Final SOW - Construct New OIT Building - NLR.pdf

Statement of Work (SOW)

Construct New OI&T Building – NLR

Project No. 598-414

I. GENERAL INFORMATION

II. CONSTRUCTION PERIOD SERVICES

III. BLUEPRINT LAYOUT

IV. DESIGN CRITERIA, CONSTRUCTION STANDARDS, ETC

V. DRAWING REQUIREMENTS

VI. SPECIFICATIONS

VII. SCOPE OF WORK - SPECIAL NOTES

VIII. VA LITTLE ROCK STANDARDIZATION/SPECIFIC PREFERENCES

IX. DETAIL OF REQUIREMENTS

X. REVIEW BY FIRE PROTECTION ENGINEER

XI. ENERGY PERFORMANCE & SUSTAINABILITY

XII. COMMISSIONING

XIII. RECORDS MANAGER

XIV. SOW ATTACHMENTS

I. GENERAL INFORMATION

1. PROJECT SCOPE OF WORK:

A. Project Overview

1) The Department of Veterans Affairs (VA) is transitioning to a new electronic health record system. The Electronic Health Record Modernization (EHRM) program is being implemented nationwide. In support of the EHRM, Central Arkansas Veterans Healthcare System (CAVHS) has a requirement to design and subsequently award a construction contract for a new Office of Information and Technology (OI&T) Building on station at their campus in North Little Rock (NLR), Arkansas.

2) Currently, OI&T has staff and equipment which is located in (but not necessarily limited to) Building 7, Building 34, Building 35, Building 58, Building 102, and Building 170 at the NLR campus. The buildings and/or rooms are older structures and not originally designed to support OI&T functions. All staff and equipment will be relocated and consolidated in the new OI&T Building. See building drawings (SOW Attachment 13) for exact locations. The buildings and rooms are listed below:

a. Building 7: room B3

b. Building 34: rooms 101, 106, & 107

c. Building 35: rooms 100, 101, & 102

d. Building 58: rooms 33, 33A, & 33B

e. Building 102: entire building

f. Building 170: room GK107

3) This project will construct a new OI&T building that houses the Veterans Integrated Service Network (VISN) supported data center which ultimately supports district, regional, and national services and local OI&T staff, improves operational efficiencies, improves infrastructure compliance for the next 20 years, and allows for the comprehensive modernization of our OI&T systems.

4) The project construction budget is $14,040,000.

B. Scope of Work

1) The Architectural/Engineering (A/E) team shall investigate and propose a minimum of two location options at the North Little Rock campus for consideration and selection by CAVHS.

Both potential locations are generally in the area southwest of Fourth Street and west of Quarter 12 on the southwest side of the campus. The first potential location is in parking lot 9.

The design shall take considerations for relocating solar panels, and any parking spaces taken will need to be replaced. Another location for consideration is in the open area southwest of parking lot 9 and west of Quarter 12. The design shall take considerations for redesigning the walking path and parking. See Figure 1 and Figure 2 below.

Figure 1 NLR Site Map with Proposed Build Area Shaded in Green

Figure 2 Zoomed in NLR Site Map with Proposed Build Area Shaded in Green

2) The A/E team shall perform geotechnical services to determine the subsurface conditions and provide preliminary geotechnical recommendations regarding the design and subsequent construction of the proposed New OI&T Building. The scope of work consists of geotechnical engineering services including geotechnical field exploration; field and laboratory testing;

geotechnical analysis to determine the subsurface conditions and preliminary recommendations regarding the design and construction of the proposed elements including foundations, pavements, slabs, retaining walls, utilities, and others; and deliver a geotechnical report including all information and preliminary recommendations. A/E team shall provide criteria and a proposed boring locations plan for a subsurface investigation program to be used for road, parking, and other paving design, where applicable. Proposed boring locations shall be coordinated with boring program for buildings. A/E team shall conduct percolation test to check soil condition for storm water management.

3) This project includes the design of a new, modern, energy-efficient, multiple-story building, approximately 26,000 SF, in order to consolidate and ultimately improve OI&T services and infrastructure. The new building will centralize OI&T servers, head-end, core infrastructure, data center, and OI&T equipment into one secure location, preferably on the top floor.

Additionally, the top floor will house office space for roughly three dozen OI&T employees, a conference room, a break room, and a reception help desk area. The design shall consider an option for a movable modular wall system for the administrative areas for ease of future reconfiguration of the administrative space.

4) This project includes the design of warehouse space, preferably on the ground floor. The warehouse space shall provide one location for storage & distribution of equipment and repairs. The warehouse space will need both a loading dock and receiving area to improve and increase seamless shipping and receiving capabilities of OI&T products. Additionally, this space should have project activation space, OI&T equipment turn-in space, OI&T equipment deployment staging space, a workstation area, and pallet rack capacity of storage for approximately 50 total pallets and 3 pallets high of OI&T equipment. The new building shall have a passenger and freight elevator to serve all floors.

5) The new building will also require new mechanical, plumbing, electrical, and heating, ventilation & air conditioning (HVAC) systems, subsystems, and components to support building operations. System improvements include a new emergency generator to supply power capacity and meet OI&T requirements, special security requirements, physical security requirements, uninterrupted power supplies, and new data lines pulled & existing relocated.

Infrastructure improvements include relocating the current head-end into the new building (i.e.

all trunks, circuits, etc.). The design shall provide a cost-effective, high energy-efficient HVAC system and all necessary controls to properly support the function of the space and shall be tied into our existing campus system.

6) With consideration given to the final design location/solution, the design team shall maximize the use of parking lot 9 and provide proper routing for semi-truck deliveries to the new facility.

Note: the semi-truck routing and traffic to and from the facility must minimize traffic in and around the Quarters areas during construction and future deliveries and minimize the potential for damage to the solar panels in the parking lot. Semi-truck traffic should flow to and from Fourth Street.

7) The project will address the recent changes to the OI&T guidelines and specifications for new construction and renovation design requirements that must be implemented in preparation for the EHRM. These shall include recommendations from the following:

a. VHA Memo 2019-11-13 - Sensitive Infrastructure Data Classification (See SOW Attachment 1)

b. VA OEHRM Site Infrastructure Requirements 2.0 (See SOW Attachment 2)

c. SOCAMES 6 Design Alert 1 (See SOW Attachment 3)

d. OIT Infrastructure Standard for Telecommunications Spaces (See SOW Attachment 4)

f. OIT Standards Alert SA-017 - Infrastructure Standard for Telecommunications Spaces (See SOW Attachment 6)

8) The design team shall provide a comprehensive site investigation of the existing OI&T infrastructure and associated network on campus. The design team shall attain a complete understanding of the function of the existing OI&T infrastructure and network supporting OI&T and our Service Providers in order to design the new OI&T building. All existing OI&T systems and associated network are to remain operational during the construction of the new OI&T building.

9) The design shall lay out a phasing plan to get the new building operational, while keeping the existing OI&T systems and network operational. The new OI&T infrastructure and network needs to be in place and operational prior to any existing OI&T systems being taken down. The impact during the transition from the old system to the new system shall be minimized as much as possible and scheduled a minimum of 60 calendar days out. Plan on no more than three major outage disruptions.

10) The new OI&T building and parking design shall include subject matter specialists, requirements, and recommendations from the Physical Security Design Manual October 2020, Revised Apr 2021 (See SOW Attachment 7).

11) The design will address site elements such as service road entrances/exits, interior/exterior Americans with Disabilities Act (ADA) accessible walkways, interior/exterior signage, pavement/roadway markings, landscaping, lighting, drainage, and utilities required to support the new OI&T Bldg. The structure shall include a fire alarm that incorporates FM-200TM and water suppression system per VA standards, and NFPA requirements and shall be tied into our existing facility systems.

C. Additional Scope of Work

1) Provide an A/E design solution for the above referenced Project Overview through site investigations/verifications of the existing systems and preparation of design drawings and specifications.

2) The A/E will work with CAVHS staff, Engineering staff, OI&T staff, and other staff as required to collect all information required to design a new OI&T building in accordance with the Technical Information Library (TIL) and local, state, and federal building codes and standards.

3) A/E services to include phasing recommendations, traffic studies, planning, consultation and visits, investigation before design, design work, preparation of contract drawings and specifications for construction bidding, constructability reviews at each design review, design for accessibility for maintenance and operation of all systems, preparation of cost estimates including contractor bid analysis and recommendations, and participation in any pre-bid and pre-construction conferences. In addition, provide construction period services for design, construction, and inspection of all work for the project.

4) All design will be done according to VA specifications, VA Design Manual, Joint Commissions Standards, Design Guides, Infection Control guidelines, and all applicable codes. The design will be structured in a way which will allow minimum interruption of space function and accessibility during construction. All work shall meet the most current edition of NFPA/Life Safety Code and comply with all applicable building codes.

5) To protect patients, federal employees, and visitors from exposure to tobacco smoke, smoking is not allowed on VA campuses.

6) The A/E shall conduct the site and building surveys as required to meet all design requirements, for commissioning, and to ensure accurate specifications during the design process. This includes validating existing drawings and conducting “above the ceiling” observations to verify and validate existing conditions. These are not all inclusive of the survey requirements. Site investigations must be sufficiently thorough to ensure that design details are compatible with the project site.

7) The A/E will provide a Transportation Study to address hazards at entrances, improve existing condition of flow of vehicles and pedestrian traffic, and review the sidewalk requirements and on-site parking needs.

8) Work performed involving environmental aspects must be done in compliance with laws, policies, and guidelines in accordance with CAVHS Green Environmental Management Systems (GEMS) Program, Waste Management, VA Directive 2004-069, and the Federal Pollution Prevention Act.

9) Life safety and infection control will be considered during all phases of design. Final construction documents will detail measures to be taken by the contractor to assure life safety and infection control. A preconstruction risk assessment will be completed and included in project submissions.

10) Plans for phasing construction to minimize impact on the medical center will be incorporated into the construction documents. Items to be addressed may include timing of entrance to and exit from the facilities, road closures, limited lane closures, work after normal working hours, limited parking closures, etc. Plans for phasing construction shall include impacts on the medical center such as providing alternate facilities entrance and exit, parking, or temporary access points.

D. Quality Assurance/Quality Control (QA/QC)

1) In an effort to reduce construction change orders due to design errors and omissions, 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:

a. Provide an outline of the actions that your firm will take during the design process.

b. Two Weeks after Receipt of the Notice of Award: 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 a senior member of the firm can initial and date when the action has been completed.

c. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

E. The A/E will have an experienced staff with a minimum of 10 years’ experience to conduct the design to include, but not limited to, administration buildings, data centers, and warehouses.

F. The project construction will be under the supervision of the COR/Project Engineer. The Architect/Engineer shall furnish assistance during the design and construction period, including review of shop drawings, RFI responses, submittals, site visits, and serve as necessary in clearing up any problems that may arise. Bidding shall be handled by the Veterans Affairs Contracting Officer.

G. At 10% submittal, the A/E will document and validate project requirements and the construction costs. The submittal shall include preliminary schematic plans, a narrative describing each aspect of the project, and a parametric estimate. A/E shall provide a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design.

H. At 35% submittal, the A/E will provide a conceptual design with sufficient detail to show how functional and technical requirements will be met, indicate the designer’s approach to the solution of technical problems, show compliance with design criteria, and provide a valid concept cost estimate.

I. At 65% submittal, the A/E is to ensure that funding limitations are not being exceeded; the drawings, design analysis, specifications, and cost estimate are proceeding in a timely manner; and the design criteria are being correctly interpreted.

J. At 95% submittal, the A/E will provide a representation of a 100% complete design with the exception of incorporation of any review comments resulting from the review of the submittal.

K. Completed design shall result in a cost that is within the budget limitations. To ensure this, the A/E shall set up two or more bid deduct alternatives totaling 10% of the construction cost. If the base bid cost exceeds budget and deduct alternates do not bring the project within the construction budget, the A/E shall re-design or take necessary steps to reduce the cost so that budget limitations are not exceeded.

L. The A/E shall prepare cost estimate and provide construction period services and site visits.

1) During the Construction Period, the A/E shall make four site visits: One at 35%, 50%, 70% and one at 95% construction. The A/E will render certain technical services during construction including all submittal reviews, final as-built drawings in AutoCAD format, and differing site condition reviews and analysis to any and all claims.

2) Such services shall be considered as advisory and shall not be construed as expressing or implying a contractual act of the Government without affirmations by Contracting Officer or the duly authorized representative.

3) The A/E shall check Government furnished and/or the construction shop drawings, detail drawings, schedules, descriptive literature and samples, test reports, and field investigative data and review the suitability of materials for conformity with the design concept and construction documents. The A/E shall recommend approval, disapproval, or other suitable disposition.

M. Special Consideration: All contractors and visitors are required to adhere to Universal Masking Guidance which requires people to wear a cloth face covering or facemask over their mouth and nose while in any building of Central Arkansas Veterans Healthcare System (CAVHS). Daily healthcare screening is required before entrance to VA facilities due to COVID-19. No one with a cold or flu-like symptoms will be allowed on VA property. In the event that symptoms occur while on site, the contractor will notify the COR immediately. The individual(s) may be required to be COVID tested and quarantine until released by Infection Control to return to site.

N. The A/E shall reference the provided drawings:

1) SOW Attachment 10 - MNLRTOPO TOPOGRAPHY

2) SOW Attachment 11 - 2015 NLR Boundary

3) SOW Attachment 12 - 2015 NLR PLOT PLAN-PARKING-KK-Parking Plan

4) SOW Attachment 13 - OIT Building and Room Drawings

2. PLANS TO BE DEVELOPED FOR:

X Sealed Bid (Limited to Service-Disabled Veteran-Owned Small Business)

NA 8a Construction/Service-Disabled Veteran Owned Small Business

NA In-House Construction

NA Other

3. SPECIFICATIONS:

X Modify VA Guideline Specifications. Current information may be obtained off the Internet at: http://www.va.gov/facmgt/

Go into the Technical Information Library (TIL), then Specifications

Go to the link below to receive the latest specifications in support of this project:

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

NA Use A/E Standard Specifications

4. PROGRAM OF SPACES & REQUIREMENTS:

NA To be provided by VA

X A/E to develop as part of project meeting VA space planning guidelines available in the TIL web site: http://www.cfm.va.gov/til/planning.asp

5. VA DRAWINGS:

X VA to provide site plan on Auto Cad Drawing format

NA VA to provide copy of original building plans

X A/E to verify all drawings provided

X A/E to red-line drawings of existing conditions

X A/E to furnish final product electronically (dwg and pdf format) and hard copy.

6. A/E COMPLETION TIME PERIOD OF PERFORMANCE:

X 270 Calendar Days

7. LAND SURVEY:

X Provided by VA (2' contour intervals) from Photometric Survey

X A/E to provide

8. SOILS TESTING:

NA Provided by VA (From nearby past project)

X A/E to provide

9. COLOR BOARD REQUIRED: X Yes No; If yes, # of sets with second submittal: 2

10. DESIGN REVIEW AND PROJECT COMPLETION SCHEDULE:

A. VA requires 14 calendar days minimum to process each review.

B. Final Design: Final Document Submission (100%) 270 calendar days after Notice of Award (NOA).

It is the A/E’s responsibility to ensure all prior comments are incorporated into the design. All costs of correcting and resubmitting final stamped sets due to omissions or code/requirement violations are the responsibility of the A/E. The A/E is also responsible for following specification Section 01

Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Review Submission Design Review Completion Schedule

0 10% Deliver QA/QC Plan and Basis of Design submittal to COR 30 calendar days after NOA.

0 10% VA response due 14 calendar days after receipt of the submission.

1 35% Deliver Schematic Design submittal to COR no later than 90 calendar days after NOA.

1 35% Review Schematic Design submittal with COR 14 calendar days after receipt of the submission.

2 65% Deliver Design Development submittal to COR no later than 160 calendar days after NOA.

2 65% Review Design Development submittal with COR 14 calendar days after receipt of the submission.

3 95% Deliver Construction Documents submittal to COR no later than 215 calendar days after NOA.

3 95% Review Construction Documents submittal with COR 14 calendar days after receipt of the submission.

Final 100% Deliver Final Design Documents to Contracting Officer no later than 270 calendar days after NOA.

Construction Period Services (Optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

11. SEISMIC DESIGN:

X Project designed in accordance with VA Design Guides (H-18-8, available on the TIL website) and State Law

12. COMMISSIONING:

X Hire a Commissioning Agent per the requirements of Section XII. COMMISSIONING

VA RESPONSIBILITIES:

The VA will administer the contract in respect to negotiations, bidding, reproduction of drawings and specifications, and award of contract.

The VA shall also conduct the following services: contract overseeing payrolls, approval of submittals, clarification of contract documents, change orders, letters concerning contractor’s performance, time extensions, final inspections, and warranty work.

13. SOLICITATION SUPPORT SERVICES:

X Solicitation Support Services are in the contract.

X A/E shall provide solicitation support services during the construction period’s solicitation phase.

X Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

X The A/E shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the A/E and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

X Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

X Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

X Answers to RFIs will be required from the A/E within five (5) calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/E is required to comply with the five (5) calendar day requirement.

X Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings.

X In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

14. CONSTRUCTION PERIOD SERVICES

X Construction Period Services are in the contract.

X A/E will provide construction period services per the requirements of Section II.

CONSTRUCTION PERIOD SERVICES

NA A/E construction period services are not within the scope of this contract.

X Retain the services of a Commissioning Agent. (It is the intent of the VA that the same Commissioning Agent that performed the commissioning of the design also performs the commissioning during construction, subject to satisfactory performance.)

II. CONSTRUCTION PERIOD SERVICES

1. GENERAL:

A. The Architect/Engineer shall provide administration of the Contract between the VA and the Contractor as set forth below. The Architect/Engineer shall advise and consult with the VA during the Construction Period Services.

B. The Architect/Engineer will perform the following tasks:

1) Monitor Progress.

2) Ensure correct materials are being used.

3) Submittal approval.

4) Inspect workmanship (quality).

5) Make Site Visits and progress reports as needed.

6) Report findings in writing.

7) Resolve contractor RFI: in distributing RFIs, those that are A/E responsibility are to be sent to the A/E with a Cc to the VA (COR). Those requiring VA response are sent directly to the VA COR.

8) State any changes that need to be made. Identify as either design omission/error or VA requested.

9) Modification Requests: Evaluate and negotiate modification price with the contractor.

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

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

10) Review Progress Payments and provide recommendations to VA CORs.

11) Conduct Final Inspections.

C. The Architect/Engineer shall not have control over, charge of, or responsibility for the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs about the Work, nor shall the Architect/Engineer be responsible for the Contractor’s failure to perform the Work in accordance with the requirements of the Contract Documents. The Architect/Engineer shall be responsible for the Architect/Engineer’s negligent acts or omissions, but shall not have control over or charge of, and shall not be responsible for, acts or omissions of the Contractor or of any other persons or entities performing portions of the Work.

D. The Architect/Engineer’s responsibility to provide Construction Period Services commences with the award of the Contract for Construction and terminates on the date the Architect/Engineer issues the Final Recommendation for Payment by the CO (or when the CO closes the contract).

2. EVALUATIONS OF THE WORK:

A. The Architect/Engineer shall visit the site at intervals appropriate to the stage of construction, to become generally familiar with the progress and quality of the portion of the Work completed, and to determine, in general, if the Work observed is being performed in a manner indicating that the Work, when fully completed, will be in accordance with the Contract Documents (drawings and specifications). However, the Architect/Engineer shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the Work. Based on the site visits, the Architect/Engineer shall keep the VA reasonably informed by email about the progress and quality of the portion of the Work completed, and report to the VA (1) known deviations from the Contract Documents and from the most recent construction schedule submitted by the Contractor, and (2) defects and deficiencies observed in the Work.

B. The Architect/Engineer does not have the authority to reject Work that does not conform to the Contract Documents. He has the responsibility to report all discrepancies to the COR/CO and the authority to do so. Whenever the Architect/Engineer considers it necessary or advisable, the Architect/Engineer shall have the authority to require inspection or testing of the Work in accordance with the provisions of the Contract Documents, whether such Work is fabricated, installed or completed. However, neither this authority of the Architect/Engineer nor a decision made in good faith either to exercise or not to exercise such authority shall give rise to a duty or responsibility of the Architect/Engineer to the Contractor, Subcontractors, material and equipment suppliers, their agents or employees or other persons or entities performing portions of the Work.

The Architect/Engineer is solely responsible to the government for ensuring the construction meets contract documents and regulations.

C. The Architect/Engineer shall interpret and decide matters concerning performance under and requirements of, the Contract Documents on written request of either the VA or Contractor. The Architect/Engineer’s response to such requests shall be made in writing within 2 calendar days or an alternate time agreed upon.

D. Interpretations and decisions of the Architect/Engineer shall be consistent with the intent of and reasonably inferable from the Contract Documents and shall be in writing or in the form of drawings. When making such interpretations and decisions, the Architect/Engineer shall endeavor to secure faithful performance by both VA and Contractor, shall not show partiality to either, and shall not be liable for results of interpretations or decisions rendered in good faith. The Architect/Engineer’s decisions on matters relating to aesthetic effect shall be final if consistent with the intent expressed in the Contract Documents.

E. The Architect/Engineer shall render initial decisions on Claims between the VA COR and Contractor as provided in the Contract Documents. Final decision will be the VA Contracting Officer.

3. SUBMITTALS:

A. The Architect/Engineer shall review the Contractor’s submittal schedule and shall not unreasonably delay or withhold approval. The Architect/Engineer’s action in reviewing submittals shall be taken in accordance with the approved submittal schedule or, in the absence of an approved submittal schedule, within 7 calendar days. Any alternative review time shall be requested from the CO with justification and a response date providing reasonable promptness while allowing sufficient time in the Architect/Engineer’s professional judgment to permit adequate review.

B. In accordance with the Architect/Engineer-approved submittal schedule, the Architect/Engineer shall review and approve or take other appropriate action upon the Contractor’s submittals such as Shop Drawings, Product Data and Samples, but only for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents.

Review of such submittals is not for the purpose of determining the accuracy and completeness of other information such as dimensions, quantities, and installation or performance of equipment or systems, which are the Contractor’s responsibility and not within construction contract documents.

The Architect/Engineer’s review shall not constitute approval of safety precautions or, unless otherwise specifically stated by the Architect/Engineer, of any construction means, methods, techniques, sequences, or procedures. The Architect/Engineer’s approval of a specific item shall not indicate approval of an assembly of which the item is a component.

C. If the Contract Documents specifically require the Contractor to provide professional design services or certifications by a design professional related to systems, materials or equipment, the Architect/Engineer shall specify the appropriate performance and design criteria that such services must satisfy. The Architect/Engineer shall review shop drawings and other submittals related to the Work designed or certified by the design professional retained by the Contractor that bear such professional’s seal and signature when submitted to the Architect/Engineer. The Architect/Engineer shall be entitled to rely upon the adequacy, accuracy and completeness of the services, certifications and approvals performed or provided by such design professionals.

D. The Architect/Engineer shall review and respond to Requests for Information (RFI) about the Contract Documents. The Architect/Engineer shall set forth in the Contract Documents the requirements for requests for information. Requests for information shall include, at a minimum, a detailed written statement that indicates the specific Drawings or Specifications in need of clarification and the nature of the clarification requested. The Architect/Engineer’s response to such requests shall be made in writing within 7 calendar days or any time limits agreed upon or otherwise with reasonable promptness. If appropriate, the Architect/Engineer shall prepare and issue supplemental Drawings and Specifications in response to requests for information.

E. The Architect/Engineer shall maintain a record of submittals and RFIs, and copies of these documents supplied by the Contractor. RFIs and submittals will be identified by RFI00# (or SUB00#) – SUBJECT. The # represents a sequential number designated as received. Updated information pertaining to submittals will be identified per above with the addition “REV 01”.

Incomplete RFIs will be rejected with no revisions “rev” with the numbering to continue sequentially. Submittals that are rejected in their entirety, requiring complete resubmission, shall be cataloged as such with resubmittals (and further submittals) submittals to continue being numbered sequentially.

F. RFIs and Submittals will be sent electronically to the CO and COR as PDF or WORD documents.

4. CHANGES IN THE WORK:

A. The Architect/Engineer may authorize minor changes in the Work that are consistent with the intent of the Contract Documents and do not involve an adjustment in the Contract Sum or an extension of the Contract Time. The Architect/Engineer shall prepare Change Orders and Construction Change Directives for the VA’s approval and execution in accordance with the Contract Documents.

B. The Architect/Engineer shall maintain records relative to changes in the Work. The A/E will maintain a set of red-line as-builts. The final set of construction as built will be submitted to the A/E for review to ensure compliance with VA standards to include CAD standards.

5. PROJECT COMPLETION:

A. The Architect/Engineer shall conduct inspections to determine the date or dates of Substantial Completion and the date of final completion; receive from the Contractor and forward to the VA COR, for the VA’s review and records, written warranties and related documents required by the Contract Documents and assembled by the Contractor; and issue a final Certificate for Payment, post VA CO approval of such, based upon a final inspection indicating the Work complies with the requirements of the Contract Documents.

B. The A/E will schedule with the VA COR and Contractor the pre-final and final inspections. The A/E will participate in such inspections with any VA attending personnel, document discrepancies, and provide an inspection report to the VA COR and Contractor. These inspections shall be scheduled at the earliest point in the project with a minimum of a 14-day notice provided to the VA for the prefinal inspection. The final inspection will generally follow 7 calendar days later, but can be modified with VA approval based on project phasing, component/system installation, A/E recommendations based on results of the pre-final inspection, or other circumstances to be approved by the VA COR/CO.

C. The A/E will handle all commissioning activities in a manner outlined in the section on pre-final/final inspections.

D. The Architect/Engineer’s inspections shall be conducted with the VA to check conformance of the Work with the requirements of the Contract Documents and to verify the accuracy and completeness of the list submitted by the Contractor of Work to be completed or corrected.

E. When the Work is found to be substantially complete, the Architect/Engineer shall inform the VA about the balance of the Contract Sum remaining to be paid the Contractor, including the amount to be retained from the Contract Sum, if any, for completion or correction of the Work.

F. The Architect/Engineer shall forward to the VA COR the following information received from the Contractor: (1) consent of surety or sureties, if any, to reduction in or partial release of retainage or the making of final payment; (2) affidavits, receipts, releases and waivers of liens or bonds indemnifying the VA against liens; and (3) any other documentation required of the Contractor under the Contract Documents.

III. BLUEPRINT LAYOUT

1. CAD standards as provided by the VA Technical Information Library (TIL) will be followed. This resource is available online: http://www.cfm.va.gov/til/projReq.asp

2. Drawings notes will not contain generic statements or instructions to “see specifications.” Specification references on drawings will be detailed with specification number, name, and applicable paragraph as appropriate.

3. A Finish Schedule will be on the drawings and not in the specifications.

4. A/E will include the VA's standard asbestos warning.

5. Projects that require phasing will have separate phase drawings for each specialty or trade. These drawings will provide details for utility and space utilization during phases.

IV. DESIGN CRITERIA, CONSTRUCTION STANDARDS, ETC.

1. VA Design Manuals, Standards, Criteria, and Space Requirements provided on the VA TIL site. This includes the following but is not limited to this list and the latest guidelines at contract award hold precedence over dated information in this supplement.

A. PG-18-3, Design and Construction Procedures

B. PG-08-4, VA Standard Details

C. PG-18-5, Equipment Guide List

D. H-18-8, Seismic Design Handbook

E. PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS)

F. PG-18-10, Design Manuals – see index on TIL for complete listing

(https://www.cfm.va.gov/til/index.asp)

G. PG-18-12 Design Guides

H. PG-18-13 Barrier Free Design Guide

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

J. PG-18-15 Minimum Requirements for A/E Submissions (see SOW Attachment 9)

K. PG-18-17 Environmental Planning Guidance

L. H-08-8, Earthquake Resistant Design Requirements for VA Medical Center Facilities

M. Engineering Guide for Fire Protection Design

2. VA Construction Standards, Handbooks, etc., will be followed to the maximum extent practicable in design of the project and are available on the Internet at: http://www.va.gov/facmgt/standard.htm .

3. Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings- (must be used in the initial planning and project design as applicable to the specific project).

4. Local and state codes by discipline.

5. It is the A/E’s responsibility to acquire access to all standards, codes, and manuals, and be proficient in their application. Failure to provide any procedure, design or construction aspect required by the above will be remedied at A/E’s expense.

V. DRAWING REQUIREMENTS

1. Standard Auto Cad Drawing file compatible to Release 2013 to be provided on compact disk. The VA does not use any "helper" programs and A/E drawings should be useable by the VA.

2. VA Standard Title Blocks will be provided on disk.

3. Each submission will include 4 full size hard copies of drawings required for that submission. Each drawing submission will also be provided on DVD in pdf and AutoCAD format.

4. The Final Drawing Set, after the CD (95%) drawings, will meet PG-18-15 requirements and will have all A/E Design Contract notation (such as contract/project numbers) removed from all parts of the submission. The final drawing sets will be signed/stamped drawings. Final electronic copies are to be "purged" of all unused components. "XREF'S" used should be bound to each sheet.

VI. SPECIFICATIONS

1. The Spec Book Title and Drawing titles should be the same.

2. Follow PG-18-15, Volume C (See SOW Attachment 9) guidelines on specifications and submittals.

3. All submissions including final shall include (three formats):

A. Microsoft Word (single or multiple word documents).

B. Adobe Acrobat: one book unless document is larger than 5 meg, then compile into 2 books.

C. Hard copies (4).

4. Specifications Format:

A. Margin (all pages): Top - 1 1/2", Bottom - 1", Sides - 1"

B. Spacing: Single spacing with double spacing between outline format.

C. Page Numbers: Centered at approximately 1" from bottom of page. Use specification number and number consecutively (ex. 01 33 23-1, 01-33-23-2).

D. Pages: Should be single sided.

E. Double spaced and centered at the end of each specification section should be the word "- - - END - - -". This comes above the last page number.

5. The VA may provide specifications, to include the following:

A. Cover

B. 000501 Special Requirements for Work Within a VA Hospital (the A/E is to meet with the VA’s Infection Control to determine ICRA level for construction and update this specification).

C. 010000 General Requirements

D. 013323 Shop Drawings, Product Data, and Samples.

E. 013525 Safety

F. 017701 Final Cleaning

G. SCHEDULE

6. The A/E is responsible for integrating any VA supplied specifications into the overall specifications.

This includes editing and correcting as necessary.

7. The A/E is responsible for completing the submittal register and integrating into specification 013323.

Example form (latest to be used) copied below and electronic Excel file available from VA COR.

VII. SCOPE OF WORK ‐ SPECIAL NOTES

1. The VA shall use A/E's Cost Estimate as a guide in negotiating with SDVOSB contractor. If the need arises for more information than was supplied in the original cost estimate, the A/E will obtain the information as necessary.

2. The A/E will also supply guidance if it becomes apparent that the VA and the SDVOSB contractor cannot reach agreement on a reduction in scope. The A/E will alter drawings and specifications to reflect the reduced Scope of Work. A revised cost estimate will be necessary.

3. A/E will request meetings as needed to collect required information.

4. A/E will submit minutes from meetings one week after for VA concurrence.

5. No Brand names will be used other than those standardized items shown in Section X. A/E will state salient characteristics of desired item. Specifications should not reference "See Drawing" for notes.

6. VA will perform all contracting duties, Bid Openings, Negotiations, Project Management, i.e., processing pay requests, day-to-day visits on the project site. The A/E may be requested as indicated otherwise, to make site visits or make special reviews.

VIII. VA LITTLE ROCK STANDARDIZATION/SPECIFIC PREFERENCES

LR NLR DESCRIPTION

X NA Decora Light Switches and Receptacles

X X Floor mounter toilets as opposed to wall hung

X X Regal Conduit Fittings

X X Welded Pins for Insulation on Duct in Lieu of Adhesive

X X LED Exit Signs are to be wired to an emergency power circuit. No battery powered signs, including battery powered backup.

X X Best Locks: Mortise, 45H7 (Function Code) 15R626. Contractor to supply pinned cores (7 pin, removable cores using a “TB” Keyway) for all locks.

X X Fire Alarm - Edwards EST-3

X X Telephone/Computer Outlets (All in One)

X X Paper Towel Dispenser; VA furnished, contractor installed

X X Toilet Paper Dispenser; VA furnished, contractor installed

X X Soap Dispenser, Calgon Vestal, drop in BDP dispenser 1080-2 & back plate #1093-2, VA furnished, contractor installed

X X Ceiling Tile - Armstrong Cortega 770 (2X2), 769 (2X4)

X X Low leakage dampers associated with the Economizer Section air flow

X X A maximum of 3' of flex duct at grills. Specify elbows at registers, as appropriate.

X X HVAC Controls/EMS - Siemens Building Systems (Powers 600)

X X The graphics on the VA-HVAC EMS system shall be identified and noted that the Construction Contractor is responsible for updating the control software and graphics. The Graphic system is Siemens APOGEE and the involves the placement and/or removal of walls, room number changes and locations of HVAC additions or relocations etc. within the graphical controls.

X X Ice machine models:

Countertop models - Hoshizak, 23-115964; Model # DCM-500BAH (Push button operation that dispenses ice or water)

Large bin type dispensers - MANITOWOC, 23-22298: Model # SDO 303 W

X X Automatic Transfer Switches - Onan

X X Aluminum Flexible Conduit is prohibited, unless otherwise noted

X X Variable Frequency Drives - Ability to communicate with Siemens Bldg.

Technology Control Equipment. VFD's will not normally need a bypass.

X X Outside Air Economizer Dampers - AMCA certified. Max pressure drop .13" based on AMCA Test Figure 5.3.

Leakage will not exceed 7CFM/SF@ 3" water gage.

X X Fire Extinguisher Cabinets will be flush with the wall

X X Occupancy sensors shall be used in all spaces which permit. Sensors shall be dual technology, IR and motion for example. As appropriate to design these sensors shall be integrated into lighting and HVAC.

IX. DETAIL OF REQUIREMENTS

1. PROJECT REVIEWS AND SUBMISSION REQUIREMENTS

Unless otherwise stated, the A/E is required to comply with Program Guide PG-18-15 Volume C (See SOW Attachment 9) regarding submission requirements. This guide is available online at the VA Technical Information Library (TIL) - http://www.cfm.va.gov/til/aeDesSubReq.asp. It is the A/E responsibility to review the PG-18-15 and request clarifications as necessary during the RFP phase of the project.

The submission requirement charts in PG-18-15 will be used as a QC and be part of each submission Schematic (35%) through CD (95%). Below is an OCT 2015 copy of the Electrical Submission requirements for reference. All checked items noted for a submission will be provided in the submission.

The A/E will provide the detailed location of the item within the submission package: page of the Narrative, specification and paragraph, and drawing number. This is critical not only for QA but for timely review of the submission. Failure to do so will result in the submission being rejected.

I. ELECTRICAL: Submit the following:

Electrical:

Schematics*

[35%]

DD**

[65%]

CD***

[95%]

Narratives:

Design1

Electrical:

Schematics*

[35%]

DD**

[65%]

Life cycle analysis for electrical systems

Location and size of:

Electrical equipment2

Electric closets3

Telephone closets3

Signal closets3

Electrical distribution equipment

Drawings showing:

Electrical plot plan of existing and proposed underground power (including manholes)

Telephone systems

Signal inter-building systems

Proposed electrical system4

Electric symbols

Lighting fixture schedule

Emergency Life Safety Equipment (see fire protection)

Symbols, note, abbreviations

List of specialty areas

Method of short-circuit calculations

Method of voltage drop and demand calculations

[35%]

DD**

[65%]

Utility company correspondence

Utility company requirements

Load calculations for normal & emergency use

Drawings:

Lighting layouts

Power layouts

Signal layouts

Specialty area layouts

Demolition plans

Riser diagrams

Branch circuit wiring (typ.)

Location and size of:

Primary distribution switchgear/switchboard

Engine-generator sets

Substation/pad mounted transformer

Manholes

Location of smoke dampers and duct smoke detectors

Interconnection of electrical control equipment with HVAC equipment (see fire protection)

Smoke partitions and fire alarm zones

[35%]

DD**

[65%]

Fire alarm and signal riser diagrams (see fire protection)

Calculations for emergency generator(s)

Phasing scheme

Electrical details

Specifications

* Submit, as a minimum, a single line layout for at a scale not less than 1:100 (1/8 inch). Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

I. NOTES:

1) Include basic assumptions, points of interconnection, impact of new construction to existing electrical distribution system, current demand loading (high voltage switchgear and primary feeder), and projected load of new construction. Propose various feasible electrical systems for project and provide advantages/disadvantages.

2) Include means and clearances for installation, maintenance, and removal/replacement of equipment.

3) Electrical, signal and telephone closets must stack vertically.

4) Include high voltage and low voltage switchgear, transformers and low voltage main and/or distribution panels, branch panels and methods of feeding 277/480 volt and 120/208 volt normal and emergency panels.

X. REVIEW BY FIRE PROTECTION ENGINEER

1. A Life Safety Review is required by a qualified individual such as a Fire Protection Engineer who is knowledgeable of NFPA Fire Codes, exit calculations, sprinkler systems, fire alarm requirements, and Life Safety Code Requirements (LSC), etc. It is the A/E responsibility to have a Fire Protection Engineer involved in all stages of design and review. A signed statement of this design and review process, along with stamped (by the FP engineer) plans, shall be submitted to the reviewer at with the 100% or Final submission.

2. The drawings will require a certification to be signed by the independent firm or the

3. Architectural/Engineering firm. This certification will be done in a manner similar to the following:

4. I hereby certify that the drawings and specifications associated with project X123 have been reviewed and have been found to be in complete compliance with the requirements of the (Year) edition of the LSC. Other sections of the National Fire Protection Association (NFPA) Codes that are applicable to this project are listed below with any deviations clearly identified.

SEPTEMBER 2005

1. REQUIREMENTS: The Architect/Engineer (A/E)…