S02_631-21-011 Build Elevator Tower for B25 SOW.pdf

Edward P. Boland VAMC, Central Western Massachusetts Healthcare System

421 N Main Street

Leeds, MA 01053

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Architect-Engineer (A/E) Design Scope of Work to Build Elevator Tower for Building 25

Project Number: 631-21-011 Magnitude of Construction: Between $2,000,000.00 and $5,000,000.00 Location(s):VA Central Western Massachusetts HealthCare System – VISN1 – Leeds

1. Overview

1.1 General Intent

The VA Central Western Massachusetts Healthcare System (CWM HCS) plans to build and install a new elevator tower at Building 25 on the Leeds Campus. This project will correct a FCA deficiency.

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 – Build Elevator Tower for Building 25

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 building a new elevator tower at Building 25.

The intent of this project is to build and install a new elevator tower at building 25 and includes, but is not limited to:

a. Meet with VA Facilities staff, review existing drawings, and perform field work necessary to determine scope of work to fulfill the requirements of the project plan.

b. See acceptable conceptual design attached. This conceptual design shall be validated. This shall be used to minimize and inform design efforts. Identify and address any issues or conflicts as necessary.

c. See the Asbestos Survey and Limited Lead-Containing Paint Testing Report attached.

Provided any additional hazardous material testing as required.

d. Evaluate existing elevator pit slab for buildings 1, 2, 3, 4, 5, 6, 7, 8, 12, 16, 20, and 26 and design an elevator pit sump pump with oil interceptor. Design plumbing of oil water separator to sanitary sewer.

e. If the elevator tower appearance is different than the conceptual design, conduct a Section 106 Historical Submission Report for VA to file with Massachusetts State Historical

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Preservation Office, by a Professional Historic Preservation Consultant. Existing report will be made available to the highest rated A/E firm.

f. Provide a Qualified Elevator Inspector during Construction Services to certify elevator.

g. Conduct code compliance reviews (NFPA, ABAAS, VA Design Manuals, etc.) and integrate findings into design for compliance.

h. 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.

i. All on-site work shall be scheduled at least 72 hours in advance with VA Facilities Management.

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

k. Smoking is prohibited at the VAMC.

l. 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.

m. 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 Department of the Environmental Protection (MassDEP).

n. The A/E shall provide all services required to prepare documents and reports 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 costs including but not limited to asbestos removal if required, special field conditions and/or temporary equipment needed during the construction.

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o. 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 shall verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

p. 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 drawings shall be signed and stamped by the principal of the firm who is a registered Architect or Professional Engineer.

q. The performance period for construction is estimated at 545 calendar days. However, the Construction period will commence with the award of the construction contract(s) and will terminate with the acceptance of the facility by the VA. The A/E is to confirm the performance period with the proposed phasing and construction schedule.

r. 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/QEI inspection, 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.

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

• B25 Revised Drawings - Conceptual Design

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• Asbestos Survey and Limited Lead-Containing Paint Testing Report

• Attachment A – SOV Breakdown Sample

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 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 (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.

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1.6 Information Security and Access to VA Information

1. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. The General Contractor shall be responsible for requesting logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract documents.

3. The General Contractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ.

a. In the circumstance of an unfriendly termination of any personnel, the General

Contractor must notify the Contracting Officer immediately.

4. Document Control

a. The General Contractor is responsible for safekeeping of all drawings, project manual and other project information. This information shall be shared only with those with a specific need to accomplish the project.

b. All security documents shall not be removed or transmitted from the project site without the approval of the COR.

c. All paper waste or electronic media such as CD’s and diskettes shall be shredded and destroyed in a manner acceptable to the VA.

d. Notify the COR and Contracting Officer immediately when there is a loss or compromise of “sensitive information”.

1.7 Record Management

The following standard items relate to records generated in executing the contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

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7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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 of Between $2,000,000.00 and $5,000,000.00.

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 final construction cost estimate determined at the completion of construction documents will represent the most probable “low bid”.

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.

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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 in the 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:

PG-18-1 Master Construction Specifications http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp

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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 and VA Elevator Design Manuel]

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 Design Alerts Inclusion of VA Design Alerts

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 outline 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.

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

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2.5 Independent Life Safety Review

The VA will provide a separate and independent fire safety and life safety review to be accomplished at the 65% and 90% design submissions. For all reviews A/E 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.

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 Material (ACM) and Lead

Due to the vintage of the Edward P. Boland site asbestos and lead are of particular concern.

The A/E shall review the Asbestos Survey and Limited Lead-Containing Paint Testing Report attached. Provided any additional hazardous material testing required. Include remediation of all asbestos containing material items with IH monitoring services. The asbestos survey and remediation plan for construction shall encompass associated space for the new elevator tower. Remediation plans 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.

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

• Pipe insulation

• Floor tiles

• Window calking

• Ceiling tiles

• Adhesives

• Pipe dope

• Felt material (roofing)

• Old Gaskets

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

• Paint

• Windows/glazing

• Roof flashing

• Legacy piping

• Soil

To the extent possible existing assessments will be shared.

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

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2.8 Historic Preservation Act Review

If the elevator tower appearance is different than the conceptual design, a Section 106 review will likely be required. A Section 106 review will be required to be prepared by the A/E and a Professional Historic Preservation Consultant. Section 106 must be submitted at the timing of the 65% submission and must incorporate a (30) day review by the MA State Historical Perseveration Office. A/E shall incorporate any comments from the VA Section 106 review into the 95% design. Existing report will be made available to the highest rated A/E firm.

2.9 Physical Security

If and where applicable, 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 http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949

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

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Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Other Engineering Data as Required Exterior Building Information 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)

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 http://www.section508.gov/

631-21-011-SOW Page 13 of 19 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.).

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 conducted 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.

3.4.3 Meeting/Conference Minutes: The A/E is 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, and Additional Items

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

• Next meeting date and time

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• Detailed attachment list

3.5 A/E Pay Application

3.5.1 Payment for A and B Design Services: A Schedule of Values (SOV) shall be agreed upon within 10 workdays after the project kick-off meeting. See Attachment A for the Schedule of Value (SOV) Breakdown sample. The SOV shall include sufficient level of detail of what is included for each design submission. Approval is based on actual work/submission completed and acceptance by the VA and the SOV.

Upon submission of Deliverables, the contractor may bill for 50% of the deliverable value.

The remaining 50% will be paid upon Government acceptance of the deliverable.

3.5.2 Payment for Construction Period Services (CPS): A Schedule of Values (SOV) shall be agreed upon withing 10 workdays after the project kick-off meeting. See Attachment A for the Schedule of Value (SOV) Breakdown sample. The CPS SOV and billing shall represent the effort that is provided.

Tasks such as commissioning, final inspection/Punchlist Report, and As-built/closeout documentation may be lump sum for the task.

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. This project involves building 25. It is planned that areas 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.

3.7 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 Submissions 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 One (1) CD-R Disc

3.8.2 Schematic Design (SD)

All documents in any of the electronic formats listed above.

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

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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, asbestos/lead 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, asbestos/lead 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

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, narrative, asbestos/lead report, 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

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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.

Any design error or any non-compliance with the contract documents or applicable Laws; or any: defect, error or omission in; or discrepancy, ambiguity, fault, inconsistency, non-conformance with design requirements as outlined in the VA Technical Information Library (TIL) or applicable codes, lack of integration, incompleteness, lack of co-ordination, lack of detail, or lack of adequate investigation of existing conditions, within or between, any one or more of Construction Documents that results in a construction change order.

At a minimum the A/E Firm shall clarify the design intent and correct any errors or omissions in the original documents. The A/E Firm shall design and furnish corrected construction documents, including a statement of work and cost estimate at no additional cost to the government no later than 15 workdays (unless otherwise directed by the contracting officer) upon notification of the error. See FAR 52.236-23 Responsibility of the Architect-Engineer Contractor.

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.

4. Construction Period Services (CPS)

4.1 Requests for Information (RFI)

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

4.2 Submittal Reviews

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

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

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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 14

Attendance (phone in) at weekly Construction Phase meetings is required – plan for approximately 60.

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.

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Timeline from Event Trigger in Calendar Days

Administrative Time 0 Notice of Award QA/QC Submittal & Basis of Design (BD) 15% Submittal

End of Administrative Time

QA/QC and BD 15% Submittal Review Meeting

After VA receipt of QA/QC & BD 15% Submittals

35% SD Submittal 28 After Acceptance of QA/QC & BD 15% Submittals

35% SD Review Meeting 14 VA receipt of 35% SD Submittal

65% DD Submittal 40 After VA acceptance of 35% SD Submittal

65% DD Review Meeting 14 After VA receipt of 65% DD Submittal

90% CD Submittal 21 After VA acceptance of 65% DD Submittal

90% CD Review Meeting 14 After VA receipt of 95% CD Submittal

Final Bid Documents Submittal 23 After VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting

After VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule

Event/Activitity Triggering event

The 210 calendar days listed in part one project schedule may fluctuate based on when submissions meet all VA guidelines and acceptance is issued. If submissions are 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.

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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 design project 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.

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