675-107 AE Scope of Work - Final 9-6-2024.pdf

Project 675-107 Statement of Work

Create Emergency Management Space

Lake Baldwin VA Clinic

Orlando, FL

Table of Contents

1. Overview ………………………………………………………………………………………

1.1 Introduction/Project Intent ……………………………………………………….

1.2 Phases of A/E Services …………………………………………………………...

2. General Scope ………………………………………………………………………………..

2.1 Design Disciplines/Services………………………………………………………

2.2 Site

Investigation………………………………………………………………………………………

2.3 Surveys ………………………………………………………………………………

2.4 Subsurface Conditions…………………………………………………………….

2.5 Phraseology………………………………………………………………………….

2.6 Codes, Standards and Executive Orders………………………………………

2.7 Quality Control ……………………………………………………………………..

3. General Submission Services …………………………………………………………….

3.1 Review Aids …………………………………………………………………………

3.2 Drawings …………………………………………………………………………….

3.3 Estimate Submission Requirements……………………………………………

3.4 Proposed Phasing and Construction Schedule………………………………

3.5 Specifications ………………………………………………………………………

3.6 Design Site Visit, Meetings/Conferences and Discussions……….

3.7 Infection Control Risk Assessment & Interim Life Safety Measures Evaluations………………………………………………………………………………………..

4. Design Schedule …………………………………………………………………………….

5. Submission Requirements ………………………………………………………………...

5.1 First Review …………………………………………………………………………

5.2 Second thru 100% Review……………………………………………………

5.3 Final Submission …………………………………………………………………..

6. Construction Period Services ……………………………………………………………

6.1 General ……………………………………………………………………………….

6.2 Hazardous Materials – See Appendix C

6.3 Evaluations of Construction Contractor Value Engineering Change Proposals

6.4 Errors and Omissions……………………………………………………………………...

Appendix A – Submission Review Tools …………………………………………………...

Appendix B – Basis of Design ………………………………………………………………..

Appendix C – Hazardous Material ……………………………………………………………

1. Overview

1.1 Introduction/Project Intent

1. Project description: This project will create new Emergency Management space to store, maintain and manage equipment for the Orlando VA Healthcare System. The footprint of the structure is expected to be 25,000 square feet; however, a majority of that space will be covered parking for Emergency management vehicles and equipment

(buses, generators, trailers and other large assets). A couple offices will be included in the overall footprint of the building as well as air-conditioned storage will be provided for sensitive equipment. Work will include the construction of the building, landscaping and required road work.

2. Phases of A/E Services: A/E shall provide the services indicated. These services will be provided in distinct phases:

• Schematics – Preliminary User Group Meetings & Field Surveys – first review submission – “DD 1” Design Development o A/E shall assess the site and provide 3 potential locations for the new building.

▪ The assessment shall consider accessibility, site impacts, environmental impacts, etc.

• 30% Submittal – “DD 2” Design Development

• 60% Submittal – “CD” Construction Documents

• 90% Submittal – “CD” Construction Documents

• 100% Submittal – Bid [Final] Documents

• Construction Period Services

• Project Close Out Submittal – “As-Built” Construction Documents

2. General Scope

2.1 Design Disciplines/Services: A/E shall engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. The following are the minimal expected disciplines to be used for this scope of work. A-E may include additional services which should be identified during proposal submission:

1. Civil/Structural: Work may include architectural modification and structural work.

Structural engineering is expected to be completed by a Florida Licensed Structural

Engineer for any needed structural reinforcements. All required borings and structural testing shall be completed by the A/E firm. The A/E firm shall proceed with a structural design that will not impede on pedestrian traffic at the ground level.

2. Architectural: Field verification of elevations and architectural dimensions are crucial to the success of this project, as the existing drawings are best represented. Exterior work must blend into the surrounding buildings and architectural appearances. Patient and

Family Centered Care concepts are to be included in the design of this project. These concepts are outlined in the VA technical information library design guide documents.

See paragraph I.D.2 for additional information.

3. Interior Design: The VA Interior Designer will perform all interior color and material selections from the Architect’s recommended items. The A/E will coordinate all interior selections with the VA interior design staff.

4. Plumbing/Piping: The plumbing systems need to be evaluated and updated to meet the latest Plumbing Codes. Design modifications, additions and relocations to the plumbing systems and fire protection system must follow the VISN 8 policy and Life Safety codes and other applicable code requirements for a complete certified functional system.

5. Heating, Ventilation and Air Conditioning (HVAC): The HVAC systems need to be evaluated and updated to meet the latest HVAC Design Criteria. The A/E must evaluate the Chilled Water System and the Hot Water / Steam System serving the design scope area.

6. Electrical: The electrical systems need to be evaluated and updated to meet the latest

Design Criteria. The A/E must evaluate the electrical systems serving the design scope area to determine if there is enough, and provide modifications and extensions to the existing electrical systems, security system, communications system, fire / safety system, etc. All panels shall be metered before any planned connection to insure available capacity. This required metering will be the responsibility of the A/E firm to complete. This design shall evaluate existing As–Built drawings and all ongoing electrical upgrade projects during the design process.

7. Life Safety: In addition to in house staffing, an independent third-party life safety expert must review design to ensure it meets current life safety requirements.

8. Fire Protection Engineer: The VA requires that all spaces shall be 100% sprinkled throughout the facility. The A/E shall have a fire protection engineer on staff to review and approval stamp the design/build fire protection system in the project as necessary.

9. Special Systems and Equipment: The design will include all special systems and equipment associated with the functions of the space. The A/E shall be required to coordinate the design work directly with the suppliers/ manufacturers of the new equipment and existing to produce a completely designed operational project. All drawings, schematics, and other data available from the equipment suppliers shall be incorporated in the A/E drawings and specifications. The design shall address special systems including but not limited to elevators, fire alarm, telecommunications, security (card access/CCTV), medical gas monitoring, public address, and nurse call systems. Any new building or renovated space must tie into the existing fire alarm system at the facility.

10. Environmental (NEPA): The VA is required by the National Environmental Policy Act

(NEPA) (32 CFR Part 651) to evaluate and document potential environmental impacts of all federal actions occurring at the VA Hospital or any of its outlying clinics. The VA requires the services of a professional and technical support in meeting these mission requirements to support the implementation of NEPA. The contractor shall provide the level of experience necessary to complete these tasks. Relevant work experience includes knowledge of Federal environmental laws and regulations including NEPA, 32 CFR Part

651, AR 200-1, ESA, NHPA, CAA, CWA, and Sikes Act; computer proficiency in MS Office and ESRI ArcGIS; NEPA technical support and excellent communication skills.

11. Energy & Resource Conservation: Any alterations or new equipment (motors, light fixtures, windows, HVAC equipment, pumps, chillers, water faucets, urinals, toilets, insulation, etc.) shall be energy efficient and resource efficient. This facility’s overall energy usage goal is 142,000 BTU/sq. ft. (142 MBTU/SF). Energy Star, LEEDS and other related criteria shall be utilized. Light bulbs and other equipment shall have very low mercury content or NOT contain mercury at all.

12. LEED Certification: The A/E shall design for LEED Silver Certification where economically feasible. Documentation for application for Certification will not be required. //

13. Hazardous Material: See Appendix C

2.2 Site Investigation:

1. A physical survey of the site shall be conducted.

2. Any available information relative to existing conditions at the site of the construction will be furnished to the A-E who (unless fee negotiations establish otherwise) will evaluate and verify such information and make field measurements and investigations as necessary to prepare adequate construction drawings and specifications.

2.3 SURVEYS:

1. The A-E shall make all field surveys required for design and of construction documents.

In general, this may consist of topographic site surveys, alignment, profiles, and cross sections. A sufficient number of semi -permanent survey points to serve as initial horizontal and vertical survey controls for construction of the project shall be set. The horizontal control points and benchmarks shall be shown and described on the plans.

The datum used shall be that used for the station or area in question and shall be shown on the appropriate site drawings. The surveying firm shall obtain from the COR the benchmark or datum location to be used for the project design. That datum shall be confirmed in writing. Failure to comply with this requirement may be cause for survey/design rework at no additional cost to the Government. Boundary surveys to be used as instruments for real estate purposes shall carry the seal of a licensed land surveyor acceptable to the political subdivision in question.

2.4 Subsurface conditions

1. The A-E is required to take soil borings and evaluate subsurface conditions in all cases where the Contracting Officer and A-E determine that soil explorations and laboratory soil test data are necessary, i.e., when adequate data is not available in the VA’s files.

Include soil borings in project drawings. Include a note to bidders listing what subsurface information is available (i.e., test results, interpretations, recommendations, etc.). The A-E shall analyze and interpret all necessary information concerning foundation soil conditions and shall include, in the preparation of specifications and drawings, complete and specific coverage of procedures for foundation construction and for handling unusual subsurface conditions.

2. The A-E shall contact the COR prior to arriving on the station and obtain approval to dig, probe, sample, or drill in order to avoid injury or damage from encountering active utilities. All project areas that require subsurface exploration (bore holes or test pits) during the design stage or will require excavation during constructions shall be scanned for the presence of existing underground utilities by the A-E design contractor (or sub consultant). This information, in conjunction with file drawing research (review of existing as-builts from prior projects) and field survey location of above ground visible utilities, shall be used by the A-E to create a site plan showing all known utilities in the affected area. Depths to utilities shall be estimated whenever possible. All costs associated with the location of existing utilities shall be the responsibility of the A-E.

2.5 PHRASEOLOGY: The following instructions that relate to common errors in phrasing have evolved from the VA’s experience with A-E specifications:

1. Under “Requirements”, do not use the phrase "the work consists of" – instead use the phrase "the work includes". Drawings should show scope if necessary to list certain parts.

2. In lieu of reference to the accompanying drawings or the Contracting Officer, use the words "as shown", "as indicated", "as detailed" or "as approved", "as directed", "as permitted" - do NOT use the words "as shown on drawings" or "as approved by the

Contracting Officer". That clause of the Contract Clauses entitled “Specifications and

Drawings for Construction” defines the meaning of these and similar terms.

3. Do NOT use the expression "to satisfaction of the Contracting Officer" or "satisfactory to the Contracting Officer". The contract states specifically that all work must meet the approval of the Contracting Officer.

4. There are two parties to the contract - (1) the Government, represented by the

Contracting Officer and (2) the Contractor. Therefore, do NOT use such expressions as

"subject to the approval of the architect", "when in the opinion of the architect", "this contractor", "masonry contractor", or "subcontractor". Do not use the term "owner" - use the term "Government".

5. Do NOT use etc.; the term is too imprecise for bidding and inspection purposes.

6. The use of the expression "as indicated on the drawings" is very seldom necessary; the fact that a detail is on the drawings makes it unnecessary to mention it in the specification. If the expression is used and the item is not shown, the contractor is not required to provide it.

7. Do NOT use expressions such as "The work required shall include, unless stated specifically otherwise, the provision of all materials for the installation of all concrete, including reinforcement necessary to the construction and completion of the work per the drawings, the specifications, and the intent thereof". Since the drawings indicate clearly the exact limitations of the several classes of work, defining the limits of work within the specifications is superfluous and may be contradictory by failure to mention something shown clearly and intended to be included.

8. Minimize the use of cross-references and in NO case use paragraph numbers for this purpose. If necessary to refer to a particular paragraph, do so by its title and the section number and title under which it is to be found. Cross -references of the following type are totally unnecessary - "Painting of the woodwork is covered under "'Painting'" or

"painting is specified hereinafter". i. Do NOT place upon the contractor the responsibility for the possible inaccuracy of, or the lack of, information on the part of the

Government; e.g., never use sentences similar to "although the drawings indicate approximately the conditions that are likely to be found, bidders should satisfy themselves as to the actual conditions, for while they are believed to be shown, the

Government does not guarantee the accuracy of the information given and the bidder shall assume all responsibility in the use of such". Remember that the Government is responsible for the accuracy and sufficiency of the information it gives to bidders or contractors and the A-E is in turn responsible to the Government for that same information. It will be necessary to establish in the project specification a definite basis of bid. For example, on a roof rehabilitation project where the extent of defective construction is unknown, the specification shall set forth, as a basis of bid, a definite amount of work to be performed and provide for adjustment per the Contract Clauses if the extent of work varies from the amount stated under the basis of bid.

9. Do not include warranties in technical sections unless they are for more than one year, and generally not unless they are included in the NAVFAC guide specification. A one-year warranty is covered in the Contract Clauses.

10. Do NOT set up a paragraph in the various sections entitled “Work not Included”. Specify the work that is included under the respective sections.

11. Specifications should clearly delineate equipment, ducts and piping systems that are required to be insulated. The phrase "insulating all ducts except in conditioned spaces" has resulted in differences of opinion and claim situations; also, all duct systems should be appropriately designated as supply, exhaust, fresh air intake, or return to further clarify insulating requirements.

2.6 Codes, Standards and Executive Orders:

1. The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100-678 requires

Federal agencies to follow national recognized "model" building codes. The VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. The VA design Manuals and Master

Specifications specify other codes and standards that VA follows on its projects:

i. VA Directives, Design Manuals, Master Specifications, VA National CAD

Standard Application Guide, and other Guidance on the Technical

Information Library (TIL) (http://www.cfm.va.gov/til/).

ii. International Building Code (IBC) including International Mechanical and

Plumbing Codes

iii. NFPA 101 Life Safety Code (see notes below)

iv. NFPA National Fire Codes with the exception of NFPA 5000 and NFPA

900.

v. Occupational, Safety and Health Administration (OSHA) Standards

vi. VA Seismic Design Requirements, H-18-8

vii. National Electrical Code (NEC)

viii. National Standard Plumbing Code (NSPC)

ix. Safety Code for Elevators and Escalators, American Society of

Mechanical Engineers (ASME) A 17.1.

x. ASME Boiler and Pressure Vessel Code

xi. ASME Code for Pressure Piping

xii. Architectural Barriers Act (ABA) including VA Supplement, Barrier Free

Design

xiii. Building Code Requirements for Reinforced Concrete, American

Concrete Institute and Commentary (ACI 318)

xiv. Manual of Steel Construction, Load and Resistance Factor Design

Specifications for Structural Steel Buildings, American Institute of Steel

Construction (AISC)

xv. Energy Policy Act of 2005 (EPAct)

xvi. American Society of Heating and Refrigeration Engineers (ASHRAE)

90.1, Energy Standards for Buildings Except Low-Rise Residential

Buildings

xvii. Federal Leadership in High Performance and Sustainable Buildings:

Memorandum of Understanding (MOU)

xviii. Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management

xix. Executive Order 13514: Federal Leadership in Environmental, Energy, and Economic Performance

xx. The Provisions for Construction and Safety Signs. Stated in the General

Requirements, Section 01 00 00, of the VA Construction Specifications

xxi. American Society of Heating and Refrigeration Engineers (ASHRAE), Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1

xxii. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

2. Additional Notes: NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101, and documents referenced by NFPA 101 in order to comply with the accreditation requirements of the joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101, and documents referenced therein. Design features not addressed by NFPA 101, or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed above in this Program Guide.

For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively. This applies even if the IBC requirements are different.

3. Conflicts between Nationally Recognized Codes and Standards and VA

Requirements: Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for the VA to ensure a consistency system wide.

4. Design Deviations from VA Standards: When proposing a variation, deliver a written request to the Contracting Officer who will render decision after discussing with COR.

Documentation will include the nature and features of the variation and why the variation is desirable and beneficial to the Government. If lower cost is a benefit, also include a high magnitude cost comparison.

2.7 Quality Control

1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

• Identification and discussion of all organizational and technical interfaces

• Design team members and their areas of responsibility

• Team members responsible for checking the design.

• Team members responsible for checking the electronic files.

• Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts

• Project Schedule showing key milestones and review periods.

2. VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/ .

3. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles, and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

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

3. General Submission Services

3.1 Review Aids: A/E will complete the review aids in Appendix A for each submission to aid the A/E and the COR in ensuring project design level is at appropriate level:

3.2 Drawings:

For AutoCAD, use the following:

1. The A/E shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products (digitally signed DWGs) and PDF format in individual sheet files on CD-ROM. Drawing AutoCAD version must be compatible with current facility version AutoCAD 2020. Include all associated support files (i.e., plot styles, external referenced files, etc.). The standard drawing size shall be

ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e. layer / level structure, fonts, font sizing, file naming conventions, etc.) is that of the latest edition of the National CAD Standard (www.nationalcadstandard.org).

a. The A/E shall follow these level / layer formats, file – naming conventions, and symbol library.

http://www.cfm.va.gov/TIL/ http://www.nationalcadstandard.org/

b. Drawings are to be drawn from the VA’s “As-Built” or construction drawings updated by site verification, not scanned reproductions.

c. The final sets of the new construction drawings, including the film copies, shall be sealed (embossed & ink stamps) and signed by each respective

Professional Engineer in their discipline, Industrial Hygienist, Architect, and other necessary licensed professional consultants.

3.3 Estimate Submission Requirements:

1. The A/E shall submit a construction cost estimate from an independent firm for all trade disciplines at each and every project submission in detail as described in Appendix A.

This estimate shall reflect the impact of the planned acquisition strategy provided by the

COR. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Therefore, if it is shown, it must be priced. If it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Building gross area computations shall be included with each estimate. Estimates shall be broken down by AIA divisions.

The first page will be a summary page showing deductive bid items, contractor mark-ups, overhead, profit, special insurance, and bonding to reflect true construction costs.

The breakdown shall reflect Bid Items 1, 2, 3…. separately, then in aggregate. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/

2. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR

KEEPING THE PROJECT DESIGN WITHIN PROJECTED CONSTRUCTION

FUNDING. THE A/E WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT

COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA) SHOULD COST

ESTIMATES EXCEED CONSTRUCTION FUNDING. Bid Deducts are not to be considered in maintaining the budget – they are intended to support unexpected variables in bidding, not in up front design. See 52.236-22 DESIGN WITHIN FUNDING

LIMITATIONS for additional information.

3. The A/E shall design the project in such a manner that the base bid shall include the sum total of the work. However, there must be deducting alternate bid items. The deducting alternative bid items shall have a goal of equaling 10% of the proposed construction budget. The resulting project must still be a viable project if all alternatives are deducted from the construction project. No matter which option is selected, the hospital must continue to function during construction.

3.4 Proposed Phasing and Construction Schedule:

1. Proposed Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc.

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

2. Phasing – It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a minimum of 3 phasing plans and base line comparison of no phasing in project at Conceptual submission. The comparison shall include description, bubble drawing presentation, impact on budget, impact on timeline, impact to maintain VA standards during each phase (for example will

HVAC be maintained at VA standards in the occupied areas), impact on life safety and emergency egress and all other known pros and cons for each phase. A/E shall modify based on any follow up questions. VA will select one alternative within 14 calendar days of final presentation.

3. A/E is responsible to discuss phasing at all design submission meetings. Identification of potential construction task that would minimize disruptions if performed off hours and weekends shall be included along with identification of major utility interruptions.

3.5 Specifications:

1. General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

2. Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word).

The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3. Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

4. Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

5. Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

3.6 Design Site Visits, Meetings/Conferences, and Discussions

1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer.

These conferences shall take place at the facilities where the work is being performed.

3. Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission. Minutes shall include all request for changes by VA. If change is unable to be made, explanation of why shall be provided.

3.7 Infection Control Risk Assessment (ICRA) & Interim Life Safety Measures Evaluations

(ILSM)

1. ICRA - The A/E Firm will be responsible to work with the VA COR / Safety Department / and Infection Prevention to develop the “Construction Safety, Infection Prevention and

Control Risk Assessment”, as required by VHA Directive 7715 “SAFETY AND

HEALTH DURING CONSTRUCTION” The A/E will be given blank Risk Assessment forms to be completed and will allow for review and discussion at each design phase of the project. If the design has multiple phases, or work performed in multiple areas, a separate Assessment needs to be completed for each phase or area. These forms will be included in the specifications and are a part of the design submission requirements.

2. ILSM - The A/E firm will be responsible to identify areas in their design that will require

Interim Life Safety Measures in accordance with the latest - The Joint Commission

(TJC) Hospital Standard LS.01.02.01. The A/E will clearly define areas requiring

Interim Life Safety Measures and the necessary precautions needed. Along with the requirement for Interim Life Safety Measures, the A/E will work with the COR and Safety

Department to identify the needs, as well as identify the responsibilities of the Interim

Life Safety Measures. These will be clearly defined in both the Specifications and on the

Drawings.

4. Design Schedule:

Design schedules shall be submitted to the VA as an 11x17 Microsoft Projects file at the beginning of the Notice of Award with each invoice for payment and shall never be more than 4 weeks old. Time frames below are calendar days. Any requested adjustment to timeline shall be submitted to Contracting in writing:

i. Schematics

ii. Begin Design Development (Notice to Proceed):NOA.

iii. First Submission of Design Development (DD1–Schematics): NOA + 28 Days

iv. First Review Meeting and Return First Submission: NOA + 42 Days

v. Second Submission (Final Design Development) (DD2–30%): NOA + 84 Days

vi. Second Review Meeting and Return Second Submission: NOA + 98 Days

vii. End of Design Development “DD”

viii. Contract Document Stage “CD”

ix. Begin Contract Document Stage: NOA + 99 Days

x. Third Submission Contract Documents (CD1-65%): NOA + 133 Days

xi. Third Review Meeting and Return Third Submission: NOA + 147 Days

xii. Fourth Submission Contract Documents (CD2-95%): NOA + 175 Days

xiii. Fourth Review Meeting and Return Fourth Submission: NOA + 189 Days

xiv. Fifth Submission (Deliver Final Contract Documents) (CD3-100%): NOA + 203 Days

xv. Fifth Review Meeting and Return Fifth Submission: NOA + 231 Days

xvi. Final design submission: NOA + 238 Days

Construction Period Services shall be performed for the length of time between the time the option is exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

5. Submission requirements

5.1 First Review: Schematic (DD1) – Roughly 10 - 15% complete.

1. Submittals: Three (3) copies of the complete package in 3 separate binders. Each section other than drawings shall be in binder and each section identified by individual tab allowing for easy separation of package by VA if desired to expedite reviews.

Drawings shall consist of 1 full size and 2 half size. Provide electronic copies of the entire submission on one (1) CD-ROM with each section as separate file.

2. All Disciplines: Follow Appendix A

3. Specifications: In addition to Appendix A, submit a cover letter and a list of VA master specifications intended for use on this project.

4. Drawings: In addition to Appendix A, the A/E shall provide a full list of project drawings showing the scope and plan for each discipline involved.

5. Phasing: Follow Section 3.2.2

6. Basis of Design Document: Follow Appendix B

7. Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission. Government acceptance does not relieve the Design of Record of their responsibility for the accuracy of the design documents.

5.2 Second thru 100% review:

1. Submittals: Three (3) copies of the complete package in 3 separate binders. Each section other than drawings shall be in binder and each section identified by individual tab allowing for easy separation of package by VA if desired to expedite reviews.

Drawings shall consist of 1 full size and 2 half size. Provide electronic copies of the entire submission on one (1) CD-ROM with each section as separate file.

2. Follow requirements of Appendix A in addition to the following:

i. Previous meeting minutes: Include all minutes from previous meetings.

ii. Site Drawing (if applicable): Ensure drawings show parking and material staging areas of this project. Area shall be balance of reasonable expectation of needed space to perform work and facility situation of limited parking.

iii. Phasing: Ensure agreed upon phasing plan is presented at all meetings.

Present any additional details developed throughout the process. Include narrative in submission.

iv. 100% Submission only: Certified Independent Third-Party Safety Professional

Review must be completed and a letter with comments submitted with this submission.

v. Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the

VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission. Government acceptance does not relieve the Design of Record of their responsibility for the accuracy of the design documents.

5.3 Final Submission: After material of the Fourth Review has been reviewed, the A/E shall make necessary changes to incorporate all review comments (VA, CITP Safety Review, etc.)

and furnish the following:

1. Specifications: Six (6) copies of the edited specifications double-sided in loose-leaf form ready for photocopying. One copy in a 3-ring binder, labeled. Format to be as stated earlier under “Specifications.”

2. Drawings: The drawings shall be 100% complete in every respect. Provide six (6) complete sets of drawings, three (3) full-size prints and three (3) half-size prints. Also provide two (2) electronic copies of the drawings in accordance with section I.D.6.

i. Provide one sealed set of original film drawings. Each discipline shall be separately sealed.

ii. Provide all calculations for the project including, but not limited to, architectural, structural, plumbing, mechanical, and electrical.

iii. Provide two (2) CD-ROMs with all project materials, including drawings, specifications, and calculations.

6. Construction Period Services (CPS) – OPTION ITEMS:

6.1 – General: CPS shall include all of the following: Bidding assistance in the form of answering technical questions in writing during the bidding period. Addressing any issues with the specifications or drawings and issuing an addendum. Written responses shall be prepared and forwarded to the VA CO and COR and not to the bidder/offeror. In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% Construction Documents as part of the construction contract.

These documents shall be labeled Final Construction.

CPA Services shall also include, generation of baseline submittal schedule, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to

Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP); cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations. The VA reserves the right for final approval/disapproval on all RFIs, submittals, change orders and contractor estimate.

1. RFIs: Maintain Log including VA final approval. Review and respond to all design related RFI’s within (7) calendar days.

2. Submittals: Maintain log including VA final approval. Review all submittals for the project within (14) calendar days.

3. Change Orders: Modification/Change Order Requests: Modification requests shall be submitted within seven calendar days of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of SOW and IGCE for the modification, as requested. The A-E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A-E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

4. Site visits: documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit

i. The A/E must also attend the pre bid conference prior to construction.

ii. A/E to attend weekly Construction meeting with VA and Construction

Contractor.’

iii. The A/E must conduct one site visit per month during construction.

iv. The A/E must attend the close out punch list after construction of each phase is complete.

5. At project completion, the A/E must verify as built conditions from contractor supplied marked up prints and furnish two (2) updated sets of prints / record drawings (one set to be film), and two (2) electronic copies in accordance with section I.D.6.

6. ASBESTOS – See Appendix C

7. The A/E to perform/witness commissioning of the building systems.

6.2 Hazardous Materials – See Appendix C

6.3. EVALUATION OF CONSTRUCTION CONTRACTOR VALUE ENGINEERING CHANGE

PROPOSALS (VECPs):

1. The purpose of a VECP is to achieve savings in cost by adjusting the design so as to permit more economical methods and materials of construction and still maintain the operational, functional, and aesthetic quality of the facility. Note that a construction contractor VECP differs from a construction contractor proposed variation or exception to the contract documents in that a VECP must maintain at least the same level of quality as in the original design while a proposed variation or exception could lower the quality of construction. Under the VECP program, the contractor and Government share in the savings resulting from acceptable proposals while a full credit (deduct) in the construction contract price is taken for approved variations or exceptions which are of lesser quality than the original design.

2. In addition to the general requirements, consultation reports on A-E evaluation of VECPs shall include the advantages and disadvantages of the VECP, and economic analysis & justification for recommending approval or rejection of the VECP.

3. In order to avoid tacit delays to construction, Government processing time for VECPs is held to 21 calendar days from the date the Contracting Officer receives the VECP package from the contractor. Accordingly, the A-E shall complete and forward consultation reports on VECPs to the Contracting Officer and COR within five (5) calendars days from the time of receipt. When the VECP is of the nature that the response requires additional time, the A-E shall notify the Contracting Officer as to the expected date of responses.

6.4 Errors and Omissions:

1. Architect-engineer contractors shall be responsible for the professional quality, technical accuracy, and coordination of all services required under their contracts. A firm may be liable for Government costs resulting from errors or deficiencies in designs furnished under its contract. Therefore, when a modification to a construction contract is required because of an error or deficiency in the services provided under an architect-engineer contract, the contracting officer (with the advice of technical personnel and legal counsel) shall consider the extent to which the architect-engineer contractor may be reasonably liable. The contracting officer shall enforce the liability and issue a demand for payment of the amount due, if the recoverable cost will exceed the administrative cost involved or is otherwise in the Government’s interest. The contracting officer shall include in the contract file a written statement of the reasons for the decision to recover or not to recover the costs from the firm.

2. Reimbursement of costs incurred by the Government as a result of A-E error and/or negligent performance are actively pursued by the VA. Upon determination that there may be A-E financial responsibility involved, the A-E shall be contacted by the

Contracting Officer. The A-E shall be advised of the design deficiency and requested to provide a technical solution to the problem, including cost estimate. The A-E shall be further informed that it is the Contracting Officer’s that the A-E may be held financially responsible. A-E financial responsibility can include contractor extended overhead costs. Therefore, upon notification of potential liability, the A-E should coordinate with the directing official to determine required technical support and timing to minimize delay costs. Pending final decision by the Contracting Officer, the A-E will be invited to attend all price negotiations for corrective work. The A-E shall participate as a non-voting technical advisor to the Government negotiating board. Inability to obtain agreement from the A-E as to financial responsibility or A-E unwillingness to participate in negotiations shall not be cause for delay or remedial construction contract action by the

Contracting Officer. As an alternate to the above, the A-E (where design error is clearly at fault) may discharge the firm's financial responsibility through negotiation with, and direct payment to, the contractor.

Appendix A

Submission Review Tools

The A/E is required to complete and submit the following tables to enhance evaluation of each submission. This should be used by the AE as a self-assessment tool to ensure full understanding of submission requirements. Providing documentation will aid the VA in review by understanding the AE intentions for each submission.

A/E Milestone Schedule Track

Milestone Submission

Planned Duration

Planned Date

Revised Duration

Revised Date

Actual Duration

Actual Date

Conceptual

30%

60%

90%

100%

Duration shall be provided as days after NOA. Date shall be calendar date that matches duration.

Applicable Submission Requirements

Program Applicable Not Applicable

Site Development

Architectural

Fire Protection

Interior Design

Structural

Plumbing

Sanitary

HVAC

Electrical

Equipment

Steam Generation

Steam Distribution (Outside)

Solid Waste Disposal System

Automatic Transport

Asbestos Abatement

Space Planning

Critical Path Method

Estimating

Specifications

Complete below checklist for all applicable requirements. Enter “Y” for every submission provided. If A/E believes a specific item on checklist that is generically required is not applicable for this specific project, enter NA with brief explanation below the table.

AE Submission Checklist

SITE DEVELOPMENT: Submit the following:

Site Development: 30%* AE Self Confirmatio n

60%** AE Self Confirmatio n

90%*** AE Self n

Narrative ✓

Analysis of site ✓

Circulation study ✓

Phasing analysis ✓

Parking analysis ✓

Development concept showing proposed buildings and structures

Landscape drawings with plant groupings

Topographic, utility, and landscape survey

Demolition plan ✓ ✓ ✓

Layout plan showing location of:

• Building and structures ✓ ✓ ✓

• Roads ✓ ✓ ✓

• Fire Access ✓ ✓

• Parking ✓ ✓ ✓

• Accessible spaces ✓ ✓

• Van spaces ✓ ✓

• Mechanical and electrical equipment on grade

• Future expansion ✓

• Off-site roads ✓ ✓ ✓

Site Development: 30%* AE Self n

60%** AE Self Confirmatio n

90%*** AE Self

• Off-site utilities ✓ ✓ ✓

• Service area(s) ✓ ✓

• Entrances and exits ✓ ✓

• Walks ✓ ✓

• Inlets ✓ ✓

• Contractor's staging area ✓ ✓

• Vertical and horizontal road alignment

• Paving joint patterns ✓ ✓

Grading plan showing:

• Existing contours ✓ ✓

• Proposed contours ✓ ✓

• Spot elevations at structure corners, entrances, equipment pads, etc.

• First floor elevations ✓ ✓

• Rim and invert elevations on storm drainage fixtures

• Erosion and sediment control ✓ ✓

Rock excavation (quantity) ✓ ✓

Planting plan showing:

• List of plant material ✓ ✓ ✓

• Limits of irrigation ✓ ✓ ✓

Site details ✓ ✓

Landscape details ✓ ✓

Signage plan and schedule ✓ ✓

Specifications ✓ ✓

* Submit site and landscape plans at an appropriate scale to show all work involved.

** Submit site and landscape plans at same scale as topographic/utility survey incorporating all of the revisions required by comments from schematics.

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

ARCHITECTURAL: Submit or show the following:

Architectural: 30%* AE Self n

DD** AE Self Confirmatio n

CD*** AE Self

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 ✓ ✓ ✓ n

DD** AE Self Confirmatio n

CD*** AE Self

• 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 ✓ ✓

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) n

DD** AE Self Confirmatio n

CD*** AE Self

Construction details15 ✓ ✓

Drafting symbols, abbreviations, and general notes

Door, window, and louver schedules ✓

Interior details,…