Relocate and Replace Main Facility Oxygen Supply SOW Final.pdf

VA Central California Health Care System, Fresno 2615 East Clinton Ave 5/27/2024 Fresno, CA 93703

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Relocate and Replace Main Facility Oxygen Supply Infrastructure for Safety and

Security

PROJECT NO: 570-232

PROJECT NAME: Relocate and Replace Main Facility Oxygen Supply Infrastructure for Safety and Security

CONSTRUCTION BUDGET: $13,200,000

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the VA CCHCS Fresno, CA in accordance with this design scope of work.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to relocate and replace the existing main facility oxygen supply infrastructure adjacent for safety and security purposes. The existing oxygen infrastructure (Oxygen Farm) is adjacent to Building 3 (Engineering Building), see Figure 1.

(Figure 1)

The project will relocate and replace the main facility’s Oxygen supply infrastructure to meet both the safety and the security compliance for stand-off distances. The new location of the oxygen infrastructure will require the demolition and re-construction of a significant portion of spaces located in

Building 3, the Engineering Building. These spaces consist of engineering office spaces (approximately 7,000 SF), an adjacent maintenance and repair shop spaces (approximately 1,400 SF), a maintenance and repair material storage space (approximately 1,800 SF), hazardous material storage (approximately 700 SF) and a fleet vehicle parking lot (approximately 8,300 SF). In conjunction with the demolition of the previously described spaces, the new work will consist of 2,689 SF of renovation and 19,200 SF of Support/Administration spaces to replace disposed shops and engineering facilities from demolition activities. Displaced facilities will be replaced in a consolidated and efficient manner to accommodate the facility’s ongoing operations related to the delivery of materials, oxygen, and storage of fleet vehicles. The intended scope for the fleet vehicle parking will be to increase the parking stalls from 24 (8,300 SF) to 35 parking stalls through value engineering and modernization.

The Architectural/Engineering team shall also prepare Programming Documents, including a Basis of Design, Schematic Drawings, Design Development Drawings, Construction Documents, Specifications, and Cost Estimates that meets or exceeds all current VA standards related to the project’s scope. One of the main concerns is to maintain operational continuity of the oxygen delivery systems. The delivery of the oxygen delivery services shall remain uninterrupted, 24/7, when implementing and carrying out the construction period of services. A thorough evaluation of the relocation shall be carried out to determine the best possible solution to benefit the hospital and patient care.

2.1 PHYSCIAL PARAMETERS

Primary work area is defined by the existing oxygen infrastructure and western portion of Building 3.

Please refer to Figure 1 above.

The existing square footage is:

• Engineering Office spaces: 7,000 +/-

• Maintenance and Repair Shop spaces: 1,400 +/-

• Maintenance and Repair Storage space: 1,800 +/-

• Hazardous Material Storage space: 700 +/-

• Fleet Vehicle Parking Spaces: 8,300 +/-

Total net square footage approximately: 19,200 +/-

The intended location of the additional expansion area of work is as follows:

1. Provide approximately 2,689 +/- square feet of renovated space for Support/Administration within Building 3.

2. Provide approximately 12,000 +/- for 35 parking stalls in Engineering Parking Lot for Fleet Vehicle parking.

Supporting improvements include modification of existing mechanical ventilation, plumbing and electrical building services, fire protection, communications and signal systems anticipated conforming to remodeled areas; intranet, data and communications will include conduit raceway locations within the space infrastructure to an accessible point of connection located within interstitial space of the building.

Additional improvements include interior design, graphics, artwork, and signage (way finding).

2.2. EXISTING FACILITY DESCRIPTION

Existing facility building type consists of Type I-A, non-combustible; fire sprinklered construction. The general structural system includes elevated concrete slab floor(s), and structural steel post-and-beam frame with combination rigid frame, ductile frame moment and gravity moment connections.

Exterior wall construction consists of non-combustible metal framing with plaster finish and aluminum window wall assemblies and concrete walls. Interior partitions are generally non-bearing, non-combustible, light-gage metal frame walls; in a combination of “suite” fire/smoke separations, corridor fire-rated separations and non-rated room partitions within the suite(s).

Floor/ceiling assembly consists, generally, of T-bar suspended grid and lay-in tiles; isolated gypsum board/plaster ceilings are located where appropriate.

The existing finish materials may contain hazardous materials. The project team is responsible for describing required hazardous removal for the Contractor to carry out.

2.3. PROJECT GOALS

Location of the existing Oxygen Tank system has been deemed a risk for overall safety and security of the hospital. For safety and security reasons, studies and investigations have yielded the need to establish more of a setback and utilization of bollards. Also, the primary oxygen tank is oversized which causes the use of the secondary oxygen tank to no be used. This fact causes a high pressure to occur in the primary tank which forces liquid into the secondary tank. A/E services are required to resolve this issue. The existing structural enclosure does not meet the required seismic criteria for the Oxygen Tank System. A total seismic retrofit is required. Due to the limited space in the existing Oxygen Tank area, space for other hazardous materials stored in the area are non-compliant. A/E services are required to resolve the issue.

Depending on the physical constraints of the existing areas and the construction budget, the program may not be able to be implemented fully. The A/E shall work with the VA to prioritize and validate the program and provide a design that best serves the current and future needs of the VA. The A/E shall provide a complete design of the entire program, including a portion of the program which may be constructed in a subsequent phase.

2.4 CONSTRUCTION PROCUREMENT METHOD

One fixed price construction contract package.

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visit per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award. Other expectations of the selected A/E firm include:

3.1 PROJECT MANAGEMENT RESPONSIBILITIES

The individuals authorized to act on the behalf of the VA in the administration of this contract is the VA’s Contracting Officer’s Representative (COR) and the Contracting Officer (CO). The Architectural/Engineering (A/E) shall not take any direction, or act upon any information, from individuals other than those having the requisite authority as confirmed by the VA written notification.

3.2 A/E Team

The A/E shall provide excellent professional, technical, administrative, and clerical staff to perform the required work.

The A/E shall utilize the personnel named in its offer to perform the services required under this contract. In the event that any of the personnel named in the A/E accepted proposal become unavailable, the A/E shall promptly submit a complete written resume for a proposed substitution, any other information necessary for the A/E to approve or disapprove, and a detailed explanation of the circumstances necessitating the proposed substitution.

3.3 Communication Plan

The A/E, in consultation with the VA, shall develop a communication plan and submit it to the VA within fourteen (14) calendar days from the Notice of Award. This plan will be used and maintained throughout the course of the project.

The A/E is contractually responsible to the VA. The A/E may not take direction from other contractors, customers, stakeholders, or local community interests. The A/E shall direct to the VA all questions and requests about the project from sources other than authorized A/E Team members. Prior to contacting any parties other than the VA, the A/E shall confirm all meetings and/or communications with the VA.

The A/E shall not release any oral, written, or graphic information regarding the project to outside sources without obtaining prior consent from the VA. All requests for information concerning the project must be referred to the VA for response.

All project related meetings, presentations, and other communications with non-VA entities must be first approved by the VA.

The A/E shall immediately inform the VA of any important issues that arise during the course of the project. The A/E shall provide the VA with copies of key written/graphic communications between the A/E (including A/E’s consultants and subcontractors) and other stakeholders.

3.4 Schedule Development and Maintenance

The architectural and engineering services shall be completed no later than 240 calendar days after the Notice of Award (NOA).

Before beginning any work, the A/E shall develop, for approval by the VA, a detailed schedule including all activities, tasks and deliverables required to complete the design phases. The A/E shall maintain and update the detailed schedule throughout the course of the project. The detailed schedule must itemize all submission dates and review durations and conform to the overall duration.

The schedule shall include, but not limited to the following milestones:

• Programming Phase

• Kick-off meeting

• Programming meeting(s)

• Site surveys

• Programming Submittal

• VA Review Period

• Review Meeting with VA

• Schematic Design Phase

• Schematic Design Submittal

• 10% and 35% Submittals

• VA Review Period

• Review Meeting with VA

• Design Development Phase

• Design Development Submittal

• 50% and 65% Submittals

• VA Review Period

• Review Meeting with VA

• Construction Document Phase

• 80%, 95% and 100% Submittals

• VA Review Period

• Review Meeting with VA

• Pre-Final Submittal

• VA Review Period

• Review Meeting with VA

• Final Submittal (Bid Set)

In the event of any delay in the schedule caused by the A/E, as determined by the VA, including failure to provide acceptable submissions, the A/E shall be responsible for taking all necessary actions to ensure that succeeding work and submissions remain on schedule. In such event, the A/E shall submit for VA approval a plan for getting back on schedule.

3.5 Progress Meetings/Presentations

The A/E shall facilitate six (6) planning, coordination meetings and presentations during the course of the design phase, see Section 3.4 Schedule Development and Maintenance.

3.6 Meeting Agendas, Attendance, Minutes and Correspondence

The A/E shall prepare and distribute an agenda for each project meeting, in advance of the meeting date.

A/E representation at all meetings shall include those individuals having knowledge of the agenda topics and authority to make decisions and commit resources.

The A/E shall provide minutes of all meetings and presentations to all attendees identifying new and unresolved old action items and associated responsible parties to the COR and the CO. Minutes must be provided within seven (7) calendar days after each meeting.

The A/E shall not proceed to the next design phase until each submittal is approved by the VA.

3.6 Record Keeping

The A/E is responsible for preparing correspondence and other documentation and maintaining accurate and detailed records of the project’s progress. The A/E is responsible for maintaining records to facilitate document storage and retrieval.

3.7 Errors and Negligent Performance

Design errors or omissions, which result in damages or extra cost to the Government, will be evaluated for potential A/E financial liability. If the VA determines that the A/E is financially liable for a design deficiency, the A/E will be so advised by official correspondence. The VA may actively pursue reimbursement of costs incurred by the VA as a result of the A/E’s errors and/or negligent performance.

3.8 Cost Estimating

Cost management is the process of estimating, control, and data analysis to establish a continuous cycle of cost information for the efficient implementation of projects.

The required cost estimate submittals allow the VA to review and comment on project construction costs a minimum of six (6) times during the design process of a project. It is imperative that the cost remains within budget throughout the planning, design, and construction processes. The VA incorporates real-time cost management methodologies into this process by requiring:

• Cost Estimate Preparation: The A/E shall provide the VA with a Cost Estimating narrative describing their cost estimating techniques fourteen (14) calendar days after the Notice of Award. The narrative will be reviewed and approved by the VA. Any changes to the A/E’s cost estimating narrative shall be submitted to the VA for approval. Cost Estimates shall be provided by the A/E for each submittal.

• Design within Budget. The A/E shall design the project so that construction estimates are in line with the VA construction budget. The A/E shall design up to 90% of the construction budget. In addition to this requirement, the A/E shall provide Deductive Alternates equating to 10% of the Construction Estimate and Additive Alternates equating to 10% of the Construction Budget. If the construction estimate exceeds the VA’s construction budget, the A/E shall redesign the project at their own expense to assure that a responsive construction bid amount will be within funding limitations.

In some cases, a Construction Cost Estimate will be reviewed by the VA and deemed “Not Accepted”.

This typically only occurs when an estimate lacks clarity in defining the work being estimated, or the estimate is either over, or understated to the point that the total cost estimated does not appear to reasonably represent the anticipated cost of the project, as defined by the planning, design or construction documents.

If an estimate is deemed “Not Accepted”, the A/E must either revise and resubmit the estimate until accepted, or provide whatever supplemental information necessary to clarify and support the previously submitted estimate to the satisfaction of the VA. This work shall be completed at no cost to the VA.

3.9 Quality Control/Quality Assurance

The A/E shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the A/E under this contract. The A/E shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services.

In an effort to reduce construction change orders due to design errors and omissions, the VA requires the A/E to develop, execute and demonstrate that the project drawings and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

• Fourteen (14) calendar days after the Notice of Award (NOA): The A/E shall submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design.

Each step shall have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

• With each Submittal: The A/E shall submit the completed QA/QC Plan, along with the latest marked-up documents (drawings, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

The final project submittal shall be complete, with all elements thoroughly checked and coordinated with each other. It is essential that the project drawings are accurate and explicit and that they provide an equitable basis for bids. All elements of the work shall be properly coordinated to ensure that there are no conflicts between or among the various disciplines or between the drawings and specs. Emphasis shall be placed on this coordination when certain elements of the design are subcontracted by the A/E.

The project drawings shall be checked for conformance with all applicable criteria, adequate design, and accuracy of details and dimensions. Text shall be checked for spelling, punctuation, and grammar.

Sheets shall be crosschecked against each other for similarity of dimensions and details. All details must be referenced in final construction documents. All design disciplines must be cross-referenced fully in construction documents. No exception.

The project specifications shall be reviewed immediately prior to the submittal of the project drawings and specifications to ensure that all changes on the project drawings have been reflected in the project specifications. The A/E shall ensure that conflicts do not exist between drawings and specifications.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of VACCHCS Fresno, CA record drawings will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment – VACCHCS Fresno, CA will give AE firm a basic understanding of the VACCHCS Fresno, CA campus.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on VACCHCS Fresno, CA campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. Annual influenza shot is required for all staff performing work on VA Medical Center Memphis campus.

3. Contractor badge must be obtained and worn by contractor or representative at all times while on campus.

If at any time an employee of the A/E firm becomes ill, they should not remain or report to work at VACCHCS Fresno, CA.

Selected firm shall request “Seasonal influenza with Vaccines.”

4. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $13,200,000.

5. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

6. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp

SOW Attachment 01 VHA Required Division 01 Specification Section List PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

The following references should also be used to complete the design documents:

VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

7. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 21 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

8. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

9. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VACCHCS Fresno, CA. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL ( https://www.cfm.va.gov/environmental/index.asp ). Additional requirements may include, but are not http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf https://www.cfm.va.gov/environmental/index.asp limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

10. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC-2015.pdf ). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life- Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

11. TELECOMMUNICATIONS DESIGN: In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” February 2016 (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

12. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Appendix A. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum (FOUO). This memo is included as SOW Attachment 3.

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at VACCHCS Fresno, CA due to the use of certain asbestos containing products for a structure which was built in the 1940’s.

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

Design Program (DP) – 10% Schematic Design (SD) – 35% Design Development One (DD1) – 50% https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC-2015.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

Design Development Two (DD2) – 65% Construction Documents (CD1) – 80% Construction Documents (CD2)- 95% Construction Documents (CD Checkset) – 100% Final Bid Documents (Bid)

13. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD)] available at http://www.cfm.va.gov/til/projReq.asp.

14. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), and AutoCAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting

(yes/no Check box)

• Meeting purpose, Roll call, and Additional Items

• Agenda items (Decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan All documents in electronic format.

Schematic Design (SD)

All documents in electronic format.

Three (3) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of investigation reports, design calculations, space planning data http://www.cfm.va.gov/til/projReq.asp http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD)

All documents in electronic format.

Memo annotating what was not upgraded and corresponding justifications.

Three (3) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

Final Bid Documents (Bid)

PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

Word files of specifications.

AutoCAD files of drawings.

One (1) full size paper bond sets of drawings - 1 to VA Two (2) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

15. OPTION ITEM REQUIREMENTS

Solicitation Support Services

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 to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several 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.

Answers to RFIs will be required from the A-E within five 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-calendar-day requirement.

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

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.

Construction Period Services (CPS)

Requests for Information (RFI)

Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews

Submittal reviews shall be submitted within seven calendar days of submittal to the A-E

Site Visit Reports

Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests

The A/E shall review the contractor's cost proposals for construction change orders/modifications when requested by the COR. 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 Requests 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.

Punch List

Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection.

All documents in any of the electronic formats listed above.

Record Drawings

Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format is acceptable however, AutoCAD (.dwg) format is preferred.

Third-Party Commissioning

The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF involved in all phases of the project, including both design and construction. The Commissioning Agent selection shall be approved by VACCHCS Fresno CA COR. The Commissioning Agent shall work independent from A/E firm as to retain a high degree of integrity of the review for the VA.

VACCHCS will submit all plan reviews to the Commissioning Agent after receiving plan submittals from A/E. 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. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

• HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

• Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

• Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

• Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

16. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Design Program (DP) 10% Submittal 14 calendar days after end of Administrative Time

DP 10% Submittal Review Meeting 7 calendar days after VA receipt of DP 10% Submittals

35% SD Submittal 21 calendar days after acceptance of DP 10% Submittals

35% SD Review Meeting 14 calendar days after VA receipt of 35% SD Submittal

50% DD1 Submittal 21 calendar days after VA acceptance of 35% SD Submittal

50% DD1 Submittal Review Meeting 14 calendar days after VA receipt of 50% DD1 Submittal

65% DD2 Submittal 21 calendar days after VA acceptance of 50% DD1 Submittal

65% DD2 Submittal Review Meeting 14 calendar days after VA receipt of 65% DD2 Submittal

80% CD1 Submittal 21 calendar days after VA acceptance of 65% DD2 Submittal

80% CD1 Submittal Review Meeting 14 calendar days after VA receipt of 80% CD1 Submittal 95% CD2 Submittal 20 calendar days after VA acceptance of 80% CD1 Submittal

95% CD2 Submittal Review Meeting 14 calendar days after VA receipt of 95% CD2 Submittal

100% CD Check set Submittal 21 calendar days after VA acceptance of 95% CD2 Submittal

100% CD Check set Submittal Review Meeting

14 calendar days after VA receipt of 100% CD Checkset Submittal

Final Bid Documents Submittal 10 calendar days after VA acceptance of 100% CD Checkset Submittal

Total Part One Services/Design Phase Schedule

240 calendar days

The 240 calendar days listed in part one project schedule may fluctuate based on when 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary, it is the responsibility of the AE firm to cover all costs associated with such delays.

Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option Line Items) and Commissioning (Option Line Item) 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 unilaterally exercise the option(s) for Solicitation Support Services, Construction Period Services, and Commissioning.

16. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) and an Alternate Contracting Officer’s Representative to monitor and manage the A/E’s performance under the design project contract. The

COR shall be a representative of the VACCHCS Fresno, CA Engineering Service’s Projects Section and have the technical knowledge required to monitor and oversee the project.

A COR from the VACCHCS Fresno, CA Engineering Service’s Projects Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

17. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the VA Engineering Service (Building 3) to log in and obtain Contractor ID badge during normal working hours. Report to VA Police Service (Building 1) after normal working hours. This check-in is mandatory. Issued badges must be returned at the end of the workday.

The badging issuance shall be coordinated with the COR.

18. SECURITY REQUIREMENTS:

The A/E is responsible for assuring that all employees and consultant employees working on the project comply with these regulations.

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

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

3. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering

Office shall be returned each day.

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

5. The A/E is responsible for safekeeping of all drawings, project manual and other project information. This information shall be shared only with those with a specific need to accomplish the project.

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

7. VA Information Custodial Language

a. The Authorization requirements do not apply, and that a Security Accreditation Package is not required.

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

i. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

iv. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

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

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

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

viii. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

x. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook

6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated, and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools…