Attachment 1 - SOW Design - 573-24-110.docx

REQUEST FOR PROPOSAL FOR A/E SERVICES

Project 573-24-110

Statement of Work Expand Cardiology Service Malcom Randall VA Medical Center Gainesville, FL

MRVAMC

I. GENERAL REQUIREMENT

A. Project Scope:

The North Florida/ South Georgia Veterans Health System is seeking a professional design services contract from an Architectural/Engineering (A/E) firm to complete Contract Documents and to perform Optional Professional Services for this project entitled: Expand Cardiology Service, Project No. 573-24-110, for the Department of Veterans Affairs, Malcom Randall VA Medical Center in accordance with items herein specified. The Contract Documents will include, but not be limited to, Construction Drawings, Technical Specifications, Reports, and detailed Construction Cost Estimates. In addition, the A/E shall provide Optional Investigative Material Testing Services, Solicitation Support Services, Construction Period Services and Record Document Services as optional services to be executed after 100% Contract Document completion as applicable. The following overview highlights the key requirements of this project:

1. The A/E team shall provide a design for offices, team spaces, conference rooms and other support areas as deemed necessary by the Cardiology service on the third floor of Malcom Randall VA Hospital. The desired offices and support areas will support the approximate 6,000 sqft expansion of the Cardiology service administrative space on the third floor.

2. The A/E team shall field verify the existing site conditions and facility records during bidding and before the design of this project. If any discrepancy between the site conditions and facility records is found, the A/E team shall send RFIs during the pre-bid process to reconcile any necessary information to clarify scope and define costs prior to final bids.

3. Provide professional services required for planning, design, and furnish necessary contract documents related to architectural, structural, electrical, mechanical, and plumbing/fire protection modifications to meet the stated requirements to renovate the project area.

4. Conduct site investigations to complete 100% Contract documents, drawings or details as required for construction. Access to examine the existing VA drawings (paper and electronic files) will be given.

5. Contract Documents (drawings and specifications) are to be prepared using AutoCAD and MS Office software. Documents are to be submitted in Portable Document Format (pdf) format for reviews, 100% Contract Document submission and “For Construction” Contract Documents incorporating all revisions to the Contract Documents during the bidding process. At the 100% Contract Document submission and for “For Construction”, the A/E will provide three (3) sets of 100% drawings (30” x 42”) and bound 8.5” x 11” specification books, four (4) sets of half size drawings (15” x 21”), Revit (*.rvt files), AutoCAD (*.dwg files) (for drawings submitted) and MS Word files for specifications.

6. The A/E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with 01 91 00 General Commissioning Requirements. The Commissioning Agent shall be involved in all phases of the project, including both design and construction (include this portion of the scope in the optional services cost). It is anticipated that the Commissioning Agent will participate in the following: design reviews, VA’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup, and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Additionally, the A/E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process based on the following systems to be commissioned.

a) HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems as applicable.

b) Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

c) Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System.

d) Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System.

7. Due to a portion of the project requiring the removal of existing material, the scope of services will include Asbestos/Lead/Mold Testing and Reports. The Contract Documents will include a Remediation Plan should one be required to remediate these hazardous materials. The A/E will retain the services of a Certified Industrial Hygienist (CIH) to provide expertise in all aspects of identifying, assessing, and making recommendations concerning the management of identified hazardous materials.

B. Certified Independent Third- Party Design Reviews (CITP):

1. A/E shall retain a Certified Independent Third Party (CITP) Safety Professional or Professional Credentialed to provide a review of the Contract Document’s compliance with national and local codes, standards, and federal and state regulations; including but not limited to:

a. OSHA Standards

b. Joint Commission Standards

c. Disability Accessibility Standards

d. NFPA Codes

e. National and Local Building Codes

f. EPA Regulations

g. Emergency Preparedness infrastructure vulnerabilities

h. Security infrastructure vulnerabilities

i. VHA requirements

j. Others as applicable

2. The results of this CITP review are to be provided at the Updated 100% CD Submission with the CITP’s comments incorporated by the A/E prior to submission of the Updated 100% CD Submittal package to the VA for review. CITP professional(s) are to certify (sign and seal) their report and certify their comments have been appropriately addressed.

3. VA must comply with national and local codes, standards, and regulatory requirements to comply with Public Law 100-678, Public Buildings Amendment Act of 1988 and Public Law 102-522, Federal Fire Safety Act of 1992. Like other federal agencies with real property and construction authority, VA acts as its own building and code enforcing official or as the “Authority Having Jurisdiction” (AHJ) for meeting code requirements. As such, the VA has overall responsibility of ensuring compliance with codes.

4. Certified Independent Third-Party Professional or Professional Credentialed Consultant Review and Approval: Project plans and specifications must have a signature block or a letter on third-party Company’s letterhead, a third-party certified safety professional or professional credentials as applicable to the nature of review certifying and verifying the plans and specifications have been reviewed for compliance with applicable codes, standards, and regulatory requirements. At the time of review, the CITP should identify all corrections necessary for the A/E to bring the design into compliance. The A/E will take into consideration and incorporate all third-party consultant comments or recommendations into the design documents prior to issuing for construction contract solicitation.

C. Investigative Material Testing Services (Optional):

A/E to retain services of a certified material testing laboratory if required to validate material strength characteristics of concrete or structural reinforcement steel during the structural capacity evaluation phase of the project. This testing will be required if higher strengths above the material strengths used in the original structural are used to increase the required load carrying capacity of the existing structure. Nondestructive methods (NDT), (i.e., rebound hammer testing, pull out testing or penetration testing) are preferred for concrete material testing. If a core sample or samples are required as a reference for the NDT data, the core sample is to be located at points of low concrete stress. The core hole is to be repaired with methods to restore or maintain the original strength of the structure immediately upon completion of the sampling.

D. Solicitation Support Services (Optional):

A/E shall provide Solicitation Support Services (SSS) during the construction period’s solicitation phase includes preparation and transmittal of bidding documents to the VA for distribution to construction contract bidders, a pre-bid conference and communications with the VA and CO, responses to bidders inquiries, preparation of addenda for document clarifications, participation in analysis of bids at the request of the VA and other typical SSS activities normally provided by an A/E during the bidding/pre-contract award phase.

1. Pre-bid site visit to include meeting and project area walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package. The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses are not to be provided verbally onsite.

2. Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

3. Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

a. Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement.

b. Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

4. In response to any technical questions and/or addenda issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as part of the solicitation services. These documents shall be labeled “Final for Construction” (FC).

E. Construction Period Services:

CPS Services shall begin after award of the construction contract and include, but are not limited to, 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.

i. Review of Submittals and RFI: A/E shall review all material submittals, shop drawings and test reports that are required, etc. A/E shall maintain submittals utilizing an electronic submittal service like “Submittal Exchange” or “Procore”. Reviews shall be completed, and submittals returned to Engineering Service within 5 working days. The A/E shall maintain a submittal register as work progresses; design omissions are subject to a 72-hour turnaround from omission notification.

ii. Review Analysis of Change Orders and Costs: A/E shall provide prompt response when contacted by the Contracting Officers Representative (COR) to review and provide detailed analysis of Change Orders and Costs. Written response will be received by the VA within 5 working days of the request. Analysis will include, as a minimum, a determination if Change Order is legitimate and necessary, if any additional costs should be borne by the government and independent estimate of the costs.

iii. Site Visits: A/E shall provide site visits including the pre-bid conference, preconstruction conference, and final inspection when requested by Engineering Service. Include price for additional site visits during site investigation process by discipline limited to a maximum of 10 including all disciplines. The A/E will also provide conference minutes and make written inspection report within two (2) workdays after each meeting and/or site inspection including the final inspection punch list.

iv. Record Drawing Requirements: A/E shall provide three (3) complete finished set of Record Documents (As-Built) drawings and specifications reflecting all changes incorporated during the actual construction. These Record Document drawings are to be created in REVIT and exported in AutoCAD *dwg format for each drawing, with all changes from the Construction Documents clouded. The complete set will be dated the same with “RECORD (AS-BUILT) DRAWINGS” on each page’s title block. The A/E shall include in the Contract Documents a requirement note for the contractor to provide marked up prints to the VA to furnish to the A/E showing actual construction and any changes, which occurred during construction. These changes indication by the Contractor are to be verified by the A/E based on their field observations and records. A/E shall also provide a complete updated set of record as-built drawing files produced in REVIT (*.rvt files) and AutoCAD (*.dwg) and Paper Document Format (*.pdf) on CD-ROM to the VA.

2. Review of Submittals and RFI: A/E shall review all material submittals, shop drawings and test reports that are required, etc. A/E shall maintain submittals utilizing an electronic submittal service like “Submittal Exchange” or “Procore”. Reviews shall be completed, and submittals returned to VA Contracting Officers Representative (COR) within 5 working days. The A/E shall maintain a submittal register as work progresses; design omissions are subject to a 72-hour turnaround from omission notification.

3. Review Analysis of Change Orders and Costs: A/E shall provide prompt response when contacted by the COR to review and provide detailed analysis of Change Orders and Costs. Written response will be received by the VA within 5 working days of the request. Analysis will include, as a minimum, a determination if Change Order is legitimate and necessary, if any additional costs should be borne by the government and independent estimate of the costs.

4. Site Visits: A/E shall provide site visits including the preconstruction conference, and final inspection when requested by the VA. The A/E will also provide conference minutes and make written inspection report within three (3) days after each meeting and/or site inspection including the final inspection punch list.

F. Record Drawing Services (Optional):

1. A/E shall provide three (3) complete finished set of Record Documents (As-Built) drawings and specifications reflecting all changes incorporated during the actual construction for the Record Drawing Services (RDS). These Record Document drawings are to be created in REVIT and exported in AutoCAD *dwg format for each drawing, with all changes from the Construction Documents clouded. The complete set will be dated the same with “RECORD (AS-BUILT) DRAWINGS” on each page’s title block. The A/E shall include in the Contract Documents a requirement note for the construction Contractor to provide marked up prints to the VA to furnish to the A/E showing actual construction and any changes, which occurred during construction. These changes indicated by the Contractor are to be verified by the A/E based on their prior field observations and records. A/E is to verify at each site visit that the Contractor and his subcontractors are maintaining the changes to the contract documents in the field to ensure an accurate contractor as-built markup set for the A/E to incorporate into the final record documents. A/E shall also provide a complete updated set of record as-built drawing files produced in REVIT (*.rvt files) and AutoCAD (*.dwg) and Paper Document Format (*.pdf) on CD/DVD-ROM to the VA.

G. Post-Construction Services (Optional):

1. For a period of one (1) year after final payment, the A/E shall be obligated to furnish advisory or consulting services which are normal to a professional services contract to assure the proper functioning of elements of the A/E design at the request of the VA. The A/E shall render any additional services relating to the project as directed in writing by the Contracting Officer. The A/E's compensation for these services will be determined by negotiation. The A/E shall submit a detailed breakdown of the proposal for the additional services in the format established by the VA.

II. GOVERNMENT FURNISHED INFORMATION

A. Available record drawings will be provided upon request to the A/E. They should not however, be considered “as-built”. These drawing files are provided without warranty as to the accuracy or information contained in the files. All information in these files shall be independently verified by the A/E. Any user shall agree to indemnify and hold the VA harmless from any and all claims, damages, losses, and expenses, including, but not limited to, attorney fees arising out of the use of the Computer Aided Design and Drafting (CADD) drawing files or Paper Document Format files.

III. RESOURCES

A. All designs shall comply with applicable sections of VA standards and publications, and all references therein. Ensure that construction documents comply with the latest edition of these VA construction and design standards if newer standards have been published. VA standards can be found on the internet at http://www.cfm.va.gov/TIL/. VA publications and standards shall include but shall not be limited to:

1. PG 18-12 – Imaging Services Design Guide Chapter 295 (09-01-2020)

2. HVAC Design Manual (rev. 11-01-2021).

3. The Technical Information Library (TIL): http://www.cfm.va.gov/TIL/

a. Master Construction Specifications Index (PG-18-1)

b. VHA Program Guide (PG-18-3 Design and Construction Procedures)

c. National CAD Standards (PG-18-4)

d. Equipment Guide (PG-18-5)

e. Equipment Inspection Manual (Program Guide 7610.2)

f. Equipment Reference Manual (PG-18-6)

g. Space and Facility Planning (PG-18-9)

h. Design Manuals (PG-18-10)

i. Design Guides (PG-18-12)

j. Accessibility (PG-18-13)

k. Room Finishes, Door and Hardware Schedule (PG-18-14)

l. A/E Submission Instructions (PG-18-15)

m. A/E Design Submission Requirements (PG-18-15)

n. Environmental Compliance Manual (PG-18-17)

o. Design Alerts

p. Quality Alerts

q. VA Signage Design Guide

r. Fire Protection Design Manual – Fourth Edition

s. Cost Estimating

t. Physical Security Design Manuals for VA Facilities – Mission Critical Facilities

u. Sustainable Design and Energy Reduction Manual (First Draft)

v. TIL - Master Construction Specifications: http://www.cfm.va.gov/til/spec.asp

w. Department of Veterans Affair Mechanical Design Manual B. Office of Construction & Facilities Management: http://www.cfm.va.gov/index.asp

1. VA Office of Facilities Management citations of the AIA design standards found on the internet at http://cfm.va.gov.TIL/

2. VA Office of Health and Safety (OHS): http://www1.va.gov/vasafety/

3. Construction Infection Control Risk Assessment Memorandum C. Other design and construction standards and publications that shall be applied to this work includes, but are not limited to:

1. American Society of Heating, Refrigerating and Air-Conditioning Engineers Manual (ASHRAE)

2. National Fire Protection Association (NFPA) Codes & Standards: www.nfpa.org

3. OSHA Rules and Regulations

4. International Building Code (ICC) latest edition

5. Life Safety Code (NFPA 101) latest edition

6. The Joint Commission (TJC) Accreditation manual (latest edition) D. Applicable sections of the VA Master Construction Specifications will be prepared by the Architect/Engineer, including all the necessary adaptations.

E. Particular attention is called to CD4, Symbol Identification of Contract Drawings.

F. Equipment symbols shall be in accordance with PG-18-6, Equipment Reference Manual (previously List of Equipment Symbols, H-08-6).

G. Standard Drawing Details, Handbook H-08-4, shall be utilized to the greatest extent practicable.

H. Cost estimates shall be developed in strict conformance with VA’s Manual for Preparation of Cost Estimates for Hospital Projects (May 1, 1996).

I. Guidelines for Design and Construction of Hospitals and Health Care Facilities, Latest Edition, published by The American Institute of Architects.

IV. DESIGN AND DOCUMENT REQUIREMENTS

A. General:

1. It shall be noted that meetings beyond those specified in this document will be kept at a minimum but may be required to correct unsatisfactory construction document development or unsatisfactory progress.

2. An appropriate orientation by the VA will be provided to Architect/Engineer. Design Criteria for the project shall be discussed jointly between VA and Architect/Engineer, with Architect/Engineer considered the expert in this design.

3. The A/E is responsible for the professional quality and technical accuracy of all the documents the A/E prepares. A/E to design to the Total Project Cost budget.

4. Bid options, either additive or deductive as directed, are to be included in the contract documents and be at least 10%, but not more than 20%, of the probable construction cost of the project.

5. The VA during Architect/Engineer Design Review Submissions will evaluate progress toward completion of Construction Documents. Partial payments for Technical Services provided by Architect/Engineer, if any, initially will be based on Construction Document completion percentages and later the progress of Construction Period Service work. The Architect/Engineer shall fully prepare, including detailed quality assurance tasks, construction documents for submission and stages of submission shall be as herein stated.

6. Record (as-built) construction drawings of affected building/areas are available in the files of the Facilities Management Services office for Architect/Engineer review. The drawings are not expected to be accurate in all respects, and the A/E is to verify all existing conditions related to this project by field investigation. Architect/Engineer shall perform all field investigations required to produce accurate Construction Documents. Architect/Engineer may file a request for copies of drawings for reproduction at the government’s expense. Request for drawing copies shall be reasonable and shall relate directly to the needs of this project.

7. Sustainable Design: USGBC LEED Silver Rating and EPA “Designed to Earn Energy Star”. The A/E shall take appropriate actions and incorporate features in the design and construction and shall be able to achieve a USGBC Leadership in Energy and Environmental Design (LEED) “Silver” rating but NOT be submitted to the US Green Building Council (USGBC) for certification. As well as to meet the Environmental Protection Agency (EPA) “Designed to Earn Energy Star” program requirements. The project shall be able to attain a LEED Silver certification but will not be required to submit or document for submission for certification for LEED or Energy Star.

B. Submission & Design Review Meetings:

1. There will be interim submittals of design documents in accordance with the submittal schedule outlined below. The completed Construction Document package will consist of a complete package and shall fully satisfy the conditions and intent of the VA.

2. Interim meetings with the VA and the project’s stakeholders (Integrated Project Team (IPT)) will be required to coordinate and obtain input from the IPT to progress the design to 100% completion.

3. Design Review Meetings between the VA and Architect/Engineer are required at each submission stage before proceeding to successive stages. If design is progressing as expected by the VA, it is possible that a milestone design review meeting can be waived, if not progressing as expected multiple design meetings for each phase may be required.

4. Additional Design Review Meetings and/or document submissions beyond the stated submissions and meetings above, will be required if the VA determines that predetermined submission completion percentages are unmet. Additional submissions beyond the final 100% completion submission will be required if the VA intent is not met at the 100% completion stage. Final acceptance of 100% contract documents by the VA shall be by formal written notice only.

5. In each submission, the Architect/Engineer shall resubmit the material specified in the prior submission, revised according to the comments made by the VA at the prior review.

6. SPECIAL NOTE: Submissions must be approved in writing by the VA before starting next submittal phase.

7. All Construction Documents shall be furnished with standard British quantities of length, area, volume, and/or weights indicated (drawings, cost estimates, etc.).

C. Submission Policy:

1. The Architect/Engineer shall prepare Construction drawings using Autodesk Revit software and submit complete construction documents for review and approval by the VA in accordance with standard professional practice and prevailing codes.

2. The documents may be divided into multiple review submission packages. The VA will review submissions (examples: demolition, architectural, structural, mechanical, Electrical, plumbing etc.) to facilitate the start of construction.

3. All submission packages will be reviewed at the completion stages noted below. Each review submission package will incorporate the final review comments from the prior reviews. 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 Architect/Engineer Team. The (100% for Bidding) set of drawings will be the final set of drawings that will be used for construction and stamped by engineer and architect of record.

4. The following “A/E Design Phase Schedule” shall be adhered to by the Architect/Engineer. The VA may alter this schedule at their sole discretion:

A/E Design Phase Schedule*

(Calendar Days)

* A/E to estimate task duration times for SSS, CPS and RDS Optional Services.

5. Each review submission package shall include two (2) full size and three (3) half-size hard copy sets and two (2) DVD-ROMs with one (1) set of PDF files & one (1) set of AutoCAD (*.dwg) files. Design documents are to be developed in Revit (*.rvt) and exported and provided in AutoCAD dwg files) for interim submittals and 100% submittals in Revit and AutoCAD formats in addition to the hard copy and pdf files. 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 COR, the VA CO and others as determined to be appropriate by the VA Project Manager/COR.

6. Deliver with each submission, one (1) set of binder bound Specifications, and/or other reports. Outside of binder shall have prominently posed title with date of submission and submission stage (e.g., 25%, 100%, or Final Submission).

7. Also, as a part of each submission, Architect/Engineer shall submit a signed and sealed report entitled DESIGN ANALYSIS REPORT (DAR). Report shall be bound and identified as above and fully indexed. As a minimum this report will describe:

a. Design considerations and approach,

b. Structural Capacity Investigation Report (including material testing results if applicable),

c. Installation/Construction off-hour/Prime-time expectations.

d. Spec sheets and brochures of materials, Equipment, fixtures and other planned for use (These must be approved by VA prior to the completion of the construction documents),

e. Calculations,

f. CIPT Report,

g. CIH Report,

h. Material Testing Report (if required);

i. List of shop drawing requirements and;

j. Other relevant information.

8. Coordination of the review meeting schedules will be the responsibility of the VA Project Manager/COR (for the VA) and the Architect/Engineer Team Project Manager (for the A/E Team). See Quality Assurance/Quality Control.

D. Professional Licensing:

1. The Architect/Engineers who prepare the construction documents shall be a professional architect or engineer licensed in the state in which the design work is completed.

2. For assumption of design work by others A/E to perform sufficient research, coordination, and calculations to enable successor professional to reuse the work product by the prior A/E. A successor professional engineer or architect who reuses already sealed plans, prints, specifications, and/or calculations under the successor professional’s seal shall do so in compliance with State of Florida statutes. The VA has ownership of the work product, including copyrights, by the predecessor A/E professionals.

3. The professional seal indicating such license shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of Record. The Architect/Engineer shall certify compliance with the design requirements and applicable codes and standards.

E. Construction Documents:

1. The final construction document submission package will be submitted by the A/E team for approval by the VA after completion of the 100% review cycle for the final package to be submitted by the A/E team. The VA to take approval action in accordance with the project design schedule.

2. The final construction documents submission package will include a full set of construction documents including all disciplines/packages.

3. The final construction documents submission package will incorporate all VA supplied comments from the earlier at scheduled design phase submission package reviews and will comply with the VA requirements.

4. 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 Team.

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

V. REQUIREMENTS FOR DRAWINGS, SPECIFICATIONS & COST ESTIMATES

A. Features:

1. The Fundamental style, technique and fashion of Architect/Engineer's drawings and specification comply with VA standards and publications indicated herein. The Architect/Engineer shall perform field inspections and review as built documents and inspect record drawings before submitting the first CD review submission.

2. At each design phase submission (except final submission), the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, i.e. "SCHEMATIC SUBMISSION", “DESIGN DEVELOPMENT SUBMISSION”, OR “CONSTRUCTION DOCUMENT SUBMISSION”, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review. Final submission shall not have any such designation. Dates of submission shall be shown accurately on submitted documents.

3. Place the seal of the Registered Architect, and Professional Engineer responsible for the design in the VAMC signature block.

B. General:

1. Drawings shall be drawn to scale. The COR shall approve scale of plan drawings. All details and elevations shall be drawn to scale (unless otherwise approved). Scale of elevations and details shall be based upon VA and industry standards (unless otherwise approved).

2. Details shall be drawn scaled and with sufficient detail to allow the contractor to make the necessary take-offs and to achieve accurate cost data. Drawing backgrounds shall be new and shall not be reproductions of existing VA drawings except through written permission from the VA Contracting Officer or delegate.

3. Specifications shall be based on VA Standard Construction Specifications and modified by Architect/Engineer as necessary due to design considerations. Specifications shall include all relevant sections and articles and shall incorporate Architect/Engineer generated sections when necessary. Specifications shall follow CSI format.

C. Architectural Drawings:

1. Architectural drawings including floor plans, building elevations, building sections, wall sections, reflected ceiling plans, stair details, toilet and bath details, door schedules and details, window schedules and details, room finish schedules, auto transport and other details.

2. In addition to the above requirements, provide or perform the following items consider special an additional to the attachment:

a. Specification of Architectural Systems, equipment, equipment rigging, placement and securing criteria.

b. VA furnished VA installed (VV), VA furnished Contractor installed (VC) and Contractor furnished Contractor installed (CC) equipment shall be clearly delineated on drawings in Schedule format.

c. Provide Phasing Plan as required.

D. Structural Drawings:

1. Structural drawings including foundation plans, framing plans, schedules, and details, including general notes and all calculations.

2. Provide Structural calculations with Engineer certification of connections for elements hung from ceiling/structure exceeding 40-lbs or 25-lbs when hung from wall system.

E. Fire Protection Drawings:

1. Fire protection drawings including floor and roof plans, riser diagrams, equipment schedules, and details, including general notes calculations and all related calculations.

F. Plumbing Drawings:

1. Plumbing drawings including floor and roof plans, riser diagrams equipment schedules, plumbing fixture schedules, and details, including general notes, and all related calculations.

G. Mechanical Drawings:

1. HVAC drawings including floor and roof plans, isometric diagrams, one-line diagrams, flow diagrams, equipment schedules, and details, including general notes and all related calculations. Also, provide sections for mechanical equipment rooms and sequence of operation for all HVAC equipment.

H. Electrical Drawings:

1. Electrical drawings including site demolition plans, site, floor, and roof plans (power, lighting, and other systems), block diagrams, flow diagrams, one-line diagrams, connection diagrams, panel schedules, circuitry, equipment schedules, light fixture schedules calculations and details.

I. Asbestos Abatement Drawings:

1. Asbestos abatement drawings including site demolition plans and floor plans indicating asbestos abatement method.

J. Specifications:

1. 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 requirements. 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 documents; and

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

K. Cost Data:

1. Submit cost estimates at each submission of drawings and specifications. Cost data shall conform with VA cost estimating requirements.

2. Each submission shall contain a certification that the quantities have been checked and found to be correct.

3. All estimates shall be based on the most up-to-date working drawing available and shall be current as of the date of submission.

4. Cost will include insurance, taxes, and applicable sub-contractor's mark-up.

5. Use wage rates that reflect current wages at the time the estimate is submitted. Use union labor units as appropriate.

6. Estimate taxes and insurance on labor, such as: public liability, property damage, workmen's compensation, bodily injury, Federal Insurance Contribution Act, Social security, Federal and State unemployment, Compensation as an average cost experience for each trade.

7. Price material at the contractor's buying level. Sales Tax, when applicable, will be added to material costs. Compute insurance and taxes on labor.

8. Because overhead and profit will vary with trade, size of project, and competition estimates should reflect an appropriate percentage of each of these items after the labor and material costs have been totaled for each item.

9. Escalation as of time of award shall be shown as a line item.

a. Show costs for the applicable major numerical headings.

b. Show sub-items of major numerical headings if available.

c. Show sub-contractor's overhead and profit.

d. Show total Cost Data cost.

10. Provide Data Sheets indicating unit cost, quantity, and total cost for both material costs and labor.

11. Provide cost data for each bid alternate separately.

VI. COMPLETION OF CONSTRUCTION DOCUMENTS

A. General:

1. Construction Documents and other related documents shall be complete, fully coordinated, and ready for construction.

2. The Architect/Engineer shall deliver the original working drawings to the VA Contracting Officer for signature after review and written approval of the previous review material. The working drawings shall bear the seal of the Registered Architect and Professional Engineers responsible for the design.

3. Prior to reproduction for issue for A/E, the Architect/Engineer shall make all changes to the working drawings, calculations and specifications identified during the previous design review meetings. A/E shall also deliver corrected drawings on CD in REVIT 0 format and exported and provided in compatible AutoCAD format and in PDF format.

4. In three ring binder(s), assemble completed and VA Approved computations and engineering data including BASIS OF DESIGN, systems narratives, spec sheet and brochures of equipment selections, and necessary discipline calculations prepared in the performance of the design. Provide a separate volume or divided sections for each discipline with an index and numbered pages. Outside cover of volumes shall be clearly identified with permanent large prominently posed lettering. Include date on all volumes. A Paper Document File matching the organization and contents of the ring binders is to be included in the submittal data. Where feasible, pdfs are to be created from electronic files and not scanned to minimize pdf file size.

5. Submit original hardcopy and two (2) photocopies of edited and VA approved specification with sections originated by the Architect/Engineer fully incorporated. Also deliver specifications on CD in MS Word format.

6. Submit original hardcopy Cost Estimate and (2) photocopies. Submit Cost Estimate on CD in Excel format.

VII. QUALITY ASSURANCE/QUALITY CONTROL

A. General:

1. To reduce design errors and omissions, the A/E team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications be given a rigorous, thorough review and coordination effort.

2. The A/E Team will submit the 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 A/E Team member responsible for QA/QC at each phase.

3. Upon its completion each task shall be initialed and dated by the responsible A/E Team member.

4. A 100% completed QA/QC plan shall be submitted with the final construction document submission package.

VIII. PHASES OF A/E SERVICES

A. A/E shall provide the services indicated and submissions will be reviewed for completeness for conformance to the PG-18-15 Volume C which may be accessed at A/E Package - Submission Instructions - Minor and NRM Projects (wbdg.org):

1. Refer to “A/E Design Phase Schedule” for Contract Document Development Phases.

2. Solicitation Support Services (Optional).

3. Construction Period Services (Optional).

4. Project Close Out Submittal – “As-Built” Construction Documents (Optional).

5. Post-Construction Services (Optional)

6. Structural Capacity Enhancement Services (Optional).

B. Optional A/E Services:

1. A/E to submit separate costs for each of the foregoing optional A/E services. VA will exercise A/E options as required to support the VA during these project phases after completion of the 100% Contract Documents. There are optional services included the A/E’s design services for existing material testing and structural capacity enhancement if required.

2. The A/E is to include estimated costs for these optional services. The SSS, CPS, and PCS optional services will be exercised without further negotiation of these costs.

3. The existing material and structural capacity costs are to be estimated based on the A/E’s knowledge and experience in performing these types of services for other similar projects applied to this project. Final costs of these optional services will be negotiated by the VA when they are determined to be required.

IX. CONSTRUCTION PERIOD SERVICES AND CONTRACT COMPLETION

A. Duration of Construction Period Services and Authority:

1. The Architect/Engineer's responsibility to be responsive to the VA and provide Basic Services during the Construction Period Services Phase of this Project commences with the completion and acceptance of the working drawings by the VA and terminates after VA certifies, to A/E, full acceptance of all Construction/Installation related Work (hereinafter Work).

2. The A/E shall serve the government in an advisory capacity only. The A/E shall not provide administration of the construction contract. The A/E shall act in an advisory and consultant capacity to the Contracting Officer. He shall not be the representative of the Contracting Officer at review meetings or on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor. The A/E shall not be responsible for or have control or charge over the acts or omissions of the VA COR or Contractor, Subcontractors, or any of their agents or employees, or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.

3. All work and actions shall be approved by the VA Contracting Officer and the VA Contracting Officer shall be the final authority and decisions of the VA Contraction Officer shall be final and unquestioned.

B. Pre-Construction Meeting

1. The Architect/Engineer shall participate in the pre-construction meeting with the VA and Contractor. A/E shall be prepared to respond to the VA and Contractor’s concerns and shall provide overview of the design.

C. Site Visits

1. During Construction Period Services, the Architect/Engineer shall visit the job site at weekly intervals or as appropriate to the stage of construction or as otherwise agreed to with the VA in writing, to become generally familiar with the progress and quality of the Work completed, and to determine in general if the Work is being performed in a manner indicating that the Work, when completed, will be in accordance with the working drawings. Architect/Engineer site visits shall correspond to the weekly construction meetings and A/E shall participate in these meetings.

2. Site Visits The A/E shall provide price for additional site visits should they need to be modified by the CO. Written meeting minutes and recommendations shall be provided to the VA by the COB (Close of Business) on the following workday. E-mail copies of digital photographs from site visits when requested by the COR.

3. The Architect/Engineer shall not be required to make exhaustive or continuous on-site observations but shall keep the VA informed of the Contractor's appropriate use of materials, installation acceptability and quality of the Work and shall endeavor to guard the VA against defects and deficiencies in such Work.

4. The Architect/Engineer shall have access to the Work during Construction Period Services by coordinating with the VA COR, wherever Work is in preparation or progress.

D. Contractor Partial Payments:

1. Based on the Architect/Engineer's observations and evaluations of the A/E’s Applications for Payment, the Architect/Engineer shall assist the VA in determining the amounts due the Contractor for subject part of the Project and shall certify such amounts to the VA in writing.

E. Disputes, Interpretations, and Clarifications:

1. Upon written request from the VA, the Architect/Engineer shall furnish to the VA, with reasonable promptness, in writing or in the form of drawings, interpretations of the Contract Documents prepared by the Architect/Engineer, if, in the opinion of the VA, such interpretations are necessary for the proper execution or progress of the Work.

2. The Architect/Engineer shall within a reasonable time render written recommendations on claims, disputes, and other matters in question between the VA and Contractor relating to the execution or progress of Contractor's Work as provided by the Contract Documents.

3. The Architect/Engineer shall assist the VA in determining whether the VA shall reject Contractor's Work which does not conform to the Contract Documents or whether additional inspection or testing is required.

F. Submittal Approval:

1. The Architect/Engineer shall review, approve, and/or take other appropriate action upon and forward to the VA for final disposition, Contractor's Submittals such as Shop Drawings, Product Data and Samples.

2. The Architect/Engineer's Submittal review actions will be taken with such reasonable promptness as to cause no delay in the Work, while allowing sufficient time in the Architect/Engineer's professional judgment to permit adequate review.

3. When professional certification of performance characteristics of materials, systems or equipment is required by the Contract Documents, the Architect/Engineer shall be entitled to rely upon such certifications to establish that the materials, systems or equipment will meet the performance criteria required by the Contract Documents.

G. Change Orders:

1. The Architect/Engineer shall assist the VA in preparing Change Orders for the VA's approval and execution in accordance with the Contract Documents, including those pursuant to minor Construction Change Directives by the VA. Such change order shall be processed, developed, and resolved by the A/E without additional technical services cost to the VA.

2. Architect/Engineer may recommend to the VA minor changes in the Scope of Construction/Installation Work not involving an adjustment in the Contract Sum and/or extension of the Contract Time which are not inconsistent with the intent of the Contract Documents.

3. Architect/Engineer shall modify Contract Documents or submit new Contract Documents as required by the VA to allow full documentation, resolution and accurate pricing of Change Orders without additional technical services cost to the government.

4. Architect/Engineer shall participate in special meetings as deemed necessary by the VA to resolve critical disagreements or conflicts, without additional technical services cost to the VA.

H. Inspections and Testing:

1. Architect/Engineer shall assist the VA in conducting Testing and Inspections, to determine the date or dates of Substantial Completion and the date of Final Completion.

2. Architect/Engineer shall be present during one (1) Pre-Final inspection and one (1) Final inspection of Work and shall generate Punch List and forward List to the VA with explanations of found deficiencies and/or omissions in Work, and recommended correctives.

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