512-533 - A-E Scope Supplement - LR Const Bldg to Expand BH - Final - 11-09-2020.pdf

11-09-2020

Scope of Work Minor Project No. 512-533

LR Construct Building to Expand Behavioral Health, Condense Prosthetics and Relocate Home Based Primary

Care

1. OVERVIEW —

1.1 Government Agency Department and Address:

VA Maryland HealthCare System – VISN5 – Loch Raven

1.2 Project Title, Number and Location:

Project Title: LR Construct Building to Expand Behavioral Health, Condense Prosthetics and Relocate Home Based Primary Care

Project Number: Minor No. 512-533

1.3 Scope of Work

Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, project phasing site visits and construction period services associated with demolishing buildings 2, 4, and 14 at Loch Raven campus and construct a new 17,800 SF building to expand Behavioral Health Services and relocate Prosthetics and Home-Based Primary Care, within the constraints of the construction budget consistent with the Veterans Affairs (VA’s) project team goals as prioritized during project meetings and field surveys. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for conceptual layout schemes with proposed alternatives consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The C&A requirements do not apply, and that a Security Accreditation Package is not required.

The intent of this project is to modernize the areas and include, but is not limited to:

Demo three (3) buildings (Building 2, 4, & 14) Add one (1) new 17,800 SF building Add additional parking Relocate existing roadway to provide 50 ft force protection standoff Provide sidewalks and curbing Install drainage with the roadway and curbing to properly capture and convey stormwater runoff and relocation of any underground streams.

Provide proper lighting along roadway and parking areas Lead abatement Asbestos abatement Install drainage outside building to properly capture and convey stormwater runoff Removal of all debris and trash from the VA facility Two (2) Security drop arm gates for the service road Include Impact Cost for Trailers or Leases for temporary space of impacted offices from demo of the 3 buildings. The final design shall be in compliance with all NEPA and MDE requirements.

Boiler for Building 4 shall be salvaged and stored for possible future project within the Loch Raven Campus.

Overall, this project is intended to correct Facility Conditions Assessment (FCA) deficiencies.

Work will include, but not be limited to, architectural, interior finishes, mechanical (plumbing, fire protection and HVAC), electrical, structural, asbestos abatement, and other specialty consultants required pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals as prioritized during project meetings and field surveys. All finishes shall be coordinated with VA Interior Design.

The A/E shall obtain all environmental and other necessary permits that would be required prior to construction commencing – including:

Maryland Historic Trust Section 106 for Historic Preservation Maryland Dept. of the Environment (MDE) Maryland Dept. of Natural Resources (DNR) NEPA, IBC/NFPA, IPC, NEC and IMC , IECC and ASHRAE GUIDELINE Any Neighborhood Associations And any other Federal, State, and Local Codes or Requirements

The A/E shall base their design to meet the following sustainable energy requirements:

USGBC LEED: Design elements to qualify for LEED Silver, with no formal certification required.

Executive Order 13514

EPACT 2005

EISA 2007

VA HVAC Design Manual VA Sustainable Design & Energy Reduction Manual (April 2010 or later)

2. DESCRIPTION OF WORK —

2.1 General: Conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Engineering Svc), and presentation of preliminary layout plans with proposed alternatives to the User Group. Based on User Group meetings and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals. Through the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents. All design submission requirements shall be in accordance to A/E Contract and conform to all VA criteria and standards, in addition to Code of Maryland Regulations (COMAR).

The A/E shall use VA Program Guides, Design Manuals, and Master Specifications along with any state and federal codes/regulation/guideline in preparing the Construction Documents for the project. Also, required need for private survey of all underground utilities. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government; he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

The A/E shall incorporate in their design, bid deducts targeting between 10% and 20% to allow flexibility to award project within budget without adversely impacting overall functionality of the building.

2.2 Implementation: Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions, review the building available information, and verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, video tape, and document the conditions of areas to be renovated and/or impacted.

The A/E shall visit the project site to investigate the information shown on the Government Furnished drawings, record (as-built) drawings and other planning documents which are part of this contract. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG18-10. It is the A/E's responsibility to research the existing Government documents, determine those that are applicable to the project and request copies from the Government; the Government will not perform a search of Government documents to determine the information that the A/E may need during design.

2.3 Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a stand alone project (i.e., not as part of another project) and all cost for this replacement including but not limited to asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall then be submitted for approval to the Contracting Officer’s Representative (COR).

2.4 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be correct under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

2.5 Asbestos: The proper identification Asbestos to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project.

To extent possible existing Asbestos Assessment of the facility will be made available to the A/E. Additionally proper asbestos abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

3. GENERAL DESCRIPTION of SERVICES —

A/E shall provide the services indicated in this Overview, Supplement A, Supplement B and Supplement C. These services will be provided in distinct phases:

Conceptual – Preliminary User Group Meetings & Field Surveys

30% Submittal – Schematics

60% Submittal – “DD” Design Development

90% Submittal – “CD” Construction Documents

100% Submittal – Bid [Final] Documents

Construction Period Services

Project Close Out Submittal – “As-Built” Construction Documents

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at http://www.cfm.va.gov/til/projReq.asp and click on the VA National CAD Standard Application Guide link.

3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Contracting Officer’s Representative (COR) at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed 30”x42” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2019. Drawing file names must relate to the VA project name, discipline and subject as approved by the VA Contracting Officer’s Representative (COR). Drawings shall utilize world coordinate system with standard cross hairs.

Adobe Acrobat PDF files for each AutoCAD file shall be provided.

3.1.4 An independent fire safety and life safety review shall be accomplished at each design submission. Include the cost and coordination for a fire/safety review.

3.1.5 Final plans shall be sealed by a licenced Architect/Engineer.

3.2 Specifications …

3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.2.2 Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Contracting Officer’s Representative (COR) at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project.

The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

3.3 Quantity and Cost Estimates …

3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/ .

3.3.2 Design within Funding Limitations - Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form. THE A/E IS RESPONSIBLE FOR

ESTABLISHING INTERNAL CONTROLS FOR KEEPING THE PRJOJECT DESIGN

WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E WILL BE REQUIRED

TO REVISE DESIGN AND RESUBMIT COST ESTIMATES AS NECESSARY (AT NO

COST TO THE VA) SHOULD COST ESTIMATES EXCEED CONSTRUCTION

FUNDING.

If the project cost is above and beyond the A/E estimated cost then the A/E will be responsible to reduce the scope at no charge to VA to meet the estimated cost of bids received.

3.3.3. Proposed Phasing and Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of required construction.

3.4 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, design objectives, design assumptions and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

3.5 Quality Control …

3.5.1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

Identification and discussion of all organizational and technical interfaces Design team members and their areas of responsibility Team members responsible for checking the design Team members responsible for checking the electronic files Team members responsible for reviewing and submitting the required VA Design

Alerts and Quality Alerts Project Schedule showing key milestones and review periods

3.5.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/ .

3.5.2. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors.

The VA shall review all project submissions but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

3.5.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3.6 Site Visits, Meetings/Conferences, and Discussions …

3.6.1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

3.6.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule, but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Contracting Officer’s Representative (COR)/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.6.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E, Contracting Officer’s Representative (COR), and furnished to Contracting Officer’s Representative (COR) within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

3.7 Responsibility after Design Completion SOLICITATION SUPPORT SERVICES

(OPTION)

A. AE shall provide solicitation support services during the construction period’s solicitation phase.

i) Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

ii) The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

B. Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

i) Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

ii) Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement.

iii) Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

C. In response to any technical questions and/or addenda issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

3.8 A/E Services during Construction – Construction Period Services (CPS):

CPS shall include, but are not limited to, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI) with fourteen (14) calendar days; change order review and recommendations;

preparation of cost estimates to Request for Proposal (RFP) with fourteen (14) calendar days;

cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations. The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes. The A/E shall complete their reviews of change orders and preparation of cost breakdowns within seven (7) calendar days of receipt from the VA.

Site visits (6 minimum) as required and/or requested by the VA Contracting Officer’s Representative (COR) for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Contracting Officer’s Representative (COR) within one (1) week after the visit; verification of as-built conditions from contractor supplied marked up prints, and preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently. IH services associated with any asbestos abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services to such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

4. INCORPORATED REFERENCES — The following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. Design Copies of these may be found on internet at http://www.cfm.va.gov/TIL/ .

Supplement “A” - Scope of Work (attached)

Supplement “B” - A/E Submissions of Design Review Materials (attached)

Supplement “C” - A/E Minimum Submission Requirements (attached)

Supplement “D” - A/E Asbestos Requirements (by reference)

Asbestos Abatement Design Manual (by reference)

Construction Standards (H-18-3); latest revision (by reference)

Master Specifications (PG-18-1); as revised by facility supplemented with PG-18-1 as needed (by reference)

DVA National CAD Standard Application Guide (by reference)

DVA National CAD Standards & Detail (PG-18-4); latest revision (by reference)

Volume 1 Architectural; latest revision

Volume 2 Site Engineering & Landscaping; latest revision

Volume 3 Mechanical Engineering; latest revision

Section 1 Plumbing & Sanitary

Section 2 HVAC

Section 3 Steam Generation & Distribution

Volume 4 Electrical; latest revision

DVA Special Design Criteria; HVAC, Mechanical, Plumbing, Electrical, Structural, et al (by reference)

National Standard Plumbing Code (NAPHCC) (by reference)

National Electrical Code; latest revision (by reference)

Handicapped Standards; latest revision (by reference)

NFPA; latest revision (by reference)

Applicable VA Design Guides (by reference)

Applicable VA Design Alerts (by reference)

Applicable VA Design Manuals (by reference)

Applicable VA Quality Alerts (by reference)

Applicable VA Equipment Guide Lists (by reference)

VA Equipment Reference Manual PG-18-6 (by reference)

A/E Representations and Certifications (attached)

A/E General Provisions (attached)

A/E Special Provisions (attached)

A/E Contract Procedures (attached)

A/E Architectural Review Checklist (attached)

A/E HVAC Review Checklist (attached)

A/E Plumbing Review Checklist (attached)

A/E Electrical Review Checklist (attached)

A/E Coordination Drawing Checklist (attached)

Manual for Preparation of Cost Estimates (by reference)

Applicable VA Energy Conservation & Sustainability Program requirements (by reference)

Preparation and Issuance of Construction Solicitation Contract Documents Manual (by reference)

A/E Submission Instructions for Minor and NRM Construction Program (PG-18-15) (by reference)

5. DESIGN BUDGET —

5.1 A/E is responsible to develop a design that can be built within budget and function as intended without change orders. The design must be based on the reality of existing site conditions and not solely on “As-Built” drawings. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction.

5.2 Cost Estimating: A/E shall be responsible, as part of the Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the Contracting Officer’s Representative (COR) when estimated construction costs exceed the construction budget. The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

5.3 Construction Budget: Refer to Supplement A

5.4 Deduct Alternates: Shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding. These alternates are designed to assure a contract award and are in addition to the requirement to have a project design and estimate at or below construction funding.

5.5 Add Alternates: Shall not be used.

6. DESIGN PHASES —

6.1 CONCEPTUAL with ALTERNATIVES: Refer to Supplement A and B. Working with the VA Medical Center’s project team (Contracting Officer’s Representative (COR) and User Group) the A/E shall propose conceptual needs and requirements with proposed alternatives for the planned scope of work. This task is an iterative process requiring multiple proposals and revisions developed during site meetings.

6.2 SCHEMATICS: Refer to Supplement C. A/E shall develop specific design needs and requirements with proposed alternatives. These documents are to be developed from the documents, meeting minutes and recommendations made during the conceptual phase. Any existing utilities and/or equipment which are to be incorporated into the project design shall be reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the planned scope of work. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications.

6.3 DESIGN DEVELOPMENT: Refer to Supplement C. Any existing utilities and/or equipment which are to be incorporated into the project design shall be further reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do

so. Documents for this task define project requirements based on the approved scope of work.

These documents are to be developed from the documents, meeting minutes and recommendations made during the schematics phase. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan, project phasing and market conditions which may affect bidding. It is expected that at the completion of this phase marks the completion of the data gathering portion of the project. The A/E shall have obtained all information required (including site visits) to proceed directly the preparation of Construction Documents.

6.4 CONSTRUCTION DOCUMENTS: Refer to Supplement C. The A/E shall develop complete drawings and specifications and other documents necessary for the bidding and construction of this project. These documents are to be developed from the documents, meeting minutes and recommendations made during the design development phase. A/E shall perform an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan Invitation for Bids and Award dates, project phasing, and market conditions which may affect bidding.

6.5 Special Remarks: Cost estimates shall incorporate construction related issues which include but are not limited to materials, systems and construction techniques. Design documents review, analyses and recommendation of cost estimates covering labor, materials, equipment, general conditions and requirements developed for the project. Estimates shall allow for incorporation of review comments, which are within the SOW.

7. SUBMITTALS AND PERFORMANCE SCHEDULE —

7.1 Deliver Submission Documents to the VA Maryland Healthcare Contracting Officer’s Representative (COR). The performance period will be project specific and will be specified with each scope of work. Review of material with the VA will take place approximately fourteen (14) calendar days after submission.

7.2 Submission Materials and Schedules: Refer to Supplement B. Reproduction, mailing and delivery time is inclusive to the stated durations.

7.3 Government Review and Comment Resolution: The VA will review all submittals identified under this contract for functional and aesthetic relationship. VA review of the A/E’s work shall not be construed by either party to relieve the A/E from any requirements of this scope of work. The A/E will be responsible for taking minutes from submission review meetings and submitting them to the Contracting Officer’s Representative (COR) for concurrence within seven (7) calendar days of the meeting. Both parties will discuss these comments, if necessary, and attempt to resolve any unsettled issues that may arise from the review.

7.4 The A/E may choose to perform work, at its own risk, during the Government review and comment resolution period, however, comments resulting from that review must be incorporated into the design prior to the next submittal. In the event a subsequent design phase is not authorized, the A-E shall incorporate all available review comments into the design to complete the current phase.

8. AUTHORIZED CHANGES — The A/E shall only accept instructions and/or directions from the assigned Contracting Officer’s Representative (COR). Changes in the project scope of work must be authorized by the VA.

9. Timely Response - As time is of the essence, particularly during the construction phase, the A/E shall promptly review and approve, disapprove or take other appropriate action upon all the VA requests. The A/E shall submit recommendations on all shop drawings and other submittals and other requests within fifteen (15) calendar days after receipt.

- - - E N D - - -

SUPPLEMENT “A”

General Scope of Work (SOW):

Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, project phasing site visits and construction period services associated with demolishing buildings 2, 4, and 14 at Loch Raven campus and construct a new 17,800 SF building to expand Behavioral Health Services and relocate Prosthetics and Home-Based Primary Care, within the constraints of the construction budget consistent with the Veterans Affairs (VA’s) project team goals as prioritized during project meetings and field surveys. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for conceptual layout schemes with proposed alternatives consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies.

Project: #512-533 LR Construct Building to Expand Behavioral Health, Condense

Prosthetics and Relocate Home Based Primary Care

Project Construction Budget:

Deduct Alternates} Shall be part of the design requirements to be utilized in case of market condition variations in order to maximize the use of available Government funds. The VA shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding; these alternates are designed to assure a contract award and to have a project design and estimate at or below construction funding.

General Statement of Task} Provide services for the preparation of drawings, specifications, estimates, phasing schedules, and construction administration including all applicable engineering and design details for architectural, interior finishes, mechanical (plumbing, fire protection and HVAC), electrical, structural, asbestos abatement, and other specialty consultant elements required consistent with the VA’s project team goals as prioritized during preliminary project meetings and field surveys.

General Description of Requirements} Design shall comply with the latest editions of all applicable DVA guidelines (e.g., Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, JC, Federal and State codes pertinent to the project scope within the constraints of the construction budget.

Services shall also include, but are not limited to the following:

1) On site visits to define the details of the project scope of work meeting the goals of the Veterans Affairs' (VA) project team, and presentation of preliminary layout plans with proposed alternatives.

2) Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Site investigations shall measure, and record the conditions of the area to be renovated and/or impacted by the project. Each discipline shall document and investigate the relevant existing conditions found, review the availability of existing building information, and field verify all essential elements pertinent to their trade.

3) Based on meetings and site field surveys, prepare a proposed detailed project scope description report within the limits of the project construction budget consistent with the VA goals.

4) Representation during all design review and field survey meetings. Architect/Engineer

(A/E) shall document the results of each meeting and provide the conclusions to the Contracting Officer and VA Contracting Officer’s Representative (COR) within one (1) week following each meeting.

5) Based on meetings and investigations prepare preliminary, schematic, working, and construction documents with the necessary engineering and design details for all architectural, mechanical (plumbing, fire protection and HVAC), electrical, structural, civil, and other specialty consultants elements within the limits of the project goals established.

6) Electronic drawings shall be developed utilizing AutoCAD 2019. Electronic drawing files shall be identified with the drawing number and drawing title.

7) Specifications shall be developed utilizing MS Word 2013. Electronic Specification files shall be identified with the specification number and specification section title.

8) Cost Estimates shall be developed utilizing MS Excel 2013.

9) All computer-generated files shall be IBM compatible and furnished on high quality CD-

R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD) and specifications (MS Word) and cost estimates (MS Excel). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Contracting Officer’s Representative (COR) at the time each submission is due (XRF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks by the VA.

10) 90% Design Submission: The 90% design submission shall be a complete 100% design.

All plans, sections, details, etc. shall be complete at this time. The A/E shall ensure that the 90% design submittal is in fact his/her 100% product, and that it represents a total biddable package. An incomplete 90% design submittal may be rejected by the VA; a rejection will require the A/E to resubmit a 90% design at no additional cost.

11) VA Design Review Comments: The A/E shall submit written responses to the VA's oral and written design review comments. These written responses shall be within seven (7) calendar days of the VA's comments; and these responses shall explain the action the A/E will take for each comment.

12) Verification and preparation of as-built drawings which the VA shall retain.

13) The design consultant must have a PDF writer program to electronically sign material submittals; all Material Submittal Forms will be processed via electronic format with digital signature which utilizes a PDF Writer Program such as Adobe Reader/Writer or Pro V Nuance.

14) Site visits (6 design and 6 construction) as required and/or requested by the VA

Contracting Officer and Contracting Officer’s Representative (COR) for review and inspection of progress including final tests and inspections.

15) Documentation of all site visits shall be submitted in writing to the VA Contracting

Officer and Contracting Officer’s Representative (COR) within one (1) week after each visit.

SUPPLEMENT “B”

A/E SUBMISSIONS

OF DESIGN REVIEW MATERIAL

FIRST REVIEW (Conceptual – Preliminary User Group Meetings & Field Surveys) (per meeting)

3 Set of AutoCAD and PDF conceptual/preliminary drawings in electronic format in accordance with Supplement “A”

3 Sets of full size conceptual/preliminary layout plans/details - 30 inches by 42 inches 3 Sets of reduced size conceptual/preliminary layout plans 3 Sets of Preliminary Investigation Report with Recommendations 3 Set of Preliminary Investigation Report with Recommendations in PDF electronic format in accordance with Supplement “A” 3 Sets of conceptual/preliminary estimates 3 Set of MS Excel conceptual estimates in electronic format in accordance with Supplement

“A”

SECOND REVIEW (30% Submittal – Schematics)

3 Sets of AutoCAD & PDF schematic drawings with phasing plans in electronic format in accordance with Supplement “A”

3 Sets of full size bound schematic layout plans/details with phasing plans– 30 inches by 42 inches

3 Sets of reduced size bound schematic layout plans/details with phasing plans 3 Sets of design analysis 3 Set of design analysis in electronic format in accordance with Supplement "A" 3 Sets of spiral bound daft specifications with Mylar front and back cover sheets 3 Set of MS Word draft specifications in electronic format in accordance with Supplement “A” 3 Sets of schematic estimates with proposed alternate 3 Set of MS Excel schematic estimates with proposed alternate in electronic format per

Supplement “A”

THIRD REVIEW (60% Submittal – “DD” Design Development)

3 Sets of AutoCAD & PDF design drawings in electronic format in accordance with Supplement “A”

3 Sets of full size bound design development layout plans/details with phasing plans– 30 inches by 42 inches

3 Sets of reduced size bound design development layout plans/details with phasing plans 3 Sets of design analysis 3 Set of design analysis in electronic format in accordance with Supplement "A" 3 Sets of spiral bound design development specifications with Mylar front and back cover sheets 3 Set of MS Word design development specifications in accordance with Supplement “A” 3 Sets of design development estimates 3 Set of MS Excel design development estimates in electronic format in accordance with

Supplement “A”

FOURTH REVIEW (90% Submittal – “CD” Construction Documents)

3 Sets of AutoCAD & PDF construction drawings in electronic format in accordance with Supplement “A”

3 Sets of full size bound construction documents plans/details with phasing plans– 30 inches by 42 inches

3 Sets of reduced size bound construction documents plans/details with phasing plans 3 Sets of design analysis 3 Set of design analysis in electronic format per Supplement "A" 3 Sets of spiral bound construction documents specifications with Mylar front and back cover sheets 3 Sets of MS Word construction documents specifications in accordance with Supplement “A” 3 Set of MS Excel construction documents estimates in electronic format in accordance with

Supplement “A” 3 Sets of construction documents estimates

FIFTH REVIEW (100% Submittal – Bid [Final] Documents)

3 Sets of AutoCAD & PDF bid drawings in accordance with Supplement “A” 3 Set of approved full size bid documents Mylar drawings with Registered Architect (RA) and Professional Engineer (PE) stamps - 30 inches by 42 inches 3 Sets of approved reduced size bound bid plans/details with RA and PE stamps 0 Sets of full size Mylar bid plans/details with RA and PE stamps rolled in individual mailing tubes 3 Sets of MS Word final specification sections in accordance with Supplement “A” 3 Sets of MS Word final specification sections merged in accordance with Supplement “A” 3 Sets of final specifications boxed on single sided sheets 3 Sets of 3-ring bound final specifications paginated front to back with Mylar front/back cover 3 Sets of final estimates 3 Set of MS Excel final estimates in electronic format in accordance with Supplement “A” 3 Sets of final phasing schedules

SIXTH REVIEW (Project Close Out Submittal – “As-Built” Construction Documents)

3 Sets of AutoCAD & PDF As-Built drawings in accordance with Supplement “A” 3 Set of approved full size As-Built Mylar drawings with RA and PE stamps 3 Sets of approved reduced size As-Built plans/details with RA and PE stamps

Program Guide, PG-18-15, Volume C Nov 2008

ID Milestone Task Description (General Guideline) Duration Estimated Schedule

Date

Actual Date

1 PCAC Administration and QA/QC Plan Submission - NOA +14

2 User Group Preliminary Mtg (Review Scope, Site Survey Investigation) 1 Day ID 1 + 5

3 Preliminary Investigation of Existing Conditions -

4 Submit Conceptual Layout Schemes with Proposed Alternates -

5 User Group Mtg (Review Proposed Schemes) 1 Day ID 1 + 30

6 Prepare 30% Schematic Design Submissions -

7 Survey Existing Conditions, Coordinate Design with Consultants & VA Comments -

8 Submit 30% Schematic Design Package - ID 1 + 180

9 VA Engineering 30% Review 7 Days (Min)

10 User Group 30% Schematic Design Review Meeting 1 Day

11 Prepare 60% “DD” Design Development Submissions -

Confirm Existing Conditions, Coordinate Design with Consultants & VA Comments -

12 Submit 60% “DD” Design Development Package - ID 8 + 90

VA Engineering 60% Review 14 Days

13 User Group 60% “DD” Review Meeting 1 Day

14 Prepare 90% “CD” Construction Document Submissions -

Coordinate Design with Consultants, Existing Conditions & VA Comments -

15 Submit 90% “CD” Construction Documents Package - ID 12 + 90

VA Engineering 90% Review 14 Days

16 User Group 90% “CD” Review Meeting 1 Day

17 Prepare 100% Bid Final Documents -

Finalize Coordination with Consultants, Existing Conditions & VA Comments -

18 Submit 100% Bid Final Documents with PE Stamps - ID 15 + 45

The total duration for the design period of performance is 405 calendar days from notice of award.

Program Guide, PG-18-15, Volume C Nov 2008

SUPPLEMENT “C”

Department of Veterans Affairs

VA Medical Center Projects

A/E Submission Instructions for Minor and NRM Construction Program:

Schematics Design Development Construction Documents

Program Guide, PG-18-15, Volume C Page i May 2006

Department of Veterans Affairs Washington, DC 20420

FOREWORD

This document states the minimum requirements for each submission in the production of VA Schematics, Design Development, and Construction Documents for Minor and NRM Construction Program for Medical Center Projects. It will give VA reviewers and the A/E a clear understanding of what is required of the A/E at each stage of design.

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.

Lloyd H. Siegel William W. Graham Director, Facilities Quality Office (Acting) Director, Engineering Management and Field Support Office

Program Guide, PG-18-15, Volume C Page ii

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. STEAM GENERATION

L. STEAM DISTRIBUTION (OUTSIDE)

M. SOLID WASTE DISPOSAL SYSTEM (INCLUDING INCINERATION)

N. AUTOMATIC TRANSPORT

O. ASBESTOS ABATEMENT

P. SPACE PLANNING

Q. CRITICAL PATH METHOD (CPM)

Program Guide, PG-18-15, Volume C Page iii

Table of Contents (Cont.)

R. ESTIMATING

S. SPECIFICATIONS

T. FINAL BID DOCUMENTS

III. DISTRIBUTION OF A/E MATERIAL

A. SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

B. GENERAL NOTES

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.