Construct Photovoltaic System- SOW.pdf

VA CENTRAL CALIFORNIA HEALTH CARE SYSTEM

FRESNO, CA

Project Number 570-19-701

Construct Photovoltaic System

Statement of Work

10/14/2019

VA Central California Healthcare System 570-19-701 Construct Photovoltaic System Fresno, CA 93703 - 2223

Contents

1. INTRODUCTION

2. SCOPE OF DESIGN

3. DURATION

4. BUDGET

5. GENERAL REQUIREMENTS

6. SUBMISSION REQUIREMENTS

7. DELIVERABLES

8. DELIVERABLE REQUIREMENTS

9. PRESENTATION AND DESIGN REVIEW MEETINGS

10. PAYMENT

11. BID PROCESS SERVICES

12. CONSTRUCTION PERIOD SERVICES

13. ANNEX LIST

1. INTRODUCTION

A. This Statement of Work (SOW) defines the work activities, deliverables, and timeline requirements for performance of the contract. The vendor for this SOW shall be an Architectural & Engineering (AE) firm. The client for this SOW document shall be: The VA Central California Healthcare System (VACCHCS) located at 2615 E. Clinton Ave, Fresno, CA 93703-2223.

B. The AE firm shall provide all services as outlined in this SOW document and those necessary to meet all requirements specified herein.

C. The AE shall provide all the necessary professional architectural and engineering services required to include the following:

i. Investigative and feasibility evaluation services;

ii. Schematic design development, construction documents, specifications, calculations, cost estimates and narratives;

iii. Tools, equipment, materials, labor, travel, per diem, and incidentals;

iv. Expertise, supervision, testing, analyses and specialty services to accomplish all items and requirements outlined in this SOW.

2. SCOPE OF DESIGN

A. The design intent of this project is to construct new Photovoltaic (PV) Systems at the VACCHCS Fresno Campus and/or at the VACCHCS’ Clovis property located at 2215 E. Herndon Ave Clovis, CA 93611. Annex A presents a Solar Feasibility Study conducted by Gabel Associates on July 23, 2015. This reference shall be used as the basis for possible PV installations at the Fresno site. The AE shall conduct an evaluation for feasibility of PV at the Clovis site.

Annex B provides a site development plan of the Clovis site presently under development for the installation of surface parking facilities. Annex C provides a site development rendering depicting the long-range development plan for the Clovis site. The AE shall limit feasibility evaluation for PV systems at the Clovis site to the surface parking at the south end of the property. The AE shall design all new PV systems to maximize renewable energy production, system efficiency and system effectiveness for energy cost reduction to the VACCHCS.

The AE shall design all ancillary components and systems including but not limited to; structural support systems, power inverters, power conditioning, power monitoring systems, low voltage system interfaces, conduits, raceways, and all other components necessary for the complete installation and operation of a PV system. The AE shall include design for the restoration/rehabilitation of any disturbed building or site features impacted by the installation of new PV systems including but not limited to; roofs, walls, floors, MEP systems, landscape, hardscape, irrigation systems and similar.

B. The AE shall prepare separate sets of Construction Documents; One for the Fresno Site and one for the Clovis Site. Schematic and Design Development Drawings may be combined into a single set of document at the AE’s preference.

3. DURATION

The AE shall complete all design services and produce complete construction documents for construction bid within 180 calendar days from receiving the “Notice of Award”. The AE shall provide the VA with a Gannt chart design schedule to reflect the submission milestones required in Section 7 of this document. Gnant chart shall be provided to the VA with in fourteen (14) days of the Notice of Award.

4. BUDGET

A. The construction budget for funding the designed construction portion of this project is $1,300,000. The AE shall design this construction project strictly within the approved budget for construction.

B. The AE shall determine the total construction duration and shall apply the stated construction budget to the mid-point of the construction duration for cost estimation purposes.

C. The projected award of construction for this project is between January and June of calendar year 2022. This time frame shall be used when developing cost estimates for construction.

D. If the AE determines that the project cost exceeds funding, the AE shall immediately notify the Contracting Officer.

E. Upon contract award, the AE shall be solely responsible for meeting the budget funding limitations. Any re-design effort shall be at the expense of the AE to meet the budget funding limitation. A re-design effort shall not permit the AE from removing scope items or deviating from design requirements.

5. GENERAL REQUIREMENTS

A. Architect Engineer (AE):

i. The AE shall be a professional architect or licensed engineer. The AE firm shall maintain all professional licensing, certifications, and accreditation information, and credentials and qualifications for all staff involved in this project and provide copy of such to the VA upon request.

ii. The AE professional seal shall appear on the final submission with signature.

This seal and signature shall also appear on the digital drawings to be used for bidding purposes. The AE shall seal both the drawings and specifications and all supporting calculations. The Architect or Engineer whose seal is shown will be known as the Architect of Record, or the Engineer of Record.

The Design AE shall certify compliance with the SOW and all applicable codes.

B. Quality Assurance/Quality Control (QA/QC Plan)

i. The AE is responsible for the quality, accuracy and completeness of all documents submitted to the VA. In an effort to reduce construction change orders due to design errors and omissions, the VA requires an AE Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans, specifications and calculations have gone through a rigorous review and coordination effort. The AE shall submit to the VA a project specific Quality Assurance/Quality Control (QA/QC) plan. This plan must be approved by the VA prior to the submission of any design documents.

ii. AE shall provide an outline of the actions planned during the design process along with an associated fee. This fee shall be identified in the AE proposal to the VA.

iii. This plan shall include the designation of a QA/QC Officer that is either an independent third party engineer or a senior member of the AE’s staff that is not assigned duties or otherwise associated with the subject project.

iv. The QA/QC plan and the designated QA/QC Officer shall be approved by the VA before design work or concept development meetings are scheduled.

v. The QA/QC plan shall describe in detail each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where the QA/QC Officer can initial and date when the action has been completed.

vi. The AE shall submit the completed QA/QC plan along with the latest marked-up documents (plans, specifications, etc.) necessary to demonstrate that a thorough review and coordination have been completed.

C. Site Investigation and As-Built Drawings:

i. All existing VA “As-Built” AutoCAD or PDF facility drawings pertaining to this project will be made available to the AE after contract award. It is the AE’s responsibility to request any additional drawings not initially provided by the VA.

The VA does not guarantee the accuracy of drawings and similar documents.

ii. The AE shall field verify all data provided regardless of source. The AE shall conduct a thorough site investigation of the project boundaries and any area impacted by the implementation of the subject project. The AE shall perform site visits as necessary to locate any existing building component, infrastructure, utility system/component in the area of design or impacted by the design. The AE shall field verify elevations, and dimensions as required, as existing drawings may not be accurate. The AE must take appropriate safety precautions when conducting such field investigations, and notify the COR of encountered hazardous material, substances and/or circumstance discoveries.

iii. At each design submission, the AE shall furnish a comprehensive marked-up set of "As-Built" drawings for each discipline showing deviations between site conditions and the drawings/documents made available by the VA.

D. Codes, Standards, and Directives:

i. The AE shall utilize and adhere to all VA directives, VA Design Guides, VA

Design Manuals, VA Master Specifications, VA National CAD Standard Application Guide, and other guidance and directives for the design of this project. These standards can be accessed online at: http://www.cfm.va.gov/TIL/

ii. The latest editions of the following reference publications, as adopted or amended by the Authority Having Jurisdiction, shall be utilized and adhered to in the design of this project and during the CITP review:

PG-18-1 VA Master Construction Specifications PG-18-3 VA Design and Construction Procedures http://www.cfm.va.gov/TIL/

PG-18-4 VA Standard Details and CAD Standards PG-18-5 VA Equipment Guide List PG-18-9 Space Planning Criteria, and VA-SEPS PG-18-10 VA Design Manuals PG-18-12 VA Design Guides for Magnetic Resonance Imaging

Services, Radiology Services PG-18-13 VA Barrier Free Design Guide and Architectural

Barriers Act Accessibility Standards (ABAAS) PG-18-14 VA Room Finishes, Door and Hardware Schedule PG-18-15 A/E Submission Instructions PG-18-17 VA Environmental Planning Guidance H-18-8 VA Seismic Design Handbook VA AE Quality Alerts VA Design Alerts VA Directive and Handbook 7545, Cultural Resource

Management Procedures VA Executive Order 13423 VA Mission Critical Facilities, Physical Security Design

Manual for VA Facilities VA Sustainable Design and Energy Reduction Manual VA Sustainable Design Manual VA Whole Building Commissioning Process Manual NFPA 13 Standard for the Installation of Sprinkler Systems NFPA 70 National Electrical Code (NEC) NFPA 72 National Fire Alarm and Signaling Code NFPA 99 Health Care Facilities Code NFPA 101 Life Safety Code NFPA 110 Standard for Emergency and Standby Power Systems NFPA 220 Standard on Types of Building Construction NFPA National Fire Codes with the exception of NFPA 5000 and NFPA 900 Occupational, Safety and Health Administration (OSHA) Standards

IBC International Building Code IMC International Mechanical Code IPC International Plumbing Code IEC International Electrical Code ANSI/IEEE C2 National Electrical Safety Code ABAAS Architectural Barriers Act Accesibility Standard ASME Safety Code for Elevators and Escalators, American

Society of Mechanical Engineers (ASME) A 17.1.

ASME ASME Boiler and Pressure Vessel Code ASME ASME Code for Pressure Piping ACI Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318)

AISC Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction

(AISC)

Energy Policy Act of 2005 (EPAct) DOE DOE Interim Final Rule: Energy Conservation

Standards for New Federal, Commercial and Multi- Family High-Rise Residential Buildings and New Low- Rise Residential Buildings, 10 CFR Parts 433, 434 and 435.

ENERGY INDEPENDENCE AND SECURITY ACT

(EISA) of 2007

SECTION 438 – STORMWATER QUALITY

Executive Order 13423: Strengthening Federal

Environmental, Energy, and Transportation Management.

Federal Leadership in High Performance and Sustainable Buildings: Memorandum of Understanding

(MOU)

ASHRAE Safety Standard for Refrigeration Systems – ASHRAE Standard 15 – 2007

ASHRAE Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1- 2004

ASCE7 American Society of Civil Engineers – Minimum Design Loads for Buildings and Other Structures.

FGI The Facilities Guidelines Institute- Guidelines for Design and Construction of Hospitals and Outpatient Facilities (2014)

iii. The AE 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. For any conflicting regulation or code, the AE shall provide a recommendation and any construction implementation cost difference to the VA. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

iv. The AE shall identify in writing any design element that fails to meet code/standard requirements.

E. Geotechnical:

i. Geotechnical Investigation Report (NA178115) prepared by Terracon

Consultants, Inc on November 10, 2015 is included as Annex D.

ii. Geotechnical Investigation Report (BSK G15-185-10F) prepared by BSK

Associates Analytical Laboratories on February 14, 2018 is included as Annex E.

iii. The provided Geotechnical Reports are intended for use at the Clovis site.

Geotechnical Reports are available for the Fresno site and may be requested by the AE as needed.

F. Demolition:

i. The AE shall evaluate all necessary demolition work to construct the PV Systems. The AE shall coordinate demolition work to minimize disruption to VA operations and provide all necessary instruction and information to include phasing as necessary in the Construction Documents.

ii. The AE shall coordinate with the VA COR to identify all items to be demolished, retained and reused or transferred to the VA within the extents of demolition areas.

G. Site Development/Landscape:

i. The AE shall specify any rehabilitation or retrofit work for any site element impacted by the installation of the PV systems. This includes but is not limited to; landscape, hardscape, pavement, exterior lighting, irrigation, irrigation controls,

ii. Site features designed shall be of premium construction, durable, and able to withstand extreme heat for a prolonged duration without fading or other physical wear. The AE shall provide manufacture cut sheets or other evidence of compliance to the VA.

H. Civil:

i. The AE shall prepare complete civil drawings to include routing and connections of underground utilities to existing or new utility points of connection.

ii. Any utility required to be re-routed as a result of this project is included in the scope of this project. The AE may provide alternatives to re-routing utility systems for the VA’s approval, however shall not proceed until authorized.

iii. The AE shall prepare erosion control plans to include best practices for maintaining the site during construction.

I. Structural:

i. The AE shall evaluate existing structures and/or structural systems impacted by this project as required. Any new structural work or modification to existing structures shall be designed by a qualified, registered and licensed State of California Structural Engineer (SE).

ii. The AE shall perform and provide all calculations to validate structural design for all new and impacted structural elements. The AE shall provide design assumptions, design criteria, loading conditions (vertical and lateral), member analysis, foundation analysis and any other justification of design for new structures and modification of existing members.

iii. The AE shall design a steel carport/canopy system for supporting any PV system over parking at the Clovis site. Canopy shall be of sufficient height to accommodate delivery truck access to the future developments planned for the site.

J. Mechanical/Plumbing:

i. The AE shall evaluate the impact of this project to all existing mechanical/plumbing systems, equipment, and related components. The AE shall design solutions to resolve all impacts to existing systems resulting from this project.

ii. The AE shall provide written reports on affected systems. Reports shall include calculations, data sheets and narratives to support the AE’s assessment of the systems and validate design solutions.

K. PV Monitoring & Building Automation System (BAS):

i. The AE shall provide a complete PV monitoring system design for any new PV systems and shall design the monitoring system retrofit or expansion for any modified or expanded PV system. The new or modified monitoring system(s) shall be integrated with the existing VACCHCS Johnson Controls- Metasys, Building Automation System (BAS) to supply real time data on system operation through the BAS in addition to any standalone capabilities.

ii. The BAS is monitored 24/7 by VA staff located at the Central Utility Plant, Building 2.

iii. The AE shall include all metering and monitoring required by governing standards and regulations for new or expanded PV systems.

iv. All controls devises specified shall communicate both through hardwire connection and IP network connection.

L. Electrical:

i. The AE shall evaluate electrical systems impacted by the project. The AE shall design modifications, additions and relocation of existing electrical equipment or systems.

ii. The AE firm shall perform and provide all computations and calculations for new or modified PV systems and shall submit calculations, written reports of findings and narratives to support design and assessment of systems and design selections. AE shall provide data sheets for all specified electrical equipment.

iii. All equipment specified by the AE shall be premium quality from a manufacturer that has continuously manufactured the same or similar product for a minimum of 15 years.

M. Certified Independent Third-Party Review (CITP):

i. The AE shall retain the services of an Independent AE firm to conduct a comprehensive review of the 100% Not For Construction (NFC) Documents.

The review shall consist of:

a. Code Compliance- comprehensive review of all documents for compliance with all requirements listed in Sub-Section D.

b. Constructability- comprehensive review of all documents for completeness, accuracy and coordination between all disciplines.

ii. The CITP firm shall be selected by the AE and approved by the VA, responsible for performing the technical review of all documents prepared by the AE for code/regulation compliance, VA standard compliance, and constructability. This Firm/Company shall have the following characteristics:

a. Un-affiliated with the AE and un-involved with the preparation of documents being reviewed and commented upon.

b. Possess a multi-disciplinary staff of engineers with a demonstrated ability to review and ensure the accuracy and constructability of documents prepared by the AE for the VA.

c. The AE shall submit the qualifications and credentials of the proposed CITP AE review firm and individuals who will conduct the review for the VA’s review and approval. Individuals responsible for conducting the plan review shall have a minimum of 10 years’ experience in the discipline being reviewed.

iii. The CITP AE firm shall review all documents required at the 100% NFC submission to include; Drawings, Specifications, Calculations, and Reports.

Review comments made by the CITP shall clearly specify the reference document title, sheet or page number and a detailed comment description.

iv. The AE shall provide the VA all review comments made by the CITP AE firm upon completion of the review. The AE shall provide the VA the subsequent AE response to each review item to include the document revisions associated with the review comment. The AE shall also provide the VA a certification on the CITP company letterhead indicating all review comments have been satisfied.

N. Cost Estimate:

i. The AE shall submit a detailed construction cost estimate at each deliverable submission. The level of detail at each submission shall be consistent with the degree of completeness of the drawings and specifications being submitted. Simply 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 are not acceptable. Estimates shall be broken down by AIA divisions. The first page of the estimate shall be a summary page showing alternate bid items, contractor mark-ups, overhead, profit, and bonding to reflect actual construction costs.

ii. A design contingency may be used with preliminary estimates and shall be reduced as deliverables are developed and removed by the final submission.

iii. The AE shall use a 3rd party professional cost estimating firm or experienced and qualified in-house staff to develop construction cost estimates.

iv. The AE shall coordinate with the VA to discuss construction solicitation bid strategy (set-aside, limited competition, open market, etc) to determine any applicable market constraints and implement appropriate market factors into the cost estimate.

6. SUBMISSION REQUIREMENTS

The AE shall fully comply with the minimum submission requirements specified in the attached project specific PG-18-15 document titled “AE Submission Instructions for Minor Construction Program” for the Schematic (SD), Design Development (DD) and Construction Document (CD) submissions. This is included as Annex F to this Scope of Work. For deliverables not referenced by the PG-18-15 reference, the AE shall adhere to the requirements listed in this scope of work and its references

7. DELIVERABLES

A. Predesign: (all digital deliverables)

a. QC Official Qualifications and Credentials

b. QA/QC Plan

c. Gnant Chart Design Schedule

d. Schedule of Values

B. Evaluation & Schematic Design (SD) Submission:

a. Schematic Design Report

i. Clovis site PV Feasibility Report

ii. Fresno site PV recommendations

iii. Narratives for all Disciplines

iv. Programing meeting minutes

v. Cost Estimate

vi. Calculations

vii. QA/QC checklist

b. Drawings

c. Specifications (table of contents- include in SD report)

d. As-Built drawing Mark-ups

C. Design Development (DD) Submission:

a. Design Development Report

i. Basis of Design

ii. Narratives for all Disciplines

iii. Cost Estimate

iv. Calculations

v. Equipment cut sheets

vi. QA/QC checklist

b. Drawings

c. Specifications

d. As-Built drawing Mark-ups

D. Construction Documents (100% Not For Construction) Submission:

a. Construction Document (100% NFC) Report

i. Basis of Design

ii. Narratives for all Disciplines

iii. Cost Estimate

iv. Calculations

v. Equipment cut sheets (as applicable*)

vi. QA/QC checklist

b. CITP Review and Certification Documents (collated)

c. Drawings

d. Specifications

e. As-Built drawing Mark-ups

E. Construction Documents (For Construction) Submission:

a. Construction Document (For Construction) Report

i. Basis of Design

ii. Narratives for all Disciplines

iii. Cost Estimate

iv. Calculations

v. Equipment cut sheets (as applicable*)

b. CITP Review and Certification Documents (collated)

c. Stamped and Signed Drawings

d. Specifications

e. QA/QC checklist

f. As-Built drawing Mark-ups

F. Record Documents Submission:

a. 1 Full Size Mylar Drawing Set

b. 2 CD/DVDs (PDF, CAD and Revit drawing files)

* only required if modified from previous submission. Entire deliverable required if any component was modified.

8. DELIVERABLE REQUIREMENTS

A. Reports:

i. Reports shall be presented premium hard backed 3-Ring Binders.

Binders shall have a cover sheet and binding identification that clearly indicates the deliverable title, date of submission, company name, VA project number, and project title.

a. A table of contents shall be provided for all reports.

b. Reports shall be segmented with labeled index tab dividers corresponding to the table of contents descriptions.

c. All pages shall be numbered or labeled for clear identification and reference

ii. Report contents shall be comprehensive inclusive of all documentation requirements stated in this scope of work and its references.

iii. Report Deliverables shall be provided to the VA at each deliverable submission specified in accordance with the following types and quantiles:

a. Hardcopy- 2 copies

b. Digital- 2 CDs or DVDs with individual pdf files for each segment/section of the report and pdf of complete bound report.

B. Drawings:

i. Drawings shall be generated in Revit and/or AutoCAD or approved equivalent. Electronic copies shall be provided on CD/DVD in Revit format (2017 version or newer), DWG format (AutoCAD 2016 version or newer) and in PDF format.

ii. The standard full size hardcopy drawing size shall be ARCH E1 [30” x 42”]. The format to be used in creating the Revit/CAD drawings (i.e.

layer/level structure, fonts, font sizing, file naming conventions, etc) is the latest edition of the National CAD Standard.

iii. Drawing deliverables shall be provided to the VA at each deliverable submission specified in Section 7 in accordance with the following types and quantities:

a. Hardcopy- 2 Half Size, 1 Full size. Bound with binding strips

b. Digital- 2 CDs or DVDs with Revit, DWG and PDF files

C. Project Specifications:

i. The AE shall obtain the complete VA Construction Specifications from the

VA Construction and Facilities Management Technical Information Library at web site/page: http://www.cfm.va.gov/

ii. The AE shall prepare the specifications to the level of detail indicated for each deliverable submission specified in Section 7:

http://www.cfm.va.gov/

a. SD submission: Submit the Specification Table of contents edited to display all applicable specifications sections intended for inclusion, new specification sections to be added by the AE (not covered by the VA master specifications) Specification sections intended for removal shall be denoted by using strikethrough text.

b. Submit digitally on CD/DVD and include hardcopy in the Report Binder

iii. DD submission: Submit the complete specifications fully edited. Edits shall be displayed on the document using strikethrough text for all content intended for deletion and any new content shall be clearly identifiable using a differing text color. The project title and VA project number shall be on each page, top right-hand corner within the header section. All specification pages shall be numbered.

a. Submit digitally on 2 CD/DVDs in Microsoft Word and pdf. Furnish with each section broken out as individual pdf and MS Word files and as a complete file in pdf with each specification section starting on a new page.

b. Submit (2) hardcopies in binders meeting the requirements of Section 8A Reports. Tabs for each specification section shall be included and labeled.

iv. CD submissions: Submit the complete specifications fully edited. All pages shall be complete, coordinated and free of “spec writer notes”. The project title and VA project number shall be on each page, top right-hand corner within the header section. All specification pages shall be numbered.

a. Submit digitally on 2 CD/DVDs in Microsoft Word and pdf. Furnish with each section broken out as individual pdf and MS Word files and as a complete file in pdf with each specification section starting on a new page.

b. Submit (2) hardcopies in binders meeting the requirements of Section 8A Reports. Tabs for each specification section shall be included and labeled.

D. Mark-up As-Built Drawings:

i. Mark-ups of As-built drawings shall be provided in hardcopy format, digital format or both.

a. Hardcopy drawings shall be full size with clearly identifiable markings showing amended site conditions drawn in color against a black and white drawing background. A legend shall be provided to describe any symbols used. All markings shall be clear and legible.

b. Digital drawings may be supplied in pdf or CAD. Pdf files shall meet the criteria of the hardcopy drawing. CAD files shall be in 2016 format or newer. Amended site conditions drawing in CAD shall be clearly identifiable using a distinct color or layer and shall be accompanied by a narrative description of the modifications made to the drawing. A legend shall be provided to describe any symbols used.

ii. One hardcopy or digital copy on CD/DVD shall be submitted at each deliverable submission specified in Section 7

E. Information Format:

Information requested in electronic form (digital, CD/DVD, etc) shall be in the following formats:

i. Drawings: AutoCAD 2016 or newer

ii. Written documents: Microsoft Word 2016 or newer

iii. Spread sheets, charts, graphs: Microsoft Excel 2010

iv. Reproductions of manufacturers specifications, blue print “mark-ups”, pictures and similar items: Adobe Acrobat

v. CD and DVDs will be “write protected” and clearly labeled with Project

Number, Project Name, Date and Contents before submission to the VA.

F. Other Documents:

i. The AE shall provide other documentation (i.e. calculations, reports, recommendations, etc.) that is appropriate to support the design effort and to keep the Government fully informed of all issues or potential problems.

ii. The AE shall provide computations and sizing calculations for new loads anticipated, altered loads and existing loads for electrical, plumbing, sanitary, mechanical and structural designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures. Provide an investigation and explanation of code requirements incorporated into the design.

iii. All additional documentation shall be provided digitally on CD in pdf format and in hard copy format.

9. PRESENTATION AND DESIGN REVIEW MEETINGS

A. The AE shall prepare a formal presentation to the VA at the Schematic phase.

A digital copy of the presentation documentation shall be supplied to the VA.

B. The AE shall after each deliverable submission assemble necessary design team members to participate in a design review meeting with the VA. The VA reserves a minimum fourteen (14) calendar day review period from the date a full and complete deliverable is received. The review meeting may be held on site or via teleconference as determined by the VA based on the extent and complexity of review comments. The AE shall prepare minutes after each design review meeting and supply to the VA within three (3) calendar days.

10. PAYMENT

A. Invoices:

The AE shall submit a Schedule of Values (SOV) within fourteen (14) calendar days following the Notice of Award for VA review and approval. The SOV shall reflect deliverable based payments. The SOV shall at a minimum contain the deliverables shown in Table 1.

Table 1 – Minimum Anticipated Schedule of Values Categories

Item Number Item

1 QA/QC plan

2 Investigation & Evaluation

3 Schematic Design

4 Design Development

5 100% Not For Construction Documents

6 100% For Construction Documents

7 Construction Administration

7A Submittal/RFI Review

7B CA Site Visits

7C As-Built Documents

B. Invoices:

i. The AE shall not submit payment applications until they receive an approved and signed progress statement SOV. The signed document must be attached to the invoice submission to Tungsten Network (http://www.tungsten-network.com/veteransaffairs/).

ii. The AE shall coordinate with the COR prior to submitting invoice to

Tungsten. Once the COR completes submission review and agrees that the submission percentage has been completed satisfactorily, payment will be approved.

iii. Progress payment not supported by submission and approval of a deliverable item will not be accepted.

11. BID PROCESS SERVICES

A. Support Services:

i. The AE shall be responsive to the VA and provide Support Services during the construction solicitation of this project. This period shall commence with VA acceptance of For Construction documents and conclude when the VA awards a construction contract.

ii. Upon written request from the VA and within seven calendar days or as stipulated by the contracting officer, the AE shall furnish to the VA in writing interpretations or clarifications of the Contract Documents prepared by the AE. AE may be required to prepare supplement al or amended drawing, specification or other documents to support the interpretation or clarification.

iii. The AE shall support the VA in preparation of Addendum(s) upon request.

iv. The AE shall assist the VA in Bid Evaluation upon request.

12. CONSTRUCTION PERIOD SERVICES

A. Duration of Construction Period Services and Authority:

i. The AE shall be responsive to the VA and provide services as the Architect/Engineer of Record during the construction phase of this project. This commences with the award of the construction contract and terminates after VA accepts the final Record Documents from the AE.

ii. All work and actions shall be approved by the VA Contracting Officer. The VA Contracting Officer shall be the final authority.

B. Pre-Construction Meeting:

i. The AE shall participate (1 representative – Project Manager) in the pre-construction meeting with the VA and Contractor.

ii. The AE shall be prepared to respond to the VA and Contractor's concerns and shall provide overview of the design.

C. Site Visits

i. During Construction, the AE shall visit the job site upon request by the

VA. The AE and consultants shall be required to make periodic site visits to monitor, inspect and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

ii. A minimum of two (2) Site Visits by the AE (Excluding Punch List/Substantial Completion and Final Completion Site Visits) are required at various phases of demolition and construction as determined by the COR. The Disciplines visiting the site will be at VA’s discretion, however the AE is encouraged to offer recommendations and suggestion on features of work warranting a site visit and recommended discipline representatives.

iii. Site Visits specified in Section 12.C.ii do not include visits made by the AE to resolve errors or omissions on the construction documents. Site visits for this purpose shall be at no cost to the government.

iv. After each Site Visit the AE shall provide a Site Visit Report within three

(3) calendar days of the site visit. Reports shall include all deficiencies noted during the site visit, the corresponding reference document (drawing or specification) and the appropriate correction, a list of action items that require AE response and any discussion highlights resulting from the visit.

D. Disputes, Interpretations, and Clarification:

i. Upon written request from the VA or in the form of a Request for Information (RFI), the AE shall furnish to the VA, within seven (7) calendar days or less, in writing or in the form of drawings, interpretations of the Contract Documents prepared by the AE, if, in the opinion of the VA, such interpretations are necessary for the proper execution or progress of the Work.

ii. The AE shall within 7 calendar days or less, render written recommendations on claims, disputes and other matters in question between the VA and Contractor relating to the execution or progress of Contractor's work as provided by the Contract Documents.

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

iv. The AE shall provide a cost estimate within 7 calendar days of the VA’s request for the following:

a. Unforeseen Conditions in the field, VA requested scope modification and items which were not clearly identified in the Construction Documents.

b. Upon the VA’s receipt of a notice of Proposed Change Order cost from the Contractor, the AE shall provide a cost estimate for work claimed to be in addition to the original Contract Documents.

E. Submittal Approval:

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

ii. The AE’s Submittal review actions will be taken and submittal returned to VA within fourteen (14) calendar days of receipt by the AE.

F. Change Orders:

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

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

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

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

G. Inspections and Testing:

i. AE shall assist the VA in conducting Testing and Inspections, to determine the date or dates of Substantial Completion and the date of Final Completion.

ii. AE (multi-disciplinary team consisting of Project Manager and Electrical Engineer (Civil Engineer and Structural Engineer if needed)) shall be present during the following inspections:

a. Pre-Final inspection (Punch List-Substantial Completion) AE shall generate Punch List and forward List to the VA with explanations of found deficiencies and/or omissions in Work, and recommended corrective action.

b. Final inspection of Work (Final Completion Site Visit).

iii. AE shall review and approve or take other appropriate action on test reports and Punch List of items to be completed or corrected by the Contractor. Architect/Engineer shall approve or disapprove test reports and forward findings to the VA for final disposition. AE shall forward approved inspection and testing document or lists to the VA for final disposition.

H. Work Acceptance and Record Documents:

i. The Architect/Engineer shall assist the VA in review of, and recommend to the VA, acceptance or rejection of records, certificates or written warranties and related documents required by the Contract Documents and assembled by the Contractor.

ii. On closeout of Construction Period Services, the Architect/Engineer shall issue to the VA an official Certificate of Approval and Acceptance of the Contractor's Work. Architect/Engineer shall certify that the Contract Document requirements and intent have been satisfied, workmanship is professional and at an acceptable level, submittals and other Contractor supplied Documents as required in Contract Documents are in order and stand approved, and that full payment of the Contractor is warranted.

However, the Government's final acceptance of the Work is at the discretion of the VA and shall be authorized in writing by the VA Contracting Officer only.

iii. AE shall prepare and submit final Record Drawings as developed from Contractor's red-lined as-builts. Drawings shall reflect the actual as-built conditions. Stamp all drawing pages in large red bold letters "AS-BUILT" in lower right-hand corner. Drawing shall be submitted on full size Mylar sheets. Submit hard copy and digital Record Drawings in accordance with Section 8 and 9 of this document.

13. ANNEX LIST

Annex A: Solar Feasibility Study Annex B: Clovis Site Plan Annex C: Clovis Development Plan Annex D: Geotechnical Report- BSK Annex E: Geotechnical Report- Terracon Annex F: PG 18-15