402-21-724 AE Supplement C.doc

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

Table of Contents 1I.

GENERAL

1A.

INTRODUCTION

2B.

A/E RESPONSIBILITIES:

3C.

SUBMISSION POLICY:

3D.

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

3E.

ADDITIONAL SERVICES:

4F.

Critical Path Method PHASING MEETINGS

5II.

Submissions

5A.

SITE DEVELOPMENT

6B.

ARCHITECTURAL

9C.

FIRE PROTECTION

12D.

INTERIOR DESIGN

13E.

STRUCTURAL

14F.

PLUMBING

15G.

SANITARY

17H.

HVAC

20I.

ELECTRICAL

22J.

EQUIPMENT

22K.

STEAM GENERATION

22L.

STEAM DISTRIBUTION (OUTSIDE)

22M.

SOLID WASTE DISPOSAL SYSTEM INCLUDING INCINERATION

22N.

AUTOMATIC TRANSPORT

22O.

ASBESTOS ABATEMENT

22P.

SPACE PLANNING

22Q.

CRITICAL PATH METHOD (CPM)

23R.

ESTIMATING

23S.

SPECIFICATIONS

24T.

FINAL BID DOCUMENTS

25III.

DISTRIBUTION OF A/E MATERIAL

25A.

SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

25B.

GENERAL NOTES

26C. Distribution of A/E Material

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.

2.

The Department of Veterans Affairs (VA) may contract with an Architect/Engineer (A/E) for any portion of a design: Schematics, Design Development, Construction Documents, or a combination of these.

a.

For projects where the VA is contracting for Schematics Documents only, Schematics and Design Development Documents only, or Schematics, Design Development, and Construction Documents, the VA will provide the Design Program (if available), Facility Development Plans (if available), and VA design standards to accompany the Scope of Work for the project.

b.

For projects where the VA is contracting for Design Development and Construction Documents only, the VA will provide the Schematics Plans and VA design standards to accompany the Scope of Work for the project.

c.

For projects where the VA is contracting for Construction Documents only, the VA will provide the Design Development Plans and VA design standards to accompany the Scope of Work for the project.

3.

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.

4.

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.

5.

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

6.

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 and/or design development submission.

7.

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.

8.

Provide individually packaged drawings for each submission to each unit specified in the "Distribution of A/E Materials" section.

9.

Submit a complete set of final approved drawings incorporating all revisions, within 17 days after completion of the Schematics and Design Development stages.

10.

At each review stage, the VA’s technical reviewer, a value-engineering consultant, or a construction manager will perform a value engineering review.

11.

Submit final drawings (Bid Documents), 1-full size set of drawings, 1-half scale set of drawings, 1 complete specification with design narrative/analysis, and one CD-Rom to be used with AutoCAD 2014.

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 adhere to the approved Memorandum of Agreement (MOA).

5.

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

C.

SUBMISSION POLICY:

There is a Schematic* submission, a Design Development (DD**) submission, and a Construction Document (CD***) submission indicated in this guide. The VAMC may alter the submission requirements depending upon the complexity of the project by adding or deleting certain reviews. Where additional reviews might be required, the VAMC will issue, at their discretion, a detailed “Statement of Task” or supplemental instructions to the A/E, which would be provided at the time of solicitation for a fee proposal.

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):

In an effort 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:

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 (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

A.

If required and 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 recording the phasing requirements.

B.

Submit a phasing narrative and phasing plans (on reduced size plans) within two weeks after each phasing meeting to the VAMC Project Manager. VA will review these submission(s) and return comments to the A/E within two weeks of receipt. The A/E will then use this information in preparing their schematic, design development, and construction document submissions.

II.

Submissions A.

SITE DEVELOPMENT: Submit the following:

Topographic, utility, and landscape survey

Layout plan showing location of:

· Contractor's staging area

Grading plan showing:

· Existing contours

· Proposed contours

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

· Erosion and sediment control

Site details

Specifications

B.

ARCHITECTURAL: Not Applicable C.

FIRE PROTECTION: Not Applicable D.

INTERIOR DESIGN: Not Applicable E.

STRUCTURAL: Submit the following:

Structural plans

Sections

Details

Size/location of:

· Rebar

· Mesh

Elevations

Schedules

General notes

Coring test results

Subsurface investigation report

Specifications

E.

NOTES:

1.

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

F.

PLUMBING: Not Applicable G.

SANITARY: Not Applicable H.

HVAC: Not Applicable I.

ELECTRICAL: Not Applicable J.

EQUIPMENT: Not Applicable K.

STEAM GENERATION: Not Applicable L.

STEAM DISTRIBUTION (OUTSIDE): Not Applicable M.

SOLID WASTE DISPOSAL SYSTEM INCLUDING INCINERATION: Not Applicable N.

AUTOMATIC TRANSPORT: Not Applicable O.

ASBESTOS ABATEMENT: VA to provide Asbestos Study Report P.

SPACE PLANNING: Not Applicable Q.

CRITICAL PATH METHOD (CPM): Submit the following:

Phasing Diagram (drawn on Phasing Plan)1

CPM Phasing Plans (full size contract drawings)2

Q.

NOTES:

1.

Include temporary system by phase, and separate by technical discipline.

2.

One drawing may reflect several reduced site plans.

R.

ESTIMATING: Submit the following:

Cost estimate in compliance with Manual for Preparation of Estimates (separate estimates for new construction and alteration work)

Building gross area computation (alteration work)

Project Data Sheet 1 and 2

Asbestos abatement

Detailed estimate take-off sheets

Level "B" Summary Sheets for buildings

Level "B" Summary Sheets for sitework

Supplement A to SF 252

Detail Market Analysis

S.

SPECIFICATIONS

Specifications (All Disciplines)

Submit for all technical disciplines the original VA Master Specification section drafts marked-up with pencil showing the editing for the project. Clearly identify modifications, deletions and insertions. Assure the specification drafts have been edited and tailored in their application to represent accurate coordination between drawings and specifications.

When no VA Master Construction Specification exists for a "unit of work", prepare the specification section consistent with VA Master Construction Specifications format.

a.

Use generic or non-proprietary specifications describing the minimal acceptable product criteria level where no "Standard" exists to define quality and workmanship levels.

b.

Use applicable "Standards" to define quality and workmanship when these publications exist. List complete designation and title of each publication used in Part 1; follow format in VA Master Construction Specifications for Applicable Publications.

c.

Do not use proprietary specifications or systems that restrict competition unless authorization in writing has been received from the VA Project Manager for such proprietary specification. See the Federal Acquisition Regulation (FAR) Part 10, Part 14, and Part 36.

d.

Do not use trade names or manufacturers brand names, except as previously noted.

e.

When a deviation is requested, define and specify the minimum acceptable levels of essential criteria in descriptive, physical, functional, or performance requirements.

4.

Type specifications in final format and content including any desk copy changes made by the VAMC staff at the previous review. Submit a complete set of the typed specifications for review. Include one set of full size final drawings of all disciplines, fully coordinated.

5.

Return all draft specifications reviewed at DD review to aid the final bid document review. These draft specifications will later be returned to the A/E.

T.

FINAL BID DOCUMENTS

a.

Place the seal of the Registered Architect, Registered Landscape Architect, and Professional Engineer responsible for the design and the VAMC Project Director’s signature on the Construction Documents. A stamp of the VAMC Project Director’s signature will be furnished.

b.

Submit updated Department Ratio Chart of Final Bid stage to the VAMC Project Manager.

III.

DISTRIBUTION OF A/E MATERIAL

A.

SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

AS

Architectural Drawings (Numbered Only)

HA

Asbestos Removal Drawings

BI

Boring Log Drawings

ES

Electrical Drawings

FA

Fire Protection Drawings

MH

Heating, Ventilating, and Air Conditioning Drawings

PL

Plumbing Drawings

GS

Site Development and Environmental Drawings

CU

Sanitary and Irrigation Drawings

MU

Steam Distribution Drawings

MP

Steam Generation Drawings

SS

Structural Drawings

B.

GENERAL NOTES

Bond prints shall be full-sized.

2. Bind all drawings into sets in the order of their above classification symbol.

3.

All submitted specifications shall be original, unbound, and marked-up VA Master Specifications. Where no VA Master Specification is available, submit a developed specification.

4.

Submit all materials, packaged and clearly marked by discipline, to the VA’s Contracting Officers Representative. However, where a small amount of material is submitted, the drawings may be packaged together for all disciplines as long as the drawings are separated and tagged with the discipline name. Other material may also be consolidated provided they are labeled and can easily be identified and separated.

5.

Material provided unbound will be returned to the A/E. All resubmission costs will be the responsibility of the A/E

C. Distribution of A/E Material

Schematic Submission:

VA Medical Center (VAMC)

2 complete sets

Design Development Submission:

VA Medical Center (VAMC)

2 complete sets

Construction Documents Submission:

VA Medical Center (VAMC)

1 complete full size set, 1 complete half size set

*Network Office will coordinate the necessary review with the responsible safety and fire protection person in their network.