36C24120R0134.docx

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C1NZ

631-19-002 Upgrade Steam Distribution Phase 2 01053 36C24120R0134 08-07-2020

2:00PM

EASTERN TIME, NEW YORK, USA

N 541330 Department of Veterans Affairs

VA CENTRAL WESTERN MASSACHUSETTS HCS

Acquisitions-90 421 North Main Street Leeds MA 01053-9764 Heather Libiszewski-Gallien Heather.Libiszewski-Gallien@va.gov VAMC Central Western Massachusetts (CWM) 421 North Main Street Leeds, MA 01053

USA

Heather.Libiszewski-Gallien@va.gov SOURCES SOUGHT: The VA Medical Center Central Western Massachusetts in Leeds, MA has a requirement for a Firm Fixed Price contract to provide professional Architect/Engineer (A/E) Design Services to evaluate the existing steam distribution system, build upon a newly upgraded distribution system and provide the steam distribution system upgrades mainly interior to building design, drawings, modeling, and specifications necessary for repair and replacement. This is not a Request for Proposal; the purpose of this notice is to determine if there are qualified SDVOSBs, VOSBs or Small Businesses that have the experience.

The NAICS code is 541330 and the small business size standard is $16.5 million. Interested SDVOSB, VOSB and SB firms must indicate their interest to the Contracting Officer no later than August 7, 2020 via email to Heather.Libiszewski-Gallien@va.gov. The following information is requested in response to this notice:

(1) If an interested firm is an SDVOSB or VOSB, evidence of verification in Vet Biz as an SDVOSB or VOSB firm under NAICS code 541330;

(2) A positive statement of your intention to submit a proposal in response to a solicitation for this project;

(3) Evidence of your experience in A/E Services for a complete design of an outdated existing steam system with a construction magnitude between $5,000,000 to $10,000,000 (please provide contract descriptions, contract dollar amounts and telephone numbers for points of contact – no photographs);

(4) Evidence your firm has experience with a complete design of utility upgrades within an occupied medical building;

(5) Proof of professional liability insurance required to cover the amount of this project;

All information must be submitted in sufficient detail for a decision to be made on the availability of interested SDVOSB, VOSB or SB concerns. Failure to submit all information requested will result in a contractor not being considered as an interested SDVOSB, VOSB, or SB concern. If adequate interest is not received this action will not be set-aside. Interested firms may reply via e-mail to Heather.Libiszewski-Gallien@va.gov. Firms must be registered in the System for Award Management (SAM). Visit www.sam.gov to register in this database. SDVOSB or VOSB firms must be verified by the Center for Veteran Enterprises (CVE).

PROJECT INFORMATION: VAMC CWM in Leeds, MA has a requirement to provide professional A/E Design Services to evaluate the existing steam distribution system, build upon a newly upgraded distribution system and provide the steam distribution system upgrades mainly interior to building design, drawings, modeling, and specifications necessary for repair and replacement. The scope of work includes the requirement to map the existing steam distribution and controls system interior to buildings including mixing valves, high/low pressure valves, control valves, regulators, coils, heaters, heat exchangers, gates, backflow devices, heat traps, and other necessary fixtures.

SCOPE OF WORK

VA Medical Center Leeds, MA Upgrade Steam Distribution System-Phase II

NO. 631-19-002

1. OVERVIEW —

1.1 Government Agency Department and Address:

VA Central Western Massachusetts HealthCare System – VISN1 – Leeds

1.2 Project Title, Number and Location:

Project Title: Upgrade Steam Distribution System-Phase II Project Number: NRM No. 631-19-002

1.3 GENERAL

The VA Central Western Massachusetts Healthcare System (CWM HCS) plans to repair and where needed replace the steam distribution system on the Leeds Campus. This project is to correct deficiencies as well as upgrade the steam distribution system.

This contract request is for an Architectural and Engineer firm (AE) to evaluate the existing steam distribution system and to build upon newly upgraded distribution system campus wide and provide the steam distribution system upgrades mainly interior to building design, drawings, modeling, and specifications necessary for repair and replacement.

Existing hazardous conditions may include asbestos and lead paint. Abatement of these hazards should be included in scope.

1.4 PROJECT SCOPE OF WORK

This contract request is for an Architectural and Engineer firm (AE) to provide design drawings and specifications to complete Phase II of the Steam Distribution System Upgrade campus wide. The scope of work includes the requirement to map the existing steam distribution and controls system interior to buildings, including mixing valves, high/low pressure valve, control valves, regulators, coils (type identified), heaters, heat exchangers, gates, backflow devices, heat traps, and other necessary fixtures. This includes the following tasks, but not limited to:

a. Meet with VA Facilities staff, review existing drawings, and perform field work necessary to document/map the existing steam distribution and controls systems mainly interior to inside buildings at the Northampton Campus starting from the entry points.

b. All field work shall be scheduled at least 72 hours in advance with VA Facilities Management.

c. All buildings shall be surveyed.

d. All work shall be performed in accordance with VA Construction Safety Code and OSHA codes.

e. Investigate and identify the condition of the existing steam distribution and controls system interior to buildings. It should be determined if the part must be replaced, repaired or if it meets code.

f. Identify all abandoned steam piping to be eliminated as well as abandoned utilities within the project area.

g. Review code compliance of the system, trace and document the existing system inside buildings.

h. Review the steam system in regard to the VA standards and requirements.

i. Identify any issues regarding the steam distribution and controls to provide recommendations for any areas not in compliance.

j. Identify and recommend a simplified distribution system for building 1.

k. Map the existing distribution system to include pipe size, age and material. Distribution system should be modeled to display actual existing system. The following shall be included, but not limited to the items listed:

1. Heaters

2. Mixing Valves

3. Control Valves

4. Regulators

5. Heat Exchangers

6. Coils (identify types)

7. Heat Traps

8. High/Low Pressure Valve

9. Backflow devices

10. Gates

11. Other necessary fixtures

l. See the following FCA deficiencies that need to be addressed,

m. Provide bid drawings and specifications for bidding out the installation work.

n. Provide Phasing Plan. The phasing approach needs to incorporate work for applicable seasons.

o. In the drawing set include ICRA classification plan based on the anticipated level of disturbance and patient risk areas.

p. Proper Personal Protective Equipment shall be worn, as necessary to the task being performed and/or the area, where work is being conducted.

q. The Contractor shall wear visible identification issued by the VA at all times while on the premises.

r. Smoking is prohibited at the VAMC.

s. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

t. The performance period for this work is 180 calendar days after receipt of order.

The A/E shall use VA Program Guides, Design Manuals and Master Specifications in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government; s/he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

2.2 Implementation: Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions, review the building available information, and verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, and document the conditions of areas to be renovated and/or impacted.

The A/E shall visit the project site to investigate the information shown on the Government Furnished drawings, record (asbuilt) drawings and other planning documents which are part of this contract. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual and other applicable VA requirements. It is the A/E's responsibility to research the existing Government documents, determine those that are applicable to the project and request copies from the Government; the Government will not perform a search of Government documents to determine the information that the A/E may need during design.

2.3 Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a standalone project (i.e., not as part of another project) and all cost for this replacement including but not limited to asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall then be submitted for approval to the Project Engineer.

2.4 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be corrected under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

2.5 Asbestos: The proper identification of Asbestos to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos Assessment of the facility will be made available to the A/E. Additionally, proper asbestos abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

2.6 Lead: The proper identification of lead paint to determine removal during construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Lead Paint Assessment of the facility will be made available to the A/E

3. GENERAL DESCRIPTION of SERVICES — A/E shall provide the services indicated in this Overview, Supplement A, Supplement B and Volume C A/E Design Submission Instructions link: http://www.cfm.va.gov/til/ae/aesubmin.doc.

These services will be provided in distinct phases:

Conceptual – Preliminary User Group Meetings & Field Surveys 15% Submittal- Conceptual 35 % Submittal – Schematics 65% Submittal – “DD” Design Development 90% Submittal – “CD” Construction Documents 100% Submittal – Bid [Final] Documents Construction Period Services Project Close Out Submittal – “As-Built” Construction Documents

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at http://www.cfm.va.gov/til/projReq.asp and click on the VA National CAD Standard Application Guide link.

3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be Microsoft Operating System compatible and furnished on high quality CD/DVD disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed 30”x42” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2014. Drawing file names must relate to the VA project name, discipline and subject as approved by the VA Project Engineer. Drawings shall utilize world coordinate system with standard cross hairs. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

3.1.4 An independent fire safety and life safety review shall be accomplished at the 65% and 90% design submissions. An independent peer review will occur at the 90%. For all reviews AE needs to address comments and include any changes in the next submission. The VA reserves the right to do more frequent or other design reviews as required.

3.2 Specifications

3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.2.2 Electronic Files: All files shall be Microsoft compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc.).

3.3 Quantity and Cost Estimates

3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/ .

3.3.2 Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR KEEPING THE PROJECT DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA) SHOULD COST ESTIMATES EXCEED CONSTRUCTION FUNDING.

3.3.3. Proposed Phasing and Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. This project involves every building. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop, as required, a phasing plan that addresses this fact and assures smooth implementation of required construction.

3.4 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, design objectives, design assumptions and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

3.5 Quality Control …

3.5.1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

· Identification and discussion of all organizational and technical interfaces

· Design team members and their areas of responsibility

· Team members responsible for checking the design

· Team members responsible for checking the electronic files

· Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts

· Project Schedule showing key milestones and review periods

3.5.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/ .

3.5.2. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

3.5.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3.6 Site Visits, Meetings/Conferences, and Discussions

3.6.1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

3.6.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule, but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.6.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

3.7 Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3.8 A/E Services during Construction – Construction Period Administration (CPA):

CPA Services shall include, but are not limited to, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP); cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

Attendance (phone in) at weekly construction meetings is required – plan for approximately 72. Site visits (24 minimum) as required and/or requested by the VA Project Engineer for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit; verification of as-built conditions from contractor supplied marked up prints, and preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently. IH services associated with any asbestos abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services to such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

4. INCORPORATED REFERENCES — the following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. Design Copies of these may be found on internet at http://www.cfm.va.gov/TIL/ .

5. DESIGN BUDGET —

5.1 A/E is responsible to develop a design that can be built within budget and function as intended without change orders. The design must be based on the reality of existing site conditions and not solely on “As-Built” drawings. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction.

5.2 Cost Estimating: A/E shall be responsible, as part of the Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the Project Engineer when estimated construction costs exceed the construction budget. The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

5.3 Construction Budget: Refer to Supplement A

5.4 Deduct Alternates: Shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding. These alternates are designed to assure a contract award and are in addition to the requirement to have a project design and estimate at or below construction funding.

5.5 Add Alternates: Shall not be used.

6. DESIGN PHASES —

6.1 CONCEPTUAL with ALTERNATIVES: Refer to Supplement A and B. Working with the VA Medical Center’s project team (Project Engineer and User Group) the A/E shall propose conceptual needs and requirements with proposed alternatives for the planned scope of work. This task is an iterative process requiring multiple proposals and revisions developed during site meetings.

6.2 SCHEMATICS: Refer to Volume C A/E Design Submission Instructions see link under paragraph 3. A/E shall develop specific design needs and requirements with proposed alternatives. These documents are to be developed from the documents, meeting minutes and recommendations made during the conceptual phase. Any existing utilities and/or equipment which are to be incorporated into the project design shall be reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the planned scope of work. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications.

6.3 DESIGN DEVELOPMENT: Refer to Volume C A/E Design Submission Instructions see link under paragraph 3. Any existing utilities and/or equipment which are to be incorporated into the project design shall be further reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the approved scope of work. These documents are to be developed from the documents, meeting minutes and recommendations made during the schematics phase. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan, project phasing and market conditions which may affect bidding. It is expected that at the completion of this phase marks the completion of the data gathering portion of the project. The A/E shall have obtained all information required (including site visits) to proceed directly the preparation of Construction Documents.

6.4 CONSTRUCTION DOCUMENTS: Refer to Volume C A/E Design Submission Instructions see link under paragraph 3. The A/E shall develop complete drawings and specifications and other documents necessary for the bidding and construction of this project. These documents are to be developed from the documents, meeting minutes and recommendations made during the design development phase. A/E shall perform an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan Invitation for Bids and Award dates, project phasing, and market conditions which may affect bidding.

6.5 Special Remarks: Cost estimates shall incorporate construction related issues which include but are not limited to materials, systems and construction techniques. Design documents review, analyses and recommendation of cost estimates covering labor, materials, equipment, general conditions and requirements developed for the project. Estimates shall allow for incorporation of review comments, which are within the SOW.

7. SUBMITTALS AND PERFORMANCE SCHEDULE —

7.1 Deliver Submission Documents to the VA Central Western Massachusetts Healthcare System Project Engineer. The performance period will be project specific and will be specified with each scope of work. Review of material with the VA will take place approximately 14 days after submission.

7.2 Submission Materials and Schedules: Refer to Supplement B. Reproduction, mailing and delivery time is inclusive to the stated durations.

7.3 Government Review and Comment Resolution: The VA will review all submittals identified under this contract for functional and aesthetic relationship. VA review of the A/E’s work shall not be construed by either party to relieve the A/E from any requirements of this scope of work. The A/E will be responsible for taking minutes from submission review meetings and submitting them to the project engineer for concurrence within 7 days of the meeting. Both parties will discuss these comments, if necessary, and attempt to resolve any unsettled issues that may arise from the review.

7.4 The A/E may choose to perform work, at its own risk, during the Government review and comment resolution period, however, comments resulting from that review must be incorporated into the design prior to the next submittal. In the event a subsequent design phase is not authorized, the A-E shall incorporate all available review comments into the design to complete the current phase.

8. AUTHORIZED CHANGES — The A/E shall only accept instructions and/or directions from the assigned VAMC Project Engineer and/or Contracting Officer. Changes in the project scope of work or cost must be authorized by the VA Contracting Officer only.

9. Timely Response - As time is of the essence, particularly during the construction phase, the A/E shall promptly review and approve, disapprove or take other appropriate action upon all the VA requests. The A/E shall submit recommendations on all shop drawings and other submittals and other requests within fifteen (10) calendar days after receipt.

E N D

SUPPLEMENT “A”

General Scope of Work (SOW): See main document

{Deduct Alternates} Shall be part of the design requirements to be utilized in case of market condition variations in order to maximize the use of available Government funds. The VA shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding; these alternates are designed to assure a contract award and to have a project design and estimate at or below construction funding.

{General Statement of Task} Provide services for the preparation of drawings, specifications, estimates, phasing schedules, and construction administration including all applicable engineering and design details for architectural, interior finishes, mechanical (plumbing, fire protection and HVAC), electrical, structural, asbestos and lead paint abatement, and other specialty consultant elements required consistent with the VA’s project team goals as prioritized during preliminary project meetings and field surveys.

{General Description of Requirements} Design shall comply with the latest editions of all applicable DVA guidelines (e.g., Construction Standards, Master Specifications, Standard Details, and Special Design Criteria), NFPA, TJC, Federal and State codes pertinent to the project scope within the constraints of the construction budget.

Services shall also include, but are not limited to the following:

1) On site visits to define the details of the project scope of work meeting the goals of the Veterans Affairs' (VA) project team, and presentation of preliminary layout plans with proposed alternatives.

2) Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Site investigations shall measure, and record the conditions of the area to be renovated and/or impacted by the project. Each discipline shall document and investigate the relevant existing conditions found, review the availability of existing building information, and field verify all essential elements pertinent to their trade.

3) Based on meetings and site field surveys, prepare a proposed detailed project scope description report within the limits of the project construction budget consistent with the VA goals.

4) Representation during all design review and field survey meetings. Architect/Engineer (A/E) shall document the results of each meeting and provide the conclusions to the Contracting Officer and VA Project Engineer within one (1) week following each meeting.

5) Based on meetings and investigations prepare preliminary, schematic, working, and construction documents with the necessary engineering and design details for all architectural, mechanical (plumbing, fire protection and HVAC), electrical, structural, civil, and other specialty consultants elements within the limits of the project goals established.

6) Electronic drawings shall be developed utilizing AutoCAD 2019. Electronic drawing files shall be identified with the drawing number and drawing title.

7) Specifications shall be developed utilizing most recent MS Word. Electronic Specification files shall be identified with the specification number and specification section title.

8) Cost Estimates shall be developed utilizing most recent MS Excel.

9) All computer-generated files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD) and specifications (MS Word) and cost estimates (MS Excel). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF and ZIP files are not acceptable). Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks by the VA.

10) 90% Design Submission: The 90% design submission shall be a complete 100% design. All plans, sections, details, etc. shall be complete at this time. The A/E shall ensure that the 90% design submittal is in fact his/her 100% product, and that it represents a total biddable package. An incomplete 90% design submittal may be rejected by the VA; a rejection will require the A/E to resubmit a 90% design at no additional cost.

11) VA Design Review Comments: The A/E shall submit written responses to the VA's oral and written design review comments. These written responses shall be within seven (7) calendar days of the VA's comments; and these responses shall explain the action the A/E will take for each comment.

12) Verification and preparation of as-built drawings which the VA shall retain.

13) The design consultant must have a PDF writer program to electronically sign material submittals; all Material Submittal Forms will be processed via electronic format with digital signature which utilizes a PDF Writer Program such as Adobe Reader/Writer.

14) Site visits (24 constructions) as required and/or requested by the VA Contracting Officer and Project Engineer for review and inspection of progress including final tests and inspections.

15) Documentation of all site visits shall be submitted in writing to the VA Contracting Officer and Project Engineer within one (1) week after each visit.

SUPPLEMENT “B”

A/E SUBMISSIONS

OF DESIGN REVIEW MATERIAL

FIRST REVIEW (15% Conceptual – Preliminary User Group Meetings & Field Surveys) 1 CD/DVD Set of AutoCAD and PDF conceptual/preliminary drawings in electronic format in accordance with Supplement “A” 1 Set of full size conceptual/preliminary layout plans/details - 30 inches by 42 inches 2 Sets of reduced size conceptual/preliminary layout plans 1 Set of Preliminary Investigation Report with Recommendations 1 Set of Preliminary Investigation Report with Recommendations in PDF electronic format in accordance with Supplement “A” 1 Set of conceptual/preliminary estimates 1 Set of MS Excel conceptual estimates in electronic format in accordance with Supplement “A”

SECOND REVIEW (35% Submittal – Schematics) 1 CD/DVD Set of AutoCAD & PDF schematic drawings with phasing plans in electronic format in accordance with Supplement “A” 1 Set of full size bound schematic layout plans/details with phasing plans– 30 inches by 42 inches 2 Sets of reduced size bound schematic layout plans/details with phasing plans 1 Set of design analysis 1 Set of design analysis in electronic format in accordance with Supplement "A" 1 Set of draft specifications in binder 1 Set of MS Word draft specifications in electronic format in accordance with Supplement “A” 1 Set of schematic estimates with proposed alternate 1 Set of MS Excel schematic estimates with proposed alternate in electronic format per Supplement “A”

THIRD REVIEW (65% Submittal – “DD” Design Development) 1 CD/DVD Sets of AutoCAD & PDF design drawings in electronic format in accordance with Supplement “A” 1 Set of full size bound design development layout plans/details with phasing plans– 30 inches by 42 inches 2 Sets of reduced size bound design development layout plans/details with phasing plans 1 Set of design analysis 1 Set of design analysis in electronic format in accordance with Supplement "A" 1 Set of design development specifications in binder 1 Set of MS Word design development specifications in accordance with Supplement “A” 1 Set of design development estimates 1 Set of MS Excel design development estimates in electronic format in accordance with Supplement “A”

FOURTH REVIEW (90% Submittal – “CD” Construction Documents) 1 CD/DVD Set of AutoCAD & PDF construction drawings in electronic format in accordance with Supplement “A” 1 Set of full size bound construction documents plans/details with phasing plans– 30 inches by 42 inches 2 Sets of reduced size bound construction documents plans/details with phasing plans 1 Set of design analysis 1 Set of design analysis in electronic format per Supplement "A" 1 Set of construction documents specifications in binder 1 Set of MS Word construction documents specifications in accordance with Supplement “A” 1 Set of MS Excel construction documents estimates in electronic format in accordance with Supplement “A” 1 Set of construction documents estimates

FIFTH REVIEW (100% Submittal – Bid [Final] Documents) 2 CD/DVD Sets of AutoCAD & PDF bid drawings in accordance with Supplement “A” 1 Set of approved full size bid documents and drawings with Registered Architect (RA) and Professional Engineer (PE) stamps - 30 inches by 42 inches 3 Sets of approved reduced size bound bid plans/details with RA and PE stamps 2 Sets of MS Word final specification sections in accordance with Supplement “A” 2 Sets of MS Word final specification sections merged in accordance with Supplement “A” 2 Sets of 3-ring bound final specifications paginated front to back 1 Set of final estimates 1 Set of MS Excel final estimates in electronic format in accordance with Supplement “A”

SIXTH REVIEW (Project Close Out Submittal – “As-Built” Construction Documents) 2 CD/DVD Sets of AutoCAD & PDF As-Built drawings in accordance with Supplement “A” 1 Set of approved full size As-Built Mylar drawings with RA and PE stamps 1 Set of approved reduced size As-Built plans/details with RA and PE stamps

ATTACHMENT

SPECIFICATION

CLARIFICATION

AND

REQUIREMENTS

Ver. 8 1/10/2019

SPECIFICATION REQUIREMENTS & CLARIFICATIONS

1. Ensure project number and title are referenced correctly in the specifications and on the drawings. (Match to project application)

2. General Conditions, 00 72 00, are no longer used in Government projects and have been replaced with General Requirements, 01 00 00. Ensure Project Specifications do not reference General Conditions 00 72 00 and incorporate General Requirements, 01 00 00.

Keyword search: “General Conditions”, “00 72 00”

3. Reports: Many times Project Specifications refer to additional reports such as a Geotechnical Report or an Asbestos/Lead Report, but the Project Specifications have not necessarily included the report. Ensure the applicable reports are included and incorporated in the specifications.

Keyword search: “Report”

4. Guarantee Period Services: Guarantee Period Services are not permitted by Contracting requirements. Do not include this section for any Construction Project. Ensure the section is not included in the project specifications. Ensure Guarantee Period Services are not referenced or specified in any specification section.

Keyword search: “Guaran”, “Guarantee”, “Guarantee Period Services”, “GPS”

5. Emergency Service: Emergency Service as written into TIL spec 28 05 00, 28 26 00, and 28 31 00 are similar to Guarantee Period Services or Emergency Repair Services and are not permitted by Contracting requirements. Ensure Emergency Service (i.e.