P01 SOW for ES IDIQ 2-10-2021.doc

Multiple Award ES IDIQ 2/10/2021 Multiple Award ES IDIQ 2/10/2021

Erie VA Medical Center 135 East 38th Street

Erie, PA 16504

STATEMENT OF WORK

FOR

ENGINEERING SERVICES

Multiple Award ES IDIQ

February 10, 2021

Table of Contents

3I.

OVERVIEW

1. General Scope ………………………………………………………………………………..3 32.

Statement of Services

II. DESCRIPTION OF WORK …………………………………………………………………4

1.

General Description …………………………………………………………………………4 2.

Engineering Services Firm (ES-F) Services ……………………………………………….. 6

11III. DESIGN AND SERVICE PHASES

111.

Design Phases and Minimum Content

2. Schedule of Design Completion…………………………………………………………….13 143.

Construction Period Services

IV. DELIVERABLES AND SUBMISSION CONTENT………………………………………17

1. Drawings, specifications and deliverables document ……………………………………17

2. Construction Cost Estimate………………………………………………………………….20

3. Design Narrative and Analysis Report…………………………………………………….. 20

4. Minimum Required Copies of Design Deliverable Material………………………………..21

5. Project Schedule Format…………………………………………………………………….22

V. RESPONSIBILITIES……………………………………………………………………….24

1. Administration of Contract………………………………………………………………….24

2. Government Furnished Information………………………………………………………...24

3. Channels for Obtaining Information………………………………………………………...25

4. Site Analysis and Field Work……………………………………………………………….25

5. Design Information………………………………………………………………………… 25

6. Marked-Up Review Comments……………………………………………………………. 25

7. Responsibilities of the Engineering Services Firm (ES-F)………………………………….26

8. Safety and Security………………………………………………………………………… 31

9. Other Considerations………………………………………………………………………. 31

VI. ADDITIONAL REQUIREMENTS……………………………………………………

1. Engineering Services Firm (ES-F) Qualifications…………………………………………..33

2. Ownership of Documents and Intellectual Property………………………………………. 33

3. Task Order Procedures

4. Privacy Training……………………………………………………………………………. 33

5. General Site Visit Requirements…………………………………………………………… 34

6. Liability…………………………………………………………………………………….. 34

7. Standards and References…………………………………………………………………...34

I. OVERVIEW

1. General Scope The Engineering Services Firm (ES-F) shall perform the following general scope requirements:

a. Engineering Services are required to provide complete detailed design 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 (ES-F) shall provide professional and non-professional Engineering and Architectural support services for projects assigned to the Erie VA Medical Center (EVAMC). The ES-F 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-F shall provide adequate professional supervision and quality control to assure the accuracy, quality, completeness, and timely progress of the work. The general ES-F services will be primarily for the Northwestern Pennsylvania and Northeastern Ohio areas.

b. All drawings and calculations must be stamped by a Pennsylvania State Professional Engineer.

c. The EVAMC’s facilities are designed to support the VA’s mission. These facilities must be functional, aesthetically pleasing, environmentally responsible, economical and human 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 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.

2. Statement of Services:

The ES-F shall perform the following Title I (Site Investigation and Design Services) and Title II (Construction Period Services), as more specifically identified in each delivery order.

a. Title I (Site Investigation Services). Those involving field investigations and surveys (topographic, soil, chemical, mechanical, electrical, etc.) and similar fact-finding surveys and investigations that are essential to proper design, reports, and similar services not involving preparation of design, plans, drawings, and specifications. This includes the visual inspection of the site or facility, for familiarization with scope, general conditions, uses, utilities, systems and other required information conducive to the development of functional relationships and detailed requirements. This also includes documentation and reporting to the EVAMC of Site Investigation Service findings.

b. Title I (Design Services). Those normally furnished by an Engineering Services Firm (ES-F) in the actual preparation of the design documents, including any additional related professional services required to accomplish the work, as established on Section II.1.a of this SOW.

c. Title II (Construction Period Services). Those normally furnished by an ES-F for construction period services, during the progress of construction, up to completion and final acceptance of a project.

II. DESCRIPTION OF WORK

1. General Description

a. This Statement of Work (SOW) sets forth the general requirements for the performance of various services required under the contract. Multi-disciplined Engineering Services are required for design of various EVAMC buildings, structures and facilities. Specific disciplines include, but are not limited to, the following:

(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) Architectural services

(8) Geotechnical

(9) Elevator design (also dumbwaiters and transport systems, including recommendations for type, cost and location of all transport modes and terminals)

(10) Environmental (NEPA assessment and compliance)

(11) Sustainable design and green construction (e.g. LEED, Green Globes (GG), Guiding Principles Compliance (GPC))

(12) Energy engineering, analysis and modeling (eQUEST / DOE2)

(13) Surveying

(14) Compliance inspections (TJC, IBC, NEPA, NEC, VA Standards)

(15) Engineering studies, surveys, and designs

(16) Engineering / Architectural services with historic impact

(17) Historic preservation assessment, restoration and rehabilitation (including exterior envelope and interior spaces). SHPO compliance.

(18) Landscape / site design and improvement

(19) Landscape preservation and adaptive use

(20) Fire and life safety engineering

(21) Security enhancements and assessments, security system design

(22) Feasibility studies

(23) Preparation of contract documents

(24) Post-construction contract services

(25) Construction inspection services

(26) Master planning

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

(28) 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)

(29) Communications (Data / IT Systems)

(30) Cost estimates

(31) Cost engineering (i.e. life cycle cost analysis (LCCA), ROI analysis, savings to investment ratio (SIR) analysis)

(32) Value engineering

(33) Administrative coordination and integration of the various disciplines involved

(34) Construction phase services and computer aided design (CAD) documentation, including building information modeling (BIM)

(35) Building Commissioning and Commissioning Planning

(36) Required permits procurement

(37) Asbestos and lead surveys

b. The ES-F, under each delivery order, shall perform all work required to accomplish the intent of such delivery order, and unless otherwise specifically provided therein, shall perform the required services in accordance with the requirements stated in this SOW.

c. The ES-F design team shall be fully qualified to complete engineering and other related professional services through specialized experience, education, professional qualifications and staffing capacity.

d. 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 Projects, NRM Projects, as well as alteration, repair or rehabilitation of various structures and systems at the EVAMC.

e. ES-F services may be required for developing Request-for-Proposal (RFP) packages for design/build projects. Projects may include, but are not limited to, building construction, security upgrades, feasibility studies, construction supervision and inspection.

f. ES-F services may also include engineering assessments and systems analysis of existing facilities and infrastructure, site investigations and technical assessments, structural analysis and testing, feasibility studies (to include cost estimating, energy conservation, fire protection, electrical, HVAC, storm and sanitary sewer, water, pavements, etc.), environmental assessments and technical assistance, occupational safety and health coordination, contaminant surveys (asbestos, lead, mineral hydrocarbons, etc.) and abatement design, energy conservation and fire protection, minor project scope development, cost estimating and estimate analysis, project schedule development and network analysis, construction management, inspection and quality assurance, safety inspections, materials and equipment testing including systems commissioning, technical review of designs and cost proposals, constructability, operability and environmental compliance reviews, value engineering studies, permits procurement and other general engineering, architectural and design services.

g. 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; development of healthful, safe and productive work environments; and compliance with United States (US) environmental laws, regulations and industry best practices. Projects shall include alternate-bid-deducts and alternate-bid-adds, as identified by the VA.

h. All support and design 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.

2. ES-F Services

a. The ES-F shall perform all or part of the following Title I and Title II services as further identified in each delivery order.

(1) Field Surveys: The ES-F 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-F by the Erie VAMC. Field surveys shall include, but not be limited to, on as required basis: topographic survey, grading contours survey, geotechnical subsurface investigations, utility survey, above ceiling survey, signage survey, survey of existing capacity, existing building structure survey (remove walls and ceilings as necessary), and design charrette with full spectrum of users/operators. The ES-F shall document findings in a Design Narrative Document, including photos, detailed description of findings, and recommendations.

(2) Cost Estimates: The end-result of the ES-F services is to provide a fully functioning project, within a given target construction cost, provided by the Government. The target construction cost will be provided to the ES-F in the Delivery Order. The ES-F cost estimates shall be based on labor and material prices, prevailing in the project’s locality. Cost estimates shall be descriptive, detailed and include all operations of work required, including quantities and unit costs. The construction cost estimate shall include, when applicable, 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-F’s cost estimate shall summarize all costs by engineering discipline and by work classification. Cost estimates shall be prepared, following what has been stated above and shall be notated “FOR OFFICIAL USE ONLY”.

(3) Budget Management: The ES-F shall be required to conduct field surveys (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 of the Base Bid Project 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 ES-F shall determine sufficient alternatives to the construction contract, to reduce the cost below this amount. Alternate bid-deducts and alternate bid-adds shall be proposed, during schematic design, to the VA for consideration.

(4) Designs shall comply with all applicable VA Design Standards, VA Design Guides and VA Design Manuals, including but not limited to VA HVAC Design Manual; VA Sustainable Design Manual; VA Barrier Free Design Standard PG-18-13; Room Finishes, Door, & Hardware Schedule Program Guide PG 18-14; Architectural Design Manual; Interior Design Manual, among others, and also with IBC, IECC, IFGC, IMC, IPC, NFPA, NEC, EPA, OSHA, ANSI, ASHRAE, JCAHO, ADA and other applicable Federal, State and Local code requirements. The A/E will be responsible for complete functional designs and to provide biddable documents, meeting all requirements.

(5) VA Design Guides, Technical Information and Master Construction Specifications can be viewed on-line at www.cfm.va.gov/TIL/.

(6) 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 ($20,000.00 or less), may be by notes on the drawings, if requested in writing by the ES-F, and subsequently approved by the VA. Projects should be designed with LEED/GG/GPC certification in mind. Certification may or may not be pursued.

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

(8) Studies and Analysis: Individual delivery 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. Design Narratives shall include decision matrix tables, for analyzed project options.

(a.) Energy Analysis Studies: The ES-F 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 GHG and carbon dioxide emissions. 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 determined against a baseline of existing energy use conditions.

(b.) Economic Studies: The ES-F 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.

(9) 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-F may employ simplified design techniques, or as directed in the delivery order.

(10) Standards: All designs, drawings, and specifications shall be prepared in accordance with applicable codes and regulations, applicable to the city 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.

b. Project Management, Quality Assurance and Construction Period Services.

(1) Project Management and Quality Assurance: The ES-F shall appoint a project coordinator/manager and alternate, to serve as a single point of contact (POC) and liaison between the ES-F 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 shall also oversee the technical adequacy of the design information.

(a.) Point of contact: The ES-F shall provide and designate a single point of contact (POC) to represent the ES-F’s design team, throughout the design and construction administration. The POC shall coordinate all communications, between the VA and the ES-F and shall act as a central path of communication. All delivered submissions shall track VA end user comments, in a formal Owner’s Project Requirements (OPR) document. The ES-F shall address and respond on the OPR document, to each VA response comment. The designated POC shall communicate directly to the VA, through written requests and responses, and provide weekly documentation to the VA, in the form a design progress/issues log. Upon request, an example of the approved issue log format will be provided. The design progress/issues log shall:

· Summarize current design progress, made during that week

· Log all sent and received requests for design information, as well as other pertinent matters of communication

· Document all pending matters, that can potentially affect the delivery schedule, defined in this document

· Identify upcoming actions, that may require advanced preparations (i.e. on-site project meetings, walk-through visits, site visits, construction administration visits, etc.).

(b.) Meetings: Progress and review meetings shall be held at a location, specified by the Contracting Officer, for discussion of questions and problems related to the work under the contract.

· Attendees to the meetings shall be key players for the task order in question; if the assigned expert is not available, then an expert with equal qualifications may substitute the assigned expert.

· If an assigned design team/ES-F team member is not available, then an expert, with equal qualifications, may substitute the assigned team member. Attendees from the ES-F firm shall be conversant with the project and have the appropriate experience and skillset to deal with the items discussed. Senior level ES-F staff, that are knowledgeable about the project and specific task order, shall be present for all meetings involving project decisions.

· The ES-F shall take meeting notes for all meetings and provide a written copy of the meeting notes, within 5 business days to the VA.

(c.) Monthly Updates: The ES-F shall submit a monthly update report, in writing, for each individual task order. The report may be submitted by email.

· Monthly Updates - The ES-F 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 Contracting Officer 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.

(d.) Quality Assurance - The ES-F single point of contact (POC) and/or their representative for the services required under the contract, and the ES-F 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, to assure technical adequacy of design information. The OPR document shall be maintained and responded to in a timely and complete manner.

· The ES-F 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-F POC. The ES-F will coordinate and address all review comments by the VA or VA designated 3rd party reviewers (i.e. commissioning agents, if applicable).

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

· Upon request, an example template of the approved OPR matrix format will be provided. The ES-F shall collaborate with the VA and VA-designated Commissioning Authority that is contracted to the project, if applicable. The ES-F shall update the OPR document, with each progressive stage of the design.

(2) Coordination: The ES-F shall coordinate with other consultants, involved with specific design aspects of projects being developed under separate contracts.

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

(4) Permits: The ES-F shall procure all necessary permits, required by the concerned Agencies or Authorities, to bring the project to fruition (refer to Sec. V.7.f.). The ES-F shall identify all required permits, easements and requests for utility services in the Design Narrative document, as early as possible, including required costs and time/project schedule impacts. 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-F 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-F, when so directed by the CO, shall pay such fee and obtain a receipt. The ES-F, upon submission of such receipt, shall be reimbursed for all reasonable costs thereof, in accordance with the terms and conditions of this contract.

(5) Construction Period Services (CPS) or Construction Management (CM) Services or Construction Assistance Services, including review of shop drawings and other construction contractor submittals; review of requests for changes and/or deviations; change order preparation 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 value engineering review; 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-F will be responsible for generation of a punch list for the Pre-Final and Final inspections of all construction deficiencies found during site visits.

(6) 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. DESIGN AND SERVICE PHASES

1. Design Phases and Minimum Content The ES-F shall accomplish the design of projects for each task order, in phases as listed in this SOW, unless required differently by the Delivery Order. The ES-F 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 A/E Submissions. Refer to the VA’s Technical Information Library (TIL), http://www.cfm.va.gov/til/

Design Phases, as applicable, shall consist of the following:

a. Phase I - Early Schematic Design

(1) This phase will be completed (for Delivery Orders on which Phase I is required), covering all items included in this phase and a concept report delivered to the Contracting Officer, or designated representative, as outlined in the design schedule in each delivery order. A conference will be held, unless otherwise directed, at the Erie VAMC for the review of the concept package.

(a.) Pre-Design Conference with the Contracting officer or designated representative.

(b.) Survey of existing facilities.

(c.) Study of Requirements.

(d.) Concept Drawings.

(e.) Concept Cost Estimate.

(f.) Concept Report (including alternate design methods and recommended approach) and Design Analysis.

(g.) Review conference with the Contracting Officer or designated representative.

(2) During Phase I, the ES-F shall conduct a survey investigation/study and/or design charrette, based on broad guidance furnished herein, and as may be 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 (OPR) document and a preliminary Design Narrative shall be developed and submitted to the VA. The concept plan will be furnished to the Contracting Officer, or designated representative, for review and determination of the desired scope by the Government. The concept plan will consist of simple plan view 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. The evaluation of different design alternatives by the ES-F, to provide the most efficient and economical construction and to meet budgetary limitations, is encouraged during this Phase. The items stated above will be reviewed in conference. Phase II (Late Schematic Design), if required, consists of the following items or subjects:

b. Phase II - Schematic Design

(1) Late Schematic Design consists of the following items or subjects:

(a.) Preliminary Drawings, refer to Section IV.1.b.

(b.) Outline Specifications.

(c.) Preliminary Cost Estimate.

(d.) Preliminary Design Analysis, including a summary of design features, and a preliminary decision matrix, identifying major decisions featured in the design (e.g. initial cost, cost of ownership, service life, maintenance impacts, other features affecting owner’s decision).

(e.) Marked-up Comments.

(f.) Review conference at the Erie VAMC.

(g.) Design Narrative.

(h.) OPR document.

(2) If Phase II is included in the individual delivery order, the ES-F shall prepare a preliminary design, based on the approved scope, featuring preliminary drawings, outline specifications, and cost estimates, which shall be delivered to the Contracting Officer, or designated representative, as outlined in each Delivery Order. A preliminary design conference will be held, unless otherwise directed, at the Erie VAMC, for the review of drawings, specifications, estimates and other data.

c. Phase III - Design Development

(1) Consists of the completion of the design, for projects on which Phase III is required and includes:

(a.) Intermediate Design Drawings (including an electronic copy of drawings in a .DWG or .PDF format).

(b.) Intermediate Design Specifications (including an electronic copy of specifications in Word format).

(c.) Intermediate Design Cost Estimate.

(d.) Intermediate Design Analysis.

(e.) Marked-up Comments.

(f.) Color Boards. Color Boards are not to exceed 24”x 36”.

(g.) Review conference at the Erie VAMC.

(h.) Design Narrative, including decision matrix and support recommendations, and other support documentation.

(2) Phase III of design will be accomplished for Delivery 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 included therein and will be completed and delivered to the office of the Contracting Officer, or designated representative, as outlined in design schedule, in each delivery order. An intermediate design conference will be held, unless otherwise directed, at the Erie VAMC for the review of drawings, specifications, estimates and other data.

d. Phase IV- Early Construction Documents

(1) Consists of the completion of the design, for projects on which Phase IV is required and includes:

(a.) Pre-Final Drawings.

(b.) Pre-Final Specifications.

(c.) Pre-Final Cost Estimate.

(d.) Pre-Final Design Analysis.

(e.) Marked-up Comments.

(f.) Color Boards. Color Boards are not to exceed 24”x 36”.

(g.) Review conference at the Erie VAMC.

(h.) Design Narrative updated with all new finalized information.

(2) Phase IV of design will be accomplished for Delivery 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 Contracting Officer, or designated representative, as outlined in design schedule in each delivery order. A pre-final design conference will be held, unless otherwise directed, at the Erie VAMC for the review of drawings, specifications, estimates and other data.

e. Phase V- Late Construction Documents

(1) After written approval of the first final submission package, the ES-F shall provide final design documents to include the following:

(a.) Final Drawings, including digital copies, and hard copies.

(b.) Final Specifications, including digital copies.

(c.) Final Cost Estimate.

(d.) Final Design Analysis.

(e.) Final Marked-up Comments.

(f.) Final Color Boards (if changed). Color Boards are not to exceed 24”x 36”.

(g.) Design Narrative

(2) The ES-F shall be required to correct any errors or omissions from previous review comments, including corrections to digital copies. The specifications shall be provided in Microsoft Word Document format (.docx), PDF format and printed. The drawings shall be provided in CAD file format, PDF format and printed.

2. Schedule of Design Completion The ES-F shall complete all work and services under this contract, within the period of time specified in Delivery Orders to be issued, and deliver the submittals to the Contracting Officer, or designated representative, in accordance with the design schedule shown below. The performance period for each phase will be a point of negotiation, between the Contracting Officer and the ES-F, for each project/task order:

a. Phase I of Contract (Schematic Design).

1) Concept Submittal (Design approximately 10% complete).

2) Government Review Period.

3) Concept Submittal Revision, as required by the VA (see OPR).

4) Approval of Concept Submittal by the VA.

b. Phase II of Contract (Schematic Design).

1) Preliminary Design Submittal (Design approximately 30% complete).

2) Government Review Period.

3) Preliminary Design Revision, as required by the VA.

4) Approval of Preliminary Design by the VA.

c. Phase III of Contract (Design Development).

1) Intermediate Design Submittal (Design approximately 60% complete)

2) Government Review Period.

3) Intermediate Design Revision, as required by the VA (see OPR).

4) Approval of Intermediate Design by the VA.

d. Phase IV of Contract (Construction Documents).

1) Pre-Final Design Submittal (Design approximately 90% complete).

2) Government Review Period.

3) Pre-Final Design Revision, as required by the VA.

4) Approval of Pre-Final Design by the VA.

e. Phase V of Contract (Construction Documents).

1) Final Design Submittal (Design 100% complete).

2) Permit Procurement Documentation and Approvals by concerned Agencies or

Authorities.

f. The time required by the Government to review submissions made by the ES-F, under this contract, will vary with workload. The review periods established in the completion submission schedules, set forth in the work orders, represent the anticipated review times for each submission. Every effort will be made to accomplish reviews, within the stated periods of time.

g. The ES-F shall be required to make corrections to the drawings, specifications, cost estimates and design narrative, as may be required by the EVAMC.

3. Construction Period Services

a. 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 formal written response is required.

(2) Attend two (2) pre-construction meetings; once after award of construction contract and the next one, prior to start of construction.

(3) Attend one (1) project/commissioning (if applicable) schedule coordination meeting, after award of construction contract (telephone attendance mandatory, site attendance optional).

b. Submittal Review, Evaluation of Change Orders, and Requests for Information Response.

(1) The ES-F shall review and respond, as necessary: submittals, requests for information, change orders (construction materials and equipment proposed by the contractor for use in construction of this project), equipment startup reports, functional test reports, and commissioning reports (if/when applicable). All submittals and change order proposals will be reviewed for compliance with the construction documents, including specifications, and reasonable costs. Change Orders shall be returned to the EVAMC/FMS within five (5) calendar days after receipt, and Submittals within ten (10) calendar days. Requests for Information should be responded to, within a period of five (5) calendar days.

(2) The ES-F shall support commissioning inquiries (if/when applicable), 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 (if applicable), the ES-F 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.

(3) As necessary, the ES-F shall provide review commentary for functional testing and startup issue troubleshooting.

c. Commissioning Support

(1) The VA may employ a third-party commissioning authority (CxA) to meet Federal mandates requiring whole building commissioning and enhanced commissioning requirements of LEED® v3 or Green Globes. The ES-F shall support all design and construction phase commissioning efforts. The commissioning authority will verify performance of building components and systems 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-F shall work with the commissioning agent, throughout the design and construction process, to assure all sustainable objectives are met. The ES-F 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).

(a.) The ES-F 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 each specific project. The ES-F shall provide recommendations for Cx 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-F. 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-F commissioning authority, with support from the ES-F, shall be submitted to the VA, prior to completion of construction document phase and include the following elements:

· General Project Information

· Overview and Scope of the Project Commissioning

· Commissioning Protocols and Communications

· Commissioning Process, including Team Responsibilities

· Commissioning Schedule

· Commissioning Documentation

· Appendices

· Testing and Inspection Plans

· Pre-Functional and Functional Test Procedures

· Construction Checklists

· Issues Logs For additional information see the VA website:

http://www.cfm.va.gov/til/commissioning/CxManual.pdf

(2) Provide a written scope of work for procurement of a construction phase commissioning authority, upon VA request.

(3) Participate in commissioning project meetings (i.e. Pre-Bid, Pre-Construction, Cx kick-off meeting, Acceptance Testing Meetings, Lessons-learned project to closeout meeting). Remote attendance is permissible, with CO approval.

(4) Coordinate commissioning plan efforts and answer design questions of project commissioning authority.

(5) 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, Cx Training materials, and seasonal testing reports)

(6) Provide systems diagrams and other appropriate data to the Commissioning Agent in electronic format, for development of a Systems Manual

(7) Provide and report resolution of any issue, identified as a Design Issue.

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

(1) The ES-F shall visit the site, at the request of the Contracting Officer, to answer technical questions and/or provide clarification to documents, due to errors or omissions, at no additional cost to the government. These meetings will not count against required meetings set forth below.

(2) Attend and assist with site inspections at the 25%, 50%, 65%, 85%, and final inspection of percent complete, for all project phases.

(3) Spot checking of contractor’s progress, based on eight, (4) hour site visits, when requested by the VAMC Contracting Officer. These meetings may also be used to answer technical questions and/or develop minor changes, due to site conditions, etc. This is in addition to items d.1 and d.2 above.

e. As Built Drawings

(1) The ES-F shall modify design drawings, based on marked-up drawings supplied by the contractor, and are to be verified by the ES-F on the field. As-builts to include all addendums and Bulletins, issued by the VA and the ES-F, during construction. The changes shall be incorporated into the final BIM Model, with the revision documented on the title block, as appropriate. These changes shall be bubbled and dated. The ES-F is to reformat the drawings, based on the VA layering system, before final submission. The ES-F will receive these required layer standards, under a separate cover. Reproducible hardcopies and the electronic model of the “As-builts” are to be submitted to the Contracting Officer Representative (COR) on CD-ROM or through a secure, VA approved FTP Site, as directed in the individual task orders. Any approved shop drawings, with major differences from contract drawings, supplemental agreements, processed change orders, etc., shall be incorporated. The ES-F shall obtain master VA facility drawings and revise/update, per VA PG-18-4 VA CAD standards and the VA National CAD Standard Application Guide.

(2) The ES-F shall deliver completed as-built drawings, no later than at construction closeout.

IV. DELIVERABLES AND SUBMISSION CONTENT

1. Drawings, specifications and deliverable documents All plans shall be computer generated (AutoCAD latest edition or as specified in the task order), submitted electronically (CAD files and PDFs) and as standard black and white paper, 30 inch x 42 inch size (trim to trim, including the title block). The drawings shall have the VA title block and lettering, complying with VA drafting guidelines. Applicable graphic symbols shall conform to the Architectural Graphic Standards PG-18-1 through PG-18-17. All plan drawings shall be geospatially referenced, if/as described in the individual Task Orders.

a. Plans and Drawings: Drawings shall be prepared, using the latest AutoCAD release version format, on white bond paper or as directed in the task order. Drawings shall be uploaded to a VA approved secure FTP site, for download by designated VA representatives. In addition, copies of all drawings shall be provided in electronic format (PDF and DWG files), suitable for bid advertising. All lettering shall be a minimum of 1/8” in height. Photographic enlargements will not exceed 50% of the original. First generation photographic originals maybe used, at the option of the ES-F.

(1) Cover Sheet/Location Plan: The ES-F shall furnish a cover sheet location plan, or the 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-F shall show thereon, the project location and other references/facilities related to the project, as directed.

b. Preliminary Plans: Preliminary plans shall be prepared, at working drawing scale, and will present sufficient detail to allow an adequate review. They will include the following, where applicable:

(1) Floor plans, with functional arrangement of all areas, including corridors, exits and utility spaces, properly related to exterior access roads, parking and service areas, etc. Special emphasis shall be placed on indicating items, involving special design and/or deviations from accepted standards. All demolition and new work shall be clearly noted and shown on the drawings. Gross floor areas shall be shown for the building. Floor and roof framing, as well as loading, shall be indicated, when applicable.

(2) Site and/or plot plans showing critical grades, contours, drainage requirements, and relation of structures and facilities to existing street systems, utilities, entrances, and finished grades. Present grades shall be indicated, where applicable. The location of new-work items shall be shown, as well as utilities and systems required, with all necessary details.

(3) Elevations to include story heights, fenestration, relationship to existing structures, site adaptation to finished grades, and notes or comments on proposed materials and finishes.

(4) Heating, dehumidification, mechanical ventilation, refrigeration and plumbing. Indicate the location and space requirements for all major items of mechanical equipment. Single line indications of ducts, pipes, and equipment and their approximate locations shall be shown, but size and capacity are not required at this stage. Outline specifications, submitted with the drawings, should give approximate capacities of the major mechanical items, with a brief description of their function and operation of the systems.

(5) Electrical (including power systems, communication systems, raceways, surveillance cameras, under-floor duct system for power and telephone, telephone & data distribution, distribution panels, and entrance conduits where required). Indicate typical lighting arrangements, types of fixtures proposed, general light intensities, special electrical service requirements, light and power service entrance and distribution arrangements. Cable sizes, and the switch and panelboard descriptions are required.

(6) Sections of paving and/or structures, including framing, ceiling, ducts, etc.

(7) Typical wall, roof and partition sections at no less than 3/4” = 1’0”, to include material and thickness of facings, method of attachment to supporting structure, openings, doors and windows, notes and description of materials.

(8) All required controlling dimensions shall be clearly indicated. Measurements and dimensions may be required to be in U.S./English units or metric units, or both.

(9) Drawings shall contain sufficient details and information, 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.

(10) International Building Code (IBC) design analysis.

(11) All Infection Control Measures needed for the project.

c. Final Drawings: The ES-F shall not proceed with the final drawings, until receipt of written review comments and/or approval of Phase I, II, III or IV requirements, from the Contracting Officer, as well as formal NTP. These drawings shall be submitted for review to the Contracting Officer or designated representative, and for necessary revisions, corrections, or additions, before final approval and required signatures of Government personnel.

(1) Prepare final drawings in AutoCAD, using the latest release version, and provide to the VA with final submittal.

d. Specifications:

(1) Specifications shall be prepared, per Construction Specification Institute (CSI) Master Format, latest edition, or as specified in task order. Materials shall describe, where possible, compliance with recognized industry or technical society standards. Specifications shall be printed on 8-1/2” x 11” bond paper and provided with an index of sections. Specifications shall also be provided in pdf format and in MS Word format, or as specified in task order.

(2) The ES-F shall include specifications, that allow 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. The ES-F shall provide, in the case of brand name or equal specification, at least five salient characteristics of the product. The ES-F shall identify standard specifications by date of issuance.

e. Record Drawings

(1) Unless explicitly stated otherwise in a task order, through the construction of the ES-F design, the…