598-22-116 Boiler Plant Replacement - JLM - SOW 08-19-22.pdf

STATEMENT OF WORK FOR PROJECT

DESIGN PACKAGE FOR

Transformational Boiler Plant

Replacement - JLM 598-22-116

Central Arkansas Veterans Healthcare System VISN 16, Group 598

North Little Rock, Arkansas

Prepared By CAVHS Planning and Design Office

August 19, 2022

TABLE OF CONTENTS 00 00 00 - 2

DIVISION TABLE OF CONTENTS

DIVISION TABLE OF CONTENTS

DIVISION 01 – GENERAL REQUIREMENTS

SECTION 01 00 00 - GENERAL REQUIREMENTS

SECTION 01 32 16.01 – ARCHITECTURAL AND ENGINEERING CPM SCHEDULES

SECTION 01 33 23 – DRAWINGS AND SPECIFICATIONS

SECTION 01 91 00 – GENERAL COMMISSIONING REQUIREMENTS

GENERAL REQUIREMENTS 01 00 00 - 3

DIVISION 01 – GENERAL REQUIREMENTS

SECTION 01 00 00 - GENERAL REQUIREMENTS

PART 1 - GENERAL

1.01 SAFETY REQUIREMENTS

A. Refer to applicable VA TIL (Technical Information Library) sections for safety and infection control requirements.

1.02 GENERAL

A. A Professional Architect/Engineer (A/E) Firm shall furnish all services, materials, supplies, travel, and supervision as required to fully investigate and prepare an engineering study and a fully engineered set of construction documents and specifications for the 598-22-116 Transformational Boiler Plant Replacement project at the John L. McClellan Memorial Veterans Hospital in Little Rock, Arkansas. The hospital is part of the Central Arkansas Veterans Healthcare System (CAVHS) and is located at 4300 West 7th Street, Little Rock, AR 72205.

B. The survey and design of architectural and engineering features of the work shall be accomplished by the appropriate licensed design professional(s) who are experienced in the design of the respective systems. The construction set of drawings shall be stamped and signed by the registered professional architect(s) and registered professional engineer(s) responsible for the design in their respective area(s) of expertise and, if applicable, a principal of the firm registered in architecture and/or engineering.

C. A Life Safety Review is required by a qualified individual such as a Fire Protection Engineer (FPE) who is knowledgeable of NFPA Fire Codes, exit calculations, sprinkler systems, fire alarm requirements, and Life Safety Code Requirements (LSC), etc. It is the A/Es responsibility to have a Fire Protection Engineer involved in all stages of design and review. A signed statement of this design and review process, along with stamped (by the FP engineer) plans, shall be submitted to the reviewer at with the 100% or Final submission. Refer to PG-18-15 for Fire Protection Engineer Qualifications.

D. All employees of A/E design firms shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access.

1.03 SCOPE OF WORK

A. Provide an Architectural/Engineering (A/E) design solution for the preparation of an engineering study, design drawings, construction drawings and specifications for solicitation for a boiler plant replacement project at the John L. McClellan Memorial Veterans Hospital in Little Rock, AR.

B. This project will be delivered in multiple phases throughout the process. The first phase will be the Engineering Study for the steam, steam condensate and boiler systems outside of the boiler plant but throughout the complete remainder of the hospital. The study shall identify the current configurations and deficiencies within the existing components, piping and systems and recommend changes. The

GENERAL REQUIREMENTS 01 00 00 - 4

engineering study shall include preliminary construction cost estimates for any deficiencies noted. Any proposed alternates included in the recommendations shall also include life cycle costs for comparison. Concurrent with the study, the second phase will address the complete design and phasing of construction for the boiler plant replacement, modification and/or upgrade. The Design Phase will include the changes required to replace, upgrade and/or repair the systems to meet current loads, specific VA/JC requirements, codes and/or standards including redundancy, energy recovery/conservation, and life safety to name a few. During the design phase, constructability, and phasing timelines will be established to keep JLM VAMC operating with minimal disruptions to service. The third phase or Construction Phase shall implement the design, keeping outages and disruptions of service to a minimum while correcting the aging and failing boiler plant.

1. The Study part of this project shall be a separate stand alone deliverable. Any deficiencies noted in the report shall be addressed in future projects – not a part of the design portion of this project.

2. The Study shall investigate the entire steam and steam condensate piping systems, components, loads and all appurtenances outside of the boiler plant.

Multiple projects throughout the facility’s 40+ year life have dramatically changed the steam system piping as well as the steam loads and requirements. The study shall determine all current loads and steam pressure requirements. This information shall also be utilized to correctly size the new boiler plant.

3. The Study shall also note any design and/or operational deficiencies and recommend changes to correct such. Correct pipe sizing, pipe layout, pressure reducing stations type and sizing, trap type and sizing, condensate return pumps type and sizing shall all be analyzed; however, this list is not all inclusive of the analysis required – every piece of the system shall be analyzed.

4. It is expected that a riser type diagram depicting the entire hospital’s steam and condensate piping and systems is produced as a part of the study. This diagram would include the current steam loads and associated steam and condensate pipe sizes. The diagram should include the general areas and floor levels of the hospital the piping and components are located.

5. The Boiler Plant Replacement portion of the project will update/upgrade/replace JLM’s three (3) 500HP firetube steam boilers and all associated equipment, appurtenances and piping systems in the boiler plant. The existing boilers and associated piping and equipment are original to the building and are 40+ years old.

6. Steam is used throughout the facility for a multitude of purposes including both HVAC and hospital specific related services. A separate engineering study is being conducted to analyze the current HVAC heating water system requirements. This is not a part of this contract. The information generated by the HVAC study will be provided to this contractor to use in their analysis of the steam requirements for that portion. Steam and condensate supply/return to the HVAC heating water convertors is included in this project but that is the extent of the interface between the two systems for this project.

7. All new boiler, associated equipment, piping and appurtenances type, sizing, quantity, redundancy, safety, etc. to be in accordance with the latest VA and Joint Commission standards and guidelines.

GENERAL REQUIREMENTS 01 00 00 - 5

8. The boiler plant runs on natural gas as the primary fuel source with fuel oil as the backup. This project shall include any modifications required to either system. Thorough analysis shall be conducted to determine the extent of modifications required. After the final capacity of the new boilers is determined an analysis of the natural gas service, piping, regulators and appurtenances, as well as, the fuel oil storage tanks, piping, pumps and appurtenances shall all be analyzed.

9. The potable water make-up system including the water softeners shall be analyzed and modified and/or replaced as required.

10. The existing boiler flues/breeching shall be analyzed and modified and/or replaced as required.

11. The existing mezzanine and associated catwalk structures shall be analyzed and modified and/or replaced as required.

12. The boiler plant ventilation system shall be analyzed and modified and/or replaced as required. This includes fans, louvers, controls – the entire system.

13. The boiler plant below slab drains and drainage piping shall be analyzed and modified and/or replaced as required.

14. The boiler plant main instrumentation panel shall be analyzed and modified and/or replaced as required.

15. Much of the existing control system utilized in the steam, condensate, make-up water and associated systems in the boiler plant are pneumatic. This project shall update/upgrade/replace these controls with a modern DDC system.

This new system shall seamlessly integrate into the existing DDC system.

Upgrades to the physical VA operator workstation and/or software upgrades required shall be included in the project. Also, modification of the graphics, control sequences and/or any programming required shall also be included. This is not a wholesale DDC controls conversion for the facility – just for the boiler plant only.

1.04 SPECIFICATIONS AND DRAWINGS FOR A/E FIRM

A. Drawings and specification documents may be obtained from the Engineering –

Planning & Design section. Note: Due to the age of the facility and systems, not all drawings are available and field work/investigations will be required. The following list are the documents that can be provided.

1. Original floorplan AutoCAD drawings or hard copies

2. Original construction MEP drawings as applicable in pdf or TIFF format

3. Other past project drawings as applicable in pdf or TIFF format

PART 2 - TECHNICAL DESCRIPTION OF PROJECT

2.01 DESCRIPTION OF WORK

A. The A/E will work with Central Arkansas Healthcare System (CAVHS) staff, Engineering Staff, and other staff as required to collect all information required to design the required corrective actions in accordance with the TIL, local, state and

GENERAL REQUIREMENTS 01 00 00 - 6

federal building codes and standards that correct problems with the original design, system efficiency, and improve overall facility operations.

B. See Part 1.03 above for description of project expectations. Expected delivery items include:

1. Engineering study report including any associated preliminary drawings and/or specifications. Report to be all inclusive of recommendations, associated costs and preliminary phasing expectations.

2. As part of the engineering study, a complete riser type diagram of current steam and condensate piping, including sizes, shall be developed. Drawing to indicate loads for each associated use. The drawing shall indicate floor levels and associated areas.

3. A complete set of construction documents including plans and specifications shall be produced based on this Statement of Work and CAVHS feedback.

These documents shall be used for solicitation and construction.

4. A construction cost estimate shall be developed and continuously updated throughout the design phase.

C. A/E will conduct the following building and site surveys as required to meet all design requirements and ensure accurate specifications during the design process.

These are not all inclusive and others may be required. Sufficient investigation and/or surveys shall be conducted and include validating existing drawings to verify and validate existing conditions.

1. Asbestos survey: The A/E will review the existing asbestos survey and determine any additional locations required to be on the asbestos survey, if any.

Any construction in areas requiring abatement shall be identified on the survey.

Asbestos abatement will follow Master Construction `s Section 02 82 13 from TIL, local, state and federal requirements.

2. Steam load: The A/E will determine the steam requirements through the design process. The identification and listing of known equipment will be provided to assist the A/E determining the requirements however field investigation will be required.

3. Codes: The A/E will determine all current applicable codes and ensure requirements are met.

4. Guidelines: The A/E shall determine and review all current VA, Federal, and/or Joint Commission design guidelines to ensure compliance.

5. Electrical load: The A/E will determine the electrical load requirements through the design process. The listing of known electrical equipment can be provided to assist the A/E determining the electrical requirements.

D. The A/E shall conduct site/facility surveys as required to perform design, commissioning, and construction period services. Some specific required site surveys are identified above. These are not all inclusive of the survey requirements.

E. The A/E shall develop construction cost estimates and submit them to the VA for review.

GENERAL REQUIREMENTS 01 00 00 - 7

2.02 PROJECT AREA LIMITATIONS

A. All work shall be performed in the immediate project area – John L. McClellan

Memorial Veterans Hospital.

2.03 COVID-19 SAFETY PROTOCOLS

A. Contractor employees who work in or travel to VHA locations must comply with the following:

1. Documentation requirements:

1. If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

B. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

1. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

C. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

2.04 A/E FIRM SECURITY INFORMATION (INFORMATION SYSTEMS SECURITY

REQUIREMENTS)

A. Information Systems Officer, Information Protection:

1. The A/E Firm will not have access to VA Desktop computers and nor will they have access to online resources belonging to the government while conducting

GENERAL REQUIREMENTS 01 00 00 - 8

services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

B. Privacy Officer:

1. The A/E Firm will not have access to protected Patient Health Information (PHI) and nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

C. Records Manager:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters

21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. A/E Firm shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. A/E Firm shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. A/E Firm shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. A/E Firm shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. A/E Firm must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

2.05 DESIGN CRITERIA, CONSTRUCTION STANDARDS, ETC.

A. VA Design Manuals, Standards, Criteria, and Space Requirements provided on the

VA TIL site. This includes the following but is not limited to this list and the latest guidelines at contract award hold precedence over dated information in this supplement.

1. PG-18-3, Design and Construction Procedures

2. PG-08-4, VA Standard Details

3. PG-18-10, Design Manuals – see index on TIL for complete listing

(http://www.cfm.va.gov/til/dManual/dmIndex.pdf )

4. PG-18-10 Site Design Manual http://www.cfm.va.gov/til/dManual/dmIndex.pdf

GENERAL REQUIREMENTS 01 00 00 - 9

5. PG-18-15 Minimum Requirements for A/E Submissions

6. PG-18-17 Environmental Planning Guidance

7. H-18-8, Seismic Design Manual

8. Engineering Guide for Fire Protection Design

9. Steam, Heating Hot Water, and Outside Distribution Systems design manual, August 1, 2021, Volume 1 Steam Boilers

10. VHA Boiler Plant Safety Device Testing Manual, 5th Ed

11. VHA Directive 1810(1) Boiler and Boiler Plant Operations

B. VA Construction Standards, Handbooks, etc., will be followed to the maximum extent practicable in design of the project and are available on the Internet at:

http://www.va.gov/facmgt/standard.htm . All variations will be discussed with the Supervisory General Engineer for a waiver.

C. Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings- (must be used in the initial planning and project design as applicable to the specific project)

D. Local and state codes by discipline.

E. It is the A/E’s responsibility to acquire access to all standards, codes, manuals; and be proficient in their application. Failure to provide any procedure, design or construction aspect required by the above will be remedied at A/E’s expense.

2.06 COMMISSIONING QUALIFICATIONS

A. Provide independent third-party functional commissioning services for each construction project. All communications from the Commissioning Agent must be delivered simultaneously to the A/E team and the VA Project Manager and/or the VA Contracting Officer’s Representative. This paragraph supersedes any general instructions provided in VA specification templates and the A/E is to amend their specifications to reflect this section.

B. Commissioning Agent Qualifications

1. Firm and Individual Experience

1. The firm and the designated Commissioning Authority shall have a minimum of five (5) years’ experience in providing Total Building Commissioning Services and shall be regularly employed as a Commissioning Provider.

2. The Commissioning Authority is an objective, independent advocate for the VA. The Commissioning Authority shall have current engineering knowledge and extensive hands-on field experience regarding building systems; the physical principles of building systems performance; building systems start-ups, balancing, functional testing, and troubleshooting; operation and maintenance procedures; and the building design and construction process.

3. The Commissioning firm and the designated Commissioning Authority shall have successful commissioning experience for projects that are similar to the project. The Firm and designated Commissioning Authority shall have been the principal commissioning authority on a least three (3) comparable projects that have been completed within the previous five (5) years.

http://www.va.gov/facmgt/standard.htm

GENERAL REQUIREMENTS 01 00 00 - 10

4. The Commissioning Authority shall have experience in the quality process.

5. The Commissioning Authority shall be knowledgeable in building operation and maintenance, including training of operations and maintenance personnel.

6. The Commissioning Authority shall have excellent verbal and written communications skills, be highly organized, and able to work with all levels of management, technical, and trades personnel.

7. Personnel and the capability to sustain loss of assigned personnel without compromising quality and timeliness of performance.

8. The Commissioning Authority shall be an independent contractor and not an employee of the Architect/Engineer, Design-Build Contractor, Prime Contractor or General Contractor on this project.

2. Firm and Individual Certifications

1. The proposed commissioning firm should be certified by at least one of the following agencies:

i. National Environmental Balancing Bureau (NEBB)

ii. AABC Commissioning Group (AGC)

iii. Building Commissioning Association (BCxA)

2. The proposed Commissioning Agent should be certified by one of the following organizations to supervise execution of the commissioning process:

i. National Environmental Balancing Bureau (NEBB)

ii. AABC Commissioning Group (AGC)

iii. Building Commissioning Association (BCxA)

3. The Fire Protection Commissioning Specialist should be a registered Fire Protection Engineer in at least one state. He/she should have a minimum of 5 years’ experience with design, installation, inspection, or testing of fire protection systems, and/or smoke control systems.

4. The Building Envelope Commissioning Specialist should be a Registered Architect in at least one state. He/she should also have a minimum of five (5) years’ experience with design, installation, or inspection of building envelope components.

5. The Controls Commissioning Specialist should have a minimum of 5 years’ experience in design, installation, programming, inspection, or testing of direct digital control systems for HVAC systems.

6. Key members of the Commissioning Authority’s commissioning team should have a bachelor’s degree in Mechanical, Electrical, Architectural engineering.

A Professional Engineer license in at least one jurisdiction is desired. Over 5 years field experience in building systems operations, maintenance, and troubleshooting, HVAC system installation, maintenance, and troubleshooting, HVAC Direct Digital Control system installation, programming, maintenance, and troubleshooting, electrical system installation, maintenance, and troubleshooting, other applicable trade contracting experience may be deemed equivalent experience for the bachelor’s degree.

GENERAL REQUIREMENTS 01 00 00 - 11

2.07 COMMISSION TESTING

A. As per specification section 01 91 00, the contractor shall provide a written testing and commissioning plan complete with component level, equipment level, sub-system level and system level breakdowns. The plan will provide a schedule and a written sequence of what will be tested, how and what the expected outcome will

be. This document will be submitted for approval prior to commencing work. The contractor shall document the results of the approved plan and submit for approval with the as built documentation.

B. Pre-test mechanical and electrical equipment and systems and make corrections required for proper operation of such systems before requesting final tests. Final test will not be conducted unless pre-tested.

C. Conduct final tests required in various sections of specifications in presence of an authorized representative of the Contracting Officer. Contractor shall furnish all labor, materials, equipment, instruments, and forms, to conduct and record such tests.

D. Mechanical and electrical systems shall be balanced, controlled, and coordinated.

A system is defined as the entire system which must be coordinated to work together during normal operation to produce results for which the system is designed. For example, air conditioning supply air is only one part of entire system which provides comfort conditions for a building. Other related components are return air, exhaust air, steam, chilled water, refrigerant, hot water, controls, and electricity, etc. Another example of a system which involves several components of different disciplines is a boiler installation. Efficient and acceptable boiler operation depends upon the coordination and proper operation of fuel, combustion air, controls, steam, feedwater, condensate, and other related components.

E. All related components as defined above shall be functioning when any system component is tested. Tests shall be completed within a reasonably period during which operating and environmental conditions remain reasonably constant and are typical of the design conditions.

F. Individual test result of any component, where required, will only be accepted when submitted with the test results of related components and of the entire system.

2.08 ENERGY PERFORMANCE & SUSTAINABILITY

A. Follow: SUSTAINABLE DESIGN MANUAL (May 2014, Rev 1 – Aug 18, 2017).

See full text at: https://www.cfm.va.gov/til/sustain/dmSustain.pdf B. The A/E Shall follow the requirements of the VA’s Sustainable Design Manual and incorporate the requirements into the basis of design and the project documents, including the appropriate Guiding Principles checklist. In case of conflicting requirements, the more stringent requirements shall govern.

C. A/E shall incorporate into the design premium efficiency solutions to all issues related to water and energy.

2.09 DOCUMENT CHECKLIST

A. PLANS TO BE DEVELOPED FOR:

X_ Sealed Bid (Limited to Service-Disabled Veteran-Owned Small Business) https://www.cfm.va.gov/til/sustain/dmSustain.pdf

GENERAL REQUIREMENTS 01 00 00 - 12

NA 8a Construction/Service-Disabled Veteran Owned Small Business NA In-House Construction X_ Other: Open Competition Solicitation

B. SPECIFICATIONS:

X Modify VA Guideline Specifications. Current information may be obtained off the Internet at: http://www.va.gov/facmgt/ Go into the Technical Information Library (TIL), then Specifications.

Go to the link above to receive the latest specifications in support of this project.

NA Use A/E Standard Specifications

C. PROGRAM OF SPACES & REQUIREMENTS:

NA To be provided by VA.

NA A/E to develop as part of project meeting VA space planning guidelines available in the TIL web site: http://www.cfm.va.gov/til/planning.asp

D. BASE DRAWINGS:

X VA to provide base drawing on Auto Cad Drawing format.

X VA to provide copy of original building plans.

X A/E to verify all drawings provided.

NA A/E to red-line drawings of existing conditions

X A/E to furnish final product electronically (dwg and pdf format) and hard copy.

E. A/E COMPLETION TIME:

180 Days

F. LAND SURVEY:

NA Provided by VA (2' contour intervals) from Photometric Survey NA A/E to provide

G. SOILS TESTING:

NA Provided by VA (From nearby past project) NA A/E to provide http://www.va.gov/facmgt/ http://www.cfm.va.gov/til/planning.asp

GENERAL REQUIREMENTS 01 00 00 - 13

H. COLOR BOARD REQUIRED:

___ Yes X No; If yes # of sets with 2nd submittal: ___

I. CONSTRUCTION PERIOD SERVICES:

X_ A/E will provide construction period services, see supplement section 14.

See H highlighted above.

NA A/E construction period services are not within the scope of this contract.

X Retain the services of a Commissioning Agent. (It is the intent of the VA that the same Commissioning Agent that performed the commissioning of the design also performs the commissioning during construction, subject to satisfactory performance.)

J. PROJECT SCHEDULE: A/E Firm shall provide a project schedule for this design effort. [NOTE: CAVHS requires 14 calendar days to process each review. However, this project must also be submitted to the Office of Healthcare Engineers (OHE) and their review time is 21 days.] Review #0: Signature Page Submission (10%) days after Notice to Proceed.

VA Response Due: 14 days after receipt of the submission.

Review #1: Schematic Submission (35%) days after Notice to Proceed.

VA Response Due: 14 days after receipt of the submission.

Review #2: Design Document Submission (65%) days after Notice to Proceed.

VA Response Due: 14 days after receipt of the submission.

Review #3: Construction Document Submission (95%) days after Notice to Proceed.

VA Response Due: 14 days after receipt of the submission.

Final Design: Final Document Submission (100%) days after Notice to Proceed. It is the A/E responsibility to insure all prior comments are incorporated into the design. All costs of correcting and resubmitting final stamped sets due to omissions or code/requirement violations are the responsibility of the A/E.

K. SEISMIC DESIGN:

X Project designed in accordance with VA Design Guides (H-18-8, available on the TIL website) and State Law.

L. COMMISSIONING:

X Hire a Commissioning Agent per the requirements of Section XI.

Commissioning.

GENERAL REQUIREMENTS 01 00 00 - 14

PART 3 - PRODUCTS (Not Used) PART 4 - EXECUTION (Not Used)

END OF SECTION – GENERAL REQUIREMENTS

PROJECT SCHEDULES 01 32 16.01 - 15

SECTION 01 32 16.01 – ARCHITECTURAL AND

ENGINEERING CPM SCHEDULES

PART 1 - GENERAL

1.01 DESCRIPTION:

A. The Architect/Engineer of Record (A/E) shall develop a Critical Path Method (CPM Schedule) plan and schedule demonstrating fulfillment of the contract requirements as designated in VA PG 18-15, shall keep the CPM up to date in accordance with the requirements of this section and shall utilize the plan for scheduling, coordinating and monitoring work under this contract. Conventional Critical Path Method (CPM) Precedence Diagramming Method (PDM) technique will be utilized to satisfy both time and cost applications. All schedule data and reports required under this specification section shall be based upon regular total float, not relative total float schedules.

1.02 A/E'S REPRESENTATIVE:

A. The A/E shall designate an authorized representative in the firm who will be responsible for the preparation of the CPM Schedule, review and report progress of the project with and to the Project Manager and the Contracting Officer.

B. The A/E's representative shall have direct project control and complete authority to act on behalf of the A/E in fulfilling the requirements of this specification section and such authority shall not be interrupted throughout the duration of the project

1.03 A/E’S SCHEDULE PREPARATION:

A. To prepare the CPM Schedule, and subsequent periodic updates, which reflects the

A/E's project plan, the A/E shall either designate a qualified individual within their firm or engage an independent CPM consultant (CPM Developer) who is skilled in the time and cost application of scheduling using (PDM) network techniques for Design projects, the cost of which is included in the A/E's bid.

B. Within 10 calendar days after award of the contract, the A/E shall submit to the Contracting Officer:

i. The name of the CPM Developer.

ii. The Computer Software to be utilized.

iii. Sufficient information to show that the CPM Developer has the qualifications to meet the requirements specified in the preceding paragraph.

C. The Contracting Officer has the right to approve or disapprove the designated CPM developer and will notify the A/E of the VA decision within seven calendar days from receipt of information. In case of disapproval, the A/E shall resubmit another CPM Developer within 10 calendar days for renewed consideration. The A/E must have their CPM Developer approved prior to submitting the Initial CPM Schedule

1.04 COMPUTER PRODUCED SCHEDULES

A. The A/E shall provide to the VA Project Manager, Contracting Officer and CPM

Schedule Analyst, monthly computer processing of all computer-produced time/cost schedules and reports generated from monthly project updates. A hard copy listing of all project schedule changes, and associated data, made at the update and an electronic file of this data. These reports shall be submitted with and substantively

PROJECT SCHEDULES 01 32 16.01 - 16

support the A/E’s monthly payment request. The Project Manager shall identify the different report formats that the A/E shall provide based upon the monthly schedule updates.

B. The A/E is responsible for the correctness and timeliness of the computer-produced reports. The A/E is also responsible for the accurate and timely submittal of the updated project schedule and all CPM data necessary to produce the computer reports and payment request that is specified.

C. The VA shall report errors in computer-produced reports to the A/E’s representative within ten calendar days from receipt of reports. The A/E will reprocess the computer-produced reports and associated compact disk(s), when requested by the Contracting Officer’s representative, to correct errors which affect the payment and schedule for the project.

1.05 THE COMPLETE CPM SCHEDULE SUBMITTAL

A. Within 45 calendar days after receipt of Notice to Proceed, the A/E shall submit for the Project Manager and Contracting Officer's review: three blue line copies of the complete CPM Schedule on sheets of paper 765 x 1070 mm (30 x 42 inches) and an electronic file, (PDM) format. The submittal shall also include three copies of a computer-produced activity/event ID schedule showing project duration; phase completion dates; and other data, including event cost. Each activity/event on the computer-produced schedule shall contain as a minimum, but not limited to, activity/event ID, duration, predecessor and successor relationships, area code, description, budget amount, early start date, early finish date, late start date, late finish date and total float. Work activity/event relationships shall be restricted to finish-to-start and start-to-start without lead or lag constraints. Activity/event date constraints, not required by the contract, will not be accepted unless submitted to and approved by the Contracting Officer. The A/E shall make a separate written detailed request to the Contracting Officer identifying these date constraints and secure the Contracting Officer’s written approval before incorporating them into the CPM Schedule. The Contracting Officer’s separate approval of the CPM Schedule shall not excuse the A/E of this requirement. Logic events (non-work) will be permitted where necessary to reflect proper logic among work events but must have zero duration. The complete working CPM Schedule shall reflect the A/E's approach to scheduling the complete project. The final CPM Schedule in its original form shall contain no contract modifications or changes which may have been incurred during the final CPM Schedule development period and shall reflect the entire contract duration as defined in the bid documents. These changes/delays shall be entered at the first update after the final CPM Schedule has been approved. The A/E should provide their requests for time and supporting time extension analysis for contract time as a result of contract changes/delays, after this update, and in accordance with Article, ADJUSTMENT OF CONTRACT COMPLETION.

B. Within 30 calendar days after receipt of the complete project CPM Schedule, the Project Manager of Contracting Officer will do one or both of the following:

1. Notify the A/E concerning his actions, opinions, and objections.

2. A meeting with the A/E at or near the job site for joint review, correction or adjustment of the proposed plan will be scheduled if required. Within 14 calendar days after the joint review, the A/E shall revise and shall submit three blue line copies of the revised CPM Schedule, three copies of the revised

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computer-produced activity/event ID schedule and a revised electronic file as specified by the Contracting Officer. The revised submission will be reviewed by the Contracting Officer and, if found to be as previously agreed upon, will be approved.

C. The approved baseline CPM Schedule and the corresponding computer-produced schedule(s) shall constitute the approved baseline schedule until subsequently revised in accordance with the requirements of this section.

1.06 WORK ACTIVITY/EVENT COST DATA

A. The A/E shall cost load all work activities. The cost loading shall reflect the appropriate level of effort of the work activities/events. The cumulative amount of all cost loaded work activities/events (including alternates) shall equal the total contract price. Prorate overhead, profit and general conditions on all work activities/events for the entire project length. The A/E shall generate from this information cash flow curves indicating graphically the total percentage of work activity/event dollar value scheduled to be in place on early finish, late finish. These cash flow curves will be used by the Contracting Officer to assist him in determining approval or disapproval of the cost loading. In the event of disapproval, the A/E shall revise and resubmit in accordance with Article, THE COMPLETE PROJECT CPM SCHEDULE SUBMITTAL. Negative work activity/event cost data will not be acceptable, except on VA issued contract changes.

1.07 CPM SCHEDULE REQUIREMENTS

A. Show on the CPM Schedule the sequence and interdependence of work activities/events required for complete performance of all items of work. In preparing the CPM Schedule, the A/E shall:

1. Exercise sufficient care to produce a clear, legible and accurate CPM Schedule.

2. Show the following on each work activity/event:

1. Activity/Event ID number.

2. Concise description of the work represented by the activity/event. (35 characters or less including spaces preferred).

3. Performance responsibility.

4. Duration (in workdays.)

5. Cost (in accordance with Article, ACTIVITY/EVENT COST DATA of this section and less than $99,999 per activity).

6. Manpower required (average number of men per day).

3. Show activities/events as:

1. A/E's time required for submittal of drawings.

2. VA review and approval of drawings, equipment schedules, samples, template, or similar items.

3. Interruption of VA Medical Center utilities, delivery of Government furnished equipment, project phasing and any other specification requirements.

4. Show activities/events for work for each discipline.

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5. Break up the work into activities/events of duration no longer than 20 workdays each, except for which the Project Manager and/or the Contracting Officer may approve the showing of a longer duration.

6. Describe work activities/events clearly, so the work is readily identifiable for assessment of completion. Activities/events labeled "start," "continue," or "completion," are not specific and will not be allowed. Lead and lag time activities will not be acceptable.

7. Uniquely number each activity/event with numbers ranging from 1 to 99998 only.

The CPM Schedule should be generally numbered in such a way to reflect disciplines, phase, or location of the work.

B. Submit the following supporting data in addition to the CPM Schedule, activity/event ID schedule and electronic file (s). Failure of the A/E to include this data will delay the review of the submittal until the Contracting Officer is in receipt of the missing data:

1. The proposed number of working days per week.

2. The holidays to be observed during the life of the contract (by day, month, and year).

C. To the extent that the CPM Schedule or any revised CPM Schedule shows anything not jointly agreed upon, it shall not be deemed to have been approved by the Contracting Officer. Failure to include any element of work required for the performance of this contract shall not excuse the A/E from completing all work required within any applicable completion date of each phase regardless of the Contracting Officer's approval of the CPM Schedule.

D. Compact Disk Requirements and CPM Activity/Event Record Specifications:

Submit to the VA (Project Manager and CPM Schedule Analyst) an electronic file(s) containing one file of the data required.

1.08 PAYMENT TO THE A/E:

A. Monthly, the A/E shall submit the AIA application and certificate for payment documents G702 & G703 reflecting updated schedule activities and cost data. The A/E is entitled to a monthly progress payment upon approval of estimates as determined from the currently approved updated computer-produced calendar-dated schedule unless, in special situations, the Contracting Officer permits an exception to this requirement.

B. When the A/E fails or refuses to furnish to the Contracting Officer the information, which, in the sole judgment of the Contracting Officer, is necessary for processing the monthly progress payment, the A/E shall not be deemed to have provided an estimate and supporting schedule data upon which progress payment may be made.

1.09 PAYMENT AND PROGRESS REPORTING

A. Monthly progress meetings shall be held on dates mutually agreed to by the Project

Manager and/or Contracting Officer and the A/E. The A/E shall update the project schedule and all other data required by this section shall be accurately filled in and completed prior to the monthly progress meeting. The A/E shall provide this information to VA three workdays in advance of the progress meeting. Job progress will be reviewed to verify:

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1. Actual start and/or finish dates for updated/completed activities/events.

2. Remaining duration, required to complete each activity/event started, or scheduled to start, but not completed.

3. Logic, time and cost data for change orders, and supplemental agreements that are to be incorporated into the CPM Schedule and computer-produced schedules. Changes in activity/event sequence and duration which have been made pursuant to the provisions of following Article, ADJUSTMENT OF

CONTRACT COMPLETION.

4. Percentage for completed and partially completed activities/events.

5. Logic and duration revisions required by this section of the specifications.

6. Activity/event duration and percent complete shall be updated independently.

B. The A/E shall submit a narrative report as a part of his monthly review and update, in a form agreed upon by the A/E and the Contracting Officer. The narrative report shall include a description of problem areas; current and anticipated delaying factors and their estimated impact on performance of other activities/events and completion dates; and an explanation of corrective action taken or proposed.

C. After completion of the joint review and the Contracting Officer's approval of all entries, the A/E shall generate an updated computer-produced calendar-dated schedule and supply the Contracting Officer’s representative with reports in accordance with the Article, COMPUTER PRODUCED SCHEDULES, specified.

D. After completing the monthly schedule update, the A/E’s scheduling person shall rerun all current period contract change(s) against the prior approved monthly project schedule. The analysis shall only include original workday durations and schedule logic agreed upon by the A/E and Project Manager for the contract change(s). When there is a disagreement on logic and/or durations, the CPM Schedule update shall use the schedule logic and/or durations provided and approved by the Project Manager. After each rerun update, the resulting electronic project schedule data file shall be appropriately identified and submitted to the VA in accordance to the requirements listed in articles 1.4 and 1.7. This electronic submission is separate from the regular monthly project schedule update requirements and shall be submitted to the resident engineer within fourteen (14) calendar days of completing the regular schedule update. Before inserting the contract changes durations, care must be taken to ensure that only the original durations will be used for the analysis, not the reported durations after progress. In addition, once the final CPM Schedule is approved, the A/E must recreate all manual progress payment updates on this approved CPM Schedule and associated reruns for contract changes in each of these update periods as outlined above for regular update periods. This will require detailed record keeping for each of the manual progress payment updates.

E. After VA acceptance and approval of the final CPM Schedule, and after each monthly update, the A/E shall submit to the Contracting Officer three blue line copies of a revised complete CPM Schedule showing all completed and partially completed activities/events, contract changes and logic changes made on the intervening updates or at the first update on the final diagram. The Contracting Officer may elect to have the A/E do this on a less frequent basis, but it shall be done on a quarterly basis as a minimum.

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1.10 RESPONSIBILITY FOR COMPLETION

A. Whenever it becomes apparent from the current monthly progress review meeting or the monthly schedule that phasing or contract completion dates will not be met, the A/E shall execute some or all of the following remedial actions:

1. Increase manpower in such quantities and discipline as necessary to eliminate the backlog of work.

2. Increase the number of working hours to eliminate the backlog of work.

3. Reschedule the work in conformance with the specification requirements.

B. Prior to proceeding with any of the above actions, the A/E shall notify and obtain approval from the Project Manager and/or the Contracting Officer for the proposed schedule changes. If such actions are approved, the CPM revisions shall be incorporated by the A/E into the CPM Schedule before the next update, at no additional cost to the Government.

1.11 CHANGES TO CPM SCHEDULE AND SCHEDULE

A. Within 30 calendar days after VA acceptance and approval of any updated computer-produced schedule, the A/E will submit a revised CPM Schedule B. Contracting Officer's approval for the revised CPM Schedule and all relevant data is contingent upon compliance with all other paragraphs of this section and any other previous agreements by the Contracting Officer or the VA representative.

C. The cost of revisions to the CPM Schedule resulting from contract changes will be included in the proposal for changes in work as specified in Article, FAR 52.243 -4 (CHANGES), VAAR 852.236 – 88 (CHANGES – SUPPLEMENTS), and will be based on the complexity of the revision or contract change, man hours expended in analyzing the change, and the total cost of the change.

D. The cost of revisions to the CPM Schedule not resulting from contract changes is the responsibility of the A/E.

1.12 ADJUSTMENT OF CONTRACT COMPLETION

A. The contract completion time will be adjusted only for causes specified in this contract. Request for an extension of the contract completion date by the A/E shall be supported with a justification, CPM data and supporting evidence as the Contracting Officer may deem necessary for determination as to whether or not the A/E is entitled to an extension of time under the provisions of the contract.

Submission of proof based on revised activity/event logic, durations (in workdays) and costs is obligatory to any approvals. The schedule must clearly display that the A/E has used, in full, all the float time available for the work involved in this request.

The Contracting Officer's determination as to the total number of days of contract extension will be based upon the current computer produced calendar dated schedule for the time period in question and all other relevant information.

B. Actual delays in activities/events which, according to the computer produced calendar dated schedule, do not affect the extended and predicted contract completion dates shown by the critical path in the network, will not be the basis for a change to the contract completion date. The Contracting Officer will within a reasonable time after receipt of such justification and supporting evidence, review the facts and advise the A/E in writing of the Contracting Officer's decision.

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C. The A/E shall submit each request for a change in the contract completion date to the Contracting Officer in accordance with the provisions specified under Article, FAR 52.243 -4 (CHANGES), VAAR 852.236 – 88 (CHANGES – SUPPLEMENTS).

The A/E shall include, as a part of each change order proposal, a sketch showing all CPM logic revisions, duration (in workdays) changes, and cost changes, for work in question and its relationship to other activities on the approved CPM Schedule.

D. All delays due to non-work activities/events such as RFI’s, WEATHER, STRIKES, and similar non-work activities/events shall be analyzed on a month-by-month basis.

1.13 PROJECT DESIGN SCHEDULE RISK ANALYSIS/MITIGATION PLAN

A. Schedule Risk Analysis – The A/E shall conduct the statistical schedule risk analysis based on the above detailed construction activities in the Day 1 approved diagram, identifying major schedule risk areas and recommended risk mitigation plans as outlined below.

B. The risk analysis shall be conducted by a person or firm skilled in the statistical method of schedule risk analysis based on the (PDM) CPM Schedule techniques for major projects, preferably in the major health care related projects.