Attachment 07 - 013323 Shop Drawings_CA Edits 2.pdf

Ann Arbor VA Healthcare System February 28, 2024 EHRM Infrastructure Upgrade Bid Documents Ann Arbor, MI, 48105 Project No: 506-21-705 Addendum 01 09/16/2024

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SECTION 01 33 23

SHOP DRAWINGS, PRODUCT DATA, AND SAMPLES

PART 1 - GENERAL

1.1 DESCRIPTION

A. This specification defines the general requirements and procedures for submittals. A submittal is information submitted for VA review to establish compliance with the contract documents. Submittals must be delivered in a logical sequence relative to the critical path of the contract and must be delivered with consideration for lead times associated with equipment. Materials and equipment with powered connections, structural supports or other coordinated devices must be delivered on a similar timeline so that interdependent submittals can be reviewed concurrently to ensure alignment.

B. Detailed submittal requirements are found in the technical sections of the contract specifications. The COR may request submittals in addition to those specified when deemed necessary to adequately describe the work covered in the respective technical specifications at no additional cost to the government.

C. VA approval of a submittal does not relieve the Contractor of the responsibility for any error which may exist. The Contractor is responsible for fully complying with all contract requirements and the satisfactory construction of all work, including the need to check, confirm, and coordinate the work of all subcontractors for the project.

Non-compliant material incorporated in the work will be removed and replaced at the Contractor’s expense.

1.2 DEFINITIONS

A. Preconstruction Submittals: Submittals which are required prior to issuing contract notice to proceed or starting construction. For example, Certificates of insurance; Surety bonds; Site-specific safety plan; Construction progress schedule; Schedule of values; Submittal register; List of proposed subcontractors.

B. Shop Drawings: Drawings, diagrams, schedules, and other data specifically prepared by the Contractor to illustrate details of a portion of the work. The purpose of shop drawings is to demonstrate the

Contractor's understanding of the design intent, ensure proper coordination with adjoining construction and other trades, and provide sufficient information for fabrication and installation. Shop drawings

01 33 23 - 2 must include sufficiently detailed and accurate to enable fabrication and installation of the work without further clarification or interpretation. The shop drawings shall be reviewed and approved by the

Contractor prior to submission to the Architect/Engineer for review.

Shop drawings shall include, but not be limited to:

1. Clearly defined layouts and orientations

2. Identification of critical dimensions and installation locations

3. Coordination with adjoining construction and interface with other trades and disciplines

4. Indication of required roof, wall, and floor openings

5. Demonstration of relationships to adjacent work

6. Incorporation of coordination with other trades such as structural, mechanical, electrical, fire protection, etc. that is required for full integration of the work

C. Product Data: Catalog cuts, illustrations, schedules, diagrams, performance charts, instructions, and brochures, which describe and illustrate size, physical appearance, and other characteristics of materials, systems, or equipment for some portion of the work. Samples of warranty language when the contract requires extended product warranties.

D. Samples: Physical examples of materials, equipment, or workmanship that illustrate functional and aesthetic characteristics of a material or product and establish standards by which the work can be judged.

Color samples from the manufacturer's standard line (or custom color samples if specified) to be used in selecting or approving colors for the project. Field samples and mock-ups constructed to establish standards by which the ensuing work can be judged.

E. Design Data: Calculations, mix designs, analyses, or other data pertaining to a part of work.

F. Test Reports: Report which includes findings of a test required to be performed by the Contractor on an actual portion of the work. Report which includes finding of a test made at the job site or on sample taken from the job site, on portion of work during or after installation.

G. Certificates: Document required of Contractor, or of a manufacturer, supplier, installer, or subcontractor through Contractor. The purpose

01 33 23 - 3 is to document procedures, acceptability of methods, or personnel qualifications for a portion of the work.

H. Manufacturer's Instructions: Pre-printed material describing installation of a product, system, or material, including special notices and MSDS concerning impedances, hazards, and safety precautions.

I. Manufacturer's Field Reports: Documentation of the testing and verification actions taken by manufacturer's representative at the job site on a portion of the work, during or after installation, to confirm compliance with manufacturer's standards or instructions. The documentation must indicate whether the material, product, or system has passed or failed the test.

J. Operation and Maintenance Data: Manufacturer data that is required to operate, maintain, troubleshoot, and repair equipment, including manufacturer's help, parts list, and product line documentation. This data shall be incorporated in an operations and maintenance manual.

K. Closeout Submittals: Documentation necessary to properly close out a construction contract. For example, Record Drawings and as-built drawings. Also, submittal requirements necessary to properly close out a phase of construction on a multi-phase contract.

L. Confirmation Letter from Manufacturer: document issued by a manufacturer or General Contractor (GC) during the preconstruction phase, providing assurance that specified products or services will meet the project's requirements. The purpose of this letter is to demonstrate the manufacturer's or GC's commitment to comply with the stated specifications and standards, facilitate the Architect-

Engineer's (AE) approval process, allocate risk appropriately, and ensure accountability for product performance and compliance post-installation. The Confirmation Letter shall include, but not be limited to:

1. A clear statement of the manufacturer's or GC's commitment to comply with the project's specifications and standards

2. Identification of the specific products or services covered by the letter

3. Acknowledgment of the manufacturer's or GC's responsibility to ensure the products or services meet the project's requirements

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4. A statement that the manufacturer or GC will provide all necessary documentation, test reports, and compliance evidence upon request.

1.3 SUBMITTAL REGISTER

A. The submittal register will list items of equipment and materials for which the contract documents but which have been omitted from the submittal register.

B. The submittal register will serve as a scheduling document for submittals and will be used to control submittal actions throughout the contract period.

C. The VA will provide a blank submittal register in electronic format.

Thereafter, the Contractor shall fill in the blank register with the required submittals as documented in the project spec. The Contractor shall track all submittals by maintaining a complete list, including completion of all data columns, including dates on which submittals are received and returned by the VA.

D. The Contractor shall update the submittal register as submittal actions occur and maintain the submittal register at the project site until final acceptance of all work by COR.

E. The Contractor shall submit formal monthly updates to the submittal register in electronic format. Each monthly update shall document actual submission and approval dates for each submittal.

1.4 SUBMITTAL SCHEDULING

A. The Contractor shall schedule, submit, review, and obtain approval for submittals prior to the acquisition of the material or equipment to ensure compliance with project requirements and to avoid delays in the work.

B. The Contractor shall furnish a complete submittal schedule showing all submittals required for the project and when each item will be submitted for approval. Schedule to be submitted to VA and AE within 14 calendar days from NTP. The submittal schedule shall be coordinated with the planned construction sequence and lead times to ensure timely delivery of materials and equipment and to avoid delays in the work.

The submittal schedule shall clearly identify the following:

1. Lead times for each submittal, including time for preparation, review, revision, and approval

2. Critical path submittals that directly impact the project schedule

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3. Alignment of submittal dates with the corresponding construction schedule activities)

C. The Contractor shall coordinate scheduling, sequencing, preparing, and processing of submittals with performance of work to ensure that the work progresses according to the project schedule and is not delayed by submittal processing. The Contractor shall allow sufficient time for review and approval of submittals, taking into account the complexity of the submittal and the potential for revisions and resubmittals.

D. For submittals or RFIs reopened by the VA COR, Contractor, or

Architect/Engineer for any reason, including but not limited to requests for clarification, new information, or reconsideration, the

Contractor shall compile all new information into the original form, referencing the original number. The Contractor shall resubmit to the

Architect/Engineer as a new revision (e.g., Rev 1) and shall clearly identify all changes. This revision shall supersede all previous versions and shall be assigned a new due date. The Architect/Engineer shall respond only to clearly identified new or outstanding items within the updated timeframe. The Architect/Engineer's review shall not imply approval or coordination beyond the immediate scope of the revised RFI.

E. The Contractor shall be responsible for ensuring that all submittals are complete, accurate, and submitted in a timely manner to avoid delays in the work. No delay costs or time extensions will be allowed for time lost due to incomplete or late submittals. The Contractor shall proactively track and manage open review comments to ensure timely resolution and approval of submittals. The Contractor shall regularly update and maintain the submittal schedule to reflect the current status of each submittal and its impact on the overall project schedule.)

1.5 SUBMITTAL PREPARATION

A. Each submittal package shall be complete with all required sub-components as stated in the submittal requirements for the given spec section compiled into a single, cohesive submittal for each material, product, unit of work, or system. Submittals shall contain sufficient detail to allow ready determination of compliance with contract requirements. The Contractor shall ensure that each submittal package

01 33 23 - 6 is comprehensive and self-contained, enabling efficient review and approval without the need for cross-referencing or additional information.

B. The Contractor shall collect required data for each specific material, product, unit of work, or system into a single submittal package. The

Contractor shall coordinate with manufacturers and subcontractors in advance per requirements in individual specification sections to determine all data required for approval. The Contractor shall be responsible for ensuring that all required data is obtained and included in the submittal package, and shall delineate choices, options, and portions applicable to the project.) Partial submittals will not be accepted for expedition of construction effort. Incomplete submittals will be returned without review.

C. It is the Contractor's responsibility to pre-coordinate all submittals before submissions to the VA COR to streamline reviews and minimize rejections. The Contractor shall establish a process for internal review and coordination of submittals prior to submission to ensure completeness, accuracy, and compliance with project requirements.)

D. The Contractor shall remove all irrelevant or unnecessary data from the submittal to facilitate accuracy and timely processing. Submittals that contain an excessive amount of irrelevant or unnecessary data will be returned without review. The Contractor shall be responsible for ensuring that each submittal is concise, well-organized, and focused on the specific material, product, unit of work, or system being submitted for approval.

E. Submittals must be timed so that interdependent submittals are delivered on a similar timeline.

F. By specification section, submittals must be provided as complete single packages, including all relevant data, product information, licenses, certificates, and test results. The Contractor shall ensure that all sub-parts of a submittal under a single specification section are compiled and submitted together as a comprehensive package.

Piecemeal submittal components, with the exception of post-construction submittals, will be returned without review.

G. The contractor shall make every effort to compile a comprehensive submittal package that includes all required components such as product

01 33 23 - 7 data, samples, test reports, certificates, and other items as specified in the contract documents. If the contractor is unable to provide a complete package, GC must clearly communicate any missing components to the AE and the VA within the submittal package. At a minimum, a complete submittal package should consist of the following:

01 - PRECON SUBMITTALS

02 - SHOP DRAWINGS

03 - PRODUCT DATA

04 - SAMPLES

05 - DESIGN DATA

06 - TEST REPORTS

07 - CERTIFICATES

08 - MANUFACTURER'S INSTALLATION INSTRUCTIONS

09 - WARRANTY INFORMATION

10 - MAINTENANCE INSTRUCTIONS

11 - INSTALLATION INSTRUCTIONS

H. Provide a transmittal form for each submittal with the following information:

1. Project title, location and number.

2. Construction contract number.

3. Date of the drawings and revisions.

4. Name, address, and telephone number of subcontractor, supplier, manufacturer, and any other subcontractor associated with the submittal.

5. List paragraph number of the specification section and sheet number of the contract drawings by which the submittal is required.

6. When a resubmission, add alphabetic suffix on submittal description.

For example, submittal 18 would become 18R1, to indicate resubmission.

7. Product identification and location in project.

I. The Contractor is responsible for reviewing and certifying that all submittals are in compliance with contract requirements before submitting for VA review. Proposed deviations from the contract requirements are to be clearly identified. All deviations submitted must include a side-by-side comparison of item being proposed against item specified. Failure to point out deviations will result in the VA

01 33 23 - 8 requiring removal and replacement of such work at the Contractor's expense.

J. Stamp, sign, and date each submittal transmittal form indicating action taken. Submittals received without Contractor signature and action will be returned without review.

K. Stamp used by the Contractor on the submittal transmittal form to certify that the submittal meets contract requirements is to be similar to the following:

| CONTRACTOR |

| (Firm Name) |

| Approved |

| Approved with corrections as noted on submittal data and/or |

| attached sheets(s) |

| SIGNATURE: |

| TITLE: |

| DATE: |

1.6 SUBMITTAL FORMAT AND TRANSMISSION

A. Provide submittals in electronic format, with the exception of material samples. Use PDF as the electronic format, unless otherwise specified or directed by the COR.

B. Compile the electronic submittal file as a single, complete document.

Name the electronic submittal file specifically according to its contents.

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C. Electronic files must be of sufficient quality that all information is legible. Generate PDF files from original documents so that the text included in the PDF file is both searchable and can be copied. Scanned documents will be returned without review.

D. The Contractor shall provide an online construction document management platform for use by all parties at the Contractor's expense. The purpose of this platform is to facilitate efficient communication, collaboration, and document sharing among project stakeholders throughout the construction process. The platform shall meet the following performance requirements:

1. Accessibility: The platform shall be accessible from the VA computer network and support files of any size. Email shall not be used as the primary method for submitting files but may be used for notification purposes.

2. Functionality: The platform shall have features typical of construction platforms, including version control, access permissions, file organization, full-text search capabilities, and user activity logs. These features shall enable users to easily navigate, locate, and manage project documents while maintaining data security and integrity.

3. Usability: The Contractor shall be responsible for setting up, providing, training, and maintaining the document management platform for the duration of the construction contract. The platform shall be user-friendly and intuitive, requiring minimal training for project stakeholders to effectively utilize its features.

4. Reliability: The document management platform shall be a professionally developed and supported commercial software product designed specifically for organizing, managing, and sharing construction project information. Generic consumer file sharing platforms shall not be permitted. The platform shall demonstrate a proven track record of reliability and performance in the construction industry.

5. Security: The platform shall incorporate robust security measures to protect sensitive project data, including secure data storage, encryption, and user access controls. The Contractor shall ensure that the platform complies with all relevant data protection

01 33 23 - 10 regulations and VA security requirements.

6. Scalability: The platform shall be capable of accommodating the anticipated volume of project documents and users throughout the construction process. It shall maintain consistent performance and responsiveness as the project progresses and the number of documents and users increases.

Prior to selection and implementation, the Contractor shall submit the proposed platform to the COR and Architect-Engineer for approval. The submission shall include documentation demonstrating how the proposed platform meets the specified performance requirements. Alternative platforms will be considered provided they meet the criteria described herein regarding access, capabilities, security, support, and intended use for construction projects.

E. Provide hard copies of submittals when requested by the COR. Up to 3 additional hard copies of any submittal may be requested at the discretion of the COR, at no additional cost to the VA.

1.7 SAMPLES

A. Submit two sets of physical samples showing a range of variation, for each required item.

B. Where samples are specified for selection of color, finish, pattern, or texture, submit the full set of available choices for the material or product specified. The Contractor shall clearly identify and label the specified selections, as per the contract documents, for each color, finish, pattern, or texture required for the project. If the Contractor submits a range of options without specifying the recommended selections, the VA reserves the right to request clarification or make the final selection from the submitted options.

C. When color, texture, or pattern is specified by naming a particular manufacturer and style, include one sample of that manufacturer and style, for comparison.

D. Before submitting samples, the Contractor is to ensure that the materials or equipment will be available in quantities required in the project. No change or substitution will be permitted after a sample has been approved.

E. The VA reserves the right to disapprove any material or equipment which

01 33 23 - 11 previously has proven unsatisfactory in service.

F. Physical samples supplied may be requested back for use in the project after reviewed and approved.

1.8 OPERATION AND MAINTENANCE DATA

A. Submit data specified for a given item within 30 calendar days after the item is delivered to the contract site.

B. In the event the Contractor fails to deliver O&M Data within the time limits specified, the COR may withhold from progress payments 50 percent of the price of the item with which such O&M Data are applicable.

1.9 TEST REPORTS

A. COR may require specific test after work has been installed or completed which could require contractor to repair test area at no additional cost to contract.

1.10 VA REVIEW OF SUBMITTALS AND RFIS

A. The VA will review all submittals for compliance with the technical requirements of the contract documents. The Architect-Engineer for this project will assist the VA in reviewing all submittals and determining contractual compliance. Review will be only for conformance with the applicable codes, standards and contract requirements. The VA's approval of submittals is for product specifications, not performance.

The actual performance of materials and products is dependent on proper installation, maintenance, and other factors beyond the scope of the

VA's submittal review.

B. Conditional approval is granted when a submittal is satisfactory at the time of review, but final approval is contingent upon submission and acceptance of related submittals that impact overall system functionality and compliance. The contractor may proceed with work related to the conditionally approved submittal but acknowledges that modifications may be required based on review of future related submittals to ensure interdependent components collectively meet system design criteria. Full acceptance is pending final review of associated submittals and verification of cross-compatibility of all interconnected elements.

C. Period of review for submittals begins when the VA COR receives submittal from the Contractor.

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D. Period of review for each resubmittal is the same as for initial submittal.

E. VA review period is 15 business days for submittals.

F. VA review period is 10 business days for RFIs.

G. The VA will return submittals to the Contractor with the following notations:

1. "FURNISH AS CORRECTED": authorizes the contractor to proceed with the Work covered provided the contractor incorporates the noted comments And makes the noted corrections.

2. "FURNISHED AS SUBMITTED": authorizes the contractor to proceed with the work covered as submitted.

3. "NO ACTION TAKEN": indicates the submittal was received but no action was taken by the VA at this time.

4. "NO EXCEPTIONS TAKEN": indicates the VA has reviewed the submittal and takes no exceptions to the work proposed. Contractor may proceed with work as submitted.

5. "PARTIAL RESUBMITTAL REQUIRED": contractor shall proceed with parts of work not affected by portions of submittal noted as requiring revision and resubmission.

6. “REJECTED”: submittal does not conform to contract requirements.

Contractor shall not proceed with work submitted. Revise submittal per va comments and corrections and resubmit. No work shall proceed for this item until resubmittal is approved.

7. “REVIEWED”: submittal has been reviewed by VA. No further VA action required at this time. The ae defers judgement of compliance to the

VA.

8. "REVISE AND RESUBMIT": submittal does not comply with contract requirements or is incomplete. Resubmit appropriate changes and corrections for further VA review prior to proceeding with work. No work shall proceed for this item until resubmittal is approved.

9. "CONDITIONALLY APPROVED": submittal is satisfactory at this time but final approval is contingent upon submission and acceptance of related submittals that impact overall system functionality and compliance. Contractor may proceed with work related to this submittal but acknowledges that modifications may be required based on review of future related submittals to ensure interdependent

01 33 23 - 13 components collectively meet system design criteria. Full acceptance is pending final review of associated submittals and verification of cross-compatibility of all interconnected elements.

H. The VA approval of submittals is not to be construed as a complete check, and indicates only that the general method of construction, materials, detailing, and other information are satisfactory.

I. VA approval of a submittal does not relieve the Contractor of the responsibility for any error which may exist. The Contractor is responsible for fully complying with all contract requirements and the satisfactory construction of all work, including the need to check, confirm, and coordinate the work of all subcontractors for the project.

Non-compliant material incorporated in the work will be removed and replaced at the Contractor’s expense.

J. After submittals have been approved, no resubmittal for the purpose of substituting materials or equipment will be considered unless accompanied by an explanation of why a substitution is necessary.

K. Retain a copy of all approved submittals at project site, including approved samples.

1.11 WITHHOLDING OF PAYMENT

A. Payment for materials incorporated in the work will not be made if required approvals have not been obtained.

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