589A7-26-600 Supplement B.pdf

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER 589A7-26-600

Prepare Site for PET - CT

SUPPLEMENT B (For Schematics, Design Development, Construction Documents, Construction Cost Estimate and Construction Period Services)

DESIGN TIMEFRAME: A/E shall deliver final construction documents No Later Than (NLT) 209 days after the Award/Notice to Proceed Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION: $750,000.00

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The mission of the Veterans Affairs Wichita Care System is to provide the highest quality health care to our nation’s veterans. To accomplish this mission, Robert J. Dole VAMC’s Facility Engineering Service (FES) intends to partner with an A/E Firm on a project to design the Prepare Site for PET - CT at the Robert J. Dole VAMC, Wichita, KS 67218. The renovation will renovate approximately 700 SF of space in building 1C to prepare the site for the replacement of the PET-CT equipment.

The A/E Firm must provide Basic Professional Services as delineated in the Scope of Work. As part of the Basic Professional Services, FES expects the following primary A/E disciplines to be included: Supervisor, Architectural, Mechanical, Electrical, Plumbing (Including Fire Protection), and Structural. Additionally, the A/E Firm must provide a 3rd party fire & life safety review throughout the design as detailed further in this document.

II. SCOPE OF CONSTRUCTION PROJECT:

1. Existing Conditions: A/E shall design the renovation of existing space in building 1C. This design will renovate approximately 700 SF of space to prepare the site for the replacement of the PET- CT equipment. The design will include the associated control room and equipment rooms as necessary. The design will include the removal of existing PET-CT and will prepare the site for the installation of new PET-CT.

III. SCOPE OF WORK FOR A/E:

1. Design Development:

a. The A/E shall make investigations necessary to thoroughly evaluate the area. This may include, but not limited to, hazardous materials identification in the direct area of work and areas impacted by the project. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

b. Upon completion of initial field survey and assessment, provide a comprehensive report of existing conditions and findings to Robert J. Dole VAMC’s Facility Engineering Service.

Report will include initial cost estimate for all work included in the project. Hazardous material surveys and design shall be in compliance with National Emissions Standard for Hazardous Air Pollutants (NESHAP) requirements for renovation and demolition projects.

This report will be considered the Design Narrative as referenced in “B5 DESIGN REVIEW AND COMPLETION SCHEDULE” below.

c. This project is focused on renovating an existing area of the medical center to prepare the site for a new PET/CT to be installed. The A/E is required to be able to work with all major PET/CT companies and will be expected to coordinate and collaborate with the OEM for this specific project (design constraints, coordination meetings, etc.).

2. Construction Document:

a. After the VAMC approves the A/E's design development, the A/E shall prepare construction documents necessary to accomplish the approved design development.

b. As part of the 100% design submission, the A/E shall provide a written synopsis describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This synopsis is intended to be a general description of the project not to exceed two written pages in length.

c. The final design documents from a resultant task order will be subject to review and approval (by signature) of all members of an Integrated Project Team (IPT) consisting of medical center personnel. These individuals will be identified by the COR at the first design review meeting.

3. Construction Period Service: The A/E shall perform construction period services as detailed later in this scope of work.

4. Functional Product:

a. It is important to emphasize that the A/E shall perform design development and detailed design work, and prepare detailed construction documents, keeping in mind that the end result is a completely functional and fully operational system to include Abatement Design.

b. All spaces within the scope of work must be designed according to applicable codes and standards.

c. The A/E shall submit a design narrative (15%) and design plans (35%, 65%, 95%, 100% Contract Docs for Bidding, and Release for Construction Set) specifications, submittals schedule, estimates and other documentation in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B. The construction work will be performed under a separate Firm-Fixed-Price contract awarded by the VA. As a result, the Construction Documents must conform to the estimated Total Construction Cost Price, not including any contingencies, and convey the entire construction work completely and clearly, such that any bidder can produce an accurate bid without surveying the work site.

d. The A/E will also participate in the Pre-Construction Risk Assessment (PCRA) to determine the requirements for Infection Control, Interim Life Safety Measures, occupational safety and health, patient safety, public safety, security controls for physical and logistical access, and environmental controls and limitations on vibrations, noise, and disruptions to operations and utilities. The results of these assessments will be included in documentation submitted by the A/E pursuant to, and inclusive of, the Construction Documents.

e. Prior to submittal of a response to this proposal the A/E shall meet with the Contracting

Officer’s Representative (COR) at the proposed project site to review the scope of services and the project goals. The COR will provide A/E with a copy of the portions of the latest Facilities Condition Assessment (FCA) applicable to this project.

f. Overall site plans will be provided as a Reference Drawing with Room Numbers showing the areas within the project boundary.

g. The C&A requirements do not apply, and that a Security Accreditation Package is not required.

5. Sustainability Requirements:

a. Design shall comply with the most current version of the VA Sustainable Design Manual at time of award found on the VA technical Information Library https://www.cfm.va.gov/til/sustain.asp

b. The following deviations are allowed: none.

c. GUIDING PRINCIPLES CHECKLIST: AE shall complete and submit the appropriate Federal Energy Management Guiding Principles Checklist https://energy.gov/eere/femp/downloads/guiding-principles-checklists-new-construction-and-modernization-and-existing

IV. A/E FEE DETERMINATION:

The A/E is to present their fee proposal for evaluation and negotiation in the following format:

1. Submit completed Price Proposal on NCO 15 Form 10-6298. The spreadsheet is to have the work broken out in hours by position, by discipline and by design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline.

Include a summary of the foregoing with the number of hours required for each drawing type and each major task. The spreadsheet will be used to facilitate review and comprehension of work effort and document fee. Include Part IV in cover letter and Part V (signed) as a separate attachment. Submit the electronic file of the spreadsheet upon request.

2. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B. The letter of understanding shall include an analysis of the fee included and excluded from 6% fee limitation as compared to the estimated Construction Budget.

3. Reproduction and delivery costs of Design Review Material and other direct costs, such as travel costs, are included in the costs for each design phase and are not reimbursable. The costs of Bidding reproduction, delivery and other direct costs in accordance with the “Milestone Submittal Requirements” are included in the CD Phase. Unused site visits will be deducted at the end of the contract.

https://www.cfm.va.gov/til/sustain.asp https://energy.gov/eere/femp/downloads/guiding-principles-checklists-new-construction-and-modernization-and-existing https://energy.gov/eere/femp/downloads/guiding-principles-checklists-new-construction-and-modernization-and-existing

4. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction period. Monthly QA/QC reports are required, including actions taken to maintain project quality, schedule and budget, and will be submitted with project invoices using the NCO 15 invoice format.

5. Correction of A/E’s Errors and Omissions, including required site visits to ascertain remedial action, is included in scope of services at no additional cost to the VA.

V. REPORTS, DRAWINGS, SPECIFICATIONS AND SCHEDULES:

1. Kick-Off Meeting:

a. An initial kickoff meeting will be held with the Contracting Officer and local staff. This meeting will be intended to provide an onsite familiarization with the project. The VA will provide workload data and as-built drawings as available.

b. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). The VA will provide comments and guidance following each design review session. All meetings shall be held at the Robert J.

Dole VAMC in Wichita, KS or via Microsoft Teams. A/E Design Team is responsible for maintaining meeting minutes for all meetings and distributing minutes to the project COR for review, approval, and recordkeeping.

2. Schematic Design:

a. The A/E firm shall conduct an onsite review of the existing locations of the various functions that will be relocated to and/or remodeled within the space to help understand the needs of the departments. They shall meet with the representatives of these departments to review and compare the VA design guides to the specific departmental needs. This will serve as an opportunity for the A/E to gain a further understanding of the direction the facility wants the project to go.

b. After meeting with the departments, the A/E shall prepare a minimum of three separate schematic layouts of the space for review. The A/E shall provide pros and cons for each option. The A/E shall present these options to the COR who will in turn present them to the departmental leads and senior leadership. The VA will select the preferred option for the design. Space layouts shall meet current VA Space Planning Criteria’s (7610 Building Design Guide) and follow the Uniform Federal Accessibility Standards (UFAS), and VA Barrier Free Design Guide (PG-18-13).

c. At the Schematic Design Review Meeting, the A/E should be prepared to discuss the scope of the project, provide examples of current VA standard room layouts, site drawings identifying the project area showing a basic schematic layout of the various functions, a timeline for design and a brief construction summary. The A/E shall record the minutes of the meeting to document the thoughts and concerns of the facility and distribute them to the project COR for review, approval, and recordkeeping.

3. Design Development:

a. The A/E firm shall make investigations necessary to thoroughly evaluate the conditions of the existing space. The providing of as-built drawings is for reference only to the design process and does not relieve the AE of responsibility for thorough field investigations to ensure design accuracy. There will not be systems redesign for this process. The design shall include any energy efficiency improvements available for the application. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, PG-18-15, Volume C.

b. Mechanical, plumbing, electrical, and fire and safety systems must meet current codes and standards, including VA Standards. All new space and utilities will be designed to meet the Interagency Security Committee’s and other relevant physical security guidelines. The completed project shall be capable of achieving LEEDS certification.

4. Construction Documents:

a. The A/E firm shall complete such further investigations to develop the accepted design development documents into working drawings and specifications for issuance through the competitive bid process.

b. The A/E firm shall provide a complete construction plan detailing all phases and sequencing of construction to minimize the impact on the facility.

c. In most instances, the VA Master Construction Specifications will be edited and incorporated in the project specifications. However, in those instances where corresponding VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. It is required that the A/E design in accordance with VA guidelines as these guidelines supersede any other industry guidelines. It is important to note that all specification sections are to be thoroughly edited to maintain uniformity of formatting and structure. All spec writer notes must be removed.

d. Working drawings and specifications shall provide for construction within the National Fire Protection Association Code, VA Standards, and other applicable national codes.

e. The A/E firm shall provide a clause in the specifications indicating method by which a contractor will provide information to the firm to allow the firm to provide as-built drawings upon completion of construction.

5. As-Built Drawings:

a. The A/E firm shall submit one (1) complete set of drawings provided via file share software using AutoCAD and also .pdf format. Models should be provided in Revit. The A/E shall follow the VA Standard CAD format for layering in accordance with the “B3 DESIGN CRITERIA” section of this Supplement B. The CAD files will be viewed and/or edited by the VA utilizing AutoCAD 2025, any submitted CAD files must be fully compatible with this version of AutoCAD.

b. The A/E firm shall submit said As-Built (aka Record Drawings) drawings within 30 days of receipt of red lined drawings.

6. Reproduction of Drawings and Specifications:

a. Specifications shall be prepared in MS Word. Drawings shall be prepared and submitted to the VA in Revit and AutoCAD formatted files in accordance with the “B4 DESIGN

DELIVERABLES” section of this Supplement B.

b. The A/E is required to prepare architectural drawings in a format that is compatible with

AutoCAD 2025. One digital file transfer containing all reports, specifications, documents and drawings will be required for each milestone submission. The final Construction Document submission shall include copies of the original digital files (in *.dwg and *.rvt) in addition to the .pdf format files. All necessary reports, cost estimates and other documents shall be prepared in accordance with all applicable portions of the A/E Submission Instructions, Program Guide PG-18-15, Volume C. The VA reserves the right to require immediate delivery of the A/E’s digital files to the VA at any time.

c. Specifications should be provided in electronic form.

d. At the 95% and 100% construction document review periods, the specifications should have all revisions incorporated providing a “clean” set of specifications for review and approval.

VI. PROMOTION OF FULL AND OPEN COMPETITION:

1. A/E agrees to prepare specifications that are not competitively restrictive or proprietary.

Specifications will be based on performance criteria when possible and will not use a product by a specific manufacturer, except as a basis of design.

2. If an occasion arises that use of a product by a specific manufacturer is necessary, the A/E will provide a justification including:

a. Why the manufacturer/product must be used or why a performance specification cannot be written (proprietary design, etc.).

b. The evaluation criteria of alternate manufacturer’s product that must be met to be considered equal. These evaluation criteria will be used to accept the alternate manufacturer’s product as equal to the specified product. These evaluation criteria shall be comprehensive to ensure an equal product is supplied meeting contract requirements.

c. In the event it is necessary to pre-qualify major components, the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List.

d. In addition to requirements of these special provisions, a certification will be provided stating the specification solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply the specified major components or systems of the project.

VII. MISCELLANEOUS:

1. The existing drawings for building 1 included within the limits of this project will be provided to the A/E consultant For Reference Only. As-Built and Record Drawings have been found to not show the actual location, quantity, etc., of all building features and should only be used as a general guide. The A/E shall verify the existing drawings to the extent necessary for completion of construction. Files in *.dwg or *.rvt format will be provided to the A/E if those files are available for distribution.

2. The VA COR will assist the A/E when site inspection procedures impact the functioning of any of the building utility systems, services or health care operations. Spaces with controlled access will require a member of the VA staff to continuously escort the A/E Consultant whilst accessing the space. As a result, the A/E must coordinate with VA Engineering to identify where the A/E is intending to perform site visit surveys at least fourteen (14) days in advance of any site visit.

3. Some utility systems, services or health care operations are critical, and if a disruption is required, it must be executed outside of normal working hours. Normal working hours are Monday through Friday, 7:30 a.m. to 4:00 p.m. This schedule must be coordinated with the VA COR twenty-one (21) days in advance.

4. The A/E is responsible for recording the minutes of all meetings with the VA. The format of the meeting minutes shall be subject to prior approval from the VA COR. The draft meeting minutes shall be distributed for review and comment within one working day following the meeting to the COR, who will in turn distribute the same to each invited VA-attendee as required. Meeting minutes are loaded to Submittal Exchange or equal web system. The VA shall have two working days upon receipt of the meeting draft documents to make any additional comments or corrections. The final meeting minutes shall be issued within three working days after the meeting to the VA CO and the COR.

5. Coordination of each submittal will be fully documented by the A/E. Using industry standard methods, the A/E will collect, document and resolve all comments and consolidate them into a usable format. The resolution of each comment requires the COR and commenter’s concurrence. For each design submittal, the A/E will conduct a comment review meeting where each comment received will be either:

a. Concurred as Written

b. Non-Concurred; Request Discussion

c. Requires Clarification

6. At the conclusion of the comment review meeting, the A/E will provide meeting minutes showing the status of each comment made. The resolution will be incorporated into the project documents (drawings, specifications, etc.) prior to the next submittal. Any comment resolutions not included in the project documents will be provided to the CO and COR with explanation as to why each was not included.

VIII. DESIGN FUNDING LIMITATION:

1. In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated

Total Construction Contract Price for this Project proceeding into CDs is not to exceed

Construction budget listed above not including any Project Contingencies, VA Furnished/

Installed Medical Equipment, VA Furnished/Installed FFE or Professional Service Fees. The A/E is responsible for designing the Project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this Project. If, at any time, the

A/E determines that the design’s construction cost (excluding contingencies) will exceed the

Total Construction Contract Price (TCCP) the A/E shall immediately inform the Contracting

Officer in writing. Such written notification shall include the reasons why the A/E believes the

TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP.

IX. PROBABLE CONSTRUCTION COST ESTIMATE:

1. The estimates shall be prepared using VA Form 10-6238, Estimate Worksheet and provide sufficient detail to identify the cost of project systems and components as appropriate for the stage of development of the design in the SD, DD and CD Phases. Update construction cost data with each submittal review milestone. Costs presented shall be broken down sufficiently to allow for direct comparison cost with the contractor’s proposed cost.

2. VA Form 10-6238, Estimate Worksheet: This form serves two purposes:

a. To show the division of cost between labor and material for each cost item; and

b. To extend the level of detail of an estimate beyond square foot cost summaries.

The estimated costs shall include all labor, materials, mobilization, overhead, insurance, and applicable contractor markup. A/E may utilize their estimate worksheets if approved in advance by the VA.

3. Electronic copy of estimate shall be provided with each submittal. Estimate detail shall include a breakdown by Project specification division number for labor and material broken out by quantity and unit cost for each type of material or equipment, including equipment rentals.

General Division shall include costs associated with project duration. Include summary of estimate by division number with each submittal.

4. Providing the estimates as "lump sum" or "allowance" figures in the Construction Documents will not be acceptable. For the Schematic estimate, a 15% total contingency allowance is allowable. For the Design Development estimate, a 10% total contingency allowance is allowable. Contingency allowances are not permitted in the final Construction Documents Estimate. Construction cost estimating shall correspond with the work shown in the drawings and be commensurate with the degree of detail shown in the drawings. Construction cost estimating shall also include all elements within the contractor’s bid; such as reasonable overhead and profit and fees across all tiers, insurance, taxes, bonds, hazardous abatement and any other such items. Costs will include itemization of the following:

a. Number of labor hours by trade (or crew1)

b. Labor dollars by trade (or crew1)

c. Material quantity

d. Material dollars

e. Equipment Rental and associated cost

f. Any other Direct cost not associated with work to be performed by a specific trade

1 When using a crew, instead of a trade, then use a crew code and include a schedule, or legend, of only the crew codes applied, showing each type of trade, each hourly rate, and each trade person quantity.

5. Some costs for General Conditions or General Requirements may also be required in the project estimate whenever these costs can be shown to be direct costs as opposed to indirect (overhead) costs. For example, if it is common practice for the Contractor to use a rented negative air HEPA machine and consumable plastic sheeting to comply with the Infection Control Risk Assessment (ICRA) requirements, then the associated costs would be direct material and labor costs. In addition, if the Construction Documents require the Contractor to perform fulltime on-site superintendence solely dedicated to the construction project, then these would be direct labor costs. Furthermore, whenever the Contractor is to provide on-site factory-authorized training to the VA staff, then the travel, lodging, meals and incidental costs would be direct costs. If the Construction Documents require the Contractor to perform housekeeping services, then the associated costs would be direct costs. If the Construction Documents call the Contractor to execute specific safety and OSHA activities, then the costs associated with these activities would be direct labor and material costs; however, OSHA activities performed by the Contractor by its staff at its home office and not specified in the Construction Documents, then such associated costs would be indirect costs and would not be included with the project estimate.

6. All work shall follow applicable laws, regulations and procedures published or issued by federal, state, and local regulatory agencies for the abatement and control of hazardous materials.

B3 GOVERNMENT FURNISHED DESIGN CRITERIA):

I. The A/E shall design in accordance with the requirements of the following VA publications, which can be found in the VA Tech Info Library (TIL) at http://www.cfm.va.gov/TIL/ :

-VA Program Guide, PG-18-15, Volume CA/E Submission Instructions for Minor and NRM

Construction Program: Schematics, Design Development, Construction Documents

- VA Master Construction Specifications, Program Guide, PG-18-1;

https://www.cfm.va.gov/til/ae/aesubmin.pdf http://www.cfm.va.gov/TIL/spec.asp

-VA Design and Construction Procedures, PG-18-3; http://www.cfm.va.gov/TIL/cPro.asp

-VA Standard Details, PG-18-4, Volumes 1, 3, 4, 5, 6 & 7; http://www.cfm.va.gov/TIL/sDetail.asp

-VA Equipment Guide List, PG-18-5; http://www.cfm.va.gov/TIL/equip.asp

-VA Design Manuals for the applicable disciplines, PG-18-10; http://www.cfm.va.gov/til/dManual.asp

-VA Design Guides for graphics, PG-18-12; http://www.cfm.va.gov/til/dGuide.asp

-VA Barrier Free Design Guide, PG-18-13; http://www.cfm.va.gov/TIL/accessibility.asp

-VA Environmental Compliance Manual, PG-18-17; http://www.cfm.va.gov/til/spclRqmts.asp#EC http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/spec.asp https://www.cfm.va.gov/til/ae/aesubmin.pdf http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/TIL/accessibility.asp http://www.cfm.va.gov/TIL/accessibility.asp http://www.cfm.va.gov/til/spclRqmts.asp#EC http://www.cfm.va.gov/til/spclRqmts.asp#EC

-VA Design Alerts and Quality Alerts; http://www.cfm.va.gov/til/alert.asp

-VA CAD Standards; http://www.cfm.va.gov/til/projReq.asp#cad

-VA Design Review Checklists; http://www.cfm.va.gov/til/projReq.asp#reviewCheck

-VA AE Design Submission Requirements; http://www.cfm.va.gov/til/aeDesSubReq.asp

-Office of Construction & Facilities Management Design Manual, Architectural Design Manual, http://www.cfm.va.gov/til/dManual/dmARhosp.pdf

-VA Medical Center Memorandums (“MCM”) (Request From COR)

- OSHA 29 CFR 1926.1101 and appendices (https://www.osha.gov/laws-regs/regulations/standardnumber/1926/1926.1101)

- EPA 40 CFR 763 and appendices

(https://www.epa.gov/sites/default/files/documents/2003pt763_0.pdf)

II. Other design criteria may be required to meet specific requirements of the design work scope that are not listed above, or are not available on the VA Office of Facilities web site. The A/E is responsible for obtaining and complying with all such criteria.

B4 DESIGN DELIVERABLES:

I. DISTRIBUTION OF A/E MATERIALS TO THE VA:

The A/E shall provide the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not be transmitted through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Provide Submittal Exchange or equal web system. Service should be provided through construction period services and allow use by construction contractor.

1. Reproduction and delivery costs of Design Review Material in accordance with the “Milestone Submittal Requirements” are included in the costs for each design phase and are not reimbursable.

2. Bidding and Construction Material reproduction and delivery costs in accordance with the “Milestone Submittal Requirements” are included in the CD Phase and are not reimbursable.

3. The A/E shall provide a “Stand Alone Certification Memo” to the VA with the 65% Contract

Documents for Bidding. (see attached format).

4. The A/E shall provide a “Vista Space File” completed spreadsheet to the VA with the 65% Contract Documents.

5. The A/E shall provide a Submittal Register to the VA with the 65% Contract Documents for Bidding.

6. The A/E shall provide an equipment list (all equipment taken out and added to the project including EE numbers) to the VA with the 65% Contract Documents for Bidding.

http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/projReq.asp#reviewCheck http://www.cfm.va.gov/til/projReq.asp#reviewCheck http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/dManual/dmARhosp.pdf https://www.osha.gov/laws-regs/regulations/standardnumber/1926/1926.1101 https://www.osha.gov/laws-regs/regulations/standardnumber/1926/1926.1101 https://www.epa.gov/sites/default/files/documents/2003pt763_0.pdf

7. The A/E shall provide a 3rd party fire and life safety assessment of their 65% contract documents for review. The results of this 3rd party assessment along with A/E response to assessment items must be provided to the VA, and any necessary changes as a result of the assessment must be incorporated into the 95% contract documents submission.

8. The A/E shall provide a Period of Performance Letter at the end of the design period that estimates the construction Period of Performance.

9. Record Documents (“As-Built”) shall be submitted to the VA immediately prior to final acceptance of the project by the VA. Record Documents shall conform to the VA standard requirements including originals and record specifications incorporating all of the actual finished conditions, project revisions/amendments and products. Record Document Material reproduction and delivery costs in accordance with the “Milestone Submittal Requirements” are included in the CPS Phase and are not reimbursable.

II. MILESTONE SUBMITTAL REQUIREMENTS (Refer to following page):

Note 1: “. orig” indicates digital file in the document’s original file format i.e. “.doc”, “.rvt”, “.dwg”, “xls”, etc.

Note 2: Letter size reports may contain 11” x 17” drawing or exhibit pages tri-folded to letter size as required.

Note 3: Letter size (8.5” x 11”) submittal documents less than or equal to 25 pages may be stapled, all other letter size documents shall be bound with a Cover Sheet containing the Project information, date and Table of Contents.

MILESTONE SUBMITTAL REQUIREMENTS

Number of Required Submittal Documents

Submittal Description Digital File Letter Drawings

.orig .pdf Half Size Full Size Mylar Design Narrative Submittal:

Condition Assessment 1 Cost Estimate 1 1

35% Schematic Design Submittal:

Reports & Calculations 1 1 Outline Specifications 1 1

Drawings 1 1 2 Existing Condition Record Drawings 1 1 1

65% Contract Document Submittal

Reports 1 1 Draft Specifications 1 1

Stand Alone Certification Memo 1 1 1

95% Contract Document Submittal

Reports 1 1

Specifications 1 1

100% Contract Documents for Bidding

Final Cost Estimate 1 1 Reports & Calculations 1 1

Specifications 1 1

Release for Construction Set (Incorporate all Solicitation Amendments):

Final Cost Estimate 1 1

Reports & Calculations 1 1 Specifications 1 1

Existing Condition Record Drawings 1 1 1

Record Document Submittal:

Final Project Construction Cost 1 1

Operation & Maintenance Manuals 1 1 2 Record Specifications 1 1

Record Drawings 1 1 2

B5 DESIGN REVIEW AND COMPLETION SCHEDULE:

I. The A/E shall perform the work required by this contract within 209 calendar days reflective of schedule below. The A/E shall provide Professional Architects and Engineers as directed by the Contracting Officer who are familiar with the work to attend the Design Reviews on the following days:

Design Phase I and II Phase Duration (Days1)

Calendar Days from

NTP

Project Design “Kick-off” Meeting 0 0

Design Narrative 30 30

Design Narrative Discussion via Conference Call 14 44

35% Schematic Design Submittal 30 74

35% Schematic Design Review Meeting 21 95

65 % Construction Documents 30 125

65% Construction Documents Review Meeting 21 146

95% Construction Documents 15 161

95% Construction Documents Review Meeting 14 175

100% Contract Documents Issued for Bidding 14 189

100% Contract Document Submittal Review 10 199

Contract Documents Issued for Bidding: 10 209

Release for Construction Set of Contract Documents TBD3 Immediately following award of contract

Record Document Submittal: TBD3 Within 30 calendar days of receiving red lined drawings

Note 1: Number of Days is calendar days.

Note 2: Review Meetings occur on noted number of days after submittal of phase documents.

Note 3: “TBD” is To-be-Determined.

1. The Contracting Officer (CO) may schedule additional Design Reviews as necessary when it is determined by the CO that such reviews are required for satisfactory completion of A/E contract requirements. The A/E will be reimbursed for additional review meetings in accordance with the rate sheet, unless it is solely determined by the CO that such additional reviews were requested by the A/E, or were required due to the A/E’s failure to meet contract requirements.

2. The A/E is responsible for recording the minutes of all meetings. The format of the meeting minutes shall be subject to prior approval from the VA COR. The draft meeting minutes shall be distributed for review and comment within one working day following the meeting to the COR, who will in turn distribute the same to each invited VA-attendee as required. Notification by email to the COR that the draft documents are available on an A/E provided ftp site, or as an attachment, is the preferred method. The VA shall have two working days upon receipt of the meeting draft documents to make any additional comments or corrections. The final meeting minutes shall be issued within three working days after the meeting to the VA CO and the COR.

3. Milestone review minutes shall comply with the requirements for meeting minutes, except that two days shall be added to each response period. In addition, the submitted milestone review drawing mark-ups by the VA and any review meeting comments shall be described in a tabular form with the comment (listed by discipline), comment originator, partly responsible for responding to comment, and a column indicating whether comment was incorporated into design documents. If comment was not incorporated or only partially incorporated, provide an explanation for the action.

4. The interim and final documents (SD, DD and CD) from this Task Order will be subject to review and approval (by signature) of all members of an Integrated Project Team (“IPT”) consisting of Medical Center personnel. These individuals will be identified by the COR by the first design review meeting. The A/E shall prepare a title sheet for each submission and phase as appropriate to receive approval signatures from members of the IPT. The COR will provide A/E with a copy of the Memorandum identifying IPT members.

B6 SCHEMATIC REVIEW SUBMISSION (35% REVIEW):

I. SPECIFICATIONS:

1. Submit an index of all VA Master Construction Specification sections intended for use. Include a brief description of any A/E originated sections to be used.

2. A/E shall obtain the VA Master Construction Specifications and any other VA Technical Documents at http://www.va.gov/facmgt.

II. ARCHITECTURAL:

1. Submit as a minimum, a layout for each project. Include fixed equipment at a scale not less than

1/8” =1’ 0”. Submit ¼” – 1’ 0” scale floor plans of special rooms such as the endoscopy suite, recovery room, etc., to show layout and identification of equipment. Include elevation views and or renderings as necessary to allow end users to decide which concept they desire to be developed.

2. Show schematic sections, as needed, to define the building and/or equipment concepts. Include field verified locations of existing or remaining details.

3. Show roof and penthouse plans if required.

http://www.va.gov/facmgt

4. Show legends that as a minimum reflect all items denoted on drawing at this submission.

III. HEATING, VENTILATION, AND AIR CONDITIONING:

1. Submit, as a minimum, outline plan drawings showing HVAC replacement unit locations, sizes of connection lines to existing services, and any lines to be removed.

2. Provide a written description of the replacement HVAC unit considered for the project and how it will be connected to the existing system to justify final system selection.

IV. PLUMBING:

1. Submit, as a minimum, outline plan drawings showing main water line locations feeding the project boundary, compressor locations, sizes of main lines, including drains, points of connection to existing piping, all new piping and piping to be removed.

V. ELECTRICAL:

1. Submit, as a minimum, floor plan showing new and existing panel locations and sizes. Indicate point of connection to existing distribution centers.

VI. PHASING:

1. Submit, as a minimum, drawing number indicating a separate phasing drawing.

2. Provide a written description of each Phase.

VIII. COST ESTIMATES:

1. A/E shall submit a construction cost estimate simultaneously with the drawings for this project at each project submission.

2. This estimate shall show the cost of construction which would be expected to be reflected by the Construction Contractor’s bids, if the bids were submitted on the same date as the estimate.

The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, “lump sum” or “allowance” figures will not be acceptable.

B7 ATTENDANCE AT CONFERENCES:

I. Attendance at Construction Pre-Bid conference IS required with regard to this task order.

II. Attendance at Weekly Construction Coordination meeting IS required with regard to this task order.

B8 STRUCTURAL ECONOMIC ANALYSIS:

I. A structural economic analysis IS NOT required with regard to this task order.

B9 STRUCTURAL/SEISMIC ANALYSIS:

I. A structural/seismic analysis IS NOT required with regard to this task order.

B10 CONSTRUCTION PERIOD SERVICES:

I. A/E firm shall provide such construction period services to allow the VA to monitor the contract daily with adequate support from the A/E firm. The items of support shall include, but not be limited to:

1. Review of all technical submittals, shop drawings and other technical correspondence. All submittals and shop drawings shall be reviewed within two weeks of receipt.

2. The A/E will provide and maintain a Submittal Exchange or equal web system that will be accessible to the VA staff assigned to the project. This site shall be used throughout the duration of the project during both design and construction for meeting minutes and design reviews during the design phase and used by A/E, COR, Contracting Officer and construction contractor during construction phase to upload: submittal reviews, meeting minutes, construction daily logs, etc.

3. Provide advice and consultation on RFIs raised by the VA or the contractor on technical matters.

Provide additional design and sketches as necessary should issues arise with the constructability of the initial design. All RFI shall be reviewed within two weeks of receipt.

4. Provide cost estimates as necessary to assist in negotiating any changes to the contract.

5. A/E firm shall provide adequate representation at all pre-bid, pre-construction, & weekly construction meetings to answer questions from contractors and inform them of technical items which should be brought to their attention for a complete job.

II. VPIH oversight services estimates required with regards to this task order are to be determined by the A/E.

B11 SITE VISITS:

I. A/E firm shall provide representatives to make periodic site visits during the construction to provide additional support to the VA in managing the contract.

II. Site visits during the Construction Period Services (CPS) as outlined in the original contract ARE required with regard to this task order. Site visits shall be at a fixed cost per site visit.

1. Pre-Bid Visit: Provide one (1), scheduled through the Contracting Officer.

2. Kickoff Meeting (virtual only): No site visit required.

3. General Site Visits during construction: Provide three (3).

4. Final inspections, at completion of project and/or at completion of any phase where the VA must accept work done by the contractor. A final punch list shall be conducted by all design trades. The cumulative findings shall be combined into one final list and provided to the VA for issuance to the contractor: Provide four (4).

All site visits shall be scheduled in advance with the VA COR and CO. Total number of site visits anticipated is eight (8) which is the sum of items 1, 3, and 4 above. No site visit is required for the Kickoff Meeting.

III. Formal documentation will be required for all site visits. Final inspection reports will be prepared by the A/E firm and submitted to the VA for issuance to the contractor. Record of site visits will be in accordance with Special Provisions of the Contract. Correction of A/E’s Errors and Omissions, including required site visits to ascertain remedial action, are not part of CPS, and shall be handled under FAR clause 52.236-23.