608-23-134_AE SOW 3rd Floor Gut Reno and 4th Floor East Wing.pdf

A/E SCOPE OF WORK

Project 608-23-134

Third Floor Gut Reno & Fourth Floor East Wing

1.0 INTRODUCTION

The objective of this scope of work is for architectural and engineering design services for the entire third floor of building 1 and the east wing of the fourth floor of building 1.

The third and fourth floors have sustained significant damage due to a water line breakage in 2022 making a renovation project necessary.

The third floor will be completely gutted from the concrete floor slab to the underside of the concrete structure above and to the waterproofing on the exterior walls. All existing architectural elements, floors, walls, doors, windows, casework, utilities, HVAC, plumbing, sprinkler, fire alarm, HVAC controls, electrical, tel/data, and any system not specifically mentioned here will be removed and new system designs will be required. The likely program areas that will be designed for the third floor include: Oncology, Dentistry, Pain

Management, and other various flexible exam spaces. Each wing (north, east, west) will have a mechanical room with air handlers and other infrastructure to support its corresponding wing.

The fourth floor east wing will be mostly gutted with the exceptions of the doors, frames, and wall studs (all drywall to be removed). Some existing electrical systems or devices identified in the walls will be noted to remain. Everything else as noted for the third floor will be removed and re-designed. The program area for this wing will not change, but a similar concept to the design of the third floor for the infrastructure will be designed.

A design for how to address the exterior envelope will need to be developed for the third and fourth floors including encapsulating the asbestos containing exterior wall waterproofing, a new exterior wall insulating system, and new window systems and details.

Careful coordination will be required with the projects being designed on the second floor.

The design Period of Performance (type A and B services) is 100 days. The 100 days is calendar days and shall begin upon issuance of the Notice to Proceed by the Contracting

Officer.

2.0 SCOPE:

This design project will include Type:

A Services - site visits

B Services - preparation of contract drawings

C Services - construction administration

Review Supplement A as part of this scope of work (SOW) for all project specific

Architectural and Engineer (A/E) services that will be required to successfully complete the design of a new fit-up of the third and fourth floors of building 1.

The submission requirements at the seven (7) stages of review are in Supplement B (part of this document), including the Milestone Task Description (schedule). The allocation of days for each ID number can be modified at the discretion of the COR/CO.

Refer to Supplement D (part of this document) for the minimal A/E submission requirements for NRM projects by discipline that are required per the contract.

3.0 REFERENCES:

Some specifications, attachments and intranet links have been included in this document that will assist the A/E in the design of this project. The following link has a majority of the:

guides, specifications, and details/documents that may be incorporated into the construction documents. http://www.cfm.va.gov/til/

Supplement “A”

Scope of Work (SOW)

I. DESIGN TASK/SUMMARY

This scope of work is for the design of a complete gut/renovation of the third floor of building 1 and the east wing of the fourth floor.

The third floor will be completely gutted from the concrete floor slab to the underside of the concrete structure above and to the waterproofing on the exterior walls. All existing architectural elements, floors, walls, doors, windows, casework, utilities, HVAC, plumbing, sprinkler, fire alarm, HVAC controls, electrical, tel/data, and any system not specifically mentioned here will be removed and new system designs will be required. The likely program areas that will be designed for the third floor include: Oncology, Dentistry, Pain Management, and other various flexible exam spaces. Each wing (north, east, west) will have a mechanical room with air handlers and other infrastructure to support its corresponding wing.

The fourth floor east wing will be mostly gutted with the exceptions of the doors, frames, and wall studs (all drywall to be removed). Some existing electrical systems or devices identified in the walls will be noted to remain. Everything else as noted for the third floor will be removed and re-designed. The program area for this wing will not change, but a similar concept to the design of the third floor for the infrastructure will be designed.

A design for how to address the exterior envelope will need to be developed for the third and fourth floors including encapsulating the asbestos containing exterior wall waterproofing, a new exterior wall insulating system, and new window systems and details.

Careful coordination will be required with the projects being designed on the second floor.

The Manchester VA campus was constructed nearly 70 years ago, and the main building has many original systems and construction as well as a mix of repairs that represent a mix match of the decades. Many of the utilities are original and need replacement. This project shall include the replacement of the following utility’s; domestic and fire protection water, storm water, sanitary, HVAC, steam and electrical/telecommunications. A/E shall evaluate each system and determine if its end of life is near or if replacement of the utility is not needed. A/E will be required to spend a significant amount of time in the project area to fully understand the systems in place and determine how to eliminate these systems without disruption to the rest of the facility.

A/E shall keep the construction budget of this project within the approved funding. The cost estimate of the work is approximately $18 million. If after the 30% design the A/E feels the project cannot be done within the approved budget, the VA shall be notified so other options can be evaluated internally for a resolution.

The VA is required to meet Directive 0056 (2016 Guiding Principles for Construction and Modernization). There is a check list to verify compliance that the project is meeting the requirements. This checklist shall be completed by the A/E and given to the VA for submission and review by VA Central Office. The required checklist can be found here:

https://www.cfm.va.gov/til/sustain.asp (or see Attachment E)

To ensure the A/E has submitted all required documents, there is an additional check list for use during design. This list will verify that the VA is receiving all required documents required for the complete design of the project. The required checklist can be found here:

https://www.cfm.va.gov/til/sustain.asp (or see Attachment F).

Due to complexity of this project it is highly recommended that the A/E meet with VA staff prior to pricing of the contract. Upon notification of RFP to A/E firm, they shall coordinate a meeting with VA staff through the CO.

1. Background Information:

A. Access to the Project Area

Currently the project area has been evacuated of all patients and staff and will remain so during the duration of the design and construction portions of this project.

B. Utility’s:

Many of the existing campus utilities need replacement or repair. Many of the valves have failed and are frozen in the open position. The A/E shall determine exactly what utility shall be replaced or repaired through a through survey of the utilities. The A/E shall hire what ever consultants they feel are required to makes this determination.

2. Design/Planning Requirements:

A. General Design:

1) Refer to the following hyperlinks below for the specified design guides.

a. NEPA Interim Guidance for Projects https://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

b. Sustainable design manual https://www.cfm.va.gov/til/sustain/dmSustain.pdf

2) The VA has development a conceptual plan showing the intent and magnitude of the project. Reference Attachment A – Conceptual plan for intent of the project.

3) The above guidelines are just some of the specific guidelines to meet the VHA requirements. All other guidelines/specifications/documents that will be referenced for this design can be located at the following link.

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

B. Hazardous materials

1) Assume that all steam piping is wrapped in asbestos containing materials that would require an abatement. A/E shall include this information as part of construction documents and specifications.

2) From past construction projects it has been found that many of the electrical feeds are wrapped in asbestos insulation that would require an abatement.

3) A/E to asses each utility and the likelihood of the utilities having associated

ACM.

I. Sustainability:

A. Sustainability guidelines:

1) Sustainable design manual is available as a reference to ensure the design meets the VA’s goal of being environmentally friendly and making good choices to not negatively impact the environment.

The specific requirement and guidance are available https://www.cfm.va.gov/til/sustain/dmSustain.pdf

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

3) It is the intent and responsibility that all A/E’s designing projects for the VA (whether they be minor or major in scope) meet the goals of this Executive Order to reduce costs, reduce air and water pollution, and utilize clean energy.

Implementation of the Executive Order will focus on integrating achievement of sustainability goals with agency mission and strategic planning to optimize performance and minimize implementation costs.

II. CONSTRUCTION BUDGET

1. The construction budget is $18 million.

2. The intent of the design shall be a project that can be built without changes or change orders, within budget, and function as intended. If, at any time, the A/E suspects that the project cannot be designed within the established construction budget, they shall notify the contracting officer and contracting officer’s representative (COR) immediately.

III. INTEGRATED DESIGN PROCESS (IDP)

1. VA is a proponent of the Integrated Design Process. IDP a project delivery method, following closely upon the heels of CM-at-large, Design/Build, and LEAN construction. But IDP goes beyond these other delivery methods in that it binds the parties into a contractual arrangement where risk and reward are truly shared. IDP, also, goes well beyond typical collaboration and team building efforts.

2. Preparation for a project will be led by VA who identifies the need for building based on quantifiable requirements for space and budgetary capacity to undertake the activity. A needs assessment accompanies this planning activity—it describes space use; develops estimates of requirements both spatial and technical; initiates assessment of possible environmental impacts and arrives at a Program for Design (PFD) around which design activity can develop.

3. Schematic Design: Once the Pre-design activities are complete, the Schematic Design Phase commences. The A/E design team produces initial graphic alternatives/options/scenarios for the project or portions of it. These are meant to stimulate thought and discussion, not necessarily describe the outcome.

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

Environmental impact assessment (EIA) and consultation with regulators and affected parties at this stage of the process helps identify alternative scenarios and potential impacts on the environment to be resolved through design. Gradually a design emerges which embodies the interests and requirements of all participants while also meeting the overall area requirements which the project budget established during Pre-Design activities. The resulting Schematic Designs produced at this stage show site location and organization, general building shape, space allocation, and an outline specification which makes an initial list of components and systems to be designed and/or specified for the final project design. It is often useful to have a cost estimate performed by a professional cost estimator at this point. For smaller projects, one or more possible building contractors may perform this service as part of a preliminary bidding arrangement.

b) Design Development enlarges the scale of consideration—greater detail is developed for all aspects of the building—the collaborative process continues with the architect in the role of facilitator for the various contributors. Greater detail is achieved for all aspects of the building. The conclusion of this phase is a detailed design on which all players agree and may be asked to sign off. By the end of this phase, compliance with the National Environmental Policy Act and, where relevant, the National Historic Preservation Act should be complete, resulting in the incorporation of measures to minimize unnecessary negative impacts on significant aspects of the built and natural environments. At this stage it is expected that the final construction budget shall be confirmed with the approved project funding.

c) Contract Documentation: The Development of Contract Documents involves translating the Design Development information into formats suitable for pricing, permitting, and construction. Contract document quality can be achieved by scrutiny, accountability to the initial program needs by the design team and the client, along with careful coordination among the technical consultants on the design team. Decisions continue to be made with the appropriate contributions of all team members. Changes in scope during this phase become more expensive due to the extensive level of documentation that may need to be adjusted due to the change and if project pricing has commenced. Cost estimates by an estimator may be made at this point, prior to or simultaneous with bidding, in order to assure compliance with the budget and to check the bids. Bids taken at this point may be used as a basis for selecting a builder.

IV. OTHER A/E CONTRACTUAL OBLIGATIONS

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

2. The costs of investigations shall be included in this task order.

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

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

5. The A/E shall provide prompt, written notification to the Contracting Officer concerning conflicts with or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above.

6. No work altering the scope of this contract shall be undertaken prior to receipt of written approval of the Contracting Officer. The COR/Project Engineer does not have the authority to modify the contract.

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

8. Design Review Meetings:

a) Professional Architects, Engineers and related design disciplines familiar with the work shall be provided to attend the VA design reviews at the VA Medical Center in Manchester, NH. Refer to milestone task description for the minimal number of site visits required to execute the design (Supplement B).

b) The A/E shall provide minutes of each review meeting to the Contracting Officer for review within 3 business days of the review meeting.

V. TYPE C SERVICES - Construction Period Administration (CPA) Services

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

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

3. If changes affect the operation of the design and building, it is especially important that the user/client be involved. User requirements may change, necessitating changes in the building—these changes require broad consultation among the consultants and sub-consultants, pricing, and incorporation into the contract documents and the building.

4. The architect acts as the lead designer coordinating the consultants, assuring compliance with the program for design, and assuring compliance with the budget.

5. The architect participates in the construction phase of the project, assessing compliance with the contract documents by managing appropriate inspections, submissions approvals, and evaluations by the sub-consultants. The architect assists in the evaluation of requests for payment by the builder and other professionals.

6. Review and approval of construction submittals covering products that have been listed within the contract documents, including cut sheets, manufacturer’s data/performance sheets, samples, shop drawings, schedules, and phasing plans.

7. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products.

8. Responses to Request for Information (RFI)

9. Change order review and recommendations

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

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

12. 10 site visits (minimal) spread across the various design disciplines, as required and/or requested by the VA Contracting Officer and Project Engineer for inspection of ongoing construction, including final tests and inspections. Refer to Attachment D for the Type C inspection requirements during the construction of the project.

13. A site inspection report shall be furnished to the Contracting Officer and Project Engineer within three work days following all site visits during the construction period.

14. The site inspection report shall include the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required.

15. Verification of as-built conditions from: above mentioned site visits, contractor-supplied marked up prints, and preparation of as-built documents.

16. At the time General Contractor notifies of their substantial completion the A/E shall generate a punch list through a walkthrough. A/E shall keep a log of all findings by each division and conduct as many site visits that may be required to verify completion of the punch list.

17. A/E shall verify all devices (valves, circuits, equipment, etc.) has been properly labeled and or tagged with charts and cards as noted in the specifications or per codes.

VII. TYPE C SERVICES - ASBUILTS

1. The Architect shall be required to modify their backgrounds from site inspections (as well as any issued SK’s or RFI’s) to assist in the compiling of as-built documents. The Architect shall supply a 100% complete and accurate as-built of backgrounds for use by all subs to overlay their as-builts in a 3-D format compatible with Revit.

2. The A/E shall be responsible for assuring that as-built documents are accurate at the end of the construction of the project.

3. A/E shall give input to complete percentages for use to approve payment to subs.

Payment shall not be made to GC/Subs until the A/E confirms that as-builts are 100% complete.

VIII. ADDITIONAL PROJECT SPECIFIC REQUIREMENTS

1. Specifications: VA Master Construction Specifications, available at http://www.cfm.va.gov/TIL/spec.asp, shall be the basis for the construction specifications. However, these are a guide only and are written to cover a wide variety of project types and sizes.

2. The required response time for all VA requests, unless otherwise stated by the VA, shall be 14 calendar days. If the scope of the required action is extensive, the A/E shall notify the Contracting Officer and request additional time as soon as possible.

3. Construction Document Requirements:

a. Provide in accordance with Supplement “B” sets of both drawings (REVIT and PDF) and specifications (MS Word and PDF).

b. Provide a separate PDF file for each drawing.

c. Provide a complete set of drawings in a single PDF file.

4. Construction Document Requirements:

a. Drawing preferred size is 30 inches by 42 inches.

b. Drawings shall be compatible with the latest version of REVIT.

Specifications shall be compatible with the latest version of MS Word.

c. File names shall be the drawing/specification number followed by the drawing/specification title, or as approved by the VA Project Engineer.

d. Final specification sections shall be merged into a single pdf file to include separate full document pagination in the right-hand side of Footer without the loss of individual file Headers/Footers. Each specification section shall be “bookmarked”.

IX. AVAILABLE DOCUMENTATION

Site specific Specifications available from the VA includes:

1. Project specific Attachments referenced in SOW:

1. Attachment A – Conceptual plan

2. Attachment D – Type C Inspection

3. Attachment E – Guiding principles checklist

4. Attachment F – PG 18-15 Submission requirements

SUPPLEMENT “B”

A/E SUBMISSIONS OF DESIGN REVIEW MATERIAL

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

PDF preliminary layout plans with proposed alternates per meeting.

PDF of conceptual estimates with proposed alternates per meeting.

SECOND REVIEW (30% Submittal – Schematics)

1 Set of REVIT & PDF schematic drawings in accordance with Supplement “A” Item 6 1 Set of REVIT & PDF bound schematic layout plans/details – 42 inches by 30 inches 1 Set of MS Word draft specifications 1 Set of schematic estimates

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

1 Set of REVIT & PDF design drawings 1 Set of REVIT & PDF bound design development layout plans/details – 42 inches by 30 inches 1 Set of MS Word design specifications 1 Set of design development cost estimates

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

1 Set of REVIT & PDF construction drawings 1 Set of REVIT & PDF bound construction documents plans/details – 42 inches by 30 inches 1 Set of MS Word & PDF construction specifications 1 Sets of construction documents estimates

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

1 Set of REVIT & stamped (by registered architect or PE) PDF bid drawings 2 Set of approved full-size bound bid drawings with PE stamps 2 Set of approved half size bound bid plans/details with PE stamps 2 Sets of MS Word final specification sections 1 Set of PDF final specification sections merged with bookmarks 1 Set of final specifications paginated front to back in 3-ring binders.

1 Set of PDF final estimates

SEVENTH REVIEW (Project Close Out Submittal – “As-Built” Construction Documents) 1 Set of REVIT & stamped (by registered architect or PE) PDF As-Built drawings in accordance with Supplement “A” Item 6.

1 Sets of approved full size As-Built drawings with PE stamps

ID Milestone Task Description Duration Schedule

Date

1 VA Engineering Preliminary Mtg (Review Scope, Site Survey Investigation) 1 Day NTP + 7

2 Preliminary Investigation of Existing Conditions As Needed

3 Submit Conceptual Layout Schemes with Proposed Alternates --- NTP + 35

4 User Group Mtg (Review Proposed Schemes) 1 Day

5 Submit Revised Conceptual Layout Plans with Proposed Alternates ---

6 User Group Mtg (Review Conceptual Plans) 1 Day

7 Submit Revised Conceptual Layout Design for Approval ---

8 User Group Mtg (Review/Approve Conceptual Plans) 1 Day

9 Prepare 30% Schematic Design Submissions ---

Survey Existing Conditions, Coordinate Design with Consultants & VA Comments As Needed

10 Submit 30% Schematic Design Package --- NTP +60

VA Engineering 30% Review 14 Days

11 User Group 30% Schematic Design Review Meeting 1 Day

12 Prepare 60% “DD” Design Development Submissions ---

Confirm Existing Conditions, Coordinate Design with Consultants & VA Comments As Needed

13 Submit 60% “DD” Design Development Package --- NTP + 100

VA Engineering 60% Review 14 Days

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

15 Prepare 90% “CD” Construction Document Submissions ---

Coordinate Design with Consultants, Existing Conditions & VA Comments As Needed

16 Submit 90% “CD” Construction Documents Package --- NTP + 150

VA Engineering 90% Review 14 Days

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

18 Prepare 100% Bid Final Documents ---

Finalize Coordination with Consultants, Existing Conditions & VA Comments As Needed

19 Submit 100% Bid Final Documents with PE Stamps --- NTP + 200

20 Bid Opening Date and/or Negotiate with SBA 8a Contractor ---

**The above milestones are negotiable as A/E develops the scope of work for the project. The above milestones are used to show expectations of deliverables.

SUPPLEMENT “D”

Department of

Veterans Affairs

VA Medical Center Projects

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

• Schematics

• Design Development

• Construction Documents

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

Department of Veterans Affairs Washington, DC 20420

FOREWORD

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

This document does not relieve the A/E firms of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents.

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

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

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

Table-of-Contents

I. GENERAL

A. INTRODUCTION

B. A/E RESPONSIBILITIES

C. SUBMISSION POLICY

D. QUALITY ASSURANCE/QUALITY CONTROL

E. ADDITIONAL SERVICES

F. CRITICAL PATH METHOD

II. SUBMISSIONS

A. SITE DEVELOPMENT

B. ARCHITECTURAL

C. STRUCTURAL

D. PLUMBING

E. SANITARY

F. ELECTRICAL

G. STEAM DISTRIBUTION (OUTSIDE)

H. ESTIMATING

I. SPECIFICATIONS

J. FINAL BID DOCUMENTS

III. DISTRIBUTION OF A/E MATERIAL

A. SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

B. GENERAL NOTES

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

Note: This document is intended for electronic use. Edit and delete submission items that are not required and renumber footnotes accordingly in Section II. Complete the attachment in Section III.

I. GENERAL

A. INTRODUCTION

1. This document contains information and minimal submission requirements for contract documents specified in the A/E contract.

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

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

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

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

3. Coordinate all activities with the VA Medical Center (VAMC). Hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

4. Final approved Schematic documents shall be the basis for the development of the Design Development phase. Likewise, final approved Design Development documents shall be the basis for the development of the Construction Documents phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

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

6. Provide a design narrative/analysis for each technical discipline (e.g., architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

7. Provide computations and sizing calculations for electrical, mechanical (HVAC, plumbing, and steam), sanitary, structural and fire protection designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

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

9. Submit a complete set of final approved drawings incorporating all revisions, within 30 days after completion of the Schematics and Design Development stages.

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

11. Submit final drawings (Bid Documents) in 3 1/2" floppy disks to be used with the AutoCAD version at the VAMC. Submit instructions on the use of the disks along with a complete listing of all layers that are used.

B. A/E RESPONSIBILITIES:

1. Contract documents shall meet or exceed the requirements of this document.

2. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. Each A/E discipline shall receive a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard Application Guide. The AE is responsible for obtaining the NCS.

3. A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

4. A/E shall adhere to the approved Memorandum of Agreement (MOA).

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

6. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

C. SUBMISSION POLICY:

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

2. At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "SCHEMATIC

SUBMISSION", “DESIGN DEVELOPMENT SUBMISSION”, OR “CONSTRUCTION

DOCUMENT SUBMISSION”, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review.

D. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

To reduce construction, change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

2. Two Weeks after Receipt of the Notice to Proceed: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

3. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

E. ADDITIONAL SERVICES:

If additional services (i.e. surveys, soil borings, asbestos surveys, water flow testing, or lead surveys), are necessary to be performed by consultants, submit criteria for the work to be performed to the VAMC Contracting Officer as soon as possible. Upon approval of the criteria, submit proposals and qualifications of at least three firms being considered for the work in accordance with the contract procedures (CP1) of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval. A/E should submit survey information for the Schematic Review.

F. CRITICAL PATH METHOD PHASING MEETINGS

A. If required and prior to submission of Schematic material, the A/E shall meet with the VAMC’s Project Manager to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for recording the phasing requirements.

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

B. ARCHITECTURAL: Submit or show the following:

Architectural: Schematics* DD** CD***

Location of:

• Rooms1

• Doors2

• Corridor(s)3

• Basic column grid/sizes

• Expansion and seismic joints

• Electrical closets

• Equipment rooms

• Signal and telephone closets

• Mechanical shafts and space

• Stair(s)

• Ramp(s)

• Elevator(s)

• Automatic Conveyances

Floor Plans/Drawings:

• All floors (new and renovated)

• Penthouse

• Roof plan

• Pipe basement

• Pipe tunnel

• Reflected ceiling4

• Equipment floor plans 1:50 (1/4 inch) scale5

• Demolition plans6

Room names and numbers7

Program net/designed net

Exterior dimensions/total building gross area

Size and shape of all departmental functions and services9

Exterior building elevations10

Finish floor elevations11

Door locations, sizes, and swings

Wall thickness and chase walls

Handrail location/dimensions

Fixed equipment

Equipment elevations and details

Plumbing fixtures

Wheelchair accessible facilities

Wall sections12

Building sections13

Architectural: Schematics* DD** CD***

Finish grades at corners, entrances, exits, platforms and ramps

Fire and smoke rated partitions14

Lead-lined and radio-frequency-shielded partitions14

Fire extinguisher cabinets14

Spray-on fire proofing (see fire protection)

Construction details15

Drafting symbols, abbreviations, and general notes

Door, window, and louver schedules

Interior details, elevations, sections

Finish schedule16

Graphics and signage17

Color rendering

Specifications

Lead abatement18

Lead abatement specification19

* Submit, as a minimum, a single line layout for at a scale not less than 1:100 (1/8 inch). A scale of 1:200 (1/16 inch) is acceptable for architectural floor layout if an entire floor cannot be shown on one sheet. Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

B. NOTES:

1. Use lines between spaces to indicate the centerline of the partition (for schematics only).

2. Indicate doors with a slash mark.

3. Along the corridor, the line shall represent the corridor side of the partition.

4. Indicate ceiling mounted equipment, lighting fixtures, air diffusers, registers, tracks, and other significant elements.

5. Identify all equipment for each room. Indicate and coordinate all equipment with the Equipment Guide List (Program Guide 7610) and Activated Equipment List. Use VA standard symbols and notation to distinguish between contractor-furnished and installed (CC), VA-furnished contractor-installed (VC), VA-furnished and installed (VV), VA-furnished with construction funds [VC(CF) and VV(CF)] and relocated (R) equipment.

Equipment floor plans are not required for the offices, consultation rooms, classrooms, conference rooms, and waiting rooms within the above departments. Draw equipment details which are necessary for major decisions, though complete detailing is not required for this submittal.

6. Indicate existing finish schedule and notes on plan.

7. Label as required for schematic drawings. Coordinate new room numbering with medical center.

8. Use the same names on drawings as those used in the space program. Provide area figures in fractional form, e.g., 400/390. Indicate space provided, but not called for in the space program, as: -/390.

9. Label each service or activity listed in the Project Scope Data of the Design Program and indicate boundaries with a distinctive line. Include the activity code number (see Handbook 7610).

10. If the project requires exterior work, show all facades indicating massing, proposed fenestration and the building relationship to adjacent structures and the finish grade.

Show all significant building materials, including their colors, any proposed roof top mechanical equipment, architectural screens, skylights, and stacks on the elevation drawings. If building is designed for future expansion (vertical and/or horizontal), delineate elevations with and without the future expansion. If project is an addition, show elevations of the existing building in sufficient detail to illustrate the relationship between the new and existing in terms of scale, material, and detail.

11. Define the relationship of the finish ground floor to finish grade at major entrances and docks.

12. Indicate construction including fire resistance rating, building materials and systems, and proposed sill and head heights of openings. Indicate both new and renovated areas on form provided by VA.

13. Define building configuration. Draw sections at the same scale as floor plans, normally 1:100 (1/8 inch). If the building abuts an existing structure, indicate in the section how the new floor elevations align with existing.

14. Identify psychiatric areas where special considerations are required to ensure the safety of patients (e.g. hard ceilings, safety glazing, etc.).

15. Indicate new building components and systems, such as window design, roofing system, special entryways, building "skin", and any special architectural elements for the project. Complete detailing of miscellaneous items is not required for this submission.

16. Indicate all building systems, materials, and future expansion, if applicable.

17. Submit a drawing for all which is part of the construction contract.

18. Provide square meters (feet) of lead paint and x-ray shielding to be removed.

19. Format provided in SPECIFICATIONS. If there is no VA master specification, develop contract specification that is in compliance with regulations of the Environmental Protection Agency.

D. PLUMBING: Submit the following:

Plumbing: Schematics* DD** CD***

Narrative:

• Existing plumbing systems to be used and necessary modifications

• New plumbing systems

• New or modified water treatment

Floor Plans/Drawings:

• Room names

• Identify

Existing plumbing fixtures w/VA numbering system

New plumbing fixtures w/VA numbering system

Existing equipment

New equipment

New medical gas outlets

New laboratory gas outlets

Plumbing piping

• Size of pipe

• Equipment schedule

• Fire & smoke partitions

• Demolition plans

• Riser diagrams

• Legend, notes, and details

Location and size of sprinkler riser, standpipes, and fire pumps (see fire protection)

Location of emergency eyewash and shower equipment

Calculations (equipment & piping)

List of Required Contract Specifications

Contract Specifications

D. PLUMBING (cont.):

(1/8 inch).

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all the revisions required by comments from schematics phase.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase. Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch).

E. SANITARY: Submit the following:

Sanitary: Schematics* DD** CD***

Narrative:

• Existing sanitary systems:

underground water, sanitary sewers, storm sewers, & fuel gas with sources, disposal methods, storage pressures, condition, etc.

• New sanitary systems

• Provide water analysis & expected yield if well required

• Circulation study to assess emergency vehicle access

Install test well, if well is required.

Utility Plans/Drawings showing existing and new sanitary systems:

• Size of pipes

• Invert elevations of sewers

• Locate/size

Pumps

Storage facilities

Treatment equipment

Fire hydrants

Sectional and post indicator valves

Backflow preventer

• Areas of new irrigation system

• New irrigation system

• Profiles of sanitary & storm sewers

• Demolition Plans

• Legend, notes, and details

Point of connection to sprinkler system

Calculations

List of specifications

Contract Specifications

E. SANITARY (cont.):

* Submit utility drawings at same scale as provided for Site Development drawings.

** Submit utility drawings at same scale as provided for Site Development drawings, incorporating all the revisions required by comments from the schematics phase.

*** Submit utility drawings at same scale as provided for Site Development drawings, incorporating all the revisions required by comments from the design development phase. Submit legend, notes, and details at a scale not less than 1:100 (1/8 inch).

F. ELECTRICAL: Submit the following:

Electrical: Schematics* DD** CD***

Narratives:

• Design1

• Life cycle analysis for electrical systems

Location and size of:

• Electrical equipment2

• Electric closets3

• Telephone closets3

• Signal closets3

• Electrical distribution equipment

Drawings showing:

• Electrical plot plan of existing and proposed underground power (including manholes)

• Telephone systems

• Signal inter-building systems

• Proposed electrical system4

• Electric symbols

• Lighting fixture schedule

• Emergency Life Safety Equipment (see fire protection)

• Symbols, note, abbreviations

List of specialty areas

Method of short-circuit calculations

Method of voltage drop and demand calculations

Utility company correspondence

Utility company requirements

Load calculations for normal & emergency use

Drawings:

• Lighting layouts

• Power layouts

• Signal layouts

• Specialty area layouts

• Demolition plans

Riser diagrams

Branch circuit wiring (typ.)

Location and size of:

Electrical: Schematics* DD** CD***

• Primary distribution switchgear/switchboard

• Engine-generator sets

• Substation/pad mounted transformer

• Manholes

Location of smoke dampers and duct smoke detectors

Interconnection of electrical control equipment with HVAC equipment

Smoke partitions and fire alarm zones

Fire alarm and signal riser diagrams

Calculations for emergency generator(s)

Phasing scheme

Electrical details

Specifications

(1/8 inch). Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

F. NOTES:

1. Include basic assumptions, points of interconnection, impact of new construction to existing electrical distribution system, current demand loading (high voltage switchgear and primary feeder), and projected load of new construction. Propose various feasible electrical systems for project and provide advantages/disadvantages.

2. Include means and clearances for installation, maintenance, and removal/replacement of equipment.

3. Electrical, signal and telephone closets must stack vertically.

4. Include high voltage and low voltage switchgear, transformers and low voltage main and/or distribution panels, branch panels and methods of feeding 277/480 volt and 120/208 volt normal and emergency panels.

G. STEAM DISTRIBUTION: Submit the following:

Steam Distribution: Schematics* DD** CD***

Estimate steam and condensate loads

Life-cycle cost analysis of steam distribution system

Calculations of pipe sizing

Steam distribution plot plan

Existing underground utilities

Soil conditions report

Performance requirements for steam traps

Calculate pipe stress

Select expansion facilities for piping

Location of:

• Manholes

• Pipe expansion devices

Profile drawings including existing utilities

Plan views/sections/dimensions for major piping, pipe layout and pipe supports of:

• Manholes

• Trenches

• Tunnels

Demolition Plans

* Submit outside steam generation plans at an appropriate scale to show all work involved.

** Submit outside steam generation plans at same scale as topographic/utility survey incorporating all the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated outside steam generation plans incorporating all revisions required by comments from the design development phase.

I. ESTIMATING: Submit the following:

Estimating: Schematics DD CD

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

Level "A" Summary Sheets for building

Level "A" Summary Sheets for sitework

Building gross area computation (new)

Building gross area computation (alteration work)

Project Data Sheet 1

Project Data Sheet 1 and 2

Asbestos abatement

Detailed estimate take-off sheets

Level "B" Summary Sheets for buildings

Level "B" Summary Sheets for sitework

Supplement A to SF 252

Detail Market Analysis

J. SPECIFICATIONS

Schematics DD CD

Specifications (All Disciplines) 1, 2. & 3 4 & 5

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

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

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

b. Use applicable "Standards" to define quality and workmanship when these publications exist. List complete designation and title of each publication used in Part 1;

follow format in VA Master Construction Specifications for Applicable Publications.

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

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

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

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

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

K. FINAL BID DOCUMENTS

a. Place the seal of the Registered Architect, Registered…