657-25-107JB Final Supplement B updated 11-6-24.pdf

A/E SUPPLEMENT B

PROJECT NUMBER: 657-25-107JB

PROJECT TITLE: FCA-Replace Elevators in Buildings 1, 3, and 52

DESIGN TIMEFRAME: The Architect/Engineer (A/E) shall deliver final construction documents No Later

Than (NLT) 203 days after the Award/Notice to Proceed (NTP) Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION:

Magnitude of construction project range: $2,000,000 to $5,000,000

A/E will also be required to incorporate bid items into the bid documents that will allow for a 20% budget reduction.

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

Veterans Affairs St. Louis Health Care Facility’s (VASTLHCS’) Facility Engineering Service (FES) intends to partner with an A/E Firm on a project to Replace Elevators in Buildings 1, 3, and 52, at Jefferson Barracks (JB) Division, St. Louis, MO 63125. The renovation will address and correct several poor Facility Condition Assessments, FCAs, including 252524, 77984, 78199, 78402, 252538, and 252540, for the elevators.

This project will replace the passenger and freight/service elevators in Buildings 1, 3, and 52 at the Jefferson Barracks Division of the Veterans Affairs Saint Louis Healthcare System.

Six hydraulic-operated elevators are at the end of their useful life and need to be replaced.

This project will replace the following: Building 1 (2 Elevators), Building 3 (1 Elevator), and Building 52 (1 Passenger, 2 Freight).

In addition, 1 new patient elevator will be added in Building 52.

The A/E Firm must provide Professional Services as delineated in the Scope of Work. As part of the Professional Services, FES expects the following primary A/E disciplines to be included: Supervisor, Architect, Mechanical Engineer, Elevator Consultant/Engineer, Electrical Engineer, Plumbing Engineer, Fire Protection Engineer, Structural Engineer, Physical Security Specialist, VPIH and Commissioning.

II. SCOPE OF CONSTRUCTION PROJECT:

Existing Conditions: Six hydraulic-operated elevators are at the end of their useful life and need to be replaced. The Base Bid for this project will replace the following: B1 (2 Passenger Elevators), B3 (1 Passenger Elevator), and B52 (3 elevators: 1 Freight, 2 Passenger).

In addition, 1 new patient elevator will be added in B52.

1. Building 1:

FCA 252524, elevator P-2w.

P-2w: 4000 lbs. at 150 fpm. Hydraulic. 1994 Virginia controls (large "ice cube" type relay logic). Maxton valve. Leroy Sommer motor. IMO pump. 42" two-speed, side opening doors. MAC door equipment.

Formula Systems infrared door reversal. Has Phase I and II Fire Service.

General compliance with A.D.A.

2SSO doors 42"X84", 4-stop, floors G, 1, 2, 3. 4000 lbs. at 150 fpm. Virginia controls, electronic soft start.

A/E CONTRACT SUPPLEMENT B

2. Building 1:

FCA 77984, elevator P-1e.

P-1e: 4000 lbs. at 150 fpm. Hydraulic. 1994 Virginia controls (large "ice cube" type relay logic). EECO valve. Leroy Sommer motor. IMO pump.

42" two-speed, side opening doors. MAC door equipment. Adams ICU door reversal. Has Phase I and II Fire Service.

General compliance with A.D.A.

2SSO doors 42"X84", 4-stop, G, 1, 2, 3. 4000 lbs. at 150 fpm. Virginia controls, Wye Delta starter.

3. Building 3:

FCA 78199, elevator P-21.

P-21: 20-year-old elevator that is under-designed. Current standard is 3000 lbs. units. Hydraulic.

1994 MCE controls, 2000 lbs. at 100 fpm, 2SSO doors 48" x 84", 4-stop, floors B, E, 1, 2.

4. Building 52:

FCA 79402, elevator S-14.

S-14: rated 4000 lbs. at 150 fpm, Hydraulic. 1994 Virginia controls (large ice cube relay logic). EECO valve. Leroy Sommer motor.

IMO pump. 54 inch 2-speed, side opening doors. MAC door equipment.

Adams ICU door reversal. Has Phase I and II Fire Service.

General compliance with ADA.

5000 lbs. at 100 fpm, 1994 Virginia controls, 3-stop floors G, 1, 2. COSS doors 48"X84".

5. Building 52:

FCA 252538, elevator P-15W.

P-15W: rated 5000 lbs. at 150 fpm, Hydraulic. 1994 Virginia controls (large ice cube relay logic). EECO valve. Leroy Sommer motor.

IMO pump. 46 inch 2-speed, side opening doors. MAC door equipment.

Adams ICU door reversal. Has Phase I and II Fire Service.

4000 lbs. at 100 fpm, 1994 Virginia controls, 3-stop floors G, 1, 2. 2SSO doors 48"X84".

6. Building 52:

FCA 252540, elevator P-16W.

P-16W: rated 4000 lbs. at 150 fpm, Hydraulic. 1994 Microprocessor controls by Elevator Controls Corp. Maxton valve. Leroy Sommer motor. IMO pump. 48-inch center opening doors -front and rear at G GAL door equipment. Adams ICU door reversal.

Has Phase I and II Fire Service.

5000 lbs. at 100 fpm, 1994 Elevator Controls, 3-stop floors G, 1, 2. COSS doors 48"X84".

7. Building 52:

1 new patient/passenger elevator to be added to the exterior of Building 52.

Anticipated Construction Phasing: Construction contract will be phased for buildings 1 and 52, each.

Both buildings have multiple elevators. Plan to only work on one elevator at a time in these buildings, so the other is available for use. Special arrangements need to be made for working on the elevator in Building 3, as it is the only one. Phasing shall be determined during Design by both the A/E Firm and the VA Engineering Team.

The A/E must be able to respond to issues in a timely manner, to include being on-site within 8 hours. This is due to the need to keep this project progressing and on-time, avoiding any delay claims and emergent issues. As construction is heavy in the area, contractors are on tight schedules to schedule trades and equipment. Having an A/E that can be onsite within 8 hours allows emerging issues to quickly and efficiently be solved.

III. SCOPE OF WORK FOR A/E:

1. Site Investigation/Survey:

a. Site Investigation must require the Architect and consultant to come on site to complete site investigation. Site Investigation will coordinate with the COR. The A/E shall make investigations necessary to thoroughly evaluate the conditions of the existing elevators.

The VA shall allow for five days of site investigation. Any investigation beyond that shall be at the A/E’s expenses.

b. A/E shall be responsible for conducting site visits for the purpose of data gathering, investigation and documentation of all existing conditions. Perform such investigations as required to accurately verify all existing conditions. Do not rely solely upon "as built" drawings. VA personnel will provide assistance with investigating the project site where prior experience with equipment and utilities will produce an appreciable advantage.

The A/E firm shall be responsible for site review of the existing facility, in order to field verify the owner's existing documents and as-built drawings. Any modifications that are required to be made, as a result of the site review shall be communicated to the VA and corrected by the A/E firm.

2. The A/E shall make investigations necessary to thoroughly evaluate the area. This may include, but is not limited to, hazardous materials identification in the direct area of work and areas impacted by the project. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C. The design will also encompass Asbestos Abatement Design Manual (PG 18-10) July 2011 Compliance:

https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf.

3. Upon completion of initial field survey and assessment, provide a comprehensive report of existing conditions and findings to VASTLHCS’ Facility Engineering Service. Report will include initial cost estimate for all work included in the FCA-Replace Elevators in Buildings 1, 3, and 52 project. Hazardous material surveys and design shall be in compliance with National Emissions Standard for Hazardous Air Pollutants (NESHAP) requirements for renovation and demolition projects. This report will be considered the Design Narrative as referenced in “B5 DESIGN REVIEW AND COMPLETION SCHEDULE,” below.

https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf

4. The A/E shall make investigations necessary to thoroughly evaluate the conditions of the existing space. The VA shall allow for five days of site investigation. Any investigation beyond that shall be at the A/E’s expense. The designer shall make recommendations that comply with the VA HVAC Design Manual and have been reviewed and approved by the medical center design team (this team will be identified in the future)

a. VPIH Survey: The A/E Firm will complete a NESHAP-required survey, to include testing, and identifying any, and all, asbestos- and lead-containing materials within the project area.

This project will remove all lead and asbestos in areas being renovated.

b. Reference VA Asbestos Abatement Design Manual (PG 18-10) July 2011:

i. 1.8 DESIGN REQUIREMENTS: The following elements are required for all asbestos abatement project designs for VA facilities:

A. All project designs must be developed and/or reviewed and approved by an EPA Model Curriculum trained and applicable state accredited Asbestos Project Designer. This is to ensure that all applicable federal, State, and local regulations are followed regarding the design of asbestos abatement projects. These regulations include, but are not limited to, EPA NESHAP requirements, City of St. Louis Air Pollution division requirements St. Louis County Air Pollution division requirements, and Missouri Department of Natural Resources (MDNR) requirements. VA representatives conducting peer review of asbestos designs need not be accredited Asbestos Project Designers.

B. All asbestos inspections performed in VA facilities for the purposes of gathering information for the development of the asbestos abatement project design must be performed by EPA Model Curriculum trained and applicable state-accredited Asbestos Building Inspector.

C. VA Master Specifications have been developed for typical asbestos abatement work. The appropriate sections shall be edited to meet the project scope of work and specific project requirements.

D. The A/E shall carefully coordinate specifications with the drawings so that all work required by the drawings is included in the specifications.

Specification content that does not apply to the project shall be deleted.

E. The A/E shall modify the existing Master Specifications, when feasible, to address any abatement that is not specifically identified by the VA Master Specifications.

ii. 1.9.2 DRAWINGS The following criteria must be used when creating drawings to be used in support of the asbestos abatement project.

A. Refer to VA Design and Construction Procedures for general drawing requirements.

B. Consolidate notes and place them on the right-hand side of the sheet.

C. Show scale, compass point, orientation, key plan, title, column grids and numbers, match-lines, room numbers and titles corresponding to the Architectural drawings.

D. Clearly identify all locations of materials to be removed during the asbestos abatement project.

E. Clearly identify any life-critical systems that exist in abatement areas to ensure that these systems are isolated and not disturbed during the project.

iii. 1.9.3 SEQUENCE OF ASBESTOS ABATEMENT DRAWINGS A. Symbols and abbreviations B. Demolition Plans C. Asbestos materials location plans D. Details E. Summary of asbestos material quantities F. Coordination with A/E Design Submission Requirements (PG 18-15).

iv. 2.3.1 ABATEMENT WORK TASKS: The specific ACM to be abated during the asbestos abatement project must be identified on the detailed plan and project drawings. A summary for each work task to be performed during the abatement project, as well as a summary of the techniques to be used, in addition to safety precautions and methods must be included in the design.

v. 2.3.2 UNEXPECTED DISCOVERY OF ASBESTOS: For any previously untested building components suspected to contain asbestos and located in areas to be impacted by the work, additional samples will need to be collected of any materials found to determine the presence or absence of asbestos. The sampling must be performed by an AHERA accredited Asbestos Building Inspector.

5. Schematic Design:

The A/E shall do one onsite visit to the facility to meet and discuss with the Integrated Project Team.

An agreed to and solid schematic design is the foundation for a successful design.

a. The first meeting will be to do an initial site visit and hear the needs, wants and desires of the users for this space.

b. The second meeting will be to present schematics for the project with A/E providing their pros/cons to each. This meeting can be site visit or TEAMs meeting. During this meeting the final schematic will be approved if justified. Project Phasing will be determined during this meeting.

c. AE shall plan for design and design review meetings as part of the Scope of Work.

6. Design Development:

a. The design shall include any energy efficiency improvements available for the application.

The Design Development (DD) phase defines the space, a scaled depiction of spatial relationships, wall locations, etc. All designs shall be in accordance with the A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

b. Mechanical, plumbing, electrical, elevator, fire and safety systems must meet current state and local codes and standards, including VA Standards. All new space and utilities will be designed to meet the Interagency Security Committee’s and other relevant physical security guidelines. The completed project shall be capable of achieving LEED certification (actual certification will NOT occur).

c. A/E shall provide a life safety code analysis of the proposed design in coordination with the existing adjacent functions to verify the proposed design does not generate any compliance issues. This is to include during the various phases.

d. The A/E shall provide a certification that the Replace Elevators in Buildings 1, 3, and 52 project is a stand-alone project and does not require any follow-on project to make the space suitable for its intended occupancy.

e. The A/E shall install approved finishes in elevator areas being modified to complete project work.

7. Construction Documents:

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

b. The A/E will provide a 1 to 2-page scope of work summary of the project to the contracting officer when 100% design documents are complete as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This summary is intended to be a general description of the construction project.

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

8. Construction Services:

a. Construction period services may start immediately following design completion or may extend up to 5 years after the Notice to Proceed of design.

b. For the duration of the construction contract, the A/E shall:

i. attend the pre-bid construction conference(s).

ii. commence the Construction Period with the award of the Construction Contract(s) and end the Construction Period with the completion of closeout documents.

iii. act in an advisory and consultant capacity, as the A/E, to the Contracting Officer and

Contracting Officer’s Representative. The A/E shall not be the representative of the

Contracting Officer on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the

Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor.

iv. provide submittal reviews within 10 calendar days with final approval being required by the COR. The A/E shall provide prompt responses to all Request for Information

(RFI) issued by the construction contractor within 7 calendar days. Provide periodic site review and inspections. These reviews should be documented, and all findings provided to the COR within 3 business days of the review.

v. provide Submittal Exchange or equal (to cover both design and construction), the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not transmit through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Service should be provided through construction period services and allow use by construction contractor. Submittal

Exchange or equal shall be active during the design and restarted from start of construction project until 6 months after completion of construction project.

c. The A/E shall perform construction period services as detailed later in this scope of work.

d. If additional asbestos is suspected or located during construction the AE will be contacted for VPIH services.

e. Conformed Construction Set (drawings and specifications) shall be stamped/sealed by licensed architect and/or engineer licensed to perform the work. Conformed Construction Set shall be provided prior to construction award and incorporate any, and all, addenda to date from bid RFI, clarifications, etc.

This is intended to provide a set of drawings “For Construction” to differentiate between any bid documents or developmental progress drawings.

9. Functional Product:

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

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

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

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

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

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

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

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

10. Sustainability Requirements:

a. Design shall comply with the most current version of the VA Sustainable Design Manual at time of award found on the VA technical Information Library:

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

b. The following deviations are allowed: none.

c. GUIDING PRINCIPLES CHECKLIST: AE shall complete and submit the appropriate Federal Energy Management Guiding Principles Checklist:

Search Results | Department of Energy, or https://www.energy.gov/search/site?keywords=Federal+Energy+Management+Guiding+Pri nciples+Checklist

IV. A/E FEE DETERMINATION:

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

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

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

2. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B. The letter of understanding shall also include an analysis of the A&E fee proposal, indicating the 6% fee limitation as compared to the estimated Construction Budget.

3. Unused site visits will be deducted at the end of the contract.

4. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction services. Monthly QA/QC reports are required, https://www.cfm.va.gov/til/sustain.asp https://www.energy.gov/search/site?keywords=Federal+Energy+Management+Guiding+Principles+Checklist https://www.energy.gov/search/site?keywords=Federal+Energy+Management+Guiding+Principles+Checklist https://www.energy.gov/search/site?keywords=Federal+Energy+Management+Guiding+Principles+Checklist including actions taken to maintain project quality, schedule and budget, this will accompany invoice. The architect shall use the NCO15 invoice format when submitting invoices.

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

V. REPORTS, DRAWINGS, SPECIFICATIONS AND SCHEDULES:

1. Kick-Off Meeting:

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

b. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). The VA will provide comments and guidance following each design review session. All meetings shall be held at Jefferson Barracks Division of the VASTLHCS in Saint Louis, MO, or via Microsoft Teams.

2. Site Investigation:

a. The architect will provide a site visit report.

b. The VPIH Hazardous Material survey, report, and abatement plans should be completed by the 35% Schematic Design Submittal and Asbestos, Lead and Mold testing reports.

3. Schematic Design:

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

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

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

4. Design Development:

a. The A/E firm shall make investigations necessary to thoroughly evaluate the conditions of the existing space. There will not be a system redesign for this process. The design shall include any energy efficiency improvements available for the application. All designs and timelines shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, PG-18-15, Volume C.

b. Mechanical, plumbing, electrical, elevator and fire and safety systems must meet current codes and standards, including VA Standards. All new space and utilities will be designed to meet the Interagency Security Committee’s and other relevant physical security guidelines.

The completed project shall be capable of achieving LEED certification. The elevators shall be designed to be installed per ASME A17.1 code, and relative connections identified for the two-way communication and video monitoring systems to behave and function properly.

5. Construction Documents:

a. The A/E firm shall complete further investigations to develop the accepted design development documents as required to develop working drawings and specifications at no additional cost to the VA for issuance through the competitive bid process.

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

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

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

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

6. As-Built Drawings:

a. The A/E firm shall submit one (1) complete set of drawings provided via file share software using AutoCAD Release 2024, in addition to pdf format. Models should be provided in Revit 2024. The A/E shall follow the VA Standard CAD format for layering in accordance with the “B3 GOVERNMENT FURNISHED DESIGN CRITERIA” section of this Supplement B.

b. The A/E firm shall submit said As-Built (aka Record Drawings) drawings within 20 days of receipt of red lined drawings.

7. Reproduction of Drawings and Specifications:

a. Conformed Construction Set

i. Conformed Construction Set (drawings and specifications) shall be stamped/sealed by licensed architect and/or engineer licensed to perform the work.

ii. Conformed Construction Set shall be provided prior to start of construction and incorporate any, and all, addenda to date from bid RFI, clarifications, etc.

iii. This is intended to provide a set of drawings “For Construction” to differentiate between any bid documents or developmental progress drawings.

b. Included as part of this package is the standard A/E submission guide for minor projects, Program Guide, PG-18-15, Volume C. In addition to completing a detailed review of the attached document, the A/E shall log onto the VA website for the Office of Facilities

(http://www.cfm.va.gov/til/) and comply with all rules and regulations related to design requirements for NRM and Minor projects. If there are any conflicts between the rules and regulations as listed on the website and the outline provided above, the rules and regulations on the Office of Facilities website shall govern. It is the responsibility of the A/E to visit and download this documentation. The contract will include Construction Services and Site Visits.

c. Specifications shall be prepared in MS Word and drawings shall be prepared in Revit 2024 and submitted to the VA in Revit and AutoCAD 2024 formatted files in accordance with the

“B4 DESIGN DELIVERABLES” section of this Supplement B.

d. The A/E is required to prepare architectural drawings in Revit. One DVD/CD-ROM computer disk containing all reports, specifications, documents, and drawings will be required for each milestone submission. The final Construction Document submission shall include copies of the original digital files (in *.dwg and *.rvt) in addition to the pdf format files. All necessary reports, cost estimates and other documents shall be prepared in accordance with all applicable portions of the A/E Submission Instructions, Program Guide PG-18-15, Volume C.

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

The VA reserves the right to require immediate delivery of the A/E’s digital files to the VA at any time.

e. Specifications should be provided in both hardcopy and electronic form word and pdf formats.

f. One half size set of drawings and one set of specs shall be sent to the Contracting Officer at the 95% and 100% construction document review periods.

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

VI. PROMOTION OF FULL AND OPEN COMPETITION:

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

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

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

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

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

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

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

VII. MISCELLANEOUS:

1. The existing drawings for all levels Building 1, Building 3, and Building 52, included within the limits of this project, will be provided to the A/E consultant For Reference Only. As-Builts and Record Drawings have been found to not show the actual location, quantity, etc., of all building features and should only be used as a general guide. The A/E shall verify the existing drawings to the extent necessary for completion of construction. Files in *.dwg or*.rvt format will be provided to the A/E if those files are available for distribution.

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

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

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

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

a. Concurred as Written

b. Non-Concurred; Request Discussion

c. Requires Clarification

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

7. A stormwater NPDES Permit for Construction Site Activities is required for work at Jefferson Barracks. This applies to the construction of 1 new patient elevator added in B52. In the event Deduct #1 is exercised, no stormwater NPDES Permit for Construction Site Activities is required.

VIII. DESIGN FUNDING LIMITATION:

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

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

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

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

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

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

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

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

2. Deducts (acceptable to the VA) of 20% of the Total Construction Contract Price will be included in the Contract Documents. These Deducts shall not be utilized to lower the estimated Total Construction Contract Price.

IX. PROBABLE CONSTRUCTION COST ESTIMATE:

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

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

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

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

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

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

General Division shall include costs associated with project duration. Include Summary of estimate by Division Number with each submittal.

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

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

b. Labor dollars by trade (or crew1)

c. Material quantity

d. Material dollars

e. Equipment Rental and associated cost

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

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

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

B2 INDUSTRIAL HYGIENE SERVICES:

I. INDUSTRIAL HYGIENIST TASKS:

For the work scope described in B1 SCHEDULE OF SERVICES above Hazardous materials (Asbestos, Lead, Mold, heavy metal, etc.) ARE included in this Contract amendment. Baseline Lead and Asbestos Hazardous Material Inventories within the project limits may be available from the VA for consultant’s reference. Hazardous Materials site visits are to have 15 site visits (5 for design and 10 for construction days for larger projects) for Hazardous Materials conferences and inspections.

1. Architect/Engineer Responsibilities:

a. Determine if asbestos, lead, or mold is present in accordance with EPA, OSHA, and other applicable federal and local laws and regulations. If found, design a method for abating/remediating all asbestos-containing materials, lead-containing materials and mold-contaminated items impacting this project. All Asbestos abatement designs must be completed by a person who is trained and accredited under the EPA MAP and is qualified to design asbestos abatement projects for schools, public, and commercial buildings. This includes a Missouri State Asbestos Project Designer License.

b. Determine location of asbestos, lead and/or mold contamination, and any water and moisture damage. Work with the I.H. to uncover and assess hidden areas. To the extent possible, all materials known or suspected to be disturbed or otherwise impacted during this project must be sampled prior to demolition and included in the abatement design. If materials are unable to be sampled during the design phase of the project, they must be sampled during selective demolition processes during the construction phase or otherwise treated as ACM.

c. For mold contamination, determine the contributing factors to the mold development.

d. For asbestos and lead contamination, determine the extent of abatement required to eliminate all impacts to this project.

e. Develop the Abatement Design for areas & materials covered under the project in accordance with EPA and VHA guidelines.

f. Review the I.H. Report.

g. Produce a written report and drawings compiling all necessary information.

II. VA PROFESSIONAL INDUSTRIAL HYGIENIST (VPIH):

The A/E will retain a specialist in VPIH services to provide sufficient oversight of the abatement process.

The following VPIH services will comply with federal, State, and local laws and regulations:

1. Review of Contractor Provided Asbestos Abatement Plan: The VPIH is responsible for reviewing and approving the Contractor's Professional Industrial Hygienist (CPIH) work plans. Provide comments and recommendations to ensure VA personnel and/or patients are not exposed to asbestos fibers.

2. Provide Air and Materials Sampling: Provide air and materials sampling of the construction site to verify that no asbestos fibers were released during the asbestos abatement activities.

Provide materials sampling within the construction site when suspect materials are uncovered and it is unconfirmed if the material contains asbestos or lead. Field work and sampling activities shall be performed by trained personnel under the direction of a licensed Industrial Hygienist or Board-Certified Microbial Consultant.

3. Provide Abatement Oversight: Provide oversight of the abatement contractor to ensure compliance with abatement laws and regulations.

4. Provide Final Clearance: Ensure the contractor has completed the abatement work required and provide final clearance that the abatement work is complete and there are no impacts to the Medical Center.

5. Provide Final Report: Provide a final report showing daily logs, sampling results and collected documents.

6. Provide required site visits: Provide 15 site visits (5 for design and 10 for construction days for larger projects) for Hazardous Materials conferences and inspections.

III. All work shall be in compliance with applicable laws, regulations and procedures published or issued by federal, state and local regulatory agencies for the abatement and control of hazardous materials.

B3 GOVERNMENT-FURNISHED DESIGN CRITERIA:

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

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

Construction Program: Schematics, Design Development, Construction Documents

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

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

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

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

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

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

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

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

-VA Environmental Compliance Manual, special requirements, (PREVIOUSLY PG-18-17);

http://www.cfm.va.gov/til/spclRqmts.asp#EC

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

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

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

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

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

-VA Medical Center Memorandums (“MCM”) (Request From COR) -VA Asbestos Abatement Design Manual (https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf)

- Environmental Protection Agency (EPA) NESHAP regulation for Asbestos (40 CFR 61, pp. 48406 to

48433); https://www.epa.gov/sites/default/files/2016-03/documents/55fedreg48406.pdf)

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

- EPA 40 CFR Part 763 and appendices

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

II. Other design criteria may be required to meet specific requirements of the design work scope that are not listed above, nor are available on the VA Office of Facilities web site. The A/E is responsible for obtaining and complying with all such criteria.

B4 DESIGN DELIVERABLES:

http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/spec.asp https://www.cfm.va.gov/til/ae/aesubmin.pdf http://www.cfm.va.gov/TIL/spec.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/TIL/accessibility.asp http://www.cfm.va.gov/TIL/accessibility.asp file://///v15.med.va.gov/v15/STL/Services/Engineering_QT/5.3%20Active%20Projects/NRM_JB/657-25-107JB%20-%20Replace%20Elevators%20B1%20B3%20B52/2.%20Design/01%20Design%20FORCE%20package/07%20Supplement%20B,%20complete,%20but%20tweak/PG-18-17 http://www.cfm.va.gov/til/spclRqmts.asp#EC http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/projReq.asp#cad http://www.cfm.va.gov/til/projReq.asp#reviewCheck http://www.cfm.va.gov/til/projReq.asp#reviewCheck http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/dManual/dmARhosp.pdf https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf https://www.epa.gov/sites/default/files/2016-03/documents/55fedreg48406.pdf https://www.osha.gov/laws-regs/regulations/standardnumber/1926/1926.1101 https://www.osha.gov/laws-regs/regulations/standardnumber/1926/1926.1101 https://www.epa.gov/sites/default/files/documents/2003pt763_0.pdf

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

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

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

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

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

Documents for Bidding. (see attached format).

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

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

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

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

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

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

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