A-E SOW 687-24-103 Bldg 31 and 41 Renovation REV 0 03.pdf

ARCHITECT / ENGINEER STATEMENT OF WORK

Facility: Jonathan M. Wainwright Memorial VA Medical Center Project Name: A/E Services, Renovate Bldg 31 and 41 for Warehouse Space Project Number: 687-24-103 Date: 3/07/2023

Place of Performance Walla Walla Campus 77 Wainwright Dr.

Walla Walla, WA 99362

Project Background

Walla Walla Veterans Administration Medical Center (WWVA) has two historic buildings (Building 31 and 41) that are currently used for storage, but were not designed for this purpose. An upcoming project will reduce our available warehouse space, creating a need to improve the functionality and efficiency of these buildings.

1.0 OVERVIEW

Provide Architect/Engineer professional services to include preliminary concept and program development, investigative services, design narratives/analysis, planning consultations and visits, design work, calculations, preparation of contract drawings and specifications, sample boards, preparation of cost estimates, construction period services, site visits, and other services as required.

Specifically, this project is for the design of warehousing system space to suit our needs and be contained in the existing buildings. These are historic buildings, so we are very limited in the amount of exterior renovation allowed.

Building 31 was constructed in 1859 with 4,286 square feet. Building 41 was constructed in 1888 with 6,070 square feet.

2.0 SCOPE OF WORK:

Provide all professional services required to design a renovation of the existing buildings to create an efficient warehousing system.

A. Provide all required professional engineering consultants to include, but not limited to Architectural, Civil, Electrical, Mechanical, Environmental and Fire/Life Safety to the extent required to develop a comprehensive design of this Scope of Work.

B. The design shall result in a project that is in full compliance with the latest edition the VA Design Standards. Within ten business days of award, download all applicable design manuals, specifications, and other guidance reasonably anticipated for use in the project. Transmit these design baseline documents to the Contracting Officers Representative (COR) utilizing an electronic file transfer system acceptable to the COR at the time of the DD-1 submittal.

C. Buildings 31 and 41 are historic buildings. All work must be evaluated and in compliance with National Historic Preservation Act (NHPA) Section 106.

D. Be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the A/E under this contract. The A/E shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services.

Neither the Government’s review, approval or acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the Contractor shall be and remain liable to the Government in accordance with applicable law for all damages to the Government caused by the Contractor’s negligent performance of any of the services furnished under this contract (FAR 52.236-23).

E. Provide Site Investigations to verify existing conditions affecting the work and acknowledge that you have taken steps reasonably necessary to ascertain the nature and location of the work and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost. This may include establishing accurate as-built conditions of the facility and its utility systems for re-design and construction. Gather pertinent design information of the existing architectural, mechanical, electrical, electronic, plumbing, and structural feature(s) and element condition(s) in order to complete new design work (FAR 52.236-3).

F. Include site visits for inspection services, cost analysis, construction period services, and as-built drawings. Do not depend on original construction drawings for information and verify the information provided in any drawings provided.

2.1 SPECIFIC TASKS:

A. Provide all professional services required for an analysis and design for the scope of work as outlined above. The work includes, but is not limited to, structural reinforcement, racking systems, lighting, HVAC, roofing, painting, security and electrical upgrades.

1. Incorporate inventory management systems for tracking and locating materials and equipment.

2. Add racking for elevated pallet storage.

3. Add mechanical system for environmental controls in support of a limited quantity of offices and materials requiring a controlled environment, and tie into existing campus Direct Digital Control (DDC) system.

4. Add access controls, surveillance cameras, and other electronic security as required, and tie into existing campus security system.

5. Extend the fiber optic loop from the main campus to both buildings, for full support of DDC, fire alarm, security, internet/data, and other.

6. Evaluate and repair structural deficiencies in both buildings.

7. Evaluate and repair or replace exterior components, such as siding, roofing, doors and decks.

8. Evaluate the addition of new loading docks or bays.

9. Evaluate and repair piping and electrical systems, and any other system needed for effective operation.

10. Provide site paving of the surrounding areas to facilitate access for trucks, employee parking and forklifts.

11. Provide site security enhancements as required by the Physical Security and Resiliency Design Manual.

12. Evaluate the feasibility of and install rooftop solar panels, subject to historic preservation limitations.

13. Evaluate and construct interior office space, for Logistics/inventory management staff, with all associated utilities requiring addition. The contractor will assist the VA in determining which of the two buildings will be equipped for office occupancy.

14. Upgrade landscaping and irrigation in all areas adjacent to the buildings, loading docks and parking areas.

15. Perform inventory of materials currently stored, including items to be relocated into the warehouse space, and work with VA personnel to determine whether to retain or dispose of existing items.

16. Furnish temporary storage space for items that are retained.

B. Coordinate with other ongoing projects at the campus.

C. Provide detailed cost estimates at all design phases.

2.2 ADDITIONAL SCOPE OF WORK:

A. Pre-Design Site Investigation: Conduct a thorough site inspection to verify existing conditions. Provide an agenda for site visit to ensure all required key staff and players can be included and scheduled.

B. Fire/Life Safety: Fire protection implementation guidance to the A/E with respect to the National Fire Protection Agency (NFPA) Fire Codes is provided in follows:

1. VA has adopted the National Fire Codes (NFC) published by the National Fire Protection Association (NFPA), which establish a minimum acceptable level of life safety and property protection. Life safety requirements are specifically addressed in the Life Safety Code, NFPA 101. Where conflicts exist between codes, the designer shall follow the code specified in the text under the subject section of this manual. Fire Protection design shall be based on the latest editions of the NFC at the Date of Award of the contract to the Architectural Engineering (A/E) firm.

Under special circumstances, the VA will require compliance with a more recent code edition when significant changes to the code have occurred between the Date of Award to the A/E and the Date of Award to the prime contractor for construction.

2. At DD-1 design, if necessary, engage a certified Fire Protection Engineer to conduct a Fire/Life Safety code review of design documents and incorporate the comments from the Fire Protection Engineer into the design. Design the necessary Interim Life Safety and Permanent Life Safety provisions for impacted areas. Provide and coordinate the review of the Life Safety Provisions of the project design with a third party, independent licensed Fire Protection Engineer.

The following areas will be reviewed by the third party:

a. NFPA Code Compliance

b. Environmental / EPA Impacts, Permits, etc.

c. OSHA Compliance (i.e., Excavation, Demolition, etc.)

d. Security Property / Infrastructure Management, Homeland Security, etc.

e. Emergency preparedness

f. Disability Accessibility Compliance

3. National and Local Codes: The A/E shall deliver a letter certifying compliance with all Life Safety Codes and Requirements applicable to this project from the third party.

4. The third-party entity shall be involved in reviewing the design, but may also be involved with reviewing contractor’s submissions, conducting pre-occupancy life safety inspections, and/or witnessing final fire protection acceptance testing.

5. For code interpretation and enforcement, the Authority Having Jurisdiction (AHJ) for all VA projects is ultimately the Deputy Under Secretary for Health for Operations and Management (10N), with the Safety and Fire Protection Engineer (10NA8) acting as the VA Fire Marshal.

Note: The above list is intended to serve as a starting point for design and does not represent the only information in identifying the project scope.

3.0 A/E RESPONSIBILITIES:

A. Produce a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. Each AE discipline shall obtain from the VA TIL a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard (NCS) application guide.

B. Provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

C. Attend a kickoff meeting with VA engineering staff. Include a thorough site inspection of existing building exteriors. Don’t rely on the accuracy of the original construction drawings for information. This meeting will include a tour to view the project site.

D. Recommend design approach and options based on the existing site and new engineering requirements. Included in a schematic design narrative prior to start of design.

E. Plan, coordinate, and conduct monthly design and coordination meetings between A/E technical disciplines before submitting material for each VA review. VA meeting room facilities may be utilized for project meetings. Coordinate with Facilities Management Service (FMS) for use of VA facilities and establish an FTP site or other project management software acceptable by the VA and suitable for the file sizes for use by the A/E and the VA to review documents and assist in communication.

F. Provide a preliminary cost estimate as part of the initial project assessment, and itemized cost estimates at mid-design and final design.

G. Provide a recommended construction period of performance, with estimated variance, and risk register.

3.1 DESIGN CRITERIA:

A. In accordance with FAR 52.236-22 Design within Funding Limits, the construction cost limit for the construction contract cannot exceed $6,100,000.

B. The following criteria, found in the VA Technical Information Library at http://www.cfm.va.gov/TIL/, will be used to develop the design (including but not limited to):

1. Master Construction Specifications PG-18-1

2. Design & Construction Procedures PG-18-3

3. Standard Details and CAD Standards PG-18-4

4. International Building Code (IBC) Latest Edition

a. (NFPA 101 takes precedence over IBC)

5. National Fire Protection Agency (NFPA) Latest Edition

6. OSHA Standards Latest Edition

7. Equipment Guide List PG-18-5

8. Space Planning Criteria, and VA-Space & Equipment

a. Planning System (VA-SEPS) PG-18-9

9. Design Manuals (by discipline) PG-18-10

10. Design Guides (graphical, by function) PG-18-12

11. Barrier Free Design Guide PG-18-13

12. Room Finishes, Door, and Hardware Schedules PG-18-14

13. Minimum Requirements for A/E Submissions PG-18-15 vol. C & F

14. Environmental Planning Guide PG-18-17

15. Physical Security and Resiliency Design Manual Latest Edition

16. VA Handbook 0730Security and Law Enforcement Latest Edition

17. VA Signage Design Guide Latest Edition http://www.cfm.va.gov/TIL/

18. VA Sustainable Design Manual Latest Edition

19. TIL Alerts: A/E Quality, Design, and Standards Alerts Latest Editions

20. Homeland Security Presidential Directive 12 VA Directive 0735

21. Sustainable Design & Energy Reduction Manual Latest edition

22. Seismic Design Requirements H-18-8 http://www.cfm.va.gov/TIL/planning.asp

C. The following design items are in addition to or different from VA Master Specification Requirements and will be included in drawings and/or specifications:

1. Specifications Division 01 - GENERAL REQUIREMENTS:

a. WWVA Projects will provide Spec Section 01 00 00 GENERAL REQUIREMENTS for inclusion in specifications. The A/E will review and modify this specification to fit the project during the design process.

b. Spec Section 01 32 16 PROJECT SCHEDULES – Add that ‘progress tracking and payments will be by Earned-Value Management’.

c. WWVA Projects will provide Spec Section 01 35 26 SAFETY REQUIREMENTS for inclusion in specifications. The A/E will review and modify this specification to fit the project during the design process.

D. The project design will use Earned-Value Management tracking for invoicing and billing.

E. Attend a kick-off meeting with the WWVA FMS Design Review team.

F. Recommend a phasing schedule that ensures the least disruptive construction schedule and design the subsequent work accordingly.

G. Prepare a complete set of construction specifications and drawings.

H. The specifications and drawings may not refer to brand names for components or equipment.

3.2 DRAWINGS

A. All drawings and specifications shall be based on standard Department of Veterans Affairs guidelines, Program Guide PG-18-3 Design & Construction Procedures and Program Guide PG-18-15 Contractor Submission Instructions for Minor & NRM Construction Program and all supplements listed herein. Where available, the WWVA will provide the Contractor with AutoCAD drawings for use as background information.

B. Coordinate all title block information and nomenclature with WWVA.

C. Provide all drawings and specifications necessary for a contractor to complete construction of the renovation, including direction to the contractor for staging areas, utility shutdowns, building access, security, parking, and any required phasing. Attend design review meetings to go over WWVA comments and discuss any issues (see http://www.cfm.va.gov/TIL/planning.asp schedule below). Provide construction period services and record drawings of all work in latest AutoCAD (.dwg) and Portable Document (PDF) format after the project is complete.

D. Drawings shall be done in plan view at a minimum scale of 1/8" = 1'-0", where necessary, and, generally, 1/4" = 1'-0" or larger. Details will be done in minimum scale of 1/4" = 1'-0" or larger. Drawings shall be independent for architectural, electrical, etc., design shall denote, on separate views, the required demolition and reconstruction details on the same sheet for each function, where possible. All drawings in project set shall be on same type and size sheets.

E. All views, elevations, sections, details, nomenclatures, etc., shall be complete to ensure contractor compliance without fault to misunderstanding of incomplete or improper views, elevations, sections, details, nomenclatures etc.

F. All contract drawings shall be provided to WWVA in latest AutoCAD format and PDF format for all design submissions and for final construction documents. Ensure that ALL drawing information is clearly defined in the PDF format, since solid fills with lines in the middle and layers with different percent masking may not be printed in color and certain features may be lost when printing in raster format. It is the responsibility of the A/E to require that all their consultants follow these guidelines.

G. The drawings will be produced using national CAD standards and WWVA details on a WWVA provided title block. All drawings will be standard scaled drawings. A/E to stamp drawings as to which review (Schematic Design (15%), 35%, 65%, 95% or construction). Also, note on review drawings "Not for Construction."

H. All drawings shall contain an engineers’ stamp with professional seal along with name and address of firm when necessary.

I. All correspondence with the Contracting Officer (CO) shall be signed by the Official of the firm with whom contract was negotiated and may not be re-delegated to another person in the same firm.

J. The use of WWVA furnished drawings and specifications does not preclude responsibility and are available to increase productivity and maintain architectural and interior design integrity. Verify all typical drawings for re-use and is to take full responsibility.

K. All drawings for 100% submission must be stamped by a licensed architect and/or engineer.

3.3 SPECIFICATIONS

A. Specifications shall be based on the Department of Veterans Affairs Master Construction Specifications with Contractor revisions, additions, deletions, etc. as required to assure all phases and facets of work are specifically covered without error or omission.

B. Be responsible for reviewing the specification sections used and to revise, add, delete, etc. prior to providing the finished specification package to the Department of Veterans

Affairs. Unnecessary items shall be deleted in entirety. The intent is to provide a complete set of construction documents for the project.

C. Where multiplicity is referenced in the provided specifications, consult FMS to eliminate such multiplicity. The construction contractor shall not be given alternatives or choices but must provide specific items as detailed in the specifications.

D. During visits with FMS, obtain the name and type of materials currently used and necessary for use on the contract for which he is responsible. In the specifications, the items shall be named specifically with an add-on statement such as: "or approved equal.”

The only variation wherein that may occur is when an item cannot be substituted due to maintenance requirements. Information on such items shall be provided to the A/E by the Department of Veterans Affairs.

E. Include a paragraph entitled "Submittal of Samples and Shop Drawings.” in each Construction Section of the specifications Under that Section, list all of the items within that particular section of the specifications for which samples and shop drawings are required, with the added words, "but not limited to."

F. All VA master specifications, design manuals, and other relevant information can be accessed at internet site http://www.cfm.va.gov/til/spec.asp . Compliance with all known applicable codes will be reflected in the completed design and construction documents.

The VA follows the most current ICC federal codes along with applicable local jurisdiction codes.

G. Custom specifications may need to be developed for this project. All custom specifications shall be produced in the same format as the master specification and shall be written in accordance with VA requirements.

H. Project Phasing: Prepare an independent specifications section "SR - SPECIAL REQUIREMENTS," wherein detailed phasing of work to be accomplished will be described in sequential order. Section shall be prepared using standard format of other specification sections.

3.4 DESIGN SUBMITTALS:

A. All Design Submittals include the following. Additional submittal requirements are shown within the specific section below. Refer to PG-18-15 for more details.

a. C-size drawings (2 sets)

b. Construction Cost Estimate (2 sets)

c. Label all pages of the drawings and the specification with Project Name, Project Number and appropriate Design Submittal Designation (e.g. DD-1).

d. Electronic (pdf) copies of all documents.

e. Date all material and present the designs on VA standard size drawings that are appropriately labeled, "SCHEMATIC SUBMISSION", “DESIGN

DEVELOPMENT SUBMISSION”, OR “CONSTRUCTION DOCUMENT

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

SUBMISSION”, in large block letters above or beside the VA standard drawing title block.

f. Incorporate the corrections, adjustments, and changes made by WWVA at the previous review.

g. Responses to the preceding WWVA Review comments.

B. The following are required design submissions for this project:

1. Schematic Design (SD-1 and SD-2) Package

a. Initial concept design, incorporating plans with phasing strategy, feasibility studies, analysis of infrastructure systems and recommendations defining the design approach. Concept design shall include analysis of portions of scope that may be isolated and provided as an accelerated package.

b. Schematic Design Manual two sets of 8-1/2” x 11” Schematic Design Manual in three-ring binders

c. Discuss with WWVA personnel budget estimate and design within funding limitations to further focus design efforts.

2. Design Development (DD-1) Package

a. Complete submittal of design drawings, specifications including material submittal listing, and finish schedule based on the approved SD Package.

b. Discuss with WWVA personnel budget estimate and design within funding limitations to further focus design efforts.

3. Design Development 2 (DD-2) Package (this review package completes Part A Services)

a. Prepare advanced detailed design in all disciplines, complete engineering drawings, and specifications in preparation for full contract drawings and specifications for the approved design based on the approved DD-1 Package.

4. Construction Document (CD-1) Package for Solicitation

a. Complete submittal of design drawings, specifications and final, detailed cost estimate based on the approved DD-2 Package.

b. Submittal Register (Excel format) and finish schedule.

5. Construction Document (CD-2) Conformed Drawings (including any amendments or other changes from the CD-1 phase).

a. One set of E1-size drawings.

b. Complete and bound specifications, two sets, plus electronic copy in MS Word format.

c. Submittal Register (Excel format) and finish schedule.

6. Record Drawings (note: to include all As-built conditions).

a. One set of E-size drawings.

b. Electronic copies to include Record Drawings in PDF and the latest AutoCAD format and specifications in MS Word and PDF format.

7. The A/E will schedule a design review meeting after VA review of each submission.

The meeting invitees will include the WWVA FMS Design Review team (FMS, Safety, Police, etc.). The A/E will take meeting minutes and include input into follow-on design.

C. Construction Document Requirements:

1. The drawings must include the WWVA's construction project number.

2. The clause and specification book must be in MS Word and PDF.

3. Each page of the clause and specification book must carry the project number in the top margin and page numbers.

D. WWVA will supply the following items in digital format for the contractor to incorporate into the solicitation document for the DD2 submittal:

1. Section 01 00 00 General Requirements

2. Section 01 35 26 Safety Requirements

3. WWVA safety requirements, infection control requirements and the rules of the station (to be provided by the COR).

4. Infection Control Risk Assessment (ICRA)

5. Construction Clauses

6. List of Attachments

E. Design Submittal Schedule: Design time allotted to be as follows in working days from award date or Notice to Proceed (NTP):

Event Calendar Days VA Review Total Days

Kick-off Meeting 10 10

SD Review 40 10 60

DD1 Review 40 10 110

DD2 Review 40 10 160

CD1 Review 40 10 210

CD2 Review 10 from Bid Closing

F. The review submission packages will incorporate the comments from the previous review. If any package is not complete for the required stage a post review may be required, the cost of which will be borne by the Architects design team.

G. Each review submission package shall be submitted in electronic format and hard copies as defined above. It shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be submitted to the WWVA.

H. The WWVA will review the design submission package according to the timelines set above and provide comments/approvals, either electronically, by fax, or by hard copy delivery.

I. Professional Licensing: The A/E who prepares the construction documents shall be a licensed professional architect or engineer.

J. The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of Record. The A/E shall certify compliance with the VA RFP and all applicable codes.

K. If the final construction documents submission package is not complete; a post submittal may be required, the cost of which will be borne by the A/E firm.

L. If construction bid clarifications are required, the A/E shall respond within three business days of receipt of the pre-bid RFI.

3.5 CONSTRUCTION COST ESTIMATES:

A. A construction cost estimate is required at all design submission phases (SD through CD design). Design will be based on project budget and include 20% deductive bid alternates.

B. Preliminary Construction Estimate: Include all direct construction costs broken down by major specification divisions. Include line items for construction contractor profit, overhead and risk.

C. Detailed Construction Estimate: Show the cost of construction, most likely to be reflected by the construction contractors' bids, if the bids were submitted on the same date as the estimate. The level of detail 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. Include building gross area computations in each estimate.

D. Break estimates 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. Reflect bid Items separately, then in aggregate. Provide an electronic copy of cost estimates with each submittal. Include markups on cost estimates to account for VHA burden factors associated with work on federal hospital facilities to include, but not limited to, the following areas: (1) working in high security areas (background checks, badging, etc.), (2) market conditions, (3) subcontractor availability, (4) inexperienced contractors, (5) lack of availability for storage or workspace.

E. With input from and final approval by the VA, create a schedule of values based on specification sections developed during design phases for use during the construction period to monitor progress and as the work is completed. The Construction Contractor shall invoice against this schedule.

F. The schedule of values shall not be confused with the preliminary and detailed construction estimates that are due as part of the design submittals.

3.6 PROJECT SOLICITATION PHASE:

A. Provide Bidding assistance and evaluation.

B. Attendant Pre-Bid Conference.

C. Provide written clarifications to questions about specifications and drawings that are submitted by prospective bidders and/or offerors prior o submission of offers. Written responses shall be prepared and forwarded directly to the CO and COR. Do not provide responses directly to bidders/offerors.

3.7 PROJECT CONSTRUCTION PHASE:

A. Attend the Pre-Construction Conference.

B. Participate in periodic construction site inspections, prepares site inspection reports, attends job meetings, reviews construction progress schedules, and prepares and distributes job meeting minutes.

C. Attend construction meetings. Teleconference will be acceptable in most instances.

D. Site Visits:

1. Survey site and verify existing structures and utilities. Do not depend on original construction drawings for information.

2. Attend a pre-bid, pre-con, and final inspection.

a. One team visit for final inspection.

b. Include periodic inspections and scheduled inspections prior to wall and ceiling closings.

c. Adhere to the WWVA security and safety requirements while on site.

d. Visit the site to obtain details of the specific areas covered by this contract in order to fully complete the drawings and specifications without error or omission.

E. Provide shop drawing and material submittal review and evaluation for comment to the COR. Be responsible for routing the submittals to their consultants responsible for the review. Within 14 calendar days of receipt of the submittals provide review and stamped submittals to the COR. On a monthly basis provide an updated submittal log to the VA indication the status of all submittals required under contract. The submittal process is detailed further in the following section.

F. Review and respond in writing to Request for Information (RFI's) and Cost proposals from the contractor sent by the COR. Do not respond directly to the contractor. The A/E is responsible for routing the documents to their consultants. Return their responses to the VA within 3 calendar days of receipt. The VA may require the A/E to complete an independent cost proposal for required changes.

G. Provide review and evaluation of contractor's fee proposals and proposed contract changes to the CO and to the COR when required. Construction period services for the Contractor shall occur throughout this contract and shall include resolution of unexpected construction problems.

H. Notate modifications to the final design drawings and provide "as-built" drawings in AutoCAD format to the COR within 30 calendar days of receiving the marked up as-build construction drawings to include:

1. One complete set of original E-size drawings of final construction As-Built drawings.

2. One CD-ROM of final As-Built construction drawings in AutoCAD format compatible with the current WWVA version.

3.8 CONSTRUCTION SUBMITTALS:

A. Submittal Process: Develop a “Submittal Register” or “Submittal Log” based on the included specification sections. Log submittals into the submittal register and update them at every phase. A copy of the submittal register will be returned with the submittals to the VA.

1. Submittals shall be submitted ten (10) calendar days, excluding federal holidays, prior to proceeding with that portion of the contract work which requires submittal approval. Delays attributable to untimely and rejected submittals will not serve as a basis for extending contract time for completion.

2. Submittals shall be made as a complete package for each specification section.

Partial submittals will not be accepted unless authorized by the CO or COR.

3. The Contractor shall retain copies of everything submitted. The intent of this requirement is to save time, whereby many questions can be resolved by telephone and to ensure that true copies are available in the event of loss or damage during the reproduction cycle. It will further assist in the consummation of contract awards in the event potential bidders uncover problems wherein Contractor prepared amendments may be necessary.

4. All submittals shall be submitted in PDF format electronic files.

B. Submittal Review: The Contractor will be responsible for submittal review for accuracy with the regulations, proposed specifications and drawings. The reviewed and revised copy will be stamped by the Contractor and the Contractor prior to sending to the VA for final review and approval.

1. Per section 01 33 23 of the standard VA specifications, the construction contractor will be required to send a copy of their submittals directly to the A/E. The A/E is then responsible for routing the submittals to any consultant who is responsible for reviewing the submittal. Within 14 calendar days of receipt of the submittals the A/E will provide reviewed and stamped submittals to the VA COR. On a monthly basis the A/E will also provide an updated submittal log to the VA indicating the status of all submittals required under the contract.

2. Prepare memos for rejection and approval of work requests.

C. The contractor must submit their testing lab’s qualifications and reports concerning inspection services for installation of structural steel and concrete.

2.9 REQUESTS FOR INFORMATION:

A. Construction contractors Request for Information (RFI) and Cost Proposals:

a. Review the RFI's or the cost proposals sent by the WWVA

b. Route the documents to the appropriate consultant.

c. Return the response to the WWVA within three (3) calendar days.

d. Do not send the response directly to the Contractor unless directed by

WWVA.

e. If directed by WWVA, prepare and independent cost estimate for the proposal.

2.10 PAYMENT:

A. Design: Payment for preparing construction drawings and specifications at each submittal stage will be at the Contract lump sum amount for the pay item “Design”.

Payment for a design submittal will be authorized upon acceptance of the submittal and not exceed the maximum percentages indicated for the total contract cost. Partial payments during construction period services, including site visits, may be approved based on the percentage of work completed. Payment will be according to the following schedule:

a. SD Design (Schematic) 15% Total Design Fee

b. DD1 Design 35% Total Design Fee

c. DD2 Design (Completes Part A Services) 65% Total Design Fee

d. CD1 Design 95% Total Design Fee

e. CD2 (Through Construction Drawings) 100% Total Design Fee

f. Construction Period Services Monthly, percentage services performed

g. Site Visits Monthly, on month performed

B. Construction: Payment for construction work shall be billed for as work is completed.

Work shall be billed against the schedule of values generated by the detailed construction estimate.

2.11 DEFINITIONS:

A. CO: The services to be performed under this contract are subject to the general supervision, direction, control and approval of the CO.

B. Project Engineer/COR: The CO's authorized representative at the construction site.

When more than one Project Engineer or COR is assigned to a construction project one is designated as being in charge and is called the "Senior Project Engineer/COR".

The Project Engineer/COR is responsible for protecting the Government's interest in the execution of the construction contract work. His/her duties include surveillance of all construction work to assure compliance with the contract documents, interpretation of the contract documents, approval of changed work, approval of all submittals, samples, shop drawings, etc.

C. Contractor: This term, as used herein, refers to the contractor under this contract.

D. AE: This term, as used herein, refers to the Architect Engineers' firm(s) and hired consultants.

2.12 COR DESIGNATION AND FACILITY SECURITY:

A. Request that the following person be nominated as the COR for this contract: Brad Styner.

2.13 RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS REQUIRED:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

A. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

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

C. Do not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

D. Do not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

E. Do not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

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

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

H. Comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

I. No disposition of documents will be allowed without the prior written consent of the CO. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

J. Obtain the CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

2.14 PRIVACY OFFICER LANGUAGE FOR STATEMENT OF WORK (SOW):

A. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

B. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met.

If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

C. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA CO within 30 days of termination of the contract.

D. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

E. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.