Posted: Jan. 23, 2024, 2:22 p.m. EST
Scope of Work for Design-Build Rocky Mountain Network 19 | Montana VA Health Care System 3687 Veterans Drive | P.O. Box 1500 Fort Harrison, MT 59636 1500 Project Number: 436-21-703 Project Name: Bldg 43 Renovations (Former Project Name: EHRM Admin and Training Space) Overview The Montana VA Health Care System requires a Design-Build (DB) project to repair/renovate building 43 of the VA Hospital located at Ft Harrison VA Medical Center, FT Harrison, MT. The project location: Department of Veterans Affairs Fort Harrison VAMC 3687 Veterans Drive Fort Harrison, MT 59636 Contractor will be required to finalize the provided 35% design (see Basis for Design attachment) and perform the required repairs and renovations for the facility to be utilized as Administration and Training space. Building 43 historic character shall be retained and preserved. The removal of historic materials or alteration of features and spaces that characterize a property shall be avoided. Repair and Renovation should include all systems (HVAC, Electrical, Architectural (interior/exterior), Fire Protection and Security) in accordance with VA and National Design and Construction standards. Background and Facility Existing Site Conditions Building 43 is located off Independence Way to the Northwest of the Ft. Harrison VA Medical Center. Uses previously included storage, barracks, shower room, and kitchen. Adjacent spaces include Independence Way to the West, unexcavated earth, and Building 54 to the north. The building is currently vacated and does not include any furniture. Certain fixtures are still in place such as toilets, sinks, and cabinets. Please refer to AES Basis of Design document for 35% Design Existing Conditions description. Recommendations for rehabilitation by Montana s State Historic Preservation Office (SHPO) have been made based on Secretary of the Interior Standards for Rehabilitation, and an existing site assessment has been prepared by a 3rd party to outline existing issues. However, further evaluation of repair, retention, and addition must be performed by the team preparing construction documents and finalized by the COR. Judging by pictures that have been received a lot of the character defining features are well beyond their useful life expectancy and well beyond repair. Pre-Bid Walkthrough A pre-bid walkthrough will be held on site and scheduled by the Contracting Officer. Questions may not be asked on site or directed to individuals. All questions shall be in writing and submitted to the Contracting Officer by the specified deadline date. An attempt to provide responses for questions that do not make the deadline will be made, but there is no guarantee that they will be answered. Tasks and Requirements General Contractor Requirements General Contractor shall provide a certified Construction/Project Manager as outlined in the specifications to oversee and provide Quality Control during the construction period. Contractor will provide all materials and labor to perform the work outlined in this scope. Please refer to AES Basis of Design document for 35% Design for additional information. The Contractor must attend three (3) interim review project meetings at 65%, 95% and 100% milestone deliverables with COR and designated VA staff. Record and provide meeting minutes within 35 hours to all attendees for review, comment and concurrence. Incorporate appropriate comments, finalize the meeting minutes and submit the final meeting minutes within one week of meetings. New plumbing fixtures will be installed as part of this project as the condition and useful life of the existing ones is not expected to be good or fair. Additional furniture items should be coordinated between the VA prior to purchase. All new HVAC equipment will also need to be installed under this project. Dedicated Outdoor Air Supply (DOAS) unit, ductwork, Variable Air Volume (VAV) units, Exhaust Fans (EF), and diffusers will need to be coordinated with the drop ceiling and basement floorplan. The electrical service is unknown at this time but appears to have been abandoned as documented by a 2013 survey. The electrical system will be entirely new from the ground up to support the functions as an administration facility. Physical Access Control Systems (PACS) card readers (Feenics) should be installed at major entries into the building. The building is only intended for VA staff and Cerner use. Fire protection systems should be provided for the building. The VA has indicated that fire suppression is requested and has been added to the existing scope of work. The building shall have two means of egress from the basement and from the first floor. For the first floor, the second means of egress is only for the occupants in Open Area A. Automatic sprinkler protection will be installed in accordance with the requirements outlined in the VA Fire Protection Design Manual (VAFPDM), 8th Edition, Section 6.1.A.b, loss of real or personal property does not exceed $500,000.00. Telecommunication will need to be provided for the building. With the bandwidth requirements being 50 Mb/s per person, and the potential for up to 50 devices in use at a time, it is recommended that fiber is routed into the building from the nearest location. Contractor shall ensure all nearby adjacent surfaces and areas are protected from damage during the period of construction and should any damage occur, it will be the responsibility of the Contractor to repair before the end of the contract period. This project will also abate and remediate areas containing asbestos materials, lead based paint, rectify code deficiencies including seismic requirements, gaps in design as required by program design guides and ABAA accessibility. Execution The Contractor will perform all work and provide the labor, materials, and equipment needed to meet this Scope of Work. The government shall not loan or provide any labor or equipment. The government is not responsible for costs incurred due to mismanagement of labor or lack of proper equipment. Design Build Team General DB Team must provide design period services to include drawings, specifications, and cost estimate reflecting specific tasks identified herein, in addition to on-site meetings with professional and administrative staff, site investigative work, review of supplementary documents. DB Team must provide competent design period services with staff and consultants adequately knowledgeable in healthcare design and construction, the various subordinate design disciplines, including but not limited to mechanical, electrical, plumbing, structural, fire protection, life safety, and other building/utility systems as required. DB Team must develop plans from field verification on site and VA-provided supplementary drawings. DB Team is responsible for on-site verification of existing conditions affecting design which may include crawling, use of ladders, selective disruptive research (coordinate with VA), and discussions with engineering personnel. DB Team must consider adjacent systems and components (architectural as well as utility systems) to avoid unforeseen site condition construction change orders. DB Team must verify necessary building architectural and utility system components to provide for a full and complete design of replacement architectural elements and utility system components. This includes, but is not limited to items such as: Coordination of requirements for Owner provided furniture scope. Existing conditions verification upgrades to meet current codes. ABAA/ADA accessibility requirements Above ceiling verification conflicts/interstitial space Verification of spare circuits on electrical panels Mechanical systems and distribution verification Plumbing verification (dead legs existing conditions) Fire sprinkler reconfigurations/change in pendant type/elevation to meet current code. Fire alarm upgrades to current code Low Voltage access control capacity on existing panels Structural conflicts - through floor penetrations, etc. VA design period services to include Design Development (DD), Construction Documents (CD). All submissions and related work for each design phase must conform to the requirements in this document and Program Guide (PG)-18-15. Accomplish design using 1/4" scale plans to provide enough area on plans to clearly delineate required work. Use of 1/8" scale drawings may be utilized for hazardous materials, phasing, floor pattern, finish patterns, life safety and fire protection. Provide a cost estimate for each design review meeting, subject to DB Team development as design progresses. Design Development (DD) Design Development includes initial work of DB Team required to represent the project as a set of drawings conveying the major intent of the project work. At this stage of project design, the physical layout of the new work should be shown. Construction Documents Submission Requirements: Refer to VA TIL for submission requirements. Construction Documents submission must combine updates of all earlier sets of specifications and drawings and any other relevant project information (meetings, other discussions, etc.) making up a complete set of project documents. The quality of and level of detail of the CD submission should be such that no further or minimal changes are needed. The CD submission must incorporate all changes needed from earlier reviews and that a quick review must show all information is presented in clear and concise format. Discussion of Contractor staging/parking/exterior space usage, management of phasing activities such as control of dust and debris (infection control), etc. must occur during development of the CD submission. A/E must submit the following in a single package and at one time per date identified in contract Special Provisions: A/E Provided Project Checklists: DB Team must provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. This checklist will show all products requiring submittals in the form of shop drawings, data sheets, manufacturer cut sheets, etc. as well as all other items shown as required submittal items including, but not limited to, reports, system evaluations, testing, operating and maintenance manuals, etc. Provide 100% drawings in .pdf and specifications in Word electronic formats for construction period use by VA. The drawings must be combined into VA approved named files (not DB Team identified project numbers), generally no greater than 5-6mb size. A share-point site or email with hyperlink click and download such as Newforma is encouraged for ease of transfer. Cost Estimate Cost estimates must be developed in strict conformance with VA s Manual for Preparation of Cost Estimates & Related Documents for VA Facilities (August 1, 2022). https://www.cfm.va.gov/til/A/E/CostEstimatingManual.pdf Site Cleanup and Restoration The Contractor shall remove waste generated from the worksite on a scheduled basis. Waste shall be deposited in an appropriate dumpster provided by the Contractor, located in an area approved by the COR and removed from the grounds weekly or when full. The Contractor is responsible for the procurement of waste services, and no government leased, or owned dumpster shall be used to dispose of construction waste. Damage of interior and exterior items such as lawns, walls, ceiling tile, and any other Government owned equipment shall be repaired/replaced at no cost to the Government. Upon completion of work, the Contractor is responsible for any punch list items accrued during the final walkthrough by the Contracting Officer s Representative (COR). This contract will not be fulfilled until all items are addressed in a timely manner, inspected by the COR, and have written approval. Travel The contractor shall not charge travel costs to the Government. Parking Due to limited parking, campus size, and multiple ongoing construction projects, the contractor shall limit the number of contractor vehicles on site to an appropriate level. Coordinate with the COR for proper parking if standard lot spaces are not being used. Period of Performance A timeline based on A/E contract award of approximately April 2024 is offered below. During the process of the work the Contracting Officer (CO) and COR will conduct periodic reviews with DB Team to review progress. DB Team must perform the work required within the limits of the following schedule. Predesign Meeting with VA staff Day 0 Design Submit 65% Design Development (DD) Review Package +45 days, Day 45 VA Review +10 days, Day 55 Submit 95% Construction Document (CD) Review Package +60 days, Day 115 VA Legal/Technical, Fire/Safety/Energy Reviews +15 days, Day 130 Submit 100% Construction Document (CD) Review Package +15 days, Day 145 Administrative NTP for contracts, submittals and long lead items +60 days, Day 205 Construction NTP and Multi-Phased Construction +201 days, Day 406 All work to be completed within 58 weeks (406 days) of the Notice to Proceed (NTP). Submission of Design timeline, safety plans, quality control plan, phasing, schedules, pre construction submittals, etc. shall be required to be submitted within 30 days of the Administrative NTP. Work Schedule Work will be performed during normal business hours 7:00 AM until 5:00 PM. Coordinate working schedule with the COR prior to beginning construction. Any work to be performed outside normal business hours and on weekends or holidays will need to be coordinated with the COR three (3) days prior. Federal Legal Holidays New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in November Veteran s Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Code Compliance All NEC/NFPA and other applicable healthcare facility codes referred to in specification or VHA Publications such as VHA Directive 1028 and Electrical Design Manual are applicable to this project and will be strictly enforced. Seismic requirements published on the VA Technical Information Library (TIL) are applicable. Any deviations or work that is non-conformant to standards, regulations, or specification shall be removed and corrected at no cost to the Government. The VA adopts the most current versions of the NFPA and other applicable publications. Installation of electrical systems shall be performed by licensed or journeymen electrician; provide documentation via submittal. Installation of communications systems shall meet all requirements VHA Publications related to infrastructure upgrades. The contractor shall coordinate with VA with all aspects to revised Physical Security and Resiliency Design Manual (PSRDM) program requirements. These requirements may be revised and modified in the construction phase with evolving requirements and constraints applicable to a 100% fully functioning VA Security System. The contractor shall adopt new publications with specific work results from VHA publications with regard to Physical Security and Resiliency Design Manual (PSRDM). All current VHA Directives, Specifications, Guidebooks, and other TIL references are applicable at the time of bid. (https://www.cfm.va.gov/til/) (https://www.va.gov/vhapublications/) In the development of submissions DESIGN-BUILD TEAM must utilize certain VA and other design and construction criteria. The design is not limited to these items and must be the result of compliance with applicable codes and standards, the user requests, and DB Team expertise and creativity: VA Design and Construction criteria in the Technical Information Library (TIL), including planning, design, and construction items such as: Design Alerts, Design and Construction Procedures, Design Guides, Design Manuals, Equipment Guide List, Master Construction Specifications, Room Finish and Door Hardware Schedule, Space Planning Criteria, etc. The Joint Commission Organization Accrediting Healthcare systems requirements. NFPA Codes including, but not limited to: NFPA 101, Life Safety Code; NFPA 99, Healthcare Facilities; NFPA 70, National Electrical Code (NEC) The Facilities Guidelines Institute (FGI) 2022 Guidelines Compliance to all known applicable codes must be reflected in the completed design and construction contract documents. Resolve conflicting criteria with VA. VA continually updates information in the Technical Information Library (TIL) used in project design. DB Team must review the guidelines in the TIL and incorporating the applicable criteria into the design and construction documents. The following section, Access to VA Standards, provides web addresses for the TIL and commonly used VA standards and references. Access to VA Standards The following are hyperlink addresses to commonly used VA standards and resources also found through searching the VA Technical Information Library (TIL) Catalog and Home Page: TIL Catalog - Office of Construction & Facilities Management (va.gov) Technical Information Library (TIL) home page http://www.cfm.va.gov/TIL/ A/E Design Submission Requirements (PG-18-15) http://www.cfm.va.gov/til/A/EDesSubReq.asp A/E Quality & Design Alerts http://www.cfm.va.gov/til/alert.asp Design & Construction (PG-18-3) http://www.cfm.va.gov/TIL/cPro.asp Design Guides (PG-18-12) http://www.cfm.va.gov/til/dGuide.asp Design Manuals (PG-18-10) http://www.cfm.va.gov/til/dManual.asp Fire Protection Design Manual https://www.cfm.va.gov/til/dManual/dmFire.pdf Environmental Compliance program (PG-18-17) https://www.cfm.va.gov/environmental/index.asp Equipment Guide program (PG-18-5) http://www.cfm.va.gov/TIL/equip.asp Master Specifications Index (PG-18-1) http://www.cfm.va.gov/TIL/spec.asp National CAD Standards and Details (PG-18-4) http://www.cfm.va.gov/TIL/sDetail.asp VHA National CAD Standard Application Guide https://www.wbdg.org/ffc/va/national-cad-standards-and-details-pg-18-4/application-guide Room Finishes, Door and Hardware Schedule http://www.cfm.va.gov/til/room/RoomFinishes.pdf Signage Program http://www.cfm.va.gov/til/spclRqmts.asp#SIGN Space & Facility Planning (PG-18-9) https://www.cfm.va.gov/TIL/planning.asp Technical Summaries https://www.cfm.va.gov/til/techSumm.asp Sustainable Design Manual http://www.cfm.va.gov/til/sustain.asp VA Seismic Requirements https://www.cfm.va.gov/til/etc/seismic.pdf VA Barrier Free Design Standard https://www.cfm.va.gov/til/etc/dsBarrFree.pdf Guidelines for Design and Construction of Health Care Facilities, Latest Edition, published by The Facilities Guidelines Institute (FGI) http://www.fgiguidelines.org Design requirements and information is not limited to the links provided. Special Provisions for Construction Documents DB Team is responsible for professional quality and technical accuracy in providing VA with documents. Services include but are not necessarily limited to: Contract administration Structural design documents and calculations for seismic design reinforcement in detail of construction documents including all structural plans, elevations, sections, details, schedules, calculations to size all structural components. Electrical design documents in detail of construction documents including all plans, elevations, sections, details, diagrams, schedules, showing power distribution systems, lighting, and signal systems. Cost estimates at each review submittal phase showing detail quantities. Advise VA at earliest opportunity when project is over budget. No provision will occur for additional expense for redesign in later reviews. Specifications for all sections of the work utilizing VA Master Specifications from website. Coordinate specs and edit for project application. Presentation and review submissions. Meetings with VA representatives, and field technical personnel. Quality Assurance and Quality Control (QA/QC). Develop and execute and demonstrate to VA the project plans and specifications have gone through QA/QC review with all disciplines and partners. Drawings Drawings must be based on standard VA guidelines. Drawings must be normally in plan view, at a scale where work required is clear, legible, and easy to interpret. All original drawings must be based on standard VA guidelines. Drawings must be done in plan view at a minimum scale of 1/4" = 1'. Details must have a minimum scale of 3/4" = 1'-0", and if possible, larger. Drawings must be independent for demolition, architectural, mechanical, electrical, structural, civil, etc., and must show, on separate views, required demolition and reconstruction details for each function. Drawings must be prepared using AutoCAD 2018 or newer and plotted on 30" x 42 sheets. Final drawings must bear VA title block and nomenclature. Drawings must be on the same type and size sheets. All views, elevations, sections, etc., must be complete to ensure total contractor compliance without any ambiguities, or subject to various interpretations. All drawings are required to show existing conditions as of the date of the design submission. All sheets of drawings must contain A/E official stamp with professional seal and signature along with the name and address of the firm. Specifications Specifications must be based on VA Master Construction Specifications. Specifications must be prepared and submitted individually in latest version of Microsoft Word. DB Team must review and edit applicable sections of the specifications for completeness, relevance, and correctness. The intent is to provide specifications suitable for the project intention and detailed enough to enable the contractor to perform the work in the simplest and practical manner. Where a particular item is referenced in the specifications, consult with Engineering for direction on which item to select. The contractor must not be provided options or choices to make selections but must be provided the specific selection. DB Team must obtain the name and type of specialty materials and equipment required for use on the project. All items shown in the specifications must, if named specifically by brand or trade name, carry the statement "or approved equal" with salient characteristics listed. 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. Information on such items must be provided by VA. Construction tolerances must be specified in detail in all specification sections or identified on plans. Legal precedence of "specifications over drawings" must not be used to resolve design ambiguities between drawings and specifications, or to justify omission of drawings or notes required for clarity. Contradiction, ambiguity, or statements subject to various interpretations, must be corrected to reflect a single clear intention. Construction Period Contractor must follow the latest VHA Construction Safety Guidebook. See work hours in Section IV D of this SOW. Project s design and construction MUST be completed in no more than 406 calendar days from Notice to Proceed. Contractor must submit a Critical Path Method (CPM) schedule for BOTH Designs phase and Construction phase with estimated dates and itemized cost of work to the Contracting Officer for review and approval before Notice to proceed. Qualifications The DB Team Contractor A/E must be licensed in the State of Montana. The contractor and all contractor employees must have taken the OSHA Certified 30/10-hour construction safety course and show documented proof. The contractor must designate a competent person in accordance with 29 CFR 1926. 32(f) which states, One who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous or dangerous to employees and who has authorization to take prompt corrective measures to eliminate them . The contractor must instruct each of his employees in the recognition and avoidance of unsafe conditions and the regulations applicable to this work environment to control or eliminate any hazards or other exposure to illness or injury. Additionally, the contractor must comply with the following requirements including but not limited to: Develop a plan detailing project specific, fire-safety measures. Maintain site and building access free and unobstructed to facility emergency services. All temporary construction partitions must meet fire-safety requirements. Temporary heating and electrical installations must comply with OSHA 1926, NFPA 241 and NFPA 70. Means of egress must not be blocked. Egress routes for construction workers must be maintained free and unobstructed. Contractor furnished fire extinguishers must be provided and maintained in construction areas and in temporary storage areas. Extinguishers must be raised two feet off the floor. Flammable and combustible liquids must be stored, disposed and used in accordance with OSHA 1926, NFPA 241 and NFPA 30. Existing fire protection must not be impaired. Provide fire watch for impairments more than four (4) hours in a 24-hour period. Notify the COR and VA Fire Inspector if these conditions are expected or occur. Prevent accidental smoke detector operation. Perform Hot Work in accordance with NFPA 241 and NFPA 51B. Maintain all construction permits visible and updated as required by the CVAMC Safety Office and Infection Control Department. Prohibit smoking in and adjacent to construction areas. Dispose of waste and debris from building DAILY. Follow all additional requirements as specified in the FTHVAMC Construction Policy. Quality Assurance/Quality Control To reduce design errors and omissions, the Design-Build Team must develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort. Government Furnished Information All available record drawings will be provided upon request to the DB Team. They should not however, be considered as built . These drawing files are provided without warranty or obligation as to the accuracy or information contained in the files. All information in the files must be independently verified by the user. Any user must agree to indemnify and hold the VA harmless from all claims, damages, losses, and expenses, including, but not limited to, attorney fees arising out of the use of the Computer Aided Design and Drafting (CAD) drawing files. Privacy Statement Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures. Post Construction Quality Validation and Design-Build Team Contract Close-out FAR 52.246 21 Warranty of Construction, the Contractor is to provide a one (1) year warranty period, from the date of final acceptance of the work, covering defects related to all work performed and any materials/equipment included in the project. Closeout The contractor shall provide a two week notice to the COR for the onsite Final Walkthrough and Punch List for Acceptance as well as other planned milestones. DB Team must submit the record drawings showing any changes or modifications to the Bid Documents reflected on the hard-copy set of as-builts ; Drawings must be individually marked Record Drawing and submitted in a single package as follows; Drawings in AutoCAD (DWG) format of the entire project on CD. All drawing objects must be removed. (e.g., Revit, Desktop, etc.) All drawings must plot properly using the NCS.ctb plot file. Drawings must represent final project with all demolished and/or removed items deleted from the .dwg files. All drawings must be on the VA Cad Standard Layering convention. Drawings in (PDF) format of the entire project in addition to 1 set of full size 30 x 42" drawings. Definitions and Acronyms A/E: This term, as used herein, refers to the Architect-Engineer firm(s) that are a part of the Design-Build Team, also referred to as DESIGN-BUILD TEAM. Certified Independent Third-Party Safety Professional (CITP): Certified Independent Third-Party Safety Professional for the review of the design documents for compliance with national and local codes, standards, federal and state regulations. Competent Person (CP): One who can identify any existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees, and who has authorization to take prompt corrective measures to eliminate them. Contracting Officer (CO): The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer. Contracting Officers Representative (COR): The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer. Contractor: This term, as used herein, refers to the contractor under this contract. Design-Build (DB): as defined by the Department of Veterans Affairs (DVA) is the procurement by the Government, under one contract, with one firm (which may be a joint venture) for both design and construction services on a specific project. Design Build Contract: This term, as used herein, refers to the Contract(s) to perform the design and construction of the project. Design-Build Team A/E: This term, as used herein, to refer to the entire Design-Build Team (Contractor, A/E and any sub-contractors) all inclusive. Facilities Condition Assessment (FCA): Is an industry term that describes the process of a qualified group of trained industry professionals performing an analysis of the condition of a group of facilities that may vary in terms of age, design, construction methods, and materials. Interim Life Safety Measures (ILSM): Measures that are instituted to compensate for significant hazards posed by existing life safety (fire) code deficiencies or construction/renovation activities. Pre-Construction Risk Assessment (PRCA): Used to identify potential risks associated with the renovation, construction and some maintenance & repair activities and to develop risk mitigation strategies to minimize these risks. Prior to beginning work this assessment will be completed.
