Attachment A - Statement of Work.pdf

Statement of Work

Install Alternate Connections for Steam and Chilled Water – Bay Pines VA Healthcare System

C.W. Bill Young VA Medical Center (BPVAHCS), Bay Pines, FL

I. General Requirements

A. Engineering Design:

The Bay Pines Veterans Affairs Healthcare System (BVAHCS) is seeking professional design services from a State of Florida Architect and Engineering (A&E) firm to develop and furnish Construction

Documents and perform Construction Period Services for the project entitled “Install Alternate

Connections for Steam and Chilled Water – Bay Pines”, Project No. 516-22-601, C.W. (Bill) Young

VA Medical Center, 10000 Bay Pines Blvd, Bay Pines, FL 33744 in accordance with requirements stated herein. The review/design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico, or the District of Columbia and be authorized to complete professional design services in the state of Florida. The A/E is responsible to develop a complete and accurate project that best meets the users' needs in compliance with referenced design and construction guidelines, standards, and code requirements. (North American Industry

Classification System (NAICS) Code 541330 – PSC C1DA - Engineering Services Hospitals and

Infirmaries)

B. Project Overview:

The project design shall address vulnerability of critical utilities and physical security design manual

(PSDM) deficiencies regarding temporary connections for boiler and chilled water in the event of failure of one (1) boiler, chiller and/or cooling tower unit. The design shall provide means for the connection of an alternate source, such as a mobile boiler, chiller, or cooling tower. The requirements for this design project shall meet the current Design Manuals (PG-18-10) requirements, Veterans

Health Administration (VHA) Publications (Directives, Handbooks, etc.), other applicable VA requirements, standards, specifications, and all applicable Local, State, and Federal regulations and standards for the scope described herein. Please refer to the VA’s Technical Information Library (TIL) website for VA’s applicable requirements.

1. The A/E shall provide all site investigation’s labor, materials, tools, and equipment, design analysis, hydraulic modeling, cost, and construction schedule estimate, and design services necessary for the development of construction documents of the project described herein and other specific tasks as further defined by this Statement of Work (SOW). This project shall include complete preparation for site operations, demolition, and installation with minimum disruption to traffic, clinic, and administrative operations. In the need of shutdowns for site investigation, the

A&E shall provide a written request three (3) weeks in advance for approval by the COR.

2. The goal of this SOW is to ensure the quality of VA facilities while controlling the design, construction, and operating costs. The A/E is responsible to develop a complete and accurate project that best meets the users' needs in compliance with referenced design and construction guidelines, standards, and code requirements.

3. The design shall include, at a minimum, the following design criteria:

(a) Boiler Temporary Connections:

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Regarding connections for use of a temporary boiler, the design shall include temporary connections for a 600 lbs. package boiler capable of producing 20,700 lbs. of steam per hour

(minimum).

▪ The temporary location for the boiler will be the parking area located between

Building 100 and Building 111 – providing access to both Chiller Plants (#1 and #2) and the Boiler Plant. All physical security requirements shall be met regarding the location of these temporary connections and placement of the temporary unit(s).

▪ A temporary connection point shall be designed to the main steam header located in the Boiler Plant (Building 100).

▪ A connection point shall be designed to allow for data collection (steam flow, etc.) from the temporary boiler.

▪ Connection point(s) for temporary fuel sources (both primary and back-up) shall be identified and designed for connection.

▪ The following connections for the temporary boiler shall be included in the design:

• Feedwater connection

• Condensate Connection

▪ The design shall include a blowdown location for the temporary boiler.

▪ The design shall include a location for power to the temporary boiler.

▪ The design shall include a connection for chemical treatment for the temporary boiler.

▪ The design shall include a connection for a sampling location for the temporary boiler.

(b) Chiller Temporary Connections:

Regarding connections for use of a temporary chiller, the design shall include temporary connections for temporary water-cooled chillers ranging in tonnage from 225 – 1000 tons.

• The temporary location for the chiller will be the parking area located between Building

100 and Building 111 – providing access to both Chiller Plants (#1 and #2) and the Boiler

Plant. All physical security requirements shall be met regarding the location of these temporary connections and placement of the temporary units.

• The design shall include a connection point for chilled water supply and return for the temporary chiller – for each Chiller Plant (#1 and #2).

• The design shall include connection(s) for booster pump(s) if needed for the temporary chiller.

• The design shall include power connections to temporary chiller and pump(s).

(c) Cooling Tower Temporary Connections:

Regarding connections for use of a temporary cooling tower, the design shall include temporary connections to support water cooled chillers ranging in tonnage from 225 – 1000 tons. Design should provide utilities for up to a 1000-ton cooling tower.

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• The temporary location for the cooling tower will be the parking area located between

Building 100 and Building 111 – providing access to both Chiller Plants (#1 and #2) and the Boiler Plant. All physical security requirements shall be met regarding the location of these temporary connections and placement of the temporary units.

• The design shall include connection points for condensate water supply and return for the temporary cooling tower.

• The design shall include a connection point for make-up water for the temporary cooling tower.

• The design shall include a connection point for chemical treatment for the temporary cooling tower.

4. The A/E shall coordinate new connections with the existing systems. This project shall correct vulnerabilities, VA design requirements for the site, plumbing, physical security, and sustainability, regarding the critical utility systems.

5. Drawings/documents provided by the VA are to be considered as diagrammatic only. Actual conditions and locations may vary. It is the responsibility of the A/E to field verify existing conditions prior to submitting a bid. If an A/E finds discrepancies, variations, or needs additional information from design documents, the A/E shall notify the Contracting Officer (CO) by submitting a Request for Information (RFI) for clarification. Clarifications shall be provided by the Contracting Officer Representative (COR) with either written explanation, or changes to contract documents, or both.

6. The A/E shall be required to retain an external Certified Independent Third-Party (CITP)

Professional or Professional Credentialed consultant for the design verification of this project.

The CITP consultant shall review the design to verify compliance with the VA’s Site, Plumbing, Sustainable Design, Project Study Reports (PSR) Manuals (including Mission Critical), other applicable VA requirements, VHA Publications, standards, specifications, National Fire

Protection Agency (NFPA) codes, National Environmental Policy Act (NEPA), Federal, State and

Local Building Codes and Health & Environmental requirements, Occupational Safety and Health

Administration (OSHA), and Life Safety Codes, etc. The CITP consultant shall provide the VA, through the A/E, a report on the review of the design and the corrections, if any, made by the A/E to bring the project into compliance with these requirements. CITP services/commissioning shall be provided by the A/E, but the selection of the CITP consultant will be VA approved based on the CITPs qualifications for reviewing designs consistent with the scope of this project.

7. Environmental (i.e., NEPA, VHA Directives, Communication Workers of American (CWA), Expert Imagining and Sound Association (EISA), Florida Department of Environmental

Protection (FDEP), and National Pollutant Discharge Elimination System (NPDES) requirements), and laws, of the State and local political, which would apply to the building if it were not to be constructed or altered by the United States (U.S.) Government.

a. The A/E shall consult with appropriate officials of the Federal, State, and Political

Subdivision, and submit plans under the rules prescribed by those reviewing authorities. The

A/E and VA shall give due consideration to the recommendations of the referenced building officials. VA will also permit inspection by the Authorities Having Jurisdiction (AHJ) described above during the construction period in accordance with the customary schedule of inspections in the locality of the building construction. Such officials shall provide the VA with a copy of the schedule before construction begins or give reasonable notice of their intention to inspect before conducting an inspection.

b. No action may be brought against the VA and no fine or penalty may be imposed for failure to carry out any of the previously described recommendations of Federal, State, or Local

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Officials. VA and its Contractors, including A/E, shall not be required to pay any amount for any action taken by a state or political division of a state in carrying out functions described in this article, including reviewing plans, carrying out on-site inspections, issuing permits, and making recommendations.

c. The A/E shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above. No work altering or increasing the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting

Officer.

8. Materials to be used for the design of this project shall comply with the Buy American Act.

C. Specific Project Requirements:

The A/E shall provide complete construction documents (Design Narrative/Analysis Reports, hydraulic models, drawings, and specifications, cost and construction schedule estimates, etc.) for the correction of deficiencies and the latest requirements as part of this SOW for the “Install Alternate Connections for Steam and Chilled Water” project that shall include, but not be limited to, the following scope items:

1. The A/E shall be experienced in the design and construction period of services of VA’s Site, Plumbing, Sustainable Design, PSR Manuals (including Mission Critical), other applicable VA requirements, VHA Publications, standards, specifications, National Fire Protection Agency

(NFPA) codes, National Environmental Policy Act (NEPA), Federal, State and Local Building

Codes and Health & Environmental requirements, OSHA, and Life Safety Codes, etc. The design and construction of this project shall follow all requirements and standards mentioned in the SOW.

2. The A/E shall provide the necessary design, site investigation crews, tools, safety requirements, etc., to comply with these project requirements including schedule, referenced standards, specifications, and the TIL. The A/E shall bring to the attention of the VA any condition, outside of their direct or indirect control, causing a delay in the identified-and-agreed to critical path method on the project schedule.

3. Documents provided by the VA are to be considered as diagrammatic only and are not construction documents. The A/E Engineers are responsible for the 100%-Construction

Documents and are the Professionals on Record.

4. The A/E shall field verify the existing site conditions and facility records before bidding of the construction project. If any discrepancy between the site conditions and facility records are found, the A/E shall send a RFI during the pre-bid process to reconcile any necessary information to avoid a misquote in the construction fees.

5. A thorough site investigation is required for this project. The site investigation shall include areas inside the buildings where the new connections of utility systems will occur per the A/E’s design.

All site investigations shall be submitted to the VA after completion. The site investigation shall include a report and drawings showing the site location with all utility’s designation, location, description, and findings. The site investigation report shall include a narrative and all the data to produce the drawings. Minimum requirements in this SOW for site investigation shall not be contradicted by the interpretations of the VA design manuals and specifications.

6. The A/E shall provide a design narrative/analysis report (on all submission packages) for each technical discipline (e.g., civil, plumbing, sustainability, physical security, fire protection, landscape, hydraulic modeling, etc.) which describes the intent of each discipline with the schematic, design development, and construction document submission.

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7. The A/E shall conduct, with the BPVAHCS Infection Control Division, a Preliminary Infection

Control Risk Assessment (PICRA) and comply with VA infection control requirements appropriate for the location of the project elements.

8. The A/E in the construction documentation shall make aware of the qualifications needed by the

Contractor for any work on BPVAHCS utility systems, as follows:

a. The competency of Contractors and the Contractor’s personnel shall be assessed and documented as part of the acquisition process before the start of any work on VA medical facility water systems, including water treatment.

b. Competencies shall be re-assessed on an ongoing basis, or whenever there is a change in

Contractors or the Contractor’s personnel performing the work.

c. At a minimum, the Contractor’s competency shall be assessed and documented upon completing of the Period of Performance. A copy of any assessment or documentation shall be submitted to the contracting officer and retained in the VA medical facility file.

d. The contractor shall be licensed in the State of Florida.

9. Due to a portion of the project being the removal of existing material, the Design shall include

Asbestos/ Lead Testing and Reports. The Construction Documents shall include a Remediation

Plan should one be required. The A/E shall 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 asbestos and/or lead. The A/E shall incorporate all requirements for proper completion of the project that includes the asbestos and lead abatement to be conducted by the Contractor as applicable.

10. The A/E is responsible for all necessary tests and certifications needed to be included to complete the design of this project. Test results shall be provided to the VA and shall be included in the

Design Narrative.

11. The A/E is responsible to remove any obstruction to access and perform the required work (site investigation and design) and replace it in its original or better condition as required outside the project area. Any damage to existing materials by the A/E shall be repaired or replaced at no additional cost to the VA.

D. Construction Period Services (CPS):

CPS Services shall begin after award of the construction contract and include, but 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, and 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 estimates.

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E. Records Management

1. Applicability

a) This clause applies to all Contractors whose employees create, work with, or otherwise handle

Federal records, as defined in Section 2A, regardless of the medium in which the record exists.

2. Definitions

a) “Federal record” as defined in 44 United States Code (U.S.C.) § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under

Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States

Government or because of the informational value of data in them.

b) The term Federal record:

(1) Includes BPVAHCS records.

(2) Does not include personal materials.

(3) Applies to records created, received, or maintained by Contractors pursuant to their

BPVAHCS contract.

(4) May include deliverables and documentation associated with deliverables.

3. Requirements:

a. Contractor shall comply with all applicable records management laws and regulations, as well as

National Archives and Records Administration (NARA) records policies, including, but not limited to, the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 Code of Federal Regulations (CFR) Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

b. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and shall be managed and scheduled for disposition only as permitted by statute or regulation.

c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the

Government and shall be managed in accordance with Federal law. Electronic records and associated metadata shall be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

d. BPVAHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of BPVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting

Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor shall report to BPVAHCS.

The agency shall report promptly to NARA in accordance with 36 CFR 1230.

e. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, 7 | P a g e records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to BPVAHCS control, or the Contractor shall hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with law.

f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The

Contractor (and any sub-contractor) is required to abide by Government and BPVAHCS System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with BPVAHCS policy.

h. The Contractor shall not create or maintain any records containing any non-public BPVAHCS information that are not specifically tied to or authorized by the contract.

i. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the FOIA.

j. The BPVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which BPVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables shall be identified as required by FAR 52.227-11 through FAR 52.227-20.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The

Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

F. VA Privacy and Information System Security/Privacy

1. Contractor shall be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a

VA Contractor identification (ID) badge from the VA Police.

2. Contractor may not have access to any VA sensitive information or to the VA network under this contract. Contractor shall be escorted at all times while performing work in sensitive areas with patient information.

3. Each Contractor employee shall be escorted at all times by a VA employee (or)Contractor employee working on-site shall complete training course “VA Privacy and Information Security

Awareness and Rules of Behavior”

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I. Government-Furnished Information

All 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 or obligation as to the accuracy of the information contained in the files. All information in the files shall be independently verified. 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, Drafting

(CADD) drawings, and other electric/digital files. Basis of design shall be for the temporary units intended to be used, when necessary.

II. Design, Document Requirements, and Meetings

A. General:

1. Project design shall comply with applicable standards and codes described in VA Program Guides and other design materials included or referenced in this SOW, the solicitation materials, and the correspondence in the solicitation process with the A/E.

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

3. A/E Responsibility: The A/E shall be responsible for the professional quality and technical accuracy of all the documents the A/E prepares. The A/E shall design to the budget. Contingency shall not be assumed to the extent it exceeds twenty-five percent (25%).

4. The VA during A/E Design Review Submissions will evaluate progress toward completion of

Construction Documents. Partial payments for Technical Services provided by the A/E, if any, initially will be based on Construction Document completion percentages and later the progress of Construction Period Service work. The A/E shall fully prepare construction documents for submission and stages of submission shall be as herein stated. Subcontracted work shall be reviewed and verified, and payment requests shall include receipts.

5. Presentation Meetings: A/E and sub-consultants shall participate in multiple presentation meetings with the Contracting Officer, Project Engineer, Chief Project Engineer, Operations

Chief, Executive Management, and other VA personnel in the presentation of schematic, design development, and construction documents. A/E shall provide and present key points relating to systems installation (e.g., location of material, downtime, and impact on facilities and programs, prime time concerns, environmental conditions, phasing, time-period per phase, etc.), as applicable and appropriate. Special emphasis shall be placed on pedestrian and vehicles traffic disturbances, maintenance of traffic, coordination with the potable water supply agencies, tie-ins to the existing systems, structural renovations/needs for the water supplies, shutdowns, building connections to the potable and industrial/firewater main lines, equipment connections to the industrial/firewater mainline, water use, disinfectant, etc.

6. Existing record construction drawings of the affected building/area are available in the files of the

BPVAHCS Engineering office for the A/E 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. The A/E 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. The A/E shall perform all field investigations and as-built required to produce accurate Existing

Condition and Construction Documents. As soon as available, the A/E shall submit to the

Contracting Officer, and the Contracting Officer’s Representative the original drawings of as-builts and other investigations. The government shall reimburse the A/E for cost of such investigations (1) upon presentation by the A/E of an invoice, therefore, accompanied by executed

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8. Sustainable Design: US Green Building Council (USGBC) Leadership in Energy and

Environmental Design (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 building shall be able to attain a LEED Silver certification.

B. Submission & Design Review and Other Meetings:

1. General:

a. There shall be one (1) submission for the Existing Condition As built and one (1) submission of preliminary Construction Documents, 25% completion, and three (3) submissions for working drawings and other construction documents (75%, 95% & 100%) completion stages.

The completed Construction Document package shall consist of a complete package and shall fully satisfy the conditions and intent of the VA. The packages shall also comply with the PG-

18-15 (Volume C) and Design Review Checklists

b. Design Review Meetings between the VA and A/E are required at each submission stage before proceeding to successive stages. If the design is progressing as expected by the VA, a design review meeting can be waived at the discretion of the COR.

c. If any of the submissions are deemed to be incomplete based on the submittal requirements, the A/E will provide a complete re-submittal of the submissions in question and a recovery schedule for any delay in this project at no cost to the VA.

d. 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% working drawings by the VA will be by formal written notice only.

e. In each submission, the A/E shall resubmit the material specified in the prior submission, revised according to the comments made by the VA and other agencies at the prior review.

f. The A/E shall pay particular attention to the fact that during the working drawing development stage, approved concepts after the Design Development stage are not subject to change at the request of the VA staff without proper justification and additional compensation to the A/E.

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

h. SPECIAL NOTE: Submissions will be accepted in writing by Engineering Services before starting to work drawings.

i. Electronic and hardcopy packages shall be completed accordingly to submittals' schedule and shall have the same information. Submittal package will be deemed "Incomplete" if the electronic and the hardcopy submittal do not match and will require resubmittal.

2. Submission Policy:

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

b. All submission packages will be reviewed at the Existing Condition As-built, 25%-Schematic

Design (SD), 75%-Design Documents (DD), 95%- Construction Document (CD) (Issued for

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Bid - IFB), and 100%-CD Issued for Construction(IFC) completion stages. Each review submission package shall incorporate the review comments from the previous review. If any package is not complete for the required stage, a post review may be required, the cost of which shall be borne by the A/E Team. The 100% set of drawings will be the final set of drawings that will be used for construction and stamped by the engineer and architect of record. The SD, DD, and CD submittals shall comply with the VA’s A/E Submission

Requirements PG-18-15 (Volume C) and Design Review Checklists.

c. The A/E shall submit a certificate at the Third Review stating any interest, direct or indirect, which the firm or any officers of the firm may have in any business or industry that manufactures or furnishes equipment or materials that are specified for the project.

d. The following schedule shall be closely adhered to by the A/E. The VA may alter the schedule at their discretion.

1) Existing Condition As-Built Submission: Due 25 calendar days from the “Notice to

Proceed” date.

2) VA Review As-Built: 7 calendar days from date of the A/E submission package. The

A/E shall provide meeting minutes 5 calendar days after the VA review meeting.

3) 25%-SD Submission: Due 28 calendar days from VA’s review and package return date.

4) VA Review 25%: 14 calendar days from the date of A/E submission package. The A/E shall provide meeting minutes 5 calendar days after the VA review meeting.

5) 75%-DD Submission: Due 32 calendar days from VA’s review and package return date.

6) VA Review 75%: 14 calendar days from date of A/E submission package. The A/E shall provide meeting minutes 5 calendar days after the VA review meeting.

7) 95%-CD Submission (IFB): Due 25 calendar days from VA’s review and package return date. This submission shall be used for the construction bidding process after the 95% CD approval from the VA.

8) VA Review 95%: 14 calendar days from date of A/E submission package. The A/E shall provide meeting minutes 5 calendar days after the VA review meeting.

9) Construction Pre-bid meeting and RFIs submissions. 21 calendar days.

10) 100%-CD Submission (IFC): Due 14 calendar days from the Construction Pre-bid meeting and RFI submissions, and package return date. The A/E shall provide meeting minutes 5 calendar days after the VA review meeting.

11) VA Review 100%: 14 calendar days from date of A/E submission package. The A/E shall provide meeting minutes 5 calendar days after the VA review meeting.

12) Total Calendar Days: 208 Days.

e. Each review submission package shall include three (3) hard copy sets (one (1) full size and two (2) half-size) and two (2) Compact Disks or DVD-ROMs. Drawings referred to as Full

Size, are 30” x 42” and Half Size are 15” x 21”. At COR’s sole option intermediate milestone submittal documents may be submitted electronically in 11” x 17” format (Tabloid) for review with one (1) set of PDF files & one (1) set of CAD Drawings (provide Revit 2020 format and exported and provided in AutoCAD drawing files). Drawings shall comply with the VA

Building Information Modeling (BIM) Standard, the Design and Construction Procedures, and industry standards. The files submitted shall include all required attachments and files to operate appropriately.

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f. Deliver with each submission, three (3) sets of binder-bound specifications, and/or other reports, such as, but not limited to, design narratives. Outside of binder shall have prominently posed title with the date of submission and submission stage (25%, 75%, 95%, and 100%).

Also, deliver specifications in Microsoft (MS)Word, cost estimates in MS Excel on the

Compact Disk or DVD-ROM in MS Word and PDF formats.

g. Also, as a part of each submission, the A/E shall submit three (3) sets of binder-bounded reports entitled Design Narrative. The report shall be bound and identified as above and fully indexed. As a minimum this report shall describe:

1) The basis for design.

2) Design approach.

3) Installation/Construction off-hour/Prime-time expectations.

4) Specification sheets and brochures of materials, equipment, fixtures, and others planned for use (These shall be approved by VA before the completion of the construction documents).

5) Calculations.

6) Hydraulic & Water Quality Analysis Report and Modeling.

7) List of shop drawing requirements.

8) Meeting minutes.

9) Review responses.

10) Cost Estimate

11) Construction Schedule Estimate (Shall follow the Critical Path Method with a work breakdown structure (WBS) between three (3) to six (6) levels of subdivided activities)

12) Quality Assurance/Quality Control Plan Report

13) Third-Party Professional or Professional Credentialed (CITP) verification for the 75%, 95% & 100% submittals.

14) Other relevant information.

15) Appendices

16) Provide a separate volume or divided sections for each discipline with an index and numbered pages. Outside cover of volumes shall be identified with permanent large prominently posed lettering. Include the date and submittal milestone on all volumes.

h. Electronic Media:

1) The referenced VA Guide specifications are available (in the TIL website) to the A/E in electronic format in Microsoft Word, for use in preparing the construction specifications.

2) Design review specifications submission, final construction document submission, and other 8 1/2 by 11 formatted material will be executed in electronic format Microsoft Word

(*.doc) with a Portable document Format (*.pdf) record file of submitted documents.

3) Design drawings shall be prepared in Revit. The files shall be converted to AutoCAD format and from AutoCAD to PDF for each submittal. Final submittal at 100% and As-

Built submittal shall be in *.rvt, *.dwg, and*.pdf electronic files for the record for contract documents.

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4) Progress drawings should be submitted in AutoCAD format, layers unlocked, purged of superfluous data, and bound to dependent External File (XREF) files. Also, submit all individual drawing sheets in PDF format separate and combined into a deliverable set(s).

5) Drawings shall comply with the VA BIM Standard, the Design and Construction

Procedures, and industry standards. The files submitted shall include all required attachments and files to operate appropriately.

6) Revit design files are to be submitted in the latest version or the version just prior to the current VHA version available at the time of the award. AutoCAD and Civil 3D drawing files are to be submitted in the current VHA version available at the time of the award.

7) Compact Disks or DVD-ROMs or Electronic File Index to cross-reference digital Revit

& CAD (AutoCAD) files to PDF drawing sheet numbers. All submittal (review and final construction documents) packages shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages shall be distributed to the VA Project COR, the VA CO, and others as determined to be appropriate by the VA Project Manager/COR.

3. Design Review and Other Meetings:

a. A review meeting to resolve design issues shall be held for each design review package submitted. The meeting will include the discussion of VA comments on functional relationships and technical peer review comments.

b. Participants shall include VA Staff and A/E members as appropriate for the specific package to be reviewed and others. The A/E members will each allow for one (1) full day for each package design review meeting. A/E management shall be present at each review meeting.

c. The A/E shall allow for the noted calendar days for each review cycle. A cycle includes:

• The VA’s receipt of the design review submission package.

• The VA’s review of the package

• A/E’s receipt of comments from the VA, either electronically, by fax, or by hard copy delivery.

• The review meeting to clarify questions and concerns from the A/E.

d. Coordination of the review meeting schedules will be the responsibility of the VA Project

Manager/COR (for the VA) and the A/E Project Manager. See Quality Assurance/Quality

Control.

e. Pre-Bid Meeting: The A/E shall attend the pre-bid meeting with one (1) representative(s) for one (1) day, and the other professionals deemed necessary from the A&E or VA as virtual participants.

C. Professional Licensing:

1. The A/E who prepares the construction documents shall be a professional architect or engineer licensed in the State of Florida.

2. The professional seal indicating such license by the state shall appear on the final construction documents. The engineers whose seals are shown shall be known as the Engineers of Record. The

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D. Construction Documents:

1. The 100%-CD IFC and other related documents shall be complete, fully coordinated, and ready for construction. Before the reproduction of the 100% Construction Documents, the A/E shall make all changes to the working drawings, calculations, and specifications identified during the previous design review comments and meetings, CITP comments, A/E’s Quality

Assurance/Quality Control and RFI responses and clarifications during the construction bidding process.

2. The 100 % Construction Documents shall bear the seal and signature of the Registered Architect and Professional Engineers responsible for the design. The professionals signing and sealing the construction documents shall be registered in the State of Florida. The construction documents to be signed and sealed are as follow:

a. 100% Construction Plans

b. 100% Specifications

c. 100% Cost Estimate

d. 100% Design Narrative

e. 100% Construction Schedule Estimate

f. Other documents related to the 100% Construction Documents

3. Signed and sealed construction documents shall be considered as certification compliance with the VA design/construction guidelines and manuals, VHA Publications, standards, specifications, and all applicable Local, State, and Federal regulations and standards.

4. The 100% Construction Document submission package shall be submitted by the A/E for acceptance by the VA after completion of the 100% review cycle for the final package to be submitted by the A/E.

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

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

7. The approved final construction documents include such details that the project can be constructed

(in compliance with all standards and codes applicable to this type of project) and will be used for the construction of the project.

III. Requirements for Drawings, Specifications, Cost & Construction Schedule Estimates

A. Features:

1. The Fundamental style, technique, and fashion of A/E's drawings and specifications comply with

VA standards and publications indicated herein. The A/E shall perform field inspections and review as-built documents and inspect record drawings before proceeding with 25% preliminary submission.

2. At each submission (except final submission), the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "AS-BUILT", "SCHEMATIC SUBMISSION-25%", “DESIGN DEVELOPMENT SUBMISSION-75%, 95%-IFB, 100%-IFC”, 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. The 100% submission shall not have any such designation.

Dates of submission shall be shown accurately on submitted documents.

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3. Place the seal of the Professional Engineers responsible for the design in the signature block and the first sheet of the specifications.

B. General:

1. Drawings shall be drawn to scale. The Project Engineer shall approve the scale of plan drawings.

All details and elevations shall be drawn to scale (unless otherwise approved). The scale of elevations and details shall be based upon VA and industry standards (unless otherwise approved).

A graphic scale shall be provided in the drawings.

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.

3. Specifications shall be based on VA Standard Construction Specifications and modified by A/E as necessary due to design considerations.

C. Drawings:

Mandatory material and equipment schedules and details may be indicated either on the drawings and in the specifications. The construction document set shall include a coordinated set (Reference Program

Guide, PG-18-15, Volume C and the TIL manuals, requirements & standards), and documents mentioned in the SOW and consist of the following drawings as required to execute the work:

1. Survey/Subsurface Utility Engineering (SUE)/Topographic Drawings/Geotechnical: If necessary

2. Civil and Landscaping: If necessary

3. Structural Drawings: Including, but not limited to, demolition, wall repairs, structural items for pipe installation inside the buildings, site structures such as, but not limited to, retaining walls, underground pipe protection, structural repairs, foundation plans, framing plans, schedules, and details, including general notes and all calculations, etc.

4. Fire Protection Drawings: Including, but not limited to, demolition plans, drawings including industrial/firewater mainline plans, floor and roof plans, riser diagrams, equipment schedules, isometrics, details, profiles, schedules, conflict matrix, general notes, and all related calculations.

5. Plumbing Drawings: Including but are not limited to, demolition plans, floor and roof plans, riser diagrams schedules, isometrics, plumbing fixture schedules, and details, including general notes, and all related calculations. (Includes HVAC and Fuel Systems)

6. Electrical Drawings: Including, but not limited to, 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 fixtures schedules calculations, including general notes, and details.

7. Hazardous Material Abatement Drawings (if required due to actionable hazardous material presence discovered during design investigation phase): Including, but not limited to, demolition/removal plans and floor plans indicating hazardous material abatement (asbestos, lead, or mold) method, etc.

D. Specifications:

1. The A/E shall review the VA's TIL Master Specifications and Design Guidelines associated with this Project's SOW. The A/E is responsible for the preparation and submittal of the specifications for Government review. The TIL Master Specifications shall be updated/modified by the A/E to account for the design considerations, requirements, standards, and guidelines mentioned above.

The specifications shall include all relevant sections and articles and shall incorporate A/E's

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(CS)I format.

2. 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.

The A/E shall provide the same or equal products or sole source justification.

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.

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

E. Cost Data:

1. Submit cost estimates at each submission of drawings and specifications. Cost data shall conform with VA form number 10-6238. Also, submit the Cost Estimate on Compact Disk or DVD-ROM in Excel format.

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. The cost shall include insurance, taxes, and applicable Subcontractors’ mark-up.

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

6. Estimated 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, shall be added to material costs. Compute insurance and taxes on labor.

8. Because overhead and profit will vary with trade, the size of the 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 the 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 Subcontractors’ 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.

F. Construction Schedule Estimate:

1. The Construction Schedule Estimate shall follow the Critical Path Method (see PG-18-15 & CPM) with a work breakdown structure (WBS) between three to six levels of subdivided activities.

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IV. Quality Assurance/Quality Control (QA/QC)

A. To reduce construction change orders due to design errors and omissions, the A/E shall develop and execute a QA/QC plan that demonstrates the construction documents have gone through a rigorous, thorough review and coordination effort.

1. Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

2. Two (2) Weeks after Receipt of the Notice to Proceed: Submit a detailed QA/QC Plan describing each task that will be taken during the development of various design submission packages.