Atch 1_Final SOW (12 pages).pdf

Design‐Build Centralized Services and Social Distancing for COVID Project Number 618‐20‐205

Building 70 – Minneapolis VAHCS

Statement of Work (SOW)

Project: 618‐20‐205 Design‐Build Centralized Services and Social Distancing for COVID

DATE: 11/13/2020

Part I ‐ General:

A. Project Information

Project Description ‐ Minneapolis VA Health Care System (VAHCS) has been approved under Non‐Recurring Maintenance (NRM) authority for COVID funding to address specific concerns identified within this project SOW.

1. Design and construction of a central check‐in and ancillary service area for Primary Care (4D, 4E, 4F) at the

Minneapolis VAHCS.

a. The areas of work for this portion of the project are:

(1) Approximately 4,500 SF of the 4th floor area (4B, 4C) for an expanded centralized service for all three PACT Primary Care Clinics (4D, 4E, 4F). See Attachment 1_Preliminary Layout ‐ Centralized Services.

b. The centralized service area for the three clinics will allow for efficiency and flexibility in staff requirements for patient check‐in, intake, taking of vitals, blood draw and check‐out and better serve patients in direction and wayfinding, wait time for appointments, convenience of appointment and for follow‐up treatment and future appointments.

c. The current facility blood draw is landlocked within the hospital basement and is frequently full as soon as they open at 6 a.m. Blood Draw’s waiting room capacity was reduced from approximately 40 to 20 by the COVID epidemic and immediate rooming and other strategies to accommodate patient load have been ineffective in providing safe social distancing of our patients. We are unable to expand this area without negatively impacting adjacent services. Decentralizing blood draw services would allow for Primary Care patients to have their blood drawn on the 4th floor immediately adjacent to where their appointment will be held. This will achieve success on COVID impact items such as: reduction in patients in the current blood draw waiting room and reduction of patient movement through the facility. They will no longer have to go to the basement for blood draw before going to the 4th floor for their appointment. They can report directly to the 4th floor. This project will add a pneumatic tube to the facility system to efficiently move lab specimens for processing.

d. The creation of a centralized service area will allow the facility to effectively create a triage point for loading each individual waiting room. Daily, upon opening, each clinic will room patients as fast as possible and then allow a specified number of patients into the waiting rooms for the next round of appointments. The central service will help control patient flow and can assist with various tasks that have become delayed within the clinic. These items include intake interviews, taking of vitals, provider questions, re‐scheduling appointments, and other items. This support area will achieve COVID impact items such as: detailed control of patient flow, close monitoring of waiting room capacity, separation of patient check‐in, and other items.

e. This space should include a combination of reception area, exam/consult rooms, offices, blood draw, public restrooms (if existing is displaced during design), and staff locker rooms (if existing is displaced during design).

2. Design and construction of social distancing elements in public waiting rooms throughout the facility.

a. The areas of work for this portion of the project are:

(1) 1P Mental Health – (1000 SF) install social distancing elements.

(2) 1R Outpatient Pharmacy – (560 SF) install social distancing elements.

(3) 2V Surgery Center – (1400 SF) install social distancing elements.

(4) 2E Eye Clinic – (550 SF) install social distancing elements.

(5) 2F Specialty Care – (1750 SF) install social distancing elements.

(6) 3R Pain Center – (790 SF) install social distancing elements.

(7) 3V GI/Hem Onc – (1100 SF) install social distancing elements.

(8) 4D Super Clinic – (1100 SF) install social distancing elements. This Clinic needs to have the social distancing barriers added to the reception desk; refer to notes in 4E below as well as Attachment 2_Preliminary Layout ‐ Social Distancing.

(9) 4E Super Clinic – (2000 SF) install social distancing elements. There are additional barriers installed at the reception desk; these dividing barriers are to be basis of design for additional work to be performed in Super Clinics 4D and 4F.

(10) 4F Super Clinic – (2400 SF) install social distancing elements. Additionally, the main reception desk requires the installation of millwork barriers that the facility has already purchased and has in storage onsite, see Attachment 3_4F Millwork Gov Furnished Property for Installation. As a reference, the completed design and installation can be seen inside the adjacent 4E Clinic and drawings can be referenced in Attachment 2_Preliminary Layout ‐ Social Distancing.

b. This portion of the project will help isolate and minimize potential spread of illness from patients in waiting rooms to each other. The project will modify some of the most recently renovated waiting rooms to provide smaller seating "pods" rather than large open areas. This will be primarily done by using similar elements of millwork, translucent acrylic panels, and clearstory glass. Each area will be designed with items that match the existing clinic finishes.

3. Additional Information

a. Drawings of each existing waiting area are included in Attachment 2_Preliminary Layout ‐ Social

Distancing. It is the responsibility of the Design Build Contractor to field verify the provided drawings as they are for general reference only.

b. Design‐Build services shall be based on the needs of the facility; to help isolate and minimize the potential spread of the coronavirus within waiting spaces by installing additional barriers of prevention.

Full construction documents shall be developed by the Design Build Contractor.

c. Please note the design solutions may vary from one waiting room to another based on existing Architectural finishes. Each Clinic is unique in design so the social distancing solutions and finishes may be different from one waiting room to another.

4. The anticipated review process is as follows:

a. Project kick‐off at each location; including meeting with Engineering, Design Build Contractor, initial site survey, investigation of as‐builts, inspection of existing utilities.

b. Schematic Design (SD)

c. Contractor submits SD documents for review by VA.

d. Design Development (DD) based on SD input.

e. Contractor submits DD documents for review by VA.

f. Final coordination between DB/AE and VA.

g. Final revisions to Contractor DD documents.

h. Contractor submits Construction Document (CD) set.

i. Final VA review and approval of CD set.

j. Initiate construction.

5. Where equipment, temporary installations, ingress/egress restrictions or any other consideration is necessary for infection control purposes; associated drawings and specifications shall be provided.

6. Provide shop drawings and all other submittals as appropriate based on the specifications required by the SOW. Any submittals requiring color selection must be submitted as physical samples only.

7. Dispose of any debris created during the construction process on a daily basis.

8. Clean up and return affected work areas to original condition.

B. Definitions:

1. Architect Engineer (AE): This term, as used herein, refers to the Architect Engineer firm that is a part of the DB team, also referred to as DB/AE. AE shall be registered/licensed in accordance with Part IV (G).

2. Contracting Officer: A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

“Administrative contracting officer (ACO)” refers to a contracting officer who is administering contracts.

“Termination contracting officer (TCO)” refers to a contracting officer who is settling terminated contracts. A single contracting officer may be responsible for duties in any or all of these areas.

3. Contracting Officer’s Representative (COR): The Contracting Officer's written designation of a representative responsible for administering contracts under the immediate direction of the Contracting Officer. For the purposes of this contract the term “COR” will be used herein.

4. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team. The contractor or DB team is solely responsible for the management (planning, supervision, and contract coordination), design, and (professional) services and installation (including all labor, equipment, materials, tools, and inspections) to meet the requirements of this contract.

5. Design‐Build (DB) is defined by the Department of Veterans Affairs (VA) as the procurement by the Government, under one contract, with one firm or Joint Venture (JV) for both design and construction services for a specific project.

6. Design‐Build Contract: This term, as used herein, refers to the Contract(s) to perform the design and construction of the project.

7. Project Manager: The contractor shall provide an individual in the capacity of a contractor project manager.

The contractor project manager shall have legal (on‐site signature) authority to represent the Contractor. The Project Manager shall be the initial point of contact for coordinating with the VA.

8. VA Project Manager: The VA Project Manager is responsible for the inspection of the work called for in the contract schedules, including related specifications and contract terms regarding on‐site work requirements.

The VA Project Manager is designated as the Contracting Officer's Representative (COR) for the purpose of technical supervision and acceptance.

C. General Requirements:

1. Sensitivity of Information: The sensitivity of information relating to this project is emphasized. All the information in this SOW shall be treated as For Official Use Only. This information is not to be distributed without a confirmed need to know as confirmed by the VA.

2. Accuracy of Planning Information: The AE shall conduct a thorough site visit to investigate all aspects of the existing conditions.

3. Ownership of Drawings: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remains the sole property of the Government and may be used on any other work without additional compensation to the DB. With respect thereto, the AE agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

4. Permit Requirements: The DB Contractor is responsible for obtaining all permits and approvals necessary to complete the project, prior to starting Construction.

D. General Drawing and Specification Submission Requirements:

1. Shop Drawing Submission Requirements are available on the internet at the following address:

http://www.cfm.va.gov/. As‐built drawings for the Medical Center are available from the VA Project Manager/COR. All drawings will be prepared with the VA Standard Title Block and Border. All drawings shall be produced using REVIT 2019. Each individual file on a DVD shall be named by numbers corresponding to the construction documents (i.e. the specs shall be named 00 11 22, 33 44 55, etc. and the drawings shall be E1, E2, etc.) and the final REVIT/specifications files shall be exactly as submitted in the final submission.

2. Specifications shall be provided in Microsoft Word, PDF format and hard copy format. The Contractor shall prepare a submittal log based on the specifications. The Contractor shall review with the VA a format for the submittal log based on discussions during design and with approval from the VA Project Manager/COR.

3. Accuracy of Planning Information: The Contractor shall visit the project site to investigate the information shown on the Government Provided As‐Builts, Guide Plates, etc. This information is the best available, but the Government does not guarantee its accuracy or completeness. The Contractor's investigation shall include validation of all field conditions.

4. Discrepancies in Planning Information: The Contractor shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The Contractor shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the Contractor. The Contractor’s failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.

5. Change Orders: Any work that is not addressed by the contract and is considered a change order shall be immediately brought to the attention of the Contracting Officer. No “out‐of‐scope” or additional work shall be executed by the Contractor prior to approval by the Contracting Officer.

6. Timeliness: The Contractor shall promptly review and approve, disapprove or take other appropriate action as requested by the VA Project Manager/COR.

7. Ownership of Drawings: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remain the sole property of the Government and may be used on any other work without additional compensation to the Contractor. With respect thereto, the Contractor agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

8. Minimum requirements for drawing sheets:

a. Cover Sheet

b. Sheet Index, Symbols, Location Map

c. Construction Phasing Plan

d. Life Safety Plan

e. Demolition Plan (include infection control measures and haul routes)

f. Construction Plan

g. Architectural Plan and Details

h. Reflected Ceiling Plan

i. Equipment Plan and Details

j. Structural Plan and Details

k. Mechanical Demolition

l. Fire Protection

m. Plumbing Plan and Details

n. Mechanical and Building Automation Systems

o. Mechanical Schedules and Details

p. Electrical Demolition

q. Electrical Plan

r. Electrical Schedules and Details

s. Lighting Plan

Part II – Responsibilities:

A. VA Team

1. The VA team is comprised of Contracting and Facilities Engineering. The Contracting Officer is the only team member with authority to make contracting decisions. The Contracting Officer’s Representative (COR) will be delegated the authority to make technical decisions on behalf of the Contracting Officer. If a decision drives a contract change, direction must be given from the CO prior to commencing such work.

2. The VA will provide the DB team with the following documents:

a. Drawings of the existing spaces

b. Facility specific specifications

c. Design Standards

B. DB Team:

1. The DB team includes all partners, consultants and subcontractors to a single firm. The DB team shall provide Engineering disciplines for the preparation of construction documents, and construction contractor capabilities for construction of the project.

2. The RFP documents are intended to provide a starting point for existing conditions, certain required items, drawings and specifications, and design parameters to be included in the project but must be verified for accuracy. It is the DB team’s responsibility to complete the documents and construction in a manner consistent with the intent of the RFP within the required time period (contract length). It shall be the responsibility of the DB team to verify all items shown on the as‐built drawings provided by the VA for this solicitation. The VA will not be held responsible for differing site conditions that could have been identified by the DB team during the verification and design process. The attachments provided are a basis of design and general guidance only.

Part III – Design Build Requirements:

A. Design Services:

1. The VA will use Submittal Exchange during the design and construction phases of this project. The DB team will be expected to utilize this platform as the primary means of document review/transfer.

2. DB/AE shall provide complete design based on the following:

a. SOW and associated attachments

b. Design discussions further developing the needs of the project

c. Compliance with Minneapolis Specific Design Guidance and VA Design Guides/Manuals.

3. DB/AE shall review Attachment 4_Sole Source Documents.

4. Architecture

a. DB Architect shall include all demolition and new work necessary to meet the requirements of this project.

b. DB Architect shall review necessary design manuals for guidance.

c. DB Architect shall design the new layout of the Centralized Services space AND the Social Distancing elements. The general area(s) of work are shown in the Preliminary Layout Attachments.

d. The DB Architect shall include hours for consulting with VA staff to clarify workflow and develop an efficient design and layout.

e. The design shall meet or exceed the intent of the VA Design Guides and the Minneapolis Specific Design

Guidance.

f. DB architect shall coordinate all design with Minneapolis VA Health Care System VA Project

Manager/COR.

g. Design shall include all medical equipment. DB architect shall label items based on the following system; VV=VA purchased and installed, VC=VA purchased‐contractor installed, CC=Contractor purchased and installed, CV=contractor purchased‐VA installed.

h. Design shall include all infection control procedures necessary to complete project in accordance with Joint Commission, Minneapolis VA Health Care System, and Life Safety requirements.

i. Design shall detail the architectural construction requirements including elevations, sections, details, schedules, and discipline coordination.

j. Architectural Design shall provide all necessary code compliance reviews which shall include a Life Safety Code assessment and associated drawings.

k. Design shall include a minimum of three architectural renderings; suggested spaces are listed below but may change during design:

(1) Check‐in/sub‐waiting space

(2) Typical social distancing elements installed in a waiting room

(3) Centralized Service/Reception Area

l. Design shall include all finishes for doors, frames, walls, windows, ceiling, floor, cabinetry, countertops, etc. that are affected by the construction to ensure existing surrounding area transition cleanly into the new space. DB Architect shall include finishes that are affordable, maintenance friendly, and aesthetically‐pleasing that completes a workspace that coordinates all finishes.

5. Structural

a. Structural Design shall provide all necessary code compliance reviews.

b. DB Structural Engineer shall review design manuals for guidance.

c. DB Structural Engineer shall design any structural changes as required to complete this project.

d. DB Structural Engineer shall include any necessary structural construction requirements including all structural plans, elevations, sections, and details as required. Structural engineer shall include calculations to determine capacity of existing and designed structures.

6. Mechanical

a. Mechanical Design shall provide all necessary code compliance reviews.

b. DB Mechanical Engineer shall field verify existing conditions to ensure that the HVAC infrastructure shall be sufficient to support the new space. This is to include, but not be limited to fans, motors, duct mains, run‐outs, new DDC controls for VAV boxes, thermostats, etc.

c. Design shall include all mechanical plans, elevations, sections, details, and schedules for heating, ventilating, air conditioning, controls, refrigeration, plumbing, medical gases, and fire protection.

d. DB Mechanical Engineer shall review design manuals for guidance.

e. DB Mechanical Engineer design fire protection drawings to accommodate the new layout of the space.

f. DB Mechanical Engineer design plumbing drawings to accommodate the new layout of the space.

g. DB Mechanical Engineer shall provide HVAC drawings to accommodate the new layout of the space.

(1) All renovated areas shall be upgraded to DDC controls.

h. DB Mechanical Engineer shall design a new Pneumatic Tube into the 4B/4C area of work.

i. The design shall include all safety components required by the current ANSI/ASHRAE Safety Code.

7. Electrical

a. Electrical Design shall provide all necessary code compliance reviews.

b. DB Electrical engineer shall review all necessary specifications and facilities for guidance.

c. DB Electrical Engineer shall familiarize themselves with the Minneapolis VHA’s electrical specifications prior to development of design. All electrical work shall meet current National Electrical Code (NEC) requirements.

d. All existing electrical systems and components shall be field‐verified by the DB Electrical Engineer.

e. DB Electrical Engineer shall evaluate power load required for the newly designed areas.

f. Design shall include requirements for both normal, emergency, and life safety power. Design shall include all electrical plans, elevations, sections, details, diagrams, and schedules showing electrical closet, power distribution systems, auxiliary power systems, service panels, circuits, cabling, wiring, conduit, outlets, relays, switches, outlets, grounding, bonding, etc. for a complete and usable electrical system.

8. Low Voltage and Security Systems

a. Low Voltage Design shall provide all necessary code compliance reviews.

b. Design shall include all plans, elevations, sections, details, diagrams, and schedules showing data closet, distribution, security, and signaling systems.

c. DB Electrical Engineer shall include and coordinate all biomedical systems, security, fire alarm, panic/duress, nurse call, telecommunications, and data.

d. DB Electrical Engineer shall work with Biomedical Instrumentation Service (BIS) team to layout biomedical equipment requirements. All supporting infrastructure for biomedical equipment shall be shown on the drawings.

e. DB Electrical Engineer shall work with IT team to layout IT equipment requirements.

f. DB Electrical Engineer shall field verify existing locations of data jacks and include on systems demolition plans. The as‐built drawings do not include all existing low voltage. All demolition indicated shall be removed back to the source and include all conduit, boxes, and hangers etc.

g. DB Electrical engineer shall review all necessary specifications and facilities for guidance.

h. DB Electrical Engineer shall familiarize themselves with the Minneapolis VHA’s electrical specifications prior to development of design. All electrical work shall meet current National Electrical Code (NEC) requirements.

9. Deliverables

a. Construction Specifications

(1) 35% design review: Provide Table of Contents including all VHA master specification, indicating which specifications will not be included

(2) 65% design review: Provide complete list of specifications that will be used on this project and begin editing for project specific requirements.

(3) 95% design review: Provide complete edited draft copy of all specification sections.

(4) 100% design review: Provide complete edited draft copy of all specification sections for final review

(5) Construction Documents: Provide 1 complete set of construction specifications in hard copy, and pdf.

b. Construction Drawings (including submittal log).

(1) 35% design review: Provide 2 hard copy size ANSI C, and PDF review sets. Documents shall include site plan, floor plans, structural concepts, and elevations.

(2) 65% design review: Provide 2 hard copy size ANSI C, and PDF review sets. Documents shall include site plan, floor plans, developed structural drawings, finish and door schedules, architectural renderings, and elevations.

(3) 95% design review: Provide 2 hard copy size ANSI C, and PDF review sets. Documents shall include, at a minimum: site plan, architectural floor plans and details, completed finish and door schedules, elevations, structural plans and details, mechanical electrical, and plumbing.

(4) 100% design review: Provide complete edited draft copy of all specification sections for final review

(5) Construction Documents: Provide one (1) hard copy size: ANSI E1 and ANSI C complete set of construction drawings. In addition, provide PDF as well as .DWG and RVT

(6) Design shall be completed using AutoDesk Revit 2019. See referenced “Minneapolis VA BIM Management Plan Worksheet” and “Minneapolis VA Revit Model Standards V1” for additional requirements and information.

(7) All documents of a digital format shall be uploaded to the Submittal Exchange site – site access will be provided through the VA.

B. Construction Services

1. General

a. DB General Contractor shall provide all labor, materials and equipment to accomplish the subject project.

b. DB General Contractor will work with DB AE firm and the VA to develop the Project.

c. DB General Contractor will be responsible for project management, site supervision, and management of all subcontractors.

d. DB General Contractor will maintain an Infection Control Risk Assessment (ICRA) construction perimeter for the safety of VA Staff, Patient, and visitors.

e. Hours of work TBD by the clinical and engineering staff. Many areas will require off duty hours for construction. The off‐duty hours of work will be coordinated with the VA Program Manager (ex. Nurse

Manager) and the COR based on the area under construction and as determined by the magnitude of impact to the space based on the design of the solution. Additional solutions can be proposed by the contractor team to perform work during normal hours if ICRA, ILSM, and disruptive work can be monitored and minimized. Construction within active clinics and waiting rooms may be required to be completed during off hours if that is the best solution for the local space.

2. Demolition

a. Demolition consists of, but is not limited to removal and disposal of the following:

(1) Existing partitions, flooring, ceiling, fixtures, and all other items identified on the Construction Documents.

(2) Any necessary demolition in mechanical and/or interstitial spaces including but not limited to: wiring, conduit, ductwork, VAVs, and piping.

3. New Construction

a. DB General Contractor will provide complete and functional space as designed and detailed by the drawings and specifications developed by the DB AE firm.

b. Contractor shall complete upstart and testing of all new construction elements requiring a startup test. The testing shall be observed by the VA COR or representative and documentation provide to the VA.

c. Contractor shall coordinate the project schedule and all work pertaining to the project with the COR.

d. Any construction that directly impacts the flow of the clinic shall be scheduled during non‐clinical times.

Part IV ‐ A. References:

The AE shall incorporate, but not be limited to references for design, available at http://www.cfm.va.gov/til/spec.asp or from the VA Project Manager/COR, as applicable:

(1) Construction Criteria Base or Whole Building Design Guide.

(2) Minneapolis VA Medical Center Design Standards*

(3) Minneapolis Site Specific Specifications*

(4) VA Design Guides/Design Manuals

(5) VA Master Specifications

(6) VHA National CAD Standards and Details

(7) VA BIM Guide

(8) Minneapolis BIM Management Plan*

(9) Minneapolis VA Revit Model Standards*

(10) International Building Codes

(11) State and Federal Regulations

(12) ASHRAE Standards

(13) NFPA and Life Safety Code

Items marked with * are included as attachments to this SOW.

B. Government Provided Materials:

1. The AE shall visit the project site to field‐verify the information shown on the as‐builts. The VA does not guarantee the accuracy or completeness of the bridging documents or as‐builts. The AE shall promptly report any discrepancies to the VA Project Manager/COR for clarification.

2. The VA Project Manager/COR shall provide the AE with all available as‐builts as required for the design to include Building 70 BIM Models to include Core and Shell as well as MEP models.

3. See Attachment 3_4F Millwork Gov Furnished Property for Installation C. Proposed Schedule (calendar days):

1. Award – D‐Day

2. Notice to Proceed (NTP) Design Initiated – D+10

3. Submit Design QA/QC Plan – D+25

4. 35% Submission – D+38

5. 35% Review Completed by VA – D+52

6. 35% Review Meeting – D+55

7. 65% Submission – D+70

8. 65% Review Completed by VA – D+80

9. 65% Review Meeting – D+83

10. 95% Submission – D+100

11. 95% Review Completed by VA – D+110

12. 95% Review Meeting – D+113

13. 100% Submission – D+127

14. 100% Review Completed by VA – D+137

15. 100% Review Meeting – D+140

16. Construction Documents – D+150

17. Construction NTP – D+153

18. Begin Submittals – D+153

19. Construction Completion – D+340

20. VA acceptance – D+345

D. Magnitude of Construction: $2,000,000‐$5,000,000 E. Qualifications:

1. AE firm shall provide experienced engineers to prepare the Construction Documents. All aspects of the project design shall be completed by engineers and architects licensed and registered within VISN 23.

2. All contractors working onsite for construction efforts shall have at a minimum OSHA 10 training.

3. At ALL times while work is being completed, Contractor shall have on Site an OSHA 30 competent person authorized to make decisions on behalf of the Prime Contractor.

Part V – A. Post Award Requirements:

1. Design Review Submissions:

a. The Design‐Build Team AE shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the SOW and prevailing codes.

b. All submission packages will be reviewed at 35%,65%, 95% and 100% completion stages. Each submission package shall incorporate all review 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 DB Team.

c. Each review submission package shall include the following:

i. 35% design review: Provide two (2) hard copy size ANSI C, and PDF review sets. Upload to VA specified electronic document management system.

ii. 65% design review: Provide two (2) hard copy size ANSI C, and PDF review sets. Upload to VA specified electronic document management system.

iii. 95% design review: Provide two (2) hard copy size ANSI C, and PDF review sets. Upload to VA specified electronic document management system.

iv. 100% design review: Provide two (2) hard copy size ANSI C, and PDF review sets. Upload to VA specified electronic document management system.

The package will include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be distributed to the VA Project Manager, the VA Medical Center, VA COR and others as determined to be appropriate by the VA Project Manager.

2. Design Review Meetings:

a. The Design‐Build Contractor (and AE if separate entities) shall attend meetings at the time and place requested by the Contracting Officer and COR. Minutes of the meetings shall be taken by the Design‐ Build Contractor and submitted to the Contracting Officer and COR.

b. A review meeting to resolve design issues will be held for each design review package submitted. The meeting will include discussion of VA comments on functional relations hips and technical peer review comments (by others).

c. Participants will include VA Staff and DB team members as appropriate for the specific package to be reviewed. DB team management will be present at each review meeting.

d. The DB team shall allow a minimum of ten (10) working days for each review cycle. A cycle includes:

(1) The VA’s receipt of the design review submission package

(2) The review meeting

(3) DB teams’ receipt of comments from the VA, either electronically, by fax, or by hard copy delivery

(4) Coordination of the review meeting schedules will be the responsibility of the VA Project

Manager/COR and the DB Team Project Manager.

3. Electronic Media:

a. Design review submission drawings and final Construction Document submission drawings will be executed in electronic format Revit 2019. See attached Minneapolis VA BIM Management Plan Worksheet and Minneapolis VA Revit Model Standards V1 for further information. See Part IV references.

4. Professional Licensing:

a. The DB AE who prepares the construction documents shall be a professional architect or engineer licensed as noted in Part IV. E.1.

b. The professional seal shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of Record. The DB AE shall certify compliance with the VA RFP and all applicable codes.

5. Approved Construction Documents:

a. The final construction document submission package will be submitted by the DB team for approval by the VA after completion of the 100% review cycle for the final package to be submitted by the DB team.

b. The final construction documents submission package will include:

two (2) hard copy size ANSI E1 and ANSI C complete set of construction drawings. Additionally, the contractor shall provide PDF, DWG, and RVT. All documents will be uploaded to the VA specified electronic document management system.

c. The final construction documents submission package will incorporate all VA supplied comments from the earlier 35%, 65% and 95% submission package reviews and will comply with the VA RFP and SOW and shall include all responses to VA comments.

d. 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 DB Team.

e. The approved final construction documents include such details that the project can be constructed and will be used for construction of the project.

f. See Part V. B.2. Construction Period Submittals for Approved Construction Document distribution.

6. Construction Drawing Preparation ‐ Mandatory material and equipment schedules and details may be indicated either on the drawings or in the specifications, at the option of the DB team. The construction drawings shall include a minimum of all required drawings as listed in Part I.D above.

7. Construction Specifications ‐ Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA RFP. The specification submitted for review shall include:

a. The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction of the project;

b. Other data as appropriate to clearly identify the product that will be used in the construction of the project i.e. shop drawings, product data, and samples as required by the VA RFP documents; and

c. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the RFP requirements.

8. Design Requirements ‐ Compliance with codes and standards

a. Project design shall follow applicable standards and codes described in VA Program Guides and design materials included or referenced in the solicitation materials.

b. The DB team shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

c. No action may be brought against the B Team or VA and no fine or penalty may be imposed for failure to carry out any of the previously described recommendations of Federal, state, or local officials. VA and its contractors shall not be required to pay any amount for any action taken by a state or political division of a state in carrying out functions described in this article, including reviewing plans, carrying out on‐site inspections, issuing permits, and making recommendations.

d. The DB team shall advise the Contracting Officer of any variances with the applicable Department of Labor, Occupational Safety and Health Standards, for occupancy requirements.

9. Quality Assurance/Quality Control:

a. The DB team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

b. No later than 15 calendar days after receipt of the Design Notice to Proceed, the DB Team will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the DB Team member responsible for QA/QC.

c. Upon its completion each task shall be initialed and dated by the responsible DB Team member.

d. A 100% completed Construction QC plan shall be submitted with the final construction document (CD) submission package.

B. Construction Period Submittals

1. The DB contractor shall distribute construction documents prepared by the DB Team to the VA, as required in the SOW.

2. Other submittals ‐ The DB team shall submit test results, certificates, manufacturer’s instructions, manufacturers field reports, etc. as required by the VA RFP specifications, to the COR.

3. Project record drawings ‐ The DB team will maintain a set of construction documents (field as‐built drawings) to record actual construction changes during the construction process as required by the RFP specifications. The project record drawings will be available for review by the VA COR at all times. Upon completion of the project, the field As‐Built drawings shall be updated to the facility REVIT model.

4. Shop drawings and submittals ‐ The DB AE shall check government furnished and/or the DB construction contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor‐ laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the RFP Documents and construction documents. The DB E shall recommend approval, disapproval, or other suitable disposition to the VA COR. The COR will have final approval authority. The DB AE shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the DB AE will request the DB Construction Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the DB AE shall review all prior submittals for related components of the system before acting on a single component. The DB AE shall notify the VA COR in writing of all deviations from the requirements of the construction documents that he has found in the submittals.

C. Project Close‐Out The DB team shall comply with the requirements in FAR 4.804 Closeout of Contract Files, for submission of final RFP as built drawings, manuals, and other documents as noted. Required as built drawings and specifications will be submitted in the same format required for the construction documents.

D. Site‐Visits and Inspections During the construction period the DB AE shall make bi‐weekly site visits to the project site during construction. The COR may also request visits for special purposes if issues arise. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The COR has the prerogative to determine the professional discipline(s) required for any visit. The DB AE shall observe the construction, advise the COR of any deviations or deficiencies or solutions to issues discussed. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the COR within three (3) calendar days following the site visit date.

Attachments

1. Preliminary Layout ‐ Centralized Services

2. Preliminary Layout ‐ Social Distancing

3. 4F Millwork Gov Furnished Property for Installation

4. Sole Source Documents

5. Minneapolis VA Medical Center Design Standards

6. Minneapolis Site Specific Specifications

7. Minneapolis BIM Management Plan

8. Minneapolis VA Revit Model Standards

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