Attachment 3 Supplement B.docx

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER: 657-17-112JB

PROJECT TITLE: FCA-Renovate Nutrition and Food Services, JB Bldg 60

A/E CONTRACT SUPPLEMENT B

Project Number 657A5-21-702 EHRM – Training and Admin Support Space – Marion, IL

SUPPLEMENT B (For Schematics, Design Development, Construction Documents, Construction Cost Estimate and Construction Period Services)

DESIGN TIMEFRAME: A/E shall deliver final construction documents No Later Than (NLT) 175 days after the Award Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION: $2,016,000.

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The VA is transitioning to a new electronic health record (EHR) system — the software that stores health information and tracks all aspects of patient care — over a 10-year period scheduled to end in 2028. The new system connects VA medical facilities with the Department of Defense and participating community care providers, allowing clinicians to easily access a Veteran’s full medical history in one location. The VA’s Office of Electronic Health Record Modernization (OEHRM) manages deployment of the new system. Marion VA Medical Center (VAMC) is scheduled to Go-Live on October 28, 2023.

Space is required for EHR training, testing, and administrative functions. The VA anticipates a need for approximately 12,400 net square feet. The VA intends to build out the existing, unfinished basements in Building 13 and the Building 42 ED Addition to use for training or administrative space. The balance of the space will need to be provided by temporary trailers. A/E services are required to prepare drawings, specifications, and cost estimates for a construction project to build out the existing, unfinished basements in Building 13 and the Building 42 ED Addition and to prepare the site for temporary trailers.

The A/E Firm must provide Basic Professional Services as delineated in the Scope of Work. As part of the Basic Professional Services, Marion VAMC engineering service expects the following primary A/E disciplines to be included: Architectural, Civil, Structural, Mechanical, Electrical, Plumbing, Fire Protection, Industrial Hygenist, and IT. Others may be required.

II. SCOPE OF CONSTRUCTION PROJECT:

1. Existing Conditions: Refer to Part Two of the Project Design Scope of Work for a detailed accounting of existing conditions.

2. Project Intent:

a. Demolition:

i. The extent of the demolition work shall be limited to that which is necessary to finish the basement spaces, construct the tunnel to connect the Building 42 ED Addition basement to the CLC tunnel, and prepare the site for temporary trailers.

b. Site Investigation:

i. An investigation shall be undertaken to assess existing basement spaces and the site at temporary trailer locations.

c. General Conditions:

i. The A/E shall investigate the impact of infection control and maintaining hospital mitigation of air quality requirements, vibration, and noise pollution.

i. Develop and submit a design that is clearly defined and meets the “Infection Control Barrier” criteria and the overall solution for the primary areas of the construction project using marked-up plans. The design shall be in accordance with AIA Guidelines for Design and Construction of Hospital and Healthcare Facilities and address the impact of demolition, renovation (including walls and ceiling), electrical, mechanical, equipment and equipment support installation, and new construction.

ii. A detail for infection control barriers along with barrier locations shall be included in the project design.

ii. The contractor will be responsible for field verification of existing utilities related to this project’s requirements. If any utilities are damaged during construction activity all mitigative repairs shall be the responsibility of the contractor.

iii. VA engineering service personnel will assist when site inspection procedures affect the operations of any of the building utility systems.

iv. All utilities are critical to facility operations. Any investigation or work impacting the facility or requiring a shutdown shall be scheduled twenty-one (21) days in advance with written notice. Work shall be performed at nights and on weekends. The COR has the right to stop work after 8 hours of planned medical facility outages.

v. All proposed rework as well as the final, as-built conditions of the building shall be subject to comment, revision, and approval by the Illinois State Historic Preservation Agency. All costs and labor incurred to achieve a design approved by the Historic Preservation Agency shall be the responsibility of the A/E.

vi. Design errors or omissions that result in damages or additional cost to the Governement will be evaluated for potential A/E liability. If the Government determines that the A/E is financially liable for a design deficiency, the Government will advise the A/E by official correspondence. The Department of Veterans Affairs actively pursues reimbursement of costs incurred by the Government as result of the A/E’s errors and/or negligent performance. The preferred method of settlement of A/E financial liability is for the A/E to negotiate directly with the Contractor and provide the result to the Department of Veterans Affairs for review and approval. Where the A/E cannot reach an agreement with the Construction Contractor or if the A/E declines to negotiate, The Department of Veterans Affairs will arrange settlement directly with the Contractor and will bill the A/E.

vii. All equipment and finishes to be included in the project design shall be in accordance with current Marion VAMC standards and existing maintenance contracts.

viii. The normal operating hours of this facility are 7 am to 4:30 pm, Monday through Friday. The construction documents shall require the contractor to reflect this in his proposed work schedule. Work outside the normal operating hours shall require prior authorization by the VAMC.

d. Industrial Hygiene:

i. Provide an abatement plan for any hazardous materials (asbestos, lead, etc.) which are known prior to or discovered during the investigation and construction phases.

e. Structural:

i. The extent of the structural work shall be limited to that which is necessary to finish the basement spaces, construct the tunnel to connect the Building 42 ED Addition basement to the CLC tunnel, and prepare the site for temporary trailers.

ii. Analysis and reinforcement of existing structural elements may be required.

f. Architectural:

i. The extent of the architectural work shall be limited to that which is necessary to finish the basement spaces, construct the tunnel to connect the Building 42 ED Addition basement to the CLC tunnel, and prepare the site for temporary trailers.

g. Mechanical:

i. The extent of the mechanical work shall be limited to that which is necessary to finish the basement spaces, construct the tunnel to connect the Building 42 ED Addition basement to the CLC tunnel, and prepare the site for temporary trailers.

ii. This may include – but is not limited to – rerouting of piping or ductwork and relocation of mechanical/HVAC equipment.

h. Plumbing:

i. The extent of the plumbing work shall be limited to that which is necessary to finish the basement spaces, construct the tunnel to connect the Building 42 ED Addition basement to the CLC tunnel, and prepare the site for temporary trailers.

ii. This may include – but is not limited to – excavation of buried piping, rerouting of piping, installation of plumbing equipment or devices to correct specific issues, etc.

i. Electrical/IT/Telecom:

i. The extent of the electrical work shall be limited to that which is necessary to finish the basement spaces, construct the tunnel to connect the Building 42 ED Addition basement to the CLC tunnel, and prepare the site for temporary trailers.

ii. This may include – but is not limited to – rerouting of service lines and relocation of electrical/IT/telecom equipment.

j. Construction Phasing:

i. Construction contract will utilize critical path phasing as necessary to minimize interruption and disturbance to the building and its occupants.

ii. Phasing shall be determined through collaborative effort of both the A/E firm and the VAMC engineering service.

III. SCOPE OF WORK FOR A/E:

1. Design Development:

a. The A/E shall make investigations necessary to thoroughly evaluate the area. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

b. Upon completion of initial field survey and assessment, provide a comprehensive report of existing conditions and findings to Marion VAMC engineering service. Report will include initial cost estimate for all work included in the EHRM – Training and Admin Space Support – Marion, IL project. This report will be considered the Design Narrative as referenced in ”B5 DESIGN REVIEW AND COMPLETION SCHEDULE” below.

2. Construction Documents:

a. After the VAMC approves the A/E's design development, the A/E shall prepare construction documents necessary to accomplish the approved design development. These documents shall bear the seals and signatures of all licensed individuals responsible for the content of the construction documents. Application of the seals and signatures shall be considered verification that the design was conducted in accordance with all applicable code requirements, standards, and best engineering practices.

b. As part of the 100% design submission, the A/E shall provide a written synopsis describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This synopsis is intended to be a general description of the project not to exceed two written pages in length.

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

3. Construction Period Service: The A/E shall perform construction period services as detailed later in this scope of work.

4. Functional Product:

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

b. VPIH Survey: The A/E Firm will complete a survey, to include testing, identifying any and all asbestos and lead containing materials within the project area. This project will remove all lead and asbestos in areas being renovated.

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

d. The A/E shall submit a design narrative (10%), design plans (30%, 60%, 90%, 100% Final Bid Documents, and Release for Construction Set) and specifications, submittals schedule, estimates, and other documentation in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B. The construction work will be performed under a separate Firm-Fixed-Price contract awarded by the VA. As a result, the Construction Documents must conform to the estimated Total Construction Cost Price, not including any contingencies, and convey the entire construction work completely and clearly, such that any bidder can produce an accurate bid without surveying the work site.

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

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

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

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

5. Sustainability Requirements:

a. Design shall comply with the most current version of the VA Sustainable Design Manual at time of award found on the VA technical Information Library https://www.cfm.va.gov/til/sustain.asp

b. The following deviations are allowed: Not applicable.

c. GUIDING PRINCIPLES CHECKLIST: A/E shall complete and submit the appropriate Federal Energy Management Guiding Principles Checklist https://energy.gov/eere/femp/downloads/guiding-principles-checklists-new-construction-and-modernization-and-existing

IV. A/E FEE DETERMINATION:

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

1. Submit completed Price Proposal on NCO 15 Form 10-6298. The spreadsheet is to have the work broken out in hours by position, by discipline and by design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline. Include a summary of the foregoing with the number of hours required for each drawing type and each major task. The spreadsheet will be used to facilitate review and comprehension of work effort and document fee. Include Part IV in cover letter and Part V (signed) as a separate attachment. Submit the electronic file of the spreadsheet upon request.

2. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B. The letter of understanding shall include an analysis of the fee included and excluded from 6% fee limitation as compared to the estimated Construction Budget.

3. Reproduction and delivery costs of Design Review Material and other direct costs, such as travel costs, are included in the costs for each design phase and are not reimbursable. The costs of Bidding reproduction, delivery, and other direct costs in accordance with the “Milestone Submittal Requirements” are included in the CD Phase. Unused site visits will be deducted at the end of the contract.

4. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction period. Monthly QA/QC reports are required, including actions taken to maintain project quality, schedule, and budget, and will be submitted with project invoices using the NCO 15 invoice format.

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

V. REPORTS, DRAWINGS, SPECIFICATIONS AND SCHEDULES:

1. Kick-Off Meeting:

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

b. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). The VA will provide comments and guidance following each design review session. All meetings shall be held at Marion VAMC, 2401 West Main Street, Marion, Illinois 62959.

2. Schematic Design:

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

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

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

3. Design Development:

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

b. Mechanical, plumbing, electrical, and fire and safety systems must meet current codes and standards, including VA Standards. All new space and utilities will be designed to meet the Interagency Security Committee’s and other relevant physical security guidelines. The completed project shall be capable of achieving LEED certification.

4. Construction Documents:

a. The A/E firm shall complete such further investigations to develop the accepted design development documents into working drawings and specifications for issuance through the competitive bid process.

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

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

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

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

5. As-Built Drawings:

a. The A/E firm shall submit one (1) complete set of drawings provided on disc using AutoCAD Release 2019 or later version and also .pdf format. Models should be provided in Revit 2019 or later. The A/E shall follow the VA Standard CAD format for layering in accordance with the “B3 DESIGN CRITERIA” section of this Supplement B.

b. The A/E firm shall submit said As-Built drawings within thirty (30) days of project acceptance.

6. Reproduction of Drawings and Specifications:

a. Specifications shall be prepared in MS Word and drawings shall be prepared in AutoCad 2019 (or newer) and Revit and submitted to the VA in Revit formatted files in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B.

b. The A/E is required to prepare architectural drawings in Revit. One DVD/CD-ROM computer disk containing all reports, specifications, documents and drawings will be required for each milestone submission. The final Construction Document submission shall include copies of the original digital files (in *.dwg and *.rvt) in addition to the .pdf format files. All necessary reports, cost estimates, and other documents shall be prepared in accordance with all applicable portions of the A/E Submission Instructions, Program Guide PG-08-15, and Volume C. The VA reserves the right to require immediate delivery of the A/E’s digital files to the VA at any time.

c. Specifications should be provided in both hardcopy and electronic form.

d. One half size set of drawings and one set of specs shall be sent to the Contracting Officer at the 90% and 100% construction document review periods.

e. At the 90% and 100% construction document review periods, the specifications should have all revisions incorporated providing a “clean” set of specifications for review and approval.

VI. PROMOTION OF FULL AND OPEN COMPETITION:

1. A/E agrees to prepare specifications that are not competitively restrictive or proprietary. Specifications will be based on performance criteria when possible and will not use a product by a specific manufacturer, except as a basis of design.

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

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

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

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

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

VII. MISCELLANEOUS:

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

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

3. Some utility systems, services or health care operations are critical, and if a disruption is required, it must be executed outside of normal working hours. Normal working hours are Monday through Friday, 7:00 a.m. to 4:30 p.m. This schedule must be coordinated with the VA COR fourteen (14) days in advance.

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

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

a. Concurred as Written

b. Non-Concurred; Request Discussion

c. Requires Clarification

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

VIII. DESIGN FUNDING LIMITATION:

1. In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this Project proceeding into CDs is not to exceed Construction budget listed above not including any Project Contingencies, VA Furnished/ Installed Medical Equipment, VA Furnished/Installed FFE or Professional Service Fees. The A/E is responsible for designing the Project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this Project. If, at any time, the A/E determines that the design’s construction cost (excluding contingencies) will exceed the Total Construction Contract Price (TCCP) the A/E shall immediately inform the Contracting Officer in writing. Such written notification shall include the reasons why the A/E believes the TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP.

2. Deductive alternates (acceptable to the VA) of 20% of the Total Construction Contract Price shall be included in the Contract Documents. These Deductive alternatives shall not be utilized to lower the estimated Total Construction Contract Price. The base design must be fully functional with or without selection of the alternates.

IX. PROBABLE CONSTRUCTION COST ESTIMATE:

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

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

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

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

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

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

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

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

b. Labor dollars by trade (or crew1)

c. Material quantity

d. Material dollars

e. Equipment Rental and associated cost

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

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

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

B2 INDUSTRIAL HYGIENE SERVICES:

I. INDUSTRIAL HYGIENIST TASKS:

For the work scope described in B1 SCHEDULE OF SERVICES above Hazardous materials (Asbestos, Lead, Mold, heavy metal and etc…) ARE included in this task order amendment. Lead and Asbestos Hazardous Material Inventories within the project limits may be available from the VA for consultant’s reference.

1. Architect/Engineer Responsibilities:

a. Determine if asbestos, lead or mold is present. If found, design a method for abating/remediating all asbestos containing materials, lead containing materials and mold contaminated items impacting this project.

b. Determine location of asbestos, lead and/or mold contamination, and any water and moisture damage. Work with the I.H. to uncover and assess hidden areas.

c. For mold contamination, determine entry point of water infiltration

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

e. Review the I.H. Report.

f. Produce a written report compiling all necessary information.

II. VA PROFESSIONAL INDUSTRIAL HYGIENIST (VPIH):

The A/E will retain a specialist in VPIH services to provide sufficient oversight of the abatement process. The following VPIH services will comply with federal, state and local laws and regulations:

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

2. Provide Air Sampling: Provide air sampling of the construction site to verify that no asbestos fibers were released during the asbestos abatement activities. Field work and sampling activities shall be performed by trained personnel under the direction of a licensed Industrial Hygienist or Board Certified Microbial Consultant.

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

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

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

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

B3 GOVERNMENT FURNISHED DESIGN CRITERIA:

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

-VA Master Construction Specifications, Program Guide, PG-18-1; http://www.cfm.va.gov/TIL/spec.asp -VA Design and Construction Procedures, PG-18-3; http://www.cfm.va.gov/TIL/cPro.asp -VA Standard Details, PG-18-4, Volumes 1, 3, 4, 5, 6 & 7; http://www.cfm.va.gov/TIL/sDetail.asp -VA Equipment Guide List, PG-18-5; http://www.cfm.va.gov/TIL/equip.asp -VA Seismic Design Handbook, H-18-8; http://www.cfm.va.gov/TIL/seismic.asp -VA Space Planning Criteria, PG-18-9; http://www.cfm.va.gov/TIL/planning.asp -VA Design Manuals for the applicable disciplines, PG-18-10; http://www.cfm.va.gov/til/dManual.asp -VA Design Guides for graphics, PG-18-12; http://www.cfm.va.gov/til/dGuide.asp -VA Barrier Free Design Guide, PG-18-13; http://www.cfm.va.gov/TIL/accessibility.asp -VA Room Finishes, Door and Hardware Schedule, PG-18-14; http://www.cfm.va.gov/TIL/room/RoomFinishes.pdf -VA Minimum Requirements for A/E Submissions, PG-18-15; http://www.cfm.va.gov/til/aeDesSubReq.asp -VA Environmental Compliance Manual, PG-18-17; http://www.cfm.va.gov/til/spclRqmts.asp#EC -VA Design Alerts and Quality Alerts; http://www.cfm.va.gov/til/alert.asp -VA CAD Standards; http://www.cfm.va.gov/til/projReq.asp#cad -VA Design Review Checklists; http://www.cfm.va.gov/til/projReq.asp#reviewCheck -VA AE Design Submission Requirements; http://www.cfm.va.gov/til/aeDesSubReq.asp -Office of Construction & Facilities Management Design Manual, Architectural Design Manual, http://www.cfm.va.gov/til/dManual/dmARhosp.pdf -Seismic Design Manual for VA Retrofit Projects -VA Directive 0056 – VA Sustainable Building Program -VA Medical Center Memorandums (“MCM”) (Request From COR) -OEHRM Universal Training & Command Center Space Requirements

II. Other design criteria may be required to meet specific requirements of the design work scope that are not listed above, or are not available on the VA Office of Facilities web site. The A/E is responsible for obtaining and complying with all such criteria.

B4 DESIGN DELIVERABLES:

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

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

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

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

3. The A/E shall provide a “Stand Alone Certification Memo” to the VA with the 60% Contract Documents for Bidding. (see attached format).

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

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

MILESTONE SUBMITTAL REQUIREMENTS

Number of Required Submittal Documents

Design Narrative Submittal:

Condition Assessment

Drawings

30% Schematic Design Submittal:

Reports & Calculations

Drawings

60% Contract Document Submittal

Reports & Calculations

Drawings

90% Contract Document Submittal

Reports & Calculations

Drawings

100% Contract Documents for Bidding

Reports & Calculations

Drawings

Release for Construction Set (Incorporate all Solicitation Amendments):

Reports & Calculations

Drawings

Existing Condition Record Drawings

Record Document Submittal:

Record Drawings

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

Note 2: Letter size reports may contain 11” x 17” drawing or exhibit pages tri-folded to letter size as required.

Note 3: Letter size (8.5” x 11”) submittal documents less than or equal to 25 pages may be stapled, all other letter size documents shall be bound with a Cover Sheet containing the Project information, date and Table of Contents.

B5 DESIGN REVIEW AND COMPLETION SCHEDULE:

I. The A/E shall perform the work required by this contract within 154 calendar days reflective of schedule below. The A/E shall provide Professional Architects and Engineers as directed by the Contracting Officer (CO) who are familiar with the work to attend the Design Reviews on the following days:

Note 1: Number of Days is calendar days.

1. The Contracting Officer (CO) may schedule additional Design Reviews as necessary when it is determined by the CO that such reviews are required for satisfactory completion of A/E contract requirements. The A/E will be reimbursed for additional review meetings in accordance with the rate sheet, unless it is solely determined by the CO that such additional reviews were requested by the A/E, or were required due to the A/E’s failure to meet contract requirements.

2. The A/E is responsible for recording the minutes of all meetings. The format of the meeting minutes shall be subject to prior approval from the VA COR. The draft meeting minutes shall be distributed for review and comment within one working day following the meeting to the COR, who will in turn distribute the same to each invited VA-attendee as required. Notification by email to the COR that the draft documents are available on an A/E provided ftp site, or as an attachment, is the preferred method. The VA shall have two working days upon receipt of the meeting draft documents to make any additional comments or corrections. The final meeting minutes shall be issued within three working days after the meeting to the VA CO and the COR.

3. Milestone review minutes shall comply with the requirements for meeting minutes, except that two days shall be added to each response period. In addition, the submitted milestone review drawing mark-ups by the VA and any review meeting comments shall be described in a tabular form with the comment (listed by discipline), comment originator, partly responsible for responding to comment, and a column indicating whether comment was incorporated into design documents. If comment was not incorporated or only partially incorporated, provide an explanation for the action.

4. The interim and final documents (SD, DD, and CD) from this Task Order will be subject to review and approval (by signature) of all members of an Integrated Project Team (“IPT”) consisting of Medical Center personnel. These individuals will be identified by the COR by the first design review meeting. The A/E shall prepare a title sheet for each submission and phase as appropriate to receive approval signatures from members of the IPT. The COR will provide A/E with a copy of the Memorandum identifying IPT members.

B6 SCHEMATIC REVIEW SUBMISSION (30% REVIEW):

I. SPECIFICATIONS:

1. Submit an index of all VA Master Construction Specification sections intended for use. Include a brief description of any A/E originated sections to be used.

2. A/E shall obtain the VA Master Construction Specifications and any other VA Technical Documents at http://www.va.gov/facmgt.

II. ARCHITECTURAL:

1. Submit as a minimum, a layout for each project. Include fixed equipment at a scale not less than 1/8” =1’ 0”. Submit ¼” – 1’ 0” scale floor plans of special rooms such as the endoscopy suite, recovery room, etc., to show layout and identification of equipment. Include elevation views and or renderings as necessary to allow end users to decide which concept they desire to be developed.

2. Show schematic sections, as needed, to define the building and/or equipment concepts. Include field verified locations of existing or remaining details.

3. Show roof and penthouse plans if required.

4. Show legends that as a minimum reflect all items denoted on drawing at this submission.

III. STRUCTURAL:

1. Show the selected structural system for new procedures, if required. Show beam depths, slab thickness, column sizes and expansion joints.

2. Submit supporting calculations.

3. Show method used to resist lateral loads.

IV. MECHANICAL:

1. Submit, as a minimum, outline plan drawings showing HVAC replacement unit locations, sizes of connection lines to existing services, and any lines to be removed.

2. Provide a written description of the replacement HVAC unit considered for the project and how it will be connected to the existing system to justify final system selection.

V. PLUMBING:

1. Submit, as a minimum, outline plan drawings showing main water line locations feeding the project boundary, compressor locations, sizes of main lines , including drains, points of connection to existing piping, all new piping and piping to be removed.

VI. ASBESTOS, LEAD AND MOLD:

1. If any areas are identified as containing hazardous materials, show areas of suspected Asbestos Containing Material (ACM), lead and mold abatement required. Show quantities that will require abatement for each. Lead may be lead paint, lead shower pans, lead lined walls, lead lined doors, etc.

VII. ELECTRICAL:

1. Submit, as a minimum, floor plan showing new and existing panel locations and sizes. Indicate point of connection to existing distribution centers.

VIII. PHASING:

1. Submit, as a minimum, drawing number indicating a separate phasing drawing.

IX. FIRE PROTECTION AND LIFE SAFETY:

1. Show fire protection and life safety plans.

X. COST ESTIMATES:

1. A/E shall submit a construction cost estimate simultaneously with the drawings for this project at each project submission.

2. This estimate shall show the cost of construction which would be expected to be reflected by the Construction Contractor’s bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element 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.

3. The detailed estimate will contain unit cost, quantity, and total cost for both materials and labor. Each division (architectural, electrical, mechanical, etc.) will be broken down in the above manner.

4. All costs shown shall include all labor insurance and taxes, sales taxes on material, and applicable upper and lower tier Contractor and Sub-Contractor markup.

5. For the first review only include a contingency allowance of 15%.

6. When union labor is used in the cost estimate, the A/E shall include welfare and pension fund costs in labor units as appropriate.

7. Show a sub-total of Labor and Material for each sub-heading.

8. Show sales tax as a percentage of material.

B7 DESIGN DEVELOPMENT SUBMITTAL (60% REVIEW):

I. SPECIFICATIONS:

1. Submit bound and edited VA Master Specifications of each discipline for review. Include a brief description of any A/E originated sections to be used. A copy of the 30% specification showing changes that have been made shall be submitted.

2. Submit an updated list of all the submittals that the contractor will be required to provide. Provide a draft submittal register.

II. ARCHITECTURAL:

1. Submit near complete floor plans and half complete details, schedules and large-scale plans. The architectural working drawings should be 60% complete.

2. Show room titles and numbers, door sizes, types and swing on the 1/8” scale plans. Dimension corridors and stairs. Indicate and identify any portable equipment and plumbing fixtures.

3. Draw exterior elevations at 1/8” scale unless building is of such size that a complete facade cannot be shown on the standard size sheets, in which case draw the elevations at 1/16” scale. Show story heights, penetrations, materials, penthouses, architectural screens, roof enclosures, skylights, and stacks on elevations as applicable.

4. Show room finish symbols on the 1/8” scale floor plans only and key them to the room finish schedule in section 09 06 00 of the specifications.

5. Show general notes, door, and window schedules. Include other scheduled information.

6. Indicate all fire partitions, smoke partitions, and safety protective elements (including lead linings and radio frequency shielding).

7. Draw reflected ceiling plans of typical areas and special rooms, indicated all ceiling mounted equipment, lighting fixtures, air diffusers, registers, etc.

8. Where existing spaces occur that require refinishing, a survey shall be prepared to include color, materials, furnishings, and window treatments. Project Engineer will work with A/E to coordinate interior design and color.

9. Submit a 60% completed color design containing selected colors, textures, and materials listed in the proper format. This shall include manufacturers by name, number, and pattern. They will be coded and located for both interior and exterior.

III. STRUCTURAL:

1. Submit drawings to scale showing tentative sizes of columns, beams, braces and slabs if structural reinforcing is required. The structural drawings shall be complete enough to correlate with architectural and mechanical features. Submit calculations developed to date.

2. Show sections and details so that construction features can be defined.

IV. MECHANICAL:

1. Provide complete load and sizing calculations for all HVAC, including sound attenuation, energy conservation, and steam distribution systems and equipment. Provide psychrometric analysis of each air-handling unit. If computerized methods are used, provide supplemental sketches and explanation of terms and abbreviations.

2. Provide 1/8” scale floor plans showing the HVAC and steam distribution systems and the equipment. Coordinate the design with other disciplines.

3. Provide flow and control diagrams. Include on the diagrams, where applicable, air conditioning, refrigeration systems, steam, condensate, conditioned air systems, exhaust air systems, hot water, chilled water, and condenser water. Provide sequence of operations and controls for all HVAC systems and equipment. Diagrams shall be complete with legend and description of operations.

4. Provide complete design for fire and safety systems that are associated with the HVAC systems. Show the fire and safety design on the HVAC plans and control diagrams. Show smoke and fire partitions and related dampers.

5. Provide complete equipment schedule drawings reflecting the sizing calculations of all major equipment, such as chillers, refrigeration elements, cooling towers, pumps, fans and air handling units. Submit calculations for fan pressures and pump heads.

6. Provide ¼” scale plans for all mechanical equipment rooms. Provide ¼” scale sections through each floor in typical locations for any tight spots and mechanical equipment rooms. Show in the ¼” scale drawings of all equipment, piping, ductwork, and other interfacing elements. Provide adequate space for installation, access and maintenance of equipment.

7. In the calculations provide a tabular recapitulation indicating the air balance between the supply and exhaust in the design computations showing the volume of air, room names and numbers.