Final SOW 7-21-21 WPB EHRM Infra.pdf

A-E Scope of Work

Project Title: EHRM Infrastructure Upgrades – West Palm Beach, FL Project Number: 548-22-700

Table of Contents

1. Overview …………………………………………………………………………………………….. 2

1.1 Introduction/Project Intent ..………………………………………………….. 2

2. General Scope..…………………………………………………………………………………….. 3

2.1 Design Disciplines/Services……………………………………………………… 3

2.2 Site Investigation…………………………………………………………………….. 4

2.3 Surveys……………………………………………………………………………………. 5

2.4 Codes, Standards and Executive Orders………………………………….. 5

2.5 Quality Control………………………………………………………………………. 7

3. General Submission Services……………………………………………………………….. 7

3.1 Review Aids……………………………………………………………………………. 7

3.2 Drawings………………………………………………………………………………… 7

3.3 Estimate Submission Requirements……………………………………….. 8

3.4 Proposed Phasing and Construction Schedule………………………… 8

3.5 Specifications…………………………………………………………………………. 9

3.6 Design Site Visit, Meetings/Conferences and Discussions………. 10

3.7 Infection Control Risk Assessment & Interim Life Safety………… 10

4. Design Schedule………………………………………………………………………………….. 10

5. Submission Requirements…………………………………………………………………… 11

5.1 First Review…………………………………………………………………………… 11

5.2 Second thru 100% Review…………………………………………………….. 12

5.3 Final Submission……………………………………………………………………. 12

6. Pre-Construction / Construction Period Administration / Services………. 13

6.1 Solicitation Support………..……………………………………………………… 13

6.2 Construction Support…………………………………………………………….. 13

6.3 Value Engineering………………………………………………………………….. 14

6.4 Errors and Omissions…………………………………………………………..…. 14

6.5 Contract Oversight……..……………………………………………………..….. 15

7. OI&T Infrastructure Standard for Telecommunications ………………………. 16 Appendix A – Review Aids……………………………………………………………………….. 17 Appendix B – Basis of Design …………………………………………………………………… 36

1. Overview

1.1 Introduction/Project Intent

1. Project description: The scope of this project includes but not limited to the following infrastructure improvements:

a. A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facilities electric and IT to allow for the new Electronic Health Record Modernization (EHRM) system. Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion and renovation of existing space (demo, new construction, finishes), Construct new Data Center (site work, utilities, fire suppression, foundation, shell, finish, Power, lighting, HVAC, UPS, cabinet relocations, cable management, physical security), physical security upgrades, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, hazardous material construction, patch, finish), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, install diversified path to datacenter for WAN, site prep needs for training space/modular buildings, hazardous material abatement. Project Building locations include: Buildings 1, 3, 4, 6, 7, 10, 12, 14, 15, 16, 19, 22 and site.

b. A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately four (4) site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications (the construction period of performance is twelve (12) months), preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, requirement to create independent cost estimates for the VA, for any modifications, for the attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. The A/E shall review the Contractor’s requests for information and cost proposals for construction change orders when requested by the COR. The A/E’s reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate a detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of the West Palm Beach VA Medical Center record drawings and the EHRM infrastructure readiness assessment documents will be made available for A/E use; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project; both design and construction.

2. Phases of A/E Services: A/E shall provide the services indicated. These services will be provided in distinct phases:

• Schematics – Preliminary User Group Meetings, Field Surveys, Basis of Design (10%

Submittal) – “BD” Basis of Design

• 35% Submittal –“DD” Design Development

• 65% Submittal – “DD” Design Development

• 95% Submittal – “CD” Construction Documents

• 100% Submittal – Bid [Final] Documents

• Option Line Item – Construction Period Services o Project Close Out Submittal – “As-Built” Construction Documents

2. General Scope

2.1 Design Disciplines/Services: A/E shall engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. The following are the minimal expected disciplines to be used for this scope of work. A-E may include additional services which should be identified during proposal submission:

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

2. Architectural: Field verification of elevations and architectural dimensions are crucial to the success of this project, as the existing drawings are best represented.

3. Plumbing/Piping: The plumbing systems need to be evaluated and updated to meet the latest Plumbing Codes. Design modifications, additions and relocations to the plumbing systems and fire protection system must follow the VISN 8 policy and Life Safety codes and other applicable code requirements for a complete certified functional system.

4. Heating, Ventilation and Air Conditioning (HVAC): The HVAC systems need to be evaluated and updated to meet the latest HVAC Design Criteria. The A/E must evaluate the Chilled Water System and the Hot Water / Steam System serving the design scope area.

5. Electrical: The electrical systems need to be evaluated and updated to meet the latest Design

Criteria. The A/E must evaluate the electrical systems serving the design scope area to determine if there is enough, and provide modifications and extensions to the existing electrical systems, security system, communications system, fire / safety system, etc. All panels shall be metered before any planned connection to insure available capacity. This required metering will be the responsibility of the A/E firm to complete. This design shall evaluate existing As–Built drawings and all ongoing electrical upgrade projects during the design process.

6. Life Safety: In addition to in house staffing, an independent third party life safety expert must review design at the 65%, 95% and 100% to ensure it meets current life safety requirements.

Documentation is required at each review.

7. Fire Protection Engineer: The VA requires that all spaces shall be 100% sprinkled throughout the facility. The A/E shall have a fire protection engineer on staff to review and approval stamp the design/build fire protection system in the project as necessary.

8. Special Systems and Equipment: The design will include all special systems and equipment associated with the functions of the space. The A/E shall be required to coordinate the design work directly with the suppliers/ manufacturers of the new equipment and existing to produce a completely designed operational project. All drawings, schematics, and other data available from the equipment suppliers shall be incorporated in the A/E drawings and specifications. The design shall address special systems including but not limited to fire alarm, telecommunications, and security (card access/CCTV). Any new building or renovated space must tie into the existing fire alarm system at the facility.

9. Energy & Resource Conservation: Any alterations or new equipment (motors, light fixtures, HVAC equipment, pumps, chillers, insulation, etc.) shall be energy efficient and resource efficient. This facility’s overall energy usage goal is 142,000 BTU/sq. ft. (142 MBTU/SF). Energy Star, LEEDS and other related criteria shall be utilized. Light bulbs and other equipment shall have very low mercury content or NOT contain mercury at all.

10. Physical Security: The A/E must include a certified physical security specialist. The specialist must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase.

The specialist shall meet the specific requirements listed in the Physical Security & Resiliency Design Manual located on the TIL at https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf The A/E shall ensure that all aspects of the applicable VA Physical Security & Resiliency Design Manual are incorporated into the design and shall prepare a written report acknowledging compliance as required by the MEDICAL CENTER. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf

2.2 Site Investigation:

1. A physical survey of the site shall be conducted to verify existing conditions.

2. Any available information relative to existing conditions at the site of the construction will be furnished to the Highest Rated Firm who is issued the A-E RFP to evaluate and verify such information and make field measurements and investigations as necessary to prepare adequate construction drawings and specifications.

2.3 SURVEYS:

1. The A&E shall make all field surveys required for design and of construction documents

2.4 Codes, Standards and Executive Orders:

1. The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100-678 requires Federal agencies to follow national recognized “model” building codes. The VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. The VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

i. VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

PG-18-1 Master Construction Specifications* PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and

Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

VA Standards Alert 017 R01a Here Infrastructure Standard for Telecommunications Spaces – Version 3 PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures

ii. International Building Code (IBC) including International Mechanical and Plumbing Codes http://www.cfm.va.gov/til/ http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2

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

iv. NFPA National Fire Codes with the exception of NFPA 5000 and NFPA 900.

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

vi. National Electrical Code (NEC)

vii. National Standard Plumbing Code (NSPC)

viii. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1.

ix. ASME Boiler and Pressure Vessel Code

x. ASME Code for Pressure Piping

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

xii. Building Code Requirements for Reinforced Concrete, American Concrete

Institute and Commentary (ACI 318)

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

xiv. Energy Policy Act of 2005 (EPAct)

xv. American Society of Heating and Refrigeration Engineers (ASHRAE) 90.1, Energy

Standards for Buildings Except Low-Rise Residential Buildings

xvi. Federal Leadership in High Performance and Sustainable Buildings:

Memorandum of Understanding (MOU)

xvii. Executive Order 13423: Strengthening Federal Environmental, Energy, and

Transportation Management

xviii. Executive Order 13514: Federal Leadership in Environmental, Energy, and

Economic Performance

xix. The Provisions for Construction and Safety Signs. Stated in the General

Requirements, Section 01 00 00, of the VA Construction Specifications

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

xxi. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

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

3. Conflicts between Nationally Recognized Codes and Standards and VA Requirements: Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the VA COR and CO. The resolution of the conflict shall be made by the authority having jurisdiction for the VA to ensure a consistency system wide.

4. Design Deviations from VA Standards: When proposing variation, deliver a written request to the Contracting Officer, with documentation of the nature and features of the variation and why the variation is desirable and beneficial to Government. If lower cost is a benefit, also include a high magnitude cost comparison.

2.5 Quality Control

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

• Identification and discussion of all organizational and technical interfaces

• Design team members and their areas of responsibility

• Team members responsible for checking the design

• Team members responsible for checking the electronic files

• Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts

• Project Schedule showing key milestones and review periods

2. VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/ .

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

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

3. General Submission Services

3.1 Review Aids:

A/E will complete the review aids in Appendix A for each submission to aid the A/E and the COR in ensuring project design level is at appropriate level:

3.2 Drawings:

1. The A/E shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products (digitally signed DWGs) and PDF format in individual sheet files on CD-ROM. Include all associated support files (i.e. plot styles, external referenced files, etc.). The standard drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e. layer / level structure, fonts, font sizing, file naming http://www.cfm.va.gov/TIL/ conventions, etc.) is that of the latest edition of the National CAD Standard (www.nationalcadstandard.org).

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

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

c. The final sets of the new construction drawings, including the film copies, shall be sealed (embossed & ink stamps) and signed by each respective Professional Engineer in their discipline, Industrial Hygienist, Architect and other necessary licensed professional consultants.

3.3 Estimate Submission Requirements:

1. The A/E shall submit a construction cost estimate from an independent firm for all trade disciplines at each and every project submission in detail as described in Appendix A. This estimate shall reflect the impact of the planned acquisition strategy provided by the COR. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Therefore, if it is shown, it must be priced. If it is shown in detail, it must be priced in detail. For detailed elements, “lump sum” or “allowance” figures will not be acceptable. Building gross area computations shall be included with each estimate. Estimates shall be broken down by AIA divisions. The first page will be a summary page showing deductive bid items, contractor mark-ups, overhead, profit, special insurance, and bonding to reflect true construction costs. The breakdown shall reflect Bid Items 1, 2, 3….. separately; then in aggregate. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/

2. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $24,282,000

3. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR KEEPING THE PROJECT

DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E WILL BE REQUIRED TO REVISE

DESIGN AND RESUBMIT COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA) SHOULD

COST ESTIMATES EXCEED CONSTRUCTION FUNDING.

3.4 Proposed Phasing and Construction Schedule:

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

http://www.nationalcadstandard.org/ http://www.cfm.va.gov/cost/

2. Phasing – It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a minimum of 3 phasing plans and base line comparison of no phasing in project at Conceptual submission. The comparison shall include description, bubble drawing presentation, impact on budget, impact on timeline, impact to maintain VA standards during each phase (for example will HVAC be maintained at VA standards in the occupied areas), impact on life safety and emergency egress and all other known pros and cons for each phase. A/E shall modify based on any follow up questions. VA will select one alternative within 14 calendar days of final presentation.

3. A/E is responsible to discuss phasing at all design submission meetings. Identification of potential construction task that would minimize disruptions if performed off hours and weekends shall be included along with identification of major utility interruptions.

3.5 Specifications:

1. General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

2. Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks.

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

3. Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section.

Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

4. Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

5. Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

3.6 Design Site Visits, Meetings/Conferences, and Discussions

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

2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

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

3.7 Infection Control Risk Assessment (ICRA) & Interim Life Safety Measures Evaluations (ILSM)

1. ICRA – The A/E Firm will be responsible to work with the VA COR / Safety Department / and Infection Prevention to develop the “Construction Safety, Infection Prevention and Control Risk Assessment”, as required by VHA Directive 7715 “SAFETY AND HEALTH DURING CONSTRUCTION” The A/E will be given blank Risk Assessment forms to be completed and will allow for review and discussion at each design phase of the project. If the design has multiple phases, or work performed in multiple areas, a separate Assessment needs to be completed for each phase or area. These forms will be included in the specifications and are a part of the design submission requirements.

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

4. Design Schedule:

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.01 Architectural and Engineering CPM. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Design schedules shall be submitted to the VA as an 11x17 Microsoft Projects file at the beginning of the Notice of Award, with each invoice for payment and shall never be more than 4 weeks old. Time frames below are calendar days. Any requested adjustment to timeline shall be submitted to Contracting in writing:

i. Begin Design Development (Notice of Award): NOA

ii. Administrative time. NOA+14

iii. First Submission of Design Development (BD1–Schematics 10%): NOA + 35 Days

iv. First Review Meeting and Return First Submission: NOA + 49 Days

v. Second Submission (Final Design Development) (DD2–35%): NOA + 98 Days

vi. Second Review Meeting and Return Second Submission: NOA + 112 Days

vii. End of Design Development “DD”

viii. Contract Document Stage “CD”

ix. Begin Contract Document Stage: NOA + 113 Days

x. Third Submission Contract Documents (DD-65%): NOA + 143 Days

xi. Third Review Meeting and Return Third Submission: NOA + 157 Days

xii. Fourth Submission Contract Documents (CD1-95%): NOA + 178 Days

xiii. Fourth Review Meeting and Return Fourth Submission: NOA + 192 Days

xiv. Fifth Submission (Deliver Final Contract Documents) (CD2-100%): NOA + 206

Days

xv. Fifth Review Meeting and Return Fifth Submission: NOA + 213 Days

xvi. Final design submission: NOA +220 Days

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services

5. Submission requirements

5.1 First Review: Basis of Design Schematic (BD) – 10% complete.

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

2. All Disciplines: Follow Appendix A

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

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

5. Phasing: Follow Section 3.4.2

6. Basis of Design Document: Follow Appendix B

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

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

5. 35%, 65%, and 100% review:

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

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

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

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

iii. Phasing: Ensure agreed upon phasing plan is presented at all meetings. Present any additional details developed throughout the process. Include narrative in submission.

iv. 100% Submission only: Certified Independent Third-Party Safety Professional Review must be completed and a letter with comments submitted with this submission.

v. Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission. Government acceptance does not relieve the Design of Record of their responsibility for the accuracy of the design documents.

6. Final Submission: After material of the Fourth Review has been reviewed, the A/E shall make necessary changes to incorporate all review comments (VA, CITP Safety Review, etc.) and furnish the following:

1. Specifications: Six (6) copies of the edited specifications double-sided in loose-leaf form ready for photocopying. One copy in a 3-ring binder, labeled. Format to be as stated earlier under “Specifications.” Provide an electronic file of the specifications in MS Word 2007 with all specification files merged into one file.

2. Drawings: The drawings shall be 100% complete in every respect. Provide six (6) complete sets of drawings, three (3) full-size prints and three (3) half-size prints. Also provide two (2) electronic copies of the drawings in accordance with section I.D.6.

i. Provide one sealed set of original film drawings. Each discipline shall be separately sealed.

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

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

6 – Construction Period Services (Option Items)

6.1 Solicitation Support Services (Option Item)

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A/E within five calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/E is required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

6.2 – Construction Support: Construction Period Services shall include, but are not limited to, generation of baseline submittal schedule, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans.

Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP);

cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations. The VA reserves the right for final approval/disapproval on all RFIs, submittals, change orders and contractor estimate.

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

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

3. Modifications / Change Order Requests: The A/E shall review, evaluate, and respond to all contractor change order requests and value engineering proposals.

Modification requests shall be returned within seven calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an estimate for the modification, as requested. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

4. Site visits: documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit

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

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

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

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

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

6.3. Evaluation of Construction Contractor Value Engineering Change Proposals (VECPs):

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

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

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

6.4 Errors and Omissions:

1. Architect-engineer contractors shall be responsible for the professional quality, technical accuracy, and coordination of all services required under their contracts. A firm may be liable for Government costs resulting from errors or deficiencies in designs furnished under its contract.

Therefore, when a modification to a construction contract is required because of an error or deficiency in the services provided under an architect-engineer contract, the contracting officer (with the advice of technical personnel and legal counsel) shall consider the extent to which the architect-engineer contractor may be reasonably liable. The contracting officer shall enforce the liability and issue a demand for payment of the amount due, if the recoverable cost will exceed the administrative cost involved or is otherwise in the Government’s interest. The contracting officer shall include in the contract file a written statement of the reasons for the decision to recover or not to recover the costs from the firm.

2. Reimbursement of costs incurred by the Government as a result of A&E’s error and/or negligent performance are actively pursued by the VA. Upon determination that there may be A&E financial responsibility involved, the A&E shall be contacted by the Contracting Officer. The A&E shall be advised of the design deficiency and requested to provide a technical solution to the problem, including cost estimate. The A&E shall be further informed that it is the Contracting Officer’s that the A&E may be held financially responsible. A&E financial responsibility can include contractor extended overhead costs. Therefore, upon notification of potential liability, the A&E should coordinate with the directing official to determine required technical support and timing to minimize delay costs. Pending final decision by the Contracting Officer, the A&E will be invited to attend all price negotiations for corrective work. The A&E shall participate as a non-voting technical advisor to the Government negotiating board. Inability to obtain agreement from the A&E as to financial responsibility or A&E unwillingness to participate in negotiations shall not be cause for delay or remedial construction contract action by the Contracting Officer. As an alternate to the above, the A&E (where design error is clearly at fault) may discharge the firm’s financial responsibility through negotiation with, and direct payment to, the contractor.

6.5 Contract Oversight:

1. All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

2. PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the

West Palm Beach Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

3. A COR from the West Palm Beach, Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase

7 OI&T Infrastructure Standard for Telecommunications Spaces:

The current version for this standard is version 3.0, dated August 21, 2020 (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at the West Palm Beach VA Medical Center, West Palm Beach, FL must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment, and supporting physical space and equipment.

This standard is owned and maintained by Solution Delivery (SD) Data Center and Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and Infrastructure Engineering.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

SOW ATTACHMENTS: The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cfm.va.gov%2Ftil%2Fdguide%2FOIT-InfrastrucStdTelecomSpaces.pdf&data=04%7C01%7C%7Ccb49aa7b948d4a6f9ea308d8a145cedc%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637436668473025644%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=4BBtLGynXYDR3M1bVZ7rbvo43T9mvbsT%2FZYg5OlRR14%3D&reserved=0

• SOW Attachment 01 - VHA Required Div 01 Spec Section

• SOW Attachment 02 - VA OEHRM Site Infrastructure Reqs 2.0

• SOW Attachment 03 - SOCAMES 6 Design Alert 1-4

• SOW Attachment 04 - Sensitive Infrastructure Data Classification Memo

• SOW Attachment 05 - 01 32 1601 EHRM Arch and Eng CPM Schedule Spec

• SOW Attachment 06 - Seasonal Influenza with Vaccines

• SOW Attachment 07 - VHA Directive 1061

• SOW Attachment 08 - Infrastructure Standard for Telecommunications Spaces – Version 3

• SOW Attachment 09 - Infra Stds for Telcom Sys Dsgn Manual Alert 003C2B-SA-017

• SOW Attachment 10 - VA Design Alert 148 – Standard Application

• SOW Attachment 11 - DCIE Introduction

• SOW Attachment 12 - HEFP REVIEWED_548_WestPalmBeach Assessment rev 2

• SOW Attachment 13 - Site Plan

Appendix A

Submission Review Tools

The A/E is required to complete and submit the following tables to enhance evaluation of each submission. This should be used by the AE as a self-assessment tool to ensure full understanding of submission requirements. Providing documentation will aid the VA in review by understanding the AE intentions for each submission.

A/E Milestone Schedule Track

Milestone Submission

Planned Duration

Planned Date

Revised Duration

Revised Date

Actual Duration

Actual Date

Conceptual 35% 65% 95% 100%

Duration shall be provided as days after NOA. Date shall be calendar date that matches duration.

Applicable Submission Requirements

Program Applicable Not Applicable Architectural Fire Protection Structural

HVAC

Electrical Space Planning Critical Path Method Estimating Specifications

Complete below checklist for all applicable requirements. Enter “Y” for every submission provided. If A/E believes a specific item on checklist that is generically required is not applicable for this specific project, enter NA with brief explanation below the table.

AE Submission Checklist

ARCHITECTURAL: Submit or show the following:

Architectural: 35%* AE Self Confirmation

65% DD** AE Self Confirmation

95%

CD***

AE Self

Location of:

• Rooms1

• Doors2

• Corridor(s)3

• Basic column grid/sizes

• Expansion and seismic joints

• Electrical closets

• Equipment rooms

• Signal and telephone closets

• Mechanical shafts and space

• Elevator(s)

• Equipment floor plans 1:50 (1/4 inch) scale5

• Demolition plans6 Room names and numbers7 Program net/designed net Door locations, sizes, and swings Wall thickness and chase walls

Architectural: 35%* AE Self

65% DD** AE Self Confirmation

95%

CD***

Fixed equipment Equipment elevations and details Wall sections Fire and smoke rated partitions14 Spray-on fire proofing (see fire protection)

Construction details Drafting symbols, abbreviations, and general notes

Door, window, and louver schedules

* Submit, as a minimum, a single line layout for at a scale not less than 1:100 (1/8 inch). A scale of 1:200 (1/16 inch) is acceptable for architectural floor layout if an entire floor cannot be shown…