36C24919R0025-001.doc

Solicitation Number Project 614-321 Construct Building 7 SCI/D Outpatient Addition North

Part 1 – Project Description

I.

GENERAL SCOPE OF WORK: The A/E shall provide all necessary architectural and engineering services as required to prepare complete contract drawings, specifications, cost estimates, and construction period services for the project to Construct Building 7 SCI/D Outpatient Addition North at the Department of Veterans Affairs Medical Center in Memphis TN.

STATEMENT OF PROJECT OBJECTIVES

It is the intent of the Department of Veterans Affairs to have the A/E fully survey, investigate, and document the existing space and utility systems in order to gain the knowledge and insight necessary to prepare quality, accurate documents in a professional and competent manner. The project work includes but is not limited to the following:

This project will construct an approximately 8,000 gross square feet addition to Building 7 and renovate approximately 9,850 gross square feet. The addition will be to the A-wing north and east of the building on the 1st and 2nd floors. Grade level is at the 2nd floor. Functions affected by the project include GU/Urology, GI Lab, Spinal Cord Injury and Disorder (SCI/D) Outpatient Clinic, SCI/D Pharmacy, and SCI/D Administration. The relocation of GU/Urology (8,000 GSF 1st floor Building 7), GI Lab (5,300 GSF 3rd floor Building 1A, Pharmacy (2,300 GSF 2nd floor Building 7), and Administration (1,600 GSF 1st floor Building 7) will create vacant space that will be utilized by future construction and renovation. An FCA deficiency on air-cooled chiller unit will be corrected by this project. The chiller work has a negligible affect on the energy intensity of the campus. Parking spaces are not included in the project. There are no impact items. The project priority is to address the functional needs of GU/Urology and GI Lab. So as not to exceed the budget, the design and construction for the Outpatient Clinic and Pharmacy will be curtailed or eliminated.

The asbestos survey identified the duct sealant as containing ACM and any modifications of the HVAC will require abatement.

The magnitude of the construction is estimated between $5,000,000 and $10,000,000. Deductive alternates are to be identified equal to 20% of the estimated construction cost. Estimating and cost control shall be part of every design phase and submission.

Part 2 – design period

1.

General

The A-E shall provide design period services to include drawings and specifications reflecting specific tasks identified in this statement of work document and as identified during project discussion meetings. A-E shall provide competent design period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines including but not limited to: life safety and other building/utility systems as required for the project.

The A-E shall develop plans and system schematics for actual in-place components from VA-provided drawings and from field verification on site. Verify existing conditions affecting design. Information provided by VA on record drawings shall be verified for critical dimensions and critical components that may affect the design. A-E shall consider adjacent systems and components (architectural as well as utility systems) so as to avoid unforeseen site condition change orders to the construction contract. The A-E shall verify necessary building architectural and utility system components to provide for a full and complete design of replacement architectural elements and utility system components.

During the course of the project the A-E shall be required to attend project meetings. The A-E shall record meeting minutes and furnish meeting minutes and sketches as required to reach concurrence and approval by the design team members. Minutes shall be forwarded to all attendees within 36 hours of the meeting for review and comment. The A-E shall incorporate appropriate comments, finalize the meeting minutes and send out the final meeting minutes within one week of the meeting.

VA is contracting design period services to include Schematic Design (SD) Development, Design Development (DD), Construction Documents (CD), and Bid Documents. All submissions and related work for each design phase shall conform to the requirements in this document and Program Guide (PG)-18-15, Volume C A-E Submission Instructions as modified in this document. See the Access to VA Standards section of Part 3 for webpage to obtain PG-18-15.

2.

PERIOD OF PERFORMANCE

614-321 SCI/D OP Addition North

AE Design

Award

Notice to Proceed

Design Program

Design Program Review

Schematic Submission

Schematic Review

DD1 Submission

DD1 Review

DD2 Submission

DD2 Review

DD Complete

CD 1 Submission

CD 1 Review

CD 2 Submission

CD 2 Review

CD 100% Checkset

CD 100% Checkset Review

Bid Documents

Total Days

3.

Schematic Design (SD)

Schematic Design reflects the basic work required to define the design scope of the project; includes options and what-if scenarios to allow VA to consider potential options for final design; and ensures arrangement of space complements the design scope as opposed to contradicting the design scope.

Schematic Designs vary to meet the specific design scope of the project. For instance, an architectural renovation may have a few potential designs represented schematically as concepts of patient/staff flow of people, materials, etc. being considered, but may not provide alternatives for utility systems until later discussions, whereas an infrastructure project renovating and/or replacing utility systems may have a few potential schematic designs representing the types of systems available and their application towards the specific project. The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions:

· SD submittal package (PG-18-15 Volume C requirements as modified by this document)

· Assembled minutes of meetings for work up to SD submission

· Completed A-E Review Checklist for each applicable design discipline

Schematic comments returned by VA to A-E with:

· General Comments

· Drawing Comments

· Specifications Comments

4.

Design Development (DD) Design Development includes initial work of the A-E required to represent the project as a set of drawings conveying the major intent of the project work. At this stage of project design, the physical layout of the new work should be shown. The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions:

· DD submittal package (PG-18-15 Volume C requirements as modified by this document)

· Assembled minutes of meetings for work up to DD submission

· Completed A-E Review Checklist for each applicable design discipline

DD review comments returned by VA to A-E with:

· General Comments

· Drawing Comments

· Specifications Comments

· One Set of A-E DD drawings with using Service(s) approval signatures

· Estimate Comments

· Notes for specification details for sole source items, e.g. Johnson Controls, Notifier, etc.

5.

Construction Documents (CD) The Construction Documents submission shall combine updates of all earlier sets of specifications and drawings and any other relevant project information (meetings, other discussions, etc) making up a complete set of project documents. The quality of and level of detail of the CD submission should be such that no further or minimal changes are needed. The CD submission shall incorporate all changes needed from earlier reviews and that a quick review shall show all information is presented in clear and concise format. Discussion of Contractor staging/parking/exterior space usage, management of phasing activities such as control of dust and debris (infection control), etc. shall occur during development of the CD submission. The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions:

· CD submittal package (PG-18-15 Volume C requirements as modified by this document)

· Assembled minutes of meetings for work up to CD submission

· Completed A-E Review Checklist for each applicable design discipline

· Include summary of staff participating in final drawing and specification quality review and date when check set review was completed.

CD review comments returned by VA to A-E with:

· General Comments

· Drawing Comments

· Specifications Comments

· One Set of A-E DD drawings with using Service(s) approval signatures

· Estimate Comments

· Electronic formats of VA specifications 01 00 00, 01 33 23 and any others required edited specifically for the project

· Any comments regarding estimate

· Electronic drawing showing project staging area on VA site plan for A-E to include in drawing package at final submission.

6.

Bid Documents The reproduction of specifications and prints is a reimbursable item within the contract. If additional sets are required, VA will request these in writing from the A-E and will compensate the A-E for additional reimbursable expenses to the extent the additional sets add expense.

· A-E Provided Project Checklists: A-E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. This checklist will show all products requiring submittals in the form of shop drawings, data sheets, manufacturer cut sheets, etc. as well as all other items shown as required submittal items including, but not limited to, reports, system evaluations, testing, operating and maintenance manuals, etc.

· Submission Requirements: The A-E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, “BID DOCUMENTS”, in large block letters above or beside the VA standard drawing title block. The A-E shall incorporate VA provided front-end solicitation documents.

The A-E shall submit 2 specification books and 1 full size and 3 half size drawing sets of reproduced project packages to VAMC Memphis, TN Engineering Department. The Contractor shall provide 4 Electronic bid set on DVD for the following disposition:

i. 1 ea including Editable Word Format of Specifications and PDF of the drawing set for Contracting Officer (NCO9)

ii. 2 ea in PDF format including drawings only – Marked with “Drawings Only” and Project Number and Title for Contracting Officer.

iii. 1 ea including Editable Word Format of Specifications, and PDF and 2016 (or compatible) AUTOCAD format of the drawing set for Contracting Officer Technical Representative to retain Items i and iii above may be requested prior to completion of final bid specifications in or for the VA to submit for legal/technical review.

7.

Modification to PG-18-15, Vol C A-E Submission Instructions Program Guide PG-18-15, VOL C provides a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances in which critical decisions need to be made, sufficient and relevant information has to be provided timely in order for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions in regards to the applicability of specific requirements shall be resolved with the medical center staff prior to any submission deadline. For this project the following modifications to PG-18-15 Volume C are applicable:

Section I - General

1. Section I.A. – Introduction

a. This contract includes: Schematic, Design Development, and Construction Documents Submissions.

b. VAMC Memphis will provide existing background material in the form of existing floor plans and previous project record drawings to the extent available.

c. VAMC Memphis will provide VA specific guidance documents affecting project design not within the VA Technical Information Library (TIL). (e.g. VHA Directives, VAMC Memphis Policies, etc.)

d. This project requires a formal approval signature by the using Service(s) at the conclusion of Design Development in regard to architectural layout and space functionality.

e. All electronic drawings submitted shall be in Adobe (PDF) and AutoCAD (DWG) format.

f. All electronic versions of specifications shall be in Microsoft Word and Adobe formats.

g. Final drawings (Bid Documents) and specifications shall be submitted both in hard copy and electronic format on a compact disc.

2. Section I. B. – A-E Responsibilities

a. It is the VA’s intention to hold the AE responsible for “any errors or omissions in its designs, drawings, specifications, and other services.” Such errors or omissions must be corrected without additional compensation. Furthermore, the AE must be and remain liable to the Government for all damages caused by the AE’s negligent performance of any services furnished under the contract, notwithstanding the VA reviews of AE work.

b. There is no Memorandum of Agreement (MOA) for this project.

3. Section I. C. – Submission Policy

a. In addition to items listed, the A-E shall include a copy of a completed A-E Review Checklist for each design discipline within the scope of work. See the Access to VA Standards section of Part 3 for webpage to obtain information on the A-E Review Checklists Program. A-E Review Checklists shall be submitted with each submission package.

4. No modifications to the following;

a. Section I. D. – Quality Assurance/Quality Control

b. Section I. E. – Additional Services

c. Section I. F. – Critical Path Method Phasing Meetings

Section II – Submissions

Make the following changes;

1. Modify the following sections;

a. Section II. C. – Fire Protection & Notes

i. No Floor Plans/Drawings are required with the Schematic submission.

b. Section II. S. – Specifications

i. With the schematic submittal, A-E shall submit a marked-up specifications index table of contents downloaded from the VA TIL Master Specification List with Dates.

ii. The A-E shall ensure the following as edits are made after the design development submission:

1. The date code header, e.g. 12-04, shall be removed from all specification sections,

2. The footer shall remain showing specification section-page, e.g. 21 05 11-1, 21 05 11-2, etc.

3. All references to specifications not needed for the project and thereby not included shall be removed; VA refers to these items as “dead references” which can lead to confusion during the construction period if they remain; VA can’t issue as a final document any specifications having these incorrect (unused) references

4. All “Spec Writer Notes” shall be removed; specific requirements of the Spec Writer Notes shall be noted on the hard-copy edits; VA can’t issue as a final document any specifications having these advice and directional notes

Section III – Distribution of A-E material part 3 – Design and Construction Standards

1.

General

In the development of submissions the A-E firm shall utilize certain VA and other design and construction criteria, examples of which can be found below. The design is not limited to these items and should be the result of compliance with applicable codes and standards, the user requests, and A-E creativity:

· VA Design and Construction criteria in the Technical Information Library (TIL), including planning, design, and construction items such as: Design Alerts, Design and Construction Procedures, Design Guides, Design Manuals, Equipment Guide List, Master Construction Specifications, Room Finish and Door Hardware Schedule, Space Planning Criteria, etc.

· Joint Commission on Accreditation of Healthcare Organizations (JCAHO) elements shall be considered.

· NFPA Codes including, but not limited to: NFPA 101, Life Safety Code; NFPA 99, Healthcare Facilities; NFPA 70, National Electrical Code (NEC)

· Compliance to all known applicable codes shall be reflected in the completed design and construction contract documents.

Conflicting criteria shall be brought to the attention of the VAMC Engineering Service Project Manager for resolution.

VA continually updates information in the Technical Information Library (TIL) used in project design. The A-E will be responsible for reviewing the guidelines in the TIL and incorporating the applicable criteria into the design and construction documents. The following section, Access to VA Standards, provides World Wide Web addresses for the TIL and commonly used VA standards and references.

2.

Access to VA Standards

The following are World Wide Web addresses to commonly used VA standards and references:

Technical Information Library (TIL) home page http://www.va.gov/facmgt/standard/ Accessibility information (PG-18-13) http://www.va.gov/facmgt/standard/accessibility.asp A-E Design Submission Requirements (PG-18-15) http://www.va.gov/facmgt/ae/des_sub.asp A-E Review Checklists program http://www.va.gov/facmgt/standard/ae_checklist.asp Design Alerts http://www.va.gov/facmgt/standard/d_alert.asp Design & Construction (PG-18-3) http://www.va.gov/facmgt/standard/proc_idx.asp Design Guides (PG-18-12) http://www.va.gov/facmgt/standard/dg_idx.asp Design Manuals (PG-18-10) http://www.va.gov/facmgt/standard/manuals.asp Energy Conservation & Sustainability Program http://www.va.gov/facmgt/standard/energy.asp Environmental Compliance program (PG-18-17) http://www.va.gov/facmgt/standard/env_idx.asp Equipment Guide program (PG-18-5) http://www.va.gov/facmgt/standard/equipment.asp Master Specifications Index (PG-18-1) http://www.va.gov/facmgt/standard/spec_idx.asp National CAD Standards and Details (PG-18-4) http://www.va.gov/facmgt/standard/details.asp Quality Alerts program http://www.va.gov/facmgt/standard/q_alerts.asp Room Finishes, Door and Hardware Schedule http://www.va.gov/facmgt/standard/rooms/rooms.doc Signage Program http://www.va.gov/facmgt/standard/signage.asp Space & Facility Planning (PG-18-9) http://www.va.gov/facmgt/standard/spacework/ Technical Summaries http://www.va.gov/facmgt/standard/tsum_idx.asp Part 4 – Construction Contract Award Period

The A-E shall provide VA with technical design services during the period of Construction Contract award. These services shall include, but is not limited to:

1. Review of construction contractor’s price proposal

2. Providing technical information needed to answer questions

3. Providing technical information needed to issue amendments.

Part 5 – Construction Period

The A-E shall provide competent construction period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines included in development of the project. Construction period services shall include:

1. Review of shop drawings and submittals

2. Review of change order proposals

3. On-site construction inspection visits and progress meetings including A-E’s written report of visit or meeting. Once the construction is thoroughly underway, periodic site visits are anticipated.

A/E shall provide up to 10 site visit “units” during the construction period when requested by the Contracting Officer. A site visit “unit” is defined as a visit to the site of the project and any other affected areas by one individual for any part of a day when requested by the Contracting Officer or an authorized representative. On this job, a site visit should last 1-2 hours and may require the use of multiple “units” when more than one individual or an extended period of time is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The Contracting Officer has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the Project Engineer of their presence on site in order to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the Project Engineer of any deviations or deficiencies, and recommend appropriate corrective actions.

4. Pre-final and final inspections and preparation of itemized punch-list for project completion requirements

Part 6 – A-E Contract Close-out

The construction contractor shall keep a set of hard copy drawings updated to reflect all changes in the field from the bid documents. These hard copy drawings are turned over to VA at the conclusion of the construction contract. VA will provide these drawings to the A-E in order for the A-E to update the Bid Documents to reflect actual completed project conditions.

The A-E shall submit the record drawings showing any changes or modifications to the Bid Documents reflected on the hard-copy set of “as-builts” provided by VA; Drawings shall be individually marked “Record Drawing” and submitted in a single package as follows;

· Drawings in AutoCAD (DWG) format of the entire project.

1. All drawing objects shall be removed. (e.g. Revit, Desktop, etc.)

2. All drawings must plot properly using the NCS.ctb plot file.

3. Provide a copy of the A-E firms typical CTB file and user information.

4. Drawings shall represent final project with all demolished and/or removed items deleted from the .dwg files

5. Provide to VA on disc

· Drawings in an Adobe Reader (PDF) format of the entire project.

· Printed Copies of the drawing set as follows;

1. None Part 7 – SECURITY REQUIREMENTS The A-E is responsible for assuring that all employees and consultant employees working on the project comply with these regulations.

1. Employees shall not be on site without appropriate badge. Employees are responsible for reporting to VA Police with acceptable photo ID to obtain a badge. VA approved badge shall be worn with the identification facing forward and visible above the waist. The employees may also be subject to inspection of their personal effects when entering or leaving the facility.

2. No photography or video recording of VA premises is allowed without prior authorization.

3. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering Office shall be returned each day.

4. Before starting any work, the A-E shall submit an electronic security memorandum describing the approach to following goals and maintaining confidentiality of “sensitive information”.

5. The A-E 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.

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

7. The following standard items relate to records generated in executing this contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 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.

b. 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.

c. 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.

d. 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.

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

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

g. 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.

h. 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.].

i. 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.

j. 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.

8. Privacy – VA Mandatory Training

a. VA Privacy Training for employees without access to VA computer systems or VA sensitive information.

1. VA Talent Management System (TMS) training course VA20939 provides the mandatory Privacy Training requirements for any contractor without access to VA computer systems or VA sensitive information.

b. VA Privacy Training for employees with access to VA computer systems or VA sensitive information.

1. VA Talent Management System (TMS) training course VA10176 provides the mandatory Privacy Training requirements for any contractor with access to VA computer systems or VA sensitive information.

c. Each employee self-enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/plateau/user/login.jsp. Once there, employees should follow the steps below to create a profile, launch the mandatory training, and complete the content prior to starting work at VA.

d. Provide the COR with each employee’s printed certificate of completion from the TMS. This certificate displays the employee’s TMS User ID.