Renovation of a mixed-use development in Sheridan, Wyoming. Completed plans call for the renovation of a medical facility.

Page 1 of 11 DESIGN-BUILD REMODEL OF MULTIPLE ROOMS OF THE ACUTE PSYCHIATRIC UNIT (APU) PROJECT NUMBER 666-22-128 SHERIDAN VAMC 1898 FORT ROAD, SHERIDAN, WY 82801 PROJECT OVERVIEW PURPOSE: The U.S. Department of Veterans Affairs (VA) is seeking a design-build contractor to provide all labor, materials, equipment, permitting, design, and construction services necessary to Remodel multiple rooms in building 8. Design-Build (DB) team must provide complete design and construction services within the Acute Psychiatric Unit (APU). Design shall include development of a full set of 100% design documents (construction and demo drawings and specifications) and supporting calculations. Contractor is expected to present the standard schematic design, design development, and final design submittals. Construction will include submittal process and all other requirements defined in VA specifications. All materials are to be submitted and approved by COR before ordering. Project shall comply with all VA specifications, design manuals, directives, and all other applicable requirements. See also Section 00 11 21 Request for Proposal for Design/Build for additional information. PROJECT DESCRIPTION: The following is a general overview of the project. The selected contractor shall use the 35% design provided as the basis of design, shall verify all existing building and utility information, provide full set of construction documents as required by VA standard and shall comply with all VA specifications, design manuals, and requirements. The basis of the project is to design and remodel rooms 202, 207, 263, 232, 233, 234 to varying requirements based upon the 35% plans and specs as provided by the VA. This project is located on the Acute Psychiatric Unit (APU) which is a patient critical mental health unit. APU policies and procedures will be ALWAYS followed upon entering, leaving, and conducting construction or design activities on the unit. Sign in procedures, Tool control, and designated observers are mandated by policy and shall be adhered to without exception. Design work will encompass selective demolition, installation of new complete door(s) with access control (Dynamic Controls), door frame(s) suitable for access control as required, any camera installations required (Hanwa Cameras currently in use at Sheridan VA), painting in all designated rooms, flooring installation in all designated rooms (ALL Luxury vinyl Tile (LVT)), required lighting additions or relocations, and new wall construction as indicated on plans for the Acute Psychiatric Unit (anti-Ligature), Nurse Call (Beacon Communications) relocation to new intake rooms as required by VA design policy, cabinetry installations (Furniture preferred over millwork). All final room configurations will be determined in design Charrette meetings. Building 8 has been identified to contain non friable Asbestos in the most recent Asbestos Management Survey Report Dated July 2019 in some of the rooms involved in this project. A mitigation plan shall be developed as a part of this construction project. The Sheridan VA will provide the latest Asbestos report. Design work to be in phases per more detailed 35% plans and per below: Phase One sally port room 202 and room 263 and selective painting in room 207 (wall Chalkboards 4-foot high, maximum width as space allows). Phase Two nurse s station rooms 232 (clear wall with pass through window, will require construction wall) and 233 per construction plans. Phase three convert rooms 240, 265 and 231 (exam room, remove sink) to office space, assess and replace current nurse call systems in patient bathrooms, as required and install access control to two (2) outer tramway gates. PROJECT ACTIVITIES: Pre-proposal Site Visit(s) as required. Submit Proposal. Award Contract. Bonding/Insurance. Notice to Proceed. Post-award site visit - confirm basis of design parameters provide analysis using VA provided data verifying general parameters of the design and construction. Site visit(s) are required. Design reviews at design development and final design - Design reviews including all submittals and construction schedules as required by PG-18-15 Minimum Requirements for A/E Submissions. VA Approval for final Design Documents plans and specifications as required by PG-18- 15. Design document development. Materials Procurement as soon as possible to avoid construction delays. Submissions as required for construction (Hot work permits, Safety Plans, ICRA, Quality Control Plans, utility interruption requests, etc.). Construction. Verification. Commissioning as required. Training as required. Acceptance by VA. Final Payment. Warranty periods begin. DRAFT SCHEDULE: Predesign Meeting with VA staff: Day 0 Design Submit 65% Design Development (DD) Review Package: VA review: Submit 95% Construction Document (CD) Review Package: VA Technical and Constructability reviews: Submit 100% Construction Document (CD) Review Package: Construction NTP and Multi-Phased Construction: The Contractor shall be responsible for the verification of existing site conditions that may affect required Phasing, construction walls, power, data communication, room configuration and federal, state, and local requirements of the contract. This project is located on the APU unit, will require compete anti-ligature installations throughout and will progress while patients and staff reside on the unit. Contractor shall also be responsible for constant communication, obtaining permissions, permits, coordination with the Mental health staff, station facilities and safety representatives as necessary to meet the requirements of the contract. Stringent tool and materials control will be always enforced while working on the APU unit. Violations of tool control, material control, or unsafe patient construction activities, while working on the unit, may result in immediate cessation of work, safety standdowns up to and including removal from the unit or station, if deemed necessary. Safety will be strictly always enforced, no exceptions. The period of performance for design is 90 calendar days, and construction 120 calendar days from NTP. SCOPE OF WORK: GENERAL: Contractor shall provide engineering, design, commissioning, permitting, and construction services to meet the project objectives and requirements and to provide the required outcome in terms of overall quality, timeliness, and documentation. The Contractor shall be responsible for obtaining, monitoring, including but not limited to dedicated safety observers, and coordinating the services of all third-party Contractors performing other services on site and other entities as part of the contract to ensure the expected safety, quality, timely, and documented final product. Normal work hours shall be 8:00AM to 4:00PM Monday through Friday except for Federal Holidays. If the Contractor desires to work on Saturday, Sunday, holidays, or outside the project site s normal working days the contractor shall submit a written request for approval to the VA-COR at least seven (7) working days prior to the proposed start of such work. Due to the sensitive nature of the APU, no work will be allowed in the evening or overnight hours of the day. Acceptable outages: This project should not require outages. Communicate with COR for any eventualities that may arise requiring outages. 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. DB Team must attend interim review project meetings on site with various VA staff. Record and provide meeting minutes within 36 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. 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: Provide construction cost estimates, submitted along with the design analysis, drawings, and specifications, for each design review submission required by the contract. Cost estimates must be developed in strict conformance with VA s Manual for Preparation of Cost Estimates & Related Documents for VA Facilities. https://www.cfm.va.gov/cost/index.asp. PROJECT MANAGEMENT: The Contractor shall exercise proven project management methodologies and practices during performance of this contract. The key contractor personnel listed in item F, below, shall attend a one-day kick-off meeting with the VA Contracting Officer, VA- COR, VA, and other VA invited attendees. The 65% design submittal must be approved by both local Station COR/engineers prior to the start of any demolition. Project Manager. The Contractor shall have a project manager (PM) assigned during the project (reference spec section 01 45 00). The Contractor PM shall be responsible for all deliverables including maintaining the project schedule (reference spec section 01 32 16.16), price control and safety compliance. The Contractor PM shall assist VA in meeting the financial and operating goals of the project and adjust for potential deductive alternates to comply with approved budget. Project Plan. The Project Plan and update shall include an overview of the VA project scope, objectives, and methodology, as well as a Microsoft Project outline of tasks (see Specification 01 32 16 Network Analysis). The project plan shall also include quality management procedures and a contactor team reporting organization chart. The updated Project Plan and schedule shall be approved by the VA-COR prior to start of construction. Contractor Quality Control Plan (QCP) shall be in accordance with specification sections 01 45 00 Quality Control Plan Requirements and 01 45 29 Testing Lab. Note the Contractor s Quality Control System Manager and specialized assisting personnel qualification requirements. Commissioning Plan shall be written to assist the Commissioning Agent hired by the VA to accomplish the goals stated in the U.S. Department of Veterans Affairs Whole Building Commissioning Process Manual. The VA s Commissioning agent shall establish acceptance Criteria for the project that are clear and measurable and provide a clearly defined methodology for establishing substantial completion and final acceptance of the project. Commissioning, at every stage of a project, is a collaborative effort between all parties to the construction project. Accident Prevention Plan. The Contractor shall submit an Accident Prevention Plan to the VA-COR for review and approval, in accordance with Specification Section 01 35 16 Safety. Security Plan. The contractor shall submit a Security plan for VA-COR approval that meets the requirements described in Specification 01 00 00 General Conditions. Key Personnel. The following individuals have been designated as key personnel under the contract: Overall Project Manager To be completed at award. Architect Design Project Manager To be completed at award. Architect Engineer Field representative To be completed at award. Construction Project Manager To be completed at award. Project Site Construction Superintendent - To be completed at award. Trainer/Instructors To be completed at award, if required. The Contractor agrees that such personnel shall not be removed, diverted, or replaced from the contract without prior written approval from the Contracting Officer. Any personnel the Vendor offers as substitutes shall have abilities and qualifications equal to or better than the Key Personnel that is being replaced. All Requests for substitutions in personnel shall be submitted through the VA COR to the Contracting Officer at least 30 days prior to making any change in Key Personnel. The request shall be in writing, providing an explanation of the circumstances necessitating the proposed substitution and contain a complete resume for the proposed substitute with any change to the labor rate/firm fixed price specified in the contract. The Contracting Officer shall evaluate such requests and notify the contractor in writing of approval or disapproval within 10 business days of receipt of the request. ICRA. Level IV is required for this project. ENGINEERING: Sample list of reference specs that contractor must follow: 01 00 00 General Requirements 2020-03 01 32 16.16 Network Analysis Schedules (Design-Build Only) 2020-03 01 33 23 Shop Drawings, Product Data, and Samples 2017-05 01 35 26 Safety Requirements 2020-07 01 42 19 Reference Standards 2020-11 01 45 00 Quality Control 2020-05 01 45 29 Testing Laboratory Services 2018-11 01 45 35 Special Inspections 2019-03 01 57 19 Temporary Environmental Controls 01 58 16 Temporary Interior Signage 2015-07 01 74 19 Construction Waste Management 2013-09 01 81 13 Sustainable Construction Requirements 2017-10 01 91 00 General Commissioning Requirements 2015-10 02 21 13 Site Surveys 2016-08 02 41 00 Demolition 2017-08 02 65 00 Underground Storage Tank Removal 2016-08 02 82 11 Traditional Asbestos Abatement 2019-04 02 82 13.13 Glove bag Asbestos Abatement 2015-09 02 82 13.19 Asbestos Floor Tile and Mastic Abatement 2015-09 02 82 13.21 Asbestos Roofing Abatement 2015-09 02 82 13.31 Asbestos Transite Abatement 2015-09 02 82 13.41 Asbestos Abatement for Total Demolition Project 2015-04 02 83 33.13 Lead-Based Paint Removal and Disposal 2016-08 Full set of drawings and specs in accordance with PG-18-15 Narrative providing documentation that design/build team is complying with the requirements. Load analysis notes about structural member sizing, if required. Construction documents must be approved by VA prior to continuing into construction F. PG-18-15 WARRANTY: The contractor shall provide a warranty. All warranty information, including item description, warranty start date, warranty ending date, and contact information of the warranty shall be prominently identified at the beginning of the O&M Manual. All equipment that is reused will be covered under warranty by the contractor for the 12-month period after acceptance. The contractor shall respond to warranty support within a maximum of twenty-four (24) business hours of written VA Contracting Officer/VA-COR requests. The contractor shall correct defects within a maximum of five (5) business days after approval of the VA-COR. COMMISSIONING AND VERIFICATION: Intent: Verify that the intended design as reflected in the contract documents has been achieved. Contractor shall work cooperatively with VA s Commissioning Agent so that a full range of checks and tests can be carried out to determine if all components, subsystems, systems, and interfaces between systems function in accordance with the design intent, as identified in the contract documents. In this context, function includes all modes of operations, and all specified responses to abnormal emergency conditions, if applicable. ACCEPTANCE: For the purposes of Warranty and payment for the work performed at a location, government Acceptance shall be provided by the VA upon the completion of all of the following: The Contractor has demonstrated/ verified that the operational function of installed components as intended at commissioning. All punch list items identified during the commissioning have been resolved. The Contractor has provided O&M manuals. The Contractor has provided Record drawings. CONFIDENTIALITY AND NONDISCLOSURE: The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this Order are the exclusive property of the U.S. Government and shall be submitted to the VA-COR at the conclusion of the contract. The Contracting Officer shall be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO for response. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. To the extent that the work under this contract requires that the contractor be given access to proprietary business, technical or financial information belonging to the Government or other companies, the contractor shall treat such information as proprietary business sensitive and agrees not to appropriate such information to its own use or to disclose such information to third parties unless specifically authorized by the CO in writing. A mutually agreed to agreement for exchange of sensitive information or nondisclosure agreement may be required. 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. Project phasing must be developed to coordinate work with other construction activities, and to minimize disruption of normal operations of VA. 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 normal 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. DESIGN-BUILD TEAM CONTRACT CLOSE-OUT: 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 END OF STATEMENT OF WORK The Method of Contractor Selection has not been determined at this Time *The value for this project is based on a financial range. The value is listed as the highest possible cost from the range provided by a stakeholder or official project document.