36E77619R0052-001.doc

02/05/2019

Rev. 4/5/2019 Rev. 5/22/2019

A/E SCOPE OF WORK

VA Medical Center Providence, RI

Construct Replacement Outpatient Clinic at US Coast Guard Air Station Cape Cod

PROJECT 650-318

1. GENERAL:

Provide Architectural and Engineering (A/E) professional services to include; site surveys, collection and analysis of field data, and verification of existing site conditions, civil, mechanical, electrical, plumbing, structural, and architectural designs needed to develop and produce complete construction bid documents to include plans, reports, specifications, independent government cost estimates, and permits. Construction period services and construction site visits may be authorized under an additional professional service agreement.

2. PROJECT SCOPE OF WORK:

The A/E shall provide professional services required to develop and complete the design of a new multi-specialty outpatient clinic at Joint Base Cape Cod. The new Community Based Outpatient Clinics (CBOC) will be approximately 15,000 square feet, and provide primary care, mental health, and specialty care services. The CBOC shall be designed using the VA’s Prototype for Standardized Design and Construction of Community Based Outpatient Clinics; Specifically, “One – Patient Aligned Care Team (PACT) CBOC prototype”. Information on CBOC design and the PACT CBOC prototype is available at the following link; https://www.cfm.va.gov/til/prototypes.asp#CBOC The location of the property is to the west of the Connery Ave. gate, which serves as a main gate to Joint Base Cape Cod.

Planning and design shall be in accordance with VA design guides. Provide energy and water efficient features as construction project requirements. The project shall incorporate principals and features of the “Planetree Model” to create a healing environment with welcoming and comfortable spaces and to create a home-like atmosphere. Information on the Planetree Model is available at the flowing website https://www.planetree.org/.

The project shall incorporate features that meet VA standards for the dignity, security and privacy of patients who utilize the facilities constructed by this project. Minimum standards are provided in VHA Diretive 1330.01(2), Health Care Services for Women Veterans. Information on the standard is available at the following link; https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5332 The following tasks shall be performed:

A. The evaluation and study of the proposed property, layout and demarcation of the property, and preparation of stamped survey plans defining the property using metes and bounds, suitable for documenting the property transfer to the VA. Survey work shall include;

(a) Land records and deed research.

(b) Topographic survey.

i. The topographic survey shall include the property to be transferred to the VA.

ii. The topographic survey shall include the adjacent property as follows;

· 75 feet beyond the limits of the proposed property generally to the east, west and south.

· To the tree line north of Connery Ave. westbound, approximately 125 feet to the north of the proposed property line.

iii. Contours shall be at one-foot intervals.

iv. Spot elevations at the following;

· All site features

· Top and bottom of roadway curbs, walls and steps (every 25’)

· Top & bottom of curb (every 25’)

· Road centerline and edge of pavement (with station points every 50 feet)

· Trees over 6” in caliper (indicated by type and caliper)

· Pedestrian/vehicular drop curbs

v. Locate and label all waterways within the project limits.

vi. Rock outcrops and stone walls.

vii. All guiderails, bollards, fences, gates and inground site features.

(c) Locating existing property lines and easements (permanent or temporary access, emergency, etc.).

(d) Locating and delineating existing site features, utilities, drainage structures.

i. Drainage pipes, drains, invert elevations, manholes, drop inlets, pipe outlets, and drainage channels.

ii. Utilities (i.e. gas, water, sewer) including all pipe sizes, material, inverts, rim elevations and valve boxes, including overhead utility wires.

(e) Providing a property line survey with metes and bounds to delineate the property to be transferred to the VA.

(f) Delineation of the proposed property lines in the field.

(g) Delineation of all required easements established by the A/E.

(h) Setting survey monuments.

(i) Recording the property survey with the municipality.

B. Conduct a Phase I Environmental Site Assessment.

C. If hazardous materials are identified, and if requested by the VA, the A/E shall develop a hazardous material remediation plan. The development of a remediation plan will be considered additional work.

D. Conduct subsurface explorations including at a minimum boring, test pits, and laboratory testing, to determine the geotechnical characteristics of the soils at the site of the proposed building; prepare a geotechnical report of findings, make recommendations for the building foundation type, allowable bearing pressures, anticipated settlement, and other information pertinent to the construction of the proposed building. The geotechnical investigation shall include all investigative and analysis techniques required to provide a comprehensive and complete geotechnical report and design.

E. Obtain all local permits required for the construction of the CBOC and all related work.

F. Obtain all local environmental permits required for the construction of the CBOC and all related work.

G. Prepare a Program for Design based on the VA’s Space Planning Criteria PG-18-9 (formerly VA Handbook 7610) for outpatient clinic space. Submit the Program for Design for review and discussion with the VAMC Providence. Revise the Program for Design to respond to VHA comments until VHA Contracting Officer (CO) approves the Program for Design. Information on the VA’s Space Planning Criteria is available at the following websites;

https://www.cfm.va.gov/TIL/planning.asp https://www.cfm.va.gov/til/space.asp H. The A/E is advised that the proposed building site may contain abandoned foundations, utilities, and other structures under the existing surface and adequate historic records of these abandoned features may not exist. Therefore, the A/E shall conduct surveys, and perform investigations to identify and delineate features that will impact the design and construction of the CBOC and prepare documentation of all existing conditions necessary for the design and construction of this project. This may involve investigating the site with the use of ground penetrating radar, borings, probes, and test pits to locate depths and types of buried utilties and structures for removal, for utility connections, or for relocation. The A/E shall coordinate all surveys and site investigations.

I. The A/E shall coordinate all utility connections and proposed work with the utility owner(s) and account for all connections and proposed work in the construction documents.

J. The A/E shall develop, document, establish, and properly record all required easements. When possible, easements shall be kept to a minimum.

K. A review of existing storm water and erosion control features that are impacted by the siting of the proposed VA CBOC. Impacted features shall be addressed by the A/E design to ensure that the performance of these features is not degraded by the project.

L. Using the approved Program for Design and results of initial site investigations and surveys, prepare conceptual designs of 3 siting plans, at least 3 alternative floor plans and 3 alternative exterior building elevations for presentation to, and discussion with Providence VAMC; revise one or more of the alternative siting plans, floor plans and elevations to respond to VAMC CO/COR comments until the VAMC CO selects a preferred alternative.

M. Identify deduct alternates, obtain VA concurrence, and incorporate deduct alternates into the construction documents. Such deduct alternates shall represent at least 10% of the total construction cost of the project. Preparation of alternate designs shall not be considered an additional service. Deduct alternates shall be identified early in the design and developed throughout the design process. Organization of the deduct alternatives shall be based generally on an order of precedence provided by the CO / COR after review of the final list of deduct alternates.

N. Prepare design documents based on the preferred alternative concept design selected by VAMC and approved by the CO.

O. Prepare designs and construction documents for all architectural design and for all engineering necessary for a completed project. This effort shall include, but not necessarily be limited, to the following disciplines:

· Architecture

· Civil/Site engineering

· Landscape Architecture

· Structural engineering

· Geotechnical engineering

· Mechanical engineering

· Electrical engineering

· Information technology / telecommunications systems

· Plumbing engineering

· Fire Protection engineering

· Environmental Engineering

· Transportation Engineering

· Pavement Engineering

· Any other design services and specialty design services not specifically listed above that is needed to provide a complete and thorough design.

P. Prepare and provide with each submission the VA Guiding Principles Checklist for New Construction and Modernization. Additional information and the link to the Guiding Principles Checklist is available at the following link; https://www.cfm.va.gov/til/sustain.asp Q. Prepare project construction phasing plans if required.

R. Prepare construction cost estimates.

S. Prepare project construction schedules.

T. Prepare project submittal registers.

U. Conduct a Fire Code Review by a third-party independent Fire Protection engineer prior to finalizing the final construction documents.

V. Prepare written limitations on construction operations and include these construction limitations in the construction documents. Such limitations on construction operations shall ensure the continued safe operation of the National Cemetery and the Joint Base entrance gate located to the east of the proposed site. The design must take into consideration the impacts construction will have and minimize any negative effects to the normal operations of the National Cemetery and the Joint Base. This applies but is not limited to traffic along Connery Ave. and disruption of utilities services. Any disruptions that impact the National Cemetery or the Joint Base that are proposed by the A/E must be approved by the VA, and the impacted organization(s).

W. Type C Services, or construction period services, that shall include but not be limited to the items listed below. Type C Services are optional services separate from this scope of work and may be requested if the VA proceeds with construction of the CBOC.

1. Timely review of shop drawings and material submittals. Complete the review of contractor submittals and return the submittals to the VA within ten (10) calendar days after receipt of submittal (Optional Service – Type C Service).

2. Respond to inquiries, requests for information and requests for clarification during the construction of the project within five (5) calendar days of receipt of the inquiry or request (Optional Service – Type C Service).

3. Prepare supplementary construction documents, review Contractor change order proposals and cost proposals, and develop independent cost estimates for change orders for any construction modification or change order required within five (5) calendar days of receipt of the inquiry or request (Optional Service – Type C Service).

4. Conduct periodic visits to the project site during construction (Optional Service – Type C Service).

5. Conduct visits to the project site upon request during construction (Optional Service – Type C Service) within three (3) calendar days of receipt of the request.

6. Conduct a final inspection of the substantially completed project within seven (7) calendar days of receipt of request (Optional Service – Type C Service).

7. Provide record drawings of the completed construction project (As-Builts) within fifteen (15) days of receipt of the Contractors record drawings (As-Builts) (Optional Service – Type C Service).

The A/E shall be responsible for the entire design of this project, including confirmation of existing conditions, and investigation for the presence of hazardous materials.

3. PROJECT FUNDS LIMITATION:

The cost of this construction project will not exceed $8,000,000.

Complete the design of the project such that the estimated construction value of the work is within the range provided above, before 10% deduct alternates are considered. This cost shall include construction testing. This cost does not include construction management (A/E Type C Services), construction inspection services provided by the United States Army Corps of Engineers (USACE), commissioning, construction contingency, portable equipment, impact costs or any portion of the design costs.

A detailed cost analysis shall be provided as a deliverable document of this contract to ensure meeting the cost goal. Costs estimates are to be revised and provided with each submission as the design is developed. The final construction cost estimate determined at the completion of construction documents will represent the most probable “low bid”.

A failure to provide a design that meets the project funds limitation shall be cause for a redesign to reduce the project cost and meet the fund limitation. The redesign shall be at no additional cost to the Government.

4. SCHEDULE:

All time periods are stated in calendar days after the start date provided in the Notice of Award (NOA), unless otherwise noted.

TYPE A SERVICES

A. Start Design:

As indicated in the NOA B. 5% Program of Design due:

45 calendar days C. 10% Concept Design Documents due:

90 calendar days D. 15% Final Concept Design Documents due:

120 calendar days E. 30% Design Documents due:

180 calendar days

TYPE B SERVICES

F. 60% Construction Documents:

255 calendar days G. 90% Construction Documents:

330 calendar days H. 100% Final Construction Documents:

375 calendar days I. Conformed Construction Documents:

20 calendar days after receipt of bids.

TYPE C SERVICES

J.

Optional Type C services may be required if the project has been awarded for construction. See Section 2, Part W.

5. COST ESTIMATING REQUIREMENTS:

The cost estimating requirements for this project are as follows;

A. The A/E shall provide a detailed construction cost estimate, which shall be developed simultaneously with each stage of the design and shall be submitted at each stage of the review process. The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified, and a reasonable approximation of the required details can be arrived at.

B. The cost estimate shall be broken down into labor, material and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Fire Protection, Electrical, and Site. The work grouped under each major discipline shall be placed into the appropriate VA Master Construction Specification Division using Master Format 2004 (MF04). Information on the VA Master Construction Specifications is available at the following link;

https://www.cfm.va.gov/TIL/spec.asp C. Each sub-component of an assembly must be identified separately, and each component of that sub-assembly's cost must be listed in R. S. Mean’s format. In addition to the printed copy, submit the estimate in a Microsoft Excel spreadsheet on CD ROM. See Section 12, Part E for the full requirements of each submission.

D. As construction costs for the Bourne, Massachusetts, area is substantially different from other areas, particularly Boston, confirm each section with appropriate data-bases, manufacturers, sub-contractors, and general contractors to ensure that the various sections are accurate. Also, as the various factors involved in construction estimating can change rapidly, develop the estimate using an Excel spreadsheet that can easily accommodate these changes. Determine actual local overhead and profit mark-ups. These factors shall be presented in the following manner: The overhead and profit shall be carried in separate columns together with each line-item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and therefore will carry across to the totals column to be included in the "Grand Total". Therefore, the "Grand Total” number should reflect the anticipated low bid from a qualified general contractor.

E. The construction cost estimate for this project shall be prepared in conformance with the VA Manual for Preparation of Cost Estimates and Related Documents for VA Facilities and the VA Program Guide PG-18-15. Information related to the requirements for cost estimates is available at the following links;

https://www.cfm.va.gov/til/dManual/dmCost.pdf https://www.cfm.va.gov/cost/index.asp https://www.cfm.va.gov/til/aeDesSubReq.asp

6. PLANNING INFORMATION / STANDARDS AND CODES:

The planning information, standards and codes the A/E shall follow are provided below;

A. General Codes and Standards: The applicable portions of Government criteria including Veterans Affairs, in conjunction with industry standards shall govern the design and preparation of contract drawings, specifications, cost estimate, and design analysis. The design shall also satisfy applicable Commonwealth of Massachusetts criteria. Particular emphasis shall be placed on the following documents that establish minimum requirements. This includes but is not limited to the following:

1. International Building Code (latest edition)

· https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/

2. National Fire Protection Association 101 Life Safety Code (latest edition)

· https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards

3. National Fire Protection Association 99 Health Care Facilities Code (latest edition)

· https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards

4. International Mechanical Code (latest edition)

· https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/

5. International Plumbing Code (latest edition)

· https://www.iccsafe.org/codes-tech-support/codes/the-i-codes/

6. The National Electrical Code – NFPA 70 (latest edition)

· https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards

7. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the Facilities Guidelines Institute (FGI), American Society of Healthcare Engineering (ASHE)

· https://www.fgiguidelines.org/guidelines/2018-fgi-guidelines/

8. Architectural Barriers Act Accessibility Standards (ABAAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to ABAAS

· https://www.cfm.va.gov/til/accessibility.asp

9. United States National CAD Standard and VHA National CAD Standard Application Guide

· https://www.nationalcadstandard.org/ncs6/

· https://www.cfm.va.gov/til/projReq.asp#cad

10. VHA Program Guide 18-1, Master Construction Specifications

· https://www.cfm.va.gov/TIL/spec.asp

11. VHA Program Guide 18-3, Design and Construction Procedures

· https://www.cfm.va.gov/TIL/cPro.asp

12. VHA Program Guide 18-4, Standard Details and CAD Standards

· https://www.cfm.va.gov/TIL/sDetail.asp

13. VHA Program Guide 18-5, Equipment Guide List

· https://www.cfm.va.gov/TIL/equip.asp

14. VHA Program Guide 18-10, VA Design Manuals (by discipline)

· https://www.cfm.va.gov/til/dManual.asp

15. VHA Program Guide 18-12, VA Design Guides (graphical by function)

· https://www.cfm.va.gov/til/dGuide.asp

16. VHA Program Guide 18-14, Room Finishes, Door and Hardware Schedules

· https://www.cfm.va.gov/til/dGuide.asp

17. VHA Program Guide 18-15 Minimum Requirements for A/E Submissions

· https://www.cfm.va.gov/til/aeDesSubReq.asp

18. VHA Program Guide 18-17, Environmental Planning Guidance

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

19. VA Manual for Preparation of Cost Estimates and Related Documents

· https://www.cfm.va.gov/til/dManual/dmCost.pdf

20. Physical Security Design Manual for VA Facilities, Mission Critical Facilities

· https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

21. VA Sustainable Design Manual (Rev 1 – August 18, 2017)

· https://www.cfm.va.gov/til/sustain.asp

22. Sustainable design requirements contained in Master Construction Specifications Section 01 81 13 – Sustainable Construction Requirements

· https://www.cfm.va.gov/TIL/spec.asp#01

23. VHA Handbook 1330.01, Health Care Services for Women Veterans

· https://www.cfm.va.gov/til/space.asp

24. VA Seismic Design Requirements contained in H-18-8, Seismic Design Handbook

· https://www.cfm.va.gov/TIL/seismic.asp

25. Providence VAMC Design & Construction Standards

26. Massachusetts State Building Code (780)

· https://www.mass.gov/massachusetts-state-building-code-780-cmr

27. VA Prototype for Standardized Design and Construction of Community Based Outpatient Clinics

· https://www.cfm.va.gov/til/prototypes.asp#CBOC B. The CBOC shall be designed using the VA’s Prototype for Standardized Design and Construction of Community Based Outpatient Clinics; Specifically, “One – Patient Aligned Care Team (PACT) CBOC prototype”. https://www.cfm.va.gov/til/prototypes.asp#CBOC C. Coordinate with the local fire department to develop applicable requirements, to include, but not limited to the following:

1. Fire protection system requirements

2. Equipment and vehicle access D. Obtain all data necessary to prepare the design documents required. Information (drawings and other documentation) provided to the A/E by the VA, National Cemetery, or any other source shall be used for reference only. Confirm all existing conditions and field verify any documentation provided. The A/E is wholly responsible for both the accuracy and the level of completeness of the final product. Failure to verify information is not acceptable.

E. Sustainability: New stand-alone construction and major renovation projects shall be designed and constructed to achieve LEED Silver status with minimum extra effort and cost. These projects may register with the U.S Green Building Council (USGBC). with the goal of obtaining LEED Silver or LEED Silver equivalency. VA encourages A/E project teams to achieve the highest LEED level possible within the scope and budget of each project. The project team is also encouraged, but not required, to pursue third party review and formal LEED Certification with the U.S. Green Building Council and display the seal in the facility.

F. NEPA Compliance: Complete the VA’s NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of this Veterans Health Administration (VHA) construction project will have a significant impact on the environment. Conduct additional environmental reviews as required by the results of this initial review and evaluation. Ensure the project complies with NEPA requirements in accordance with VA practices and policies.

G. NPDES Compliance: The National Pollutant Discharge Elimination System (NPDES) permit program requires construction site operators engaged in clearing, grading, and excavating activities that disturb 1 acre or more, including smaller sites in a larger common plan of development or sale, to obtain coverage under an NPDES permit for their storm water discharges. Comply with all EPA and Massachusetts Department of Environmental Protection (MassDEP) regulations. Develop all plans and specifications, and obtain all needed permits related to NPDES.

H.

Storm Water Control: Comply with Title IV, Subtitle C, Section 438 of the Energy Independence and Security Act of 2007: This act provides that the sponsor of any development or redevelopment project involving a Federal facility with a footprint that exceeds 5,000 square feet shall use site planning, design, construction, and maintenance strategies for the property to maintain or restore, to the maximum extent technically feasible, the predevelopment hydrology of the property with regard to the temperature, rate, volume, and duration of flow. Consider the storm water generated by the project and design the project to Natural Ground Cover (i.e. Forest like) conditions. Documentation required by the A/E to meet these conditions include:

1. A site evaluation and soils analysis.

2. Calculations for the 95th percentile rainfall event.

3. Site design and storm water management practices incorporated into the design.

4. Design calculations for each storm water management practice.

5. Volume of storm water managed by each storm water management practice implemented above.

6. Operations and maintenance protocols implemented in the design to manage storm water.

I. Executive Order (EO) 13834, Efficient Federal Operations.

· https://www.federalregister.gov/documents/2018/05/22/2018-11101/efficient-federal-operations 7.

MEETINGS:

Attend meetings at the time and place and frequency requested by the Contracting Officer or their Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Contracting Officer or their Representative for their review and approval. Meetings, at a minimum, shall include the following:

A. Pre-Design Meeting: Meet with the Contracting Officer and/or their Representative (from Facilities Management Service), and, if applicable, the Using Service's Representatives, to determine project requirements, the arrangement of the areas, and to clarify the scope of work.

B. Design Review Meetings: Attend meetings with the Contracting Officer and/or their Representative (from Facilities Management Service), and separately with the Using Service's Representatives for review conferences as needed to advance progress of the work. As a minimum, attend one review conference after the Concept Design submission and the 30% design submission during which the CO and their representative will be briefed on the design, and later with the Using Service’s Representatives.

C. Progress meetings shall occur every two weeks throughout the design and construction documents phases unless other meeting schedules are agreed to.

8. DESIGN SITE VISITS:

Visit the proposed project site to obtain the details and specifics of the relevant existing field conditions to fully complete the work of this project without omission. Arrangements for site visits for any purpose shall be made by contacting the VHA COR, at least 3 business days before the visit so appropriate notifications can be made. A minimum of three (3) site visits shall be conducted, however, the number of site visits shall be as needed for the A/E to complete all required investigations, determine the nature of existing conditions, and provide a complete the design.

9. ANSWERING INQUIRIES & ISSUING AMENDMENTS:

Provide prompt, within five (5) calendar days, answers and recommendations to inquiries made by the Government. In the event of error or omission, issue design amendments to the project documents to clarify the documents. Those amendments required to correct omissions or errors made by the A/E shall be at no additional cost to the Government.

A. Design amendments that may include revised plans, specifications, or supplemental sketches, shall be issued as bulletins.

B.

Independent cost estimates for additional work or credits shall be developed by the A/E for any changes to the construction documents.

C.

Costs estimates shall include labor, materials, equipment rentals, consumables, etc.

D.

Costs estimates shall be detailed, providing individual line items for each material, labor category, individual piece of equipment, etc.

10.

FIRE CODE REVIEWS

Conduct fire code reviews at the 30%, 60%, and 100% project submissions and provide the reviews with the submissions to the VA. Such review shall be performed by a qualified individual who is a licensed professional Fire Protection Engineer in one of the 50 states or the District of Columbia and is knowledgeable of the National Fire Protection Association (NFPA) National Fire Codes, of sprinkler system requirements, of fire alarm system requirements, of Life Safety Code requirements, and of VA referenced fire codes and standards. Such reviews shall be documented in writing and shall be conducted to ensure compliance with applicable fire codes and standards. The Fire Protection Engineer shall provide written certification with the final construction documents and before construction commences that the project documents conform to the requirements of the VA Fire Protection Design Manual, of NFPA 101, The Life Safety Code, and all other applicable fire codes and standards. Information on NFPA 101 can be located at the following link; https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards 11.

QUALITY ASSURANCE/QUALITY CONTROL

The A/E is responsible for the quality of the project design. The A/E shall develop, execute, and demonstrate that the project plans and specifications have received a rigorous review and coordination effort. Submit a detailed QA/QC Plan describing each step that shall be taken during the development of the various phases of design. Include all design firms and their sub-consultants in the QA/QC Plan. The plan shall include a process where a senior member of the design firm verifies compliance with all elements of the firm’s QA/QC Plan.

The VA will review the plans and specifications at each design submission. If it is evident that the documents have not received a rigorous review by the A/E the submission shall be rejected. Upon rejection of a submittal, the A/E shall provide a revised QA/QC plan to address the failure of the existing plan, and revise and resubmit the documents at no additional cost to the government.

12. DESIGN SUBMISSIONS:

Retain file copies of all items forwarded to the Contracting Officer or their Representative under various design review submissions. The intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development. The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or their Representative. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage.

Note that there is a limitation on the fees for professional services (A/E design including sub-contractors, equipment rentals, field investigations, etc.) for Type B Services. This limitation is equivalent to 6% of the project construction budget and is imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606-73.

A. Design Analysis (Basis of Design): Provide design analysis, in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified);

1. The scope of work (as the A/E and its consultants understand it) with the specific objectives of the project.

2. The applicable Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage.

3. Any preliminary design calculations prepared by each design discipline (architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary).

4. Reports of site visits.

5. Meeting minutes.

6. Results of assessments and evaluations of alternative designs.

7. All other relevant data. The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E.

B.

Drawings: Base all original drawings on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/8" = 1'-0", where necessary, and generally 1/4" = 1'-0" or larger when possible to fit on sheet. Details shall have a minimum scale of 1/4" = 1'-0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawn as "XREFS" bound to the drawing for submission purposes and final issue only. All other usage shall be drawn from a common Master Set, daily if required, from a source maintained within the architect’s database. The database shall be available to all design disciplines and the VA. The purpose of this requirement is to insure consistency and to eliminate design conflicts by guaranteeing that common elements of the design stay common elements throughout the design life of the project.

Drawings shall be independent for architectural, mechanical, electrical, structural, civil, and any other design disciplines for the project, and shall show, on separate views required demolition, construction, and reconstruction details for each function.

Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic version of drawings shall be submitted using IBM compatible "AutoCAD" 2000 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2000 release. Drawings shall be plotted in ink on 30" x 42" sheets. Final mylar drawings are not required. Final drawings submitted by the A/E shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information.

Final drawings shall bear the VA title block and nomenclature. All drawings in a project set shall be on the same type and size sheets. All drawings are required to show existing conditions as of the date of the design submission.

All contract drawings shall be produced with a view to the use of half-size reductions. Pertinent criteria to assure this result are as follows:

1. Drawings shall provide uniform photographic quality.

2. Minimum lettering height shall be not less than 3/32-inch plotted lettering.

3. Legends and symbols as well as size, spacing and location of notes, dimensions, etc. shall be such as to produce legible half-size reproductions.

4. No lettering, shading or marking on the reverse side is acceptable.

5. Clearly distinguish between new work and existing work.

6. Graphic scales shall be provided on all drawings.

C. Specifications: Provide complete project specifications, to include all sections of CSI Divisions 1-50 that, in the opinion of the A/E, are necessary to properly and adequately construct the project by a construction contractor.

Specifications shall be based on the VA Master Construction Specifications using the current 6-digit Master Format numbering system. Specifications shall be prepared in MS Word, IBM compatible format. Review and edit the applicable sections of the specifications as to completeness, relevance, and correctness. Delete references to industry standards and to other specification sections that do not apply to this project. Provide proper cross-references to other specifications that apply to the work.

The intent is to provide specifications that are suitable for the project and detailed enough to enable the contractor to perform the work in the best and most cost-effective manner possible. It is equally important that the A/E “edit out" portions of the specifications that add additional cost to the project without additional value or quality. Not every portion of the master specification is appropriate to this project.

Where a choice of items is referenced in the specification section, consult with the VHA CO for direction on which option to select. The construction contractor shall not be provided options or choices to select from but must be provided the specific selection.

Obtain from VHA CO the name and type of specialty materials and equipment that are required for use on the project. All materials and items listed in the specifications shall include specific material performance requirements that must be satisfied. Specific items should not be specified by brand or production name or model number. If a specific item must be named by brand or production name or model number, the specification must clearly carry the statement "or approved equal". An exception may occur due to previously purchased or installed items interacting with new construction such as security systems, video surveillance systems, medical equipment, etc. In this situation, items used should be the same as existing or matched accordingly. The VHA CO shall provide information on such items is needed.

Specify construction in detail in all the specification sections. Tolerances, and workmanship, shall not be allowed to default to “first class”, or "common industry/construction practices”, or any similar vague standard. The legal precedence of the specifications over the drawings shall not be used to resolve design ambiguities between the drawings or notes necessary for clarity. Any contradiction, ambiguity, or statements subject to various interpretations shall be immediately corrected to reflect a single clear intention.

Incorporate the Providence VAMC’s local specification requirements, to be provided by the VHA COR, into the specification package including specifications relating to data communications and cabling requirements, Fire wall/smoke barrier penetration permitting requirements, Hot Work permitting requirements, infection control permitting requirements, fire alarm system requirements, security system (Pegasys), HVAC digital control systems (Metasys), Code Blue and Team 3 Nurse call systems, PA systems and other local pertinent specifications and general conditions that relate to work and construction at the Providence VAMC.

Ensure all specification requirements are consistent with other sections and with information reflected in the drawings or the A/E shall be responsible for costs incurred by the government for these and similar A/E design errors and inconsistencies in the specifications and drawings.

D. Construction Duration Schedules: Submit with each design submission a schedule for the project indicating construction milestones and long lead items. The schedule shall be in sufficient detail to accurately estimate the proper construction duration.

E. Minimum Requirements for Submissions to VAMC COR: The cost of reproduction of all review materials is included in the contract amount. Submissions shall be made to VAMC Providence in accordance with the requirements of VA Program Guide PG-18-15 Volume C, A/E Submission Instructions for Minor and NRM Construction Program dated May 2006, and the following: A link to the submission requirements is location on the following website; https://www.cfm.va.gov/til/aeDesSubReq.asp (1) PROGRAM OF DESIGN DOCUMENT SUBMISSION. The following quantities of design review material are required:

(a) 4 copies of bound report

(b) 1 Electronic Media (CD ROM) copy of the report

(2) CONCEPT DESIGN DOCUMENT SUBMISSION (Preferred Alternative): The following quantities of design review material are required:

(a) 4 copies of Drawings (Black line on bond paper, suitably bound)

(b) 3 copies of Design Analysis

(c) 1 copy of the Construction Cost Estimate

(d) 1 Electronic Media (CD ROM) copy of the above documents

(3) SCHEMATIC DESIGN SUBMISSION (30% Design Document Submission). The following quantities of design review material are required:

(a) 3 sets of full-size Plans (Black line on bond paper, suitably bound)

(b) 3 set of half-size Plans (Black line on bond paper, suitably bound)

(c) 1 set of Construction Cost Estimate

(d) 2 sets of marked-up Sections of the VA Master Construction Specifications

(e) 2 sets of Design Analysis

(f) 1 copy of the Construction Duration Schedule

(g) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

(h) 1 Electronic Media (CD ROM) copy of the above documents

(4) CONSTRUCTION DOCUMENT SUBMISSION (60% & 100%): The following quantities of design review material are required:

(a) 1 set of full-size Plans (Black line on bond paper, suitably bound)

(b) 3 set of half-size Plans (Black line on bond paper, suitably bound)

(c) 1 sets of Construction Cost Estimate

(d) 2 sets of Construction Specifications

(e) 2 sets of Design Analysis

(f) 2 copies of the Construction Duration Schedule

(g) 1 copy of A/E responses to VA comments of previous submission

(h) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

(i) 1 Electronic Media (CD ROM) copy of the above documents

(5) CONSTRUCTION DOCUMENT SUBMISSION (Final): Upon completion of all revisions, submit the following items:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM, and each copy containing the following:

· drawings on IBM compatible "AutoCAD" version 2000 and in Portable Document Format (pdf)

· the final specifications in Microsoft Word format

· the final specifications assembled into a single file in Portable Document Format (pdf)

· final construction cost estimate in Microsoft Excel

· Final Design Analysis in a single file in Portable Document Format (pdf)

· Construction duration schedule in Portable Document Format (pdf)

(b) 2 full size sets of Plans (Black line on bond paper, suitably bound)

(c) 4 half size sets of Plans (Black line on bond paper, suitably bound)

(d) 1 set of Original Reproducible Specifications

(e) 1 copy of A/E responses to VA comments of previous submission

(f) 1 copy of Fire Protection Engineer certification that project documents conform to applicable fire codes and standards

(g) 1 copy of documentation that demonstrates compliance with the A/E’s QA/QC Plan

(6) CONFORMED CONSTRUCTION DOCUMENT SUBMISSION: Upon completion of the final design of the project and the award of a construction contract, submit the following items prior to the start of construction work as Conformed Project Documents:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM and with all addenda information incorporated into the project drawings and specifications. Each copy shall contain the following:

· drawings on IBM compatible "AutoCAD" version 2000 and in Portable Document Format (pdf)

· the final specifications in Microsoft Word format

· the final specifications assembled into a single file in Portable Document Format (pdf)

(b) 1 set of Original Plans, with seal of the design professional on each sheet.

(c) 2 full size copies of the Original Plans

(d) 3 half size copies of the Original Plans

(e) 1 set of Original Reproducible Specifications

F. Requirements for Portable Document Format (pdf) Documents

1. Documents in Portable Document Format (pdf) format shall be published directly from native document format to pdf format without printing and scanning. Pdf documents shall be searchable, and content shall be selectable and able to be copied and inserted in other documents and or clip boards.

G.

Delivery Media and Format for Final Documents 2.

Format: CAD Drawings shall be prepared in accordance with VHA Program Guide 18-3, VHA National CAD Standard Application Guide. A copy of all data and files developed under this project shall be delivered to the Government in digital format. The data files should be provided on compact disk (CD ROM) in ISO 9660 format. A “Readme.txt” file must be included with the delivered digital media that includes normal transmittal information.

3. Label: The external label for each digital media shall contain the following information:

a. Contract Number and date.

b. Format and version of operating system software, name and version of utility software used for preparation and copying files to media.

c. Sequence number of digital media.

d. List of file names on the digital media.

4. Quality Assurance/Quality Control: Before a file is placed on the delivery digital media the following shall be performed:

a. Remove all extraneous graphics outside of the border area and set the active parameters to a standard setting.

b. Check to ensure that all reference files are attached without device or directory specifications.

c. All digital files shall be delivered to the Government uncompressed.

d. Include all files both graphic and non-graphic required for the project (i.e. color tables, pen tables, font libraries, symbol libraries, user command files, plot configuration files, AML plot routines, etc.).

e. Make sure that all support files such as those listed above are in the same directory and that references to those files do not include device or directory specifications.

f. Include any standard sheets (i.e. abbreviation sheets, standard symbol sheets, etc.) necessary for a complete project.

g. Document any fonts, tables, symbols, cells/blocks, line styles/types, details, reference drawings, etc., developed by the contractor, or not provided among the Government furnished materials. The contractor shall obtain Government approval before using anything other than the Government standards.

h. Each finished CADD drawing or map shall have its own separate plot file. The plot file for each finished drawing shall be provided to the Government in a specified plotter configuration.

H. Ownership: All electronic files created and reimbursed for this project shall be the property of the Department of Veterans Affairs.

13. FEE STRUCTURE AND INVOICING

A/E design services shall be invoiced monthly against Contract Line Item Numbers, based on the percentage of work completed. Upon the request of the VAMC CO/COR, confirmation of work complete shall be provided for review and confirmation of any invoiced amount.

The offeror’s proposal shall provide CLIN for each of the required submittals outlined in Section 4: Proposed Schedule. A CLIN shall also be provided for the optional Type C Services. The offeror shall be aware that an award for services shall only include Type A and B services at this time.

The offeror shall provide with each CLIN a detailed work breakdown structure with hours, hourly rates, profit, overhead, multipliers, associated fees and all other items needed to provide a complete and accurate fee from the offeror for the proposed work.

The total of the combined previous monthly invoices shall not exceed 90% of the value for the CLIN associated with the next required submission. For Type A and B Services full payment of a CLIN shall only be made after all required submissions of the CLIN have been submitted and the submittal has been approved by the VA.

· For example, if the offeror has submitted 30% documents and received approval to proceed to 60% documents, the invoicing shall be monthly based on work complete. The combined monthly invoices shall not exceed 90% of the CLIN associated with the 60% submission. Full payment of the CLIN will be made only after all required components of the 60% submission have been submitted by the offeror and approved by the VA.

For optional Type C Services, if awarded, the A/E shall invoice monthly for actual services provided based on the detailed work breakdown structure costs for the Type C Services. As the level of the A/E’s efforts will be dictated by items such as the construction contractors’ pace of construction, phasing and means and methods, the A/E’s level of effort is expected to vary from month to month. Invoices shall be verified against the completed percentage of the work breakdown structure items completed such as administration, submittal reviews, site visits, commissioning, inspections and as-builts. At no time shall the value of any item exceed the value provided in the work breakdown structure. The value of an item can only be changed through a contract modification.

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PVAMC – Coast Guard Air Station CBOC (650-318)