsum board at all ORHY1 perimeter walls.

Provide new blocking for wall-mounted equipment.

o Provide 0.625 inch Type-X gypsum board in all wet locations, including a minimum of 6 feet from all moisture producing devices.

o Provide shielding or shielded gypsum board around the perimeter of the ORHY1.

Include new gypsum board on the separation wall between the open atrium and ORHY1 as required.

• Interior Doors and Frames:

o Automatic sliding: aluminum with full glass.

o Interior doors to be 1.75 inch wood doors with hollow metal frames with terminated stops.

o Doors and frames in walls surrounding the new ORPH1 at to be protected with the appropriate shielding.

• Door Hardware:

o ANSI/BHMA grade 1. Door hardware to meet VA Program Guide, PG 18-24.

Hardware in doors around the ORHY1 shall also meet shielding requirements.

o Hinges:

ANSI/BHMA and UL certified.

o Locksets:

ANSI/BHMA A156.13, UL fire rated up to 3 hours, level handles meeting

ADA/ABA. Functions meeting Chapter 286 for Surgical/Endovascular Service location requirements related to each room, including for the operating room and monoplane hybrid OR (Room Code ORHY1).

o Cylinders:

Interchangeable matching hospital keying system.

o Exit Devices:

ANSI/BHMA A156.3 Grade 1, UL 10C, wide style, heavy duty with smooth push pads. Lever trim on opposite sides as required.

o Gasketing:

All gasketing shall be fire and smoke tested meeting the specific UL and NFPA category in addition to UL10C, ASTM E90 for sound, and air infiltration tested.

o Closing Devices/Hold Opens:

General: Institutional heavy duty with parallel arm, ADA compliant.

Main ORHY1 doors: Automatic openers with push button and card access controls.

2.2.3 Interior Design

Interiors work will support the patching and repair of existing surfaces that will remain and are impacted by construction, the installation of new interior finishes for the building addition and new interior signage. The work will involve the following:

• Areas impacted by demolition to be patched and repaired to match existing adjacent in material, color, finish, and texture.

• Select areas in Building 1 Main Hospital have already undergone recent renovations and as such shall be reviewed and updated as identified to meet new design criteria.

• The interior design scope shall include coordination of review meetings to identify all interior finish materials, existing and new, and their extents. The hospital has already undergone a large amount of interior renovation. Finish materials and color palettes have been established and shall be used for any future work. The facility finish guidelines are attached to the end of this document. Where any omissions or conflicts between the hospital standards and the VA standards occur, products have been included in the digital finish board based on Program Guide PG-18-14 Room Finishes, Door, & Hardware, Chapter 286 Surgical and Endovascular Services.

• To match existing conditions, provide high-performance functionality, and comply with harsh cleaning, it is recommended to use stainless steel corner guards in sterile environments.

• Removal of the existing signage and associated attachment.

• The design shall include verification of the quantity, location, room number, and sign type of the existing signage to be replaced with hospital staff, VA Interior Designer, and VA Space Planner.

• The design shall include coordination review meetings to identify message copy with hospital staff, VA Interior Designer, and VA Space Planner.

• Signage design shall comply with the VA Design Guideline PG-18-15, Volume C as appropriate. A basis of design signage aesthetic was used in recent signage replacements. Signage in this project shall match this design aesthetic and examples are included in the drawing package.

2.2.4 Structural:

Structural work will include design phase and construction phase services for the renovation of an existing Cath-Lab suite on the 2nd floor of the existing hospital to accommodate new equipment and a new layout.

• The design shall include validation of the 30% structural design, including verification of design criteria, floor loading, and capacity of existing building structure to support load reactions from the new imaging equipment package.

• Review project-specific imaging equipment specifications and installation drawings from imaging equipment vendor for equipment sizes, weights, layout, allowable vibration and deflection criteria, and anchorage requirements.

• The design includes floor-mounted equipment for which the structural adequacy of the second floor must be confirmed, along with method of anchorage.

• The design includes suspended equipment for which the structural adequacy of the third floor must be verified, along with design of secondary steel support framing and method of attachment to the underside of the third floor. Additionally, this framing will need to penetrate down through an existing second floor interstitial level to provide a ceiling-level strut grid for support and attachment of the vendor imaging equipment, monitors, and boom arms.

• Provide structural support as necessary for shielding in walls, ceilings, and/or floors, or any other necessary protection as determined by the Facilities Physicist and equipment requirements.

• The detailed design shall confirm the equipment vendor specifications for vibration performance, structure stiffness and resistance to rotation and deflection are met. and construction will involve tying into existing concrete columns and girder lines for gravity load-carrying framing systems as well as lateral force-resisting systems.

• Coordinate structural supports for suspended imaging equipment, monitors, booms, and lighting pendants with utility routing, existing interstitial framing, new lighting and HVAC systems, and other vendor clearances and requirements.

2.2.5 Mechanical

Design HVAC serving the new Hybrid OR.

• The design and construction shall incorporate all requirements indicated in the VA guidelines for Hybrid OR and HVAC in general.

• Demolition of existing AHU and VAV boxes as required for new layout.

• New, larger, higher capacity single zone VAV air handler replacing existing in same location – larger unit required to accommodate larger Hybrid OR room.

• New ductwork to accommodate larger airflow for Hybrid OR, plus new layout for surrounding support spaces.

• New larger single duct VAVs box with HW reheat replacing existing in same location.

• Reuse existing single duct VAVs with hot water reheat to serve surrounding support spaces – balance to new air and water flows,

• New low returns in new Hybrid OR.

• Relocate low exhaust in existing cardio lab.

• Maintain all pressure requirements between spaces.

• Maintain all minimum air change per hour rates as required by the VA guidelines.

• Differential pressure monitors at all doorways between spaces with pressure requirements.

2.2.6 Plumbing

Design plumbing systems serving the new Hybrid OR including domestic water, hot water recirculation, vent, waste, and medical gasses.

• The design and construction shall incorporate all requirements indicated in the VA guidelines for SPS and Plumbing in general.

• Plumbing fixtures

• Domestic cold/hot/recirc water to each plumbing fixture as required.

• Waste and vent piping serving each plumbing fixture and drain as required.

• Relocate zone valve box serving Hybrid OR to new approved location.

• Relocate medical gas outlets into new OR support booms. Coordinate with new site-specific imaging equipment vendor drawings – including but not limited to: medical vacuum, scavenging, nitrous oxide, medical air, and oxygen.

• Nitrogen is required for the Hybrid OR per the VA standards. Design for a new nitrogen supply from the main located in the nearby mechanical room.

• CO2 is required for the Hybrid OR per the VA standards. The hospital does not currently have any CO2 medgas on site. This is a non-compliance item for the hospital unless a new CO2 medgas room is designed for with the project.

2.2.7 Electrical

The electrical scope for this project consists of partial demolition, interior lighting and controls, power distribution (normal and emergency), receptacles and equipment connections, voice/data outlets, nurse call devices, and access control devices for the new IR CathLab area.

• Applicable Codes and Standards:

o National Electrical Code, NFPA 70, 2020 o Health Care Facilities Code, NFPA 99, 2021 o Facility Guidelines for Hospitals and Outpatient Facilities (FGI), 2022 o Energy Standards for Buildings, ASHRAE 90.1, 2019 o VA Surgical and Endovascular Design Guide, PG-18-12 o VA Electrical Design Manual, PG-18-10 o VA Lighting Design Manual, PG-18-10

• Demolition:

o All lighting fixtures and electrical devices in the area of remodel will be removed.

The existing branch circuits in these areas can be maintained for connection to the new fixtures and devices.

• Power Distribution:

o The existing Normal and Critical branch panelboards in Electrical room 2B-212 will be utilized for the power distribution to the new IR CathLab area. This will include branch circuits for the lighting and receptacles. The panelboards in this room are NH2E, NL2E1, NL2E2, NL2E3, CH2E, CL2E and CL2E2.

o Power distribution within the IR CathLab room will be provided by (3) 10kVA Isolated Power System (IPS) panels – (1) on the Normal branch and (2) on the Critical branch. These IPS panels will be fed from existing panels NH2E and CH2E in Electrical room 2B-212.

o The 150A feeder for the existing medical equipment will be reused for the new medical equipment and extended to a new 80A shunt-trip breaker located in the new ICR room. This feeder is fed from Critical busduct riser in Electrical room 2B- 302B.

o Voltage drop for the new branch circuits shall be a maximum of 3%. This will allow for a total maximum voltage group of 5% (feeder plus branch circuits) as recommended by the National Energy Code (NEC) and the PG 18-10 Electrical Design Manual.

o Fault Current, Protective Device Coordination, and Arc Flash calculations for the new IR CathLab power distribution system shall be performed per the PG 18-10 Electrical Design Manual and Specification Section 26 05 73.

o All new feeder circuits will be copper conductors in EMT conduit and will include a separate insulated equipment grounding conductor.

• Receptacles and Branch Circuiting:

o Duplex receptacles will be provided in the remodeled rooms for the specific medical equipment and for general purpose use. The majority of the receptacles will be on the Critical branch and all the receptacles in the IR CathLab room will be powered from the new isolated power panels.

o New duplex receptacles shall be Hospital Grade NEMA 5-20 type with stainless steel covers and permanently labeled with panel and circuit number. Receptacles supplied from the emergency system shall be colored red.

o Additional power connections will be provided for motorized doors, alarm panels, and other equipment that is not cord-and-plug connected.

o Branch circuits and conductors will be a minimum 20A with #12 conductors including grounds. Shared neutrals will not be permitted. 120V circuits longer than 75ft shall be #10 conductors.

• Lighting and Controls:

o All new dimmable LED type recessed lighting will be provided in all the remodeled rooms. Fixtures within the IR CathLab procedure room shall be surgical type, fully enclosed and sealed, have a minimum IP65 rating, include EMI and RFI filters, and have a minimum color rendering index of 90 and a color temperature the same as the surgical procedure lights (4000K to 5000K). All the other room lighting shall have a color temperature of 3500K (neutral) and minimum color rendering index of 80.

o LED lighting fixtures, on average, have an expected useful lifespan of about 50,000 hours. If this lighting would be on 12 hours per, 365 days a year the expected lifespan would then be about 10 years.

o Manual wall switches, dimming controls and/or occupancy/vacancy sensors will be provided in all rooms to satisfy Energy Code requirements and to allow for staff adjustability and patient safety and comfort.

o UL-924 relays shall be provided on Critical and Life Safety lighting circuits that have dimmer controls to allow for automatic full brightness control upon loss of normal power.

o The following lists the lighting and controls requirements for each specific area:

o IR CathLab Procedure Room o 2x4 surgical troffers and 6” downlights o 200fc ambient, 300fc at surface of table o Manual wall dimmers o Critical branch of the EES (2x4 troffers) o 50% of the 2x4 troffers will include integral emergency power battery packs.

o Normal branch (downlights) o Control Room o 2x2 architectural troffers o 50fc ambient o Manual wall dimmers o Critical branch of the EES o Scrub Area o 2x2 flat panels o 50fc ambient, 100fc at the sink o Ceiling occupancy sensor o Critical branch of the EES o Equipment Room o 2x2 flat panels o 30fc ambient o Manual wall switch with ceiling vacancy sensor o Critical branch of the EES o Sterile Supplies o 2x2 flat panels o 30fc ambient, 50fc tasks o Ceiling occupancy sensor o Critical branch of the EES o Transition Area o 2x2 flat panels o 50fc ambient o Manual wall dimmers o Critical branch of the EES o Emergency and Exit Lighting: Code required emergency lighting will be provided by fixtures connected to the Critical and Life Safety branch circuits and illuminated red exit signs will be located to identify the paths of egress and the exit doors.

o Mechanical Equipment: The existing AHU-60 in mechanical room 2A-304A that is serving the remodel area will be replaced with new. The existing feeder is from a Normal branch panel and therefore a new feeder will need to be installed from an Equipment branch panel due to this unit serving an operating room area. A new CRAC unit will also be provided in the new ICR room and will need to be fed from a Critical branch panel.

o Voice/Data Outlets: Voice/data outlets will be provided as required for the medical equipment in the IR CathLab and Control rooms.

o Nurse call devices will be provided in the IR CathLab and connected to the existing area system.

o Security and Access Control: Card readers will be provided at the corridor side doors into the Scrub and Controls rooms. Hand wave type motion sensors will also be provided at both sides of all the doors going into the IR CathLab.

o UL-924 relays shall be provided on Critical and Life Safety lighting circuits that have dimmer controls to allow for automatic full brightness control upon loss of normal power.

o The following lists the lighting and controls requirements for each specific area:

o IR CathLab Procedure Room o 2x4 surgical troffers and 6” downlights o 200fc ambient, 300fc at surface of table o Manual wall dimmers o Critical branch of the EES (2x4 troffers) o 50% of the 2x4 troffers will include integral emergency power battery packs.

o Normal branch (downlights) o Control Room o 2x2 architectural troffers o 50fc ambient o Manual wall dimmers o Critical branch of the EES o Scrub Area o 2x2 flat panels o 50fc ambient, 100fc at the sink o Ceiling occupancy sensor o Critical branch of the EES o Equipment Room o 2x2 flat panels o 30fc ambient o Manual wall switch with ceiling vacancy sensor o Critical branch of the EES o Sterile Supplies o 2x2 flat panels o 30fc ambient, 50fc tasks o Ceiling occupancy sensor o Critical branch of the EES o Transition Area o 2x2 flat panels o 50fc ambient o Manual wall dimmers o Critical branch of the EES o Emergency and Exit Lighting:

o Code required emergency lighting will be provided by fixtures connected to the

Critical and Life Safety branch circuits and illuminated red exit signs will be located to identify the paths of egress and the exit doors.

o Mechanical and Equipment:

o The existing AHU-60 in mechanical room 2A-304A that is serving the remodel area will be replaced with new. The existing feeder may need to be upsized depending on the new unit specs. A new CRAC unit will also be provided in the new ICR room. This new CRAC unit will need to be on the Critical branch.

o Voice/Data Outlets:

o Voice/data outlets will be provided as required for the medical equipment in the

IR CathLab and Control rooms.

o Nurse call devices will be provided in the IR CathLab and connected to the existing area system.

o Security and Access Control:

o Card readers will be provided at the corridor side doors into the Scrub and

Controls rooms. Hand wave type motion sensors will also be provided at both sides of all the doors going into the IR CathLab.

2.2.8 Fire Protection

The existing fire alarm and fire sprinkler systems will be modified to accommodate the new Cath Lab. The following existing fire protection systems will remain as-is and will not be affected by the Cath Lab remodel project: fire and smoke separation, fire standpipe system, size of fire pumps, water supply to Cath Lab area, kitchen extinguishing systems, exit paths from each zone, distances to stairs, occupancy of each area, exit calculations, and smoke control features. No modification of existing fire/smoke zones will be required.

• Codes and Standards:

o Health Care Facilities Code, NFPA 99, 2021 o Facility Guidelines for Hospitals and Outpatient Facilities (FGI), 2022 o VA Fire Protection Design Manual, Eighth Edition, June 2021

• Demolition:

o Fire Sprinkler System: Existing fire sprinkler piping and head locations will be modified as necessary to provide automatic fire sprinkler protection throughout the Cath Lab area at all times during construction. Existing water supplies are adequate to provide sufficient flow and pressure for the Light Hazard design density of the Cath Lab. The Cath Lab will be part of the existing fire sprinkler zone.

• Fire Alarm System:

o The existing fire alarm system will be modified as required to protect the new

Cath Lab area at all times during construction. Existing signaling line circuits (SLCs) will be extended or added as necessary to monitor addressable initiating devices added to the Cath Lab. Remote voice amplifiers and strobe power supplies will be provided as necessary to operate required notification devices in the Cath Lab.

2.2.9 General Requirements:

• All designs shall incorporate the necessary electrical, mechanical, structural, and architectural components required for the installation of complete systems that function as designed. Designs shall be in accordance with applicable codes as listed in NFPA, EPA, OSHA, National Electrical Code, National Safety Code, VA Master Specifications, VA Standard Details, VA Design Guideline PG-18-15, Volume C, VA Construction Standards, Applicable Design Guides, and municipal, state, and federal regulations.

• Attached drawings/concept layouts within Appendix A are provided to the A/E (as required), however, no guarantee is made as to the accuracy of these plans. All features and conditions indicated therein must be verified by the A/E as inclusive of the scope of the design services they provide. The A/E shall perform all necessary site surveys to verify conditions in the field to confirm the accuracy of the as-built plans provided.

2.3 Changes to the Statement of Work

2.3.1 Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

2.4 Site Investigation

2.4.1 A physical survey of the site shall be conducted.

2.4.2 Any available information relative to existing conditions at the site of the construction will be furnished to the A-E who (unless fee negotiations establish otherwise) will evaluate and verify such information and make field measurements and investigations as necessary to prepare adequate construction drawings and specifications.

2.4.3 The A-E is required to conduct destructive investigation as necessary to minimize deferring site conditions. Locations should be coordinated with COR and ICRA/ILSM practices must be coordinated with COR. A-E is required to repair openings back to original fire code requirements within 48 hours.

2.5 Surveys

2.5.1 The A&E shall make all field surveys required for design and of construction documents.

In general, this may consist of topographic site surveys, alignment, profiles and cross sections. A sufficient number of semi -permanent survey points to serve as initial horizontal and vertical survey controls for construction of the project shall be set. The horizontal control points and benchmarks shall be shown and described on the plans.

The datum used shall be that used for the station or area in question and shall be shown on the appropriate site drawings. The surveying firm shall obtain from the COR the benchmark or datum location to be used for the project design. That datum shall be confirmed in writing. Failure to comply with this requirement may be cause for survey/design rework at no additional cost to the Government. Boundary surveys to be used as instruments for real estate purposes shall carry the seal of a licensed land surveyor acceptable to the political subdivision in question.

2.6 Phraseology

The following instructions that relate to common errors in phrasing have evolved from the VA’s experience with A&E specifications:

1. Under “Requirements”, do not use the phrase "the work consists of" – instead use the phrase "the work includes". Drawings should show scope if necessary to list certain parts.

2. In lieu of reference to the accompanying drawings or the Contracting Officer, use the words "as shown", "as indicated", "as detailed" or "as approved", "as directed", "as permitted" - do NOT use the words "as shown on drawings" or "as approved by the Contracting Officer". That clause of the Contract Clauses entitled “Specifications and Drawings for Construction” defines the meaning of these and similar terms.

3. Do NOT use the expression "to satisfaction of the Contracting Officer" or "satisfactory to the Contracting Officer". The contract states specifically that all work must meet the approval of the Contracting Officer.

4. There are two parties to the contract - (1) the Government, represented by the Contracting Officer and (2) the Contractor. Therefore, do NOT use such expressions as "subject to the approval of the architect", "when in the opinion of the architect", "this contractor", "masonry contractor", or "subcontractor". Do not use the term "owner" -use the term "Government".

5. Do NOT use etc.; the term is too imprecise for bidding and inspection purposes.

6. The use of the expression "as indicated on the drawings" is very seldom necessary; the fact that a detail is on the drawings makes it unnecessary to mention it in the specification. If the expression is used and the item is not shown, the contractor is not required to provide it.

7. Do NOT use expressions such as "The work required shall include, unless stated specifically otherwise, the provision of all materials for the installation of all concrete, including reinforcement necessary to the construction and completion of the work per the drawings, the specifications, and the intent thereof". Since the drawings indicate clearly the exact limitations of the several classes of work, defining the limits of work within the specifications is superfluous and may be contradictory by failure to mention something shown clearly and intended to be included.

8. Minimize the use of cross-references and in NO case use paragraph numbers for this purpose. If necessary to refer to a particular paragraph, do so by its title and the section number and title under which it is to be found. Cross -references of the following type are totally unnecessary - "Painting of the woodwork is covered under "'Painting'" or "painting is specified hereinafter".

9. Do NOT place upon the contractor the responsibility for the possible inaccuracy of, or the lack of, information on the part of the Government; e.g., never use sentences similar to "although the drawings indicate approximately the conditions that are likely to be found, bidders should satisfy themselves as to the actual conditions, for while they are believed to be shown, the Government does not guarantee the accuracy of the information given and the bidder shall assume all responsibility in the use of such".

Remember that the Government is responsible for the accuracy and sufficiency of the information it gives to bidders or contractors and the A&E is in turn responsible to the

Government for that same information. It will be necessary to establish in the project specification a definite basis of bid. For example, on a roof rehabilitation project where the extent of defective construction is unknown, the specification shall set forth, as a basis of bid, a definite amount of work to be performed and provide for adjustment per the Contract Clauses if the extent of work varies from the amount stated under the basis of bid.

10. Do not include warranties in technical sections unless they are for more than one year, and generally not unless they are included in the NAVFAC guide specification. A one-year warranty is covered in the Contract Clauses.

11. Do NOT set up a paragraph in the various sections entitled “Work Not Included”.

Specify the work that is included under the respective sections.

12. Specifications should clearly delineate equipment, ducts and piping systems that are required to be insulated. The phrase "insulating all ducts except in conditioned spaces" has resulted in differences of opinion and claim situations; also, all duct systems should be appropriately designated as supply, exhaust, fresh air intake, or return to further clarify insulating requirements.

2.7 Codes, Standards, and Executive Orders

2.7.1 Building Codes

The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100-678 requires Federal agencies to follow national recognized "model" building codes. The VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. The VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

1. VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

2. International Building Code (IBC) including International Mechanical and Plumbing Codes

3. NFPA 101 Life Safety Code (see notes below)

4. NFPA National Fire Codes with the exception of NFPA 5000 and NFPA 900.

5. Occupational, Safety and Health Administration (OSHA) Standards

6. VA Seismic Design Requirements, H-18-8

7. National Electrical Code (NEC)

8. National Standard Plumbing Code (NSPC)

9. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers

(ASME) A 17.1.

10. ASME Boiler and Pressure Vessel Code http://www.cfm.va.gov/til/

11. ASME Code for Pressure Piping

12. Architectural Barriers Act (ABA) including VA Supplement, Barrier Free Design

13. Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318)

14. Manual of Steel Construction, Load and Resistance Factor Design Specifications for

Structural Steel Buildings, American Institute of Steel Construction (AISC)

15. Energy Policy Act of 2005 (EPAct)

16. American Society of Heating and Refrigeration Engineers (ASHRAE) 90.1, Energy

Standards for Buildings Except Low-Rise Residential Buildings

17. Federal Leadership in High Performance and Sustainable Buildings: Memorandum of

Understanding (MOU)

18. Executive Order 13423: Strengthening Federal Environmental, Energy, and

Transportation Management

19. Executive Order 13514: Federal Leadership in Environmental, Energy, and Economic

Performance

20. The Provisions for Construction and Safety Signs. Stated in the General

Requirements, Section 01 00 00, of the VA Construction Specifications

21. American Society of Heating and Refrigeration Engineers (ASHRAE), Ventilation for

Acceptable Indoor Air Quality – ASHRAE Standard 62.1

22. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

2.7.2 Additional Notes:

NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101 and documents referenced by NFPA 101 in order to comply with the accreditation requirements of the joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed above in this Program Guide. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively. This applies even if the IBC requirements are different.

2.7.3 Conflicts between Nationally Recognized Codes and Standards and VA Requirements:

Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for the VA to ensure a consistency system wide.

2.7.4 Design Deviations from VA Standards

When proposing a variation, deliver a written request to the Contracting Officer who will render decision after discussing with COR. Documentation will include the nature and features of the variation and why the variation is desirable and beneficial to the Government. If lower cost is a benefit, also include a high magnitude cost comparison.

2.8 Quality Control

2.8.1 Quality Control Plan:

The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

• Identification and discussion of all organizational and technical interfaces

• Design team members and their areas of responsibility

• Team members responsible for checking the design

• Team members responsible for checking the electronic files

• Team members responsible for reviewing and submitting the required VA Design

Alerts and Quality Alerts

• Project Schedule showing key milestones and review periods

2.8.2 VA Design Alerts and VA Quality Alerts

VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/.

2.8.3 Quality Assurance:

The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

2.8.4 Quality Certification:

The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

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

3 General Submission Services

3.1 Review Aids:

A/E will complete the review aids in Appendix A for each submission to aid the A/E and the COR in ensuring project design level is at appropriate level.

3.2 Drawings:

3.2.1 The A/E shall provide electronic copies of drawings at each review step generated in BIM format and following VA BIM Guidelines: https://www.cfm.va.gov/til/projReq.asp.

3.2.2 Provide one (1) copy of the BIM model and for each sheet represented in the 2D drawings set, there must be one corresponding DWG and one corresponding PDF (full-size sheet) with consistent graphical information for both file formats on CD-ROM.

REVIT model must be compatible with REVIT 2022 and DWG should be AUTOCAD 2022 or newer. Include all associated support files (i.e. plot styles, external referenced files, etc.). All digital PDFs must be created from the native application. (eg. REVIT, Word, etc.). The standard drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e. layer / level structure, fonts, font sizing, file naming conventions, etc.) is that of the latest edition of the National CAD Standard (www.nationalcadstandard.org).

a. The A/E shall follow these level / layer formats, file – naming conventions, and symbol library.

b. Drawings are to be drawn from the VA’s “As-Built” or construction drawings updated by site verification, not scanned reproductions.

c. The final sets of the new construction drawings, including the film copies, shall be sealed (embossed & ink stamps) and signed by each respective Professional Engineer in their discipline, Industrial Hygienist, Architect and other necessary licensed professional consultants.

https://www.cfm.va.gov/til/projReq.asp http://www.nationalcadstandard.org/

3.3 Estimate Submission Requirements

3.3.1 The A/E shall submit a construction cost estimate from an independent firm for all trade disciplines at each and every project submission in detail as described in Appendix A.

This estimate shall reflect the impact of the planned acquisition strategy provided by the COR. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Therefore, if it is shown, it must be priced. If it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Building gross area computations shall be included with each estimate. Estimates shall be broken down by AIA divisions.

The first page will be a summary page showing deductive bid items, contractor mark-ups, overhead, profit, special insurance, and bonding to reflect true construction costs.

The breakdown shall reflect Bid Items 1, 2, 3….. separately; then in aggregate. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/

3.3.2 The A/E is responsible for establishing internal controls for keeping the project design within projected construction funding. The A/E will be required to revise design and resubmit cost estimates as necessary (at no cost to the VA) should cost estimates exceed construction funding. Bid Deducts are not to be considered in maintaining the budget – they are intended to support unexpected variables in bidding, not in up-front design. See 52.236-22 DESIGN WITHIN FUNDING LIMITATIONS for additional information.

3.3.3 The A/E shall design the project in such a manner that the base bid shall include the sum total of the work. However, there must be deducting alternate bid items. The deducting alternative bid items shall have a goal of equaling 20% of the proposed construction budget. The resulting project must still be a viable project if all alternatives are deducted from the construction project. No matter which option is selected, the hospital must continue to function during construction.

3.4 Proposed Phasing and Construction Schedule

3.4.1 Proposed Construction Schedule:

The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc.

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

3.4.2 Phasing:

It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a minimum of 3 phasing plans and base line comparison of no phasing in project at Conceptual submission. The comparison shall include description, bubble drawing presentation, impact on budget, impact on timeline, impact to maintain VA standards during each phase (for example will HVAC be maintained at VA standards in the occupied areas), impact on life safety and emergency egress and all other known pros and cons for each phase. A/E shall modify based on any follow up questions. VA will select one alternative within 14 days of final presentation.

3.4.3 Off-Hours and Weekend Scheduling:

A/E is responsible to discuss phasing at all design submission meetings. Identification of potential construction tasks that would minimize disruptions if performed off-hours and on weekends shall be included along with identification of major utility interruptions.

3.5 Specifications

3.5.1 General:

The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.5.2 Electronic Files:

All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.5.3 Outline Specifications:

The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.5.4 Editing Specifications:

The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

3.5.5 Construction Contractor Submittal Register:

The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

3.6 Design Site Visits, Meetings/Conferences, and Discussions

3.6.1 Site Visits:

The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design.