P01 Engineering Services IDIQ SOW Reformat.docx

STATEMENT OF WORK

FOR

ENGINEERNG SERVICES

Multiple Engineering Services IDIQ

Lebanon VA Medical Center 1700 South Lincoln Avenue Lebanon, PA 17042

Contents

1. Overview General Scope

i. The objective of the Multiple Engineering Services Indefinite Delivery / Indefinite Quantity (IDIQ) contract is to provide comprehensive, technical, design/build and construction services. Professional Engineering Services (ES) services are required to provide completed detailed designs for maintenance, repair, alteration, and new construction projects. These projects will require multi-disciplinary engineering services for commercial, industrial, and health care type facilities. The Engineering Services firm shall provide professional and non-professional Engineering Services support for projects assigned to the Lebanon Veterans Affairs Medical Center (LVAMC). The ES shall furnish the required personnel, management, facilities, supplies, equipment, instruments, transportation, materials (other than those furnished by the Government as hereinafter provided or in individual task orders), and other items and services as necessary to accomplish the required services and provide the Government reports and other data together with supporting material developed during the period of performance. During execution of the work, the ES shall provide adequate professional supervision and quality control to assure the accuracy, quality, completeness, and timely progress of the work. The general ES services will be for the South-Central Pennsylvania areas.

ii. The LVAMC’s facilities are designed to support the VA’s mission. These facilities must be functional, aesthetically pleasing, environmentally responsible, economical and ergonomic in design. Designs shall be creative and responsive to both regional and local architectural, social, and cultural influences. Exterior and interior designs shall be fully integrated and shall project an appropriate image. Interior environments shall respond to both human and organizational needs. Building components shall be designed for ease of construction and maintenance, while environmental systems shall be efficient and simple to operate and maintain.

b. Statement of Services: The ES shall perform all of the following Title I (Site Investigation) and Title II (Design) services as more specifically identified in each Task Order.

i. Technical Services: Including site investigation services; planning, studies and analysis; and technical support such as commissioning and third-party fire protection reviews.

ii. Design Services: Those normally furnished by an ES in the actual preparation of the design documents to including, but not limited to: Basis of Design, Schematic Design, Design Development, Contract Documents and Final Bid Documents.

iii. Construction Period Services (Construction Monitoring Services): Those normally furnished by an ES for construction period services during the progress of construction up to completion and final acceptance and functional testing of a project.

2. Description of Work

1. General Description

i. This Statement of Work (SOW) sets forth the general requirements for the performance of various services required under the Contract. Multi-disciplined ES are required for design of various LVAMC buildings, structures, and facilities. Specific disciplines are, but not limited to, as follows:

1. General architectural services

2. Interior design, space planning and systems furniture integration

3. Electrical engineering

4. Civil engineering

5. Structural engineering (to include seismic design)

6. Mechanical engineering

7. Geotechnical

8. Elevator design (including all types of automatic transport systems involving recommendations for type, cost and location of all components, modes and terminals)

9. Environmental (NEPA assessment and compliance and hazardous materials and toxics identification and abatement)

10. Sustainable design and green construction (e.g. LEED, Green Globes (GG), guiding principles compliance (GPC))

11. Energy engineering, analysis and modelling

12. Surveying

13. Compliance inspections

14. ES studies, surveys, and designs

15. ES services with historic impact

16. Historic preservation assessment, restoration, and rehabilitation (including exterior envelope and interior spaces) to include State Historic Preservation Office (SHPO) compliance.

17. Landscape/site design and improvement

18. Landscape preservation and adaptive use

19. Fire and life safety engineering

20. Security enhancements and assessments, security system design

21. Feasibility studies

22. Preparation of Contract documents

23. Post-construction Contract services

24. Construction inspection services

25. Master planning

26. Space Control report of the total gross area(s) of the facility

27. Phasing Planning for Construction (including making recommendations concerning construction Contract arrangements and scheduling that will be advantageous to the VA in terms of cost and timing)

28. Communications

29. Cost estimates

30. Cost engineering (i.e. Life Cycle Cost Analysis (LCCA), Return on Investment (ROI) analysis, Savings to Investment Ratio (SIR) analysis)

31. Value engineering

32. Administrative coordination and integration of the various disciplines involved

33. Construction phase services and Computer Aided Design (CAD) documentation including Building Information Modeling (BIM)

34. Building Commissioning and Commissioning Planning

35. Assessments and analysis of existing facilities and infrastructure

36. Development of RFP packages for Design-Build projects

ii. The ES under each Task Order shall perform all work required to accomplish the intent of such Task Order, and unless otherwise specifically provided therein, shall perform the required services in accordance with the requirements of this statement of work, VA guidelines and the task order.

iii. The ES team shall be fully qualified to complete ES professional services through specialized experience, education and professional qualification and staffing capacity.

iv. All technical, design, and construction period services shall include associated travel, reproduction, compliance with US federal and state (where work/project is to be performed) laws, regulations, construction practices, and procedures.

v. Project Management and Quality Services

1. Project Management and Quality Assurance: The ES shall appoint a project coordinator or manager and alternate to serve as a single point of contact (POC) and liaison between the ES and the CO and/or their representative for the services required under the Contract. The project manager shall be responsible for the coordination of the services provided under the Contract and shall respond to questions regarding clarification of project deliverables during controls and review procedures to minimize conflicting errors and omissions and provide for the technical adequacy of design information.

2. Meetings: Progress and review meetings shall be held at a mutually agreed upon time and location for discussion of questions and problems relating to the work under the Contract. Attendees shall be key players for the task order in question; if the assigned expert is not available then an expert with equal qualifications may be substituted. Attendees from the ES firm shall be conversant with the project and be of appropriate experience and skillset to the items discussed. Senior level ES staff that are knowledgeable about the project and specific task order shall be present for all meetings involving project decisions

3. The ES shall take meeting notes for all meetings and provide a written copy within 5 business days to the VA.

4. Monthly Updates - The ES shall submit a monthly update report for each individual task order to include updated schedule on or before the 3rd of each month The update will be submitted to the Contracting Officer (CO) and respective CO Representative (COR) and shall address the following per project/task order: Major Accomplishments, Significant Problems and Proposed Solutions, Issues with Contractual Requirements, Issues with Meeting the Task Order Deliverable Dates/Delays, and Contractor's Proposed Action to Remediate the Delays, if applicable. The report may be submitted by email.

5. Quality Assurance - The ES single point of contact (POC) and liaison between the Contractor and the CO and/or their representative for the services required under the Contract. The project manager shall be responsible for the coordination of the services provided under the Contract and shall respond to questions regarding clarification of project deliverables during controls and review procedures to minimize conflicting errors and omissions and provide for the technical adequacy of design information.

6. The ES designated POC shall document and track all quality control feedback from the VA and coordinate responses to these items. Quality control and assurance reporting shall be coordinated through the ES POC.

7. Owner’s Project Requirements: The ES shall develop and furnish an owner’s project requirements (OPR) document that details and logs the development of salient features of the project design.

8. Coordination: When directed by the CO, the ES shall be required to coordinate with other consultants involved Technical Services

i. Studies and Analysis: Individual Task Orders for engineering studies can include but are not limited to: inventory of facilities, data acquisition, measurement and recording; development of engineering, planning and feasibility/cost benefit studies; life-cycle-cost-analysis; investigations; evaluations; operations and maintenance studies; energy studies; risk analysis and vulnerability assessments; space utilization studies; safety plans; security assessments and planning, standard operating procedures; network analysis schedules; conceptual, preliminary, and final designs, and cost estimates.

ii. Energy Analysis Studies: The ES shall provide energy analysis of design features that will impact facility energy usage. The study shall be included in the design narrative document and used to aid the VA to select cost effective design features that will conserve resources (i.e. energy, water) and reduce Green House Gasses and carbon. Life cycle cost analysis and savings to investment ratio analysis shall be used to evaluate major design features (i.e. capital equipment). All such analysis shall be based on energy engineering calculations approved by the station energy manager based on local utility rates unless directed otherwise by the VA. Calculated savings shall be calculated against a baseline of existing energy use conditions.

iii. Economic Studies: The ES shall make a comparative cost analysis to justify their selection of type and source of utilities, major items of equipment, building components, materials, methods of construction, siting, plumbing, lighting, heating, air conditioning, building configuration, electrical systems, column spacing, roads, story heights, structural system and selection of interior and exterior finishes. The analysis will include cost of operation and maintenance over the expected life of the facility. Such cost analysis shall consider the life cycle cost of the facility. Major decisions shall be documented in the design analysis.

Design Services

i. All design services will be in accordance with VA requirements, design guides, and standards. Design services performed for medical facilities may be subject to additional or separate requirements, design guides, and standards. Design work involves but is not limited to major and minor new construction, and alteration, repair or rehabilitation of various structures typical of the LVAMC.

ii. Projects shall also involve cost effective sustainable design using an integrated design approach and emphasizing environmental stewardship, especially energy and water conservation and efficiency; use of recovered and recycled materials; waste reduction; reduction or elimination of toxic and harmful substances in facilities construction and operation; efficiency in resource and materials utilization; and development of healthful, safe and productive work environments; compliance with all applicable environmental laws, regulations and industry best practices.

iii. Field Survey: The ES shall be required to visit the project site for investigation of the existing physical conditions and to ensure the accuracy of the drawings, as available, furnished to the ES by the Lebanon VAMC. Field surveys shall include, but not be limited to, on an as required basis: topographic survey, grading contour survey, geotechnical subsurface investigations, utility survey, above ceiling survey, signage survey, survey of existing capacity and/or suitableness, existing building structure survey (remove walls and ceilings as necessary), code compliance surveys and design charrette with full spectrum of users/operators.

iv. Cost Estimates: The ES shall design each project to provide a complete and usable facility within a given target construction cost provided by the Government. The target construction cost will be provided to the ES in the Task Order. The ES’s cost estimates shall be based on labor and material prices prevailing in the project’s locality. Cost estimates shall be descriptive, detailed and includes all operations of work required including quantities and unit costs. The construction cost shall include (when applicable), the construction costs (including management, overhead/profit, and subcontractor mark-ups), Government Furnished Equipment (GFE) and Contractor – furnished equipment costs. The first sheet of the ES cost estimate shall summarize all costs by engineering discipline and by work classification. Cost estimates shall be formally prepared and shall be notated “FOR OFFICIAL USE ONLY”.

v. Budget Management: The ES shall be required to conduct the field survey (when applicable), prepare the preliminary drawings, data, reports, etc., and design the full scope of the work as outlined above and as agreed upon during review of study data and recommendations. If the estimated cost exceeds the amount indicated on the project description sheets for each project (based on current anticipated scope and subject to adjustment to approved scope), the A-E shall determine sufficient alternatives to the construction contract to reduce the cost below this amount. Bid deducts shall be proposed during schematic design to the VA for consideration.

vi. Applicable Standards, Manuals, and Pamphlets: VA Design Guides and Master Construction Specifications can be viewed on-line at www.cfm.va.gov/TIL/. The ES shall prepare all design documents in conformance with, but not limited to, the applicable portions of the following:

1. VA Master Construction Specifications

2. VA Design Guides

3. Americans with Disabilities Act Accessibility Guidelines (ADAAG) and Uniform Federal Accessibility Standards (UFAS)

4. LEED/GG/GPC Certification

5. Facility Master Plans

6. Other codes and standards listed in Attachment A

vii. Simplified Design: The use of simplified design techniques is encouraged in routine, simple projects, and those of low monetary value. A written request and approval from the VA are required before the ES may utilize simplified design techniques or as directed in the Task Order.

viii. Standards: All designs, drawings, and specifications shall be prepared in accordance with applicable codes and regulations applicable to the country and state in which the project will be developed and shall conform to sound engineering practices. All criteria, factors, assumptions, and codes upon which the design is based are to be documented and provided to the VA as well as the justification for the selection of these criteria.

ix. Value Engineering: The A-E shall cooperate with an “outside” (i.e., a third party) VE consultant when directed by the CO. This may require the ES to respond to VE recommendations and incorporated recommendations of the VE consultants into the design. If the ES is required to incorporate VE changes to the design documents, this work may be included by a modification to the task order if determined by the CO.

x. Permits: Should it become necessary in the course of the project to secure the right of ingress and egress to perform any of the work on properties not owned or controlled by the Government, all necessary permits, licenses and approvals from all local, state/federal authorities shall be obtained as necessary for the performance of the services. The ES shall secure the consent of the owner prior to entry on such property. In the event the owner requires the payment of a fee for a license to enter upon and/or use of such property, the ES, when so directed by the CO, shall pay such fee and obtain a receipt. The ES, upon submission of such receipt, shall be reimbursed for the full amount thereof in accordance with the terms and conditions of this contract.

Construction Period Services

i. include, but are not limited to: the review of shop drawings and other construction contractor submittals; review of Brand Name or Equal products submitted with bid/proposal to determine if non-“brand name” substitute products fully meet the salient characteristics listed in the solicitation; review of requests for changes and/or deviations; change order preparation, cost estimating, and review of contractor proposals; responding to questions during construction (including request for information/requests for clarification); submittal and schedule monitoring; construction cost estimating; provision for training; preparation of the draft and final operations and maintenance manuals; preparation of staffing studies and plan of operations; performing review of construction contractor generated value engineering proposals; utility negotiations support; review and verification of record drawings (as built); performance of inspection services; construction claim and expert witness support; and coordination support with federal, state, and local agencies, construction contractors, the public, and any other parties involved in construction process. The ES will be responsible for generation of a punch list for the Pre-Final and Final inspections of all construction deficiencies found during the site visit.

ii. Start-up services, including preparation of staffing plans, development and implementation of training programs, quality control and safety programs; monitoring of facility start-up and operation for a specified period of time after completion of construction, including assistance for resolution of warranty items; revising the operation and maintenance manual, and certifying facility performance.

iii. Contract Procurement

1. Attend Contractor's Pre-Bid site visit and respond with recommendations to any questionable items. If necessary, develop amendments or assist with project procurement. A written response is required.

2. Attend pre-construction meetings, after award of construction Contract, and prior to start of each phase.

iv. Attend, electronically, weekly or bi-weekly project meetings with the COR and construction contractor

v. Attend one (1) commissioning/project schedule coordination meeting after award of construction Contract (telephone attendance mandatory, site attendance optional).

vi. Submittal, Request for Information (RFI), and Change Order Review (cost and no cost change orders)

vii. The ES firm shall review and respond to all: submittals, change orders (construction materials and equipment and proposed by the Contractor for use in construction of this project), commissioning reports, equipment startup reports, functional test reports, and commissioning issue reports. All submittals, RFI’s and change order proposals will be reviewed for compliance with the specifications and reasonable costs and returned to Engineering Service within five (5) calendar days after receipt. If the scope of the required action is extensive, the ES shall notify the CO and request additional time, estimating the time needed to process the work. This request for additional time shall not relieve the ES of his duty to process this work in a timely fashion.

viii. The ES shall support commissioning inquiries related to the designed mechanical, electrical, plumbing, fire protection, lighting, and other building systems included in this project’s scope. Where required by the commissioning authority, the ES shall actively respond to design intent clarification requests that occur while inspecting and testing the systems as outlined in the LEED® Reference Guide and per applicable ANSI/ASHRAE Standards and the Commissioning Plan developed during design.

1. As directed by the VA, the ES shall provide review commentary for functional testing and startup issue troubleshooting.

2. The VA may employ a third party commissioning authority (CxA) to meet Government Mandates requiring whole building commissioning and enhanced commissioning requirements of LEED® v3or Green Globes. The ES shall support all design and construction phase commissioning efforts. The commissioning authority will verify performance of building components and systems and to ensure design requirements are met, execute a commissioning plan, ensure inclusion of commissioning requirements in construction documents, verify the installation and performance of commissioned systems (testing and system monitoring), develop and submit an operation & maintenance manual and system training documentation, and commissioning reports. The ES shall work with the commissioning agent throughout the design and construction process to assure all sustainable objectives are met. The ES shall support construction phase commissioning project meetings, reports and inquiries. For further information, reference the Federal Leadership in High Performance and Sustainable Buildings Memorandum of Understanding (http://www.va.gov/facmgt/standard/etc/moufinal.pdf).

3. The ES shall generate a simplified commissioning checklist – to have available for a third party commissioning authority assigned to the project team by the VA. The checklist format shall be pulled from the VA site and modified to this specific project. The ES shall provide recommendations for CxA testing methods and timing schedules to be considered by the CxA in the development of a comprehensive commissioning plan. The commissioning plan shall conform to directions from commissioning authority and reviewed by the ES. The submitted commissioning plan shall conform to all VA commissioning and reporting requirements as listed in the VA's Whole Building Commissioning Process Manual. The final commissioning plan completed by the ES commissioning authority with support from the ES shall be submitted to the VA prior to completion of construction document phase and include the following elements: For additional information see the VA website http://www.cfm.va.gov/til/commissioning/CxManual.PDF).

a. General Project Information

b. Overview and Scope of the Project Commissioning

c. Commissioning Protocols and Communications

d. Commissioning Process, including Team Responsibilities

e. Commissioning Schedule

f. Commissioning Documentation

g. Appendices

h. Testing and Inspection Plans

i. Pre-Functional and Functional Test Procedures

j. Construction Checklists

k. Issues Logs

4. Provide procurement selection criteria and a written scope of work for procurement of a construction phase commissioning authority upon VA request.

5. Participate in commissioning project meetings (i.e. Pre-Bid, Pre-Construction, CxA kick-off meeting, Acceptance Testing Meetings, Lessons- learned project t close-out meeting). Remote attendance is permissible with CO approval.

6. Coordinate commissioning plan efforts and answer design questions of project commissioning authority.

7. Review and respond to commissioning agent inquiries, comments and recommendations (i.e. project progress meetings, Site Visit Reports, Pre-functional checklists, Functional Test Procedures, TAB reports, Issues Log, Start-up test reports, Operations and Maintenance Manuals, Systems Manual, Final Commissioning Report, CxA Training materials, and seasonal testing reports)

8. Provide systems diagrams and other appropriate data to the Commissioning Agent in electronic format for development of a Systems Manual

9. Provide and report resolution of any issue identified as a Design Issues.

ix. Site Visits (In addition to site visits listed in this section)

1. The ES shall visit the site at the request of the CO to answer technical questions and/or provide clarification to documents due to errors or omissions at no additional cost to the government.

2. The ES shall visit the site at the request of the CO to conduct inspections, spot check work or answer technical questions or develop minor changes due to differing site conditions as required. These site visits are based on one person on site for either hours and count towards the contracted site visits.

x. As Built Drawings

1. The ES shall modify design drawings based on marked drawings supplied by the Contractor and are to be verified by the ES in field. As-builts to include all addendums and Bulletins issued by the VA and the ES during construction. The changes shall be incorporated into the final CAD Drawing or BIM Model, as required in the task order, with the revision documented on the title block as appropriate. These changes shall be bubbled and dated. The ES is to reformat the drawings based on the VA layering system before final submission. The ES will receive these required layer standards under a separate cover. A reproducible hardcopy and the electronic model of the “As-builts” are to be submitted to the COR on CD-ROM. Any approved shop drawings with major differences from Contract drawings, supplemental agreements processed change orders, etc., shall be incorporated. The ES shall obtain master INDUS drawings and revise/update per VA PG-18-4 VA CAD standards and the VA National CAD Standard Application Guide.

2. The ES shall deliver completed as-built drawings no later than construction close out.

3. Deliverables and Submission Content

1. Overview Each individual task order shall specify the required number of copies and format (paper and/or electronic) of the deliverables.

Design Drawings

i. All plans shall be computer generated (AutoCAD2014, Revit 2014, latest editions or as specified in the task order), submitted electronically (CAD files or Revit files and PDFs) and as standard black and white paper, and 30 inch x 42 inch size (trim to trim, including the title block). 3D drawings may also be required and will be specifically called for in the task order. All preliminary and draft drawings shall be submitted as standard black and white copies. The drawing will have the VA title block and with lettering complying with VA drafting guidelines. Applicable graphic symbols shall conform to the Architectural Graphic Standards. All plan drawings shall be geospatially referenced if described in the individual Task Orders.

ii. All lettering shall be a minimum of ⅛ inch in height. Photographic enlargements will not exceed 50% of the original. First generation photographic originals maybe used at the option of the ES.

iii. Cover Sheet/Location Plan: The ES will be furnished a cover sheet location plan or location plan can be included in the first sheet of the project drawings. This location plan will be the base map or portion thereof which covers the general project location. The ES shall show thereon the Project Location and other facilities related to project management as directed.

iv. All required controlling dimensions shall be clearly indicated. Measurements and dimensions maybe required to be in U.S./English units or metric units or both.

v. Drawings shall contain sufficient detail to clearly indicate type and sizes of materials, utilities, etc., and specifically to list separately all Contractor furnished equipment and all Government-furnished equipment to be installed by the Contractor.

vi. Drawings shall include an International Building Code (IBC) design analysis.

vii. Drawings shall include all Infection Control Measures, safety requirements and GEMS requirements needed for the project.

viii. Drawings shall include a JACO life safety analysis

ix. Drawings shall clearly delineate the work for deducts

x. The ES shall not proceed with the final drawings until receipt of written approval from the CO. These drawings shall be submitted for review to the CO and for necessary revisions, corrections, or additions before final approval and required signatures of Government personnel. The final drawings shall bear the seal of the registered engineers or architects who were in responsible charge of the design.

Specifications

i. Specifications shall be prepared per Construction Specification Institute (CSI) Master Format 2012 edition, VA Master Specification, or as specified in task order. Materials shall describe where possible, by recognized industry or technical society standards. Specifications shall be provided typed on 8.5 inch x 11-inch bond paper, and provided with an index of sections. Specifications shall be provided in MS Word 2010 and pdf or as specified in task order.

ii. The ES shall include specifications that permit full and open competition and may include restrictive provisions or conditions using brand name or equal descriptions only to the extent necessary to satisfy the needs of the Government when authorized by the Government. Specifications shall not be written to specify a particular brand name, product, or feature of a product, peculiar to one manufacturer unless the particular brand name, product, or feature is essential to the Government’s requirements, and other companies’ similar products would not meet the Governments’ minimum requirements for the item. ES shall provide in the case of brand name or equal specification at least five salient characteristics of the product. ES shall identify standard specifications by date of issuance.

iii. Guide Specifications: VA Master Construction Specifications shall be used as the basis for the production of specifications to suit the separate work requirements of the individual items contained in the project. Extraneous material that does not apply to the project must be deleted. While relevant items should be covered in full scope to assure compliance by the Contractor and quality construction, the use of notes and/or pictures on the drawings both to accentuate important items in the specifications, and/or to take the place of lengthy written specifications for routine or simple items is encouraged. Entire specifications for simple projects of low monetary value may be by notes on the drawings.

iv. The ES shall also provide a date of publication for all industry, association and Government standards referenced in the specifications. The date used will be the most current publication date of the standard at the time of design. It is not acceptable to state “use the latest or current issue”.

v. The final specifications shall bear the seal of the registered engineers or architects who were in responsible charge of the design.

Record Drawings

i. Unless explicitly stated otherwise in a task order, through our construction of the ES design, the ES shall review construction documents and drawings and report changes in the construction and determine from said documents and drawings all departures in the project construction from that delineated on the original Contract drawings.

ii. Unless explicitly stated otherwise in a task order, the ES shall prepare a set of record drawings indicating the as-built construction of the project by correcting and revising Government-furnished Contract drawings to show all changes in construction. The preparation of the record drawings shall include the clarification of any lines or lettering necessary to permit the making of satisfactory prints thereof.

iii. Deliverables. All deliverables shall be provided in electronic format (PDF and AutoCAD or Revit, with no external references or xrefs). Reduction shall be such that all printing is legible and reproducible. Electronic format and the required number of copies will be specified in each individual task order.

iv. The final record drawings shall bear the seal of the registered engineers or architects who were in responsible charge of the design.

Renderings, Virtual Visualizations, and 3-D Models Renderings Virtual Visualizations and/or 3-D Models shall be required as specified in the individual task order. These will generally be required to enhance the schematic design and design development phases. All renderings, visualizations and models shall be in color and shall accurately provide sufficient information for the VA to make determinations on functionality, flow and appearance of the key elements of the design.

Reports All reports, studies, owner’s project requirements (OPR) and design narratives shall be printed on 8.5 inch x 11 inch, white bond paper, with individually numbered pages with binders or as specified in task order. Separate dividers shall be provided for each section. A numbered table of contents shall be located in the form of each submission binder. All photographs, pictures, diagrams, and other visual graphics shall be captioned and labelled. All drawings in reports shall be 8.5 inch x 11 inch or 11 inch x 17 inch, computer generated, clear and legible or as specified in task order. Reduction shall be such that all printing is legible and reproducible. Data, calculations or report tables shall be provided in spreadsheet format additionally (Excel 2010, latest edition, or as specified in the task order). The final reports shall bear the seal of the registered engineers or architects who were in responsible charge of the information contained in the report.

Geographic Information Systems (GIS) Infrastructure data, hydrologic, hydraulic, environmental, geotechnical, terrain and topography, survey data, and other pertinent data shall be entered into a GIS geodatabase in ESRI (typically v10.0 or higher) ArcGIS format or other mutually agreed upon format as described by task order. Geospatial data delivered must have complete metadata that meets or exceeds the minimum content required by either the Federal Geographic Data Committee’s Content Standard for Digital Geospatial Metadata (FGDC CSDGM) or the North American Profile of ISO 19115 2003 Standard or as specified in task order.

Photographs

i. Unless explicitly stated otherwise in a task order, the ES shall provide all photographs requested under task orders to the Government in digital camera format. Photographs shall be clear, in color and of at least eight (8) megapixel resolution. The ES shall submit an electronic copy of all photographs in an electronic format and a hard copy in report format. The CD will contain a text file to identify each photograph as described below in paragraph (2).

ii. Each photograph shall be identified by a photo number, project name, date, and time of photograph, location of photographer, orientation and description of photograph. The above captioned information shall be labeled below each photograph in the report.

Construction Cost Estimate

i. Estimates shall be prepared using the VA approved form. The top and bottom of each sheet of the cost estimate(s) shall be marked “FOR OFFICAL USE ONLY”. The final cost estimate submittal shall also include an electronic version. Cost estimates shall reflect current prices for labor, materials, and equipment at the proposed location of the work. The estimates shall be itemized by the major items of construction. Lump sum amounts for major items, which cannot be readily analyzed, will not be accepted. All cost estimates shall be provided in U.S. dollars and projected to mid-point of construction using current Engineering News Record Construction Cost Indexes, Consumer Price Index or other indices appropriate for the location in which the project is to be constructed. ES shall provide all sources used for preparing cost estimates such as RS Means. Construction cost estimates will be utilized in preparing Government estimates for evaluating bids and as such will become confidential material for official use only. Such material shall not be divulged to anyone other than the CO (CO) or his/her representative.

ii. Forecast costs: Forecast cost estimating, for five-year planning or as specified in task order, shall be itemized in the same format as Cost Estimates. Forecasts shall include the projected increase or decrease in costs, per year, should construction bidding and contracting be delayed.

Design Narrative and Analysis Report

i. This is one of the most important design documents and yet probably receives the least attention. EVERY DESIGN MUST INCLUDE A WRITTEN DESIGN NARRATIVE DOCUMENT WITH THE 25% SUBMITTAL AND LATER with subsequent updates as the design progresses.

ii. For simple projects the design analysis may consist of only a few short sentences or paragraphs, upon CO approval. The presence or absence of asbestos or lead based paint must always be addressed. The reasons for selection or non-selection of the type of HVAC system should be included. Capacity and condition of existing HVAC and electrical systems must be addressed. Potential environmental, historical, or permitting impacts to the project shall be addressed and described in terms of schedule delay and relative cost increase.

iii. The design narrative shall include a report of the initial and subsequent site visits. Time, date, and personnel present shall be listed. All findings that impact design decisions shall be documented within this report. Reported findings shall include but are not limited to: VA design requirements, safety, and code violations in the existing facility (as it pertains to the scope of the task order), environmental impacts, potential scope impacts, construction phasing or lay down impacts, potential permitting requirements, or specialized equipment design requirements.

iv. The design narrative/analysis report shall include the assessment of the energy efficiency measures of the existing and/or new utility systems. Life cycle cost analysis of measures shall be included. All supportive engineering calculations shall be included in an appendix. Design analysis shall be submitted with all preliminary and final phases of design.

v. The design analysis shall support the design recommendations pertaining to the major technical sections of the work such as structural, architectural, heating, plumbing, electrical and mechanical for any project which requires the calculation of size and strength, or the rendering of engineering decisions, regardless of the cost or size of the projects.

vi. This design narrative/analysis report shall conform to the deliverable requirements for reports and be capable of reproduction and will have a standard heading to indicate the project, the type of type of computation, the name and date of the designer and the checker. A one-inch binding margin is to be provided on the left side of the page. The analysis will be cumulative and include but not be limited to the following:

1. A construction statement of work including short descriptions of the work involved.

2. Bid Deducts

3. Submittal registry

4. Sole Source Items and where they are in the drawings and specifications

5. “Or Equal” Items and where they are in the drawings and specifications.

6. The designer’s assumptions for the design.

7. The standard works or references used on computations as they occur.

8. The equations, tables or curves used or developed, with references cited where they are taken from non-standard sources.

9. The actual computations in all the detail necessary to establish the design.

10. Free-hand sketches to illustrate the designer’s intent such as steel sizing arrangement, pipe arrangement, beam layout, etc.

11. Size selection of equipment where computations are not involved; this may consist, for example, “a 60-gallon steel tank, basis of design model XYZ”. Where necessary, a few statements to show the basis for the selection are to be included. All calculations and sources of information shall be shown in an orderly and logical manner to permit review and final checking.

12. Provide edited catalog cuts for the equipment specified.

13. The following statement will be in each design analysis: “This design has been reviewed from a value engineering standpoint and has been planned to achieve the required function at the lowest life cycle cost, not merely the lowest initial cost.”

vii. The final design narrative and analysis report shall bear the seal of the registered engineers or architects who were in responsible charge of the design.

Marked-Up Review Comments

i. It is essential that a copy of the marked up comments (from the VAMC reviewers) is provided with each subsequent submittal. An accurate marked-up copy of comments saves considerable time during the review process.

ii. This response to review comments shall include a line by line written response from the ES addressing specifically to the review comments. Responses shall indicate the solution provided in the current design package or explain what action that was taken to resolve issues identified. The ES design team shall insure that the copy of marked-up comments reflects changes ACTUALLY MADE. ES replies to Government comments will be submitted electronically in the same format as submitted to the ES.

iii. Annotations shall include specific references where applicable. For example, if the comment was “Where is stair detail?” the annotation should be specific such as - “Detail A added on Dwg A-4”. Most responses can be handled in this brief manner. Occasionally, a separate written response may be required, especially when the A-E disagrees with the comment Design Phases:

i. The ES shall accomplish the design of projects for each task order in phases as listed in this SOW unless required differently by the Task Order. The ES shall conform to VA standards of content as defined in the VA Standards for Construction, with focus on Standard PG-18-15 Minimum Requirements for ES Submissions and the task order specific Design Submission Requirements. A sample of the design submission requirements is Attachment A to this statement of work.

ii. Phase I- Schematic Design: This phase will be completed (for Task Orders on which Phase I is required) covering all items included in this phase and a concept report delivered to the CO as outlined in the design schedule in each Task Order. A conference will be held (unless otherwise directed) at the Lebanon VAMC for the review of the concept package. During Phase I the ES shall conduct a survey investigation/study and/or design charrette based on broad guidance furnished herein, and as maybe supplemented by other Government-furnished material, will determine the recommended scope, materials, quantities, etc., and will furnish a concept plan for approval. An owner’s project requirements document shall be developed and submitted to the VA. The concept plan will be furnished to the CO for review and determination of the desired scope by the Government. The concept plan will consist of simple plan view line drawings, cross sections, and details along with supplementary notes that are required to illustrate the work. Where calculations and/or narrative development of scope are required to justify and/or portray the work, they shall also be provided.

iii. Phase II-Design Development 1 (35%): If Phase II is included in the individual Task Order, the A-E shall prepare a preliminary design based on the approved scope featuring preliminary drawings, outline specifications, and cost estimates which shall be delivered to the CO as outlined in each Task Order. A preliminary design conference will be held (unless otherwise directed) at the Lebanon VAMC for the review of drawings, specifications, estimates and other data.

iv. Phase III-Design Development 2 (65%): Phase III of design will be accomplished for Task Orders on which Phase III is required after the review and written approval of preliminary design and cost estimates. This phase will include all items required by the task order and will be completed and delivered to the office of the CO as outlined in design schedule in each Task Order. An intermediate design conference shall be held (unless otherwise directed) at the Lebanon VAMC for the review of drawings, specifications, estimates and other data.

v. Phase IV- Construction Documents 1 (95%): Phase IV of design will be accomplished for Task Orders on which Phase IV is required after the review and written approval of preliminary design and cost estimates. This phase will include all items included therein and will be completed and delivered to the office of the CO as outlined in design schedule in each Task Order. A pre-final design conference will be held (unless otherwise directed) at the Lebanon VAMC for the review of drawings, specifications, estimates and other data. Consists of the completion of the design for projects on which Phase IV is required and includes (in electric and hard copy):

vi. Phase V -Construction Documents 2 (100%). The A-E shall be required to correct any errors or omissions from previous review comments, including corrections to compact discs. The specifications shall be provided using the Microsoft Word program. The drawings shall be provided in CAD file format or Revit file format (whichever is required for the task), PDF and printed drawings.

vii. Phase VI – Bid Documents: Upon approval of the 100% construction documents, the ES shall provide the required materials with the seals and signatures of the engineers and architects in responsible charge of the project.

Project Schedule Format The A-E shall use the format in Attachment E “Task Order Schedule” to communicate design schedule information. This schedule format shall be included with the ES’s initial cost proposal and shall be updated and included in the minutes of each progress meeting. All days on the schedule shall be calendar days. VA review time shall be a minimum of 15 days for low complexity projects and 21 days for high complexity projects and CD 1 and CD 2 submittals. The VA review time starts upon the receipt of the deliverables in the required format.

4. Responsibilities

1. Administration of the Contract:

The CO is responsible for the administration of the Contract. No change shall be made in the provision of this Contract without written authorization of the CO.

Quality:

The ES is solely responsible for quality control of the drawings, specifications, reports, services, and other deliverables provided under this contract. If documents submitted for review, as described in this document, are deficient or incomplete as specifically defined in the task order for a particular stage of completion, the ES shall correct the deficiencies and resubmit the documents. No partial re-submittals will be permitted. The Contractor shall assume all costs and schedule requirement due to the re-submittal of documents.

i. Not Notwithstanding any review, acceptance or approval by the Government, the ES shall be responsible for the professional and technical quality of all designs, drawings, specifications, and other material produced under this Contract. The ES shall be held responsible for the design complying with VA design standards.

1. The ES is responsible to provide designs that conform to all VA design requirements unless the CO authorizes deviation.

2. Standards – All designs, drawings, and specifications shall be prepared in accordance with applicable codes and regulations applicable to the country and state in which the project will be developed and shall conform to sound engineering practices. All criteria, factors, assumptions, and codes upon which the design is based are to be provided for each design submission, as well as the justification for the selection of these criteria.

ii. The ES shall also be responsible for the professional quality and adequacy of the service and materials furnished and for compliance with design criteria specified by the Government for use under this Contract. The ES is responsible for the completeness and accuracy of all work performed under this Contract, and for compliance with all parts of the Contract, task order, and with properly identifying the correct design and/or study conclusions requirements under all laws and regulations. The Government will rely upon the professional quality of the work that the ES shall perform.

iii. Reassignment of ES design responsibilities to construction Contractor(s) or product vendors. This includes but is not limited to the following: structural steel detailing, fire sprinkler design, stair systems, retaining wall systems, and structural framing systems.