36C25020B0012-0002001.pdf

IMPROVE FLEET PARKING AREA AND ADD VEHICLE PROJECT: 538-20-207

CHARGING STATIONS

VAMC CHILLICOTHE, OHIO A/E SCOPE OF WORK

SCOPE OF WORK FOR

ARCHITECTURAL AND ENGINEERING SERVICES

PROJECT NAME: IMPROVE FLEET PARKING AREA AND ADD VEHICLE CHARGING STATIONS

PROJECT NUMBER: 538-20-207

VHA NRM CONSTRUCTION PROGRAM

DEPARTMENT OF VETERAN AFFAIRS (VA)

VETERANS HEALTH ADMINISTRATION (VHA)

VETERANS INTEGRATED SERVICE NETWORK (VISN) 10

CHILLICOTHE VA MEDICAL CENTER (VAMC)

17273 STATE ROUTE 104

CHILLICOTHE, OHIO 45601

DOCUMENT DATE: 29 JULY 2019

REVISED 20 MARCH 2020

CHILLICOTHE VAMC MISSION: OUR MISSION IS TO HONOR OUR VETERANS’ SERVICE AND

SACRAFICES BY PROVIDING EXCEPTIONAL CARE

CHILLICOTHE VAMC VISION: OUR VISION IS TO BE A HEALTHCARE PROVIDER OF CHOICE FOR

VETERANS; IMPROVE VETERAN’S QUALITY OF LIFE BY ENHANCING SERVICES, ACCESS AND

SAFETY; AND TO BE THE WORKPLACE OF CHOICE.

TABLE OF CONTENTS

1. GENERAL

2. DESCRIPTION OF PROJECT

3. A/E PROJECT MANAGER

4. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

5. A/E TECHNICAL SERVICES:

6. CONSTRUCTION COST LIMITATION, DEDUCT ALTERNATES, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

7. PROJECT DEVELOPMENT

8. PRODUCT DETAILS

9. DESIGN REVIEWS

10. REFERENCES, CODES, STANDARDS, AND EXECUTIVE ORDERS

11. GOVERNMENT FURNISHED ITEMS

12. CONCEPTUAL LAYOUT – N/A

1. GENERAL

The Architect/Engineer (A/E) shall provide all services required to prepare and furnish complete construction documents as required for the accomplishment of project number 538-20-207, entitled “IMPROVE FLEET PARKING AREA AND ADD VEHICLE CHARGING STATIONS” at VAMC, Chillicothe Ohio. The A/E shall provide the VA Medical Center with technical services during the design, bidding process, and construction of this project as described in this scope of work.

1.1. Proposal transmittal shall include, at a minimum, subtotal line items for each of the following in addition to the total for all services: Design and Bidding Period Services, Survey/Inspection/Testing/Report Services (if any), Construction Period Services, Construction Period Site Visits, and Commissioning (Cx) Services (if any). These line items shall be used to track against for billing.

1.2. The A/E shall provide as a part of their proposal the resume of the physical security blast specialist, and qualifications of the firm that will be providing any consulting services to complete the Physical Security Design. See the Physical Security Design Manual (PSDM) for requirements for physical security subject matter specialists.

1.3. See the Guiding Principles and Sustainable Design third party certification paragraph of this scope of work.

2. DESCRIPTION OF PROJECT

2.1. BACKGROUND:

2.1.1. The Chillicothe VA Medical Center maintains a fleet of Government Owned Vehicles and GSA Leased Vehicles. When not in use, these vehicles are staged in parking lot P20 which is located on the southern portion of the property east of the Warehouse (23). The north end of the east side of the parking lot also serves the adjacent Greenhouse (52).

2.2. NEW CONSTRUCTION:

2.2.1. This project shall expand the lot and add security features as follows.

2.2.1.1. Expand eastward the portion of the parking lot that is south of the Greenhouse (52).

2.2.1.2. Enclose the expanded portion of the lot with 6-ft chain link fence with access gates at both ends.

2.2.1.3. Add lighting and security cameras.

2.2.1.4. Lighting shall be provided by extending the existing 480V site circuit. All site lights on the circuit being extended will be upgraded to LED.

2.2.1.5. Add at least six (6) Level 2 dual charging stations for Government owned electric fleet vehicles. Below grade installations shall include spare capacity to accommodate the addition of more in the future.

2.2.1.6. Resurface and stripe the expanded lot.

3. A/E PROJECT MANAGER

3.1. The A/E Firm shall appoint a project manager to serve as the single point of contact for this project and liaison between the A/E Firm’s employees/subcontractors and the government. A registered professional architect or engineer as applicable shall serve as the project manager and shall coordinate all design related meetings, sites visits, and presentations. Upon issuance of the Notice to Proceed for the design of this project, the A/E Firm shall advise the Contracting Officer Representative in writing of the name of the individual so designated. The A/E Firm’s project manager shall be responsible for the complete coordination of all work required for this project. The Project manager shall coordinate all formal and informal meetings related to the execution of the requirements of this contract. The Project manager shall ensure that quality control review of each submittal is performed prior to delivery of submittal to the government.

The A/E Project Manager shall have effective, timely communication with the VA Contracting Officer (CO) and Contracting Officer Representative (COR).

4. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

4.1. In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

4.1.1. Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

4.1.2. Two Weeks after Receipt of the Notice To Proceed: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where the A/E Project Manager can initial and date when the action has been completed.

4.1.3. At each submittal milestone submit documentation or reports (such as marked-up documents plans, specifications, review comments/corrections, reports from computer programs used to check for errors, completed design review checklist etc.) necessary to ensure that a thorough review and coordination have been completed.

4.2. The VA tracks the most common and repeat design errors and omissions made by architect/engineer consultants on VA projects that should be avoided. Those are posted at http://www.cfm.va.gov/til/alert.asp . VA hires the best A/E firms in the country and yet we http://www.cfm.va.gov/til/alert.asp experience repeated errors and omissions on every project. These are not new or unusual items, but they consistently get past A/E quality assurance reviews and result in construction change orders. Please review your project documents and make sure you do not make these mistakes.

4.3. The A/E firm shall provide a design for a complete and useable facility. The A/E shall be financially and technically responsible for resolving any design errors or omissions in its design products.

4.4. Re-Review and familiarize your team with the Network Contracting Office (NCO) 10 AE Contracts: Performance & Expectations briefing. Contact your COR for a copy if you do not have one.

5. A/E TECHNICAL SERVICES:

5.1. The survey and design of architectural and engineering features of the work shall be accomplished by the appropriate licensed design professionals who are experienced in the design of those systems. This design will require the expertise of multiple design disciplines.

5.2. The A/E firm shall perform all necessary planning, programming, surveys, soil borings, geotechnical investigation, studies, testing, asbestos testing, lead-based paint surveys, analysis, design, modeling, sustainable design requirements, regulatory approvals, construction cost estimating, construction schedule estimating, construction submittal schedule preparation, specification preparation, construction drawing preparation, and preparation of other contract documents required for this project.

5.3. Design Meetings and Chillicothe VAMC Design Team:

5.3.1. The A/E’s attendance shall be required for at least four (4) meetings during the design phase of this scope of work with the Chillicothe VAMC Design Team. These meetings include initial planning meetings and design milestone review meetings. The A/E shall pre-coordinate the agenda for the design meetings with the VA COR to make the meetings as effective and efficient as possible so as not to waste the Chillicothe VAMC Design Team or the A/E Design Team’s time. The A/E shall come prepared with presentations, exhibits, interview questions, and agendas to effectively get input and participation from the Chillicothe VAMC Design Team so that the A/E Design Team can get the data they need to complete their tasks and design. The A/E shall pre-coordinate their requirements for the meetings such as room size, if a projector will be required, specific Chillicothe VAMC Design Team staff the design team would like to meet with, and specific spaces the design team would like to see. The A/E shall pre-coordinate what information they would like from meeting with the Chillicothe VAMC Design Team staff so that those staff members can come prepared to those meetings.

5.3.2. The Chillicothe VA Design Team will be defined by the COR. The A/E firm shall work with various members of the Chillicothe VA Design Team for the development and execution of this project.

5.3.3. The A/E shall utilize the design review meetings to better understand the requirements to design and include in the construction documents.

5.3.4. The A/E may facilitate design charrettes and interviews with the Chillicothe VAMC Design Team to aid in developing the proposed floor plans.

5.3.5. The A/E shall make recommendations to the Chillicothe VAMC Design Team for the proposed work. Recommendations shall be consistent with the applicable VA guidelines, construction square foot limitations, and the project’s construction cost limitation. The A/E shall attend Chillicothe VAMC Design Team meetings and present their recommendations to the Team.

5.4. The A/E shall perform a comprehensive analysis of the existing and proposed conditions of the site location in order to design this project.

5.4.1. The A/E shall thoroughly review all historical construction documents, current construction documents, historical design analysis, and master plan information for incorporation of applicable elements into this design. The A/E shall tie into or upgrade as necessary to systems that were designed for future expansion of this project from previous and on-going projects.

5.4.2. The A/E shall perform an Electrical Distribution Network Coordination Study to determine what if any upgrades must be made to accommodate the anticipated additional electric demands. Design and construction of electrical distribution improvements necessary for the parking lot improvements and electric vehicle charging stations shall be included with this project. The study shall take into account the number of charging stations proposed for this project as well as an estimated total for future build out.

5.4.3. The A/E will hire a utilities location service for all underground utilities during design. These marked utilities must be included in the site survey and site drawings.

5.4.4. The A/E firm shall be responsible for locating all utilities in the area of construction, and designing for accommodating or modifying them, as required for the construction of this project.

5.4.5. The A/E shall use a licensed professional to survey the existing conditions where construction will occur for this project to assure that adequate space is available for installation of all proposed new elements.

5.4.6. The A/E will provide an asbestos assessment during design and include the appropriate abatement requirements in the bid documents. The extent of the survey will be for existing areas that will be impacted by construction from this design. Existing VA asbestos assessment records will be made available; however, these shall not serve as the only basis for design.

5.5. The A/E shall design to meet the project goals for future expansion.

5.6. The A/E shall provide services to estimate construction period of performance durations for the base bid and all deducts.

5.7. Life Safety Code Review – N/A

5.8. Design for Safety in Construction and coordination to design for minimizing and mitigating impacts to facility operations: Construction Risk Reduction, Infection Control, Life Safety, and Utility Impacts

The A/E shall include in the contract documents project specific requirements for mitigating risk to patients, visitors, VA employees, VA facilities, VA infrastructure, and construction workers during construction. For more information reference Chillicothe VAMC Facilities Management Service Standard Operating Procedures, VA TIL Specification 01 00 00 General Requirements, and VA TIL Specification 01 35 26 Safety Requirements. The A/E shall coordinate requirements with the Chillicothe VAMC and update the General Requirements and Contract Drawings to ensure full incorporation of project specific safety requirements into the contract documents across all disciplines.

5.8.1. Design for Safety: The A/E shall recognize and anticipate construction hazards and how to eliminate them with well thought out design features detailed in the construction documents.

Design for Construction Safety emphasizes permanent design features that eliminate or reduce the risk to hazards. The A/E shall consider safety issues related to the construction and maintenance of the permanent facility and address them during the design stage. The A/E shall design out anticipated hazards.

5.8.2. The A/E shall provide a list of all utility outages anticipated during construction which would be expected to impact occupied areas, and will incorporate appropriate measures for avoiding these outages (e.g. hot taps, rental generators, rentals chillers, etc) in the design and construction documents.

5.8.3. Interim Life Safety Measures (ILSM) and Egress Routes – N/A

5.8.4. The A/E shall develop, specify, and detail construction phasing plans that include sequencing requirements, coordination requirements, temporary utilities, construction signage requirements, temporary indoor and outdoor egress requirements & signage, temporary barricades, temporary weatherproofing, infection control measures, construction access and laydown areas for each phase of construction, and temporary facility access to ensure the Chillicothe VAMC can safely continue its mission during construction. It is recommended that the development and thought processes for the phasing plans begin early in the design process. The phasing plan shall include narratives, plans, diagrams, and written lists of impacted systems to clearly show the intent of the phases and impacts to facility operations. The construction phasing plan shall be incorporated into the construction documents.

5.9. Historic Preservation:

5.9.1. The A/E must recognize that the Chillicothe VA Medical Center is a Historic District and is included as such on the National Register of Historic Places. The majority of buildings at the Chillicothe VAMC have been identified as contributing assets within the historic district.

See the National Register of Historic Places Nomination for the Chillicothe VAMC for additional information and a complete listing of contributing and non-contributing structures as of the time of nomination.

5.9.2. In addition to the historic built resources, the property has been identified as having a significant potential for buried resources of both historic and pre-historic significance.

Although many areas of the campus have already had Phase I Archeological Surveys completed, the area east of the parking lot and south of the Greenhouse where new disturbance is expected has not.

5.9.2.1. The A/E shall subcontract with a qualified professional in the State of Ohio, if not themselves so qualified, to perform a Phase 1 Archeological Survey for the area of anticipated ground disturbance.

5.9.2.2. The Survey shall be completed after preliminary planning has identified a potential footprint for the work, but before proceeding with detailed design and construction document preparation.

5.9.3. The Chillicothe VA Medical Center signed a Programmatic Agreement (PA) concerning historic preservation with a number of interested parties including the Ohio State Historic Preservation Office (Ohio History Connection) and the Advisory Council on Historic Preservation. The A/E shall familiarize themselves therewith and design to any applicable requirements or stipulations.

5.9.4. The A/E shall coordinate closely with the COR to identify any proposed work that may cause adverse effects to the Historic District or may disturb buried resources. If any such impacts are identified, the A/E shall attempt to identify alternatives which either eliminate or lessen the adverse effects. If adverse effects, or potential adverse effects, cannot be completely avoided, VA may need to enter into Section 106 Consultation with various outside parties with interest in the preservation of historic assets at the Facility. The A/E shall not be responsible under this SOW to represent the Government nor to actively participate in Section 106 Consultation. The A/E shall provide support to the COR in the form of progress drawings and other readily available documentation to illustrate the scope of the proposed work.

5.10. Physical Security Design:

5.10.1. The A/E shall design to the applicable (Mission Critical and/or Life Safety Protected) physical security design manual requirements.

5.10.2. Physical security design recommendation measures need to be tailored to local Chillicothe VAMC threats. Measures required by the PSDM that would not be effective at lowering risk for the anticipated threat need to be documented as such for submittal for waiver/exception.

5.11. Storm Water Quality: The A/E shall include best management practices for all land disturbance including contractor laydown areas.

5.12. Guiding Principle and Sustainable Design: The A/E shall design, to the extent applicable, to the Guiding Principles and current VA Sustainable Design Standards.

5.12.1. A/E shall incorporate VA Master Construction Specification 01 81 13 SUSTAINABLE CONSTRUCTION REQUIREMENTS as applicable to the project.

5.12.2. Guiding Principles: Design to the Guiding Principles and VA Directives and Handbooks to the extent practical for a NRM project. Provide technical justification and explanation for requirements that cannot be met.

5.13. Interior Design and Equipment Package – N/A

5.14. Commissioning – N/A

5.15. Justification and Approval (J&A) for Other Than Full and Open Competition and Brand Name or Equal References – N/A

5.16. Domestic Water Diagram – N/A

5.17. HVAC Pressure Relationship / Air Balance Drawings – N/A

5.18. The A/E Firm shall provide technical services during the bidding phase of this project.

Those services shall include

5.18.1. During the bidding process the A/E Firm shall validate that the documents posted on the FED BIZ OPPS website are the final bid documents intended for solicitation. This will require close coordination with the VA CO during bidding. If the A/E Firm finds that the contract documents posted on the FED BIZ OPPS website are not the most current documents intended for solicitation the A/E Firm shall immediately contact the VA CO and VA COR for correction. The FED BIZ OPPS website is: www.fbo.gov .

5.18.2. The A/E shall provide quick responses to requests for information from Contractors back to the VA CO and VA COR. The timelines for responses shall be closely coordinated with the VA CO and VA COR. The requests for information shall come through the VA CO and/or VA COR. The A/E shall not provide direct responses to construction contract bidders. If the A/E Firm is contacted by a contractor regarding a VA construction project the A/E Firm shall direct the contractor to contact the VA CO.

http://www.fbo.gov/

5.18.3. The A/E shall provide amended contract documents as required from the bidding process. The timelines for responses shall be closely coordinated with the VA CO and VA

COR.

5.18.4. The A/E Firm shall attend the pre-bid site visit meeting and walk through. The A/E will participate and present on a panel led by the VA CO to the construction contractor bidders.

The A/E shall pre-coordinate with the VA CO and VA COR for the schedule, meeting locations, and items to highlight on the construction documents. The A/E shall present highlights of the project to include but not limited to construction phasing, explanation of any critical design elements and explain rationale, impacts of other on-going or planned projects, and safety highlights. The A/E Firm shall facilitate a walking tour of the construction site and present highlights of the project, show critical connections, and all Chillicothe VAMC spaces that will be impacted by the project. The A/E Firm shall closely follow the rules of engagement for interaction with bidders as required by the VA CO.

5.19. The A/E shall provide technical services during the construction phase of this project Those services shall include:

5.19.1. The A/E shall attend and participate in the Pre-Construction meeting. The A/E shall pre-coordinate topics they plan on covering at this meeting with the COR and CO.

5.19.2. The A/E shall participate in bi-weekly project progress meetings via conference call when not available in person.

5.19.3. The A/E shall accomplish periodic site visits to monitor project progress. If necessary, the site visits may be scheduled to oversee critical installations by discipline specific designers. Pre-coordinate site visits with the VA COR. Provide a report of findings from each site visit. Assist the VA CO and VA COR with correcting any found deficiencies in the construction work by providing the technical justification for those requirements.

5.19.4. The A/E shall conduct one site visit to perform the final inspection by each appropriate discipline at the conclusion of each major phase of construction work. The A/E shall provide a punch list of items that need to be corrected to the VA CO and VA COR.

5.19.5. The A/E shall review the contractor’s submittals for the new equipment and material items and make recommendations to the same.

5.19.6. The A/E shall respond to all reasonable requests for information and guidance during the period of construction.

5.19.7. The A/E shall provide revised contract documents during construction in the event that design deficiencies are identified. The timelines for responses shall be closely coordinated with the VA CO and VA COR.

5.19.8. The A/E shall evaluate all contractor cost proposals and change orders and make recommendations and comments to the same. The A/E shall provide detailed estimate to the CO and COR for use to compare against contractors proposals and change orders

5.19.9. The A/E shall evaluate all contractor value engineering proposals and make recommendations and comments to the same. The A/E shall provide detailed estimate to the CO and COR for use to compare against contractors proposals and change orders

5.19.10. The A/E shall update the original contract drawings to incorporate the as built conditions. Provide one full-size set, and an updated electronic version of the drawings and model as well.

6. CONSTRUCTION COST LIMITATION, DEDUCT ALTERNATES, CONSTRUCTION COST

REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

6.1. The construction cost limitation is $385,000.00. This number may adjust during the design process based upon other contracts that account for the total project budget. The VA COR and A/E Project Manager shall coordinate as to the current construction cost limitation as the design progresses. The A/E shall be responsible for ensuring accurate construction cost estimates and designing to below the construction cost limitation. Construction contingency costs are accounted for outside of this construction cost limitation. Construction cost limitation must include the construction cost and all impact costs. Impact items are temporary conditions that occur at a facility as a direct result of the construction project and must be returned to the previous location/condition upon the project’s completion. Impact costs would include temporary storage needed for the project, temporary general purpose office space, renovation of temporary space needed for project phasing, temporary utilities, temporary parking, and temporary signs.

Activation items are separate from construction so they are not included in the construction cost limitation (Furniture, equipment, staff, startup supplies).

6.2. The project shall be designed with no more than 4 deduct alternates totaling 10% of the construction cost limitation. The intent of the deduct alternates is to allow for award within the construction cost limitation if the bids come in higher than the A/E cost estimate, and yet still allow for a complete and useable facility for its intended use. Early identification of the deducts in the planning and design process is encouraged. Bid deducts shall be fully designed and clearly shown on the construction bid documents. The selection of appropriate bid deducts is a partnering decision between the A/E and VA to accomplish the intended goals of this project.

6.3. A/E Independency Letter - At 100% design completion, the A/E may be required to submit to the COR a signed letter certifying that the respective design package is independent of any other project and/or source of funding to complete.

7. PROJECT DEVELOPMENT

7.1. Pre-design Conference: To be enjoined within 10 days of receipt of the Notice to Proceed.

7.1.1. VAMC and A/E shall review the Scope of Work.

7.1.2. The A/E shall propose a method of accomplishment.

7.1.3. Other information and/or clarifications shall be discussed as required. A walk-through of the project area can be accomplished at this time if requested by the A/E. Copies of any available VA records/drawings depicting existing conditions will also be made available at this time.

7.2. 35% Review Submittal (Schematics): To be completed within 75 days of receipt of the VAMC’s Notice to Proceed.

7.2.1. The A/E shall submit his assessment of the existing conditions and his recommendations for the improvements.

7.2.2. List of required technical specification sections, VA construction standards and standard details required.

7.2.3. A detailed narrative of potential impacts to adjacent occupied spaces.

7.2.4. Preliminary cost estimate.

7.2.5. SD calculations and analysis.

7.3. Phase 1 Archeological Survey: To be completed within 60 days of receipt of the VAMC’s 35% review comments and meeting.

7.3.1. Final report including recommendations shall be provided both electronically and as hard copy to the CO and the COR.

7.3.2. CO or COR will authorize proceeding with Design Development if deemed appropriate based the Survey findings.

7.4. 70% Review Submittal (Design Development): To be completed within 60 days of receipt of the VAMC’s authorization to proceed following the Phase 1 Archeological Survey.

7.4.1. Incorporation of the 35% review comments

7.4.2. Drawings shall be developed to approximately 70%. Drawings shall include the following:

7.4.2.1. Index of drawings.

7.4.2.2. Site plans showing demolition, construction phasing and new work required.

7.4.2.3. Utility plans showing demolition and new work in the field.

7.4.2.4. Miscellaneous details.

7.4.2.5. Abbreviations and symbols legend.

7.4.3. Pencil edited copy of the technical specification sections for review by the VA COR.

7.4.4. DD Design calculations and analysis, showing updates from previous version.

7.4.5. Revised preliminary cost estimate for construction project.

7.4.6. Proposed phasing schedule.

7.5. 95% Review Submittal (Pre-Final): To be completed within 60 days of receipt of the VAMC’s 70% review comments and meeting.

7.5.1. Incorporation of the 70% review comments.

7.5.2. Fully developed project documents ready for bidding. At this review the contract documents are to be 100% complete.

7.5.2.1. construction plans

7.5.2.2. technical specifications

7.5.3. Final Design calculations and analysis, showing updates from previous version.

7.5.4. Equipment selection engineering data.

7.5.5. Final construction cost estimate.

7.5.6. Final phasing schedule if not incorporated into the project drawings.

7.5.7. Final report on impact to adjacent occupied spaces during construction.

7.5.8. Construction schedule

7.6. 100% Complete (Construction Documents): To be completed within 15 days of receipt of the VAMC’s 95% review comments. At this point the documents will be sent for legal review which may provide comments back to the A/E for correction.

7.6.1. Incorporation of the 95% review comments including legal, technical and fire safety (if applicable) reviews.

7.6.1.1. construction plans

7.6.1.2. technical specifications

7.6.2. Final cost estimate with A/E Independency Letter (see Section 6.3)

7.6.3. Final construction schedules.

7.7. Period of Performance: The total Period of Performance, from Notice-To-Proceed to 100% Complete, is 330 days based on an expectation of 15 days turn-around for each VA review.

8. PRODUCT DETAILS

8.1. A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL Documentation

At each design milestone submit documentation as prescribed in the section A/E DESIGN

QUALITY ASSURANCE/QUALITY CONTROL PROGRAM.

8.2. Design analysis, calculations, studies, narratives, exhibits, and models:

8.2.1. Provide as outlined in the various VA design manuals and as required by this scope of work. Submit appropriate documentation at each submittal milestone to show design progression, and as appropriate for the Chillicothe VAMC Design Team to make decisions and provide input. Provide product data sheets on products used for the basis of design for example HVAC Equipment, Door Hardware, Electrical Equipment, Communication Equipment, etc.

8.2.2. Design analysis should document options considered, recommendations, and selected elements. This will be used for historical reference. This applies to all aspects of the project from Architecture, Interior Design, Mechanical, Electrical, Information Technology, Plumbing, Security, Infection Control, etc. The design team shall incorporate this documentation into their design process and have an organized system for updating this as the design progresses.

8.3. Technical Specifications:

8.3.1. Technical specifications shall conform to VA Master Specifications. The A/E shall review and edit all inappropriate wording listed in the Master sections. Copies of the VA Technical Specifications are available in MS Word format and are available at the VA Technical Information Library located at http://www.cfm.va.gov/TIL/spec.asp .

8.3.2. In addition to the technical specifications the A/E Shall update and incorporate Division 01 Specifications. The A/E shall coordinate with the COR and other VA employees as appropriate to update the Division 01 Specifications.

8.3.3. The A/E shall incorporate local Chillicothe VAMC Specification requirements to integrate with existing systems, and aid in identifying and justifying when Justification and Approval for Other than Full and Open Competition and/or Brand Name or Equal will be required to be requested.

8.3.4. The A/E shall clearly delineate the base bid and each deduct alternate. Coordinate with COR for the right location for this to be incorporated into the bid documents. VA Contracting and Legal may have this incorporated into the front end documents, and if so submit the verbiage in word format.

8.3.5. When no VA Master Construction Specification exists for a "unit of work", prepare the specification section consistent with VA Master Construction Specifications format.

8.3.5.1. Use generic or non-proprietary specifications describing the minimal acceptable product criteria level where no "Standard" exists to define quality and workmanship levels.

8.3.5.2. Use applicable "Standards" to define quality and workmanship when these publications exist. List complete designation and title of each publication used in Part 1; follow format in VA Master Construction Specifications for Applicable Publications.

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

8.3.5.3. Do not use proprietary specifications or systems that restrict competition unless authorization in writing has been received from the VA Contracting Officer for such proprietary specification. See the Federal Acquisition Regulation (FAR) Part 10, Part 14, and Part 36.

8.3.5.4. Do not use trade names or manufacturers brand names, except as previously noted.

8.3.5.5. When a deviation is requested, define and specify the minimum acceptable levels of essential criteria in descriptive, physical, functional, or performance requirements.

8.3.6. Additional Formatting Requirements:

8.3.6.1. In the header left justify the project title on line 1 and the words “VAMC CHILLICOTHE, OHIO” on line 2. Right justify the project number on line 1 and specification title on line 2. In the footer center the specification and page number (01 33 23-1) at the bottom of each page.

8.3.6.2. Provide with the technical specifications a cover page, table of contents and a list of drawings.

8.3.7. “Finished Format” and “Working Copy” version submittal requirements

8.3.7.1. At all submittal milestones submit a “finished format” and a “working copy” of the specifications.

8.3.7.1.1. The “finished format” shall have all accepted changes and show what the specs would look like without tracked changes turned on. The “finished format” version of the specifications should be submitted in Adobe PDF format. The specification sections shall be combined into one document with an up to date table of contents. The term “finished format” does not imply 100% design as that would only be for the 100% submittal.

8.3.7.1.2. The “working copy” shall track and show all changes from the original VA Master Specification. Such as the Microsoft Word “tracked changes” function.

The “working copy” shall show the date of the VA Master Specification that edits were started on. This date should be the most recent version on the Technical Information Library site for Specifications. The “working copy” shall show the VA Master Specification section drafts with all edit mark-ups for the project clearly identifying modifications, deletions and insertions to the original specification.

Assure the specification drafts have been edited and tailored in their application to represent accurate coordination between drawings and specifications. The “working copy(ies)” of the specifications should be submitted in Microsoft Word format.

8.3.7.2. Paper Copy: The A/E shall submit one paper copy of the “working copy” for the 95% submittal. The A/E shall submit one paper copy of the “finished format” at the 100% submittal.

8.3.8. The Chillicothe VAMC shall print additional specifications as required for bidding. The specifications shall print typed singled spaced on 8-1/2” x 11” white bond paper with a binding edge margin.

8.3.9. The A/E shall ensure that all references in the Specifications are updated to be current.

8.3.10. The A/E shall ensure that specification references to other specifications are either removed if not required, or if required by the design ensure that the referenced specification is included in the contract specifications and listed in the table of contents.

8.4. Drawings:

8.4.1. Drawings shall be prepared in accordance with VA Program Guide 18-3 Topic 02 Drawings located at http://www.cfm.va.gov/TIL/cPro.asp

8.4.2. Standard Chillicothe VA format sheets, 30” x 42” shall be used. The standard VA format sheet is available in the Autodesk AutoCAD (.dwg) format.

8.4.3. The A/E shall develop the project utilizing Autodesk AutoCAD, 2018 version.

8.4.4. The contract drawings shall include all existing conditions and all new work.

8.4.5. The contract drawings shall clearly show the base bid and each deduct alternate.

8.4.6. The contract drawings shall include all required and applicable details and shall not reference details that are not included in the set.

8.4.7. Drawings shall not reference any work, materials, equipment or other items to be “by VA” unless so coordinated in writing with the CO and the COR during design development.

8.4.8. Terminology for materials used in the drawing notes and details shall match the terminology used to specify the requirements of said material in the specifications. Jargon or slang terms shall not be used as it makes it difficult to match the requirements between the specifications and the drawings. If abbreviations are used a table shall be provided defining the abbreviations.

8.4.9. Submittal requirements

8.4.9.1. Paper Version: Submit two full size sets at each submittal milestone and for the As-Built submittal.

8.4.9.2. Electronic Version: An electronic version of all the drawings in Adobe PDF, Autodesk AutoCAD (.dwg) (as appropriate) format shall be submitted at each submittal milestone and the As-Builts. Prior to submittal the A/E shall validate that the electronic version submittal of the drawing and model files include all dependencies and reference files on a stand-alone system not dependent upon the A/Es network or computer system.

8.4.10. The final drawing submittal, including the electronic version, shall bear the seal of the registered architect/engineer(s) responsible for the design.

8.5. Cost Estimate:

8.5.1. The A/E shall follow the guidance of the Office of Construction and Facilities Management (OCFM) Manual for Preparation of Cost Estimates located at http://www.cfm.va.gov/cost/ .

8.5.2. The A/E shall provide construction cost estimates for the base bid and each deduct alternate.

8.5.3. VA Form 10-6238 or similar format shall be used. Forms to be provided by the VAMC upon request.

8.5.4. Estimates shall be by specification sections and shall be detailed by direct material cost, by craft and labor cost including labor burden and the subsequent line item total, applying overhead, profit and bond to the subtotals based on a Service Disabled Veteran Owned Small Business (SDVOSB) competitive bid.

http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/cost/

8.5.5. Preliminary cost estimates shall be provided at the 10%, 35% and 70% reviews. A final construction estimate shall be provided at the 95% and 100% reviews. Provide deliverables as directed in the Manual for Preparation of Cost Estimates.

8.5.6. Provide a signed cover sheet summarizing the based bid and all deduct alternates as well as point out any pertinent information.

8.6. Construction Schedule and Joint Occupancy Phasing Schedule: The A/E shall provide a construction schedule and a joint occupancy-phasing schedule in a recognizable format, such as critical path method, suitable for use in construction for the base bid and each deduct alternate.

Use the five-day workweek to calculate total construction duration.

8.7. Construction Submittal Schedule – N/A

8.8. Design Review Comments annotated with A/E actions taken. See Section DESIGN REVIEWS of this scope of work for description and submittal requirements.

8.9. Meeting Minutes: The A/E shall be responsible for providing meeting minutes to the VA CO and VA COR after all meetings with Government personnel that affect the design.

8.10. Life Safety Code Review – N/A

8.11. Physical Security Design

8.11.1. The A/E shall certify the design as meeting the requirements of the PSDM, submitted on signed letterhead. The A/E shall develop their own checklist or utilize the Government’s template for assessing all criteria of the physical security design manual. The design shall be evaluated against all criteria and listed for compliance, non-compliance or not applicable.

8.11.1.1. Criteria listed for compliance shall provide a short narrative of how and where the criterion is incorporated into the construction documents.

8.11.1.2. Criteria listed for non-compliance shall be avoided if at all possible. Criteria listed for non-compliance shall require a justified waiver/exception package to be submitted by the A/E. If this is thought to be necessary early identification and processing of the required paperwork is critical in order to avoid project delays. Coordinate with the COR for a template.

8.11.1.3. Criteria listed for not applicable shall be used for the criteria that describes elements that are not in the project. Provide a brief narrative describing why the criterion is not applicable. Coordinate with the COR for applicability determinations.

8.11.2. The A/E shall provide recommendations, reports, markups of drawings and specifications, criteria review documents, waiver/exception justification and recommendations, and certification letters provided by the physical security consultant.

8.12. Guiding Principles and Sustainable Design Products

8.12.1. With each design review milestone submit a sustainable design package showing progress towards the project goals. Include a signed cover page including a narrative of the progress towards the project goals. Include supporting information as detailed below.

8.12.2. LIFE-CYCLE COST ANALYSIS – N/A

8.12.3. Energy Conservation

8.12.3.1. Project documentation shall show: 1) All energy reduction options the team considered, 2) all energy reduction options incorporated, and 3) all energy reduction options the team rejected and reasons why. This documentation shall be updated and included in every design phase submittal package.

8.12.4. LEED Documentation and Certification – N/A

8.13. Comprehensive Interior Design and Equipment Package – N/A

8.14. Justification and Approval (J&A) for Other Than Full and Open Competition and Brand Name or Equal – N/A

8.15. Domestic Water Diagrams – N/A

8.16. Paper Copy Billing –

8.16.1. The A/E shall coordinate with the COR for developing the layout for paper copy billing.

8.16.2. Billing shall include line items for each of the following as applicable to the project in addition to the summary total for all services: Design and Bidding Period Services, Asbestos Survey/Testing/Report, Construction Period Services, Construction Period Site Visits. These lines items shall be used to track against for billing.

8.16.3. Prior to submitting, the paper copy billing shall be coordinated with the A/E Project Manager to ensure it is in line with current project progress submitted to the Government.

The A/E Project Manager shall sign off concurrence on the billing.

9. DESIGN REVIEWS

9.1. A review of the Schematic, Design Development, Pre-Final, and Final Design Submittals will be conducted by the government. These reviews are not substitute for the A/E’s design quality control program. At the conclusion of the review, the A/E Firm will be furnished review comments to be incorporated into the following submittal.

9.2. Physical Security Design Manual: See the PSDM for review and approval procedures that will be followed for waivers/exceptions (if applicable).

9.3. Design review does not need to be limited to the pre-defined submittal milestones. A working relationship throughout design is encouraged between the A/E Project Manager, A/E Design Staff, and VA staff.

9.4. As-Built drawings will be reviewed for accuracy, and comments provided for correction by the A/E if necessary.

10. REFERENCES, CODES, STANDARDS, AND EXECUTIVE ORDERS

10.1. The VA Office of Construction & Facilities Management’s Technical Information Library (TIL) is the source for VA’s Electronic Design and Construction Information http://www.cfm.va.gov/TIL/ . The A/E Firm shall determine through a thorough review of references, codes, standards, and executive orders referenced on the TIL requirements that are applicable to the design and incorporate them.

10.2. Facilities Guidelines Institute (Current Version)

http://vaww.ceosh.med.va.gov/01he/pages/FGI.shtml

10.2.1. Guidelines for Design and Construction of Hospitals and Outpatient Facilities

10.2.2. Guidelines for Design and Construction of Residential Health, Care, and Support Facilities

10.3. To highlight VHA Program Guide 18-3 Design and Construction Procedures, Topic 1 – Codes, Standards, and Executive Orders: VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its http://www.cfm.va.gov/TIL/ http://vaww.ceosh.med.va.gov/01he/pages/FGI.shtml projects. (Note: the below list was referenced from PG18-13 dated September 2013 – reference this document on the TIL to verify the latest version)

10.3.1. VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

10.3.2. International Building Code (IBC) (Only when specifically referenced in VA Design Documents, see notes below)

10.3.3. NFPA 101 Life Safety Code (see notes below)

10.3.4. NFPA National Fire Codes with the exception of NFPA 5000 and NFPA 900

10.3.5. Occupational, Safety and Health Administration (OSHA) Standards.

10.3.6. VA Seismic Design Requirements, H-18-8

10.3.7. National Electrical Code (NEC)

10.3.8. International Plumbing Code (IPC)

10.3.9. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers

(ASME) A 17.1.

10.3.10. ASME Boiler and Pressure Vessel Code

10.3.11. ASME Code for Pressure Piping

10.3.12. Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, Barrier Free Design Guide (PG-18-13)

10.3.13. Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318)

10.3.14. Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

10.3.15. Energy policy Act of 2005 (EPAct)

10.3.16. DOE Interim Final Rule: Energy Conservation Standards for New Federal, Commercial and Multi-Family High-Rise Residential Buildings and New Low-Rise Residential Buildings, 10 CFR Parts 433, 434 and 435.

10.3.17. Federal Leadership in High Performance and Sustainable Buildings:

Memorandum of Understanding (MOU)

10.3.18. Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management.

10.3.19. The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification.

10.3.20. Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1- 2004.

10.3.21. Safety Standard for Refrigeration Systems – ASHRAE Standard 15 – 2007.

10.3.22. Local Codes: As an agency of the federal government, VA is not subject to local imposition of code enforcement procedures (drawing reviews, building permits, inspections, fees, etc.). VA must function as the Authority Having Jurisdiction (AHJ) and thus has the responsibility to guard public health and safety through enforcing its adopted codes.

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

10.3.23. NOTES: NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, seismic stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101 and documents referenced by NFPA 101 in order to comply with the accreditation requirements of The Joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed above. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively (this applies even if the IBC requirements are different).

10.4. VA Numbered Standards for Construction from the TIL: http://www.cfm.va.gov/TIL/

10.4.1. PG-18-1 Master Construction Specifications

10.4.2. PG-18-3 Design and Construction Procedures

10.4.3. PG-18-4 Standard Details and CAD Standards

10.4.4. PG-18-5 Equipment Guide List

10.4.5. H-18-8 Seismic Design Handbook

10.4.6. PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-

SEPS)

10.4.7. PG-18-10 Design Manuals (by discipline)

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

10.4.9. PG-18-13 Barrier Free Design Guide

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

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

10.4.12. PG-18-17 Environmental Planning Guidance

10.4.13. D-7545 Cultural Resource Management

10.4.14. H-7545 Cultural Resource Management Procedures

11. GOVERNMENT FURNISHED ITEMS

Below is a list of government furnished items not available on the internet that will be provided to the A/E Firm upon request in electronic format for use in accomplishing this project.

11.1. VA Form 10-6238 (Microsoft Excel)

11.2. The station site plan including utilities and the building floor plans are available in the Autodesk AutoCAD (.dwg) format and will be provided upon request.

11.3. Example Physical Security Criteria Checklist (Microsoft excel)

11.4. Chillicothe VAMC Phase I Archeological Survey

11.5. Chillicothe VAMC Engineering Services Standard Operating Procedures

11.6. Network Contracting Office (NCO) 10 AE Contracts: Performance & Expectations briefing

12. CONCEPTUAL LAYOUT – N/A

http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/TIL/seismic.asp http://www.cfm.va.gov/TIL/planning.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/til/accessibility.asp http://www.cfm.va.gov/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/spclRqmts.asp#EC…