Draft Supplement B 657A5-26-104.pdf

A/E CONTRACT SUPPLEMENT B Draft Copy

PROJECT NUMBER 657A5-26-104

Project Title: Relocate Cath Lab to Building 1 Fourth Floor

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

DESIGN TIMEFRAME: A/E shall deliver final construction documents No Later Than (NLT) 365 days after the Award/Notice to Proceed Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION: $ 5,000,000- $10,000,000. The A/E will also be required to incorporate deductive alternate bid items into the construction documents that will allow for up to a 20% cost reduction.

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The mission of the Veterans Affairs Medical Center (VAMC) in Marion, Illinois is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, Marion VAMC Engineering Service intends to partner with an A/E Firm to relocate Cardiac Cath Lab from Building 1 second floor to building one fourth floor at the Marion VAMC Campus, 2401 West Main Street, Marion, IL 62959.

The A/E Firm must provide Basic Professional Services as delineated in the Scope of Work. As part of the Basic Professional Services, Marion VAMC Engineering Service expects the following primary A/E disciplines to be included: Supervisory, VPIH, Civil/Structural, Architectural, Mechanical, Plumbing and Electrical, Physical Security and Fire Protection.

II. SCOPE OF CONSTRUCTION PROJECT:

1. Existing Conditions: Fourth floor Building 1 currently accommodates (3) operating rooms, an Endoscopy procedure room and recovery room. The ward also contains patient care support spaces, including: Reception room, Recovery room, EMS closets, locker rooms, linen closet, nurse station, nursing staff administrative space, nourishment, local pharmaceutical dispensary, and utility spaces. The floor area of 4th floor is approximately 5,320 gross square feet (gsf).

2. Project Intent:

a. Survey/Site Investigation:

i. A survey/investigation shall be undertaken to fully assess site conditions and existing conditions of the proposed project area.

ii. Investigation into other potential system upgrades will occur concurrently.

Upgrades could be driven by advances in technology, safety, energy savings or any other factors which would improve overall system performance within the limitations of the project intent.

iii. Investigation shall include documenting interior station utilities that may be affected during construction activity.

b. General Conditions:

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

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

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

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

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

vi. Design errors or omissions, which result in damages or additional cost to the Government will be evaluated for potential A/E liability. If the Government determines that the A/E is financially liable for a design deficiency, the Government will advise the A/E by official correspondence. The Department of Veterans Affairs actively pursues reimbursement of costs incurred by the Government as result of the A/E’s errors and/or negligent performance. The preferred method of settlement of A/E financial liability is for the A/E to negotiate directly with the Contractor and provide the result to the Department of Veterans Affairs for review and approval.

Where the A/E cannot reach an agreement with the Construction Contractor or if the A/E declines to negotiate, The Department of Veterans Affairs will arrange settlement directly with the Contractor and will bill the A/E.

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

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

c. Demolition:

i. As determined during design, all existing materials removed during construction will be disposed of according to the direction of the construction documents and as directed by VA staff.

d. Industrial Hygiene:

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

e. Structural:

i. Determine capacity of existing building structure to accept the upgraded mechanical components proposed, if needed.

ii. If weaknesses or inabilities to accept the components are encountered, modifications to the structure to allow for the upgraded component would likewise be proposed as part of the project documents.

iii. Determine anchorage and bracing necessary to resist seismic loads for all material and components added by this project in accordance with the VA Structural Design Manual (PG-18-10).

f. Architectural:

i. The scope of architectural work shall include all work architectural work necessary to move Cath Lab and effectively update the spaces included in the project area.

g. Mechanical:

i. The scope of mechanical work shall include updates to all existing mechanical systems that serve the proposed project area.

ii. HVAC system capable of meeting most recent VA HVAC design requirements for

100% outside air in patient care spaces.

h. Plumbing:

i. The scope of plumbing work shall include updates to all plumbing systems, fixtures, outlets, disposal and ventilation systems, including:

i. Domestic water systems – piping, fixtures, etc.

ii. Medical gas systems – including piping, valves, outlets, panels, etc.

iii. Fire Protection systems

iv. Waste water disposal/sanitary sewer

i. Electrical/IT/Telecom:

i. The scope of electrical/IT/telecom work shall include updates to all existing electrical/IT/telecom systems that serve the proposed project area.

ii. Provide construction period services for arc flash and protective device coordination for all equipment under the project scope. After new equipment selection, the A/E shall provide the aforementioned services in addition to typical design phase site investigation and construction phase site visits. Submit TCC’s to the COR for approval. Refer to the VA Electrical Design Manual (PG-18-10) section 1.10. Include VA Master Spec (PG-18-1) 26 05 73.

j. Construction Phasing:

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

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

III. SCOPE OF WORK FOR A/E:

1. Design Development:

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

b. Upon completion of initial field survey and assessment, provide a comprehensive report of existing conditions and findings to Marion VAMC Engineering Service. Report will include initial cost estimate for all work included in the Relocate Cath Lab to Building 1 Fourth Floor. This report will be considered the Design Narrative as referenced in ”B5 DESIGN REVIEW AND COMPLETION SCHEDULE” below.

c. Design shall comply with the most current version of the VA Physical Security & Resiliency

Design Manual at time of award found on the VA technical Information Library:

https://www.cfm.va.gov/til/dManual.asp

d. General Statement: The A/E shall prepare plans and specifications for a construction contract to accomplish the following work:

I. Renovate 4th Floor Building to comply with the latest patient care standards and requirements II. Provide a design to include one operating room, and 5 Prep/Recovery Bays.

III. Provide a design to accommodate and update all existing patient and staff support spaces required to comply with facility needs and VA requirements for a functional Cath Lab. An approximation of the program needs has been listed in the Table below.

Cath Lab - Program for Design

Cath Lab Quantity NSF Program for Design

Anesthesia Equipment Room 1 120 120 Anesthesia Team Room 1 120 120 Break Room 1 120 120 Clean Linen Room 1 80 80 Clean Utility Room 1 80 80 Consult/Teaching 1 120 120 Control Room (with PACS Viewing Workstation) 1 120 120 Crash Care Alcove 1 20 20 Equipment Storage 1 120 120 Family Restroom 1 80 80 Female Locker Room 1 100 100 Female Restroom 1 60 60

HAC 1 60 100

https://www.cfm.va.gov/til/dManual.asp

Handwashing Station (Scrub Room) 1 10 80 Imaging Equipment Alcove 1 30 30 Logistic Storage 1 120 120 Male Locker Room 1 100 100 Male Restroom 1 60 60 Med Equipment Room 1 120 120 Nourishment Room 1 60 60 Operating Room 1 750 750 OR Equipment Room 1 120 120 Patient Team Room (Patient Procedure Room) 1 120 160 Prep/Recovery Bays 4 120 480 Service Chief 1 100 100 Provider Workroom 1 120 120 Reception 1 85 85 Refreshment Alcove 1 40 40 Sterile Storage 1 100 100 Patient Restroom 1 60 60 Soiled Utility 1 80 80 Waiting Room 1 160 160

Wheelchair/Stretcher Alcove 1 30 30

Totals 4095

4th Floor Available Sq Ft 5430 Reserved Corridor Sq Ft (154'x8') 1232 Difference Program for Design Available Sq Ft 4198 103

IV. Provide a design to update all systems within Fourth floor building 1, including but not limited to:

i. Mechanical, Electrical, Plumbing (MEP)

ii. Architectural

iii. Information Technology (IT)

iv. Fire Protection

v. Physical Security

V. Provide a design that accommodates all the latest VA standards and code requirements for spaces intended for standard and intensive inpatient care.

VI. Design the Government’s Guiding Principles for Sustainable Federal Buildings standards with verification by a Professional Engineering stamp and completion of the Guiding Principles Checklist. Architect is responsible for verifying that the construction meets the Guiding Principles for Sustainable Federal Buildings.

VII. Full commissioning per the VA Whole Building Commissioning Process Manual as applicable to this building is required. All associated costs and labor (Commissioning agent(s), inspections/witnessing, and documentation) shall be the responsibility of the Architect. Provide cost estimates associated with deduct alternates.

VIII. Design multiple deductive bid alternates into the construction documents equal to at least 20% of the total construction cost. The base design must be fully functional with or without the alternates. Provide an itemized cost estimate associated with each deduct alternate.

2. Construction Documents:

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

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

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

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

4. Functional Product:

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

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

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

d. The A/E shall submit a design narrative (15%) and design plans (30%, 60%, 90%, 100%

Contract Docs for Bidding, and Release for Construction Set) specifications, submittals schedule, estimates and other documentation in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B. The construction work will be performed under a separate Firm-Fixed-Price contract awarded by the VA. As a result, the Construction Documents must conform to the estimated Total Construction Cost Price, not including any contingencies, and convey the entire construction work completely and clearly, such that any bidder can produce an accurate bid without surveying the work site.

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

f. Prior to submittal of a response to this proposal the A/E shall meet with the Contracting

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

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

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

5. Sustainability Requirements:

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

b. The following deviations are allowed: Not applicable.

c. GUIDING PRINCIPLES CHECKLIST: A/E shall complete and submit the appropriate Federal Energy Management Guiding Principles Checklist:

https://energy.gov/eere/femp/downloads/guiding-principles-checklists-new-construction-and-modernization-and-existing

IV. A/E FEE DETERMINATION:

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

1. Submit completed Price Proposal on NCO 15 Form 10-6298. The spreadsheet is to have the work broken out in hours by position, by discipline and by design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline.

Include a summary of the foregoing with the number of hours required for each drawing type and each major task. The spreadsheet will be used to facilitate review and comprehension of work effort and document fee. Include Part IV in cover letter and Part V (signed) as a separate attachment. Submit the electronic file of the spreadsheet upon request.

https://www.cfm.va.gov/til/sustain.asp https://energy.gov/eere/femp/downloads/guiding-principles-checklists-new-construction-and-modernization-and-existing https://energy.gov/eere/femp/downloads/guiding-principles-checklists-new-construction-and-modernization-and-existing

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

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

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

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

V. REPORTS, DRAWINGS, SPECIFICATIONS AND SCHEDULES:

1. Kick-Off Meeting:

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

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

2. Schematic Design:

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

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

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

3. Design Development:

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

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

4. Construction Documents:

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

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

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

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

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

5. As-Built Drawings:

a. The A/E firm shall submit one (1) complete set of drawings provided on disc using AutoCAD

Release 2017 or later version and also .pdf format. Models should be provided in Revit 2017 or later. The A/E shall follow the VA Standard CAD format for layering in accordance with the “B3 DESIGN CRITERIA” section of this Supplement B.

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

6. Reproduction of Drawings and Specifications:

a. Shall be prepared in MS Word and drawings shall be prepared in MS Word and drawings shall be prepared in AutoCad 2017 (or newer) and Revit and submitted to the VA in Revit formatted files in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B.

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

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

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

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

VI. PROMOTION OF FULL AND OPEN COMPETITION:

1. A/E agrees to prepare specifications that are not competitively restrictive or proprietary.

Specifications will be based on performance criteria when possible and will not use a product by a specific manufacturer, except as a basis of design.

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

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

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

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

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

VII. MISCELLANEOUS:

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

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

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

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

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

a. Concurred as Written

b. Non-Concurred; Request Discussion

c. Requires Clarification

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

VIII. DESIGN FUNDING LIMITATION:

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

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

IX. PROBABLE CONSTRUCTION COST ESTIMATE:

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

2. VA Form 10-6238 or equivalent, Estimate Worksheet: This form serves two purposes:

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

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

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

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

General Division shall include costs associated with project duration. Include Summary of estimate by Division Number with each submittal.

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

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

b. Labor dollars by trade (or crew1)

c. Material quantity

d. Material dollars

e. Equipment Rental and associated cost

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

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

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

B2 INDUSTRIAL HYGIENE SERVICES:

I. INDUSTRIAL HYGIENIST TASKS:

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

1. Architect/Engineer Responsibilities:

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

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

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

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

e. Review the I.H. Report.

f. Produce a written report compiling all necessary information.

II. VA PROFESSIONAL INDUSTRIAL HYGIENIST (VPIH):

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

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

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

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

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

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

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

B3 GOVERNMENT FURNISHED DESIGN CRITERIA:

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

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

-VA Master Construction Specifications, Program Guide, PG-18-1;

http://www.cfm.va.gov/TIL/spec.asp

-VA Design and Construction Procedures, PG-18-3; http://www.cfm.va.gov/TIL/cPro.asp -VA Standard Details, PG-18-4, Volumes 1, 3, 4, 5, 6 & 7; http://www.cfm.va.gov/TIL/sDetail.asp -VA Equipment Guide List, PG-18-5; http://www.cfm.va.gov/TIL/equip.asp -VA Physical Security and Resiliency Design Manual, https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf -VA Seismic Design Handbook, H-18-8; http://www.cfm.va.gov/TIL/seismic.asp -VA Space Planning Criteria, PG-18-9; http://www.cfm.va.gov/TIL/planning.asp -VA Design Manuals for the applicable disciplines, PG-18-10; http://www.cfm.va.gov/til/dManual.asp -VA Design Guides for graphics, PG-18-12; http://www.cfm.va.gov/til/dGuide.asp -VA Barrier Free Design Guide, PG-18-13; http://www.cfm.va.gov/TIL/accessibility.asp -VA Room Finishes, Door and Hardware Schedule, PG-18-14;

http://www.cfm.va.gov/TIL/room/RoomFinishes.pdf -VA Minimum Requirements for A/E Submissions, PG-18-15;

http://www.cfm.va.gov/til/aeDesSubReq.asp -VA Environmental Compliance Manual, PG-18-17; http://www.cfm.va.gov/til/spclRqmts.asp#EC -VA Design Alerts and Quality Alerts; http://www.cfm.va.gov/til/alert.asp -VA CAD Standards; http://www.cfm.va.gov/til/projReq.asp#cad -VA Design Review Checklists; http://www.cfm.va.gov/til/projReq.asp#reviewCheck -VA AE Design Submission Requirements; http://www.cfm.va.gov/til/aeDesSubReq.asp -Office of Construction & Facilities Management Design Manual, Architectural Design Manual, http://www.cfm.va.gov/til/dManual/dmARhosp.pdf -Seismic Design Manual for VA Retrofit Projects -VA Directive 0056 – VA Sustainable Building Program -VA Medical Center Memorandums (“MCM”) (Request From COR)

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

B4 DESIGN DELIVERABLES:

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

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

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

http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/equip.asp http://www.cfm.va.gov/TIL/equip.asp https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf file://v15.med.va.gov/v15/MRN/Services/Engineering/Projects/Fiscal%20Year/FY-23/657A5-23-114%20Construct%20Campus%20Perimeter%20Barrier%20for%20Physical%20Security/AE/COR%20Required%20Documents/H-18-8 http://www.cfm.va.gov/TIL/seismic.asp file://v15.med.va.gov/v15/MRN/Services/Engineering/Projects/Fiscal%20Year/FY-23/657A5-23-114%20Construct%20Campus%20Perimeter%20Barrier%20for%20Physical%20Security/AE/COR%20Required%20Documents/PG-18-http://www.cfm.va.gov/TIL/planning.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/TIL/accessibility.asp http://www.cfm.va.gov/TIL/accessibility.asp file://v15.med.va.gov/v15/MRN/Services/Engineering/Projects/Fiscal%20Year/FY-23/657A5-23-114%20Construct%20Campus%20Perimeter%20Barrier%20for%20Physical%20Security/AE/COR%20Required%20Documents/PG-18-14 http://www.cfm.va.gov/TIL/room/RoomFinishes.pdf http://www.cfm.va.gov/til/spclRqmts.asp#EC http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/spclRqmts.asp#EC http://www.cfm.va.gov/til/spclRqmts.asp#EC http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/alert.asp http://www.cfm.va.gov/til/projReq.asp#reviewCheck http://www.cfm.va.gov/til/projReq.asp#reviewCheck http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/dManual/dmARhosp.pdf

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

3. The A/E shall provide a “Stand Alone Certification Memo” to the VA with the 60% Contract

Documents for Bidding. (see attached format).

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

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

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

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

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

MILESTONE SUBMITTAL REQUIREMENTS

Number of Required Submittal Documents

Submittal Description Digital File Letter Drawings .orig .pdf Half Size Full Size Mylar

Design Narrative Submittal:

Condition Assessment 1

Cost Estimate 1 1

30% Schematic Design Submittal:

Cost Estimate 1 1 Reports & Calculations 1 Outline Specifications 1 1

Drawings 1 2 1

60% Contract Document Submittal

Cost Estimate 1 1 Reports & Calculations 1

Draft Specifications 1 1 Drawings 1 2 1

Stand Alone Certification Memo 1 1

90% Contract Document Submittal

Cost Estimate 1 1 Reports & Calculations 1

Specifications 1 1 Drawings 1 2 1

100% Contract Documents for Bidding

Final Cost Estimate 1 1 Reports & Calculations 1

Specifications 1 1 Drawings 1 2 1

Release for Construction Set (Incorporate all Solicitation Amendments):

Final Cost Estimate 1 1 Reports & Calculations 1

Specifications 1 1 Drawings 1 2 1

Existing Condition Record Drawings 1 2 1

Record Document Submittal:

Final Project Construction Cost 1 1 Operation & Maintenance Manuals 1 1

Record Specifications 1 1 Record Drawings 1 1 1

B5 DESIGN REVIEW AND COMPLETION SCHEDULE:

I. The A/E shall perform the work required by this contract within 365 calendar days reflective of schedule below. The A/E shall provide Professional Architects and Engineers as directed by the Contracting Officer (CO) who are familiar with the work to attend the Design Reviews on the following days:

Design Phase Phase Duration

(Days1) Calendar Days from

NTP

Beginning of Site Investigation 20 20

Completion of Site Investigation 54 74

Deliver Conceptual Study and Scope to CO 22 96

Deliver Schematic Design (30%) Materials to CO 33 129

Review Schematic Design (30%) Materials 22 151

Deliver Design Development (60%) Materials to CO 44 195

Review Design Development (60%) Materials 22 217

Deliver Design Development (90%) Materials to CO 43 260

Review Design Development (90%) Materials 22 282

Deliver Construction Documents (100%) to CO 26 308

Review Construction Documents (100%) 29 337

Deliver Final Contract Documents to CO for Bidding 28 365

Record Document Submittal: TBD TBD

Note 1: Number of Days is calendar days.

1. The delivery of the conceptual study and scope shall coincide with a conceptual review meeting at the Marion VAMC Engineering Building Conference Room. The AE shall collect all design options, data and illustrations and present them to the CO and COR for evaluation. The engineering building white board and projector will be available for use by the AE but the AE must supply their own computer. The CO, COR and all other meeting attendees will review the proposed design options presented and select an option to move forward with. The decision on the design option selection will be made by the VA and returned to the architect within 24 hours of the conceptual review meeting.

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

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

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

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

B6 CONCEPTUAL STUDY AND SCOPE SUBMISSION:

I. ARCHITECTURAL, STRUCTURAL, MECHANICAL AND ELECTRICAL:

1. Submit 2-D and 3-D sketches as necessary to detail the proposed design conceptual upgrades/modifications and the associated extents of work. Include other pertinent information as necessary to allow Medical Center Leadership, COR’s and End-Users to choose which concept they desire to be developed further.

2. Identify existing system code compliance issues and the options available to address those issues.

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

4. Show roof plans if required.

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

II. COST ESTIMATES:

1. A/E shall submit construction cost estimates for each conceptual configuration simultaneously with the drawings. The estimates shall reflect, as accurately as possible, the total construction cost associated with the different concepts.

B7 SCHEMATIC REVIEW SUBMISSION (30% REVIEW):

I. SPECIFICATIONS:

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

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

II. ARCHITECTURAL:

1. Submit as a minimum, a layout for each project. Include fixed equipment at a scale not less than

1/8” =1’ 0”. Submit ¼” – 1’ 0” scale floor plans of special rooms such as the Cath Lab procedure room, recovery room, etc., to show layout and identification of equipment. Include elevation views and or renderings as necessary to allow end users to decide which concept they desire to be developed.

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

3. Show roof and penthouse plans if required.

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

III. STRUCTURAL:

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

2. Submit supporting calculations.

IV. MECHANICAL:

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

http://www.va.gov/facmgt

2. Provide a written description of the replacement HVAC unit considered for the project and how it will be…