C1DA--EHRM Infrastructure Upgrades Design (Project #546-20-120) - Miami VAMC

3 VA Health Care System 1201 NW 16th Street Miami, FL 33125 A&E Statement of Task EHRM -Infrastructure Upgrades- Miami, FL VA Medical Center Miami, FL. Project 546-20-120 General Requirements An Architect & Engineer (A&E) contract will be negotiated for the development of complete construction documents i.e., working drawings, specifications, reports, and construction period services. The A&E will be given written information; participate in project planning meetings, pre-bid meeting, and pre-construction meeting as required; communicate with VA personnel via telephone or letter; and is expected to coordinate so that the final documents include all requirements in accordance with industry standard practices, VA standards, VA design manuals, and review comments. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project s estimated construction contract price of $14,082,000.00. PROJECT OVERVIEW: The Government desires an A/E firm design the required improvements to the Electronic Heath Medical Records (EHRM). The scope of this project includes but not limited to the following infrastructure improvements: Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion and renovation of existing space (demo, new construction, finishes), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, install diversified path to datacenter for WAN, hazardous material abatement. Project Building locations include: Buildings 1, 7, 10, 44, and Fisher House. Note: Buildings 8 & 9 will be demolished, and a new building will be built, and it must be included into this project. The design of this project will address, but will not be limited to, the following items: Perform a technical evaluation of the existing site conditions, paying special attention to existing structural system, utilities, building operations, etc. Establish additional programming requirements for the design project by collecting information from the designated VA personnel. The A/E shall take into consideration all necessary life safety measures, as well as hospital flow when designing the construction phases. A justification shall be provided. The project shall be phased from section to section to provide a minimum interruption to the medical center. Provide a construction estimate per phase. The A/E shall be responsible for physically identifying existing electrical panels, location and available capacity. The A/E shall take into consideration VA TIL Guidelines for IT and incorporate those requirements into the design. The detailed project design should begin with the above-mentioned intense on-site physical survey and collection of previous project data. All designs shall incorporate all architectural and engineering disciplines necessary to provide a complete and functional design. Designs shall be in accordance with all applicable requirements of NFPA, EPA, ANSI, OSHA, National Plumbing Code, National Electric Code, ASHRAE, National Safety Code, VA Specifications, VA Construction Standards, VA Design Handbooks, etc. and all applicable local, state, and Federal regulations and standards. Existing drawings will be made available to the A&E; however, their accuracy shall be field verified by the A&E and all consulting firms as part of investigative services. The A&E will be required to perform all necessary site survey work such as verifying record drawings. The following investigative work shall be included within the scope of this project: 1. Provide all Engineer investigative work for application to this project including but not limited to, vibration studies, electrical load testing, HVAC (Thermal Load and Test Balance), structural analysis and any other test or study required to complete this project. Verify existing conditions to ensure the accuracy of your design and verify location of underground utilities prior to necessary excavations. 2. Field verify VA furnished drawings to ensure A&E design is accurate. It is the A&E s responsibility to determine existing conditions and to base the design on this information. 3. Materials to be furnished to the A&E by the VA The following shall be furnished to the A&E upon request: a. VA Engineering Service will provide the A&E with all applicable drawings for the project. The accuracy of the paper copies of Drawings is not guaranteed and shall be used only for general information. Actual conditions must be field verified by the A&E and all consulting firms. The A&E will then make copies of these drawings at the VA using VA equipment. b. All VA standards, specifications, Space Planning Criteria, Equipment & Design Guides List and design submission guidelines can be obtained by accessing the World Wide Web at the following address: http://www.cfm.va.gov/TIL/ II. SUBMISSIONS OF DOCUMENTS Submissions will be reviewed for completeness against the A&E Design Submission Requirements (PG-18-15 Volume C) also see SOT - Att 7 - AE Submission Instr - Miami Infra - 546 20 120. The following specifies the documents, etc., required to be submitted by the A&E to Engineering Service, for each scheduled review. A. Construction Documents: General The Architect/Engineer will design and estimate so that all applicable codes are met. The A&E will be required to make a formal presentation in person at the 100% and Final design review as required. The A&E shall take written minutes of all design review meetings, participate in the pre-bid and pre-construction meetings, site visits, and any other site investigation meeting and provide copies of those minutes to the VA within five (5) calendar days after the meeting. The overall design shall include all calculations, CADD drawings, plans and specifications in conformance with recognized standards e.g. NEC, UL, NFPA, JCAHO, VA Construction Standards, and other references indicated above, etc. The most stringent standard shall be utilized. In each submission, the A&E shall incorporate all material specified and all revisions according to comments made by either the Medical Center, Network Safety & Fire Protection Engineer or VA Headquarters where applicable. 35% Review One set of specifications, one set of CADD & PDF drawings, cost estimates, and design calculations. Submittal Letter: A&E shall provide a submittal letter addressed to the Chief, P&A Service stating documents submitted for 35% review. Specifications: A&E shall provide a full set of project specifications, including General Requirements, reflecting 35% of completed construction documents. Drawings: A&E shall provide one (1) full size and 1 (11 x17 ) size sets of project drawings produced on a Computer-Aided Drafting and Design (CADD) system. CADD system shall be compatible with Auto CADD 2019 or Later. This shall include: A title sheet with drawing index and department index for all drawings. Measured drawings of existing systems, utilities and facilities to be demolished or retained. New work to be performed including all involved disciplines, details sections, notes, legend, tables and any other necessary information to complete the project. Phasing drawing(s) including, but not limited to, traffic impact works for outside projects, temporary relocation of services/equipment during construction, and any other phasing coordination. This drawing shall be included in the final bid documents. Cost Estimate: A&E shall provide a current detailed cost estimate. It should include the various categories of work involved; and the quantities and unit cost. Magnitude estimates are not acceptable. A restriction affecting the A&E s design is the construction cost limit as will be stated in the A&E contract. The A&E must design within this cost limit. Should the VA change or modify the scope of work in any way to increase the cost the A&E would not be responsible, but he must advise the Contacting Officer of the increase. If any other cost increases become evident, the A&E must notify the Contracting Officer and recommend remedial action to reduce the estimated cost to within the approved limits. If an overrun is caused by the A&E, the contract requires him/her to make whatever changes the Contracting Officer deems necessary to reduce the project s cost at no additional design expense to the Government. However, if the overrun in cost was not caused by the A&E, or if the Contracting Officer agrees to a change in scope, the A&E s fee will be adjusted. The responsibility for reducing costs to the lowest level while satisfying the functional requirements of project rests with the A&E. Therefore, efforts toward controlling costs must begin in the earliest planning stages and continue through the final stages. The devices used to control construction costs are cost monitoring, value Engineering, bid alternates, scope reductions, etc. This cost estimate shall include a contingency allowance of 5% for new construction and 10% for renovations or retrofit. An accurate, well-developed estimate by the A&E is a critical element. The construction estimate shall be based on the construction occurring according to the established schedule. It should include an inflation allowance, which is appropriate for our geographical area and accounts for the local bid climate at the anticipated construction award date. The 35% design submissions will be reviewed for functional purposes only. Technical accuracy and details will be the responsibility of the A&E firm. 65% Review One set of specifications, One set of CADD & PDF drawings, and a cost estimate. Submittal Letter: A&E shall provide a submittal letter stating the changes and corrections noted on the previous review have been evaluated and incorporated in the documents submitted for the 65% review. Specifications: A&E shall provide complete specifications, in accordance with previous review requirements, with all review comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general sections. Each section shall have a detailed index. Section 01 00 00 shall include the 10 hours OSHA training for all employees and subcontractor s staff, and the 30 hours course for the superintendent if he will be assigned as a competent person . Drawings: A&E shall provide one (1) full set and one (1) 11 x17 copies of project drawings produced on a Computer-Aided Drafting and Design (CADD) system. CADD system shall be compatible with Auto CADD 2019 or Later. This submission shall include: All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as required construction details. Also show complete details, notes, equipment schedules, sections and locations. Comments included in the 35% review shall be incorporated in the drawings. Cost Estimate: A&E shall provide a revised detailed cost estimate and ensure that the following items are included: Certification that the quantities have been checked and found to be correct. All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission. Materials are priced at the contractor s buying level. Sales taxes, when applicable, will be added into material costs. Cost totals should reflect labor and materials separately and should be formatted as follows: Totals - labor and material for all branches of work. Overhead and Profit a nominal percentage to reflect variations of trades, project size, competition, etc. Total Estimated Cost. This submission will be reviewed in a format similar to the 35% submission. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A&E firm. Conditions and field verification are the total responsibility of the A&E. Therefore, change orders are not expected during construction due to design deficiency or negligence. It is the A&E s responsibility to accurately determine conditions and to ensure that the design is based upon correct current field verified data and ensure no design deficiencies. All drawings furnished by the Department of Veterans Affairs shall be field verified by the A&E. 100% Review One set of specifications, One set of CADD & PDF drawings, and a cost estimate. Submittal Letter: A&E shall provide a submittal letter stating the changes and corrections noted on the previous review have been evaluated and incorporated in the documents submitted for the 100% review. Specifications: A&E shall provide complete specifications, in accordance with previous review requirements, with all review comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general sections. Each section shall have a detailed index. Section 01 00 00 shall include the 10 hours OSHA training for all employees and subcontractor s staff, and the 30 hours course for the superintendent if he will be assigned as a competent person . In addition, the A&E shall provide and described bid deductive alternatives in specification section 01 00 00 for funding constraints. Drawings: A&E shall provide one (1) full set and one (1) 11 x17 copies of project drawings produced on a Computer-Aided Drafting and Design (CADD) system. CADD system shall be compatible with CADD 2019 or Later. This submission shall include: All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as required construction details. Also show complete details, notes, equipment schedules, sections and locations. Comments included in the 65% review shall be incorporated in the drawings. Cost Estimate: A&E shall provide a revised detailed cost estimate and ensure that the following items are included: Certification that the quantities have been checked and found to be correct. All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission. Materials are priced at the contractor s buying level. Sales taxes, when applicable, will be added into material costs. Cost totals should reflect labor and materials separately and should be formatted as follows: Totals - labor and material for all branches of work. Overhead and Profit a nominal percentage to reflect variations of trades, project size, competition, etc. Total Estimated Cost. This submission will be reviewed in a format similar to the 65% submission. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A&E firm. Conditions and field verification are the total responsibility of the A&E. Therefore, change orders are not expected during construction due to design deficiency or negligence. It is the A&E s responsibility to accurately determine conditions and to ensure that the design is based upon correct current field verified data and ensure no design deficiencies. All drawings furnished by the Department of Veterans Affairs shall be field verified by the A&E. Final Review Submission After completion of the 100% review comments and corrections, the final bid contract documents shall be prepared and shall include: Submittal Letter: A&E shall provide a submittal letter stating that the changes and corrections noted on the previous review have been evaluated and incorporated in the documents submitted for the final submission. Final Cost Estimate: A&E is to provide the final cost estimate incorporating all changes and corrections noted in the previous review. In addition, the total completion date for the base bid Shall be included as part of the final cost estimate. Certification: At the final review the A&E will present the completed CADD produced drawings one (1) Full Size and one (1) Half Size (11 x17 ) each of which shall include a signature block that will bear the professional registration stamp of the registered professional architect and/or engineers responsible for the design. An architect s stamp (seal) must be applied to architectural drawings and an engineer s stamp to engineering drawings. In addition to the seals of the applicable Registered Professional Engineers, Certified Independent Third-Party Safety Professional of Professional Credential (CITP) and the Fire Protection Engineer in Charge of the final design revision are required as indicated in Section IV Certified Independent Third- Party Design Reviews of this document. Also, a certification letter signed and stamped by the CITP indicating that the design is in compliance with the latest codes and regulations per Section V shall be included with this submission. The Final Bid design package will not be accepted without the CITP Review certification letter. After the drawings and specifications have been reviewed by Engineering, the Contracting Officer will issue for bid. If major discrepancies exist in the drawings, the technical clearance will be postponed until the A&E has corrected these contract documents. Technical accuracy shall be the A&E s responsibility. Electronic Drawings: One Full set of electronic media containing all final CADD and PDF drawing files shall be submitted either by email, share file, drop box or CD depending on the file s size. Files must be compatible with current Auto CADD 2019 and all layers shall be unlocked prior to submission. In addition, electronic copies of the specifications in Word Format and Cost Estimates shall be included. A&E shall include in specification section 01 33 23 SAMPLES AND SHOP DRAWINGS a list by specification and paragraph of all submittals require to be made under this project; however, a disclaimer statement is recommended. Section 01 00 00 shall include the 10 hours OSHA training for all employees and subcontractor s staff, and the 30 hours course for the superintendent if he will be assigned as a competent person . In addition, the A&E shall provide and describe bid deductive alternatives in specs section 01 00 00 for funding constraints. Solicitation Support Services (Option Items) AE shall provide solicitation support services during the construction period s solicitation phase. Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package. The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite. Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation. Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement. Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings. In response to any technical questions and/or addenda issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction Construction Period Service (Option Items) Request for Information (RFI) Requests for Information shall be responded to within three (3) calendar days of submittal to the A/E. All documents in any of the electronic formats listed above. Review of Submittals A&E shall review all material submittals, shop drawings and test reports that are required, etc. Reviews shall be completed, and submittals returned to Engineering Service within ten (10) calendar days. Review Analysis of Change Orders and Costs A&E shall provide prompt response when contacted by the Contracting Officer s Representative (COR) to review and provide analysis of Change Orders and Costs within five (5) calendar days. Modification Requests Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. All documents in any of the electronic formats listed above. VA may require turnaround in less than 7 days if taking 7 calendar days would impact contractors ability to hold schedule commitments. Change Order/Modification Proposal Review & IGCE Formulation: The A/E shall review the Contractor's change order/modification proposals for construction change orders when requested by the COR within 7 calendar days of receipt of the request. The A/E shall also formulate IGCEs for the modification within seven (7) calendar days of receipt. Site Visits A&E shall provide site visits including the preconstruction conference, and final inspection when requested by Engineering Service. Include price for additional site visits during site investigation process by discipline limited to a maximum of ten (10) including all disciplines. The A&E will also provide conference minutes and Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above after each meeting and/or site inspection including the final inspection punch list. Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above. Record Drawing Requirements A&E shall provide one (1) complete finished set of As Built drawing reflecting all changes incorporated during the actual construction. These As Built are to be drawn on a CADD and all changes highlighted. A clear copy in MYLAR shall also be included made out of updated As Built CADD drawings. The complete set will all be dated the same with RECORD AS-BUILT DRAWINGS on each page s title block. The A&E shall include a requirement note for the contractor to provide marked up prints directed to the A&E showing actual construction and any changes, which occurred during construction. These shall be verified by the A&E. A&E shall also submit a complete electronic updated set of record as-built drawing files produced on CADD System compatible with Auto CADD 2019 either by email, share file, drop box or CD depending on the file s size. A&E shall update drawings such that they shall meet the complete approval of the Engineering Service. IV. Certified Independent Third- Party Design Reviews (CITP) The design Architect/ Engineering (A&E) will hire a Certified Independent Third-Party (CITP) Safety Professional or Professional Credential to provide the necessary design reviews for compliance with national and local codes, standards, and federal and state regulations included but not limited to: OSHA Standards JCAHO Standards Handicap Accessibility Standards NFPA Codes National and Local Building Codes EPA Regulations Emergency Preparedness infrastructure vulnerabilities Security infrastructure vulnerabilities VA Design Manuals Others as applicable 1. Requirement for acquiring and incorporating a Certified Independent Third-Party (CITP) Safety Professional or Professional Credential review of design documents VA must comply with national and local codes, standards and regulatory requirements in order to comply with Public Law 100-678, Public Buildings Amendment Act of 1988 and Public Law 102-522, Federal Fire Safety Act of 1992. Like other federal agencies with real property and construction authority, VA acts as its own building and code enforcing official or as the Authority Having Jurisdiction (AHJ) for meeting code requirements. As such, the VA has overall responsibility of ensuring compliance with codes. The design A&E will hire a CITP consultant(s) as necessary for the review of design documents for compliance with applicable national and local codes, standards, federal and state regulations. The Design A&E will take into consideration and incorporate all third-party consultant comments/recommendations into the design documents prior to advertising for a construction contract award. 2. Certified Independent Third-Party Professional or Professional Credential Review and Approval Project plans must have a signature block or a letter on third-party Company s letterhead, a third party certified safety professional or professional credentials as applicable to the nature of review certifying and verifying the plans and specifications have been reviewed for compliance with applicable codes, standards and regulatory requirements. At the time of review, the CITP should identify all corrections necessary for the A&E to bring the design into compliance. The A&E is required to incorporate and make necessary corrections to the design to bring the design into compliance prior to the final design documents being issued for a construction contract award. V. Design There will be five major stages of the A&E s work under the contract as follows: 1. Conduct site investigations/project direction meeting. Coordinate with VA Engineering Using existing as-built as furnished by VA. Consulting Engineers and other disciplines also involved. VA Engineering available to discuss specific questions. QA and QC Report. 2. Present 35% Design Review. Formal meeting conducted by A&E. Minutes prepared and submitted to VA within five (5) calendar days. One (1) full size and one (1) half size (11 x 17 ) copies of drawings. One (1) copy of cost estimate. One (1) copy of edited specification. 3. Present 65% Design Review. Formal meeting conducted by A&E. Minutes prepared and submitted to VA within five (5) calendar days. One (1) full size and one (1) half size (11 x 17 ) copies of drawings. One (1) copy of cost estimate. One (1) copy of edited specification 4. Present 100% Design Review. Formal meeting conducted by A&E. Minutes prepared and submitted to VA within five (5) calendar days. One (1) full size and one (1) half size (11 x 17 ) copies of drawings. One (1) copy of cost estimate. One (1) copy of edited specification. 5. Present Final bid documents. Formal meeting conducted by A&E. Minutes prepared and submitted to VA within five (5) calendar days. One (1) full size (original) and one (1) half size (11 x 17 ) copies of drawings. One (1) copy of cost estimate including cost estimate and the estimated duration of the base bid and each alternative. One (1) copy of fully edited specification. One (1) set of electronic media containing all final CADD & PDF drawing files. Note: The A&E firm shall provide one (1) complete set of signed and sealed drawings and specifications of the final bid documents for advertisement purposes. Coordination with the contracting officer is required for delivery purposes. In each submission, A&E shall incorporate the material specified in the earlier submission, revised according to the comments made by the CITP and VA at the previous review. VI. Schedule The A/E shall perform Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.01 Architectural and Engineering CPM Schedules. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends. The A&E shall submit documents as indicated below: DUE DATE ____ITEM______ (CALENDAR DAYS AFTER CONTRACT AWARD) 35% Review 40 Calendar Days VA Review 07 Calendar Days 65% Review 40 Calendar Days after 35% approval. VA Review 07 Calendar Days 100% Review 40 Calendar Days after 65% approval. VA Review 07 Calendar Days Final Design Review 10 Calendar Days after 100% approval. VA Review 04 Calendar Days VII. Period of Performance 155 Calendar Days after Notice of Award. VIII. VA Responsibility The VA will coordinate meetings with appropriate medical staff and the A&E as requested. Any site visit shall be coordinated 7 Calendar Days in advance for proper coordination with the VA staff. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the VHA Program Contracting Activity Central (PCAC); only a warranted PCAC Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work. The VHA PCAC shall designate a Contracting Officer s Representative (COR) to monitor and manage the A/E s performance under the design project contract. The COR shall be a representative of the Miami VA Medical Center Facilities Engineering Planning and Analysis Section and have the technical knowledge required to monitor and oversee the project. A COR from the Miami VA Medical Center Facilities Engineering Planning and Analysis Section shall also be designated for the construction project contract to monitor and manage the construction contractor s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of Owner s Representative and does not supersede or eliminate the A/E s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase. X. OI&T Infrastructure Standard for Telecommunications Spaces: The current version for this standard is version 3.0, dated August 21, 2020 (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at the Miami VA Health Care System (MIAVAHCS) Miami, FL must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces. The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment, and supporting physical space and equipment. This standard is owned and maintained by Solution Delivery (SD) Data Center and Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and Infrastructure Engineering. Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check wi...