36E77619R0068-001.doc

A/E STATEMENT OF WORK

Project 608-317 Construct Women’s Health Clinic

1.0 INTRODUCTION:

This project will design a new Women’s Health Clinic, incorporating both renovation of existing space and addition of new space. 3,750 square feet (sf) of existing first floor space in Building 1 will be renovated. The addition will be approximately 6,200 sf total, with approximately 3,100 sf of first floor space that will part of the Women’s Health Clinic and approximately 3,100 sf of basement level space that will be used for storage and for utilities to support the clinic.

The new clinic will be designed to support VA Patient-Aligned Care Teams (PACT), with team work areas and standardized exam rooms. Mental Health, Social Work, and Whole Health services for female Veterans will also be provided within the Women’s Health Clinic.

2.0 SCOPE:

The scope of this project consists of Architectural and Engineer (A/E) services required to complete the project, as outlined in Supplements A, B, and C below.

The period of performance for the design is 224 calendar days and shall begin upon issuance of the Notice to Proceed (NTP) by the Contracting Officer.

3.0 REFERENCES:

The following link has guides and specifications that may be referenced in parts of the attached documents that have not been included as part of the solicitation:

http://www.cfm.va.gov/til/ The A/E shall thoroughly review the information at the link above and follow all guidance applicable to this project.

SUPPLEMENT A

A/E SCOPE OF WORK

I. Design Task

The objective of this project is to provide a complete design for Project 608-317, Construct Women’s Health Clinic.

A. Background Information:

This project will provide a comprehensive health clinic serving the needs of current and future Women Veterans at VAMC Manchester. The new Women’s Health Clinic will accommodate the rapidly growing number of Women Veterans receiving care at the VA. The clinic will accommodate Primary Care, Gynecological, Mental Health, Social Work and Whole Health services for Women Veterans, as well as potential occasional needs such as Pharmacy and Dietary consultations.

The existing Women’s Health Clinic is located on the 6th floor of Building 1. It is severely undersized, with over 25% of Women’s Health Primary Care visits and all Mental Health and Social Work visits for Women Veterans currently being conducted outside of the Women’s Health Clinic due to lack of space. The number of Women Veteran Users in Manchester is projected to increase by 80% over the next 20 years, further emphasizing the need for an expanded Women’s Health Clinic.

B. This project includes approximately 3,750 sf to be renovated and approximately 6,200 sf to be constructed new.

1. The existing 3,750 sf to be renovated are on the first floor of Building 1. The space is currently occupied by Pharmacy; Pharmacy is currently scheduled to move into new space in January 2019.

2. The new 6,200 sf consists of 3,100 sf of first floor space that will be part of the Women’s Health Clinic and 3,100 sf of basement space that will be used for utilities and storage.

3. Variations to these square footages greater than 10% will require higher level approval within the VA.

4. See the attached Program for Design (Attachment A) used to determine space needs for the project application. The Program for Design should serve as the starting point for programming discussions but should be adjusted as needed to meet the needs of the project.

C. The project includes renovation of existing space as required to integrate the clinic with the existing building and provide a natural transition between the clinic and the existing building.

D. The medical center is designing a remodel of the west entrance to Building 1, named the Mountain Entrance. The design is currently 90% complete and project is not yet funded for construction. The Women’s Health Clinic shall be designed such that Veterans can enter the clinic directly from the remodeled Mountain Entrance or from the interior corridor of Building 1.

E. The project includes all site work required to accommodate the addition.

F. The A/E shall consider the physical security blast and setback requirements and assist the VA in determining the most cost-effective way to meet these requirements.

II. Construction Budget A. The construction budget is $5,052,000.00.

B. The intent of the design shall be a project that can be built without changes or change orders, within budget, and function as intended.

C. During the conceptual design stage, the Architect/Engineer (A/E) shall perform a cost estimate and confirm that the established construction budget is achievable for the scope of the project.

D. The design shall not exceed the construction budget at any stage of design past the conceptual design stage. Any design submission that exceeds the construction budget will be rejected. The A/E is responsible for correcting and resubmitting all rejected design submissions before moving on to the next submission, at no added cost to the VA. No extensions to the period of performance will be granted for resubmission of rejected design submissions.

E. If, at any time, the A/E suspects that the project cannot be designed within the established construction budget, they shall notify the contracting officer and contracting officer’s representative (COR) in writing immediately.

F. The A/E shall incorporate deduct alternates totaling at least 10% of the construction estimate into the project. Deduct alternates shall not be used to bring the projected project costs within construction funding.

III. Duties of the A/E A. The A/E shall provide complete investigative and design services needed to provide a fully coordinated, functionally integrated, and operational design and subsequent project.

B. The work shall include:

1. Preliminary meetings and site survey investigations to define the necessary elements of the project scope of work. A preliminary meeting shall be devoted to discussion with clinical staff on mapping the desired workflow for the new clinic. This includes presentation of preliminary layout plans with proposed alternatives to the User Group.

2. A detailed analysis of the various options available, covering design constraints, access requirements and all applicable codes and standards;

3. A full field investigation of all areas affected by this design. Site investigations shall measure, photograph, and document the conditions of areas to be renovated and/or impacted. This information shall be physically reviewed in the field with the COR and clearly conveyed in the construction documents.

4. Any investigations necessary for the proper design of this project. The costs of such investigations shall be included in this task order. Examples include topographic surveys, test borings, test pits, soil tests, subsurface exploration, etc.

5. Preparation of drawings, specifications, estimates, and phasing schedules, as called for in this scope of work and within the established construction budget;

6. Development of scopes of work and specifications for independent testing as required to confirm the quality of the installation of the construction work of this project for inclusion in the construction contract documents. The construction contractor shall be required to pay for the required testing, but the testing firm shall report the results directly to the VA. The estimated costs for testing shall be included in the A/E’s construction cost estimate.

7. Design Review Meetings:

a. Professional architects, engineers, and related design disciplines familiar with the work shall be provided to attend the VA design reviews at the VA Medical Center in Manchester, NH.

b. The A/E shall provide minutes of each review meeting to the Contracting Officer for review within 3 business days following the review meeting.

c. In addition to the design review meetings to be held with VA staff, the A/E shall meet with a group of Women Veterans (organized by the VA) at each stage of the design: conceptual, 30%, 60% and 100%. The meetings with the group of Women Veterans should be held on the same day as the review meetings with VA staff to reduce site visit and travel costs.

8. Creation of a project information sign to be displayed outside of the construction site. The sign shall contain basic project information and a rendering of the project as awarded (the rendering needs to be adjusted for any deduct alternates taken, if applicable). Include requirements for the sign in the construction documents. An electronic file of the sign shall also be provided to the VA for the VA to use in preparing posters, slide shows, flyers, etc. regarding the project.

9. Construction Period Administration (CPA) Services, including:

a. Review and approval of construction submittals covering products that have been listed within the contract documents, including cut sheets, manufacturer’s data/performance sheets, samples, shop drawings, schedules, and phasing plans;

b. Recommendations associated with acceptance or rejection of alternate materials and products;

c. Responses to Request for Information (RFI);

d. Cost/time/impact estimates and recommendations relevant to design errors or omissions;

e. Participation by conference call in weekly project review meetings with the contractor.

f. Active participation in construction coordination, including:

(a) Providing the REVIT building model to all sub-contractors to use for the coordination of their trade during the construction phase of the project.

(b) Managing the REVIT model and setting the order of precedence for trade coordination.

(c) Providing resolutions to coordination issues.

(d) Utilizing the “coordination” option in REVIT to show all “hits” that occur in the model.

g. 40 site visits, spread across the various design disciplines, as required and/or requested by the VA Contracting Officer and Project Engineer for inspection of ongoing construction, including final tests and inspections.

(a) A site inspection report shall be furnished to the Contracting Officer and Project Engineer within three work days following all site visits during the construction period.

(b) The site inspection report shall include the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required.

h. Providing a punch list within 5 working days of being notified of construction substantial completion. The A/E shall keep a log of all punch list findings and conduct follow-on site visits to verify completion of the punch list.

i. Verification that all devices (valves, circuits, equipment, etc.) have been properly labeled and/or tagged with charts and cards as noted in the specifications or per codes.

j. Preparation of record documents (also known as as-built documents) in accordance with Supplement “B,” which the VA will retain permanently.

(a) Record documents shall be based on verification of as-built conditions from contractor-supplied marked up prints, issued SK’s, RFI’s, coordination drawings, shop drawings, photos, and site inspections.

(b) The A/E shall be responsible for assuring that record documents are accurate at the end of the construction of the project.

(c) The A/E shall also update the facility’s existing AutoCAD space utilization, site, and utility (electrical, plumbing, and steam) as-built drawings with the as-built information from this project. The updated AutoCAD files shall be provided to the VA no later than 30 days after completion of the project record drawings.

C. Provide all necessary engineering and design services for architectural, interior design, site development, mechanical (plumbing, fire protection and HVAC), electrical, structural, asbestos abatement, signage, and other specialty consultant elements within the limits of the project goals established to support Supplement “B” submissions. Each discipline shall document and investigate the relevant existing conditions, review the building available information, and verify all essential elements pertinent to their discipline.

D. At each stage of design, the VA will provide review comments. The A/E shall provide a response/resolution to each comment within one week of the design review meeting. The VA and the A/E shall agree on the appropriate resolution of each comment before the design moves forward to the next stage.

E. Any design document submission that has not fully addressed the comments from the previous submission, or which is clearly not coordinated between disciplines, may be rejected by the VA, at the VA’s discretion. The A/E is responsible for correcting and resubmitting all rejected design submissions before moving on to the next submission, at no added cost to the VA. No extensions to the period of performance will be granted for resubmission of rejected design submissions.

F. Design shall comply with the latest editions of all applicable VA guidelines (e.g., Construction Standards, Design Guides, Master Specifications, Standard Details, Special Design Criteria); NFPA; Joint Commission; and federal, state and local codes pertinent to the project scope.

G. Comply with all applicable VA Design Guides, available at http://www.cfm.va.gov/til/dGuide.asp, including the Design Guides for PACT (Patient Aligned Care Team) and Office of Information and Technology.

H. Comply with all applicable VA Design Manuals, available at http://www.cfm.va.gov/til/dManual.asp.

I. In the design of new building and alteration work under this contract, consider all requirements (other than procedural requirements) of:

1. zoning laws;

2. laws relating to landscaping, open space, historic preservation, and aesthetic qualities of a building, and similar laws, of the State and local political division which would apply to the building if it were not to be constructed or altered by the U.S. Government; and

3. Depart of Labor, Occupational Safety and Health Standards, and occupancy requirements.

The A/E shall provide prompt, written notification to the Contracting Officer concerning conflicts with or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above.

J. No work altering the scope of this contract shall be undertaken prior to receipt of written approval of the Contracting Officer. The COR/Project Engineer does not have the authority to modify the contract.

K. The required response time for all submittals, RFIs and VA requests, unless otherwise stated by the VA, shall be 14 calendar days. If the scope of the required action is extensive, the A/E shall notify the Contracting Officer and request additional time as soon as possible. The VA may occasionally request a faster turn-around time to avoid construction delays. The A/E is expected to make every reasonable effort to expedite items that may cause construction delays.

L. Construction Document Requirements:

1. Provide in accordance with Supplement “B” sets of both drawings (Revit, AutoCAD and PDF) and specifications (MS Word and PDF).

a. Provide a separate Adobe Acrobat PDF file for each drawing.

b. Provide a complete set of drawings in a single Adobe Acrobat PDF file.

2. Drawing size is 30 inches by 42 inches.

3. Drawings shall be provided in Revit and AutoCAD formats. Specifications shall be compatible with MS Word 2010.

4. File names shall be the drawing/specification number followed by the drawing/specification title, or as approved by the VA Project Engineer.

5. Final specification sections shall be merged into a single pdf file to include separate full document pagination in the right-hand side of Footer without the loss of individual file Headers/Footers. Each specification section shall be “bookmarked” in Adobe Acrobat, with bookmark labels of the specification number and specification title (i.e. 010000 General Conditions).

6. Renderings: Renderings shall be of professional quality and in adequate number to effectively convey the project. No less than 4 different renderings shall be prepared. Renderings shall show the building’s exterior from at least two perspectives and a sample of interior spaces such as the waiting area, lobby, check in/out areas, or a typical patient care room. Renderings shall be provided in electronic pdf format.

M. The A/E shall provide an estimated period of performance with the final construction documents.

N. The A/E shall employ the following professional personnel (at minimum) to perform the services required under this contract. The same person may fill two or more roles if appropriately qualified. No substitution will be made without the advance written approval of the Contracting Officer after they have reviewed the proposed replacement's experience and qualifications record submitted by the A/E with explanation of the necessity for the change.

Principle-in-Charge

Project Manager

Architectural

Structural

Civil

Geotechnical

Mechanical

Electrical

Plumbing

Fire Protection

Landscape Architect

Hardware Specialist

Estimating

Interior Design

Industrial Hygiene

Physical Security

Historical

IV. DESIGN INSTRUCTIONS

A. Facility Standard Items: The A/E shall incorporate items from the attached list of facility standard items (Attachment B) as applicable. Brand-name products must be specified as “or equal” and shall include the salient characteristics of products that would be considered equal.

B. Contracting Requirements: Address all items in the attached Specification Checklist (Attachment C) at or before the 100% Construction Document submission.

C. Attention shall be given to the transition between new construction and existing spaces. The construction documents shall contain detailed information and instruction regarding the transition spaces.

D. Specifications: VA Master Construction Specifications, available at www.cfm.va.gov/TIL/spec.asp, shall be the basis for the construction specifications. These specifications are written to cover a wide variety of project types and sizes. EACH SPEC MUST BE CAREFULLY EDITED FOR THIS PROJECT. The “track changes” tool in Microsoft Word shall be utilized when editing specifications so that VA reviewers can see the changes that have been made.

E. Interior Design: All interior design services for the project area shall be included in the scope of this task order. Interior design services include recommending and coordinating all finishes, preparing story boards and color selections, and working with the VA interior designer making furniture selections to ensure that the furniture is well-coordinated with the project.

F. Signage: All exterior, interior, and temporary signage shall be included in the design. Existing exterior and interior wayfinding signage shall be updated as required due to the project; this includes both temporary updates during construction and permanent updates at construction completion. Signage is to match that of the existing Medical Center.

G. Emergency Power: The goal of the medical center is to be able to continue seeing all patients during a power outage. All patient care areas shall have adequate lighting and power to fully function during a power outage, including generator power for all computers and required equipment. HVAC equipment shall have generator power.

H. Industrial Hygienist (IH): IH services shall include identification of, and abatement plans and specifications for, all hazardous materials, including asbestos, lead, and mold. Type C Construction Administration Services shall include IH asbestos abatement monitoring and sampling. The proposal shall specify how many abatement monitoring days are included in the Type C services.

I. Geotechnical Investigation:

1. The VA has frequently found subsurface ledge during construction projects. A significant amount of ledge was found when completing the addition adjacent to the proposed location of the Women’s Health Clinic, see Attachment D for more detailed information on the ledge found during this project. To avoid unexpectedly finding ledge during construction, ground sampling or test probes shall be utilized to determine the quantity and location of ledge as accurately as possible. The A/E may propose alternate methods for locating ledge that have a similar or better accuracy, which may only be used if approved by the VA COR.

2. The A/E shall sample the soils to be excavated to determine if they are suitable for reuse. The construction documents shall indicate whether the contractor should intend to reuse existing soils in their bid.

J. Seismic: The design shall comply with VA Handbook H-18-8 Seismic Design Requirements, available at http://www.cfm.va.gov/til/etc/seismic.pdf .

K. Physical Security:

1. Ensure that the design complies with the VA Physical Security Design Manual for Mission Critical Facilities, available at http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf .

2. Vehicle barriers, where required, shall be aesthetically pleasing and/or serve a dual purpose. For example, planters, rocks, and benches are strongly preferred over bollards.

3. Security systems shall be compatible with and integrated into the medical center’s existing systems.

4. If the Physical Security guidelines cannot be met, the A/E (and/or their consultant) shall provide alternatives to the guidelines and assist with any waivers that may be required for security measures that cannot be met.

L. Sustainability: Ensure that the design complies with the sections of the VA Sustainable Design Manual applicable to Minor Construction Projects. This project shall utilize Option A, Internal Certification, as the method of validation of compliance required by section 2.4. Both the Sustainable Design Manual and the checklist required for validation of compliance are located at http://www.cfm.va.gov/til/sustain.asp.

M. Historical: The Manchester VA Medical Center is eligible to be listed on the National Registry of Historical Places. As such, assessment by the NH Division of Historical Resources is required for this project. The project shall consider all requirements and input from the NH Division of Historical Resources.

1. The VA will prepare the necessary documents for submittal to the NH Division of Historical Resources. The A/E shall assist the VA in preparing any design information or conceptual sketches required for the submission.

2. The A/E shall attend three meetings with the VA and the NH Division of Historical Resources and/or the Manchester Heritage Commission to review the project, solicit input, offer suggestions, etc. Manchester Heritage Commission meetings are normally held on weekday evenings.

N. Site:

1. Landscaping shall minimize maintenance, including mowing, and shall not require irrigation past the establishment phase. Landscaping shall help provide an aesthetically-pleasing welcome to the facility.

2. Comply with Section 438 of the Energy Independence and Security Act (EISA), which essentially requires the restoration of predevelopment hydrology for the area impacted by the project. The specific requirement and guidance are available at http://water.epa.gov/polwaste/nps/section438.cfm. Note that predevelopment hydrology is regarding the site before ANY development (before the medical center was constructed). Also note that the area impacted by the project includes lay down areas and site work.

V. AVAILABLE DOCUMENTATION

Documentation available from the VA includes:

A. 2009 asbestos survey of the existing campus.

B. 2011 electrical study of the existing campus.

C. As-built drawings of the original 1950 Building 1 construction.

D. The following specification sections for the project will be provided by the VA:

1. 01 00 00 General Requirements

2. 01 32 16 Project Schedules

3. 01 35 26 Safety Requirements

VI. ATTACHMENTS

Attachment A, Program for Design

Attachment B, Facility Standard Items

Attachment C, Specification Checklist

Attachment D, Historical Geotechnical Information

SUPPLEMENT B

A/E SUBMISSIONS OF DESIGN REVIEW MATERIAL

FIRST REVIEW

(Conceptual – Preliminary User Group Meetings & Field Surveys)

6 Sets of reduced size and PDF preliminary layout plans with proposed alternates

6 Sets of conceptual estimates with proposed alternates

Renderings (exterior only) for the options presented. These renderings will be used to help VA staff visualize and select an option and won’t be used for advertising the project, thus they do not need to be detailed or have high level finishing.

SECOND REVIEW

(30% Submittal – Schematics)

1 Set of Revit, AutoCAD & PDF schematic drawings in accordance with Supplement A 2 Sets of full size bound schematic layout plans/details – 42 inches by 30 inches

2 Sets of half size bound schematic layout plans/details

1 Set of MS Word specification table of contents, listing the specifications expected to be included 2 Sets of hardcopy specification table of contents, listing the specifications expected to be included 1 Sets of schematic estimates

1 Set of hardcopy 3D colorized renderings

1 Set of PDF 3D colorized renderings

THIRD REVIEW

(60% Submittal – “DD” Design Development)

1 Set of Revit, AutoCAD & PDF design drawings

2 Sets of full-size bound design development layout plans/details – 42 inches by 30 inches

2 Sets of half size bound design development layout plans/details

1 Set of MS Word design specifications edited using the “track changes” feature 1 Set of hardcopy design specifications in a 3-ring binder, printed showing the tracked changes 1 Set of hardcopy design specifications in a 3-ring binder, printed in final view, without showing the tracked changes

1 Set of design development estimates

2 Sets of design development phasing plans

1 Sets of DD project cost estimates

FOURTH REVIEW

(90% Submittal – “CD” Construction Documents)

1 Set of Revit, AutoCAD & PDF construction drawings

2 Sets of full-size bound construction documents plans/details – 42 inches by 30 inches

2 Sets of half size bound construction documents plans/details

1 Set of MS Word & Adobe PDF construction specifications 1 Set of hardcopy specifications in a 3-ring binder, printed showing the tracked changes

1 Set of hardcopy specifications in a 3-ring binder, printed in final view, without showing the tracked changes

2 Sets of construction documents estimates

2 Sets of construction documents phasing schedules

FIFTH REVIEW

(100% Submittal – Bid [Final] Documents)

1 Set of Revit AutoCAD & stamped (by registered architect or PE) PDF bid drawings

2 Set of approved full-size bound bid drawings with PE stamps

2 Set of approved half size bound bid plans/details with PE stamps

1 Sets of MS Word final specification sections 1 Set of Adobe PDF final specification sections merged with bookmarks 1 Set of final specifications paginated front to back in 3-ring binders.

1 Set of PDF final estimates

2 Sets of final phasing schedules 1 Set of PDF 3D colorized renderings, to be used for describing the project to VA staff, Veterans, and/or the public

SIXTH REVIEW

(Type C Services, Following construction award)

1 Set of PDF 3D colorized renderings, updated to reflect the project as awarded, considering any deduct alternates taken.

SEVENTH REVIEW (Type C Services, Project Close Out Submittal – “As-Built” Construction Documents)

1 Set of Revit AutoCAD & stamped (by registered architect or PE) PDF As-Built drawings in accordance with Supplement A 1 Sets of approved full size As-Built drawings with PE stamps

Date

SUPPLEMENT C

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

Table of Contents

I.

GENERAL

A. INTRODUCTION

B. A/E RESPONSIBILITIES

C. SUBMISSION POLICY

D. QUALITY ASSURANCE/QUALITY CONTROL

E. ADDITIONAL SERVICES

F. CRITICAL PATH METHOD

II.

SUBMISSIONS

A.

SITE DEVELOPMENT

B.

ARCHITECTURAL

C.

FIRE PROTECTION

D.

INTERIOR DESIGN

E.

STRUCTURAL

F.

PLUMBING

G.

SANITARY

H.

HVAC

I.

ELECTRICAL

J.

EQUIPMENT

K.

ASBESTOS ABATEMENT

L.

SPACE PLANNING

M.

CRITICAL PATH METHOD (CPM)

N.

ESTIMATING

O.

SPECIFICATIONS

P.

FINAL BID DOCUMENTS

III.

DISTRIBUTION OF A/E MATERIAL

A.

SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

B.

GENERAL NOTES

SUPPLEMENT C

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

I. GENERAL

A. INTRODUCTION

1. This document contains information and minimal submission requirements for contract documents specified in the A/E contract. This document does not relieve the A/E firms of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents.

2. Coordinate all activities with the VA Medical Center (VAMC). Hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

3. Final approved Schematic documents shall be the basis for the development of the Design Development phase. Likewise, final approved Design Development documents shall be the basis for the development of the Construction Documents phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

4. VA will review all submittals for functional and aesthetic relationships. However, no further functional decisions are anticipated after the Design Development phase.

5. Provide a design narrative/analysis for each technical discipline (e.g., architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic submission.

6. Provide computations and sizing calculations for electrical, mechanical (HVAC, plumbing, and steam), sanitary, structural and fire protection designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

7. Submit a complete listing of all layers that are used with the final drawings (Bid Documents).

B. A/E RESPONSIBILITIES:

1. Contract documents shall meet or exceed the requirements of this document.

2. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. Each A/E discipline shall receive a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard Application Guide. The AE is responsible for obtaining the NCS.

3. A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

4. A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

5. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

C. SUBMISSION POLICY:

1. There is a Schematic* submission, a Design Development (DD**) submission, and a Construction Document (CD***) submission indicated in this guide.

2. At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "SCHEMATIC SUBMISSION", “DESIGN DEVELOPMENT SUBMISSION”, OR “CONSTRUCTION DOCUMENT SUBMISSION”, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review.

D. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

To reduce construction, change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

2. Two Weeks after Receipt of the Notice to Proceed: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

3. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

E. ADDITIONAL SERVICES:

If additional services not identified in the A/E Scope of Work (i.e. surveys, soil borings, asbestos surveys, water flow testing, or lead surveys), are necessary to be performed by consultants, submit criteria for the work to be performed to the VAMC Contracting Officer as soon as possible. Upon approval of the criteria, submit proposals and qualifications of at least three firms being considered for the work in accordance with the contract procedures (CP1) of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval. A/E should submit survey information for the Schematic Review.

F. Critical Path Method PHASING MEETINGS

Prior to submission of Schematic material, the A/E shall meet with the VAMC’s Project Manager to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for incorporating the phasing requirements into the project documents.

II. SUBMISSIONS

A.

SITE DEVELOPMENT: Submit the following:

Development concept showing proposed buildings and structures

Landscape drawings with plant groupings

Topographic, utility, and landscape survey

Layout plan showing location of:

· Fire Access

· Service area(s)

· Entrances and exits

· Walks

· Inlets

· Contractor's staging area

· Paving joint patterns (if needed)

Grading plan showing:

· Existing contours

· Proposed contours

· Spot elevations at structure corners, entrances, equipment pads, etc.

· First floor elevations

· Rim and invert elevations on storm drainage fixtures (if needed)

· Erosion and sediment control

Rock excavation (quantity)

Planting plan showing:

Site details

Landscape details

Signage plan and schedule

Specifications

Submit site and landscape plans at an appropriate scale to show all work involved.

Submit site and landscape plans at same scale as topographic/utility survey incorporating all the revisions required by comments from schematics.

Submit fully dimensioned, complete, and coordinated site and landscape plans incorporating all revisions required by comments from the design development phase.

B.

ARCHITECTURAL: Submit or show the following:

Location of:

· Stair(s) (if utilized)

Floor Plans/Drawings:

· Reflected ceiling4

· Equipment floor plans 1:50 (1/4 inch) scale5

· Demolition plans6

Room names and numbers7

Exterior dimensions/total building gross area

Size and shape of all departmental functions and services9

Door locations, sizes, and swings

Wall thickness and chase walls

Handrail location/dimensions

Fixed equipment

Equipment elevations and details

Plumbing fixtures

Wheelchair accessible facilities

Wall sections12

Building sections13

Finish grades at corners, entrances, exits, platforms and ramps

Lead-lined and radio-frequency-shielded partitions

Fire extinguisher cabinets

Spray-on fire proofing (see fire protection)

Construction details15

Drafting symbols, abbreviations, and general notes

Door, window, and louver schedules

Interior details, elevations, sections

Finish schedule16

Graphics and signage17

Color rendering

Specifications

Lead abatement specification19

Submit, as a minimum, a single line layout for at a scale not less than 1:100 (1/8 inch). A scale of 1:200 (1/16 inch) is acceptable for architectural floor layout if an entire floor cannot be shown on one sheet. Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

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

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

B.

NOTES:

1. Use lines between spaces to indicate the centerline of the partition (for schematics only).

2. Indicate doors with a slash mark.

3. Along the corridor, the line shall represent the corridor side of the partition.

4. Indicate ceiling mounted equipment, lighting fixtures, air diffusers, registers, tracks, and other significant elements.

5. Identify all equipment for each room. Indicate and coordinate all equipment with the Equipment Guide List (Program Guide 7610) and Activated Equipment List. Use VA standard symbols and notation to distinguish between contractor-furnished and installed (CC), VA-furnished contractor-installed (VC), VA-furnished and installed (VV), VA-furnished with construction funds [VC(CF) and VV(CF)] and relocated (R) equipment. Equipment floor plans are not required for the offices, consultation rooms, classrooms, conference rooms, and waiting rooms within the above departments. Draw equipment details which are necessary for major decisions, though complete detailing is not required for this submittal.

6. Indicate existing finish schedule and notes on plan.

7. Label as required for schematic drawings. Coordinate new room numbering with medical center.

8. Use the same names on drawings as those used in the space program. Provide area figures in fractional form, e.g., 400/390. Indicate space provided, but not called for in the space program, as: -/390.

9. Label each service or activity listed in the Project Scope Data of the Design Program and indicate boundaries with a distinctive line. Include the activity code number (see Handbook 7610).

10. If the project requires exterior work, show all facades indicating massing, proposed fenestration and the building relationship to adjacent structures and the finish grade. Show all significant building materials, including their colors, any proposed roof top mechanical equipment, architectural screens, skylights, and stacks on the elevation drawings. If building is designed for future expansion (vertical and/or horizontal), delineate elevations with and without the future expansion. If project is an addition, show elevations of the existing building in enough detail to illustrate the relationship between the new and existing in terms of scale, material, and detail.

11. Define the relationship of the finish ground floor to finish grade at major entrances and docks.

12. Indicate construction including fire resistance rating, building materials and systems, and proposed sill and head heights of openings. Indicate both new and renovated areas on form provided by VA.

13. Define building configuration. Draw sections at the same scale as floor plans, normally 1:100 (1/8 inch). If the building abuts an existing structure, indicate in the section how the new floor elevations align with existing.

14. (not used)

15. Indicate new building components and systems, such as window design, roofing system, special entryways, building "skin", and any special architectural elements for the project. Complete detailing of miscellaneous items is not required for this submission.

16. Indicate all building systems, materials, and future expansion, if applicable.

17. Submit a drawing for all which is part of the construction contract.

18. Provide square meters (feet) of lead paint and x-ray shielding to be removed.

19. Format provided in SPECIFICATIONS. If there is no VA master specification, develop contract specification that is following regulations of the Environmental Protection Agency.

C.

FIRE PROTECTION: Submit the following:

Fire protection narrative:1

Floor Plans/Drawings:3 & 4

· Sprinkler/standpipe riser supply piping

· Termination of sprinkler main and inspector test drains

· Sprinkler alarm valves

· Waterflow and tamper switches

· Sprinkler system fire department connections

· Sprinkler design hazards per

NFPA 13

· Exit signs and emergency lighting

· Occupied areas not protected by automatic sprinklers

Estimated capacities for proposed air handling units in cubic meters (cubic feet) per minute

Location of:

· Fire alarm system

· Annunciator panels

· Pull stations

· Flow switches

· Audio-visual devices

· Smoke detectors

· Duct smoke detectors

· Smoke dampers

· Fire dampers

· Fire alarm risers5

· Exit signs

· Emergency lighting

· Fire sprinklers

· Standpipes

· Fire hydrants

· Post indicator valves

· Sectional valves

· Fire extinguisher cabinets

· Electromagnetic door hold open devices

Wall sections indicating fire resistive ratings

Excavation plan signage

Door and window schedule with fire rating or fire rated glazing

Zoning of each fire alarm initiating device

Details:

· Stairwell sign

· Annunciator panel

Interconnection of fire alarm system with:

· Smoke dampers

· Air handlers

· Elevator controls, if needed

· HVAC system with smoke duct detectors

Single line riser diagram for fire alarm system

Height/configuration of storage racks and shelving

Specifications

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

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

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

C.

NOTES:

1. Indicate NFPA 220 and UBC fire resistive rating of the building, NFPA 101 occupancy type, and fire protection code analysis to access compliance with NFPA 101.

2. Determine type, features, age, reliability, compliance with present day codes, capacity, zoning, supervision, control panel and power supplies, initiating devices and circuits, and auxiliary functions for existing fire alarm system. Indicate manufacturer, model number, voltage, and wiring style of existing alarm systems and devices. Provide recommendations for the proposed fire alarm work.

3. Provide information to meet Joint Commission requirements; e.g. location of all fire rated barriers, smoke barriers, exit signs, fire extinguishers, manual pull stations, smoke detectors, and sprinkler flow switches. Show all interim life safety measures such as temporary systems Fire Alarm, Sprinkler, and Smoke.

4. At DD Submission, add room names, room numbers, door locations and swings, smoke and fire rated partitions, sprinkler/standpipe risers to floor plans. Identify psychiatric areas on drawings so areas for institutional type heads are identified. Add location of all valves (post indicator, sectional) and backflow preventer if provided.

5. Show new equipment and/or the necessary changes involved if modification to the existing system is required. Include any recommendations where certain requirements of VA criteria might be waived, to allow the existing equipment to be reused.

D.

INTERIOR DESIGN: Submit the following:

Design solution for interior spaces:

· Perspectives

· Plans

· Details

· Elevations

· Sections

· Wayfinding

· Floor patterns

· Wall patterns

· Lighting

· Signage

· Handrails

· Bumper guards

Specification section 09050

Finish schedule

Exterior colors and materials

Sample boards for interior and exterior materials, products, and finishes

Edited carpet and wallcovering specifications

Specifications

Keyed Finish plans

Interior design details, elevations, and sections

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

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

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

D.

NOTES:

1. Provide a document of data collected in interior design programming. Include collection and analysis of data from the VAMC project coordinator and interior designer. Data includes, but is not limited to the following: existing interior and exterior design and materials, light, safety, patient profile, customer’s “vision” or desired image, public vs. private spaces, complete signage package, goals of customer, relationship to existing facilities, future expansion/renovation plans, regional influences, etc.

2. Discuss and illustrate the overall design solution for the primary areas of the project using marked-up floor plans, loose sketches, and material and finish samples. Use broad categories of materials, finishes, color palettes, patterns, textures, and scales. Separately group all major neutral background materials and finishes that will be used and discuss how they will be integrated with all other materials and finishes on the project. Include all primary and secondary corridors, typical patient and toilet rooms, lobbies, atriums, eating spaces, chapels, waiting rooms, and exam rooms. Show the relationship among departments and functions, and between public and private spaces.

E.

STRUCTURAL: Submit the following:

Three alternative structural systems for typical bays1

Structural plans

Sections

Details

Size/location of:

· Columns

· Beams

Lateral load resisting elements

Load bearing walls

Slabs

Foundations

Elevations

Schedules

General notes

Boring logs

Subsurface investigation report

Estimated quantity of rock

Specifications

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

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

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

E.

NOTES:

1. When only one structural system is possible due to other project requirements, include an explanatory statement and submit only that structural system.

2. Include vertical and lateral load design for CD submission.

3. Include foundation and fireproofing.

4. Indicate existing utilities and structures within, adjacent, or contiguous to the new construction.

5. Upon approval of the subsurface investigation criteria, submit qualifications of at least three consultants being considered for the work together with the proposal of the consultant recommended as most qualified.

F.

PLUMBING: Submit the following:

Narrative:

· Existing plumbing systems to be used and necessary modifications

Floor Plans/Drawings:

· Identify

Existing…