Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Department of Veterans Affairs TVHS, Nashville Campus Requirements for A/E Services Project 626-20-102 Renovate Ward 3 South I. GENERAL SCOPE OF WORK The consultant shall provide all necessary archite... Department of Veterans Affairs TVHS, Nashville Campus Requirements for A/E Services Project 626-20-102 Renovate Ward 3 South I. GENERAL SCOPE OF WORK The consultant shall provide all necessary architectural and engineering services as required to prepare complete contract drawings, specifications, technical reports, and cost estimates, including services throughout construction for "Renovate Ward 3 South at the Nashville Campus of the VA Tennessee Valley Healthcare System, 1310 24th Avenue South, Nashville, TN 37212. This project will completely renovate the ward to meet VA standards. Work includes professional design services of Architects, Mechanical, Electrical, Industrial Hygiene, Structural, and Plumbing Engineers. Design includes, but not limited to, demolition, architectural, mechanical, plumbing, electrical, industrial hygiene, and fire protection. II. STATEMENT OF PROJECT OBJECTIVES It is the intent of the Department of Veterans Affairs to have the A/E fully survey, investigate, and document the existing spaces and utility systems, affected by renovations, in order to gain the knowledge and insight necessary to prepare quality, accurate documents in a professional and competent manner. The project description, justification, and additional objectives are as follows: This project will renovate 3-South, approximately 19000 square feet, to create an Inpatient Ward, providing single patient rooms with a private bathroom. Heating, Ventilation and Air Conditioning systems will be re-designed, correcting FCA (Facility Conditions Assessment) deficiencies and bringing the system up to VA Guidelines. Renovated space will meet American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) 90.1. Project will remove outdated pneumatic controls and convert to DDC which will integrate into the head in system. This project will bring all lighting up to the energy/facility standards. Outdated electrical systems will also be re-designed to correct Facility Condition Assessment deficiencies. This project will remodel the Interior to be aesthetically pleasing and replace worn and outdated finishes. Construction Complete Revised This project will upgrade the security system to meet the VA Physical and Information Security Design Guides. This project will provide greater energy conservation measures. III. JUSTIFICATION This project will renovate 3-South, approximately 19000 square feet, to create an Inpatient Ward, providing single patient rooms with private bathroom, increasing patient privacy, accessibility, safety and security. The Privacy Strategic Priority will be met by constructing all new private rooms with private bathrooms. AHU and mechanical room upgrades will be needed to accommodate the renovated with possible increased air flow. Energy efficiency improvements shall involve lighting, DDC, insulation, ductwork, temp resets and AHU upgrades/replacement and mechanical room improvements. Renovated space should be 30% better than American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) 90.1-2007. Ref: VA Sustainability Design Manual. The project will correct or partially correct the following Facilities Condition Assessment (FCA) deficiencies: Accessibility 203381 D - Nurse station accessibility Exterior Wall 282999 D - Insulation missing in 50% exterior walls Interior Finish/Door 289261 D - 50% of exterior walls have vinyl wall covering. Reports of mold. Remove vinyl wall covering. Interior Finish/Door 283004 D - Mixing of ceiling tiles replaced with non-matching discontinued tile. Interior Finish/Door 283005 D - 50% of vinyl base in corridors cracking, peeling, beyond/reaching life. Signage/Wayfinding 115079 D - Directional signage (2008) doesn't comply with ABAAS Emergency Electric Systems. 60699 D - Risers and panels for life safety, critical & equip are at capacity Lighting & Power 295009 D - Add occupancy sensors & tie-in HVAC controls. LED conversion. Ducts & Water Distribution 337624 D - Duct insulation damaged. Air leaks. Access panel issues. Engr. Control syst. 290653 D - convert to BACNET DDC controls. Energy savings. Room Air/Term 115084 D - Replace South distribution install VAV with reheat system. Fixtures/Piping 295012 D - Install fixtures to meet current code requirements. Fixtures/Piping 295013 D Domestic cold and hot water piping insulation damaged/missing/wasting energy. IV. STATEMENT OF A/E TASKS A. The A/E shall furnish all services for a complete design development including construction documents, and construction period services as specified in the subject contract. 1. Necessary site survey work and evaluation such as verifying existing conditions/ pre-T.A.B., verifying record drawings, and verifying and analyzing utility systems shall be accomplished in conjunction with preparation of Design Development documents. A/E shall furnish documentation and drawings of these findings, and address deficiencies in the design process. 2. The complete site survey work shall include a thorough investigation of existing conditions, affected by renovations, to accurately document and convey space dimensions for measured drawings, all utilities for affected areas, and utilities that traverse through affected areas, typical construction type and variations, and finishes. This information provides the necessary base drawings for the Schematic Development phase of Design Development. 3. Utility system verification shall include, but not be limited to, the necessary testing, adjusting, and/or balancing of affected systems to ascertain the existing operating and performance conditions that will impact the design and construction process. Systems that are insufficient in capacity or are no longer supported by OEM (original equipment) parts shall be considered for expansion and/or replacement. B. The A/E shall provide cost estimation, project scheduling & phasing, bid period and construction period services as further described in the contract. C. The A/E shall provide three (3) interior design color boards for VA review, discussion and selection. The color boards will be updated and re-submitted with final revision. D. The AE will provide an Interior Designer with a NCIDQ Certification to coordinate all aspect of the interior design. All finishes must be approved by the VA interior Designer. E. The A/E shall provide bid document preparation in quantities as specified in the contract. F. The A/E shall provide professional design and construction period services utilizing individuals who are adequately knowledgeable of the various design disciplines including but not limited to architectural and engineering of structural, mechanical, electrical, and special systems as required by the project. Changes in personnel from those who are proposed in negotiations, interviews, kick-off meeting, and/or A/E submission forms must be approved in writing. The registered individuals who will stamp the completed documents shall accomplish engineering design work. G. AE shall design within funding limitations. AE shall coordinate cost control measures throughout design. Primary cost control alternatives shall be thoroughly explored in Design Development (DD s). The A/E design and estimate shall identify 10 percent of the total construction budget as viable deductive construction alternates. Coordinate with COR to prioritize the bid deducts for construction. H. The A/E is to incorporate into design all adjacent spaces that are impacted by project. It is in the scope to investigate all existing utilities that must be moved/ mitigated to accomplish the renovations to include all affected structure/finishes. The AE is to also integrate HIPPA standards into the design and layout. I. Design must insure proper life safety, including egress, proper fire/smoke compartmentation, fire alarm, sprinkler system, etc. The A/E shall provide a separate stamped Life Safety Sheet for the entire area within the submitted drawings. J. HVAC, electrical, plumbing systems and mechanical rooms shall be surveyed and evaluated, by A/E, to ensure they will meet the requirements of the renovated space and meet VA design guide requirements without adversely affecting the surrounding areas. AE will design new mechanical, electrical, and plumbing systems where need to meet VA standards. Utilize LED interior lighting with occupancy, and daylight sensors. A/E will pre-T.A. B (Test, Adjust, Balance) HVAC and exhaust in investigative service to establish a basis for design and to make corrections to HVAC systems to get space to VA standards. A/E will place in construction documents that all HVAC will have T.A.B. performed by construction contractor once constructed. Design will allow for approximately 15% to 20% growth on all major systems. K. A/E will coordinate with leading industry equipment manufacturers/vendor(s) to insure proper layout and support of equipment per manufacturer s requirements. However, design drawings and specifications shall be generic to promote fair and open competition. L. Design shall be energy efficient. Refer to attachment. TVHS Energy Conservation Project Requirements and Design Guide. Night/ Occupancy setbacks will be utilized where applicable on lighting and HVAC/ Exhaust. IRM closets will be brought to VA specifications. Controls and HVAC will also be correctly integrated into the IRM Data closets to control temperature and humidity. Project will ensure that storage spaces meet the requirements as outlined in VHA Directive 1116(2) for Sterile Processing Services. V. BASIS FOR DESIGN Department of Veterans Affairs standards may be obtained from the Internet at http://www.cfm.va.gov/TIL/ and referencing VA Office of Construction & Facilities Management Design shall conform to the latest 003C2B-DA-142 (06-01-14) Patient Safety in VHA Bathrooms - For Immediate Application on All Current Projects http://www.cfm.va.gov/TIL/dAlert/dAlert142.pdf Compliance to these standards, National Fire Codes, Uniform Building Codes, and OSHA Standards will be reflected in the completed design and construction documents. Refer to VA Construction Standard CD-30. Comply with ADA, ABA, UFAS, and VA PG 18-13 design The A/E shall design for a total construction budget to be given when awarded but will be in the range of $7,200,000 to $10,981,000 with the mean at $9,090,500, based on the latest projected construction market escalation. The AE s estimate (IGE) shall consider current changes in the Nashville construction market to accurately project the bid price. The AE shall independently develop the project price based on this scope or work. A construction price within the above stated range shall not be considered out of scope and will not be considered a design change. The AE negotiated price shall be a completed price to produce a complete, comprehensive design for construction as indicated in the design scope of work. The A/E design and estimate shall identify 10 percent of the total construction budget as viable deductive construction alternates by areas of work and/or phases. This will require individual estimates by clearly defined easily deductible areas or work. Comply with current applicable state, local, & federal building codes as well as codes from other recognized authoritative bodies; including but not limited to Associated Air Balance Council (AABC), American Concrete Institute (ACI), Acoustical and Insulating Materials Association (AIMA), American National Standards Institute (ANSI), American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), American Society of Mechanical Engineers (ASME), American Society for Testing and Materials (ASTM), The Building Officials and Code Administrators International (BOCA), Gypsum Association (GA), International Building Code (IBC), NEC, NFPA, National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), OSHA, Standard Building Code (SBC), Sheet Metal and Air Conditioning Contractors National Association (SMACNA), The Uniform Building Code (UBC), and Uniform Federal Accessibility Standard (UFAS), & Architectural Barriers Act Accessibility Standard (ABAAS), TIA/EIA and other applicable codes. Comply with VA HVAC Design Guidelines at http://www.cfm.va.gov/til/dManual/.Indoor air quality requirements must be met / maintained, such as outside air percentages, air changes / CFM, and humidity. Design shall maintain building envelopes to prevent moisture infiltration and possible mold growth. Comply with VHA National Center for Patient Safety. http://www.patientsafety.va.gov/ Comply with VA TIL, PG-18-3, Design and Construction Procedures http://www.cfm.va.gov/TIL/cPro.asp Comply with VA TIL, PG-18-15, AE Design Submissions and Review. http://www.cfm.va.gov/til/aeDesSubReq.asp (Click Minor and NRM Projects). Any deviation from project requirements, standards or specifications shall be requested in writing and approved by VA. The deviation request shall include item for which deviation is requested and the reason or justification for deviation. Comply with TVHS Energy Requirements and Design Guide (revision September 2014). See ASHRAE 90.1-2010 for energy requirements. Insure proper life safety and VA accessibility requirements. Code Analysis will be clearly defined on the Index Sheet of the Construction Documents. There shall be a stamped life safety sheet. Comply with the Physical Security design manuals for VA Facilities. This is a Mission Critical Facility. http://www.cfm.va.gov/til/spclRqmts.asp#PHS. VI. 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 AE Submission Instructions for Minor and NRM Construction Program. Refer to (http://www.cfm.va.gov/til/aeDesSubReq.asp). These guidelines indicate a minimum level for submission compliance, 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 has to be provided timely in order for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions in regard to the applicability of specific requirements shall be resolved with the medical center staff prior to any submission deadline. Where days are stated, this refers to calendar not work days. At each submission, all drawings and support material shall be dated and appropriately labeled above the title block (the number of submissions will be adjusted according to the project size and scope): Work Element Copies Duration Design Kick-off Meeting 1 Day Concept Approval 2 45 Days Schematic 2 60 Days Government Review 7 Days Design Development 1 2 45 Days Government Review 7 Days Design Development 2 2 30 Days Government Review 7 Days Construction Document 1 2 30 Days Government Review 7 Days Construction Document 2 2 30 Days Government Review 7 Days 100% Final 2 7 Days Government Review 7 Days Total Days 290 A design meeting (with lead designer in person ) will be required for each submission on site. The AE is responsible for running the review meetings in person at the VA Campus where work is being performed, reproduction of all meeting materials for review and producing the agenda. The AE shall produce & distribute meeting notes or minutes for VA review within 2 working days after each submission review meeting. VA submission review comments may be verbal, noted directly on review sets, or written list. A/E shall develop and execute a Quality Assurance (QA) plan that demonstrates the team approach and methodology for design review and improvements and code compliance, including fully documented comments / issues and resolutions / corrections. The QA process shall drive design review, improvement and code compliance, including fully documented comments / issues and resolutions / corrections. The QA plan shall be submitted to the VA along with the project schedule and shall describe each QA task that will be taken during the development of the various design submission packages, including review of submissions. The design QA effort shall be led by a senior design engineer and a senior architect and shall include senior designers for each trade. VA COR shall be invited to all QA meetings and reviews. Completion of each QA task shall be initialed and dated by the responsible QA team member. A 100% completed QA review shall be submitted with each A/E design submission, including the final construction bid document submission package. Cost review and cost control shall be part of each phase of the QA process and each design submission. The QA process shall produce deliverables included with each submission package, including but not limited to redline mark-ups and QA issue tracking sheets and a QA overview/narrative. QA teams shall review issues with the design team, so corrections are made prior to submission of each package. QA team shall be involved throughout design, installation, inspection, and testing. A final QA report shall include an overview/main narrative, designer certification letters of compliance for each discipline/trade, and final inspection list and tracking sheet of corrections.QA team leaders shall maintain a tracking sheet, mapping all code compliance issues from inception, review and resolutions. Tracking sheet line item activities shall include, date, issue, review and decision, responsible A/E designer and satisfactory resolution. Since the A/E is solely responsible for the design, VA Directed shall not be an acceptable explanation of compliance or resolution. The QA team leaders shall simultaneously copy the VA COR and Contracting Officer when producing/conveying any QA work product, (correspondence, observation lists, tracking, etc.). Any issues shall be discussed in group meetings and resolved to the satisfaction of the designers and QA team, then incorporated into the upcoming design submission package. A/E shall furnish with drawings a separate stamped Life Safety sheet. For each submission, furnish electronic files in the latest version of Microsoft Office and AutoCAD. Submit 2 full size hardcopies of all drawings and specifications. The 100% construction documents submission will include a full set of construction documents including all disciplines/packages and will be sealed and signed by the Architects and Engineers of Record. The final construction documents submission package will incorporate all VA supplied comments from the earlier submission package reviews. If the final construction documents submission package is not complete, the A/E must resubmit the package in its entirety. 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. Final bid documents shall be reproduced as part of the contract. To 2 full size sets and 2 half size set 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. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the contract requirements. Total time to accomplish Schematics, DDs, and CDs through final reproduced bid documents shall be 290calendar days from the issuance of the Notice to Proceed. Each submission will require maximum 7 calendar days for VA review. A/E shall prepare a submission schedule based upon 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. VII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS 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 days of the A/E's receipt of the submittal. Review Analysis of Requests for Information, Change Orders, and Costs: A/E shall provide prompt response when contacted by the Contracting Officer, or COR, to review and provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. RFI response time shall be 3 to 5 days. Site Visits: A/E shall provide 48 site visits (1 person for 3 hours) during the construction period, in addition to pre-bid conferences, in-wall inspection, above ceiling inspections and final inspection. 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 an authorized representative. On this job, a site visit should last 3 hours and may require the use of multiple units when more than one individual or an extended period of time is needed to inspect the area of work. Only registered architects and engineers familiar with the project may make these site visits. The Contracting Officer Representative has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the COR of their presence on site, before any work is performed, in order to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the COR of any deviations or deficiencies, and recommend appropriate corrective actions. The A/E, when requested, shall assist the Contracting Officer and COR to interpret the construction documents and shall: (1) recommend any action(s) deemed suitable for the satisfactory prosecution of the construction work; (2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents; and (3) assess the preparation of Construction Contract Modifications initiated by or through TVHS VA to be executed in accordance with the Construction Documents. "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 the latest version of AutoCAD and always electronically stamped. A/E shall load and demonstrate full AutoCAD compatibility at VA site. Compatibility means that data can be accessed directly by target system without translation or processing of data files. Problems shall be corrected to satisfaction of VA. Final electronic media specifications shall be in Microsoft Word 2016 and Adobe PDF. VIII. MATERIALS TO BE FURNISHED TO THE A/E BY VA The following items will be furnished to the selected A/E (if available): Prints and available electronic media of the station utility drawings, site plans, and building floor plans). Station does not have electronic versions of utilities (mechanical, electrical, plumbing, etc). The accuracy of drawings is not guaranteed and shall be used for general information only. Actual conditions shall be field verified by the A/E. Prints are made available to A/E at Projects Section. A/E is to view drawings needed and may remove (same business day) to make copies at an offsite location. The TVHS Energy Conservation Project Requirements and Design Guide will be provided to the selected A/E.