518-22-111 Replace Elevators Ph 3 SOW.pdf

A/E STATEMENT OF WORK

Project 518‐22‐111

Replace Elevators Ph. 3

Table-of-Contents

I. INTRODUCTION:

II. SCOPE

III. REFERENCES

SUPPLEMENT “A”

STATEMENT OF WORK (SOW)

SUPPLEMENT “B”

A/E SUBMISSIONS OF DESIGN REVIEW MATERIAL

SUPPLEMENT “C”

A/E MINIMUM SUBMISSION REQUIREMENTS

ATTACHMENT A – ELEVATOR LIST (Elevator List.pdf) ATTACHMENT B – BUILDING LAYOUT (Site Plan.pdf, Building 62 Layout.pdf, Building 9 Layout.pdf, Building 10 Layout.pdf, Building 6 Layout.pdf, and Building 7 Layout.pdf) ATTACHMENT C – FACILITY CONDITION ASSESSMENT LIST (FCA Elevators.pdf) ATTACHMENT D – ELEVATORS INSPECTION (Inspections Part 1 & 2.pdfs)

I. INTRODUCTION:

The objective of this project is to replace elevators inside the Edith Nourse Rogers Memorial Veterans Hospital at Bedford, MA.

The design Period of Performance (Type A and B services) is 245 days. The 245 days is calendar days and shall begin upon issuance of the Notice to Proceed by the Contracting Officer.

II. SCOPE

Provide an evaluation on six different elevators and determine how many can be replaced within Construction Budget. Refer to Attachments for elevators information.

Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, construction schedules, project phasing, investigations, site visits and construction period services associated with the replacement of elevators at the Edith Nourse Rogers Memorial (ENRM) Veterans Hospital in Bedford, MA. 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 project intent includes, but is not limited to:

Upgrading machine and control rooms to meet current codes Replacement of the elevator components, in accordance with VA standards, would include, but not limited to: replace all machine room equipment, controllers, machines, governors; replace hall position indicators, hall push buttons, replace elevator car/cab including structural, mechanical, safety, security, communications and comfort systems.

Perform elevator testing and acceptance in accordance with VA standards and ANSI/ASME 17.2 Practice for Inspection of Elevators, Escalators and Moving Walks (Inspectors Manual). Testing and acceptance to be performed by a Certified Qualified Elevator Inspector ASME QEI-1 using ANSI’s 17.2 Checklist for Inspection and Certificate of Inspection.

Finishes Wall/door/stair construction Building systems and components (e.g., electrical (normal and emergency power), HVAC, lighting, plumbing and fixtures, fire protection, fire detection/alarm, telephone/data, access control, physical security, signage)

Fire alarm elevator recall service HVAC systems for the elevator machine rooms and integrating with the energy management system Hoist way ventilation/exhaust

Roof/wall penetrations Lead, asbestos and PCB abatement Patient safety features Infection control measures Accessibility requirements (ADA, VA Barrier Free Design Standard (PG 18-13), Architectural Barriers Act Accessibility Standards (ABAAS), Massachusetts Architectural Access Board Regulations)

ASHRAE Standard 90.1-2007 Energy Standard for Buildings

This design project will include Type:

A Services – Conceptual and Schematic Design B Services - Preparation of Contract Drawings (DD and CD) C Services - Construction Administration

Review Supplement A as part of this scope of work (SOW) for all project specific Architectural and Engineer (A/E) services that will be required to successfully complete the design to replace elevators.

The submission requirements at the seven (7) stages of formal review are located in Supplement B, including the Milestone Task Description (schedule). The allocation of days for each ID number can be modified at the discretion of the COR/CO. The overall period of performance of 245 calendar days will not change without modification of the contract at discretion of the COR/CO.

Refer to Supplement C for the minimal A/E submission requirements by disciplines that are required per the contract.

III. REFERENCES

Some specifications, attachments and intranet links have been included in this document that will assist the A/E in the design of this project. The following link has a majority of the: guides, specifications, and details/documents that may be incorporated into the construction documents.

http://www.cfm.va.gov/til/

Part of the A/E SOW is to determine what specifications and guidelines are applicable to the project and to incorporate them into the project documents. The documents will require extensive editing to meet the specific needs of the project.

Specification sections may be supplemented or replaced but must meet the design intent and performance requirements within the VA specifications.

Supplement A

SUPPLEMENT “A”

STATEMENT OF WORK (SOW)

DESCRIPTION OF WORK

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 Service), 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 with the VISN 1 IDIQ A/E Task Order Contract and conform to the latest editions of all VA criteria/standards/regulations/design guides, etc. as found on the VA Office of Construction & Facilities Management web site: http://www.cfm.va.gov, in addition to Commonwealth of Massachusetts state codes and regulations, Federal codes and regulations and ASHRAE Standard 90.1-2007, Energy Standard for Buildings.

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 found, identify/investigate/review the availability of existing facility information, and field 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. Provide the necessary investigation/inspection/testing/metering of existing utilities to ensure their adequacy for this project.

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 standalone project (i.e., not as part of another project) and all cost for this replacement including but not limited to lead and 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 Project Engineer.

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.

ASBESTOS, LEAD & PCBS

The proper identification Asbestos, Lead and PCBs to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos and Lead Assessment of the facility will be made available to the A/E. Additionally, proper asbestos, lead, and PCB 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.

GENERAL DESCRIPTION OF SERVICES

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

• Conceptual/15% Submittal – 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

DRAWINGS

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

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 a principal of the firm who is a Massachusetts registered Architect or Professional Engineer. All drawings will be created using IFC compliant parametric Building Information Modeling (BIM) as the architectural/engineering software, currently AutoCAD Civil 3D 2014 and/or AutoCAD Revit Architectural Suite 2014 and/or AutoCAD Revit MEP Suite 2014 applying the VA BIM Standard BIM Manual v2.2 and the United States National CAD Standard v5 (US NCSv5). The VA has adopted the US NCS v5 replacing the VHA National CAD Standard Application Guide. The VA BIM Standard BIM Manual v2.2 is available on the Internet at the VA Office of Construction & Facilities Management (VA OCFM) web site: http://www.cfm.va.gov, the US NCS v5 is available through the National Institute of Building Sciences.

2. CAD Files:

CAD files shall be created/exported directly from the BIM software application.

One CAD (*.DWG) file shall be created per drawing (sheet) applying the US NCS v5 layering, sheet naming 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 Project Engineer 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. Format:

All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed as “E” 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 2014. Drawing file names shall contain the drawing number and drawing title information. Drawings shall utilize world coordinate system with standard cross hairs. Each drawing shall have a separate drawing file name consistent with the drawing title. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

4. Fire/Life Safety Review:

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.

SPECIFICATIONS

1. General:

The A/E shall utilize the latest edition of VA Master Specifications as found on the VA Office of Construction and Facilities Management web site:

http://www.cfm.va.gov. The A/E shall incorporate any revisions to the VA Master Specifications into the project specifications through the completion of the 60% Design Submission. The A/E may be requested to incorporate revisions to the VA Master Specifications into the project specifications at any time prior to the solicitation of the project for construction depending upon the scope and impact of the revisions. Bedford VA will provide the A/E with information specific to the campus and the project to aid in the preparation of the project specifications.

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.

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 Project Engineer 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. 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.

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. The use of trade names may be used to establish the standard of quality to be met.

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.). The register shall be incorporated with the specifications.

QUANTITY AND COST ESTIMATES

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 the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

2. Cost Estimate Submittal:

Cost estimates shall be submitted in two (2) hard copies and in electronic format.

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.

PHASING AND CONSTRUCTION SCHEDULES

1. Schedules:

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. Special attention will be required to develop a design that can be phased as to allow work to be performed while all services remain in operation and can reasonably maintain day to day operations.

2. Schedule Format:

The construction schedules shall be horizontal Gantt/bar charts that: a) identify the major construction activities required to perform the work; b) identify the duration of each of the major construction activities; c) identify the critical path network to achieve the work.

DESIGN ANALYSIS (DA)

The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, existing conditions, design objectives, design assumptions, product literature, and calculations applicable to the project’s design.

Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

QUALITY CONTROL

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

VA Design Alerts and VA Quality Alerts can be found on the internet at the VA Office of Construction & Facilities Management (VA OCFM) web site: http://www.cfm.va.gov.

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. Quality Certification:

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

SITE VISITS, MEETINGS/CONFERENCES AND DISCUSSIONS

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 further defined 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.

2. Design Review Conferences:

Design review conferences shall be conducted 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 Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3. Site Visit and Meeting Minutes:

The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer 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.

4. Responsibility after Design Completion:

The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

REFERENCES / DESIGN CRITERIA

All references shall be the current edition (including revisions) on the date of execution of the A/E design contract.

1. Incorporated References/Design Criteria:

The following documents form a part of this contract to the extent referenced and are hereby 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 the internet at the VA Office of Construction & Facilities Management (VA OCFM) web site: http://www.cfm.va.gov.

• Supplement “A” (attached)

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

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

• VA Asbestos Abatement Design Manual

• VA Design and Construction Procedures (PG-18-3)

• VA Master Specifications (PG-18-1)

• VA Specifications and Sole Source systems

• Door Hardware

• Fire Alarm

• Direct Digital Controls

• VHA National CAD Standard Application Guide

• VA BIM Standard BIM Manual

• VA Standard CAD Details (PG-18-4)

• VA Design Guides (PG 18-12)

• VA Design Manuals (PG 18-10) HVAC, Mechanical, Plumbing, Electrical, Structural, etc.

• Physical Security Design Manual for VA Facilities

• National Standard Plumbing Code (NAPHCC)

• National Electrical Code

• VA Barrier Free Design Guide (PG 18-13)

• NFPA

• Applicable VA Design Alerts

• Applicable VA Quality Alerts

• Applicable VA Equipment Guide Lists (PG 18-5)

• VA A/E Contract Procedures

• VA A/E Architectural Review Checklist

• VA A/E HVAC Review Checklist

• VA A/E Plumbing Review Checklist

• VA A/E Electrical Review Checklist

• VA A/E Coordination Drawing Checklist

• VA Manual for Preparation of Cost Estimates

• Applicable VA Energy Conservation & Sustainability Program requirements

• VA Preparation and Issuance of Construction Solicitation Contract Documents Manual

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

ENERGY REQUIREMENTS FOR NEW CONSTRUCTION, MAJOR AND MINOR

RENOVATION PROJECTS (ASHRAE STANDARD 90.1-2007 ENERGY

STANDARD FOR BUILDINGS):

1. Major and Minor Construction: Not Used.

2. Major and Minor Renovations and Major Equipment Replacements: Not Used

3. NRM and CSI Projects: Where a small portion of a building, and only architectural treatments, or simple equipment replacement is planned. The renovation will have little to no impact on the central HVAC System, or energy use within the renovated area. The A/E shall design all renovated areas to comply with ASHRAE Standard 90.1 -2007 as a minimum. Design to better than ASHRAE Standard 90.1 -2007, when obviously life cycle cost effective. Appendix G analysis is not required for NRM and CSI projects.

4. Renovations Impacting Energy Consumption: Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R- Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixture that is cost effective (20-year life) and meets the lighting W /SF required in Chapter 9, ASHRAE Standard

90.1 -2007.

5. Renewable Energy Resources: For any work, renewable (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness.

DESIGN BUDGET

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.

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 Project Engineer 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.

CONSTRUCTION BUDGET

The construction budget is $4,000,000 million plus contingency. The estimate shall include a contingency of 7.5%.

A/E to engage a qualified cost estimating company with relative experience to provide detailed cost estimates at milestones as noted. The cost estimate shall consider the government timeframe for procurement and construction and its impact on escalation costs. Representative of estimating company shall join A/E at meeting with VA to review the cost estimate and strategize on adjustments as required. The goal is to make adjustments that do not affect the scope of the work for the A/E or impact the relative scope of the work for the construction. The estimating company shall be prepared to make one revised estimate at each report (4) based on feedback from the A/E and VA.

Construction Budget shall include all escalation costs, impact costs, testing & inspections, related site costs, physical security requirements, IT cabling.

Design costs to include required environmental and other required site reviews

Other project costs such as acquisition costs are not a part of the budget and include items such as Clinical equipment, furniture, computers and electronic equipment.

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

DEDUCT ALTERNATES

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. The A/E shall incorporate deduct alternates totaling at least 20% of the construction estimate into the project. The deduct alternates shall be clearly identified in the specifications General Requirements section and on the drawings.

ADD ALTERNATES

Add Alternates shall not be used.

DESIGN PHASES

1. Conceptual Design should include (but not limited to) the Team kick off meeting, all research as required, programming and multiple meetings with the Integrated Project Team (IPT), site investigations (survey and civil) and conceptual level design. There should be multiple design meetings during conceptual design allowing the presentation of the options, feedback from the IPT and revisions to be provided.

A direction may be chosen during this phase or the two options may be developed conceptually for deliverable items as noted in Supplement B. The A/E shall provide a full schedule of meetings and deliverables at the kickoff meeting.

Involvement of all members of the Project Design Team, Owner, Users, A/E, and other consultants, is a critical part of the process at this stage – their individual insights made at this point can prevent costly changes further along in the process.

Environmental impact assessment (EIA) and consultation with regulators and affected parties at this stage of the process helps identify alternative scenarios and potential impacts on the environment to be resolved through design. Gradually a design emerges which embodies the interests and requirements of all participants while also meeting the overall area requirements which the project budget established during Pre-Design activities. VA to provide review and comment on the submission for incorporation into the next phase.

2. Schematic Design: Once the Conceptual Design activities are complete, the VA shall provide direction on the Conceptual design if not already provided. Schematic Design Phase commences. The A/E design team produces initial graphic information in order to review and flush out program requirements and aesthetic considerations with the IPT. Provide alternatives/options/scenarios for the project or portions of it based on the Conceptual design selected over a series of design meetings.

The resulting Schematic Designs produced at this stage shall show site location and organization, general building shape, space allocation, materials, plans, elevations, and building sections. In addition, options for the building infrastructure shall be provided by the A/E in the context of the campus, research performed, OOM costs and the future plans in the MP and as expressed by the IPT. The A/E will provide memos or narratives for the individual services and their options that outline and weigh out the pros and cons of the various systems. The options will be discussed, and a direction provided. Narratives on the selected infrastructure will be included in the final delivery package as noted in Supplement B. VA to provide review and comment on the submission for incorporation into the next phase.

3. Design Development enlarges the scale of consideration—greater detail is developed for all aspects of the building—the collaborative process continues with the architect in the role of facilitator for the various disciplines. Greater detail is achieved for all aspects of the building. The technical aspects of the building and immediate grounds will be explored. Spatial requirements will be understood and integrated with the infrastructure equipment and components identified. In addition, Interior design will be developed, and a series of presentations shall be provided to the IPT and Users. Finish boards shall provide three options for materials with the materials interchangeable between options. The interior designer shall work closely with the VISN Interior Designer to understand approved materials, color palettes and review fixtures and furniture requirements. It is understood that selections will be made during this phase and the A/E will manage the process of selections in collaboration with the VISN ID and track decisions to be made for the timely completion of the contract documents.

The conclusion of this phase is a detailed design on which all players agree and may be asked to sign off. By the end of this phase, compliance with the National Environmental Policy Act and, where relevant, the National Historic Preservation Act should be complete, resulting in the incorporation of measures to minimize unnecessary negative impacts on significant aspects of the built and natural environments. At this stage it is expected that the final construction budget shall be confirmed with the approved project funding, as well as the 20% deduct alternates.

Peer review shall take place at the Design Development submission. A/E shall be prepared to address items noted in the review for all disciplines as a part of the work. “Redlines” from the Peer review shall be incorporated into the work for the subsequent submission with a memo to address items that are not incorporated with a description of how the items are addressed or to answer the relevant questions.

VA to provide review and comment on the submission as well for incorporation into the next phase.

4. Contract Documentation: The Development of Contract Documents involves translating the Design Development information into formats suitable for pricing, permitting, and construction. Contract document quality can be achieved by scrutiny, accountability to the initial program needs by the design team and the client, along with careful coordination among the technical consultants on the design team.

Decisions continue to be made with the appropriate contributions of all team members (A/E and IPT). The A/E shall manage the process to prevent scope creep to the extent possible. A/E shall notify the Project Engineer of any potential impact of decisions to the scope of the work or/and the cost estimate for the construction. The final cost estimate by an estimator shall be made at this point, prior to or simultaneous with bidding, in order to assure compliance with the budget and to check the bids.

Peer review shall take place at the 90% Construction Document submission. A/E shall be prepared to address items noted in the review for all disciplines as a part of the work. “Redlines” from the Peer review shall be incorporated into the work for the subsequent submission with a memo to address items that are not incorporated with a description of how the items are addressed or to answer the relevant questions.VA to provide review and comment on the submission for incorporation into the next phase.

SUBMITTALS AND PERFORMANCE SCHEDULE

SUBMISSION DELIVERY

Deliver Submission Documents to the assigned ENRM Bedford VA Project Engineer.

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 14 days after submission.

SUBMISSION MATERIALS AND SCHEDULES

Refer to Supplement B. Reproduction, mailing and delivery time is inclusive to the stated durations.

GOVERNMENT REVIEW, COMMENT RESOLUTION AND MEETING MINUTES

The VA will review all submittals identified under this contract for functional and aesthetic relationship. The VA review may consist of written and/or oral comments at the discretion of the VA. 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 is responsible for all design work. 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 receipt of the VA's comments; and these responses shall explain the action the A/E will take for each comment. The A/E will be responsible for taking minutes at meetings and submitting them to the project engineer 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.

Time for reproduction and mailing is inclusive to the stated durations.

CONCURRENT A/E DESIGN AND GOVERNMENT REVIEW

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.

CONSTRUCTION EXECUTION

• Construction Documents to Bidders Date: To Be Determined (TBD)

• Bid Opening Date: TBD

• Award of Construction Contract: TBD

• Anticipated Construction Duration: TBD

• Construction Completion Date: TBD

AUTHORIZED CHANGES

The A/E shall only accept instructions and/or directions from the assigned Project Engineer. Changes in the project scope of work must be authorized in writing by the VA Contracting Officer.

SUSTAINABILITY

SUSTAINABILITY GUIDELINES:

1. The A/E is to design to the VA Sustainable Design Manual, dated August 2017 with criteria for Non-recurring maintenance (NRM) projects. All designers of new projects shall document in writing, and deliver to VA Project Manager, actions taken or considered versus each element and sub-element of the Guiding Principles.

2. Ensure that the design complies with the applicable sections of the VA Sustainable Design Manual, available at http://www.cfm.va.gov/til/sustain.asp.

3. The Federal Government has issued four Federal Mandates (one law and three Executive Branch policies) for Executive Branch agencies that outline sustainable and energy goals. In addition, on March 30, 2007 VA signed a Green Buildings Action Plan that provides guidance for compliance.

4. The VA Sustainable Design Manual (located on the VA TIL site) is the agency’s guidance to define a methodology to achieve these Federal Mandates. The Manual provides guidance in incorporating sustainable design on every phase of a project, from proposals, goal setting, and preliminary planning through design and construction for projects of all sizes. Recognizing that each space acquisition project is unique and will require different strategies, all projects are, nevertheless, required to meet the Federal Mandates as appropriate given the project scope and budget.

5. The A/E is to take the lead with regards to NEPA compliance. This project shall comply with the VA’s NEPA implementing regulation, 38 CFR Part 26, the VA document “NEPA Interim Guidance for Projects”, and the Council on Environmental Quality’s “A Handbook for Integrating NEPA and Section 106”.

The NEPA process shall commence immediately at the start of the project, and shall be an integral part of the project, throughout to project completion.

a. The A/E shall determine whether this project has a significant environmental effect, and related social and economic effects (e.g.

CATEX, EA/FONSI, EIS/ROD), and execute the required NEPA assessment.

6. Provide a report on all applicable requirements and statement on intended compliance actions. Provide a written summary of the energy savings measures proposed evaluated and the extent of the evaluation signed and stamped by a registered professional engineer.

7. A/E review of the following document will be part of this scope as well as incorporation of any applicable standards: COUNCIL ON ENVIRONMENTAL

QUALITY EXECUTIVE OFFICE OF THE PRESIDENT AND ADVISORY

COUNCIL ON HISTORIC PRESERVATION NEPA and NHPA – A Handbook for Integrating NEPA and Section 106 (March 2013). Provide a report on all applicable requirements and statement on intended compliance actions.

ENERGY EFFICIENCY:

1. Establish a whole building performance target that considers the intended use, occupancy, operations, plug loads, other energy demands, and design to earn the Energy Star® targets for new construction and major renovation where applicable. Provide a written report for these performance targets during Design Development.

2. Measurement and Verification: In accordance with DOE guidelines issued under section 103 of the Energy Policy Act of 2005 (EP Act), install building level utility meters in new major construction and renovation projects to track and continuously optimize performance.

OPTIMIZE ENERGY PERFORMANCE

1. Energy Efficiency: Establish a whole building performance target that considers the intended use, occupancy, operations, plug loads, and other energy demands. Design the infrastructure and building envelope to earn the

Energy Star® target score of 90 or higher for existing buildings. Provide a report on an analysis of what would need to take place to achieve this score.

Compare if there is a conflict with the Energy Star requirements and those for LEED certification.

PROTECT AND CONSERVE WATER

1. Indoor Water: Employ strategies that meet the Energy Policy Act of 1992 fixture performance requirements. Determine incentives from the federal government that may be applicable to this project and produce report for the findings in design development for selection by the VA.

2. Outdoor Water: Use water efficient landscape and irrigation strategies, including water reuse and recycling, to reduce outdoor potable water consumption by a minimum of 50 percent over that consumed by conventional means (plant species and plant densities). Employ design and construction strategies that reduce storm water runoff and polluted site water runoff. Strategies may include storm water retention, storm water collection and drywells (tanks), etc.

EXECUTIVE ORDER 13693

Reduction of greenhouse gases

1. This Executive Order requires agencies to measure, manage, and reduce greenhouse gas emissions toward agency-defined targets. It describes a process by which agency goals will be set and reported, additionally the Executive Order requires all Federal agencies to meet a number of energies, water, and waste reduction targets.

2. Ensure that the design complies with the applicable sections of the EO13693 https://www.gpo.gov/fdsys/pkg/FR-2015-03-25/pdf/2015-07016.pdf

3. It is the intent and responsibility that all A/E’s designing projects for the VA (whether they be minor or major in scope) meet the goals of this Executive Order to reduce costs, reduce air and water pollution, and utilize clean energy. Implementation of the Executive Order will focus on integrating achievement of sustainability goals with agency mission and strategic planning to optimize performance and minimize implementation costs.

Provide a report to explain the goals outlined in the executive order and how the project will work to meet these goals. The report should be provided during Design Development.

OTHER A/E CONTRACTUAL OBLIGATIONS

A. The A/E shall provide complete investigative and design services needed to provide a fully coordinated, functionally integrated, and operational design and subsequent built project. The A/E shall include all required site visits as part of this SOW to accomplish the design. Additional funds will not be given to the A/E for any oversights in the judgement of the number of hours needed to complete a task.

B. A/E to develop a timeline of performance for the construction of the job to be used for the solicitation as well as the final cost estimate to be sent to the CO.

C. The A/E shall work with the VA to incorporate 20% in deduct alternates to allow for any cost adjustments if necessary, during the Construction award process.

D. 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.

E. Design shall comply with the latest editions of all applicable DVA guidelines (Construction Standards, Design Guides, Master Specifications Standard Details, and Special Design Criteria), NFPA, JC, Federal and State codes pertinent to the project scope.

F. 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.

G. 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.

H. Preliminary meetings and site survey investigations to define the necessary elements of the project scope of work. This includes presentation of preliminary layout plans with proposed alternatives to the User Group and preparation of a detailed project plan based on User Group meetings and site survey.

I. Design Review Meetings:

1. 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 Bedford, MA. Refer to milestone task description for the minimal number of site visits required to execute the design (Supplement B).

2. The A/E shall provide minutes of each design review meeting to the Contracting Officer and COR for review within 2 business days of the review meeting.

TYPE C SERVICES-CONSTRUCTION PERIOD ADMINISTRATION (CPA)

SERVICES

A. After the award of the project to the general contractor the architect and other members of the team must remain fully involved.

B. Decisions previously made may require clarification; suppliers' information must be reviewed for compliance with the Contract Documents; and substitutions must be evaluated.

C. If changes affect the operation of the design and building, it is especially important that the IPT be involved. User requirements may change, necessitating changes in the building—these changes require broad consultation among the consultants and sub-consultants, pricing, and incorporation into the contract documents and the building. At no additional cost, A/E to provide full assessment of the impact to the schedule and design fees and construction costs for the VA to evaluate and decide on moving forward with the potential change.

D. The architect acts as the lead designer coordinates communication and work of the consultants during construction and reviews progress of the work for general compliance with the documents.

E. The architect participates in the construction phase of the project, assessing compliance with the contract documents by managing appropriate intervals of on-site reviews, acceptance of required contractor submissions and mockups and evaluations by the sub-consultants. The architect assists in the evaluation of requests for payment by the builder and other professionals.

F. 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. Specifications should call for Contractor to provide a schedule of all submittals, cut sheets, etc. Submittals to be sent electronically, redlined and stamped for VA review. The A/E responsibility includes coordination and review of submittals for engineers. Review shall provide recommendation for VA action.

G. Review of compatibility analyses of different materials and recommendations provided by the Contractor, associated with acceptance or rejection of alternate materials and products.

H. Responses to Request for Information (RFI) within 2 business days.

I. Provide sketches for clarification to the documents as requested by the Contractor no longer than 5 business days.

J. Review and recommendation on Change order requests by the Contractor.

K. Manage and track design decisions needed by the Owner with a matrix to be reviewed at each meeting

L. Preparation of cost estimates for Request for Proposal (RFP).

M. Cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations;

N. At minimum of 18 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.

Refer to Attachment for the Type C milestone inspection requirements during the construction of the project. Provide add/alt or deduct for cost of inspections anticipated. Milestone requirement provided is an initial guide and should be supplemented as needed.

O. A site inspection report shall be furnished to the Contracting Officer and Project Engineer within three workdays following all site visits during the construction period. The A/E shall meet with the site superintendent and Project Engineer when entering the site and before leaving to review progress of the work, issues on site affecting the design intent or technical aspects of the work and exceptions that may be noted. Report shall indicate these items discussed.

P. The site inspection report shall include the purpose of the inspection, the status of the work with photos, items reviewed, deficiencies observed, recommendations and additional actions required.

Q. The A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

R. At the time that the General Contractor notifies the VA that they believe…