02_Supplement B 657-507 Correct Seismic Deficiencies B14 Rev 05-08-24.pdf

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER 657‐507

Project Title: Correct Seismic Deficiencies Building 14

SUPPLEMENT B (For Schematics, Design Development, Construction Documents, Construction Cost Estimate and Construction Period Services)

DESIGN TIMEFRAME: A/E shall deliver final construction documents No Later Than (NLT) 365 days after the Award/Notice to Proceed Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION: $15,590,000. A/E will also be required to incorporate bid items into the bid documents that will allow for a 20% cost reduction.

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The mission of the Veterans Affairs Medical Center (VAMC) in Marion, Illinois is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, the Marion VAMC Engineering Service intends to partner with an A/E Firm on a project to correct the seismic structural deficiencies within the existing boiler house (Building 14) of the Marion VAMC Campus (2401 West Main Street) through the construction of a replacement steam plant.

The A/E Firm must provide Basic Professional Services as delineated in the Scope of Work. As part of the Basic Professional Services, Marion VAMC engineering service expects the following primary A/E disciplines to be included: Project Management, Industrial Hygiene, Structural, Geotechnical, Architectural, Civil, Mechanical, Plumbing, Fire Protection, Electrical, IT/Telecommunications, Physical Security, and Building Commissioning.

In December of 2022 a study was completed by Spur Design of Oklahoma City, Oklahoma to determine the feasibility and estimate the costs of a structural retrofit of the existing boiler plant and weigh it against the alternative of constructing a new boiler plant. The product of this study was a report which is included as an attachment to this scope of work. The principle finding of the study was that constructing a new boiler house was the preferred option for both the A/E as well as the VHA Seismic Program. The design of this replacement facility is the goal of this project.

II. SCOPE OF CONSTRUCTION PROJECT:

1. Existing Conditions: Building 14 (B14) of the Marion VAMC serves as the campus boiler house and was originally built around 1940. It is approximately 6,200 square feet (sf) in total floor area.

Its structure was last retrofit to current seismic code in the late 1980’s and it is currently listed as #49 on the list of VA’s high‐risk seismic structures. Building 14 is also part of the Marion VAMC historic district and as such any demolition activities and possibly even the design of the replacement will require review by and approval of the Illinois State Historic Preservation Office (ISHPO) through their Section 106 consultation process. The plant itself houses the campus’ boiler system (three 250 BHP natural gas fired steam boiler units with fuel oil backups), feedwater pumps, feedwater treatment, deaeration and control room, the water tower feed system, some maintenance and operations office and cubicle space, an emergency generator system and some vehicle maintenance and repair bays. Additionally, there are above‐ground storage tanks for boiler emergency fuel oil that (while they are outside the existing building) will be replaced by the project to coincide with the new plant’s location.

2. Project Intent:

a. Demolition:

i. The extents of demolition will be limited to that which is necessary to re‐route the existing site utility lines (water, steam, electrical, storm, sewage, data, etc.) to the new plant location as well as the demolition of the existing plant upon completion of and switchover to the new, if demolition of the existing is found to be permissible by the Illinois State Historic Preservation Office. No utility lines serving the existing boiler plant shall be abandoned in place. All lines left inactive by the removal of the existing plant shall be removed and disposed of as part of this project. The only exception to this shall be the steam tunnel itself. If the new location of the plant renders a leg of the steam tunnel unused it will be permitted to remain in place if the unused portion is closed or walled off to prevent intrusion and all piping and equipment within the section which are rendered unusable are removed and disposed of.

b. Site Investigation:

i. Further investigation into the new plant’s proposed site shall be completed. The new investigation may utilize the site option proposed in the previous study, however it shall consider other site options as well. At least 14 days prior to the 15% design review meeting a minimum of three (3) site alternatives shall be presented to the VAMC for consideration. A decision on which site to pursue design around will be handed down at the 15% review meeting.

ii. Site investigations shall include a site geotechnical investigation and report if this is deemed necessary by the design team. See STRUCTURAL section below for more information

iii. A survey shall be conducted to verify size and locations of existing site utilities in and around the proposed plant locations and existing plant, as needed. See CIVIL/SITE section below for more information.

iv. A survey shall be conducted to validate the needs of the facility’s current steam usage and compare that to the VA standards of design. The most critical shall be used as the basis for the new plant. See MECHANICAL section below for more information.

c. General Conditions:

i. The A/E shall investigate the impact of infection control and maintaining hospital mitigation of air quality requirements, vibration and noise pollution.

i. Develop and submit a design that is clearly defined, meets the “Infection Control Barrier” criteria and the overall solution for the primary areas of the construction project using marked‐up plans. The design shall be in accordance with AIA Guidelines for Design and Construction of Hospital and Healthcare Facilities and address; the impact of demolition, renovation

(including walls and ceiling), electrical, mechanical, equipment and equipment support installation and new construction.

ii. A plan and detail for infection control barriers or other protective measures shall be included in the project design, if applicable.

ii. VA Engineering Service personnel will assist when site inspection procedures affect the operations of any of the building utility systems.

iii. All utilities are critical to facility operations. Any investigation or work requiring an interruption or shutdown of any campus utility service or facility shall be requested from the COR in writing at least twenty‐one (21) days in advance. Depending upon the severity of the impairment or outage, the VAMC may require the proposed work to be performed at nights or on weekends. The COR has the right to stop work after 8 hours of planned medical facility outages.

iv. All proposed work as well as the final, as‐built condition of the new building and the state of the existing building shall be subject to comment, revision and approval by ISHPO. All costs and labor incurred to achieve a design acceptable to the Historic Preservation Office shall be the responsibility of the A/E.

v. Design errors or omissions, which result in damages or additional cost to the Governement will be evaluated for potential A/E liability. If the Government determines that the A/E is financially liable for a design deficiency, the Government will advise the A/E by official correspondence. The Department of Veterans Affairs, actively pursues reimbursement of costs incurred by the Government as result of the A/E’s errors and/or negligent performance.

vi. All finishes to be included in the project design shall be in accordance with the current Marion VAMC standards an subject to the approval of the facility interior designer. All equipment proposed for use shall be compatible with existing maintenance contracts.

vii. The proposed plant design is subject to the review and approval of the Campus Energy Manager as well as the VA Central Office (VACO). The AE shall account for this review and potential revisions from it within their design proposal. The most effective means of eliminating or limiting VACO revisions is strict adherence to the VA Steam, Heating Hot Water and Outside Distribution Systems Design Manual.

viii. The normal operating hours of this facility are 7 am to 4:30 pm, Monday through Friday (excluding recognized holidays). The construction documents shall require the contractor to reflect this in his proposed work schedule. Work outside the normal operating hours shall require prior authorization by the VAMC Engineering Service.

d. Industrial Hygiene:

i. Provide an abatement plan for any hazardous construction materials (asbestos, lead, etc.) which may be impacted by the project’s scope of work. This will include (but not be necessarily exclusive to) alterations of existing utility lines and the demolition of the existing boiler house, if applicable. A campus‐wide study of all asbestos containing materials within buildings was conducted by a contractor for the facility in 2010. This report will be made available to the selected designer upon request.

e. Structural:

i. Provide design of the new building’s structure as required to meet the prescribed loading per all current, applicable VA standards.

ii. Provide the design of all required secondary structural items (equipment supports, catwalks, access platforms, etc).

iii. A geotechnical study centered on the area of the existing boiler house was previously completed as part of the aforementioned feasibility study and is included in the appendix of that report. The structural engineer will work in concert with a geotechnical engineer (if required) to ascertain the existing soil conditions for the purposes of foundation design. Additional geotechnical studies will be conducted, if deemed necessary by the designer or the facility based on the chosen location of the new plant.

iv. Provide engineered drawings and specifications for all work indicated by the previous bullets within this discipline.

f. Architectural:

i. Provide the design of the new building’s layout and envelope per all current, applicable VA standards. The new building’s interior footprint shall be limited to 6,600 sf. The new building shall retain all of the spatial characteristics and functionality present within the existing plant. It shall contain the following (at a minimum); boiler room, boiler control room, water testing area w/chemical storage closet, plant supervisor office, emergency generator room, restroom(s), housekeeping closet, OI&T data closet, break room, locker room w/shower and at least 1,650 sf of mechanical shop space including three (3) automotive repair bays with two (2) vehicle lifts. The automotive bays and vehicle lifts should be located together and separated (as much as practical) from the remainder of the shop space.

ii. The architect shall begin a Section 106 consultation with ISHPO as early in the project as possible and they shall actively coordinate their design requirements across all other disciplines. The resulting project design shall meet all requirements set forth in the findings of the Section 106 consultation process.

iii. Provide engineered drawings and specifications for all work indicated by the

g. Civil/Site:

i. In depth survey of existing site utilities (both above‐ground and sub‐surface) as they relate to the proposed location of the new boiler plant and the existing plant as needed. This may include one or more of the following, review of existing facility record drawings, physical investigation of site for surface features, utilization of private utility‐locating company services.

ii. Provide the site‐related design for the new plant, including grading, landscaping, roadway access, parking areas as well as all other aspects of the plant exterior per all current, applicable VA standards.

iii. Provide design of site utility modifications to serve new plant, including electrical, natural gas, potable water, chilled water, steam, condensate, sanitary sewer, storm sewer, data, telephone, etc.

iv. Provide design of walkable utility tunnel system. All chilled water, steam and condensate lines shall be placed within the walkable tunnel, along with other utility types, as much as is practical and economical.

v. Provide engineered drawings and specifications for all work indicated by the

h. Mechanical:

i. Conduct an investigation into the existing steam demand of the facility. This may include review of existing energy documentation, records and boiler plant logs as well as computer analysis and modeling. This shall be weighed against current VA design standards for steam usage and the more stringent of the two shall be deemed the design load. The results of this investigation will be used as a basis for the subsequent design of the new boiler system.

ii. Provide the design of all mechanical, steam generation and distribution, HVAC and control systems and components for the new plant per all current, applicable VA standards. This shall include (but not necessarily be exclusive to) epidemic mode operations, N+1 redundancy, etc.

iii. The new steam generation system configuration shall be as follows; the system shall consist of three (3) boilers, primarily natural gas fired but capable of fuel oil usage for emergency situations. One (1) sized to meet peak demand, one (1) to provide N+1 redundancy and one (1) sized for summertime (low) steam demand. In general, the VA recommends three boilers of the same size only if the boiler turn‐ down ratio can handle both the peak and low steam demands.

iv. Energy‐saving options for the steam generation system can include flue economizers, preheating combustion air and heat recovery from boiler blowdown.

These options (along with any others that the AE can recommend) shall include cost/benefit analyses with payback durations along with a recommendation for use or not.

v. Design of a new emergency fuel oil storage and feed system to coincide with the new plant location. This new system shall include an overhead catwalk for easy access to the fill caps, a feedpump system as well as a recirculating filtration system.

vi. Provide engineered drawings and specifications for all work indicated by the

i. Plumbing:

i. Provide the design of all plumbing systems and components for the new plant per all current, applicable VA standards.

ii. Provide engineered drawings and specifications for all work indicated by the

j. Fire Protection:

i. Provide the design of all fire protection systems and components for the new plant per all current, applicable VA standards.

ii. Provide engineered drawings and specifications for all work indicated by the

k. Electrical/IT/Telecom:

i. Provide the design of all electrical distribution, gas monitoring, fire alarm, data and telecommunication systems and components for the new plant per all current, applicable VA standards.

ii. The new boiler plant design shall include a dedicated emergency generator with fuel feed system similar to the existing plant. The generator system shall be diesel‐fired or hybrid gas/diesel with benefits and drawbacks of each choice. The system shall also include an integral load bank testing unit.

iii. Provide engineered drawings and specifications for all work indicated by the

l. Physical Security:

i. Provide design and coordination across all affected disciplines for compliance with current VA physical security and resiliency standards. This will include, site‐related concerns, building envelope, access control, surveillance and blast protection as well as all other applicable requirements. The physical security designer shall actively coordinate their design requirements across all other disciplines.

m. Building Commissioning:

i. Provide design of equipment and building system commissioning plans, supervision, support, verification and documentation on all system start‐ups and testing for the new plant per all current, applicable VA standards.

III. SCOPE OF WORK FOR A/E:

1. Conceptual Design Narrative (15% Milestone):

a. The A/E shall make all investigations necessary to thoroughly evaluate the project area(s) in accordance with the SITE INVESTIGATION section above.

b. Upon completion of the initial field survey and site assessment, the A/E shall provide a comprehensive report of the existing condition findings as well as the three (3) site options to the Marion VAMC Engineering Service for consideration. This report will include conceptual plans for each site, an initial cost estimate for the construction associated with the site option determined to be the “best value” by the A/E, a summary of benefits and drawbacks associated with the chosen site as well as a narrative offering justification for their decision. This report will be considered the Conceptual Design Narrative as referenced in B5 DESIGN REVIEW AND COMPLETION SCHEDULE below. After an appropriate VA review period of the Conceptual Design Narrative, the VAMC will render a decision on the A/E’s site choice and either concur or elect to pursue one of the other locations.

2. Schematic Design (30% Milestone):

a. With the choice of site established, the A/E shall be free to begin design work on the new plant. All design shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG‐18‐15, Volume C.

3. Construction Documents (60%, 90%, 100% & CD Milestones):

a. After the VAMC approves the A/E's Schematic Design submittal, the A/E shall prepare full construction documents necessary to accomplish the approved schematic design. These documents shall be submitted for the review and approval of the VAMC at the milestones identified above. The approval of the VAMC at each milestone level authorizes the A/E to proceed with the design to only the next level. Any work done by the A/E beyond a given milestone prior to receiving the VAMC’s approval of that level is done at the A/E’s own risk and may require rework pending the VAMC’s milestone approval. This rework shall be done at no additional cost to the Government. Final Construction Documents (CD’s) shall bear the architectural/engineering seals and signatures of all licensed individuals responsible for the content of the construction documents. Application of the stamps and signatures shall be considered verification that the design was conducted in accordance with all applicable code requirements, standards and best engineering practices.

b. As part of the 100% design submission, the A/E shall provide a written synopsis describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This synopsis is intended to be a general description of the project and shall not exceed two written pages in length.

c. The final design documents from a resultant task order will be subject to review and approval (by signature) of all members of an Integrated Project Team (IPT) consisting of medical center personnel. These individuals will be identified by the COR at the first design review meeting.

4. Construction Period Service: The A/E shall perform construction period services as detailed later in this scope of work.

5. Functional and Stand‐Alone Product:

a. It is important to emphasize that the A/E shall perform all design development and detail work as well as prepare construction documents as necessary to ensure that the end product is a complete and fully‐functional system which stands apart from any other project‐related work.

6. Miscellaneous Requirements:

a. VPIH Survey: The A/E Firm will complete a survey, to include testing, identifying any and all asbestos and lead containing materials within the project area. This project will remove all lead and asbestos in areas being renovated or demolished.

b. All spaces within the scope of work must be designed according to applicable codes and standards.

c. The A/E shall submit a conceptual design narrative (15%), design drawings/specifications for the 30%, 60%, 90%, 100% milestones as well as release for construction levels, submittals, schedule, estimates and other documentation in accordance with the B4 DESIGN DELIVERABLES section of this Supplement B. The construction work will be performed under a separate Firm‐Fixed‐Price contract awarded by the VA. As a result, the Construction Documents must conform to the estimated Total Construction Cost Price, not including any contingencies, and convey the entire scope of construction work completely and clearly, such that any bidder can produce an accurate bid without the need to physically visit the site.

d. The A/E will also participate in the Marion VAMC Pre‐Construction Risk Assessment to determine the requirements for Infection Control, Interim Life Safety Measures, occupational safety and health, patient safety, public safety, security controls for physical and logistical access, and environmental controls and limitations on vibrations, noise, and disruptions to operations and utilities. The results of these assessments will be included in documentation submitted by the A/E pursuant to, and inclusive of, the construction documents.

e. Prior to submittal of a response to this proposal the A/E shall meet with the Contracting

Officer’s Representative (COR) at the Marion VAMC to review the scope of services and the project goals.

f. Overall site plans will be provided as a reference drawing with room numbers showing the areas within the project boundary.

g. The C&A requirements do not apply. A Security Accreditation Package is not required.

7. Sustainability Requirements:

a. Design shall comply with the most current version of the VA Sustainable Design Manual at time of award found on the VA technical Information Library https://www.cfm.va.gov/til/sustain.asp

b. The following deviations are allowed: Not applicable.

c. GUIDING PRINCIPLES CHECKLIST: A/E shall complete and submit the appropriate Federal

Energy Management Guiding Principles Checklist https://energy.gov/eere/femp/downloads/guiding‐principles‐checklists‐new‐construction‐and‐ modernization‐and‐existing

IV. A/E FEE DETERMINATION:

The A/E is to present their fee proposal for evaluation and negotiation in the following format:

1. Submit completed Price Proposal on NCO 15 Form 10‐6298. The spreadsheet is to have the work broken out in hours by position, by discipline and by design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline.

Include a summary of the foregoing with the number of hours required for each drawing type and each major task. The spreadsheet will be used to facilitate review and comprehension of work effort and document fee. Include Part IV in cover letter and Part V (signed) as a separate attachment. Submit the electronic file of the spreadsheet upon request.

2. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B. The letter of understanding shall include an analysis of the fee included and excluded from 6% fee limitation as compared to the estimated Construction Budget.

3. Reproduction and delivery costs of Design Review Material and other direct costs, such as travel costs, are included in the costs for each design phase and are not reimbursable. The costs of Bidding reproduction, delivery and other direct costs in accordance with the MILESTONE

SUBMITTAL REQUIREMENTS are included in the CD Phase. Unused site visits will be deducted at the end of the contract.

4. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction period. Monthly QA/QC reports are required, including actions taken to maintain project quality, schedule and budget, and will be submitted with project invoices using the NCO 15 invoice format.

5. Correction of A/E’s Errors and Omissions, including required site visits to ascertain remedial action, is included in scope of services at no additional cost to the VA.

V. REPORTS, DRAWINGS, SPECIFICATIONS AND SCHEDULES:

1. Kick‐Off Meeting and Conceptual Design:

a. An initial kickoff meeting will be held with the Contracting Officer and local staff. This meeting will be intended to provide an onsite familiarization with the project as well as give the contractor an opportunity to begin site investigation activities. At this point the VA will provide any record data and as‐built drawings they possess which involve the existing buildings or systems affected by the project. After the initial site investigation has completed, the A/E will be released to begin work on the conceptual design narrative (or 15% milestone submittal) as detailed in Part III)1 above.

b. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). The VA will provide comments and guidance following each design review session. All meetings shall be held at Marion VAMC Campus, 2401 West Main Street, Marion, Illinois 62959.

2. Schematic Design:

a. It is at this point after the site location has been chosen from the options identified within the conceptual design narrative that the schematic design process may begin. The contractor shall meet with the representatives of the departments involved to review and compare the VA design guides to the specific departmental needs. This will serve as an opportunity for the A/E to gain a further understanding of the direction the facility wants the project to go.

b. After meeting with the departments, the A/E shall prepare a minimum of three separate schematic layouts of the site/plant for review. The A/E shall provide pros and cons for each option as well as a recommendation for their preferred site. The A/E shall present these options to the COR who will in turn present them to the departmental leads and senior leadership. The VA will select the preferred option for the design. Space layouts shall meet current VA Space Planning Criteria’s (7610 Building Design Guide) and be in compliance with the Uniform Federal Accessibility Standards (UFAS), and VA Barrier Free Design Guide (PG‐ 18‐13).

c. At the Schematic Design Review Meeting (30% milestone), the A/E should be prepared to discuss the scope of the project, provide examples of current VA standard room layouts for the subject building(s), site drawings identifying the project area showing a basic schematic layout of the various features and utilities, a timeline for the remainder of the design and a brief construction summary. The A/E shall record the minutes of the meeting to document the thoughts and concerns of the facility.

3. Design Development:

a. All milestone design submittals shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, PG‐18‐15, Volume C.

b. Mechanical, plumbing, electrical, fire protection and safety systems must meet current codes and standards, including VA Standards. All new space and utilities will be designed to meet the Interagency Security Committee’s and other relevant physical security guidelines.

The completed project shall comply with all current, applicable ASHRAE 90.1 standards as well as VA requirements for sustainable design.

4. Construction Documents:

a. The A/E shall complete the analytical and design work necessary to advance the accepted design development documents into working drawings and specifications for issuance through the competitive bid process.

b. The A/E shall provide a complete construction plan detailing all phases and sequencing of construction to minimize the impact on the facility.

c. In most instances, the VA Master Construction Specifications will be edited and incorporated in the project specifications. However, in those instances where corresponding VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. It is required that the A/E design in accordance to VA guidelines as these guidelines supersede any other industry guidelines. It is important to note that all specification sections are to be thoroughly edited to maintain uniformity of formatting and structure. All spec writer notes must be removed.

d. Working drawings and specifications shall provide for construction within the National Fire Protection Association Code, VA Standards, and other applicable national codes.

e. The A/E shall provide a clause in the specifications indicating method by which a contractor will provide information to the firm to allow the firm to provide as‐built drawings upon completion of construction.

5. As‐Built Drawings:

a. The A/E firm shall submit complete sets of record drawings provided on disc using AutoCAD

Release 2017 or later version and also .pdf format in accordance with the MILESTONE SUBMITTAL REQUIREMENTS below. Models should be provided in Revit 2016 or later. The A/E shall follow the VA Standard CAD format for layering in accordance with the B3 DESIGN CRITERIA section of this Supplement B.

b. The A/E firm shall submit said As‐Built drawings within thirty (30) days of project acceptance.

6. Reproduction of Drawings and Specifications:

a. Shall be prepared in MS Word and drawings shall be prepared in MS Word and drawings shall be prepared in AutoCad 2017 (or newer) and Revit and submitted to the VA in Revit formatted files in accordance with the B4 DESIGN DELIVERABLES section of this Supplement

B.

b. The A/E is required to prepare architectural drawings in Revit. One DVD/CD‐ROM computer disk containing all reports, specifications, documents and drawings will be required for each milestone submission. The final Construction Document submission shall include copies of the original digital files (in *.dwg and *.rvt) in addition to the .pdf format files. All necessary reports, cost estimates and other documents shall be prepared in accordance with all applicable portions of the A/E Submission Instructions, Program Guide PG‐08‐15, and

Volume C. The VA reserves the right to require immediate delivery of the A/E’s digital files to the VA at any time.

c. Specifications should be provided in both hardcopy and electronic form.

d. At the 90% and 100% construction document review periods, the specifications should have all revisions incorporated providing a “clean” set of specifications for review and approval.

VI. PROMOTION OF FULL AND OPEN COMPETITION:

1. A/E agrees to prepare specifications that are not competitively restrictive or proprietary.

Specifications will be based on performance criteria when possible and will not use a product by a specific manufacturer, except as a basis of design.

2. If an occasion arises that use of a product by a specific manufacturer is necessary, the A/E will provide a justification including:

a. Why the particular manufacturer/product must be used or why a performance specification cannot be written (proprietary design, etc.).

b. The evaluation criteria of alternate manufacturer’s product that must be met to be considered equal. These evaluation criteria will be used to accept the alternate manufacturer’s product as equal to the specified product. These evaluation criteria shall be comprehensive to ensure an equal product is supplied meeting contract requirements.

c. In the event it is necessary to pre‐qualify major components, the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List.

d. In addition to requirements of these special provisions, a certification will be provided stating the specification solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply the specified major components or systems of the project.

VII. MISCELLANEOUS:

1. Existing record drawings as they relate to the scope of work of this project will be provided to the A/E consultant For Reference Only. As‐Built and Record Drawings have been found to not show the actual location, quantity, etc., of all building features and should only be used as a general guide to drive field investigation. The A/E shall verify the existing drawings to the extent necessary for completion of construction. Files in *.dwg or*.rvt format will be provided to the A/E if those files are available for distribution.

2. The VA COR will assist the A/E when site inspection procedures impact the functionality of any of the building utility systems, services or health care operations. Spaces with controlled access will require a member of the VA staff to continuously escort the A/E Consultant whilst accessing the space. As a result, the A/E must coordinate with Marion VAMC engineering service to identify where the A/E is intending to perform site visit surveys at least fourteen (14) days in advance of any site visit.

3. The A/E is responsible for recording the minutes of all meetings with the VA. The format of the meeting minutes shall be subject to prior approval from the VA COR. The draft meeting minutes shall be distributed for review and comment within one working day following the meeting to the COR, who will in turn distribute the same to each invited VA‐attendee as required. Meeting minutes are loaded to Submittal Exchange or equal web system. The VA shall have two working days upon receipt of the meeting draft documents to make any additional comments or corrections. The final meeting minutes shall be issued within three working days after the meeting to the VA CO and the COR.

4. Coordination of each submittal will be fully documented by the A/E. Using industry standard methods, the A/E will collect, document and resolve all comments and consolidate them into a usable format. The resolution of each comment requires the COR and commenter’s concurrence. For each design submittal, the A/E will conduct a comment review meeting where each comment received will be either:

a. Concurred as Written

b. Non‐Concurred; Request Discussion

c. Requires Clarification

5. At the conclusion of the comment review meeting, the A/E will provide meeting minutes showing the status of each comment made. The resolution will be incorporated into the project documents (drawings, specifications, etc.) prior to the next submittal. Any comment resolutions not included in the project documents will be provided to the CO and COR with explanation as to why each was not included.

VIII. DESIGN FUNDING LIMITATION:

1. In accordance with FAR 52.236‐22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this Project proceeding into CDs is not to exceed Construction budget listed above not including any Project Contingencies, VA Furnished/ Installed Medical Equipment, VA Furnished/Installed FFE or Professional Service Fees. The A/E is responsible for designing the Project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this Project. If, at any time, the A/E determines that the design’s construction cost (excluding contingencies) will exceed the Total Construction Contract Price (TCCP) the A/E shall immediately inform the Contracting Officer in writing. Such written notification shall include the reasons why the A/E believes the TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP.

2. Deductive alternates (acceptable to the VA) of 20% of the Total Construction Contract Price shall be included in the Contract Documents. These Deductive alternatives shall not be utilized to lower the estimated Total Construction Contract Price. The base design must be fully functional with or without selection of the alternates.

IX. PROBABLE CONSTRUCTION COST ESTIMATE:

1. High level (order of magnitude) cost estimates shall be generated for each of the three (3) proposed locations of the new plant for the Conceptual Design Phase. Once a site selection is made a detailed cost estimate will be generated for the finalized site. This detailed cost estimate will then be used as the cost basis for the construction contract procurement package.

2. The estimates shall be prepared using VA Form 10‐6238, Estimate Worksheet and provide sufficient detail to identify the cost of project systems and components as appropriate for the stage of development of the design in the SD, DD and CD Phases. Update construction cost data with each submittal review milestone. Costs presented shall be broken down sufficiently to allow for direct comparison cost with the contractor’s proposed cost.

3. VA Form 10‐6238, Estimate Worksheet: This form serves two purposes:

a. To show the division of cost between labor and material for each cost item; and

b. To extend the level of detail of an estimate beyond square foot cost summaries.

The estimated costs shall include all labor, materials, mobilization, overhead, insurance, and applicable contractor markup. A/E may utilize their estimate worksheets if approved in advance by the VA.

4. Electronic copy of estimate shall be provided with each submittal. Estimate detail shall include a breakdown by Project specification division number for labor and material broken out by quantity and unit cost for each type of material or equipment, including equipment rentals.

General Division shall include costs associated with project duration. Include Summary of estimate by Division Number with each submittal.

5. Providing the estimates as "lump sum" or "allowance" figures in the Construction Documents will not be acceptable. For the Schematic estimate, a 15% total contingency allowance is allowable. For the Design Development estimate, a 10% total contingency allowance is allowable. Contingency allowances are not permitted in the final Construction Documents Estimate. Construction cost estimating shall correspond with the work shown in the drawings and be commensurate with the degree of detail shown in the drawings. Construction cost estimating shall also include all elements within the contractor’s bid; such as reasonable overhead and profit and fees across all tiers, insurance, taxes, bonds, hazardous abatement and any other such items. Costs will include itemization of the following:

a. Number of labor hours by trade (or crew1)

b. Labor dollars by trade (or crew1)

c. Material quantity

d. Material dollars

e. Equipment Rental and associated cost

f. Any other Direct cost not associated with work to be performed by a specific trade

1 When using a crew, instead of a trade, then use a crew code and include a schedule, or legend, of only the crew codes applied, showing each type of trade, each hourly rate, and each trade person quantity.

6. Some costs for General Conditions or General Requirements may also be required in the project estimate whenever these costs can be shown to be direct costs as opposed to indirect (overhead) costs. For example, if it is common practice for the Contractor to use a rented negative air HEPA machine and consumable plastic sheeting to comply with the Infection Control Risk Assessment (ICRA) requirements, then the associated costs would be direct material and labor costs. In addition, if the Construction Documents require the Contractor to perform fulltime on‐site superintendence solely dedicated to the construction project, then these would be direct labor costs. Furthermore, whenever the Contractor is to provide on‐site factory‐authorized training to the VA staff, then the travel, lodging, meals and incidental costs would be direct costs. If the Construction Documents require the Contractor to perform housekeeping services, then the associated costs would be direct costs. If the Construction Documents call the Contractor to execute specific safety and OSHA activities, then the costs associated with these activities would be direct labor and material costs; however, OSHA activities performed by the Contractor by its staff at its home office and not specified in the Construction Documents, then such associated costs would be indirect costs and would not be included with the project estimate.

B2 INDUSTRIAL HYGIENE SERVICES:

I. INDUSTRIAL HYGIENIST TASKS:

For the work scope described in B1 SCHEDULE OF SERVICES above Hazardous materials (Asbestos, Lead, Mold, heavy metal and etc…) ARE included in this task order amendment. Lead and Asbestos Hazardous Material Inventories within the project limits may be available from the VA for consultant’s reference.

1. Architect/Engineer Responsibilities:

a. Determine if asbestos, lead or mold is present. If found, design a method for abating/remediating all asbestos containing materials, lead containing materials and mold contaminated items impacting this project.

b. Determine location of asbestos, lead and/or mold contamination, and any water and moisture damage. Work with the I.H. to uncover and assess hidden areas.

c. For mold contamination, determine entry point of water infiltration

d. For asbestos and lead contamination, determine the extent of abatement required to eliminate all impacts to this project.

e. Review the I.H. Report.

f. Produce a written report compiling all necessary information.

II. VA PROFESSIONAL INDUSTRIAL HYGIENIST (VPIH):

The A/E will retain a specialist in VPIH services to provide sufficient oversight of the abatement process.

The following VPIH services will comply with federal, state and local laws and regulations:

1. Review of Contractor Provided Asbestos Abatement Plan: The VPIH is responsible for reviewing and approving the Contractor's Professional Industrial Hygienist (CPIH) work plans. Provide comments and recommendations to ensure VA personnel and/or patients are not exposed to asbestos fibers.

2. Provide Air Sampling: Provide air sampling of the construction site to verify that no asbestos fibers were released during the asbestos abatement activities. Field work and sampling activities shall be performed by trained personnel under the direction of a licensed Industrial Hygienist or Board Certified Microbial Consultant.

3. Provide Abatement Oversight: Provide oversight of the abatement contractor to ensure compliance with abatement laws and regulations.

4. Provide Final Clearance: Ensure the contractor has completed the abatement work required and provide final clearance that the abatement work is complete and there are no impacts to the Medical Center.

5. Provide Final Report: Provide a final report showing daily logs, sampling results and collected documents.

III. All work shall be in compliance with applicable laws, regulations and procedures published or issued by federal, state and local regulatory agencies for the abatement and control of hazardous materials.

B3 GOVERNMENT FURNISHED DESIGN CRITERIA:

I. The A/E shall design in accordance with the requirements of the following VA publications, which can be found in the VA Tech Info Library (TIL) at http://www.cfm.va.gov/TIL/ :

‐VA Master Construction Specifications, Program Guide, PG‐18‐1;

http://www.cfm.va.gov/TIL/spec.asp

‐VA Design and Construction Procedures, PG‐18‐3; http://www.cfm.va.gov/TIL/cPro.asp

‐VA Standard Details, PG‐18‐4, Volumes 1, 3, 4, 5, 6 & 7; http://www.cfm.va.gov/TIL/sDetail.asp

‐VA Equipment Guide List, PG‐18‐5; http://www.cfm.va.gov/TIL/equip.asp

‐VA Seismic Design Handbook, H‐18‐8; http://www.cfm.va.gov/TIL/seismic.asp

Project Title: Correct Seismic Deficiencies Building 14

‐VA Space Planning Criteria, PG‐18‐9; http://www.cfm.va.gov/TIL/planning.asp

‐VA (Discipline Specific) Design Manuals for the applicable disciplines, PG‐18‐10;

http://www.cfm.va.gov/til/dManual.asp

‐VA Physical Security and Resiliency Design Manual;

https://www.cfm.va.gov/TIL/Physicalsecurity/dmPhySec.pdf

‐VA Steam, Heating Hot Water and Outside Distribution Systems Design Manual, Volume 1 – Steam

Boilers; https://www.cfm.va.gov/TIL/dManual/dmSm01.pdf

‐VA Steam, Heating Hot Water and Outside Distribution Systems Design Manual, Volume 2 – Water

Boilers; https://www.cfm.va.gov/TIL/dManual/dmSm02.pdf

‐VA Steam, Heating Hot Water and Outside Distribution Systems Design Manual, Volume 3 –

Distribution Systems; https://www.cfm.va.gov/TIL/dManual/dmSm03.pdf

‐VA Design Guides for graphics, PG‐18‐12; http://www.cfm.va.gov/til/dGuide.asp

‐VA Barrier Free Design Guide, PG‐18‐13; http://www.cfm.va.gov/TIL/accessibility.asp

‐VA Room Finishes, Door and Hardware Schedule, PG‐18‐14;

http://www.cfm.va.gov/TIL/room/RoomFinishes.pdf

‐VA Minimum Requirements for A/E Submissions, PG‐18‐15;

http://www.cfm.va.gov/til/aeDesSubReq.asp

‐VA Environmental Compliance Manual, PG‐18‐17; http://www.cfm.va.gov/til/spclRqmts.asp#EC

‐VA Design Alerts and Quality Alerts; http://www.cfm.va.gov/til/alert.asp

‐VA CAD Standards; http://www.cfm.va.gov/til/projReq.asp#cad

‐VA Design Review Checklists; http://www.cfm.va.gov/til/projReq.asp#reviewCheck

‐VA AE Design Submission Requirements; http://www.cfm.va.gov/til/aeDesSubReq.asp

‐Office of Construction & Facilities Management Design Manual, Architectural Design Manual, http://www.cfm.va.gov/til/dManual/dmARhosp.pdf

‐VA Directive 0056 – VA Sustainable Building Program

‐VA Medical Center Memorandums (“MCM”) (Request From COR)

II. Other design criteria may be required to meet specific requirements of the design work scope that are not listed above, or are not available on the VA Office of Facilities web site. The A/E is responsible for obtaining and complying with all such criteria.

B4 DESIGN DELIVERABLES:

I. DISTRIBUTION OF A/E MATERIALS TO THE VA:

The A/E shall provide the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not be transmitted through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Provide Submittal Exchange or equal web system. Service should be provided through construction period services and allow use by construction contractor.

-VA Directive 0055 – VA Energy and Water Management Program

1. Reproduction and delivery costs of Design Review Material in accordance with the “Milestone Submittal Requirements” are included in the costs for each design phase and are not reimbursable.

2. Bidding and Construction Material reproduction and delivery costs in accordance with the “Milestone Submittal Requirements” are included in the CD Phase and are not reimbursable.

3. The A/E shall provide a “Stand Alone Certification Memo” to the VA with the 60% Contract

Documents for Bidding. (see attached format).

4. Record Documents (“As‐Built”) shall be submitted to the VA immediately prior to final acceptance of the project by the VA. Record Documents shall conform to the VA standard requirements including originals and record specifications incorporating all of the actual finished conditions, project revisions/amendments and products. Record Document Material reproduction and delivery costs in accordance with the MILESTONE SUBMITTAL REQUIREMENTS are included in the CPS Phase and are not reimbursable.

II. MILESTONE SUBMITTAL REQUIREMENTS (Refer to following page):

Note 1: “.orig” indicates digital file in the document’s original file format i.e. “.doc”, “.rvt”, “.dwg”, “xls”, etc.

Note 2: Letter size reports may contain 11” x 17” drawing or exhibit pages tri‐folded to letter size as required.

Note 3: Letter size (8.5” x 11”) submittal documents less than or equal to 25 pages may be stapled, all other letter size documents shall be bound with a Cover Sheet containing the Project information, date and Table of Contents.

MILESTONE SUBMITTAL REQUIREMENTS

Number of Required Submittal Documents

Submittal Description Digital File Letter Drawings

.orig .pdf Half Size Full Size Mylar 15% Conceptual Design Narrative Submittal:

Existing Condition Assessment 1 1 Conceptual Plans for Site Options 1 1

Preferred Site Cost Estimate 1 1 1

30% Schematic Design Submittal:

Cost Estimate 1 1 1

Reports & Calculations 1 1 Outline Specifications 1 1 1

Drawings 1 1 2 1

60% Design Development Submittal

Reports & Calculations 1 1 Draft Specifications 1 1 1

Stand Alone Certification Memo 1 1 1

90% Design Development Submittal

Reports & Calculations 1 1

Specifications 1 1 1

100% Design Development for Submittal (for Bid)

Final Cost Estimate 1 1 1 Reports & Calculations 1 1

Specifications 1 1 1

Release for Construction Set (Incorporate all Solicitation Amendments):

Final Cost Estimate 1 1 1

Reports & Calculations 1 1 Specifications 1 1 1

Existing Condition Record Drawings 1 1 2 1

Record Document Submittal:

Final Project Construction Cost 1 1 1

Operation & Maintenance Manuals 1 1 1 Record Specifications 1 1 1

Record Drawings 1 2 1

B5 DESIGN REVIEW AND COMPLETION SCHEDULE:

I. The A/E shall perform the work required by this contract within 365 calendar days reflective of schedule below. The A/E shall provide Professional Architects and Engineers as directed by the Contracting Officer (CO) who are familiar with the work to attend the Design Reviews on the following days:

Design Phase Phase Duration (Days1)

Calendar Days from

NTP

Site Investigation 15 15

Deliver Conceptual Narrative (15%) Materials to CO 30 45

Review Conceptual Narrative (15%) Materials to CO 20 65

Deliver Schematic Design (30%) Materials to CO 45 110

Review Schematic Design (30%) Materials 30 140

Deliver Design Development (60%) Materials to CO 60 200

Review Design Development (60%) Materials 30 230

Deliver Design Development (90%) Materials to CO 55 285

Review Design Development (90%) Materials 30 315

Deliver Construction Documents (100%) to CO 30 345

Review Construction Documents (100%) 15 360

Deliver Final Contract Documents to CO for Bidding 5 365

Record Document Submittal: TBD TBD

Note 1: Number of Days is calendar days.

1. The Contracting Officer (CO) may schedule additional Design Reviews as necessary when it is determined by the CO that such reviews are required for satisfactory completion of A/E contract requirements. The A/E will be reimbursed for additional review meetings in accordance with the rate sheet, unless it is solely determined by the CO that such additional reviews were requested by the A/E, or were required due to…