S06 - SOW AE MATOC IDIQ Revised 3-8-2024.pdf

DARCHITECTURAL AND ENGINEERING (A&E)/VISN 23, INDEFINITE-DELIVERY,

INDEFINITE-QUANTITY (IDIQ), MULTIPLE AWARD TASK ORDER CONTRACT (MATOC)

STATEMENT OF WORK

1. INTRODUCTION: Veterans Integrated Service Networks (VISN) 23 serves Illinois, Iowa, Minnesota, Nebraska, North Dakota, South Dakota, and Wisconsin. (Please see attached map). The professional services within VISN 23 provided under this IDIQ contract are of an architect or engineering nature, as defined by State law, as applicable, which are required to be performed or approved by a person licensed, registered, or certified to provide such services.

Architect/Engineer (A/E) services are required to provide project site investigation; data input and analysis; project scoping and cost estimating; development of Requests for Proposal technical requirements; complete detailed designs for maintenance, repair, alteration, and new construction projects; third party design reviews; procurement support; construction period services including submittal/RFI reviews; ASI, MOD IGCE, Commissioning; project management; and construction management. These projects will require multi-disciplinary planning, designing and A/E service for institutional, commercial, and industrial type facilities.

A/E Services to be performed at the following sites:

1. Iowa City, Iowa

2. Minneapolis, Minnesota

3. St. Cloud, Minnesota

4. Fargo, North Dakota

5. Des Moines, Iowa

6. Omaha, Nebraska

7. Grand Island, Nebraska

8. Lincoln, Nebraska

9. Fort Meade, South Dakota

10. Hot Springs, South Dakota

11. Sioux Falls, South Dakota

12. Associated (current and future) Community-Based Outpatient Clinics (CBOCs) and leases in the regions supported by the above facilities.

13. VBA and Vet Center offices and facilities within VISN 23

2. SCOPE: The A/E firm shall provide to the Government Part I (A & B) and/or Part II (C) Services.

a. Projects may include, but are not limited to, Architectural, Engineering, I.T. Infrastructure, Fiber and Cabling, Mechanical Engineering, Heating, Ventilation, and Air Conditioning, Electrical

Engineering, Physical Security, Architectural Design, Buildings and Structures, Environmental

Engineering and Compliance Permitting, Fire Protection Engineering, Geotechnical Engineering, National Environmental Policy Act (NEPA), Section 106 Compliance and Construction

Permitting, Site Development, Surveying, Water and Wastewater Systems and Facilities, Construction Administration Services, Building Systems and New Building Design, Interior and

Exterior Renovations, Medical Equipment Site Preparation, Landscape Design, Space

Programming, Civil Engineering, Structural Engineering, , historic preservation, hazardous analysis/mitigation, and Commissioning, amongst others.

b. Development of Design Programs; Schematic Design, Design Development; Construction

Documents Peer Review; Specialty Consultant; Constructability Review; QA/QC; Construction

Submittal Review; RFP for Design-Build; A-E Services to Support Design-Build; Facility

Condition Assessments; Electrical Studies, Seismic Studies, Design Services for Minor and Non-

Recurring Maintenance Projects, Value Engineering; Commercial office and Medical Facilities building design, Commercial interior space planning, furniture design and layouts and signage and wayfinding. Drawings as necessary for all project requests, construction period services for all design contracts leading to construction, cost estimates, schedules, digital models to communicate concepts to users, physical space mock-ups, and preparation of statement of work

(SOW) for construction. A/E shall prepare site and architectural block or line plans, magnitude cost estimates, analytical or investigative services, and certification services and reports, attend site visits, validation of clinical program workloads and related data (VA provided or other healthcare market analysis) as necessary to provide applicable design and construction solutions.

c. Work shall include, but may not be limited to, field survey; site and facility investigation;

preparation of special technical studies; analyses of structural systems; feasibility and concept studies; material investigation and color studies; preparation of engineering studies and/or investigation and preparation of A/E documents and reports for projects with associated structural, civil, landscaping, mechanical, electrical, environmental and geo-technical subsurface soil investigations and incidental work; preparation of design documents to include building and ground alteration, all needed utility locates, Non-Destructive Evaluation (NDE) as needed to verify VA provided As-Builts, maintenance, repair and minor construction; cost and schedule estimates; and monitoring and evaluating the construction progress for conformance to plans and specifications including review of required submittals by the contractor.

d. Other A/E Services: Although these services are design and construction related, they are not necessarily connected with a specific construction project. The services consist of developing design criteria, fact finding studies, surveys, master plans, DB bridging documents, investigations, third party design reviews, incorporate comments from VA procured fire protection engineer commissioning, compliance, and restoration by registered architects and/or engineers. Additionally, work may include project management, construction management, procurement support and construction period services.

e. Construction Time: The A/E firm shall provide a recommended construction performance period for the complete and useable project(s). Recommendations will be based on the designer’s experience, knowledge of the industry, local market forces, weather conditions and availability of resources. Specific references shall be made to equipment/material items that may have a long lead item and could pose a problem to the performance period.

3. STATEMENT OF SERVICES: The A/E firm shall perform all or part of the following services as more specifically identified in each task order.

a. Part I (Type “A” Services). The A/E firm shall perform all work required to investigate existing conditions (Pre-Design). This work includes pre-scope field investigations (site visits) and surveys (topographic, geotechnical, chemical, site utilities, existing mechanical etc.), energy modeling/analysis, programming, commissioning, and similar fact-finding surveys of the site to provide reports of existing conditions on which to base proper design; and similar services not involved in the preparation of designs, plans, drawings, and specifications. It is noted that all government provided drawings shall not be considered accurate until field verified by the AE.

b. Part I (Type “B”) Services: The A/E firm shall perform those items normally furnished by an

A/E in the actual preparation of the design documents (plans, drawings, estimates, specifications, submittal register, Comprehensive Interior Design, etc.) in the Schematic, Design Development and Construction Document phases. The A/E shall perform all work required to produce documents describing the work required to accomplish the project as specifically identified in each Task Order (TO). Unless otherwise specifically provided therein, the A/E shall perform these services as follows.

1) Field Survey and Investigation: The A/E firm shall visually inspect the site and/or facility for familiarization with the scope of work and general conditions of the facility. Coordinate site visits to obtain site specific operational activities for the development of functional relationships, site specific specifications and sole source items, and other detailed site-specific requirements. The A/E shall visit the project site for investigation of the existing physical conditions and to ensure the accuracy of the drawings, as available, furnished to the

A/E by the Government. Government provided drawings are not to be considered accurate until field verified. This can be through any survey, visual, NDE, Destructive Evaluation or any other evaluation method.

2) Cost Estimates: The A/E firm shall design each project to provide a complete and usable facility within a given target construction cost provided by the Government. The target construction cost will be provided to the contractor in our requests for proposal and on the executed contractual document, the Standard Form 252. The A/E cost estimates shall be based on labor and material prices prevailing in the project’s locality. Cost estimates shall be descriptive, detailed, and includes all operations of work required including quantities and unit costs. Additionally, the construction cost estimate shall include Government Furnished

Equipment (GFE) and contractor furnished equipment when applicable. The A/E cost estimate shall summarize all cost by material, labor, other direct costs, overhead, profit, and bonding costs. Cost estimates shall be prepared on an electronic version of a CO, pre-approved electronic spreadsheet that provides the information specified above.

3) Project Costs: The A/E shall be required to conduct the field survey and investigations, prepare the preliminary drawings, data, reports, etc., and design the full scope of the work as outlined above and as agreed upon during review of study data and recommendations. If the estimated costs exceed the amount indicated on the project description sheets for each project

(based on current anticipated scope and subject to adjustment to approved scope), sufficient alternates to the construction contract shall be determined at the time of the preliminary review conference to reduce the cost below this amount, if deemed necessary by the

Government. Cost estimates, and computation sheets prepared by the A/E shall be marked

“FOR OFFICIAL USE ONLY”.

4) Phasing Plans, Impact Mitigation, and Energy. Construction work may be in operational

Medical Centers and every effort will be made to interface construction with Medical Center operations. To minimize impact this means the preparation of detailed phasing plans including associated moves. Phasing plans will show exact areas of work along with identifying all needed utility outages, specific outage time requirements, areas affected by utility outages, , specifics for the infection control risk assessment (ICRA/PCRA) mitigation measures (including specific dust, noise, debris control), interim life safety measures (ILSM) which provide for specific measures to mitigate any reduction in fire protection features (i.e., exits out of service, fire sprinkler removal, etc.). Utility outages will be carefully planned and described in the Construction Documents to allow all OSHA required safety measures to be maintained while continuing Medical Center operations. (For example, outages must provide means to shut off and lock out / tag out equipment while still allowing for Medical Center to continue operations). Project must meet all legal requirements and executive orders dealing with environmental, energy, and water as specifically applied to Federal Buildings. This requires up front analysis and planning.

c. Part II (Type “C” Services): Provide Construction Period Services, Project Management and/or

Construction Management services to support the VA design and construction delivery process.

Services include those items involving inspecting, monitoring, commissioning, and evaluating design and/or construction activities to validate conformance to scope of work, plans and specifications. These services include reviewing, evaluating and testing product submittals and shop drawing, preparation of construction contract modifications and drafting of Request for

Information (RFI) responses, development of ASIs which include the RFP to the contractor and

IGCE for any design errors and/or omissions. The A/E shall provide commissioning services as outlined in “OCFM Whole Building Commissioning Process Manual.”

(https://www.cfm.va.gov/til/spclRqmts.asp#Cx)

4. DESCRIPTION OF PART II – TYPE C SERVICES

a. CONSTRUCTION PERIOD SERVICES (CPS): The A/E design team identified for each

Task Order shall provide Construction Period Services if that option CLIN of the Task Order is exercised. Scope of services shall include procurement support for pre-bid site visits during design-bid-build or design-build procurements, Request for Information (RFI) responses, submittal reviews, scheduling review, site inspections, testing oversight, modification definition and development and final inspections. Attend pre-bid walk-throughs as directed in the TO and assist with interpreting, researching, and answering Requests for Information during procurement process. Deliverables shall include pre-bid site walk agendas, RFI register, and written responses to RFIs, any required ASIs and IGCEs for ASI which are a result of design errors, amongst others. CPS may include submittal reviews, including review of project schedules with an emphasis on sequencing, milestone completion dates, phasing requirements, workflow, material deliveries, and test dates. Provide field verification of as-built drawings, creation and updates of as-built drawings. Perform inspections of construction as work proceeds, taking action to identify work to the COR that does not conform to the contract requirements, and notifying the COR when work is thought to require correction, and troubleshooting. Compile, through site inspections, lists of defects and omissions related to the work performed and provide these lists to the COR for determination of the need for correction. Deliverables shall include observation reports, lists of defects and omissions, modification narratives, sketches, and drawings, as required.

b. PROJECT MANAGEMENT (PM): Scope of services shall include project management of all professional and technical services related to the VA design and construction delivery process.

The services are to be performed in cooperation with the VISN, Health Care System, building occupants, architect-engineers (VHA hired designers), and construction contractors (VHA hired constructors). The PM shall represent VHA in a professional manner and provide sound management advice regarding work performed on assigned projects. For each project, the goal shall be to achieve the best value in the work being performed by controlling schedule and budget. The PM shall also be proactive in helping to resolve problems and minimize claims taking all reasonable measures to anticipate problems and delays and to minimize or eliminate their adverse impact on project completion. The PM must take the initiative and act to mitigate circumstances that could lead to claims, resolve conflicts promptly, and keep the Government advised of any potential disputes. The PM shall exercise all due diligence, utilizing competent personnel within authorized limitations, to make certain that work is performed in conformity with applicable requirements (codes, regulations, standards, construction contract plans and specifications). The PM shall continuously review schedules and adjust based on the progress of work and make specific recommendations for prioritizing and accelerating critical path items.

The PM shall facilitate, manage, and document all project meetings to keep stakeholders and integrated project team members informed. The PM shall manage construction and construction administration documents, correspondence, and as-builts. The PM will not be held responsible for design defects and does not assume any of the contractual responsibilities or duties of the architect-engineers. The PM also does not assume any of the contractual responsibilities or duties of the construction contractors. The construction contractors are solely responsible for construction means, methods, sequences and procedures used in the construction of the projects, and for related performance in accordance with their contracts with the Government. PM deliverables include a project management plan, including the communication plan, schedule management plan, quality assurance plan, risk management plan, and Project Tracking Reports in the VHA Capital Assets database.

https://www.cfm.va.gov/til/spclRqmts.asp#Cx

c. CONSTRUCTION MANAGEMENT (CM): Provide construction period services that may include coordination of submittal reviews and management of the submittal process including maintenance of submittal register. Review and monitor project schedules with an emphasis on milestone completion dates, phasing requirements, workflow, material deliveries, and test dates.

Provide field verification of as-built drawings, creation and updates of as-built drawings.

Perform inspections of construction as work proceeds, taking action to identify work to the COR that does not conform to the contract requirements, and notifying the COR when work is thought to require correction, and troubleshooting. Compile, through site inspections, lists of defects and omissions related to the work performed and provide these lists to the COR for determination of the need for correction. Deliverables shall include observation reports, lists of defects and omissions, modification narratives, sketches, and drawings, as required.

d. COMMISSIONING: Provide Commissioning Agent services and deliverables in accordance with the reference document, “OCFM Whole Building Commissioning Process Manual.” See

“Commissioning Agent Tasks” in each section of the reference document. The Commissioning

Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirement updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document.

5. APPLICABLE STANDARDS, MANUALS, AND DIRECTIVES: Applicable Standards, Manuals, and Pamphlets: The A/E shall design projects in accordance with Veterans Health Administration

(VHA) (http://www.cfm.va.gov/til/dManual.asp).

a. The current version of each standard, manual, directive, guidebook, etc. at date of task order award shall apply.

b. Each Task Order shall identify specific standards applicable to the required work.

c. Guide Specifications: The A/E shall use VHA design guides, design manuals, current directives, design alerts, etc., as the basis for producing specifications under this contract. The specifications shall be tailored to suit the specific work requirements of the individual items contained in the Task Order. Material that does not apply shall be deleted. An overall table of contents will be provided for all design specifications utilized for each project design accomplished.

1) While the A/E should cover relevant items in full scope to assure quality construction and compliance, the use of notes on the drawings either to accentuate important items in the specifications, or to take the place of lengthy written specifications for routine or simple items is acceptable.

2) Entire specifications for simple projects of low monetary value may be by notes on the drawings as directed by the CO/COR.

3) The A/E is permitted to use specific manufacturer’s part or model numbers to describe a specified item, however, in all such cases, at least two other approved manufacturer’s part or model numbers shall be specified in an “or equal” statement which shall be included unless the government wishes to sole source an item.

d. Local, State and National Standards which apply, including but not limited to: UFC, NFPA, NFC, ANSI, OSHA, ASTM, NEC, ICC, etc.

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

e. Cost estimations shall be based upon RS Means, the VA’s Electronic Technical Information

Library (TIL) https://www.cfm.va.gov/til/index.asp or Contracting Officer Representative

(COR) approved equal.

f. VA/VHA has a series of design guides and space planning tools in addition to VA Master

Specifications. These will generally be minimum standards but may be adjusted to meet other requirements such as energy and environmental compliance. Modifications are to be approved by the VA COR and CO.

g. Public Laws and Executive Orders shall apply.

h. Environmental impacts must be evaluated and either meet categorical exclusion or have a full environmental assessment performed. Many VA buildings are considered historic, and this will need to be considered throughout the design. Reference sources are available upon request by either websites or government furnished documents.

6. SPECIFIC SERVICE DESCRIPTIONS:

a. Seismic Studies as directed in the TO: Description of work to be performed: Perform seismic research on the locations identified to indicate current seismic zones; analyze existing building structure for compliance with current seismic criteria. Determine needed improvements to meet current requirements and estimate cost of compliance. See guidance on the VA TIL website:

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

b. Economic Studies: In preparing designs the A/E shall make a comparative cost analysis to justify the selection of type and source of utilities, major items of equipment, building components, materials, method of construction, siting, plumbing, lighting, heating, air conditioning, building configuration, electrical systems, column spacing, roads, story heights, structural system, and selection of interior and exterior finishes. The analysis will include cost of operation and maintenance over the expected life of the project. This cost analysis shall include consideration of the life cycle cost of the facility. Major decisions shall be documented in the design analysis.

c. Infrastructure Assessment: Description of work to be performed: Perform analysis of existing or proposed infrastructure on medical center complexes to including defining and documenting:

utility capacities, physical security elements in place, fencing, pedestrian and vehicular roads, sidewalks and amenities, all associated elements of the built environment composing the medical center campus. The intent of the studies is to identify supporting facilities and conditions to accommodate proposed future expansions, renovations, and new construction. See the TIL for guidance regarding Physical Security studies: http://www.cfm.va.gov/til/dManual.asp

7. PHASES OF COMPLETION: Unless specifically defined otherwise in the TO, the A/E firm shall accomplish the design of a project in phases which consist of the following:

a. Phase I (Pre-Design)

1) Survey of existing facilities.

2) Study of requirements.

3) Conceptual Floor Plans and Elevations

4) Energy Modeling and Analysis

5) Commissioning Agent Input

6) Phasing and other mitigation factors including ICRA/PCRA and ILSM.

During Phase I, the A/E shall conduct a survey investigation and study based on broad guidance furnished herein, and as may be supplemented by other Government-furnished material, will determine the recommended scope, materials, quantities, etc., and proceed to Phase II. Conferences or site visits will be conducted at design milestones (percentages) as directed by the TO.

https://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/til/seismic.asp http://www.cfm.va.gov/til/dManual.asp

b. Phase II for accomplishing design work (Schematic and Design Development):

1) Schematic Documents - Drawings (half or full size depending on TO)

2) Schematic Documents - Specifications

3) Schematic Documents - Cost Estimate

4) Design Analysis

5) Energy, ICRA/PCRA, ILSM and Phasing

6) Conference at the facility (unless specifically omitted)

7) Design Development - Drawings (half or full size depending on TO)

8) Design Development - Specifications

9) Design Development - Cost Estimate

10) Design Analysis

11) Design review meetings as identified in each task order.

12) Energy, ICRA/PCRA, ILSM and Phasing

13) Conference at the facility (unless specifically omitted)

c. Phase III Completion of design (unless specifically omitted) shall include all review comments from Phase II (Construction Document):

1) Construction Document Drawings- (half or full size depending on TO)

2) Construction Document Specifications -

3) Construction Document Cost Estimates -

4) Construction Document Design Analysis

5) Final analysis and approval of Phasing, Energy Analysis including

Measurement and Verification plan, ICRA/PCRA plan, ILSM plan and detailed phasing plan.

6) Conference at the facility (unless specifically omitted)

7) Final Bid Documents (100%) as listed below shall be delivered to the office of the CO incorporating all review comments from all previous reviews.

(a) Final Bid Drawings (half size or full size depending on TO)

(b) Final Bid Specifications

(c) Final Bid Cost Estimate

(d) Final Bid Design Analysis

8. GOVERNMENT FURNISHED INFORMATION: The Government, through the CO, within ten

(10) workdays after issuance of a TO, will provide access to applicable data and information (as available) for the execution of the described work. Data shall be returned to the CO upon completion of the individual TO. This data is on file in the Facility Management (FMS) Office and may be obtained for review by the A/E. All data from the Government shall be treated with care and is identified as “FOR OFFICIAL USE ONLY”, unless told otherwise. All data cannot be distributed, retransmitted or reproduced without written permission from the Government. Any drawings provided by the government shall not be considered accurate until field verified by the AE.

Note the government has no obligation to provide information, however, will provide as available.

The data may include where applicable and if available:

a. General Site Plan.

b. Small scale layout drawing or sketch showing possible arrangement of space (to serve as a guide).

c. Basic floor plan showing location of project (unless specifically omitted).

d. Existing record drawings as available.

e. Design criteria applicable to required Task Order.

f. Special requirements for preparation of drawings, reports, specifications, cost estimates, and design analysis.

g. Government-furnished equipment list, if applicable.

9. CHANNELS FOR OBTAINING INFORMATION:

a. Except as specified herein, all requests for information necessary for the execution of this work shall be made through the COR and/or CO.

b. The A/E shall appoint a Project Manager for each project to serve as the single point of contact and liaison between the A/E and the Government. Upon execution of the individual TO, the A/E shall advise the CO in writing of the name of the individual so designated. The A/E Project

Manager shall be responsible for the complete coordination of all work required for the project.

This Project Manager shall not be released from this responsibility unless the CO approves of the intended replacement Project Manager.

10. SITE ANALYSIS AND FIELD WORK: The A/E shall perform all field work necessary to determine the existing conditions at the site of the work.

11. DRAWINGS & SPECIFICATIONS

a. General: Final drawings shall be submitted in hard copy and in electronic format as outlined by the VHA standards (http://www.cfm.va.gov/til/projReq.asp) and IAW VA A/E Design

Submissions Requirements (PG-18-15) (https://www.cfm.va.gov/til/aeDesSubReq.asp).

1) Cover Sheet/Location Plan: The A/E shall prepare a cover sheet with a location plan on the first sheet of the project drawings. This location plan will be the base map or a portion thereof which covers the general project location and base location relative to metro area.

Include all required areas such as parking, material lay down, etc. The cover sheet containing the latest signature format shall be used.

2) Code Data Sheet: The A/E shall prepare a separate sheet showing all code calculations, life safety requirements, energy modeling/analysis and design conditions/assumptions. As a minimum, the following information shall be provided: Applicable Codes used on the drawing; Building Description; Occupancy Classification; Type of Construction; Exit

Requirements; Allowable Floor Area; Hazard Classification, Design Loads and Conditions.

b. The Task Order will include the requirement for a PG-18-15 Attachment C: Schematics, Design

Development, Construction Documents, or a combination of these.

1) For projects where the VA is contracting for Schematics Documents only, Schematics and

Design Development Documents only, or Schematics, Design Development, and

Construction Documents, the VA will provide the Design Program (if available), Facility

Development Plans (if available), and VA design standards to accompany the Scope of Work for the project.

2) For projects where the VA is contracting for Design Development and Construction

Documents only, the VA will provide the Schematics Plans and VA design standards to accompany the Scope of Work for the project.

3) For projects where the VA is contracting for Construction Documents only, the VA will provide the Design Development Plans and VA design standards to accompany the Scope of

Work for the project.

4) For projects where the VA is contracting for Construction Period Services and/or commissioning only, the VA will provide the completed design to accompany the Scope of

Work for the project.

c. Schematic Documents: Schematic Documents shall be prepared at working drawings scale and will present sufficient detail in accordance with PG-18-15 to permit an adequate review. These http://www.cfm.va.gov/til/projReq.asp https://www.cfm.va.gov/til/aeDesSubReq.asp details will include those listed in PG-18-15, unless not applicable to awarded Task Order or specifically omitted:

d. Design Development: Design Development drawings shall include changes as identified during

Schematic Document review and will present sufficient detail in accordance with PG-18-15 to permit an adequate Design Development review. These details will include those listed in PG-18-

15 unless not applicable to awarded Task Order or specifically omitted.

e. Construction Documents: Construction Documents shall include changes as identified during

Design Development review and will present sufficient detail in accordance with PG-18-15 to solicit the project for construction. These details will include those listed in PG-18-15 unless not applicable to awarded Task Order or specifically omitted.

f. Final Bid Documents: The A/E shall not proceed with the final bid documents until approval of

Construction Documents by COR. Construction Documents shall be submitted for review by the

COR for necessary revision, corrections, or additions before final approval and application of the required signatures of Government personnel. After approval of Construction Documents by

COR, the AE shall place the seal of the Registered Architect, Registered Landscape Architect, and Professional Engineer responsible for the design on the Final Bid Documents.

g. Specifications: The project specifications shall be prepared as a separate document or shall be included on the drawing sheets (when specifically approved by the COR). The specifications shall be prepared in accordance with PG-18-15 (Guide Specifications). In all cases where the responsible government official is referenced (inspector, resident engineer, engineer, architect, etc.), the specifications shall refer to the COR. The A/E shall be responsible for judging whether testing is required for a work item. Do not require tests which are not economically appropriate for the size of the job based on CO/COR direction and approval.

12. CONSTRUCTION COST ESTIMATE: Cost estimates shall be prepared using a document approved by the CO. The top and bottom of each sheet of the cost estimate shall be marked “FOR

OFFICIAL USE ONLY”. Each work class (i.e., Maintenance, Repair, and Minor Construction) shall require a separate cost estimate that will have its own separate bid line item as detailed by VA Cost

Estimating procedures.

13. DESIGN INFORMATION: In general, the requirements presented are design objectives and the

A/E is encouraged to suggest changes where they would not seriously deviate from the overall requirements and would result in economic savings, time savings or improved performance in arriving at the end results. Design of structure will comply, where applicable, with such regulations and criteria that exist for the VHA, and objectives of the project as furnished by the CO.

14. DESIGN ANALYSIS: The Design Analysis shall be submitted with the drawings as identified in the TO. The design analysis shall support the design recommendations pertaining to the major technical sections of the work such as structural, architectural, heating, plumbing, electrical, and mechanical for any project which requires the calculation of size and strength, or the rendering of engineering decisions, regardless of the cost or size of the projects. This analysis will be on 8 1/2 x

11-inch paper capable of reproduction and in electronic format. The design analysis shall have a standard heading to indicate the project number, project name, the type of computation, the name of the designer and the checker, and dated. The analysis shall include but will not be limited to the following:

a. A short description of the work involved.

b. The designer’s assumptions for the design.

c. The references used for computations as they occur.

d. The equations, tables, or curves used or developed, with references cited where they are taken from non-standard sources.

e. The detailed computations as necessary to establish the design.

f. Suitable free-hand sketches to illustrate the designer’s intent such as steel sizing and arrangement, pipe arrangement, beam layout, etc.

g. Size selection of equipment even where computations are not required. This may consist, for example, of a single statement such as, “use a 60 HP Westinghouse piston compressor model

XYZ”. Where necessary, include statements that show the basis for selections that are to be included. Calculations and information source shall be shown in an orderly and logical manner to permit review and checking. The design analysis shall be furnished to the CO as indicated on the design schedule.

h. Phasing Plans, Outage Plans, ICRA/PCRA, ILSM, Energy/ Water, Environmental

Considerations.

i. The following statement shall be in each design analysis: “This design has been reviewed from a value engineering standpoint and has been planned to achieve the required function at the lowest overall cost, not merely the lowest initial cost.”

15. REQUIRED COPIES OF DELIVERABLE MATERIAL: The deliverables and delivery schedule shall be determined and established in each Task Order. All delivery charges shall be prepaid by the

A/E firm. The Contracting Officer reserves the right to establish the order (sequence) in which the services are performed. If deliverables are not specifically addressed in the Task Order, the A/E shall furnish the required materials to the COR with one copy to the CO if requested, in the number of copies indicated below for each phase.

Phase II of Contract:

a. Schematic Documents:

1) Schematic Documents Working Drawings (hard copy and electronic file) - Two (2) sets of hard copy prints (half/full size as requested); electronic files in AutoCAD and Portable

Document Format (PDF); packaged so drawings can be viewed logically and independently using a preloaded viewer (i.e., TruView for AutoCAD and Adobe for PDF).

2) Schematic Documents Specifications (hard copy and electronic file) - Two (2) sets of hard copy. Electronic file in Portable Document Format (PDF); packaged so the specifications can be viewed logically and independently using a preloaded viewer (i.e., TruView for AutoCAD and Adobe for PDF).

3) Schematic Documents Design Analysis (hard copy and electronic file) - Two (2) sets of hard copy; electronic file in Portable Document Format (PDF); packaged so the design analysis can be viewed logically and independently using a preloaded viewer (i.e., TruView for

AutoCAD and Adobe for PDF).

4) Schematic Documents Contract Cost Estimate (hard copy and electronic file) - Two (2) sets of hard copy; electronic file in Portable Document Format (PDF), packaged so cost estimate sheets can be viewed logically and independently using a preloaded viewer (i.e., TruView for

AutoCAD and Adobe for PDF).

5) Completed Design Review Checklists that cover the elements of design for Schematic

Design. (hard copy and electronic file) - Two (2) sets of hard copy; electronic file in Portable

Document Format (PDF); Design Review Checklists can be found at

b. Design Development:

1) Design Development Working Drawings (hard copy and electronic file) - Two (2) sets of hard copy prints (half or full size depending on COR input); electronic files in AutoCAD

(.dwg and/or REVIT as identified in the TO) and Portable Document Format (PDF);, packaged so drawings can be viewed logically and independently using a preloaded viewer

(i.e., TruView for AutoCAD and Adobe for PDF).

2) Design Development Specifications (hard copy and electronic file) - Two (2) sets of hard copy. Electronic files in Portable Document Format (PDF), packaged so specification sheets can be viewed logically and independently using a preloaded viewer (i.e., TruView for

AutoCAD and Adobe for PDF).

3) Design Development Design Analysis (hard copy and electronic file) - Two (2) sets of hard copy. Electronic files in Portable Document Format (PDF), packaged so design analysis sheets can be viewed logically and independently using a preloaded viewer (i.e., TruView for

AutoCAD and Adobe for PDF).

4) Design Development Contract Cost Estimate (hard copy and electronic file) - Two (2) sets of hard copy. Electronic file in Portable Document Format (PDF), packaged so cost estimate sheets can be viewed logically and independently using a preloaded viewer (i.e., TruView for

AutoCAD and Adobe for PDF).

5) Design Development Comprehensive Interior Design (CID) – Two (2) sets of Furniture, Fixtures and Equipment (FF&E) submittals and two (2) sets of Structural Interior Design

(SID) submittals as defined in UFC 3-120-10 Interior Design.

6) Completed Design Review Checklists that cover the elements of design for Design

Development. (hard copy and electronic file) - Two (2) sets of hard copy; electronic file in

Portable Document Format (PDF); Design Review Checklists can be found at https://www.cfm.va.gov/til/aeDesSubReq.asp

Phase III of Contract:

c. Construction Documents:

1) Construction Documents: Hard copy prints (full and half size as directed by the TO).

Electronic files in AutoCAD and Portable Document Format (PDF); one CD, packaged so drawings can be viewed logically and independently using a preloaded viewer (i.e., TruView for AutoCAD and Adobe for PDF).

2) Construction Documents: Specifications (hard copy and electronic file) - Two (2) sets of hard copy. Electronic files in Portable Document Format (PDF) and word, packaged so specification sheets can be viewed logically and independently using a preloaded viewer

(i.e., TruView for AutoCAD and Adobe for PDF).

3) Construction Documents: Design Analysis (hard copy and electronic file) - Two (2) sets of hard copy. Electronic files in Portable Document Format (PDF), packaged so design analysis sheets can be viewed logically and independently using a preloaded viewer (i.e., TruView for AutoCAD and Adobe for PDF).

4) Construction Documents: – Two (2) sets of CID binders which include Furniture, Fixtures and Equipment (FF&E) submittals and Structural Interior Design (SID) submittals.

5) Completed Design Review Checklists that cover the elements of design for Construction

Documents. (hard copy and electronic file) - Two (2) sets of hard copy; electronic file in

Portable Document Format (PDF); Design Review Checklists can be found at https://www.cfm.va.gov/til/aeDesSubReq.asp

d. Final Bid Documents:

1) Final Bid Drawings: One (1) set of full-size prints and two (2) sets of half size prints as directed by the TO. Final drawings shall also be submitted in AutoCAD format and in

Portable Document Format (PDF). Additional sets may be negotiated as required.

2) Final Bid Specifications: One (1) original signed set on bond paper plus two (2) bound sets prints as directed by the TO. Final specifications shall also be submitted on CD in

Portable Document Format (PDF) and Microsoft Word formats. The submittal register may be in Excel format instead of Microsoft Word format. Additional sets will be negotiated as necessary.

3) Final Bid Cost Estimate: Two (2) sets of copies and one set of originals plus electronic version in Portable Document Format (PDF), and Excel or Word formats.

4) Final Bid Design Analysis: Two (2) sets of copies and one set of originals plus electronic version in Portable Document Format (PDF), and Excel or Word formats prints as directed by the TO. A statement or listing of recovered materials to show that these items have been addressed shall appear in the design analysis.

5) Final Bid Comprehensive Interior Design (CID): Two (2) sets of CID binders which include Furniture, Fixtures and Equipment (FF&E) submittals and Structural Interior

Design (SID) submittals as defined by VHA standards prints as directed by the TO.

Recovered Materials Determination Form that the A/E shall complete as part of the 100% submission of every project.

16. DESIGN SCHEDULE: The A/E firm shall complete all work and services under this contract within the period specified in the TOs to be issued and shall deliver the submittals to the COR and

CO in accordance with the following schedule. Specific time frames and milestones will be project specific and identified in each task order. The performance period for each phase will be a point of negotiation for each project TO:

a. Phase I of Task Order

1) Concept Submittal (Design approximately 10% complete prints as directed by the TO).

2) Government Review Period.

b. Phase II of Task Order.

1) Schematic Documents (Design approximately 35% complete prints as directed by the TO).

2) Government Review Period

3) Design Development (Design approximately 65% complete prints as directed by the TO)

4) Government Review Period.

c. Phase III of Order.

1) Construction Documents (Design approximately 95% complete prints as directed by the TO).

2) Government Review Period.

3) Final Bid Documents (Design 100% complete).

d. The time required by the Government to review submissions made by the A/E under this contract will vary according to the specific workload. The review periods established in the completion schedules set forth in TOs are the maximum anticipated periods required. Every effort will be made to accomplish reviews within a shorter period.

e. The A/E shall make corrections to the drawings, specifications, contract cost estimate, and design analysis as required by the FMS Office, the VISN CAMS/Regional Engineer or the VISN

Network Contract Management Office.

17. MARKED-UP COMMENTS: The A/E firm shall provide a copy of the marked-up comments with each subsequent submittal. The A/E shall insure that the copy of marked-up comments reflects that changes were made consistent with the VA review documents and changes made. The A/E’s replies to Government comments shall be submitted electronically in the same format as submitted to the

A/E. Annotations shall include specific references where applicable. For example, if the comment was “Where is the stair detail?” the annotation could be “Stair Detail added on Dwg A-4”. Most responses can be handled in this brief manner. Occasionally, a separate written response may be required, especially when the A/E non-concurs with a comment.

18. COMPREHENSIVE INTERIOR DESIGN (CID): CID includes Furnishings, Fixtures and

Equipment (FF&E) and SID. When required by the TO, CID will be accomplished by the A/E in accordance with VHA standards, VATIL naming conventions, or CO direction.

a. The FF&E submittal is used for procurement of furnishings for new or renovated facilities. It includes anything not permanently attached to the building. FF&E information and samples are submitted in 8 ½” x 11” format using three ring binders with pockets on the inside of the covers.

The design submittal requirement will include but is not limited to the following: Narrative of

Interior Design Objectives, Point of Contact List, Itemized Furnishings Cost Estimate, Best Value

Determination, Item Code Legend, Item Installation List, Furnishings Order Forms, Furnishings

Illustration Materials, Manufacturers List, and Furniture Plans.

b. Due to the project construction timing, furniture order data sheets shall be updated to verify product availability and current cost approximately three to six months before the construction completion date. The exact schedule will be determined for each individual task order.

19. INTERIOR SIGNAGE: Include in any project in which a large portion (identified in the task order) of a facility is being renovated, or a large addition constructed. Interior signage is a part of the construction contract. Signage shall be in accordance with VHA/Individual Station standards.

Samples shall be included in the SID submittal.

20. CERTIFICATION OF DRAWINGS AND OTHER DOCUMENTS: The A/E firm, or their authorized representative, shall sign all drawings and the first page of all specifications, estimates or similar documents under the A/E’s printed name and over the affixed professional seal (or his registration certificate number and including the state of issuance). In addition, as part of the 100% submittal, the A/E must certify in writing that the plans and specifications follow VHA directives and all applicable criteria. Reassignment of A/E design responsibilities to construction contractors is highly discouraged by the Government. This includes but not limited to the following: structural steel detailing, general fire sprinkler capacity and area needed design, stair systems, retaining wall systems, and structural framing systems, amongst others. This practice in no way relieves the A/E of their responsibility for these items. The A/E will be asked to approve and shall certify all “delegated” designs for conformance to the project design analysis. All delegated designs shall be clearly identified in the Bid Documents to eliminate ambiguity with the general contractors pertaining to design ownership.

21. RESPONSIBILITY OF THE A/E: The A/E firm shall be responsible for the professional and technical quality of all designs, drawings, specifications, and other material produced under this contract. The A/E shall also be responsible for the professional quality and adequacy of the service and materials furnished and for compliance with design criteria specified by the Government for use under this contract.

22. SAFETY: The services to be supplied shall meet all applicable safety requirements of the

Occupational Safety and Health Act (OSHA) and VHA Center for Engineering & Occupational

Safety and Health (CEOSH) Standards). The construction specifications and drawings provided by the individual TO shall specify the OSHA standards in detail or by explicit reference, e.g., (1)

Handrails and guardrails will be provided as required by OSHA standards 1910.23 or (2) Ladders will be constructed in accordance with OSHA Standard 1910.27.

23. SECURITY INFORMATION: VA Security and Information Security Directives (VHA Directive

6500 (https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=542&FType=2 and VHA Directive

6500.6, or the most current versions) will be followed by all members of the A/E firm who are working on this project. Precautions shall be taken, and every effort shall be made to prevent public disclosure of any information made available to the A/E during the performance of this contract. All

AE staff shall secure badging for work on the contract as directed by the CO/COR. All data shall be

FOR OFFICIAL USE ONLY and be treated as privileged information.

24. OTHER MANDATORY CONSIDERATIONS: To comply with the affirmative procurement requirements of Section 6002 of RCRA, Section 9002 of the Farm Security and Rural Investment Act of 2002, and Executive Order 13101, the Government strongly promotes the use of recycled-content

[and bio-based] products. Recycled-content products are identified in the Environmental Protection

Agency’s Comprehensive Procurement Guidelines (CPG) [Bio-based products are designated by the

USDA]. These materials and products shall meet the requirements of the specifications, shall not delay the progress of the work, and shall not be cost prohibitive. CPG items, and USDA designated bio-based products, are the minimum that should be considered when evaluating environmentally preferable materials. Other materials and products commonly used in industry should also be considered. Material and product submittals for all recycled-content items shall list the recycled and recovered materials used and the percent content (by weight). Submittals for bio-based products shall describe the bio-based materials used, and the percent content (by weight). A Recovered

Materials Determination Form shall be submitted as part of the 100% submission of every project in accordance with VA Handbook 0058.

a. The Government’s policy is to acquire supplies and services that promote energy and water efficiency, advance the use of renewable energy products, and help foster markets for emerging technologies. The specifications shall require that the contractor provide ENERGY STAR or other energy-efficient products.

b. The A/E shall be alert to methods and products that will contribute to waste minimization and reduction and incorporate them into the project design to the greatest extent practicable. A statement or listing of recovered materials to show that these items have been addressed shall appear in the design analysis.

c. The A/E shall incorporate green building and sustainable design practices and elements into project designs to the greatest extent…