Attachments.pdf

Statement of Work (SOW)

Project Title: Upgrade Elevators ‐ Study

Project Number: 548‐23‐115

Veterans Administration Health Care System

West Palm Beach

7305 N. Military Trail, West Palm Beach, FL 33410

20 September 2022

1. Table of Contents

2. A. ................................................................................................... GENERAL INFORMATION

3. B. .................................................................................................................... SCOPE OF WORK

4. C. ...................................................................................................... PERFORMANCE PERIOD

5. D. ......................................................................................... CONTRACT AWARD MEETING

6. E. ................................................................................................. GENERAL REQUIREMENTS

7. F. ....................................................................................................... PHASING OF THE WORK

8. G. ......... PROTECTION OF EXISTING VEGETATION, STRUCTURES, EQUIPMENT,

UTILITIES, AND IMPROVEMENTS

9. H. ....................................................................................................................................... SAFETY ............................................................................................ Error! Bookmark not defined.

10. I. .............................................................................. CHANGES TO STATEMENT OF WORK ............................................................................................ Error! Bookmark not defined.

11. J. .............................................................................................. REPORTING REQUIREMENTS ............................................................................................ Error! Bookmark not defined.

12. K. ........................................................... CONTRACTOR EXPERIENCE REQUIREMENTS ............................................................................................ Error! Bookmark not defined.

13. L. ................................................................. CONFIDENTIALITY AND NONDISCLOSURE ............................................................................................ Error! Bookmark not defined.

14. M. ..................................... CONTRACTOR PERSONNEL SECURITY REQUIREMENTS ............................................................................................ Error! Bookmark not defined.

A. General Information

The West Palm Beach VA Healthcare System strives to support both patients and staff in the healthcare environment. The protection of the health of the patients, visitors, and staff from risk associated with construction activities and the associated environment is of the highest priority.

This RFP is a study intended to facilitate a design build (DB) Guaranteed Maximum Price contract that focuses on the upgrade and repair of various deficiencies associated with the elevator systems of the VAHCS West Palm Beach campus.

B. Scope of Work

The purpose of this project is to provide the WPB VAHCS with direction for the creation of a 3‐ year comprehensive plan for the associated costs and scope involved with the replacement and/or refurbishment of all traction and hydraulically operated elevator systems located on the campus. Deliverables shall be in accordance with VA Program Guide PG‐18‐15, Volume E for

Level 1 & 2 submissions. The plan should include but not be limited to the following:

1. Evaluation of the existing conditions for each elevator per type:

a. Traction Elevators (32)

i. Motors

1. Upgrade all DC motors to AC type

ii. Car

1. Determine if fixtures are serial linked or hard wired

2. Evaluate MCE applicability

3. Replace existing rope sub‐assemblies

4. Provide new traveling cables in the hoist way

iii. Cables

1. Replace all cabling

2. Evaluated Load Weighing System

a. Dead end hitch

i. Manual tension equalization

iv. Pit

1. Clean existing elevator pit of all rubbish or POLs

2. Evaluate hoist rope compensator

3. Evaluate oil buffers (flood damage)

a. Determine if replacement is necessary

v. Shaft Framework

1. Evaluate elevator guide rails

a. Check for wearing areas

b. Determine if cleaning required

c. Check to ensure all bolts are fastened and secure

vi. Control Hardware

1. Determine if upgrade is required

vii. Safety Features

1. Safety switch @ 18” and 48” AFF of pit

b. Hydraulic Elevators (6)

i. Hydraulic Systems

1. Renew/replace packaging

2. Replace hydraulic fluids

3. Evaluate serviceability of existing plunger sub‐assembly

ii. Hydraulic Pump

1. Replace as required

iii. Car

1. Evaluate existing condition and provide recommendations for refurbishment/replacement

iv. Shaft

1. Assess condition and areas of mechanical wear

2. Clean as required

3. Check to ensure all bolts are fastened and secure

v. Pit

1. Clean existing elevator pit of all rubbish or POLs

2. Check for wear on operational framework/parts

2. Replacement of all threshold trim and finishes.

3. Phasing:

a. The A/E shall develop a phasing schedule to determine the applicable timeframe for the work described above for each bank of each elevator type. The phasing plan should include but not be limited to the following:

i. Mobilization

ii. Shaft isolation

iii. Number and location of elevators taken out of service per phase and associated during each will be out of service.

b. Hydraulic elevators may have proprietary maintenance agreements. A/E shall evaluate these units to determine needed maintenance or upgrade issues for action by the

VAHCS FMS personnel.

4. Commissioning, Testing, & Certification

a. VAHCS WPB FMS personnel will engage an outside third‐party firm to conduct testing and commissioning.

5. The A/E shall have (120) calendar day to complete this assessment from Notice to Proceed

(NTP).

C. Design Disciplines & Services

a. Demolition: The project demolition work may include structural, architectural, plumbing, mechanical, and electrical work to clear space for the new systems.

b. Civil/Structural: Work may include architectural modification and structural work.

Structural engineering is expected to be completed by a Florida Licensed Structural Engineer for any needed structural reinforcements. All required borings and structural testing shall be complete by the A/E firm. The A/E firm shall proceed with a structural design that twill not impede on pedestrian traffic at the ground level.

c. Architectural: Field verification of elevations and architectural dimensions are crucial to the success of this project, as the existing drawings are best represented. Exterior work must blend not the surrounding buildings and architectural appearances.

d. Electrical: The electrical systems need to be evaluated and updated to meet the latest Design Criteria. The A/E must evaluate the electrical systems serving the design scope area to determine if there is enough, and provide modifications and extensions to the existing electrical systems, security systems, communications system, fire/safety system, etc. All panels shall be metered before any planned connection to ensure available capacity. This required metering will be the responsibility of the A/E firm to complete. This design shall evaluate exiting As‐Built drawings and all ongoing electrical upgraded projects during the design process.

e. Life Safety: In addition to in house staffing, an independent third‐party life safety expert must review design to ensure it meets current life safety requirements.

f. Special Systems and Equipment: The design will include all special systems ad equipment associated with the functions of the space. The A/E shall be required to coordinate the design work directly with the suppliers/manufacturers of the new equipment and existing conditions to produce a completely designed operational project. All drawings, schematics, and other data available from the equipment suppliers shall be incorporated in the A/E drawings and specifications.

g. Hazardous Materials: See Appendix B.

D. Site Investigations

a. A physical survey of the site shall be conducted.

b. Any available information relative to the existing conditions at the site of the construction will be furnished to the A/E who will evaluate and verify such information and make field measurements and investigations as necessary to prepare adequate construction drawings and specifications.

E. Phraseology:

The following instructions that relate to common errors in phrasing have evolved from the VA’s experience with A/E specifications:

a. Under “Requirements”, do not use the phrase “the work consists of” – instead use the phrase “the work includes”. Drawings should show scope, if necessary, to list certain parts.

b. In lieu of reference to the accompanying drawings or the Contracting Officer, use the words “as shown”, “as indicated”, “as detailed” or “as approved”, “as directed”, “as permitted” ‐ do NOT use the words “as shown on drawings” or “as approved by the Contracting Officer”. That clause of the Contract Clauses entitled “Specifications and Drawings for Construction” defines the meaning of these and similar terms.

c. Do NOT use the expression “to satisfaction of the Contracting Officer” or

“satisfactory to the Contracting Officer”. The contract states specifically that all work must meet the approval of the Contracting Officer.

d. There are two parties to the contract ‐ (1) the Government, represented by the

Contracting Officer and (2) the Contractor. Therefore, do NOT use such expressions as “subject to the approval of the architect”, “when in the opinion of the architect”, “this contractor”, “masonry contractor”, or “subcontractor”. Do not use the term “owner” ‐ use the term “Government”.

e. Do NOT use etc.; the term is too imprecise for bidding and inspection purposes.

f. The use of the expression “as indicated on the drawings” is very seldom necessary; the fact that a detail is on the drawings makes it unnecessary to mention it in the specification. If the expression is used and the item is not shown, the contractor is not required to provide it.

g. Do NOT use expressions such as “The work required shall include, unless stated specifically otherwise, the provision of all materials for the installation of all concrete, including reinforcement necessary to the construction and completion of the work per the drawings, the specifications, and the intent thereof”. Since the drawings clearly indicate the exact limitations of the several classes of work, defining the limits of work within the specifications is superfluous and may be contradictory by failure to mention something shown clearly and intended to be included.

h. Minimize the use of cross‐references and in NO case use paragraph numbers for this purpose. If necessary to refer to a particular paragraph, do so by its title and the section number and title under which it is to be found. Cross‐references of the following type are totally unnecessary ‐ “Painting of the woodwork is covered under “‘Painting’” or “painting is specified hereinafter”. Do NOT place upon the contractor the responsibility for the possible inaccuracy of, or the lack of, information on the part of the Government; e.g., never use sentences similar to “although the drawings indicate approximately the conditions that are likely to be found, bidders should satisfy themselves as to the actual conditions, for while they are believed to be shown, the Government does not guarantee the accuracy of the information given and the bidder shall assume all responsibility in the use of such”. Remember that the

Government is responsible for the accuracy and sufficiency of the information it gives to bidders or contractors and the A&E is in turn responsible to the Government for that same information. It will be necessary to establish in the project specification a definite basis of bid. For example, on a roof rehabilitation project where the extent of defective construction is unknown, the specification shall set forth, as a basis of bid, a definite amount of work to be performed and provide for adjustment per the Contract Clauses if the extent of work varies from the amount stated under the basis of bid.

i. Do not include warranties in technical sections unless they are for more than one year, and generally not unless they are included in the VA TIL guide specification. A one‐year warranty is covered in the Contract Clauses.

j. Do not set up a paragraph in the various sections entitled “Work not Included”.

Specify the work that is included under the respective sections.

k. Specifications should clearly delineate equipment, ducts and piping systems that are required to be insulated. The phrase “insulating all ducts except in conditioned spaces” has resulted in differences of opinion and claim situations;

also, all duct systems should be appropriately designated as supply, exhaust, fresh air intake, or return to further clarify insulating requirements.

F. Codes, Standards, & Executive Orders

a. The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100‐678 requires Federal agencies to follow national recognized “model” building codes.

The VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. The

VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

i. VA Directives, Design Manuals, Master Specifications, VA National CAD

Standard Application Guide, and other Guidance on the Technical

Information Library (TIL)(http://wwwcfm.va.gov/til/).

ii. International Building Code (IBC) including International Mechanical and

Plumbing Codes

iii. NFPA 101 Life Safety Code (see notes below)

iv. NFPA National Fire Codes except for NFPA 5000 and NFPA 900

v. Occupational, Safety & Health Administration (OSHA) Standards

vi. VA Seismic Design Requirements, H‐18‐8

vii. National Electric Code (NEC)

viii. National Standard Plumbing Code (NSPC)

ix. Safety Code for Elevators & Escalators, American Society of Mechanical

Engineers (ASME) A 17.1

x. ASME Boiler & Pressure Vessel Code

xi. ASME Code for Pressure Piping

xii. Architectural Barriers Act (ABA) including VA Supplement, Barrier Free

Design

xiii. Building Code Requirements for Reinforced Concrete, American

Concrete Institute and Commentary (ACI 318)

xiv. Manual of Steel Construction, Load and Resistance Factor Design

Specifications for Structural Steel Buildings, American Institute of Steel

Construction (AISC)

xv. Energy Policy Act of 2005 (EPAct)

xvi. American Society of Heating and Refrigeration Engineers (ASHRAE)

90.1, Energy Standards for Buildings Except Low‐Rise Residential

Buildings

xvii. Federal Leadership in High Performance and Sustainable Buildings:

Memorandum of Understanding (MOU)

xviii. Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management

xix. Executive Order 13514: Federal Leadership in Environmental, Energy, and Economic Performance

xx. The Provisions for Construction and Safety Signs. Stated in the General Requirements, Section 01 00 00, of the VA Construction Specifications

xxi. American Society of Heating and Refrigeration Engineers (ASHRAE), Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1

xxii. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

b. Additional Notes NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101, and documents referenced by NFPA 101 to comply with the accreditation requirements of the Joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101, and documents referenced therein. Design features not addressed by NFPA 101, or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed above in this Program Guide. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively. This applies even if the IBC requirements are different.

c. Conflicts between nationally recognized codes and standards and VA requirements:

Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards; the conflict shall be brough to the attention of the

VA. The resolution of the conflict shall be made by the authority having jurisdiction for the VA to ensure a consistency system wide.

d. Design deviations from VA standards: When proposing a variation, deliver a written request to the Contracting Officer (CO) who will render decision after discussing with the COR. Documentation will include the nature and features of the variation and why the variation is desirable and beneficial to the

Government. If lower cost is a benefit, also include a high magnitude cost comparison.

G. Quality Control

a. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following minimum deliverable:

i. Identification and discussion of all organizational and technical interfaces

ii. Design team members and their areas of responsibility

iii. Team member responsible for checking the design

iv. Team members responsible for checking the electronic files

v. Team members responsible for reviewing and submitting the require VA

Design Alerts and Quality Alerts

vi. Project Schedule showing key milestones and review periods

b. VA Design alerts and VA quality alerts can be found on the internet at http://www.cfm.va.gov/TIL

c. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles, and professional procedures have been used. This included work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered pas par of the

A/E QCP and or QA.

d. Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

H. General Submission Services

a. Review Aids

i. The A/E will complete the review aids in Appendix A for each submission to aid the A/E and the COR in ensuring that the project design level is appropriate.

b. Drawings

i. The A/E shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products

(digitally signed DWGs) and PDF format in individual sheet files on CD‐

ROM. Drawing AutoCAD version must be compatible with current facility version AutoCAD 2018. Include all associated support files (i.e., plot styles, external referenced files, etc.). The standard drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e., layer / level structure, fonts, font sizing, file naming conventions, etc.) is that of the latest edition of the National CAD

Standard (www.nationalcadstandard.org).

ii. The A/E shall follow these level / layer formats, file – naming conventions, and symbol library.

iii. Drawings are to be drawn from the VA’s “As‐Built” or construction drawings updated by site verification, not scanned reproductions.

iv. The final sets of the new construction drawings shall be sealed

(embossed & ink stamps) and signed by each respective Professional

Engineer in their discipline, Industrial Hygienist, Architect, and other necessary licensed professional consultants.

c. Estimating Submission Requirements

i. The A/E shall submit a construction cost estimate for all trade disciplines for each project submission in detail as described in Appendix A. This estimate shall reflect the impact of the planned acquisition strategy provided by the COR. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submit‐ ted. Therefore, if it is shown, it must be priced. If it is shown in detail, it must be priced in detail. For detailed elements, “lump sum” or “allowance” figures will not be acceptable. Building gross area computations shall be included with each estimate. Estimates shall be broken down by AIA divisions. The first page will be a summary page showing deductive bid items, contractor mark‐ups, overhead, profit, special insurance, and bonding to reflect true construction costs. The breakdown shall reflect Bid Items 1, 2, 3, separately, then in aggregate.

All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/.

ii. The A/E is responsible for establishing internal controls for keeping the project design within project construction funding. The A/E will be required to revise design and resubmit cost estimates as necessary (at no cost to the VA) should cost estimates exceed construction funding. Bid

Deducts are not to be considered in maintaining the budget – they are intended to support unexpected variables in bidding, not in up front design. See 52.236‐22 DESIGN WITHIN FUNDING LIMITATIONS for additional information.

iii. The A/E shall design the project in such a manner that the base bid shall include the sum of the work. However, there must be deducting alternate bid items. The deducting alternative bid items shall have a goal of equaling 20% of the proposed construction bud‐ get. The resulting project must still be a viable project if all alternatives are deducted from the construction project. No matter which option is selected, the hospital must continue to function during construction.

d. Proposed Phasing & Construction Schedule

i. Proposed Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc.

ii. Phasing – It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a minimum of 3 phasing plans and base line comparison of no phasing in project at Conceptual submission. The comparison shall include description, bubble drawing presentation, impact on budget, impact on timeline, impact to maintain VA standards during each phase

(for example will HVAC be maintained at VA standards in the occupied areas), impact on life safety and emergency egress and all other known pros and cons for each phase. A/E shall modify based on any follow up questions. VA will select one alternative within 14 days of final presentation.

iii. A/E is responsible to discuss phasing at all design submission meetings.

Identification of potential construction task that would minimize disruptions if performed off hours and week‐ ends shall be included along with identification of major utility interruptions.

e. Specifications

i. General: The A/E shall utilize the latest edition of VA Master

Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master

Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

ii. Electronic Files: All files shall be Microsoft Office 365 compatible and furnished on high quality CD‐R disks. Provide in accordance with

Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

iii. Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The out‐ line specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order.

New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

iv. Editing Specifications: The A/E must thoroughly edit and adapt the specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate

Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

v. Construction Contractor Submittal Register: The specifications require the construction con‐ tractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the

Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc.).

I. Design Site Visits, Meetings/Conferences & Discussions

a. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

b. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and

Construction Document Development phase shall include the A/E Project

Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

c. Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission. Minutes shall include all request for changes by VA. If change is unable to be made, explanation of why shall be provided.

J. Infection Control Risk Assessment (ICRA) & Interim Life Safety Measure Evaluations

(ILSM)

a. ICRA ‐ The A/E Firm will be responsible to work with the VA COR / Safety

Department / and Infection Prevention to develop the “Construction Safety, Infection Prevention and Control Risk Assessment”, as required by VHA

Directive 7715 “SAFETY AND HEALTH DURING CONSTRUCTION”. The A/E will be given blank Risk Assessment forms to be completed and will allow for review and discussion at each design phase of the project. If the design has multiple phases, or work performed in multiple areas, a separate Assessment needs to be completed for each phase or area. These forms will be included in the specifications and are a part of the design submission requirements.

b. ILSM ‐ The A/E firm will be responsible to identify areas in their design that will require Interim Life Safety Measures in accordance with the latest ‐ The Joint

Commission (TJC) Hospital Standard LS.01.02.01. The A/E will clearly define areas requiring Interim Life Safety Measures and the necessary precautions needed. Along with the requirement for Interim Life Safety Measures, the A/E will work with the COR and Safety Department to identify the needs, as well as identify the responsibilities of the Interim Life Safety Measures. These will be clearly defined in both the Specifications and on the Drawings.

K. Design Schedule

a. First Review – Schematic Roughly 10%‐15% Completion

i. Submittals: Three (3) copies of the complete package in 3 separate binders. Each section other than drawings shall be in binder and each section identified by individual tab allowing for easy separation of package by VA if desired to expedite reviews. Drawings shall consist of 1 full size and 2 half size. Provide electronic copies of the entire submission on one (1) CD‐ROM with each section as separate file.

ii. All Disciplines: Follow Appendix A

iii. Specifications: In addition to Appendix A, submit a cover letter and a list of VA master specifications intended for use on this project.

iv. Drawings: In addition to Appendix A, the A/E shall provide a full list of project drawings showing the scope and plan for each discipline involved.

v. Phasing: Follow Section 3.4.2

vi. Basis of Design Document: Follow Appendix B

vii. Acceptance: If the documents do not meet all the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission.

Government acceptance does not relieve the Design of Record of their responsibility for the accuracy of the design documents.

b. Second Through 100% Review

i. Submittals: Three (3) copies of the complete package in 3 separate binders. Each section other than drawings shall be in binder and each section identified by individual tab allowing for easy separation of package by VA if desired to expedite reviews. Drawings shall consist of 1 full size and 2 half size. Provide electronic copies of the entire submission on one (1) CD‐ROM with each section as separate file.

ii. Follow requirements of Appendix A in addition to the following:

iii. Previous meeting minutes: Include all minutes from previous meetings.

iv. Site Drawing (if applicable): Ensure drawings show parking and material staging areas of this project. Area shall be balance of reasonable expectation of needed space to perform work and facility situation of limited parking

v. Phasing: Ensure agreed upon phasing plan is presented at all meetings.

Present any additional details developed throughout the process.

Include narrative in submission.

vi. 100% Submission only: Certified Independent Third‐Party Safety

Professional Review must be completed and a letter with comments submitted with this submission

vii. Acceptance: If the documents do not meet all the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission.

Government acceptance does not relieve the Design of Record of their responsibility for the accuracy of the design documents.

c. Final Submission

After material of the Fourth Review has been reviewed, the A/E shall make necessary changes to incorporate all review comments (VA, CITP Safety

Review, etc.) and furnish the following:

i. Specifications Six (6) copies of the edited specifications double‐sided in loose‐leaf form ready for photocopying. One copy in a 3‐ring binder, labeled. Format to be as stated earlier under “Specifications.”

ii. Drawings: The drawings shall be 100% complete in every respect.

Provide six (6) complete sets of drawings, three (3) full‐size prints and three (3) half‐size prints. Also provide two (2) electronic copies of the drawings in accordance with section I.D.6.

iii. Provide one sealed set of original mylar drawings. Each discipline shall be separately sealed.

iv. Provide all calculations for the project including, but not limited to, architectural, structural, plumbing, mechanical, and electrical.

v. Provide two (2) CD‐ROMs with all project materials, including drawings, specifications, and calculations.

L. Construction Period Services

Construction Period Services shall include, but are not limited to, generation of baseline submittal schedule, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP); cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations. The VA reserves the right for final approval/disapproval on all RFIs, submittals, change orders and contractor estimate.

a. RFIs: Maintain Log including VA final approval. Review and respond to all design related RFI’s within (7) calendar days.

b. Submittals: Maintain log including VA final approval. Review all submittals for the project within (14) calendar days

c. Change Orders: The A/E shall review, evaluate, and respond to all contractors change order requests and value engineering proposals

d. Site visits: documentation of all necessary site visits to the VA Project Engineer within one

e. week after the visit

i. The A/E must also attend the pre‐bid conference prior to construction

ii. A/E to attend weekly Construction meeting with VA and Construction Contractor’

iii. The A/E must conduct one site visit per month during construction.

iv. The A/E must attend the close out punch list after construction of each phase is complete.

f. At project completion, the A/E must verify as built conditions from contractor supplied marked up prints and furnish two (2) updated sets of prints / record drawings (one set to be mylar), and two (2) electronic copies in accordance with section I.D.6.

g. ASBESTOS – See Appendix B

h. The A/E to perform/witness commissioning of the building systems.

M. Hazardous Materials

a. The purpose of a VECP is to achieve savings in cost by adjusting the design to permit more economical methods and materials of construction and still maintain the operational, functional, and aesthetic quality of the facility. Note that a construction contractor VECP differs from a construction contractor proposed variation or exception to the contract documents in that a VECP must maintain at least the same level of quality as in the original design while a proposed variation or exception could lower the quality of construction. Un‐ der the VECP program, the contractor and Government share in the savings resulting from acceptable proposals while a full credit (deduct) in the construction contract price is taken for approved variations or exceptions which are of lesser quality than the original design.

b. In addition to the general requirements, consultation reports on A/E evaluation of VECPs shall include the advantages and disadvantages of the VECP, and economic analysis and justification for recommending approval or rejection of the VECP.

c. To avoid tacit delays to construction, Government processing time for VECPs is held to 21 calendar days from the date the Contracting Officer receives the VECP package from the contractor. Accordingly, the A/E shall complete and forward consultation reports on VECPs to the Contracting Officer and COR within five (5) working days from the time of receipt. When the VECP is of the nature that the response requires additional time, the A/E shall notify the Contracting Officer as to the expected date of responses.

N. Errors & Omissions

a. Architect‐engineer contractors shall be responsible for the professional quality, technical ac‐ curacy, and coordination of all services required under their contracts. A firm may be liable for Government costs resulting from errors or deficiencies in designs furnished under its contract. Therefore, when a modification to a construction contract is required because of an error or deficiency in the services provided under an architect‐engineer contract, the contracting officer (with the advice of technical personnel and legal counsel) shall consider the extent to which the architect‐engineer contractor may be reasonably liable. The contracting officer shall enforce the liability and issue a demand for payment of the amount due, if the recoverable cost will exceed the administrative cost involved or is otherwise in the Government’s interest. The contracting officer shall include in the contract file a written statement of the reasons for the decision to recover or not to recover the costs from the firm.

b. Reimbursement of costs incurred by the Government because of A/E’s error and/or negligent performance are actively pursued by the VA. Upon determination that there may be A/E financial responsibility involved, the A/E shall be contacted by the Contracting Officer. The A/E shall be advised of the design deficiency and requested to provide a technical solution to the problem, including cost estimate. The A/E shall be further informed that it is the

Contracting Officer’s that the A/E may be held financially responsible. A/E financial responsibility can include contractor extended overhead costs.

Therefore, upon notification of potential liability, the A/E should coordinate with the directing official to determine re‐ quired technical support and timing to minimize delay costs. Pending final decision by the Contracting Officer, the A/E will be invited to attend all price negotiations for corrective work. The A/E shall participate as a non‐voting technical advisor to the Government negotiating board. Inability to obtain agreement from the A/E as to financial responsibility or A/E unwillingness to participate in negotiations shall not be cause for delay or remedial construction contract action by the Contracting Officer. As an alternate to the above, the A/E (where design error is clearly at fault) may discharge the firm’s financial responsibility through negotiation with, and direct payment to, the contractor.

O.

Project Number

Building Number

Drawing Number

Project Title

Location

Issue Date Checked Drawn

Drawing Title

Approved:

VA FORM 08 - 6231

A101

Fi le

P at h

/9 /2

:5

3:

A M

Office of Construction and Facilities Management

U.S. Department of Veterans Affairs

D

A

B

C

D

E

F

21 4 5 6 7 8 9 10

PhaseARCHITECT/ENGINEER OF RECORD STAMPCONSULTANT

321 4 5 6 7 8 9 10

Project Director

Chkd ByDate:

Project Number

Building Number

Drawing Number

Project Title

Location

Issue Date Checked Drawn

Drawing Title

Approved:

VA FORM 08 - 6231

A101

A

Fi le

P at h

FOR REFERENCE ONLY

Office of Construction and Facilities Management

U.S. Department of Veterans Affairs

B

C

D

E

F

A

B

C

D

E

F

21 4 5 6 7 8 9 10

PhaseARCHITECT/ENGINEER OF RECORD STAMPCONSULTANT

321 4 5 6 7 8 9 10

Project Director

Chkd By BGRevisions: Date: BG

WPB VAHCS CAMPUS MAP CAMPUS MAP 2022

WEST PALM BEACH VA MEDICAL CTR

03/15/2022

7305 North Military Trail West Palm Beach, FL 33410-6400 561-422-8262

WEST PALM BEACH VA MEDICAL CENTER

N

Date:Revisions: Date:

BEG 3-18-22

BEE LINE HIGHW

AY

N 53° 41'32" E 1046.16'

N

1°3

'4

" E

.5 7'

L A

K E

LAKE # 4

LAK

E

EXISTING WETLANDS

N

1°4

'2

" E

.5 7'

LAKE #3

WATER TOWER

LOT#10

L O

T #16

LOT # 17

LOT #14

LOT # 13

LOT #20

Catch Basin

LOT #12

LO

T#21

LOT#18 / 19

LOT#23

MAIN HOSPITAL

CLC - COMMUNITY LIVING CENTER

FISHER HOUSE4

EMERGENCY WELL (PUMP HOUSE)5

VETERAN RESOURCE CENTER6

CONTRACTING OFFICE12

WAREHOUSE13

SUBSTANCE/MENTAL HEALTH (PTSD CLINIC)14

CANCER CENTER15

MENTAL HEALTH OUT PATIENT (2500 SQFT CSI 16

BUILDING

NUMBER BUILDING

PROJECT MENTAL HEALTH/HOMELESS PROGRAM)

BUILDING

NUMBER BUILDING

C1-

B

CORR.

RAMP

LAKE # 2

PARKING

UPPER LEVEL

PARKING

GARAGE

PARKING

PARKING

PARKING

GARAGE

20.3020

LAKE # 6

PET/CT ADDITION18

HOSPICE19

MAINTENANCE BUILDING20

MRI BUILDING21

DOMICILIARY22

DECON (IN TUNNEL)17

BUILDING

NUMBER BUILDING

8 MCCR (WOODBINE - LEASE NOT ON THIS MAP)

M/C STORAGE

VBA/VSO BLDG.

TRANSPORTATION TRAILER11

INSPECTOR GENERAL TRAILER7

BUILDING

NUMBER BUILDING

0 64' 128' 192' 256' 320'32'

16' 48'

LOT # 22

LOT # 11

All work within this scope found within the area encompassed by the green oval.

AutoCAD SHX Text

BLUE HERON BLVD.

AutoCAD SHX Text

MILITARY TRAIL

AutoCAD SHX Text

ASPHALT ROAD

AutoCAD SHX Text 548-09-124

AutoCAD SHX Text

STAIR

AutoCAD SHX Text

STAIR

AutoCAD SHX Text

ELEV.

AutoCAD SHX Text

STAIR

AutoCAD SHX Text

STAIR

AutoCAD SHX Text

STAIR

AutoCAD SHX Text

STAIR

AutoCAD SHX Text

STAIR

AutoCAD SHX Text

STAIR

AutoCAD SHX Text Open to below

AutoCAD SHX Text Open to below

AutoCAD SHX Text Open to below

AutoCAD SHX Text Open to below

AutoCAD SHX Text Planter

AutoCAD SHX Text Planter

AutoCAD SHX Text Plant.

AutoCAD SHX Text Drop-off

AutoCAD SHX Text Plant.

AutoCAD SHX Text Planter

AutoCAD SHX Text

7" OAK

AutoCAD SHX Text

7" OAK

AutoCAD SHX Text

12" PALM

AutoCAD SHX Text

10" PALM

AutoCAD SHX Text

10" PALM

AutoCAD SHX Text

12" PALM

AutoCAD SHX Text

12" PALM

AutoCAD SHX Text

12" PALM

AutoCAD SHX Text

ENTRANCE

AutoCAD SHX Text

6" OAK

AutoCAD SHX Text

6" OAK

AutoCAD SHX Text

6" OAK

Program Guide, PG-18-15, Volume C Nov 2008

Department of Veterans Affairs

VA Medical Center Projects

A/E Submission Instructions for Minor and NRM Construction Program:

• Schematics

• Design Development

• Construction Documents

Program Guide, PG-18-15, Volume C Page i May 2006

Department of Veterans Affairs Washington, DC 20420

FOREWORD

This document states the minimum requirements for each submission in the production of VA Schematics, Design Development, and Construction Documents for Minor and NRM Construction Program for Medical Center Projects. It will give VA reviewers and the A/E a clear understanding of what is required of the A/E at each stage of design.

This document does not relieve the A/E firms of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents.

Lloyd H. Siegel William W. Graham Director, Facilities Quality Office (Acting) Director, Engineering Management and Field Support Office

Program Guide, PG-18-15, Volume C Page ii

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

Table-of-Contents

I. GENERAL

A. INTRODUCTION

B. A/E RESPONSIBILITIES

C. SUBMISSION POLICY

D. QUALITY ASSURANCE/QUALITY CONTROL

E. ADDITIONAL SERVICES

F. CRITICAL PATH METHOD

II. SUBMISSIONS

A. SITE DEVELOPMENT

B. ARCHITECTURAL

C. FIRE PROTECTION

D. INTERIOR DESIGN

E. STRUCTURAL

F. PLUMBING

G. SANITARY

H. HVAC

I. ELECTRICAL

J. EQUIPMENT

K. STEAM GENERATION

L. STEAM DISTRIBUTION (OUTSIDE)

M. SOLID WASTE DISPOSAL SYSTEM (INCLUDING INCINERATION)

N. AUTOMATIC TRANSPORT

O. ASBESTOS ABATEMENT

P. SPACE PLANNING

Q. CRITICAL PATH METHOD (CPM)

Program Guide, PG-18-15, Volume C Page iii

Table of Contents (Cont.)

R. ESTIMATING

S. SPECIFICATIONS

T. FINAL BID DOCUMENTS

III. DISTRIBUTION OF A/E MATERIAL

A. SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

B. GENERAL NOTES

Program Guide, PG-18-15, Volume C 1 November 2008

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

I. GENERAL

A. INTRODUCTION

1. This document contains information and minimal submission requirements for contract documents specified in the A/E contract.

2. The Department of Veterans Affairs (VA) may contract with an Architect/Engineer (A/E) for any portion of a design: Schematics, Design Development, Construction Documents, or a combination of these.

a. For projects where the VA is contracting for Schematics Documents only, Schematics and Design Development Documents only, or Schematics, Design Development, and Construction Documents, the VA will provide the Design Program (if available), Facility Development Plans (if available), and VA design standards to accompany the Scope of Work for the project.

b. For projects where the VA is contracting for Design Development and Construction Documents only, the VA will provide the Schematics Plans and VA design standards to accompany the Scope of Work for the project.

c. For projects where the VA is contracting for Construction Documents only, the VA will provide the Design Development Plans and VA design standards to accompany the Scope of Work for the project.

3. Coordinate all activities with the VA Medical Center (VAMC). Hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

4. Final approved Schematic documents shall be the basis for the development of the Design Development phase. Likewise, final approved Design

Program Guide, PG-18-15, Volume C 2

Development documents shall be the basis for the development of the Construction Documents phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

5. VA will review all submittals for functional and aesthetic relationships.

However, no further functional decisions are anticipated after the Design Development phase.

6. Provide a design narrative/analysis for each technical discipline (e.g., architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

7. Provide computations and sizing calculations for electrical, mechanical

(HVAC, plumbing, and steam), sanitary, structural and fire protection designs.

For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

8. Provide individually packaged drawings for each submission to each unit specified in the "Distribution of A/E Materials" section.

9. Submit a complete set of final approved drawings incorporating all revisions, within 30 days after completion of the Schematics and Design Development stages.

10. At each review stage, the VA’s technical reviewer, a value-engineering consultant, or a construction manager will perform a value engineering review.

11. Submit final drawings (Bid Documents) in 3 1/2" floppy disks to be used with the AutoCAD version at the VAMC. Submit instructions on the use of the disks along with a complete listing of all layers that are used.

B. A/E RESPONSIBILITIES:

1. Contract documents shall meet or exceed the requirements of this document.

2. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. Each A/E discipline shall receive a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard Application Guide. The AE is responsible for obtaining the NCS.

Program Guide, PG-18-15, Volume C 3

3. A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

4. A/E shall adhere to the approved Memorandum of Agreement (MOA).

5. A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

6. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

C. SUBMISSION POLICY:

1. There is a Schematic* submission, a Design Development (DD**) submission, and a Construction Document (CD***) submission indicated in this guide. The VAMC may alter the submission requirements depending upon the complexity of the project by adding or deleting certain reviews. Where additional reviews might be required, the VAMC will issue, at their discretion, a detailed “Statement of Task” or supplemental instructions to the A/E, which would be provided at the time of solicitation for a fee proposal.

2. At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "SCHEMATIC SUBMISSION", “DESIGN DEVELOPMENT SUBMISSION”, OR

“CONSTRUCTION DOCUMENT SUBMISSION”, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review.

D. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

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 Weeks after Receipt of the Notice To Proceed: Submit a detailed

QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

Program Guide, PG-18-15, Volume C 4

3. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure…