P09_631-24-001 Renovate and Expand Dental Services SOW REV 1.pdf

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Edward P. Boland VAMC, Central Western Massachusetts Healthcare System

421 N Main Street Leeds, MA 01053 October 10, 2023

1. Overview

Architect-Engineer (A/E) Design Scope of Work to

Renovate and Expand Dental Services

Project Number: 631-24-001

Range Cost of Construction: $10,000,000-$15,000,000

Location(s):VA Central Western Massachusetts HealthCare System – VISN1 – Leeds

1.1 General Intent

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project in accordance with this design scope of work.

1.2 Project Specific Scope of Work - Renovate and Expand Dental Services

Provide all professional architectural and engineering (A/E) Part One Services (also known as

Design Phase-Type A & Type B Services) necessary to develop complete drawings, specifications, and cost estimates associated with the renovation and expansion of dental services in Building 3 at the Edward P. Boland Veterans Affairs Medical Center. Building 3 consist of approximately 14,622 square feet.

The intent of this project is to renovate and expand dental services in building 3 and includes, but is not limited to:

A. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for conceptual layout schemes with proposed alternatives consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies.

B. See attached initial conceptual drawings. This is just a conceptual layout and would have to be validated.

C. There is an existing design to renovate building 3 for clinical administration that has been approved and could be used to minimize building 3 design efforts.

D. The A/E is to provide an alternative conceptual layout at the 15% submission along with a narrative and preliminary cost estimate for review.

E. Renovate space per CWM VA’s Program Space Planning Criteria; maximize use of existing space.

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F. Work shall include, but not be limited to, architectural, interior finishes, mechanical

(plumbing, fire protection and HVAC), electrical, structural, asbestos and lead paint removal, and other specialty consultants required pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals as prioritized during project meetings and field surveys. All finishes shall be coordinated with VA Central Western Massachusetts Interior Designer.

G. A NESHAP survey is required.

H. Design for the abatement of all asbestos containing materials, lead paint and all hazardous material.

I. Design for replacement of all utilities and HVAC system to include but not limited to, electrical, lighting, fire protection, life safety, security, sanitary, telecommunications and potable water distribution systems.

J. Design all new architectural finishes. Include replacing all windows and doors and removing all plaster ceilings.

K. Design shall include seismic support for non-structural components.

L. Design shall correct the following FCA deficiencies, Building

Architectural Rec No Description

Accessibility 108806 * Toilets 121, 125 and 216 are non compliant, renovate 3 toilets for accessibility. * Toilets 102 and 202 are partially accessible, install approximately 2 sets ptrap insulation, 4 grab bars and 2 sets accessible sink hardware.

Interior

Finish/Door

108808 *"2nd Floor: Replace carpets (south end only). Upgrade one (1) toilet room. 1st Floor: Replace carpet and repaint walls. Upgrade

Toilet Room 202.

Interior

Finish/Door

419701 FCA record added by Contractor - see detail/pending

*Flooring and rubber treads show wear, tearing, delamination or are removed entirely. Refinish approximately 1200 SF stairway flooring and treads.

Life Safety 301565 * Exit fire stair handrails are older or are missing, and do not meet current life safety code. Replace or add approximately 120 LF to include landing extensions.

Signage /

Wayfindg

63462 * Exterior Signage updated. Interior signage has exceeded lifespan, is non compliant and or is in poor condition in some areas, particularly at second floor. Update approximately 50 signs.

Windows 61441 * Single glazed aluminum windows with storm windows in fair condition. * Basement windows boarded up with deteriorating unfinished plywood paneling. Replace or refinish basement with permanent infill paneling with appropriate exterior finish.

Lighting &

Power

419691 FCA record added by Contractor - see detail/pending

* Replace (1) T-12 light fixture and (4) incandescent light fixtures in Basement with new LED fixtures.

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Air Handling

Equip

60997 * Building only has window units. First floor is being demolished and will add a large AHU. Second floor is being gutted and remodeled, will also include an AHU, project 631-21-112.

Ducts & Water

Dist

60998 *The ducts and water distribution were removed and must be installed with water distribution equipment.

Engr. Control syst.

301044 * Engineering controls are the pneumatic type. Upgrade pneumatic controls to DDC for 16247 gsf office type bldg and interface into

Metasys.

Heating

System

60999 *Low pressure steam and return piping have exceeded useful life and are in poor condition. Some steam piping has been converted to hydronic piping for hot water but remains in poor condition.

Replace steam piping.

Ventil (O.A. &

Exh)

61001 * Outside air and exhaust ventilation equipment is in poor condition. Replace the outside air and exhaust ventilation for a

16,247, 3 floor building. A renovation project (2024) is in the design phase which will replace the outside air and exhaust ventilation equipment. .

Exhaust Fans 301045 * Exhaust fan is original to building, has exceeded useful life and is in poor condition. Replace exhaust fan, 1500 CFM or larger.

Fixtures /

Piping

61003 * Domestic hot, cold and sanitary piping has exceeded useful life and is in poor condition. Replace approx 1000 feet of domestic and sanitary piping.

M. The HVAC design shall meet the current design requirements for dental service clinics within hospital per the HVAC Design Manual.

N. The design shall meet the current VHA Directive 1116 SPS requirements.

O. The design shall include installing port data connections for telephones, computers, and power in applicable rooms.

P. The A/E shall obtain / prepare all environmental and other necessary permits that would be required prior to construction commencing – including but not limited to the

Massachusetts Dept. of the Environmental Protection (MassDEP)

Q. The A/E shall base their design to meet the following sustainable energy requirements:

• VA HVAC Design Manual

• VA Sustainable Design Manual

• Space Planning Criteria as applicable

R. Design shall comply with current VA Design Manuals, Life Safety, NFPA, ABAAS, etc., requirements.

S. All field investigations shall be scheduled at least 72 hours in advance with VA Facilities

Management. Investigations in offices will have to be off hours unless approved by the

COR.

T. All work shall be performed in accordance with VA Construction Safety Code and

OSHA codes.

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U. The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Edward P. Boland VAMC record drawings and assessment documents will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

V. The performance period for construction is 540 calendar days after receipt of award. The

A/E is to confirm the performance period with the proposed phasing and construction schedule.

W. A/E Part Two Services of this design project (also known as Construction Period

Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, attendance at weekly teleconference construction meetings , approximately 1 site visits per month during active construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the pre-final inspection and final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the

VA during construction period services and maintain a RFI log. The A/E shall also provide Commissioning of HVAC systems and any fixed systems installed specific to the dental clinic and VPIH Services during Construction Period Services for asbestos abatement.

1. All Part Two Services are optional line items and will not be exercised at the time of award.

2. Include responding to construction contractor Requests For Information (RFIs) during the solicitation as a separate optional line item.

1.3 List of Attachments

• Bldg. 3 Dental Conceptual Floor Plans

• Attachment A

1.4 Required Disciplines and Expertise

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

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The A/E shall visit the project site to investigate the information shown on the Government

Furnished drawings, record (as-built) 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.

1.5 Site Access and Management Requirements

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations must have the following additional requirements before starting site investigations on campus:

1. Contractor badge must be obtained and visibly worn by the contractor or representative at all times while on campus

2. Annual influenza shot is required to perform work on campus

3. Wear approved surgical or 2-layer cloth mask with no vent in patient care buildings. Mask must be replaced when damaged or soiled.

4. Staff experiencing any symptoms of illness will refrain from any on-site work until asymptomatic

Requirements are subject to change. Questions or concerns may be addressed by the Project

Engineer

2. General Design Considerations

2.1 Design Within Funding Limitations

The design shall be prepared by the A/E to permit the award of a construction contract, using

Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price range of $10,000,000-

$15,000,000. The estimated construction contract price will be available to the Awarded A/E firm.

This price does not include construction management, contingency, portable equipment, impact costs or any portion of the design costs. A detailed cost analysis shall be provided as a deliverable document of this contract to ensure meeting the cost goal. The cost for labor and material in the detail cost estimate shall be easily distinguished. The final construction cost estimate determined at the completion of construction documents will represent the most probable “low bid”.

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Note that there is a 6% A/E limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606-73.

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.

2.2 Design Independence, Furniture and Equipment

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and

Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

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.

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. 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.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

2.3 Design Criteria

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility

Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited

to) the following listed Department of Veterans Affairs References:

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

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PG-18-1 Master Construction Specifications

PG-18-3

Design and Construction Procedures [Including but not limited to:

Codes, Standards, and Executive Orders]

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 Seismic Design Handbook

PG-18-9 Space Planning Criteria

PG-18-10

Design Manuals (by discipline) [Including but not limited to: Guiding

Principles checklists as indicated for NRM Projects in Sustainable

Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

PG-18-14 Room Finishes, Door, and Hardware Schedules

PG-18-15 Minimum Requirements for A/E Submissions

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

Where conflicts exist between VA adopted codes and standards and the documents on the

TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

A/E shall use latest references released at time of award. Revisions during project execution need not be incorporated unless stated otherwise by the project engineer for a change critical to the scope (i.e. specification/reference effectivity date is contract award date unless critical changes are flowed down).

2.4 Design Collaboration

The A/E during this design project shall collaborate with the VHA Office of Healthcare

Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 1, User Group, and the onsite personnel as required.

Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design.

HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

2.5 Independent Reviews

The VA will provide a separate, independent fire safety, life safety, and energy review to be accomplished at the 65% and 90% design submissions. An independent peer review will also occur at 90%. For all reviews, AE needs to address comments and include any changes in the http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2

631-24-001-SOW Page 8 of 17 next submission. VA may reject the review of a submission if comments from the previous submission are not addressed. The VA reserves the right to do more frequent or other design reviews as required.

2.6 Environmental Protection

The A/E shall assist the VA with completion of a National Environmental Policy Act

(NEPA) assessment as required. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per

PG-18-17 NEPA Interim Guidance for Projects located on the TIL

(http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of

Decision. The NEPA analysis and concluding documentation must be completed by the Final

Bid Documents submittal.

2.7 Asbestos Containing Materials (ACM) and Lead

Due to the original construction era (1921) of the Edward P. Boland site, asbestos and lead are of particular concern. The A/E shall plan to perform comprehensive NESHAP and include remediation of all items with IH monitoring services. The NESHAP and remediation plan for construction shall encompass the entire area of construction. Remediation plan and estimate shall be sufficiently detailed/delineated by area to allow for specific areas to be readily removed from the final construction plan at the contracting authority’s discretion. Testing shall be in accordance with accepted standards controlling sample methods, sizing, and metrology to ensure safe and accurate results. Sampled locations shall be encapsulated immediately after testing. To the extent possible existing assessments will be shared.

The following are known sources of asbestos (not limited to):

• Pipe insulation

• Floor, wall & ceiling tiles

• Window caulking

• Mastic & Adhesives

• Pipe dope

• Felt roofing material

• Old Gaskets

The following are known sources of lead (not limited to):

• Paint

• Windows/glazing

• Roof flashing

• Legacy piping

• Soil http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

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2.8 Historic Preservation Act Review

If the scope impacts exterior appearances a Section 106 review will likely be required. The

A/E shall incorporate any comments from the VA Section 106 review.

2.9 Physical Security

The Physical Security and Resiliency Design Manual for Mission Critical Facilities is located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security and Resiliency Design Manual

(either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

3. Submittals

Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C -

A/E Submission Instructions for Minor and NRM Construction Program dated November 2008.

Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure

Data Classification – For Official Use Only (FOUO). It is hosted on a non-public VHA site

(https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. VA may reject the review of a submittal if comments from the previous submittal are not addressed. The Asbestos Abatement requirements in PG-18-15 are applicable at Edward P. Boland VAMC due to the age of the campus (construction began in 1920’s).

The following submissions will be required for this project, see Attachment A for the minimum submittals required per submission:

1. Quality Assurance/Quality Control (QA/QC) Plan

2. BIM Execution Plan

3. Basis of Design (BD) - 15% - In addition to the requirements in PG-18-15, a Basis of

Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949

631-24-001-SOW Page 10 of 17 the planned design and the initial cost estimate will additionally be included.

4. Schematic Design (SD)- 35%

5. Design Development One (DD) – 65%

6. Construction Documents (CD)- 90%

7. Final Bid Documents (Bid) – 100%

3.1 Drawing Format

All drawings shall adhere to VA project software requirements for Building Information

Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019 or the latest version available to Edward P. Boland VAMC.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to

VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Edward P. Boland VAMC Master Record

Drawing – pending facility expertise). The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

▪ Architectural/Interior Design

▪ Square Footage/Volume

▪ Room Names and Numbers

▪ Architectural Schedules

▪ Architectural Specialties and Woodwork

▪ Doors

▪ Windows

▪ Louvers

▪ Roof

▪ Floors

▪ Ceilings

▪ Vertical Circulation

▪ Walls/Curtain Wall Sizes, Shapes, &

Material Data

▪ General Signage

▪ Schedules

▪ Furniture

▪ Equipment

▪ Structural

▪ Foundations

▪ Shafts and Pits

▪ Mechanical

▪ HVAC

▪ Plumbing

▪ Electrical/Telecommunications

▪ Power and Lighting

▪ Steam Distribution

▪ Other Engineering Data as Required

▪ Exterior Building Information

▪ Nurse Call System

▪ Asbestos/Hazardous Material Info

▪ Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead

Paging)

▪ Life Safety Information (Fire

Extinguishers, Wall Ratings, Door

Ratings, Fire Protection/Alarms)

▪ Departmental Ownership (By Common

Name, Capital Asset Inventory

Department Definition and Strategic

Capital Investment Program Department

Definition) http://www.cfm.va.gov/til/projReq.asp

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3.2 Submittal Formats

Submittals shall be submitted in electronic format and hard copy formats as listed below.

Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft

Project (.mpp) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d);

information on the requirements for accessible media can be found at http://www.section508.gov/.

3.3 Specifications

3.3.1 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.

3.3.2 Electronic Files: All files shall be Microsoft compatible and furnished on high quality

CD-R discs. 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).

3.3.3 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.

3.3.4 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.

3.3.5 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.).

http://www.section508.gov/

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3.4 Site Visits, Meetings/Conferences, and Discussions

3.4.1. 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.

3.4.2. Design Review Conferences: Design review conferences shall be conduct shortly following the issuance of each review Submission. Refer to Section 3 and 4.7 for the proposed design submissions and the proposed schedule. Design review conferences for the

Basis of Design, 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.

3.4.3 Meeting/Conference Minutes: The A/E to provide meeting minutes for all formal meetings and conferences held with the VA. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference for concurrence and distribution to attendees. All documents in any of the electronic formats listed in section 3.2.

Minimum meeting minutes requirements:

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended

Meeting (yes/no Check box)

• Meeting purpose, Roll call, COVID-19, and Additional Items

• Agenda items (Decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

3.5 A/E Pay Application

See Attachment A for the Schedule of Value (SOV) Breakdown sample. Approval is based on actual work/submission completed and acceptance by the VA and the SOV.

3.6 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. The A/E shall develop, as necessary, a phasing plan that assures smooth implementation of required construction.

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3.7 Construction Cost Estimates

Construction cost estimates shall comply with Manual for Preparation of Cost Estimates &

Related Documents for VA Facilities dated March 8, 2011. This document is available on the

TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

3.8 Design Submission and Milestones

3.8.1 Basis of Design (BD) - Preliminary User Group Meetings & Field Surveys

▪ All documents in any of the electronic formats listed above.

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

▪ Two (2) paper bond sets of investigation reports, narrative, space planning data and cost estimate – 2 to VA

▪ Preference for presentation to include proposal with 1 or 2 alternatives to narrow User

Group customization requests

▪ One (1) CD-R Disc

3.8.2 Schematic Design (SD)

▪ All documents in any of the electronic formats listed above.

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

▪ Two (2) paper bond sets of specifications – 2 to VA

▪ Two (2) paper bond sets of investigation reports, narrative, NESHAP report, design calculations, space planning data, cost estimate, QA/QC documents and meeting minutes - 2 to VA

▪ One (1) CD-R Disc

3.8.3 Design Development (DD) & 90% Construction Documents (CD)

▪ All documents in any of the electronic formats listed above.

▪ Memo annotating what was not upgraded and corresponding justifications.

▪ One (1) full size paper bond sets of drawings - 1 to VA

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

▪ Two (2) paper bond sets of specifications – 2 to VA

▪ Two (2) paper bond sets of investigation reports, narrative, NESHAP report, design calculations, space planning data, construction schedule, construction statement of work (SOW), submittal register, cost estimate, QA/QC documents and meeting minutes - 2 to VA

▪ One (1) CD-R Disc http://www.cfm.va.gov/cost/index.asp

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3.8.4 Final Bid Documents (Bid)

▪ PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

▪ Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

▪ Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

▪ Word files of specifications.

▪ Revit and AutoCAD files of drawings.

▪ One (1) full size paper bond sets of drawings - 1 to VA

▪ Three (3) half-size paper bond sets of drawings – 3 to VA

▪ Two (2) paper bond sets of specifications – 2 to VA

▪ One (1) paper bond sets of investigation reports, NESHAP report, narrative, design calculations, space planning data, construction schedule, construction SOW, submittal register, cost estimate, final QA/QC documents and meeting minutes - 1 to VA

▪ One (1) CD-R Disc

3.9 Quality Assurance/Quality Control (QA/QC) Plan

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. VA Design Alerts and VA Quality

Alerts can be found on the internet at http://www.cfm.va.gov/TIL/.

Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission. All documents in any of the electronic submittal formats listed above.

The A/E shall have and keep up to date a QC tracker with questions from the design review meetings (and emails) and resolution comments.

3.10 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.

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

631-24-001-SOW Page 15 of 17

4. Construction Period Services (CPS)

4.1 Requests for Information (RFI)

Requests for Information shall be responded to within five (5) calendar days of submittal.

4.2 Submittal Reviews

Submittal reviews shall be submitted within seven (7) calendar days of submittal.

4.3 Site Visit Reports

Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

The minimum number of site visits during the CPS is 18

Attendance (phone in) at weekly Construction Phase meetings is required – plan for approximately 64.

4.4 Modification/Change Order Requests

Modification requests shall be submitted within seven (7) calendar days of submittal to the

A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

4.5 Punch List

Punch list shall be submitted within seven (7) calendar days of the pre-final inspection and the final acceptance inspection. All documents in any of the electronic formats listed above.

4.6 Record Drawings

Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project in Autodesk Revit Project (.rvt) format and AutoCAD

(.dwg) format.

4.7 Project Schedule/Period of Performance

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

631-24-001-SOW Page 16 of 17

Event/Activitity

Timeline from

Event Trigger in

Triggering event

Calendar Days

Administrative Time 0 Notice of Award (NTP)

QA/QC Submittal 21 After NTP

Basis of Design (BD) 15% Submittal 45

After NTP

BD 15% Submittal Review Meeting 14 After VA receipt of BD 15%

Submittals

35% SD Submittal 60 After Acceptance of BD 15%

Submittals

35% SD Review Meeting 21 VA receipt of 35% SD Submittal

65% DD Submittal 67 After VA acceptance of 35% SD

Submittal

65% DD Review Meeting 28 After VA receipt of 65% DD

Submittal

90% CD Submittal 30 After VA acceptance of 65% DD

Submittal

90% CD Review Meeting 28 After VA receipt of 90% CD

Submittal

Final Bid Documents Submittal 30 After VA acceptance of 90% CD

Submittal

Final Bid Documents Acceptance

Meeting

After VA receipt of Final Bid

Documents Submittal

Total Part One Services/Design

Phase Schedule

The 365 calendar days listed in part one project schedule may fluctuate based on when 90%

CD submittal meets all VA guidelines and acceptance is issued. If 90% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The

VA has 3 years from final acceptance of the design to exercise the option(s) for Construction

Period Services.

631-24-001-SOW Page 17 of 17

5. Contract Oversight

All contracts for this project shall be awarded by NCO 1 Contracting Team, only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

NCO 1 Contracting Team shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the Part One Design Phase contract. The

COR shall be a representative of the Edward P. Boland VAMC Engineering Service Project

Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Edward P. Boland VAMC Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s

Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two

Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase. 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. 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.

6. Reporting Requirements

The Contractor shall be required to report to the COR (Project Engineer) in the Engineering

Project Section, Facility Management Service, Monument Building (Bldg. 20) Room 208 to log in during normal working hours. This check-in is mandatory. When the service is completed, the

Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working hours.

END OF SCOPE

FEC

STERILE

LAB

TREATMENT

TREATMENT

TREATMENT

TREATMENT

TREATMENT

TREATMENT

TREATMENT

TREATMENT

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MED RM

LABS

TOILET

LAB EQUIP

STOR

CONSULT

TOILET

RECEPTION

WAITING

LOBBY

L-101

TREATMENT

TREATMENT

PANO

TOILET

ANTE

MOB EQ

CLEAN UTIL

SOILED UTIL

CORR

C-102

CORR

C-103

CORR

C-101

CORR

C-104

STAIR 2

1-ST2 STAIR 1

1-ST1

ELEV 1

1-ELEV1

GEN PURPOSE LAB 200

PORC/CER LAB 120

MACHINE MILL 60

MAXILLO LAB 120

ARYLIC PROCESSING 100

EXPENDABLE STORE 180

SHIPPING/REC 180

DENTAL MODELS

PROCESSING 120

LAB MODELS

STORAGE 120

6"

(2)KIOSK

PASS

THRU

SM CONF

SHARED

DENTIST

OFFICE

ADMIN

CORR

C-202

SHARED

HYGENIST

CLINICAL

SUPPORT

STORAGE

STORAGE

LOBBY

L-201

TR

COPY /

SUPPLY

CONF

CORR

C-207

LOCKERS

219B

FILE

CABINET

STORAGE

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202A

OFFICE

CORR

C-205

CORR

C-201CORR

C-203

HSKP

205ELEV

LOBBY

L-202

STAIR 1

2-ST1

ELEC

OFFICE

STAIR 3

2-ST3

STAIR 2

2-ST2

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CHIEF

CLOSET

202B

CORR

C-204

OFFICE

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CORR

C-206

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SHARED

OFFICE

RECEPTION

C209

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DENTIST

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C-209

BREAK RM

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1 2 3 4 5 6 7 8 9 10

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CONSULTANT ARCHITECT/ENGINEER OF RECORD STAMP Office of Construction and Facilities Management

U.S. Department of Veterans Affairs

Drawing Title

Approved: Project Director

Phase Project Title Project Number

Building Number

Drawing NumberLocation

Issue Date Checked Drawn

VA FORM 08-6231

FULLY SPRINKLERED

REVIEW ONLY - NOT FOR CONSTRUCTION

web fax tel

Associates, Architects

PLLC

EHDanson 357 Western Avenue

Suite 104

St. Johnsbury, Vermont 05819

P.O. Box 4069

802 748 5239

802 748 1085 www.ehdanson.com

SCHEMATIC FLOOR PLANS RENOVATE MAPLE 3 BUILDING

FOR CLINICAL ADMINISTRATION &

DENTAL

Edward P. Boland VAMC

05/18/2023 Checker Author

PROJECT NO.

1-SK-101

CONCEPTUAL DESIGN

1/8" = 1'-0"

DENTAL SCHEMATIC FIRST FLOOR PLAN

1/8" = 1'-0"

CLINICAL ADMIN SCHEMATIC SECOND FLOOR PLAN

Revisions: Date:

Item

Number QTY UOM Price

Scheduled

Total

Quantity

Completed to Date

Price

Completed to Date

A - Services -$ #DIV/0! -$

A100 Site Investigation Visit, All EA -$ -$

15% Submission

A105 QA/QC Plan 1 LS -$ -$

A110 Narrative 1 LS -$ -$

A115 Field Survey Reports 1 LS -$ -$

A120 Basis of Design Drawings 1 LS -$ -$

A121

Opinion of Probable

Construction Cost 1 LS -$

A125 BIM execution plan 1 LS -$ -$

35% Submission

A300 Narrative update 1 LS -$ -$

A305 Drawings 1 LS -$ -$

A310

Specifications-Division 1 Specs

& TOC 1 LS -$ -$

A315 Investigation reports 1 LS -$ -$

A320 HAZMAT / NESHAP 1 LS -$ -$

A325 Design Calculations 1 LS -$ -$

A330 Space Planning Data 1 LS -$ -$

A335 Cost Estimate 1 LS -$ -$

A336

Historical-Section 106 Review

(if applicable) 1 LS -$

A340

QA/QC documents & Meeting minutes 1 LS -$ -$

B-Services -$ #DIV/0! -$

65% Submission

B600 Narrative update 1 LS -$ -$

B605 Drawings 1 LS -$ -$

B610 Specifications 1 LS -$ -$

B615 Investigation reports 1 LS -$ -$

B616 HAZMAT / NESHAP 1 LS -$

B620 Design Calculations 1 LS -$ -$

B625 Space Planning Data 1 LS -$ -$

B630 Cost Estimate 1 LS -$ -$

B635 Construction Schedule 1 LS -$ -$

B640 Construction SOW 1 LS -$ -$

B641 PCRA 1 LS -$

B645

QA/QC documents & Meeting minutes 1 LS -$ -$

90% Submission

B900 Narrative update 1 LS -$ -$

Description

A/E Schedule of Value (SOV) Breakdown Sample & Submittals Required (Minimum)

Attachment A

B905 Drawings 1 LS -$ -$

B910 Specifications 1 LS -$ -$

B915 Investigation reports 1 LS -$ -$

B920 HAZMAT / NESHAP 1 LS -$ -$

B925 Design Calculations 1 LS -$ -$

B930 Space Planning Data 1 LS -$ -$

B935 Cost Estimate 1 LS -$ -$

B940 Construction Schedule 1 LS -$ -$

B945 Construction SOW 1 LS -$ -$

B950 Submittal Register 1 LS -$ -$

B951

Fire/Energy 65% Response to

Comments 1 LS -$

B955

QA/QC documents & Meeting minutes 1 LS -$ -$

100% Submission

B1000 Final Narrative 1 LS -$ -$

B1005 Drawings 1 LS -$ -$

B1010 Specifications 1 LS -$ -$

B1015 Investigation reports 1 LS -$ -$

B1020 HAZMAT / NESHAP 1 LS -$ -$

B1025 Design Calculations 1 LS -$ -$

B1030 Space Planning Data 1 LS -$ -$

B1035 Cost Estimate 1 LS -$ -$

B1040 Construction Schedule 1 LS -$ -$

B1045 Construction SOW 1 LS -$ -$

B1050 Submittal Register 1 LS -$ -$

B1055

Physical Security Compliance

Report 1 LS -$ -$

B1060 BIM / AutoCAD files 1 LS -$ -$

B1064

Fire/Energy/Peer 90%

Response to Comments 1 LS -$

B1065

Final QA/QC documents &

Meeting minutes 1 LS -$ -$

C Services -$ #DIV/0! -$

C100 Solicitation Support 1 LS -$ -$

C105 Document Review (Submittals & RFIs) HR -$ -$

C110 Project Meeting HR -$ -$

C115 VA support HR -$ -$

C116 HR

C117 HR

C120 Site Visits EA -$ -$

C125 LS

C126 Final Inspection/Punchlist report 1 LS -$ -$

C130 As-built / Closeout 1 LS -$ -$

VPIH Services

Commissioning

Pre-Final Inspection/Punchlist

Report

Scheduled

Total

Completed to Date

Price

Completed to Date

-$ #DIV/0! -$

-$ #DIV/0! -$

-$ #DIV/0! -$

-$ #DIV/0! -$

A Services Total

B Services Total

C Services Total

Contract Total