Draft SOW.pdf

STATEMENT WORK

DESIGN-BUILD

INSTALL CEILING LIFTS AT LAKE NONA

PROJECT NO. 675-23-805

ORLANDO VA MEDICAL CENTER, 13800 VETERANS WAY, ORLANDO, FL 32827

I. DEFINITIONS AND ACRONYMS:

A. Design-Build (DB): as defined by the Department of Veterans Affairs (DVA) is the procurement by the

Government, under one contract, with one firm (which may be a joint venture) for both design and construction services on a specific project.

B. Contracting Officer (CO): The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer.

C. Project Manager (PM)/Contracting Officers Representative (COR): The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer.

D. Design Build Contract: This term, as used herein, refers to the Contract(s) to perform the design and construction of the project.

E. Contractor: This term, as used herein, refers to the contractor under this contract.

F. A/E: This term, as used herein, refers to the Architect-Engineer firm(s) that are a part of the DB team, also referred to as DB A/E.

G. Design-Build Team A/E: This term, as used herein, to refer to the entire Design-Build Team

(Contractor, A/E and any sub-contractors) all inclusive.

H. Pre-Construction Risk Assessment (PRCA): Used to identify potential risks associated with the renovation, construction and some maintenance & repair activities and to develop risk mitigation strategies to minimize these risks. Prior to beginning work this assessment will be completed.

I. Interim Life Safety Measures (ILSM): Measures that are instituted to compensate for significant hazards posed by existing life safety (fire) code deficiencies or construction/renovation activities.

J. Request for Proposal (RFP): Is a solicitation made, often through a bidding process, by an agency or company interested in procurement of a commodity or service, to potential suppliers to submit proposals.

K. Certified Independent Third-Party Safety Professional (CITP): Certified Independent Third-Party Safety Professional for the review of the design documents for compliance with national and local codes, standards, federal and state regulations.

L. National Fire Protection Association (NFPA): The world's leading advocate of fire prevention and an authoritative source on public safety, NFPA develops, publishes, and disseminates codes and standards intended to minimize the possibility and effects of fire and other risks.

M. The Joint Commission (TJC): Formerly the Joint Commission on Accreditation of Healthcare Organizations (JCAHO) and previous to that the Joint Commission on Accreditation of Hospitals (JCAH). The Joint Commission provides evaluation, accreditation and disease-specific certification programs for healthcare facilities.

N. Competent Person (CP): One who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees, and who has authorization to take prompt corrective measures to eliminate them.

II. SCOPE OF WORK:

A. General Requirements:

The Orlando VA Healthcare System (OVAHCS) is seeking professional design-build services to design and construct, for the project entitled: “Install Site Preparation for Ceiling Lifts at Lake Nona, 675- 23-805” located at the Orlando VA Medical Center, 13800 Veterans Way, Orlando, FL 32827.

Contractor shall provide all Design-Build services including labor, materials, tools, and equipment as necessary to construct the project described below and other specific tasks as further defined by this RFP. All proposals are to provide construction services for this project.

B. Project Overview:

The Orlando VA Medical Center– Lake Nona currently has Tollos lifts and rails, which have been issued an end-of-life letter from Tollos. This project will replace all existing ceiling mounted patient lift systems and install equipment for new configurations in areas without ceiling mounted patient lift systems throughout the Orlando VA Medical Center.

C. Specific Project Requirements:

1. The contractor shall provide and install all ceiling mounted patient lift system equipment with the necessary site preparations for the equipment.

2. The contractor shall ensure the patient lift vendor has parts and service availability, continuous in-rail charging system for lifts, and required room coverages.

3. Contractor shall remove and dispose of all existing lifts and associated materials and equipment. This includes tracks and rails. Onsite waste storage will not be permitted on this contract. Debris and waste shall be removed from the site daily.

4. Onsite material and equipment storage will not be available to contractor. Contractor must bring needed equipment and materials onsite daily. The government will not be responsible for storing any equipment or materials.

5. Contractor shall submit a Waste Management Plan in accordance with VA TIL Master Construction

Specifications. This shall require contractor to use all reasonable means to divert construction and demolition waste from landfills and incinerators and facilitate their salvage and recycle.

6. Refer to Attachment 1 for all the locations that will require a new and replacement ceiling mounted patient lift system, the site preparation requirements for these locations, and the installation requirements for these locations.

7. Contractor shall provide new patient lift track systems for new and existing patient lifts. The design of the patient lift track shall ensure patient lift coverage for the current configuration of rooms as outlined in Attachment 1.

8. The Inpatient Medical-Surgical (Med-Surg) rooms currently have double-bed configurations per room. The single patient lift system per room in these areas shall be functional for the double-bed room configurations serving both beds.

9. Contractor shall provide patient lift track support systems for all rooms. Contractor is permitted to re-use existing supports above ceiling grid for existing ceiling patient lifts ensuring the required room configuration is supported in accordance with Attachment 1.

10. Contractor shall provide dedicated electrical circuits with standard single phase (120 VAC 60

Hz) outlets for ceiling patient lifts in accordance with Attachment 1. All wiring shall be run in appropriate conduit and meet the National Electric Code.

11. Contractor will need to access drywall ceilings in many cases to install rails and patient lift supports. Contractor shall repair, patch, and paint all ceiling penetrations. The rooms requiring ceiling penetrations are listed in Attachment 1.

12. Contractor shall ensure ceiling patient lifts do not interfere with sprinkler heads. All applicable

NFPA codes shall be followed.

13. The ceiling mounted patient lift system shall meet the following requirements:

a) Quantities, site preparation requirements, and room configurations shall be in accordance with Attachment 1.

1) 374 Standard Patient Lifts– Lifting Capacity of 600 lbs.

2) 15 Bariatric Patient Lifts – Lifting Capacity of 1,000 lbs.

b) Complete track and rail configuration system

1) All patient lift system rails shall be rated for 1000 lbs.

2) The patient lift rail systems shall not require the alteration or cutting of doors or door frames where rail transitions from room to room are required.

c) Lifting Unit Motors

1) The ceiling lift motor shall have a minimum 600 lbs. weight capacity for standard lifts and a minimum 1,000 lbs. capacity for bariatric lifts.

2) All lift motors shall have the capability to have their batteries replaced without removing them from the rails.

3) Internal motor gears shall be made of metal or be belt driven. Plastic internal gears are not acceptable.

4) Emergency brake must be available with motor.

d) Accessories

1) Hanger bars shall be included with the lift system.

2) 2 disposable slings shall be provided with each lift with the proper weight capacity for that lift.

3) All standard lifts shall include a 2-point lift spreader bar with spring loaded clips that must be depressed to install or remove patient slings. Slings shall be prevented from being removed until spring clips are depressed on the lift bar.

4) All bariatric lifts shall include a 4-point spreader bar.

5) Strap lengths shall be a minimum of 90 inches long.

e) Electrical Requirements

1) Battery Power Source fed by an emergency power outlet.

2) Charging shall be on a continuous rail charging system with the charging built into the rail system, and shall use standard single phase (120 VAC 60 Hz) outlets.

3) Batteries: Life cycle shall be in compliance with IEC -61000-4-2.

4) Visual low battery indicator

5) Safety device that stops the motor from lifting when batteries are low, but still allows for emergency lowering at low or no battery

f) Hand controls

1) A single hand control shall be used for the standard 600lbs motors and for the bariatric

1,000lbs motors. All lifts shall work and move as one system, with one hand control.

2) The hand control for the standard lifts shall allow for the control of raising and lowering the strap. Traverse movements along the track must be allowed to be done manually without the use of the hand control for 600 lbs. lifts.

3) The hand control for the bariatric lifts shall allow for the control of raising and lowering the strap; as well as controlling the traverse movements along the track.

4) Emergency switch lowering and stop device to offer disengagement then emergency lower at controlled speed with redundant, manual lowering device.

g) Scales

1) All ceiling lifts shall include an independent digital LCD display patient weight scale with Class III accuracy that is compatible with the ceiling lift and its weight capacity.

2) The scale shall be a self-contained instrument that determines the weight of a person suspended from a portable patient lift mechanism.

3) Indicator to incorporate a locked-in weight feature, which stores the last weight reading when the unit is turned off and can be used where standard indicators are too large and cumbersome.

4) Battery power must have an automatic shut-off feature

5) All scales shall be calibrated and weigh in both pounds and kilograms.

14. The installation shall follow the following requirements:

a) Contractor shall submit installations shop drawings for the ceiling mounted patient lift system which shall be included in the design construction documents.

b) Contractor shall install two (2) lift systems concurrently per day for all patient lifts that do not require either electrical work or drywall work.

c) Contractor shall install two (2) lift systems concurrently every 2 days for all patient lifts that require either drywall work or electrical work.

d) Contractor shall install two (2) lift systems concurrently every 3 days for patient lifts that require both drywall work and electrical work.

e) Contractor shall provide work for electrical and dry wall ceiling penetrations in addition to ceiling lift installations in accordance with Attachment 1.

f) Contractor shall provide infection control containment for all rooms in accordance with PCRA class listed Attachment 1 for each lift.

15. Onsite storage for materials or equipment will not be permitted. Contractor shall not bring materials or equipment onsite until it is being installed.

16. Contractor shall follow installation plan and phasing as provided in Attachment 2.

III. RECORDS MANAGEMENT:

A. Citations to pertinent laws, codes and regulations shall apply to this contract, such as 44 U.S.C chapters

21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

B. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

C. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

D. 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 by the Freedom of Information Act.

E. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

F. The Government Agency owns the rights to all data/records produced as part of this contract.

G. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

H. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

I. No disposition of documents will be allowed without the prior written consent of the Contracting

Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

J. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

IV. SCHEDULING, PHASING, AND WORKING HOURS:

A. Design Phase: All design related work (e.g., site visit, meeting, etc.) at the VA facility MUST be coordinated with the project’s COR. All work shall be performed during normal business hours (7:00 am to 5:00 pm, Monday through Friday). All requests for work after normal business hours, WHEN hours (Weekends, Holidays, Evenings and Nights) must be requested by the A/E contractor at 14-calendar days in advance.

B. Construction Phase: All work hours MUST be coordinated with the project’s COR. Work shall be performed during normal business hours (7:00 am to 5:00 pm, Monday through Friday) so as to not interfere with Hospital and CLC inpatient beds during evenings. Some VA areas will require work being completed DURING WHEN hours (Weekends, Holidays, Evenings and Nights). Contractor shall coordinate work hours in accordance with Attachment 1. Additionally, construction shall be performed (scheduled and phased) to ensure that exterior egress/ingress areas are completely operational by normal business hours the following workday.

C. Length of Project

1. Project will have a 116 calendar day design phase. Please refer to Program Guide PG-18-15, Volume C for document requirements.

1. From Notice to Proceed, Design-Build Team A/E shall submit Design Development drawings to 50% within 30 calendar days. Allow 14 calendar days for VA review.

2. Design-Build Team A/E shall submit Construction Document drawings to 95%, which incorporates the VA’s comments on the 50% submission within 30 calendar days. Allow 14 calendar days for VA review.

3. Design-Build Team A/E shall submit Final Document drawings to 100% (Signed & Sealed), which incorporates the VA’s comments on the 95% submission within 14 calendar days. Allow 14 calendar days for VA review.

2. Design-Build Team A/E will schedule a Pre-Construction Meeting with all pertinent VA personnel for final drawing approval before construction start submission within 14 calendar days of receiving Government acceptance of 100% drawings.

3. Project’s construction and equipment installation phase MUST be completed in no more than 365 calendar days from Design completion and Government acceptance.

4. Contractor shall submit a Critical Path Method (CPM) schedule for BOTH Design phase and Construction phase with estimated dates and itemized cost of work to the Contracting Officer for review and approval before Notice to proceed.

D. Utility Outages, including disruption of fire alarms, must be requested by the Contractor at least 14 calendar days in advance.

V. PROJECT CLASSIFICATION:

This project has been classified per the Construction Infection Control Risk Assessment as the following in accordance with Attachment 1:

a) Type B, Medium/High Risk Group, Class II (ISLM Level I) Project

b) Type B, Highest Risk Group, Class III (ISLM Level I) Project.

c) Type C, Medium/High Risk Group, Class III (ISLM Level I) Project.

VI. SAFETY REQUIREMENTS:

All Contractor's personal are required to have completed an OSHA-approved 10-hour construction worker course prior to working on the site. The On-site general superintendent/supervisor is required to have completed an OSHA-approved 30-hour construction course prior to working on the site. Every worker must provide the Contracting Officer a copy of current certificates identifying successful completion of the training prior to executing work for the Veterans Administration. In addition, Contractor shall provide submittals for contract construction or renovation work which include the names, qualifications, and training dates for Contractor’s Competent Persons (CP), who has been designated to administer the site-specific safety program, as well as the CP for other activities as required by OSHA regulation 29 CFR 1926.32 (such as scaffolds, cranes, excavations, etc.). Contractor’s CP are required to implement and maintain effective safety programs that identify and control hazards that may cause injury or illness to VA patients, staff, visitors, and contractor employees. The VA CP does not take the place of Contractor’s CP nor acts on their behalf. The VA CP determines if Contractor is meeting VA standards and contractual requirements for safety and OSHA compliance. When these standards and contract requirements are not being met, the VA COR and/or CP will take immediate action to prevent injury, non-compliance, and/or property damage. The Contractor shall submit an Activity Hazard Analysis, and an Accident Prevention Plan as per FAR 52.236-13 prior to commencement of site activities. The Government shall have 21 calendar days to review the AHA and APP.

VII. GOVERNMENT FURNISHED INFORMATION:

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

VIII. RESOURCES:

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

A. Office of Construction & Facilities Management Site Map:

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

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

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

2. Design and Construction Procedures (PG-18-3)

3. VA Standard Details and CAD Standards (PG-18-4)

4. Equipment Guide List (PG-18-5)

5. Equipment Inspection Manual (Program Guide 7610.2)

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

7. Space Planning Criteria (PG-18-9)

8. Design Manuals (by discipline) (PG-18-10)

9. Design Guides (graphical, by function) (PG-18-12)

10. Barrier Free Design Guide (PG-18-13)

11. Room Finishes, Door and Hardware Schedules (PG-18-14)

12. Minimum Requirements for A/E Submissions (PG-18-15)

13. Environmental Planning Guidance (PG-18-17)

14. HVAC Design Manual for Hospitals Amendment B

15. Lighting Study

16. Design Alerts

17. Quality Alerts

18. VA Signage Design Guide

19. Fire Protection Design Manual – Latest Edition

20. Cost Estimating

21. Physical Security Design Manuals for VA Facilities – Mission Critical Facilities (VA Handbook

0730)

22. Information Security Handbook VA 6500

23. Energy Reduction Manual (First Draft) http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/sitemap.asp http://www.cfm.va.gov/TIL/

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

D. Department of Veterans Affair Utilities Design Manual.

E. Office of Construction & Facilities Management: http://www.cfm.va.gov/index.asp

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

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

3. Construction Infection Control Risk Assessment Memorandum

F. Other design and construction standards and publications that shall be applied to this work includes, but are not limited to:

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

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

3. OSHA Rules and Regulations

4. International Building Code (ICC) latest edition

5. Life Safety Code (NFPA 101) latest edition

6. The Joint Commission (TJC) Accreditation manual (latest edition)

7. Sustainable Design Requirements (01 81 11)

8. Construction Waste Management (01 74 19)

G. Applicable sections of the VA Master Construction Specifications will be prepared by the

Architect/Engineer, including all the necessary adaptations.

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

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

J. Standard Drawing Details, in accordance with PG-18-4, shall be utilized to the greatest extent practicable.

K. Cost estimates shall be developed in strict conformance with VA’s Manual for Preparation of Cost

Estimates & Related Documents for VA Facilities (March 8, 2011).

http://www.cfm.va.gov/til/dManual/dmCost.pdf

L. Guidelines for Design and Construction of Health Care Facilities, Latest Edition, published by The Facilities Guidelines Institute (FGI). http://www.fgiguidelines.org/

M. Physical Security Standard, compliance with Medical Center Policy 138-3 and VHA Handbook 0730/2 (latest revision.)

N. Plumbing System Design & Water Treatment/Design to prevent Legionnaires. VA Plumbing Design Manual and VHA Directive 2008-010, PREVENTION OF LEGIONEELA DISEASE, and VHA Directive 2009-009, DOMESTIC HOT WATER TEMPERATURE LIMITS FOR LEGIONELLA

PREVENTION AND SCALD CONTROL.

IX. DESIGN AND DOCUMENT REQUIREMENTS:

A. Design Requirements - Compliance with codes and standards.

1. Project design shall be in compliance with applicable standards and codes described in VA Program

Guides and design materials included or referenced in the solicitation materials. See “Resources” above.

2. See “Approved Construction documents”, below, for required inclusion of design review comments.

3. In the design of new building and alteration work under this contract, the Design-Build Team A/E shall consider all requirements (other than procedural requirements) of:

1. Zoning laws:

2. Environmental and erosion control regulations; and http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/index.asp http://cfm.va.gov.til/ http://www1.va.gov/vasafety/ http://www.nfpa.org/ http://www.cfm.va.gov/til/dManual/dmCost.pdf http://www.fgiguidelines.org/

3. Laws relating to landscaping, open space, minimum distance of a building from the property line, maximum height of a building, historic preservation, and esthetic qualities of a building.

Also similar laws, of the State and local political division, which would apply to the building if it, were not to be constructed or altered by the U.S. Government. The Design-Build Team 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 Design-Build Team A/E and VA shall give due consideration to the recommendations of the referenced building officials. VA will also permit inspection by the officials 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 VA with a copy of the schedule before construction begins or give reasonable notice of their intention to inspect before conducting an inspection

4. The Design-Build Team 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.

5. 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 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.

6. The Design-Build Team A/E shall advise the Contracting Officer of any variances with the applicable Department of Labor, Occupational Safety and Health Standards, for occupancy requirements.

B. Design Review Meetings:

1. A review meeting to resolve design issues will be held for each design review package submitted.

The meeting will include discussion of VA comments on functional relationships and technical peer review comments (by others).

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

3. The DB team shall allow a minimum of fourteen (14) calendar days for each review cycle. A cycle includes:

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

b. The review meeting.

c. DB teams’ receipt of comments from the VA, either electronically, by fax, or by hard copy delivery.

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

Manager/COR (for the VA) and the Design-Build Team A/E Project Manager (for the Design-Build Team A/E). See Quality Assurance/Quality Control.

C. Design Review Submissions:

1. The Design-Build Team A/E shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice and prevailing codes.

2. The documents may be divided into multiple review submission packages. The VA will review as many as six (6) package submissions (examples: demolition, civil, architectural, structural, mechanical, Electrical, plumbing etc.) to facilitate the start of construction.

3. All submission packages will be reviewed at Design Development (50%), Construction Documents (95%) and Final Documents (100%) completion stages. The (100%) review submission packages will incorporate the final review comments from the (95%) review. If any package is not complete for the required stage a post review may be required the cost of which will be borne by the DB Team. The (100%) set of drawings will be the final set of drawings that will be used for construction and stamped by engineer and architect of record.

4. Each review submission package shall include 3 hard copy sets (2 Full Size & 1 Half Size) and 1 PDF sets on CD-ROM. The package will include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be distributed to the VA Project’s COR, the VA Contracting Officer (CO). and others as determined to be appropriate by the VA.

5. Upon Contractor review of the TIL Specifications and Design Guidelines associated with the Project Scope of Work, the Design-Build Team A/E shall be responsible to prepare and submit for Government review and acceptance a full set of specifications (2 hard copies, 2 electronic), specific to the project, from the Master Specifications located in the TIL. The Specifications shall be contractor modified to include VA Guidelines and Code requirements consistent with NFPA, IBC, FBC, FGI Guidelines for Design and Construction of Health Care Facilities.

6. In addition to the Project Specific Specifications, the Contractor shall submit a binder of product cut sheets, MSDSs, and all required Contract submittals.

7. Contractor will be responsible to submit as-build CAD drawings at the end of the project reflecting the new floor layout changes to the VA Engineering office as part of the close out documents.

D. Electronic Media:

1. Design review submission drawings and final Construction Document submission drawings will be executed in electronic format AutoCAD version 2020 or backwards compatible format.

2. The drawings included will be available to the Design-Build Team A/E team in electronic format in

AutoCAD version 2020 or PDF format for use in preparing the construction drawings if possible.

Since data stored on electronic media can deteriorate undetected or be modified without the Architect/Engineer’s knowledge, the CAD drawing files are provided without warranty or obligation on the part of the Architect/Engineer as to accuracy or information contained in the files. The user shall independently verify all information in the files. Any user shall agree to indemnify and hold the Architect Engineer harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the CAD drawing files.

3. Design review submission specifications , final Construction Document submission specifications and other 8 1/2 by 11 formatted material will be executed in electronic format Microsoft Word

4. The specifications included shall be available to the Design-Build Team A/E in electronic format in Microsoft Word, for use in preparing the construction specifications. Since data stored on electronic media can deteriorate undetected or be modified without the Architect/Engineer’s knowledge, the CAD version 2013 drawing files are provided without warranty or obligation on the part of the Architect/Engineer as to accuracy or information contained in the files. The design builder shall independently verify all information in the files and shall agree to indemnify and hold the Architect Engineer harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the electronic files.

5. The construction record drawings shall be completed in at least AutoCAD version 2020 and backward compatible format. Designer/contractor will submit an AUTOCAD copy (as build drawings) after the completion of the project and before close out to the VA for engineering records and update tracking purposes.

6. Construction shop drawings are not required to be completed in AutoCAD.

E. Professional Licensing:

1. The Design-Build Team 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 architect whose seal is shown will be known as the Architect of Record. The Design- Build Team A/E shall certify compliance with the VA RFP and all applicable codes.

F. Approved Construction Documents:

1. The final construction document submission package will be submitted by the Design-Build Team

A/E for approval by the VA after completion of the 95% review cycle for the final package to be submitted by the Design-Build Team A/E. The VA will have 14 calendar days to take approval action.

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

3. The final construction documents submission package will incorporate all VA supplied comments from the earlier 50% and 95% submission package reviews and will comply with the VA requirements.

4. If the final construction documents submission package is not complete a post submittal may be required, the cost of which will be borne by the Design-Build Team A/E.

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

G. Construction Drawing Preparation - Mandatory material and equipment schedules and details may be indicated either on the drawings or in the specifications, at the option of the Design-Build Team A/E.

The construction drawings shall include a coordinated set of the following. (Reference Program Guide, PG-18-15, Volume C)

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

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

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

H. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA requirements. The specification submitted for review shall include:

1. 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;

2. Other data as appropriate to clearly identify the product that will be used in the construction of the project i.e. shop drawings, product data, and samples as required by the VA documents; and

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

X. QUALITY ASSURANCE/QUALITY CONTROL:

A. To reduce design errors and omissions, the Design-Build Team A/E shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

B. Within 2 weeks of receipt of Notice to Proceed, the Design-Build Team A/E will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the Design-Build Team A/E member responsible for

QA/QC.

1. Upon its completion each task shall be initialed and dated by the responsible Design-Build Team A/E member.

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

XI. CONSTRUCTION PERIOD SERVICES

A. Pre-Construction Meeting

The DB A/E, as part of the Design-Build Team A/E, shall participate in the pre-construction meeting with the VA and DB Contractor. The DB A/E shall be prepared to respond to the VA concerns, and shall provide overview of the design.

B. Site Visits & Inspections

1. During Construction Period Services, the DB A/E shall visit the job site as appropriate to the stage of construction to determine in general if the work is being performed in a manner indicating that the work, when completed, will be in accordance with the working drawings.

2. During the construction period the DB A/E shall make weekly visits to the project site when requested by the Contracting Officers Representative (COR). The Contracting Officers Representative (COR) may also request visits for special purposes. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The Contracting Officers Representative (COR) has the prerogative to determine the professional discipline(s) required for any visit. The DB A/E shall observe the construction, advise the COR of any deviations or deficiencies or solutions to issues discussed. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Contracting Officers Representative (COR) within three workdays following the site visit date.

C. Disputes, Interpretations and Clarifications

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

D. Other submittals

The DB team shall submit test results, certificates, manufacturer’s instructions, manufacturer’s field reports, etc. as required by the VA RFP specifications, to the VA Project Manager/COR.

E. Project record drawings

The Design-Build Team A/E will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the RFP specifications. The project record drawings will be available for review by the VA Resident Engineer at all times.

F. Shop drawings and submittals

The DB A/E shall check government furnished and/or the contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor-laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the RFP Documents and construction documents. The DB A/E shall recommend approval, disapproval, or other suitable disposition to the VA.

The VA will have final approval authority. The DB A/E shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the DB A/E will request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the DB A/E shall review all prior submittals for related components of the system before acting on a single component. The DB A/E may be required to hold joint reviews with the VA technical staff and /or the Contractor on complicated system submittals. The DB A/E shall notify the VA COR in writing of any and all deviations from the requirements of the construction documents that he has found in the submittals.

G. Inspections and Testing

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

2. DB A/E shall review and approve or take other appropriate action on test reports and Punch List items to be completed or corrected. DB A/E shall approve or disapprove test reports and forward findings to the VA for final disposition. DB Team shall forward approved inspection and testing document or lists to the VA for final disposition.

H. Review of Documents and Work Acceptance On closeout of Construction Period Services, the Design-Build Team A/E shall certify that the Contract Documents requirements and intent have been satisfied, workmanship is Professional and at an acceptable level, submittals and other DB supplied Documents as required in Contract Documents are in order and stamped approved. However, the Government’s final acceptance of the Work is at the discretion of the COR and shall be authorized in writing by the VA Contracting Officer only.

I. Project Close-Out

The Design-Build Team A/E shall comply with the requirements in the “General Conditions”, Section 01001, and “General Requirements”, Section 01010, for submission of final RFP as built drawings, manuals, and other documents as noted. Required as built drawings and specifications will be submitted in the same format required for the construction documents.

J. AS-BUILT

The Design-Build Team A/E shall prepare and submit AS-BUILT drawings as developed from the Construction activities re-lined as-built. Drawings shall be submitted in AutoCAD 2020 (or earlier) format and shall reflect the actual as-built conditions. Stamp drawings in large red bold letters “AS- BUILT” in the lower right-hand corner of all drawings. Drawings shall be submitted on full size consistent with previous requirements herein.