P01-SOW Replace Underground 15kV Feeders and Transformers 598-19-112.docx

SOW FOR PROJECT

Replace Underground 15kV Feeders and Transformers 598-19-112 2200 Fort Roots North Little Rock, Arkansas 72114

Central Arkansas Veterans Healthcare System VISN 16, Group 598 North Little Rock, Arkansas

Prepared By CAVHS Planning and Design Office

29 June, 2021

Replace Underground 15kV Feeders and Transformers Project No. 598-19-112

GENERAL INFORMATION

1. PROJECT SCOPE OF WORK:

A. Problem Statement:

1) The Central Arkansas Veterans Healthcare System (CAVHS) located in North Little Rock, AR is in critical need of campus wide Electrical Infrastructure upgrades. This project will address specific capacity deficiencies, aged/failing equipment, have transformers replaced which are beyond their anticipated life expectancy, switchgear substations that need to be connected to electric PME monitoring system for continued operations in order to maintain and improve the functionality of the electrical infrastructure services at Eugene J. Towbin (EJT) Healthcare Center campus.

2) The general goal of this project is to improve the EJT Healthcare electrical infrastructure systems to a more reliable and code compliance electrical system. The work plan will include, but not limited to, considerations for the following:

a) The Architect/Engineer shall survey the area and verify existing building structure and all related systems, study adequacy of conduits for each function, analyze utility systems and manhole structural integrity, also verify as-built drawings. Existing drawings may not be complete or fully accurate.

b) Design electric connection from Bldg. 201 or alternative location to reconnect two light poles and replace panel with digital time clocks.

c) Assess power needs, demand loads, of existing five (5) feeder loops and auxiliaries

· Design replacement of five (5) medium voltage feeder loops, circuit breakers, and appurtenant features per code

· Design Sectionalizing Cabinets installation on manholes and bring wire up into cabinet to eliminate Confined Space Entry.

· Perform an investigation on the manholes along the five (5) feeder routes

d) Assess 33 transformers’ load needs/capacity and replace/upgrade with their main distribution panels, cabling, conduits, and appurtenant features as needed.

· Specify the current transformer (CT), potential transformer (PT), intelligent electronic device (IED), circuit breaker control switch relay, and test switches. Existing panel knockouts are present and will require a designed metal cover with the new knockouts for devices.

e) Design connection of six (6) substations switch gear breakers to existing CAVHS electric PME meter monitoring system.

f) Assess and design replacement, as needed, of existing FPE HVL switches in all substations

g) Design installation HVLCC switches with remote operator panels for switch operation of electrically operated switches at all substations.

h) This project will include the identification and labeling of all replaced or upgraded electrical equipment. Examples: Disconnect switches, electrical distribution equipment including switchboards, distribution panels, panel boards, transformers, circuit identification labels, circuit directories and cable identification.

B. Scope of Work:

1) The Architect/Engineer (A/E) shall provide all labor, equipment, materials, testing, and incidentals to deliver Professional Engineer (PE) services to verify existing conditions, perform electrical studies, design, Electrical Protection & Control Schemes, and prepare contract working drawings and specifications per above “Problem Statement.” The project is located at the Eugene J. Towbin (EJT) Healthcare Center in North Little Rock, AR.

· Electrical Professional Engineer licensed is required for this project. PE shall have over 10 years field experience related to low/medium voltage and electrical infrastructure systems, design, construction, maintenance, and troubleshooting; electrical system installation, design, construction, maintenance, and troubleshooting; building systems design, operations, maintenance, and troubleshooting.

2) The A/E will work with Central Arkansas Healthcare System (CAVHS) staff, Engineering Staff, and other staff as required to collect all information required to design an improved electrical infrastructure plan in accordance with the Technical Information Library (TIL), seismic bracing/restraint requirements, local, state and federal building codes and standards that correct problems with transformers, switchgear substations, design, electrical system and power distribution synergy and efficiency, security, and improve overall campus electrical infrastructure system.

a. A/E will conduct the following surveys as required to meet all design requirements and ensure accurate specifications during the design process. This includes validating existing drawings and conducting “above the ceiling” observations to verify and validate existing conditions.

i. Asbestos survey as needed. The A/E will review the existing asbestos survey and determine any additional locations required to be on the asbestos survey, if any. Any construction in areas requiring abatement is identified on the survey. Asbestos abatement will follow Master Construction`s Section 02 82 13 from TIL local, state and federal requirements.

ii. Electrical load survey as needed. The A/E will review the existing electrical load survey and determine if any additional electrical load surveys are required. The A/E will determine the electrical load/ usage requirements for all operations and equipment in EJT design area.

b. The A/E firm will develop architectural, electrical, mechanical, plumbing, and structural designs/drawings for the renovated areas (as needed and agreed on IPT meeting).

3) The completed preliminary plans shall include a detailed construction cost estimate. The A/E is responsible to design the project within available budget and provide recommendations of deduct items as alternatives.

4) The A/E shall be responsible for the professional quality and technical accuracy of the design project; construction documents shall be signed and “sealed” by the responsible registered professional architect(s) and engineer(s).

5) Architect/Engineer services to include phasing recommendations, planning, consultation and visits, investigation before design, design work, preparation of contract drawings and specifications for construction bidding, constructability reviews at each design review, design for accessibility for maintenance and operation of all systems, preparation of cost estimates including contractor bid analysis and recommendations, market research, and participation in any pre-bid and pre-construction conferences. In addition, provide construction period services for demolition, construction, and inspection all work for this project.

6) Impacts to any other areas or other ongoing surrounding projects during design and/or construction need to be accounted for and coordinated with during design/construction of this project.

7) All design work for each discipline shall incorporate all Site, Structural, and Electrical components necessary to provide for a full, complete and functional replacement/upgrade project. Design work shall be in accordance with all applicable requirements of NFPA, National Electric Code, National Electrical Safety Code (NESC), Life Safety Code, OSHA, IEEE, VA Specifications, VA Standard Details, VA Construction Standards and Criteria, and applicable local, state and federal regulations.

8) To protect patients, federal employees, and visitors from exposure to tobacco smoke, smoking is not allowed on VA campuses.

9) The A/E will conduct the site, equipment, building, and 60” beyond the building survey as required to meet all design requirements, commissioning requirements, and ensure accurate specifications during the design process. This includes validating existing drawings and conducting “above the ceiling” observations to verify and validate existing conditions (as needed). These are not all inclusive of the survey requirements. Site investigations must be sufficiently thorough to ensure that design details are compatible with the project site.

10) Work performed involving environmental aspects must be done in compliance with laws, policies, and guidelines in accordance with CAVHS Green Environmental Management Systems (GEMS) Program, Waste Management, VA Directive 2004-069, and the Federal Pollution Prevention Act.

11) Life safety and infection control will be taken into account during all phases of design. Final construction documents will detail measures to be taken by the contractor to assure life safety and infection control. A preconstruction risk assessment will be completed and included in project submissions.

12) Plans for phasing construction to minimize impact on the medical center will be incorporated into the construction documents. Items to be addressed to include contractor laydown area and phasing for the various areas of interior construction.

C. Quality Assurance/Quality Control

1) In an effort to reduce construction change orders due to design errors and omissions, the A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

a. Provide an outline of the actions that your firm will take during the design process.

b. Two Weeks after Receipt of the NTP: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

c. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

d. Weekly update meetings with A/E minutes send to COR within 24hrs. from meeting for review and concurrence.

D. The A/E will have an experienced staff with a minimum of 10 years’ experience to conduct the design of EJT Medical Center Electrical Infrastructure system.

E. The project construction will be under the supervision of the COR/Project Engineer. The Architect/Engineer shall furnish assistance during the design and construction period, including review of shop drawings, RFI response, submittals, site visits and serve as necessary in clearing up any problems that may arise. Bidding shall be handled by the Veterans Affairs Contracting Officer.

F. At 10% submittal the A/E will document and validate project requirements and the construction costs. The submittal shall include concept design, preliminary schematic plans, a narrative describing each aspect of the project and a parametric estimate. Provide a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design G. At 35% submittal the A/E will provide a finalized conceptual design with sufficient detail to show how functional and technical requirements will be met, indicate the designer’s approach to the solution of technical problems, shows compliance with design criteria, and provide a valid concept cost estimate. (Per PG 18-15 Schematics* Column) H. At 65% submittal the A/E is to ensure that funding limitations are not being exceeded and the drawings, design analysis, specifications, and cost estimate are proceeding in a timely manner, and that the design criteria are being correctly interpreted. (Per PG 18-15 DD* Column) I. At 95% submittal, it represents a 100% complete design with the exception of incorporation of any review comments resulting from the review of the submittal. Provide detail cost estimate, with a variance that is not expected to exceed 10 percent. The VA requires 14 calendar days minimum to process 95% review. (Per PG 18-15 CD* Column) J. Bid Documents Submission no later than 95 days after Notice to Proceed. It is the A/E responsibility to ensure all prior comments are incorporated into the design. All costs of correcting and resubmitting final stamped sets due to omissions or code/requirement violations are the responsibility of the A/E.

K. Completed design shall result in a cost that is within the construction budget limitations. The A/E shall re-design or take necessary steps, thru synergy or efficiencies, to reduce the cost so that budget limitations are not exceeded.

L. Prepare cost estimate and provide construction period services and site visits.

M. As-Built Drawings to be provided upon project review.

N. Reference provided:

a. Exhibit 1 – Campus Drawing

b. Exhibit 2 – Existing Site Photographs

2. PLANS TO BE DEVELOPED FOR:

3. SPECIFICATIONS:

Go into the Technical Information Library (TIL), then Specifications.

Go to the link below to receive the latest specifications in support of this project:

4. PROGRAM OF SPACES & REQUIREMENTS:

X

5. VA DRAWINGS:

A/E to develop as part of project meeting VA space planning guidelines available in the TIL web site: http://www.cfm.va.gov/til/planning.asp

6. A/E COMPLETION TIME:

95 Days

7. LAND SURVEY:

8. SOILS TESTING:

9. COLOR BOARD REQUIRED: X Yes No; If yes # of sets with second submittal: 2

10. CONSTRUCTION PERIOD SERVICES:

11. DESIGN REVIEW AND PROJECT COMPLETION SCHEDULE:

a) VA requires 5-14 calendar days minimum to process each review.

b) Final Design: Final Document Submission (100%) 95 days after Notice to Proceed. It is the A/E responsibility to ensure all prior comments are incorporated into the design. All costs of correcting and resubmitting final stamped sets due to omissions or code/requirement violations are the responsibility of the A/E.

c) A/E to submit a Design Review completion schedule to be approved by the VA COR and CO.

(NTP)

12. SEISMIC DESIGN:

X Project designed in accordance with VA Design Guides (H-18-8, available on the TIL website) and State Law.

13. COMMISSIONING:

X Hire a Commissioning Agent per the requirements of Section XI. Commissioning.

VA RESPONSIBILITIES:

The VA will administer the contract in respect to negotiations, bidding, reproduction of drawings and specifications, and award of contract. The following paragraph applies in full if this contract does not include Construction Period Services, section 14. If construction period services are contracted, the following is modified by section 14, section 14 supersedes the following.

The VA shall also conduct the following services: contract overseeing payrolls, approval of submittals, clarification of contract documents, change orders, letters concerning contractor’s performance, time extensions, final inspections and warranty work.

14. Construction Period Services

X Construction Period Service are in the contract.

CONSTRUCTION PHASE SERVICES

GENERAL

1) The Architect/Engineer shall provide administration of the Contract between the VA and the Contractor as set forth below. The Architect/Engineer shall advise and consult with the VA during the Construction Phase Services.

2) The Architect/Engineer will perform the following tasks:

a) Monitor Progress.

b) Ensure correct materials are being used.

c) Submittal approval.

d) Inspect workmanship (quality).

e) Make Site Visits and progress reports as needed.

f) Report findings in writing.

g) Meeting Minutes.

h) Resolve contractor RFI: in distributing RFIs, those that are A/E responsibility are to be sent to the A/E with a cc to the VA (COR). Those requiring VA response are sent directly to the VA COR.

i) State any changes that need to be made. Identify as either design omission/error or VA requested.

j) Evaluate and negotiate modification price with the contractor.

k) Review Progress Payments and provide recommendations to VA CORs.

l) Conduct Final Inspections.

3) The Architect/Engineer shall not have control over, charge of, or responsibility for the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs about the Work, nor shall the Architect/Engineer be responsible for the Contractor’s failure to perform the Work in accordance with the requirements of the Contract Documents. The Architect/Engineer shall be responsible for the Architect/Engineer’s negligent acts or omissions, but shall not have control over or charge of, and shall not be responsible for, acts or omissions of the Contractor or of any other persons or entities performing portions of the Work.

4) The Architect/Engineer’s responsibility to provide Construction Phase Services commences with the award of the Contract for Construction and terminates on the date the Architect/Engineer issues the Final Recommendation for Payment by the CO (or when the CO closes the contract).

EVALUATIONS OF THE WORK

1) The Architect/Engineer shall visit the site at intervals appropriate to the stage of construction, to become generally familiar with the progress and quality of the portion of the Work completed, and to determine, in general, if the Work observed is being performed in a manner indicating that the Work, when fully completed, will be in accordance with the Contract Documents (drawings and specifications). However, the Architect/Engineer shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the Work. Based on the site visits, the Architect/Engineer shall keep the VA reasonably informed by email about the progress and quality of the portion of the Work completed, and report to the VA (1) known deviations from the Contract Documents and from the most recent construction schedule submitted by the Contractor, and (2) defects and deficiencies observed in the Work.

2) The Architect/Engineer does not have the authority to reject Work that does not conform to the Contract Documents. He has the responsibility to report all discrepancies to the COR/CO and the authority to do so. Whenever the Architect/Engineer considers it necessary or advisable, the Architect/Engineer shall have the authority to require inspection or testing of the Work in accordance with the provisions of the Contract Documents, whether such Work is fabricated, installed or completed. However, neither this authority of the Architect/Engineer nor a decision made in good faith either to exercise or not to exercise such authority shall give rise to a duty or responsibility of the Architect/Engineer to the Contractor, Subcontractors, material and equipment suppliers, their agents or employees or other persons or entities performing portions of the Work. The Architect/Engineer is solely responsible to the government for insuring the construction meets contract documents and regulations.

3) The Architect/Engineer shall interpret and decide matters concerning performance under and requirements of, the Contract Documents on written request of either the VA or Contractor. The Architect/Engineer’s response to such requests shall be made in writing within 2 days or an alternate time agreed upon.

4) Interpretations and decisions of the Architect/Engineer shall be consistent with the intent of and reasonably inferable from the Contract Documents and shall be in writing or in the form of drawings. When making such interpretations and decisions, the Architect/Engineer shall endeavor to secure faithful performance by both VA and Contractor, shall not show partiality to either, and shall not be liable for results of interpretations or decisions rendered in good faith. The Architect/Engineer’s decisions on matters relating to aesthetic effect shall be final if consistent with the intent expressed in the Contract Documents.

5) The Architect/Engineer shall render initial decisions on Claims between the VA COR and Contractor as provided in the Contract Documents. Final decision will be the VA Contracting Officer.

SUBMITTALS

1) The Architect/Engineer shall review the Contractor’s submittal schedule and shall not unreasonably delay or withhold approval. The Architect/Engineer’s action in reviewing submittals shall be taken in accordance with the approved submittal schedule or, in the absence of an approved submittal schedule, within 7 days. Any alternative review time shall be requested from the CO with justification and a response date providing reasonable promptness while allowing sufficient time in the Architect/Engineer’s professional judgment to permit adequate review.

2) In accordance with the Architect/Engineer-approved submittal schedule, the Architect/Engineer shall review and approve or take other appropriate action upon the Contractor’s submittals such as Shop Drawings, Product Data and Samples, but only for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. Review of such submittals is not for the purpose of determining the accuracy and completeness of other information such as dimensions, quantities, and installation or performance of equipment or systems, which are the Contractor’s responsibility and not within construction contract documents. The Architect/Engineer’s review shall not constitute approval of safety precautions or, unless otherwise specifically stated by the Architect/Engineer, of any construction means, methods, techniques, sequences or procedures. The Architect/Engineer’s approval of a specific item shall not indicate approval of an assembly of which the item is a component.

3) If the Contract Documents specifically require the Contractor to provide professional design services or certifications by a design professional related to systems, materials or equipment, the Architect/Engineer shall specify the appropriate performance and design criteria that such services must satisfy. The Architect/Engineer shall review shop drawings and other submittals related to the Work designed or certified by the design professional retained by the Contractor that bear such professional’s seal and signature when submitted to the Architect/Engineer. The Architect/Engineer shall be entitled to rely upon the adequacy, accuracy and completeness of the services, certifications and approvals performed or provided by such design professionals.

4) The Architect/Engineer shall review and respond to requests for information about the Contract Documents. The Architect/Engineer shall set forth in the Contract Documents the requirements for requests for information. Requests for information shall include, at a minimum, a detailed written statement that indicates the specific Drawings or Specifications in need of clarification and the nature of the clarification requested. The Architect/Engineer’s response to such requests shall be made in writing within any time limits agreed upon or otherwise with reasonable promptness. If appropriate, the Architect/Engineer shall prepare and issue supplemental Drawings and Specifications in response to requests for information.

5) The Architect/Engineer shall maintain a record of submittals and RFIs, and copies of these documents supplied by the Contractor. RFIs and submittals will be identified by RFI00# (or SUB00#) – SUBJECT. The # represents a sequential number designated as received. Updated information pertaining to submittals will be identified per above with the addition “REV 01”. Incomplete RFIs will be rejected with no revisions “rev” with the numbering to continue sequentially. Submittals that are rejected in their entirety, requiring complete resubmission, shall be cataloged as such with resubmittals (and further submittals) submittals to continue being numbered sequentially.

6) RFIs and Submittals will be sent electronically to the CO and COR through submittal exchange.

CHANGES IN THE WORK

1) The Architect/Engineer may authorize minor changes in the Work that are consistent with the intent of the Contract Documents and do not involve an adjustment in the Contract Sum or an extension of the Contract Time. The Architect/Engineer shall prepare Change Orders and Construction Change Directives for the VA’s approval and execution in accordance with the Contract Documents.

2) The Architect/Engineer shall maintain records relative to changes in the Work. The A/E will maintain a set of red-line as-builts. The final set of construction as built will be submitted to the A/E for review to ensure compliance with VA standards to include CAD standards.

SAFETY

1) The A/E is responsible to retain services of a licensed fire protection professional engineer, as needed. The FPE must be directly involved in the design of fire protection systems and life safety requirements, as addressed in the VA Fire Protection Design Manuals.

2) b. The VA will provide the A/E with existing facility life safety plans and analysis indicating the location of smoke compartments, rated partitions, and life safety egress.

PROJECT COMPLETION

1) The Architect/Engineer shall conduct inspections to determine the date or dates of Substantial Completion and the date of final completion; receive from the Contractor and forward to the VA COR, for the VA’s review and records, written warranties and related documents required by the Contract Documents and assembled by the Contractor; and issue a final Certificate for Payment, post VA CO approval of such, based upon a final inspection indicating the Work complies with the requirements of the Contract Documents.

2) The A/E will schedule with the VA COR and Contractor the pre-final and final inspections. The A/E will participate in such inspections with any VA attending personnel, document discrepancies, and provide an inspection report to the VA COR and Contractor. These inspections shall be scheduled at the earliest point in the project with a minimum of a 14-day notice provided to the VA for the prefinal inspection. The final inspection will generally follow 7 days later, but can be modified with VA approval based on project phasing, component/system installation, A/E recommendations based on results of the pre-final inspection, or other circumstances to be approved by the VA COR/CO.

3) The A/E will handle all commissioning activities in a manner outlined in the section on pre-final/final inspections.

4) The Architect/Engineer’s inspections shall be conducted with the VA to check conformance of the Work with the requirements of the Contract Documents and to verify the accuracy and completeness of the list submitted by the Contractor of Work to be completed or corrected.

5) When the Work is found to be substantially complete, the Architect/Engineer shall inform the VA about the balance of the Contract Sum remaining to be paid the Contractor, including the amount to be retained from the Contract Sum, if any, for completion or correction of the Work.

6) The Architect/Engineer shall forward to the VA COR the following information received from the Contractor: (1) consent of surety or sureties, if any, to reduction in or partial release of retainage or the making of final payment; (2) affidavits, receipts, releases and waivers of liens or bonds indemnifying the VA against liens; and (3) any other documentation required of the Contractor under the Contract Documents.

BLUEPRINT LAYOUT

1. CAD standards as provided by the VA Technical Information Library (TIL) will be followed. This resource is available online: http://www.cfm.va.gov/til/projReq.asp

2. Drawings notes will not contain generic statements or instructions to “see specifications”.

Specification references on drawings will be detailed with specification number, name, and applicable paragraph as appropriate.

3. A Finish Schedule will be on the drawings and not in the specifications.

4. A/E will include the VA's standard asbestos warning.

5. Projects that require phasing will have separate phase drawings for each specialty or trade. These drawings will provide details for utility and space utilization during phases.

DESIGN CRITERIA, CONSTRUCTION STANDARDS, ETC.

1. Submit the Basis of Design (BOD) at each phase with updated information. Report to include:

· Indicate the electrical design approach proposed in narrative form. Determine whether the existing site utility service and distribution, switchgear, primary feeders, power transformers, and distribution equipment are adequate for the existing loads for normal and essential electrical systems.

· Provide a detailed description of the extent of new utility work; calculations for arc flash, voltage drop, and harmonic distortion.

· Submit Commissioning Agent's report of document review and a statement indicating how each of the items in the report shall be or has been addressed.

· Provide a report on selected control system types, configuration, and capabilities together with key decisions about equipment and systems sequences of operation; a description of appropriate training and demonstration requirements for Government personnel. Include a complete list of all types of equipment/systems and what Training and Demonstration is required.

· Provide normal power system and load calculations to support electrical equipment sizing and ratings. Confirmation that proposed systems are compliant with all applicable VA design manuals and guides.

· Provide narrative in describing the design, including basic assumptions, compatibility with existing equipment, and points of interconnection with the existing telecommunications systems.

2. The A/E shall ensure that requirements for tests and inspections by the contractor and check tests by the A/E and VA are fully detailed as part of the Contractor Quality Control responsibility.

3. VA Design Manuals, Standards, Criteria, and Space Requirements provided on the VA TIL site. This includes the following but is not limited to this list and the latest guidelines at contract award hold precedence over dated information in this supplement.

a. PG-18-3, Design and Construction Procedures

b. PG-08-4, VA Standard Details

c. PG-18-5, Equipment Guide List

d. PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS)

e. PG-18-10, Design Manuals – see index on TIL for complete listing (http://www.cfm.va.gov/til/dManual/dmIndex.pdf )

f. PG-18-12 Design Guides

g. PG-18-13 Barrier Free Design Guide

h. PG-18-14 Room Finishes, Door, and Hardware Schedules

i. PG-18-15 Minimum Requirements for A/E Submissions

j. PG-18-17 Environmental Planning Guidance

k. H-08-8, Earthquake Resistant Design Requirements for VA Medical Center Facilities

l. Engineering Guide for Fire Protection Design

4. VA Construction Standards, Handbooks, etc., will be followed to the maximum extent practicable in design of the project and are available on the Internet at: http://www.va.gov/facmgt/standard.htm .

5. Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings- (must be used in the initial planning and project design as applicable to the specific project).

6. Local and state codes by discipline.

7. It is the A/E’s responsibility to acquire access to all standards, codes, manuals; and be proficient in their application. Failure to provide any procedure, design or construction aspect required by the above will be remedied at A/E’s expense.

DRAWING REQUIREMENTS

1. Standard Auto Cad Drawing file compatible to Release 2019 to be provided via submittal exchange. The VA does not use any "helper" programs and A/E drawings should be useable by the VA.

2. VA Standard Title Blocks will be provided on disk.

3. Each submission will include 2 full size and 1 half size hard copies of drawings required for that submission. Each drawing submission will also be provided on CD in pdf and AutoCAD format.

4. The Final Drawing Set, after the CD (95%) drawings will meet PG-18-15 requirements and will have all A/E Design Contract notation (such as contract/project numbers) removed from all parts of the submission. The final drawing sets will be signed/stamped drawings and an additional 30”x42” will be provided. Final electronic copies are to be "purged" of all unused components.

"XREF'S" used should be bound to each sheet.

SPECIFICATIONS

1. The Spec Book Title and Drawing titles should be the same.

2. Follow PG-18-15, Volume C guidelines on specifications and submittals.

3. All submissions including final shall include (three formats):

a) Microsoft Word (single or multiple word documents).

b) Adobe Acrobat: one book unless document is larger than 5 meg, then compile into 2 books.

c) Hard copies (1).

4. Specifications Format:

a) Margin (all pages): Top - 1 1/2", Bottom - 1", Sides - 1"

b) Spacing: Single spacing with double spacing between outline format.

c) Page Numbers: Centered at approximately 1" from bottom of page. Use specification number and number consecutively (ex. 01 33 23-1, 01-33-23-2).

d) Pages: Should be single sided.

e) Double spaced and centered at the end of each specification section should be the word "- - - END - - -". This comes above the last page number.

5. The VA may provide specifications, to include the following:

a) Cover

b) 000501 Special Requirements for Work Within a VA Hospital (the A/E is to meet with the VA’s Infection Control to determine ICRA level for construction and update this specification).

c) 010000 General Requirements

d) 013323 Shop Drawings, Product Data, and Samples.

e) 013525 Safety

f) 017701 Final Cleaning

g) SCHEDULE

6. The A/E is responsible for ensuring that the specifications are tailored to the specific requirements of the project and are compatible with the current contract provision.

7. Prepare specification in accordance with the requirements of the VA Design Manual describing materials, systems, workmanship, quality, and performance criteria required for the construction project.

8. The A/E shall ensure that requirements for tests and inspections by the contractor and check tests by the A/E and VA are fully detailed as part of the Contractor Quality Control responsibility.

9. The A/E is responsible for integrating any VA supplied specifications into the overall specifications. This includes editing and correcting as necessary.

10. No Brand names will be used but proposed equipment shall be compatible with existing previous installed direct replacement breakers and existing CAVHS electric shop meter monitoring system. A/E will state salient characteristics of desired item. Specifications should not reference "See Drawing" for notes.

11. The A/E is responsible for completing the submittal register and integrating into specification 013323. Example form (latest to be used) copied below and electronic Excel file available from VA COR.

SCOPE OF WORK - SPECIAL NOTES

1. No Brand names will be used other than those standardized items shown in Section X. A/E will state salient characteristics of desired item. Specifications should not reference "See Drawing" for notes.

2. VA will perform all contracting duties, Bid Openings, Negotiations, Project Management, i.e., processing pay requests, day-to-day visits on the project site. The A/E may be requested as indicated otherwise, to make site visits or make special reviews.

3. All contractors and visitors are required to adhere to Universal Masking Guidance which requires people to wear a cloth face covering or facemask over their mouth and nose while in any building of Central Arkansas Veterans Healthcare System (CAVHS). Daily healthcare screening is required before entrance to VA facilities due to COVID-19. No one with a cold or flu like symptoms will be allowed on VA property. In the event that symptoms occur while on site, the contractor will notify the COR immediately. The individual(s) maybe required to be COVID tested and quarantine until released by Infection Control to return to site.

DETAIL OF REQUIREMENTS

PROJECT REVIEWS AND SUBMISSION REQUIREMENTS

Unless otherwise stated, the A/E is required to comply with Program Guide PG-18-15 Volume C in regard to submission requirements. This guide is available online at the VA Technical Information Library (TIL) - http://www.cfm.va.gov/til/aeDesSubReq.asp . It is the A/E responsibility to review the PG-18-15 and request clarifications as necessary during the RFP phase of the project.

The submission requirement charts in PG-18-15 will be used as a QC and be part of each submission Schematic (10%) through CD (95%).

ARCHITECTURAL

1. One-eighth-inch scale plans shall be submitted.

2. One-eighth-inch scale plans showing and identifying equipment utilities requirements for each manhole shall be submitted.

3. A written narrative describing the design scheme of existing equipment and how reworked areas will integrate functionally with the remainder of the system shall be submitted. All variations from criteria shall be explained.

ELECTRICAL

1. New electrical feeder shall be provided as required by the new calculated electrical loads.

2. One-line diagrams of the existing and proposed electrical power distribution system shall be submitted. Include low-voltage main and secondary power distribution panels. Verify that existing feeders to be reused are adequately sized for the proposed project. Preliminary design data, assumptions, and calculations shall be submitted.

3. Low-voltage system design shall be included as part of the A/E Services. Systems such as data, cable tray, wire management, CATV, paging system, nurse call, telemetry, photographic, archiving, and communication system (PACS) will be coordinated with MEDVAMC users and designed on the Plans and Specifications.

QUALITY CONTROL

1. In an effort to reduce construction change orders due to design errors and omissions, the A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. This plan shall be submitted as part of A/E Contractor’s cost proposal. The requirements are as follows:

· The management and organization of this project.

· Intended key technical personnel, such as subcontractors, discipline managers, project manager, etc.

· Provide an outline of the actions that your firm will take during the design process.

· Narrative describing product quality control.

· Submit a detailed QA/QC Plan fourteen (14) days after NTP describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

· Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

2. After the award of the Contract, the A/E Contractor shall follow minimum standards of quality as follows:

· There shall be a consistency of key personnel throughout the project.

· All deliverables shall be routed through, reviewed, and approved by the A/E contractor project manager.

· All mistakes, omissions or errors discovered during the construction process shall be rectified by the A/E contractor. The A/E contractor shall provide the government with additional design drawings, cost estimates and statement of work to make field design corrections, should they become necessary.

ENERGY PERFORMANCE & SUSTAINABILITY

Follow: SUSTAINABLE DESIGN MANUAL (May 2014, Rev 1 – Aug 18, 2017). See full text at:

https://www.cfm.va.gov/til/sustain/dmSustain.pdf

The The A/E shall be responsible for designing to achieve sustainable design equivalencies and for implementing within the design the following Guiding Principles found in the Federal Leadership on High Performance and Sustainable Buildings Memorandum of Understanding and the VA Sustainable Design and Energy Reduction Manual:

· Employ Integrated Design Principles (Integrated Design, Commissioning)

· Optimize Energy Performance (Energy Efficiency, Measurement and Verification). See attached Energy Efficiency Design Standards document.

· Protect and Conserve Water (Indoor Water, Outdoor Water)

· Enhance Indoor Environmental Quality (Ventilation, Thermal Comfort, Moisture Control, Day lighting, Low-Emitting Materials, and Protect IAQ during Construction)

· Reduce Environmental Impact of Materials (Recycled Content, Bio- based Content, Construction Waste, Ozone Depleting Compounds)

· Sustainable design features, activities and equivalencies are part of overall Federal policy to limit environmental impact and ensure the environmental compatibility of Federal facilities. It is the intent of the VA to make every reasonable and rational effort to meet these requirements. In the event the A/E concludes that implementation of specific sustainability requirements is not feasible (in that doing so creates major negative impacts on the project, including major overall cost increases, major operational feasibility issues, major technology application issues, etc.), a detailed rationale for limiting the use of the specific sustainability feature in question shall be submitted in writing to the Project Engineer for consideration. Such rationale shall include discussion of the significant negative impacts to the project. Cost comparisons and evaluations used in supporting the non-inclusion of required sustainability features must show an overwhelming life cycle rationale. Such exclusions shall not be implemented unless specifically approved by the Project Engineer.

· Commissioning will be performed by an independent third-party commissioning agent engaged by the VA. Commissioning will not be part of the A/E Services.

COMMISSIONING

THIRD PARTY COMMISSIONING

Provide independent third-party functional commissioning services for each construction project.

Commissioning shall be performed per the requirements of Appendix A. All communications from the Commissioning Agent must be delivered simultaneously to the A/E team and the VA Project Manager and/or the VA Contracting Officer’s Representative. This paragraph supersedes any general instructions provided in VA specification templates and the A/E is to amend their specifications to reflect this section.

COMMISSIONING AGENT QUALIFICATIONS

Firm and Individual Experience A. The firm and the designated Commissioning Authority shall have a minimum of ten (10) years’ experience in providing Total Building Commissioning Services and shall be regularly employed as a Commissioning Provider.

B. The Commissioning Authority is an objective, independent advocate for the VA. The Commissioning Authority shall have current engineering knowledge and extensive hands-on field experience regarding building systems; the physical principles of building systems performance; building systems start-ups, balancing, functional testing, and troubleshooting; operation and maintenance procedures; and the building design and construction process.

C. The Commissioning firm and the designated Commissioning Authority shall have successful commissioning experience for projects that are similar to the project. The Firm and designated Commissioning Authority shall have been the principal commissioning authority on a least three (3) comparable projects that have been completed within the previous five (5) years.

D. The Commissioning Authority shall have experience in the quality process.

E. The Commissioning Authority shall be knowledgeable in building operation and maintenance, including training of operations and maintenance personnel.

F. The Commissioning Authority shall have excellent verbal and written communications skills, be highly organized, and able to work with all levels of management, technical, and trades personnel.

G. Personnel and the capability to sustain loss of assigned personnel without compromising quality and timeliness of performance.

H. The Commissioning Authority shall be an independent contractor and not an employee of the Architect/Engineer, Design-Build Contractor, Prime Contractor or General Contractor on this project.

FIRM AND INDIVIDUAL CERTIFICATIONS

A. The proposed commissioning firm should be certified by at least one of the following agencies:

1. National Environmental Balancing Bureau (NEBB)

2. AABC Commissioning Group (AGC)

3. Building Commissioning Association (BCxA)

B. The proposed Commissioning Agent should be certified by one of the following organizations to supervise execution of the commissioning process:

1. National Environmental Balancing Bureau (NEBB)

2. AABC Commissioning Group (AGC)

3. Building Commissioning Association (BCxA)

C. The Fire Protection Commissioning Specialist should be a registered Fire Protection Engineer in at least one state. He/she should have a minimum of 10 years’ experience with design, installation, inspection, or testing of fire protection systems, and/or smoke control systems.

D. The Building Envelope Commissioning Specialist should be a Registered Architect in at least one state. He/she should also have a minimum of five (10) years’ experience with design, installation, or inspection of building envelope components.

E. The Controls Commissioning Specialist should have a minimum of 10 years’ experience in design, installation, programming, inspection, or testing of medium voltage electrical infrastructure F. Key members of the Commissioning Authority’s commissioning team should have a bachelor’s degree in Mechanical, Electrical, Architectural engineering. An Electrical Professional Engineer license in at least one jurisdiction is required. Over 10 years field experience in medium voltage and electrical infrastructure, design, maintenance, and troubleshooting, electrical system installation, design, maintenance, and troubleshooting, building systems operations, maintenance, and troubleshooting.

RECORDS MANAGER:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

1. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

1. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

1. Central Arkansas Veterans Healthcare system and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Arkansas Veterans Healthcare system or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230.

1. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment.