Statement of Work - Upgrade Public Address and Mass Notification Systems.docx

STATEMENT OF WORK

Project Number: 689A4-23-105

Upgrade Public Address and Mass Notification Systems

VA Connecticut Healthcare System (VACHS) – Newington Campus

555 Willard Avenue Newington, CT 06111

REQUIREMENTS FOR A/E SERVICES: 689A4-23-105

VACHS

TABLE OF CONTENTS

I. GENERAL SCOPE OF WORK

The Architectural and Engineering (A/E) consultant shall provide all necessary A/E services to prepare complete contract drawings, specifications, technical reports, cost estimates, and construction schedule plan (E.g., Gantt Chart). Optional A/E services may also include technical support for Upgrades to Public Address and Mass Notification Systems at the VA Connecticut Healthcare System, Newington Campus, 555 Willard Avenue, Newington, CT 06111. Work will include but is not limited to architectural, electrical, fire protection, information and technology, physical security, telecommunication systems, and site design.

A Public Address (PA) System and Mass Notification System (MNS) compliant with VA and local regulations will be installed as part of this project to cover the whole Newington campus.

New PA systems are being installed in a few buildings as part of the Expand Primary Care project to match the existing systems. However, this ongoing project does not solve the remaining buildings' faulty or nonexistent PA systems, notably in buildings 1, 2C, and 2E. In addition, unlike the PA systems, the MNS is absent across the entire campus.

II. STATEMENT OF PROJECT OBJECTIVES

The Department of Veterans Affairs (VA) intends to have the A/E consultant thoroughly survey, investigate, and document the existing space and utility systems. Doing so will help gain the knowledge and insight necessary to prepare complete and accurate construction documents professionally and competently by accomplishing the following project objectives:

1. Survey the entire campus and review existing drawings to assess the functionality and confirm the specific locations of current PA systems. A/E team to coordinate with VA personnel to determine the interconnections between system components and cables, raceways, and conduits for backbone cabling.

2. Inspect the communications network of the existing PA system hardware, including but not limited to headend equipment, amplifiers, speakers, volume controls, wiring, and equipment racks and cabinets. A/E team to locate the power supply to any equipment and connectivity to the telecommunication closets.

3. Identify communication systems that interface with PAs. Such systems may include radio entertainment systems for broadcast through the paging speakers with background music page override, Nurse Call/blue code, and Master Antenna Television (MATV). The A/E shall determine the interface points for connection interface cabling from the PA system.

4. Provide the campus with a PA system to interface with the facility’s existing one by providing zoned, one-way voice paging through ceiling-mounted loudspeakers or VA certified/licensed radio entertainment system. The A/E to ensure that the PA system interfaces with the Nurse call or code blue system as part of the emergency service requirements by NFPA/JCAHCO. The A/E to coordinate with the VA staff for the numbers and locations of remote enunciation points.

5. Upgrade to the PA system that may allow connection to the VA wireless communications system, passing text data and providing a 2-way communication between the telephone interface and wireless communicator. Each proposed wireless system and/or equipment is connected to or part of the newly designed system.

6. Develop the design criteria for a combined MNS through a vulnerability assessment and risk analysis to identify VA personnel and clinics’ demands. The A/E team shall hold meetings for life safety evaluations with facility engineers and shops (technology, telecommunication, electrical, etc.), safety employees, VA police, and managers from each location affected by the installation of the new PA system and MNS.

7. Provide an ADA-compliant MNS for the Newington campus. The MNS must provide real-time information and instructions to personnel and veterans in a unit, building, or campus. As determined by the design criteria, transmission means may include clear voice communications (recorded or live), visible signals, text messaging, graphics, or others. Instead of telephone network lines, information may be delivered using Voice over Internet Protocol (VoIP). Since VA’s VOIP is not listed or coded for life and public safety, the A/E shall coordinate with VA’s telecommunications team.

8. Adopt a VA code-compliant design for the PA systems and MNS. By promoting simplified construction, procurement, and low installation costs, the MNS design may result in an integrated communication system of existing and new PA systems, radios, and fire alarm systems (Simplex fire alarm systems/control panels). The A/E will coordinate with Johnson Controls to provide integrated fire and life safety solutions.

9. Design an MNS that provides timely ad quick dissemination of information to mitigate damage or loss of life. The A/E shall design a system that offers timeliness and speed of information delivery, ease of use, affordability, interoperability, and instructions to specific audiences/recipients at different locations within the campus. The system locations may be indoors or outdoors.

10. Propose design alternates including phasing for an individual building or broad areas MNS capable of interfacing as a combined system, on the VA installation, with other systems such as existing fire alarm systems and existing PA systems by providing real-time information to personnel and veterans.

11. Provide a design that assures minimum alterations to the building and disruptions to daily hospital operations while implementing the new PA system and MNS by following ILSM and ICRA.

12. Design an MNS that uses system integrators installed by contractors to demonstrate a complete knowledge and understanding of the MNS and provide factory-trained personnel to perform system design, installation, testing, training, and maintenance.

13. Provide a system design for full system supervision. The A/E shall equip each local/remote location with the necessary equipment to ensure system supervision and designed audio channel capacity at each speaker. The designed system shall incorporate Electrical Supervision Trouble Annunciator Panels capable of monitoring the operating condition of the PA system/MNS headend equipment, control consoles, audio power amplifiers, Uninterruptible Power Supply (UPS), power supplies, dome lights, and interconnecting trunks.

14. Provide drawings depicting the system hardware, including amplifiers, mixers, speakers, volume controls, test sets, telephone Private Branch Exchange (PBX) interface equipment, equipment cabinets/racks, Telecommunications Bonding Backbone or cabling, computer interfaces, and wireless network interfaces. The depicted equipment shall create a communication network between nurses, patients, and employees.

15. The project may lack electrical power, communication hubs, network switches, intelligent controllers, and other devices to form a complete system. The A/E team shall design a solution to support the new PA system & MNS that is energy efficient.

III. JUSTIFICATION

This project aims to address concerns with insufficient and nonfunctional public address systems, mainly in Buildings 1, 2C, and 2E. For example, the Outpatient Mental Health Clinic in Building 1 had multiple codes for medical emergencies. However, these codes are not audible on the overhead. While other buildings have their PA systems added or replaced to match the existing ones, this problem persists in the clinics located in Buildings 1, 2C, and 2E.

To improve communication in VSN1, where excellent care and safety are valued for its clients, “the veterans,” and employees, all codes must be audible through the buildings/units’ overhead speakers. In a medical emergency, fire, bomb threat, or active shooter incident, the campus lacks a reliable PA system/MNS to reach specified audiences on time or through various communication channels.

Using the 2015 Fire Alarm system and existing PA system as a foundation, this project will deliver a state-of-the-art mass communication system at an affordable cost and in a timely fashion.

IV. STATEMENT OF A/E TASKS

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

1. Necessary site surveys to identify and verify the existing PA system conditions and utility systems in concordance with the project objectives during the preparation of Design Development. System verification may include visual inspection and testing to ascertain the existing operating and performance conditions that will impact the design and construction process.

2. Field investigation methods and design documentation methods should be efficient and, at the same time, meet federal contracting Construction Document (CD’s) practices. Construction companies should be able to bid on the project without conducting a site visit. CD’s must be electronic, but efficient documentation methods can be used, such as the overlay of existing drawings, pictures, excel spreadsheets with ref notes, use of keynotes, etc.

3. Necessary utility surveys to help develop electrical and telecommunication system expansions to support the power and data requirements to upgrade and expand the PA system and add an MNS.

4. Coordination with the VA management and personnel impacted by the project is necessary to establish the design criteria, construction phasing and safety requirements, etc.

5. Set of electrical and telecommunication drawings and specifications for conceptual, design development, and final design purposes which meet the previously stated Project Scope/Objectives.

6. A commissioning plan in accordance with the VA whole Building Commissioning process manual dated May 1, 2013, including its revisions to ensure that systems perform interactively according to the design/construction documents and the VA’s operational needs.

B. A/E shall design to best practices and industry standards for upgrading or repairing the current PA systems and providing the Newington campus with an MNS. Design shall:

1. Ensure proper life safety, including (but not limited to) egress, proper fire/smoke compartmentation, fire alarm, sprinkler system, etc.

2. Comply with all VA Information and Information-System Security and Privacy requirements.

3. Include a safety plan per OSHA, AIA, and VA guidelines for all VA construction projects. A/E shall specify the applicable standards and method of plan development for work areas and interactions within the facility. A/E shall include Infection Control Risk Assessment (ICRA) measures, and Interim Life Safety Measures (ILSM) shall be included in the safety plan. The A/E shall also be responsible for developing their own safety for all site investigations.

4. Comply with the VA mandatory requirements for utility shutdowns and fire watches. The A/E shall provide a list of all utility shutdowns required for this project and identify each shutdown in a Construction Schedule Gant Chart. This will include, but not be limited to, electrical and technological. The A/E shall provide the estimated time of each outage and a narrative of the shutdown’s impact on the clinics and operations.

5. Comply with VA seismic requirements for the Connecticut Area. Also, consider phasing plans, working, and testing devices off hours to minimize impact & disruptions to medical center operations especially patient care. Provide detailed phasing plans for all work.

6. Include training on operating the newly installed PA systems and MNS for VA workers. A/E shall provide training materials.

7. Provide a project-specific sequence of operations based on a standard sequence of operations.

8. Propose a cost-effective design by considering existing equipment, conduits, panels, and others while installing new panels and communication interface handsets, phone devices, or IP addresses.

C. A/E shall provide detailed cost estimation, specification specific, and detailed project scheduling & phasing. Also, A/E shall provide a detailed listing of all deliverables due per specifications/contract documents per MS Excel Spreadsheet(s) (E.g., Submittals, Training, O&Ms, Warranties, Parts,) bid period and (optional) construction period services as further described in the contract. Estimates shall have a full itemized breakout for this VA Non-Recurring Maintenance (NRM) project.

D. A/E shall develop and execute a quality assurance 3rd party (QA/QC) plan that demonstrates the team’s method of review for the project plans and specifications. The project QA/QC shall have gone through a rigorous, thorough review and coordination effort. The QA/QC plan shall be submitted to the VA along with the project schedule. Within 14 calendar days after receipt of Notice to Proceed, the Contractor shall submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the Contractor member responsible for QA/QC. Each task shall be initialed and dated by the responsible Contractor member upon its completion. A 100% completed QA/QC plan shall be submitted with the final construction document submission package.

E. A/E shall provide bid document preparation in quantities as specified in the contract. VA shall manage the posting of bid documents electronically via the web to prospective bidders.

F. A/E shall provide professional design and construction period services utilizing individuals who are adequately knowledgeable of the various design disciplines including but not limited to telecommunication, electrical, and special systems as required by the project. Changes in personnel from those who are proposed in negotiations, interviews, kick-off meetings, and/or A/E submission forms must be approved in writing.

G. A/E shall design within funding limitations. A/E shall coordinate cost control measures with COR throughout the design. A/E to thoroughly explore cost control and primary alternatives in Design Development (DD). Primary cost control alternatives shall be thoroughly explored in DD. A/E shall design for a total construction budget of $650,000.

H. A/E shall consider Energy efficiency and cost savings in design decisions.

I. A/E shall develop a Contract Document Deliverable List for the Contractor to track items such as submittals, coordination items, reports, samples, manuals, tests, etc.

V. BASIS FOR DESIGN

The design shall comply with all current governing VA regulations and specifications.

Standards may be obtained from the Department of Veterans Affairs Technical Information Library (TIL) at: http://www.cfm.va.gov/TIL/. Also, see VA Design Manuals at http://www.cfm.va.gov/til/dManual.asp. To cite only a few, the following are some specific ones:

A. Telecommunications Systems Infrastructure Standards and Design at: https://www.cfm.va.gov/til/spclRqmts.asp#TelecomInfraStds B. Design Standards Alerts such as:

1. 017 OIT Infrastructure Standard for Telecommunications Spaces at https://www.cfm.va.gov/til/sAlert/sAlert017.pdf

2. Testing, Adjusting, and Balancing Firm Certification at https://www.cfm.va.gov/TIL/dAlert/dAlert150.pdf C. Design conditions for all spaces shall be maintained in accordance with the current version of ASHRAE Standard 55.

D. Comply with relevant section of the TVHS Energy Conservation Requirements and Design Guide, attached. Latest version of the TVHS Energy Conservation Requirements and Design Guide will be provided to the selected A/E.

E. NAIMA 3E Plus program may also be accessed through the Department of Energy Industrial Technology Program website. Design shall conform to VA-PG-18-9 Space Planning Criteria at http://www.cfm.va.gov/til/index.asp.

F. Compliance with the Physical Security design manuals for VA Facilities found at http://www.cfm.va.gov/til/dmanual.asp.

G. Comply with ADA, ABA and the VA PG-18-13 Barrier Free Design Guide. Found at http://www.cfm.va.gov/til/index.asp.

H. Comply with VA TIL, PG-18-15, A/E Design Submissions and Review found at http://www.cfm.va.gov/til/aeDesSubReq.asp.

I. Other related referenced standards and VA guidance:

1. VA TIL, PG-18-3, Design and Construction Procedure

a) Topic 15 - Energy efficient and sustainable design policy for VA new construction

b) Topic 16 - Sustainable buildings policy for new and VA Renovation construction

2. Design and O&M: Mass Notification Systems found at: https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_01_2008_c1.pdf J. Comply with current applicable state, local, and federal building codes, and standards as well as codes/standards from other recognized authoritative bodies. This includes, but is not limited to, American National Standards Institute (ANSI), American Society for Testing and Materials (ASTM), International Building Code (IBC), National Electric Code (NEC), National Fire Protection Association (NFPA), National Environmental Balancing Bureau (NEBB), Occupational Safety and Health Administration (OSHA), Electronic Industry Alliance/ Telecommunications Industry Association (EIA/TIA), American Disabilities Act (ADA), and other applicable codes.

VI. BASIS FOR DESIGN ANALYSIS

A Preliminary: Provide design analysis in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified):

1. The scope of work (as the A/E understands it) with the specific objectives of the project.

2. The applicable Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage.

3. Any preliminary design calculations prepared by each design discipline (electrical, fire protection, and others as necessary).

4. Reports of site visits and meeting minutes.

5. Results of assessments and evaluations of alternative designs.

6. All other relevant data.

The design analysis shall be updated through each stage of submission. It must reflect any changes in the development of the scope of work due to review comments, formal modifications to the contract, or any other communication (written or oral) between the VA and the A/E. A new requirement is that all new leases and construction projects involving the VA clinics (e.g., Primary Care and Mental Health) shall be designed according to Patient Aligned Care Team (PACT) design standards. Construction projects include Major, Minor, Non- Recurring Maintenance (NRM), and Clinical Specific Initiatives (CSI) projects. OCAMES will review all new minor construction designs at 35 percent and 95 percent design completion to ensure the inclusion of PACT design standards.

B Drawings: Base all original drawings on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/8" = 1 '0", where necessary, and generally 1/4" = 1'0" or larger, when possible, to fit on a sheet. Details shall have a minimum scale of 1/4"= 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawn as “XREFS” bound to the drawing for submission and final issue only. All other usages shall be drawn from a typical Master Set, daily if required, from a source maintained on the architect’s master database. The database shall be available by modem to all design disciplines and the VA. This requirement aims to ensure consistency and eliminate design conflicts by guaranteeing those common elements of the design stay common elements throughout the design life of the project.

1. Drawings shall be independent for architectural, mechanical, electrical, structural, civil, and any other design disciplines for the project, and shall show, on separate views required demolition and reconstruction details for each function.

2. Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic versions of drawings shall be submitted using IBM compatible "AutoCAD" 2010 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2010 release. Final drawings shall be plotted in ink on 30" x 42" polyester film sheets. Sepias are not acceptable as original drawings. Final drawings submitted shall be originals and the result of field investigation as described above and shall not be direct take-offs or tracings of any drawing provided as information.

3. Final drawings shall bear the VA title block and nomenclature on polyester sheets as are the sample sheets supplied by the VA. All drawings in a project set shall be on the same type and size sheets. All drawings are required to show existing conditions as of the date of the design submission.

4. All contract drawings shall be produced with a view to the use of half-size reductions. Pertinent criteria to assure this result are as follows:

a) Drawings shall provide uniform photographic quality.

b) Minimum lettering height shall be not less than 1/8 inch.

c) Legends and symbols, as well as size, spacing, location of notes, dimensions, etc., shall be such as to produce legible half-size reproductions.

d) No lettering, shading, or marking on the reverse side is acceptable.

e) Clearly distinguish between new work and existing work.

f) Graphic scales shall be provided on all drawings.

C Specifications: Provide complete project specifications, including all sections of CSI Divisions 1-50 that, in the opinion of the A/E, are necessary to construct the project properly and adequately by a construction contractor. Specifications shall be based on the VA Master Construction Specifications using the current 6-digit Master Format numbering system. Specifications shall be prepared in MS Word, IBM compatible format. Review and edit the applicable sections of the specifications as to completeness, relevance, and correctness. Delete references to industry standards and to other specification sections that do not apply to this project.

1. Provide proper cross-references to other specifications that apply to the work. The intent is to provide specifications suitable for the project intention and detailed enough to enable the Contractor to perform the work in the best and most cost-effective manner possible. It is equally important that the A/E “edit out” portions of the specifications that add additional cost to the project without adding value or quality. Not every portion of the master specification is appropriate to this project. Where a choice of items is referenced in the specification section, consult with VAMC Facilities Management Service for direction on which option to select. The construction contractor shall not be provided options or choices to choose from but must be provided with a specific selection.

2. Obtain from VAMC Facilities Management Service (FMS) the name and type of specialty materials and equipment required for the project. All materials shown in the specifications shall, if named specifically by brand or production name, carry the statement “or approved equal” and include specific material performance requirements that must be satisfied. An exception may occur due to previously purchased or installed items interacting with new construction. In this situation, items used should be the same as existing or matched accordingly. The VA shall provide information on such items. Specify construction in detail in all the specification sections. Tolerances, and workmanship, shall not be allowed to default to “common industry/construction practices” or any similar vague standard. The legal precedence of the specifications over the drawings shall not be used to resolve design ambiguities between the drawings or notes necessary for clarity. Any contradiction, ambiguity, or statements subject to various interpretations shall be immediately corrected to reflect a single clear intention.

3. Incorporate the VAMC’s local specification requirements into the specification package. Specifications shall include data communications and cabling requirements, Firewall/smoke barrier penetration permitting requirements, Hot Work permitting requirements, infection control permitting requirements, fire alarm system requirements, security system (Pegasys), HVAC digital control systems (Metasys), Code Blue and Team 3 Nurse call systems, PA systems and other local pertinent specifications and general conditions that relate to work and construction at the VAMC.

4. Ensure all specification requirements are consistent with other sections and with information reflected in the drawings. The A/E may be held liable for costs incurred by the Government for these and similar A/E design errors and inconsistencies in the specifications and drawings.

D Construction Duration Schedules: Project Phasing (CPM) - The A/E firm shall develop a CPM (Critical Path Method) network for project construction. The CPM network shall provide a phasing schedule that will promote a proper and efficient organization and sequence of construction. The schedule will be detailed to accurately estimate the adequate construction duration indicating construction milestones and long lead items. The A/E firm shall, when directed by the Contracting Officer, serve as an advisor to the Contracting Officer in conjunction with construction period services and advise on all phasing matters.

VII. DETAILED SUBMISSION REQUIREMENTS:

Program Guide PG-18-15 establishes the guidelines for the A/E submissions. Design shall be performed and submitted in accordance with VA A/E Submission Instructions for Minor and NRM Construction Program. Refer to https://www.cfm.va.gov/til/aeDesSubReq.asp. These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain types of design. In some instances, in which critical decisions need to be made, sufficient and relevant information must be provided on time for the design to progress to meet specific milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions regarding the applicability of specific requirements shall be resolved with the medical center staff before any submission deadline. Where “days” are stated, this refers to “calendar,” not “work” days.

A Minimum Requirements for Submissions to VAMC Connecticut: The cost of reproduction of all review materials is included in the contract amount. Submissions shall be made to VAMC Connecticut in accordance with the requirements of VA Program Guide PG-18-15 Volume C, A/E Submission Instructions for Minor and NRM Construction Program dated May 2006, and the following:

(1) Program of Design Document Submission: The following quantities of design review material are required:

(a) 4 copies of bound report

(b) 1 Electronic Media (CD ROM) copy of the report

(2) Concept Design Document Submission (Preferred Alternative): The following quantities of design review material are required:

(a) 3 copies of Drawings (Black line on bond paper, suitably bound)

(b) 3 copies of Design Analysis

(c) 1 copy of the Construction Cost Estimate

(d) 1 Electronic Media (CD ROM) copy of the above documents

(3) Schematic Design Submission (35% Design Document Submission). The following quantities of design review material are required:

(a) 2 sets of full-size Plans and 3 sets of half-size Plans (Black line on bond paper, suitably bound).

(b) 1 set of Construction Cost Estimate

(c) 2 sets of marked-up Sections of the VA Master Construction Specifications

(d) 2 sets of Design Analysis

(e) 1 copy of the Construction Duration Schedule

(f) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

(g) 1 Electronic Media (CD ROM) copy of the above documents

(4) Construction Document Submission (60% & 95%): The following quantities of design review material are required:

(a) 1 set of full-size Plans and 3 half size Plans. (Black line on bond paper, suitably bound)

(b) 1 sets of Construction Cost Estimate

(c) 2 sets of Construction Specifications

(d) 1 copies of the Construction Duration Schedule

(e) 1 copy of A/E responses to VA comments of previous submission

(f) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

(g) 1 Electronic Media (CD ROM) copy of the above documents

(5) Construction Document Submission (Final 100%): Upon completion of all revisions, submit the following items:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM, and each copy containing the following:

· Drawings on IBM compatible "AutoCAD" version 2010 and in Portable Document Format (pdf)

· The final specifications in Microsoft Word format

· The final specifications assembled into a single file in Portable Document Format (pdf)

· Final construction cost estimate in Microsoft Excel

· Final Design Analysis in a single file in Portable Document Format (pdf)

· Construction duration schedule in Portable Document Format (pdf)

(b) 2 full size sets of Plans (Black line on bond paper, suitably bound) and 3 half size sets of Plans.

(c) 1 set of Original Reproducible Specifications

(d) 1 copy of A/E responses to VA comments of previous submission

(e) 1 copy of Fire Protection Engineer certification that project documents conform to applicable fire codes and standards

(f) 1 copy of documentation that demonstrates compliance with the A/E’s QA/QC Plan.

(6) Conformed Construction Document Submission: Upon completion of the final design of the project and the award of a construction contract, submit the following items prior to the start of construction work as Conformed Project Documents:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM and with all addenda information incorporated into the project drawings and specifications. Each copy shall contain the following:

· drawings on IBM compatible "AutoCAD" version 2010 and in Portable Document Format (pdf)

· the final specifications in Microsoft Word format

· the final specifications assembled into a single file in Portable Document Format (pdf)

(b) 1 set of Original Reproducible Plans (Mylar with 6 mil thickness double matt polyester film sheets), with seal of the design professional on each sheet.

(c) 1 set of Original Reproducible Specifications B Delivery Media and Format for Final Documents

1. Format: CAD Drawings shall be prepared in accordance with VHA Program Guide 18-3, VHA National CAD Standard Application Guide. A copy of all data and files developed under this project shall be delivered to the Government in digital format. The data files should be provided on compact disk (CD ROM) in ISO 9660 format. A “Readme.txt” file must be included with the delivered digital media that includes normal transmittal information.

2. Label: The external label for each digital media shall contain the following information:

a. Contract Number and date

b. Format and version of operating system software, name and version of utility software used for preparation and copying files to media

c. Sequence number of digital media

d. List of file names on the digital media

3. Quality Assurance/Quality Control: Before a file is placed on the delivery digital media the following shall be performed:

a. Remove all extraneous graphics outside of the border area and set the active parameters to a standard setting.

b. Check to ensure that all reference files are attached without device or directory specifications.

c. All digital files shall be delivered to the Government uncompressed.

d. Include all files both graphic and non-graphic required for the project (i.e., color tables, pen tables, font libraries, symbol libraries, user command files, plot configuration files, AML plot routines, etc.).

e. Make sure that all support files such as those listed above are in the same directory and that reference to those files do not include device or directory specifications.

f. Include any standard sheets (i.e., abbreviation sheets, standard symbol sheets, etc.) necessary for a complete project.

g. Document any fonts, tables, symbols, cells/blocks, line styles/types, details, reference drawings, etc., developed by the contractor, or not provided among the Government-furnished materials. The contractor shall obtain Government approval before using anything other than the Government standards.

h. Each finished CADD drawing, or map shall have its own separate plot file. The plot file for each finished drawing shall be provided to the Government in a specified plotter configuration.

4. Means of transferring electronic files to VA: to ensure VA sensitive information is secure, A/E shall use a secure access file exchange such as DoD SAFE ( https://safe.apps.mil ).

C Ownership: All electronic files created and reimbursed for this project shall be the property of the Department of Veterans Affairs.

VIII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS:

A. Review of Submittals: A/E shall review all material submittals, shop drawings, test reports (as applicable), etc. Reviews shall be completed, and submittals returned to the VA Project Engineer within 7 to 14 days of the A/E's receipt of the submittal.

B. Review Analysis of Requests for Information, Change Orders, and Costs: A/E shall provide a prompt response when contacted by the Contracting Officer to review and provide analysis of; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. A/E shall respond to construction contractor requests for information within 5 calendar days.

C. Site Visits: A/E shall provide 05 site visits (1 designer for 2 to 3 hours) during the construction period when requested by the Contracting Officer, in addition to the pre-bid conference, in-wall, above-the-ceiling, and final inspections. A site visit “unit” is defined as a visit to the site by one individual for any part of a day when requested by the Contracting Officer or VA COR. Multiple “units” when more than one individual or an extended period of time is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The Contracting Officer has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the Project Engineer of their presence on site to document the number of individuals making the site visit. The A/E shall observe the construction, advise the Project Engineer of any deviations or deficiencies, and recommend appropriate corrective actions.

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

IX. ADMINISTRATIVE PROCEDURES

A. A Pre-proposal Meeting of the A/E, the VA Contracting Officer, and the COR will be held before the A/E’s proposal is prepared. The Statement of Work and the existing conditions of the site proposed for work will be reviewed. At this time, the A/E will have the opportunity to review and obtain copies of As-Built Drawings and other VA materials necessary to prepare a proposal. Availability and accuracy of as-built drawings cannot be confirmed and shall be verified by the A/E.

B. Conduct project presentations of the progress reports at intervals for staff and management during each design submittal.

C. The A/E shall complete a Contractor Security Control Assessment (CSCA) within 30 days of award of contract approval plus annually after that on the pre-renewal date. Certification & Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required.

D. After the award of a Task Order and issuance of the Notice to Proceed, the A/E will coordinate all site visits through the COR. A copy of the COR’s authorized duties and responsibilities will be provided with the Notice to proceed.

E. All A/E personnel, their sub-contractors, and representatives visiting VA sites will be required to sign in upon arrival and sign out upon leaving in a logbook which is kept in the Engineering Design and Development Section in Building 3, 3rd floor. Each visiting individual will be required to enter their name, company name, VA project title, date, the reason for the visit, and arrival and departure times. Additionally, all persons must be badged. Arrangements for after-normal working-hour site visits must be made in advance and during regular working hours.

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

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

1. The VA shall provide the A/E with copies of As-Built and master floor plans in AutoCAD (if available) or on hardcopy prints. These drawings will be provided for reference purposes only. The A/E shall be responsible for verifying all such plans for dimensional accuracy and other features and representations critical to the design before their use in the production of final plans. The VA Engineering Department drawing files, copy machines, and paper will be made available for use by the A/E for such document production throughout the project.

2. The VA will make available to the A/E copies of current VA drawings during site visits. The A/E shall inform the COR of which drawings will be required at least two working days prior to a visit.

3. Specific sections of the VA Master Specifications can be found via the internet for acquisition, editing and/ or compliance at: http://www.cfm.va.gov/TIL/

4. Specific sections of the Project Document & Software Requirements can be found via the internet for acquisition, editing and/ or compliance at: http://www.cfm.va.gov/til/projReq.asp

XI. DELIVERABLES

The A/E shall develop and provide to the VA the following:

1. Meeting Minutes: The A/E shall take minutes of all conferences and other meetings with the VA (including site visits) and shall provide a copy to the Contracting Officer for a concurrence signature.

2. Report(s): The A/E shall deliver to the VA fully developed reports with all associated information (photos, calculations, etc.) on current year MS Word and PDF editable documents as well as bound hardcopy format for review drafts and final draft.

3. Construction Cost Estimates: The A/E shall prepare a Construction Cost Estimate in Microsoft Excel using the CSI 34-division format. The Cost Estimates shall include a copy of the quantity take-offs, a breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overhead, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g., Means Estimating Guides. Vendor quotes and justification for labor hours shall be provided for items that are not in the industry standards. These estimates will be recognized as “Preliminary.”

4. Narratives: Written narratives shall be used as part of the report. The narrative should be used to elaborate on and explain critical design decisions by A/E and/or the VA, objectives, obstacles, alternatives, and resolutions, design issues or decisions relating to constructability, and in general, to communicate all information relevant to the design submission.

5. Reproduction: The A/E shall be responsible for all reproduction.

6. Proposed Schedule:

Total time to accomplish Schematics, DD’s, and CDs through final reproduced bid documents shall be 213 calendar days from the issuance of the Notice to Proceed. Each submission will require a maximum of 14 calendar days for VA review, depending upon the A/E responsiveness to previous VA comments and A/E quality control. A/E shall prepare a submission schedule based on their understanding of the design and their staffing workload. The schedule is negotiable so that the timeframes are mutually agreeable to the A/E and VA.

Start Design: As indicated in the Notice to Proceed (NTP), there shall be two NTP dates: one for Type A and one for Type B services.

At each submission, all drawings and support material shall be dated and appropriately labeled above the title block. All days below are to be interpreted as calendar days:

Design Kick-off Meeting with NTP

Gov’t Review

Gov’t Review

Gov’t Review

Gov’t Review

Gov’t Review

XII. QUALITY ASSURANCE/QUALITY CONTROL

The A/E is responsible for the quality of the project design. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. The A/E shall include all sub-consultants in the QA/QC Plan. The plan shall include a process where a firm’s senior member verifies compliance with all elements of the firm’s QA/QC Plan.

XIII. DESIGN SUBMISSIONS

A. The A/E shall retain file copies of all items forwarded to the Contracting Officer or his Representative under various design review submissions. The intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate the rework of documents for amendments made necessary by discovery of problems during later stages of project development. The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or his Representative.

B. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage. Note that there is a 6% A/E limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606-73.

C. The VA issued instructions that Industry Foundation Classes (IFC)-compliant BIM authoring tools be used as the architectural/engineering software for all major construction and renovation projects (capital projects appropriated at over $10M) starting design in FY 2009. This guidance shall apply to design and construction by the architects, engineers, other consultants, and contractors hired for those projects by VA. VA’s Minor Program shall actively support and encourage the use of BIM where practicable, taking into account the size, type of project, and availability of the BIM skill sets needed to accomplish the project.

D. VA submission review comments may be verbal, noted directly on review sets, or written lists. A/E shall be responsible for compiling & addressing review comments. A/E shall produce & distribute meeting notes or minutes for VA review immediately after each submission review meeting.

E. A/E shall furnish with drawings a separate stamped Life Safety Sheet.

F. For each submission, furnish electronic files in the latest version of Microsoft Word, PDF, and/or latest version of AutoCAD. Also submit two (2) hard copies of all drawings. Construction shop drawings are not required to be completed in AutoCAD. Also, submit one (1) half size hard copy of A/E DD and CD submittals for energy review. The 100% construction documents submission will include two (2) full sets of construction documents, including all disciplines/packages, and will be sealed and signed by the Architects and Engineer of record.

G. The final construction documents will incorporate all VA supplied comments from the earlier submission package reviews and will comply with the VA RFP.

H. If the final construction documents are not complete, A/E must resubmit the package in its entirety.

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

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

K. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the contract requirements.

L. A/E shall also provide a complete Submittal Track Sheet (MS Excel) developed from a detailed review of final contract documents and to be utilized between the VA COR and the A/E’s Construction Period Service Team for tracking and compliance verification. A/E shall also provide a “Contractor’s Deliverable Listing” per MS Excel of all else due per a detailed review of the contract documents to include but not limited to training, tools, manuals, testing reports, parts, etc. and to be utilized between the VA COR and the A/E’s Construction Period Service Team for tracking and compliance verifications.

END

ATTACHMENT 1: ASSESSMENT AND DESIGN PHASES AND REQUIREMENTS

Process

The following summarizes the project steps:

Task 1 - Planning Phase This phase includes a review of existing documentation and requirements for the preparation of a complete and detailed assessment plan. The A&E shall provide the following:

1. Documentation Review - Review building drawings and other documentation as available to understand the building energy usage, initial basis of design and evaluate the system Integration. The review process may include the evaluation of all old and new drawings, specifications, O&M manuals (typically related to mechanical, electrical, and controls), and any past assessment, commissioning and/ or balancing reports.

a. Review of the existing PA and mass notification systems, including the fire alarm systems.

b. Review current VA standards and assess current facility requirements by area/building.

2. Assessment Plan - Develop an assessment plan through investigation and detailed field work. The plan shall, at a minimum, contain the following sections:

a. General building information

b. Project objectives

c. Project scope as detailed by A/E

d. Roles and responsibilities

e. Schedule (for primary tasks)

f. Documentation

g. Investigation scope and methods

h. Demolition phase

i. Construction phase

j. Conduct a scoping meeting to review, discuss, and agree to the assessment plan.

3. Planning Phase Deliverables: Assessment Plan Scoping Meeting Minutes

Task 2 - Investigation Phase. The A&E shall provide the following:

This phase includes field inspections, data gathering, testing, and analysis to accurately assess space and utilities with regard to demolition and construction.

1. Condition Analysis: Check the cooling distribution system for conditions that affect the design and/ or required operation of the respective systems (chiller plant equipment, bypasses, etc.). This includes items such as distribution piping condition (pitch, support, insulation, state & useful life, configuration, and completion of required preventative maintenance actions.

2. Site Review/Survey: Conduct a thorough and detailed building walk-through with facility maintenance personnel (to include any associated Permit Confined Spaces) to evaluate the issues identified in Task 1 - Planning Phase and observed during the drawing and documentation review. During the Site Survey, the A&E shall create important Facility Information Documents not found during the Documentation Review, i.e., one line drawing(s), analysis of steam and/or water flows (pressure, temperature, volume, and flow rates), assessment of how the systems operate, etc. Additional issues, which are not captured through the Documentation Review, shall be noted during this step.

3. Building Occupant Interviews: Interview the VA Facility Management System’s Management Staff, Operation and Maintenance (O&M) Personnel, Occupants, and other relevant parties as required to understand the current needs and issues related to system…