P09 Scope for AE 520_26_107 Install Second Power Feed.pdf

AE Scope for 520-26-107 Install Second Power Feed from Pass Road to Generator Compound - Biloxi

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ARCHITECT-ENGINEER SCOPE OF WORK

PROJECT NUMBER 520-23-113

INSTALL SECOND POWER FEED FROM PASS ROAD TO GENERATOR COMPOUND - BILOXI

I. GENERAL

The Architect-Engineer (A/E) to provide services for preparation of design development documents, specifications, working drawings and cost estimates for “Install Second Power Feed from Pass Road to Generator Compound - Biloxi”.

A. The design must, as a minimum, be in accordance with all current and applicable codes (NFPA, JC, OSHA, UBC, EPA) and Department of Veterans Affairs (VA) publications (Master Construction Specifications, Construction Standards, etc.).

VA DESIGN GUIDES AND ASSOCIATED SPECIFICATIONS:

All VA technical documents necessary for this project are available on the VA website at https://vatilms.va.gov/vatilms/catalog. The Architect/Engineer (A/E) is responsible for ensuring full compliance with all applicable publications in the VA Technical Information Library (TIL), including but not limited to design guides, standards, manuals, specifications, and templates. Any significant deviations from these documents must be approved by the Contracting Officer's Representative (COR) and justified in writing.

1. The A/E shall reference and follow all relevant TIL publications throughout schematics, design development, and construction document phases.

2. Key TIL materials include A/E Submission Instructions (PG-18-15), Design Alerts, Accessibility

Standards (PG-18-13), Master Construction Specifications (PG-18-1), Design Manuals (PG-18- 10), and all discipline-specific guides and templates.

3. The A/E remains responsible for verifying that the most current versions of all TIL documents are used and for coordinating with VA Facilities Standards Service contacts as needed.

4. Where conflicts exist between VA-adopted codes and standards and TIL publications, the A/E shall notify the VA. Resolution of any conflicts will be determined by the authority having jurisdiction within VA to ensure department-wide consistency.

B. All design submissions will pass through legal and technical reviews and require review by the Healthcare Environment and Facilities Programs (HEFP) office for projects impacting areas including, but not limited to, SPS-related projects, Pharmacy Clean Rooms, Boiler and/or Chiller Plants, Complex Electrical and Mechanical projects, Water Towers/Tanks, and Utility Energy Service Contracts (UESCs)/Energy Savings Performance Contracts (ESPCs). The A/E is responsible for revising bid documents to incorporate comments from these reviews and shall submit all necessary documentation for every submission requiring HEFP review.

C. During the design process, if budget constraints or other concerns arise affecting the ability to achieve the approved Scope, the A/E shall promptly notify the Contracting Officer’s Representative (COR). If the government determines to pursue a Deviation, Waiver, Variance, or Equivalency, the A/E shall provide the necessary documentation to the VA for submission and potential approval. This documentation shall include a detailed explanation and justification for the proposed alternative approach.

II. PROJECT SCOPE:

520-26-107, Install Second Power Feed from Pass Road to Generator Compound – Biloxi https://vatilms.va.gov/vatilms/catalog

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Scope of Work:

The Architect/Engineer (A/E) shall provide professional design services for installing a second, fully independent utility power feed to the generator compound at the Biloxi VA Medical Center.

Currently, the facility operates with a single electrical feed at Pass Road connected to backup generators. This project shall fully comply with VHA Directive 1028 and the VA Physical Security Design Manual requirements for Mission-Critical facilities. The A/E shall evaluate feasible routing options for the second power feed from the identified UPC connection point to the generator compound, preparing detailed route profiles with trench depths, vertical slopes, and drainage considerations. Required A/E services include site investigations, schematic designs, design development, construction documentation, cost estimating, construction-period support, final inspections, and preparation of as-built drawings.

First, the A/E shall include in their investigative services a thorough assessment of existing primary electrical distribution conditions from Pass Road to the generator compound, confirming compliance with Directive 1028. This assessment will include load measurements; evaluations of the condition and adequacy of on-campus conduits, feeder cables, and pad-mounted switches; review of generator control logic and automatic transfer functions; and identification of all necessary equipment repairs, replacements, or removals, such as the capacitor bank located near Pass Road, with incorporation of those actions into the final design deliverables.

The A/E shall coordinate directly with the Utility Power Company (UPC) and the Contracting Officer’s Representative (COR) to determine and document an appropriate off-site sub-station or distribution source for the second independent feed. This coordination shall also clearly define the demarcation point at which responsibility shifts from the A/E’s and contractor’s scope to UPC’s scope. The design shall clearly specify all necessary equipment and infrastructure for this second feed, including primary feeder cables, conduits, duct banks, pad-mounted switchgears, transformers, and protective relays.

The construction documents shall clearly define the demarcation point where responsibility for off-campus work shifts to UPC and detail all essential tasks within the VA contractor’s scope, including capacitor bank removal or replacement, modifications to pad-mounted switches, reprogramming of generator controls for automatic transfer in accordance with NFPA 110 standards, and provisions for periodic utility-tie testing. The documents must explicitly state that any work beyond this demarcation point is excluded from the contractor's responsibilities and remains UPC’s scope of work. Throughout construction-period support, the A/E shall provide updated cost estimates at each design milestone, respond promptly to RFIs, review all contractor submittals, prepare scopes and cost estimates for modification requests, assist with outage planning and coordination, conduct risk assessments, and oversee and verify functional testing. Upon project completion, the A/E shall conduct final inspections, develop comprehensive punch lists, and deliver as-built documentation that accurately reflects all approved field modifications and adjustments.

A. CONSTRUCTION COST LIMITATION:

The following construction cost limitations shall pertain for the construction contract. Dollar amounts listed are estimates of available funds and the bid package will be structured around funds available, or estimated to be available, at the time of construction contract negotiation. The

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A/E is required to design within funding limitations per FAR 36.609-1 and are limited to a 6 percent architect-engineer fee per FAR 36.609-1. Selected Firm will receive construction budget estimate to design within the specified funding limitations.

B. DESIGN SERVICES:

1. The A/E shall prepare all working architectural and engineering plans. There will be three submissions and a final for working drawings, specifications, and cost estimates. Prior to starting the working drawings, concept drawings showing room and site orientation, functions and layout will be prepared. Once the site is approved, the working drawing design shall begin.

2. The floor and site plans for the HVAC, plumbing, and electrical drawings shall be at the same scale as the architectural drawings to facilitate checking.

3. A/E discussion with the medical center personnel concerning requirements will be arranged by the COR.

4. At each submission, all drawings shall be dated and appropriately labeled, "PRELIMINARY SUBMISSION," "FIRST WORKING DRAWINGS

SUBMISSION," etc., in large block letters above or next to the title block.

5. In each submission, the A/E shall incorporate the material specified in the prior submission, revised per the comments made by the VA at the prior review.

6. Provide computations and sizing calculations for electrical, mechanical, and structural designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretations or input/output and description of program procedures.

7. Symbol identification of working drawings shall be as follows:

Cover Sheet (includes Index to Drawings ............................... C1 Site Planning Drawings ........................................................... L1 Sub-Surface Identification Drawings....................................... B1 Architectural Drawings ............................................................ A1 Architectural Miscellaneous Drawings .................................... DE1 Structural Drawings ................................................................. S1 Sanitary Drawings ................................................................... W1 Plumbing Drawings ................................................................. Pl Heating, ventilating, Air Conditioning, and Refrigeration Drawings .................................................................................. H1 Steam Generation Drawings .................................................... G1 Outside Generation Drawings .................................................. Dl Electrical Drawings ................................................................. E1

i. Building Number shall precede the classification identification (building No. 148 as example) 148-A1, 148-Pl, 148-El.

ii. Drawings shall be number in sequence within each classification, for example 148- Al, 148-A2, etc., referring to Building No. 148-first architectural sheet; Building No. 148-second architectural sheet, etc. Directly below the drawing number, the position within

Page | 4 the series that each drawing occupies shall be shown, for example, Sheet 1 of 30 (Plumbing Sheets), Sheet 2 of 30 (Plumbing Sheets), etc.

iii. Drawings for each new project shall begin with number one. The drawings will be distinguished by their project titles and dates.

iv. When more than one classification of work, for example, architectural and electrical, is involved in a single drawing, the drawing number shall show the symbol for the major work classification, the indication that other work is shown on the same drawing shall be noted above the title block.

v. When work including two or more buildings is described on a single drawing, the sheet shall bear the number of the building involving the work on the major magnitude, the indication that work on the other buildings is shown on the same drawing shall be noted above the title block.

vi. Drawings shall be prepared on a reproduction of VA Form 08-6231, Title Block. As- built documents shall be prepared using the VA current Auto Cad version compatible Computer Aided Design Software.

vii. Equipment capacities shall be listed on working drawings.

viii. All drawings shall be carefully delineated to distinguish between new, existing, and replacement items of work.

8. The A/E shall pay particular attention to the fact that during the working drawing development stage approved design development plans are not subject to change at the request of the medical center staff without proper justification and approval of the COR and/or Contracting Officer.

9. The A/E shall design per VA construction standards, design manuals, etc. located at the following website: https://vatilms.va.gov/vatilms/catalog.

10. The development of design documents and drawings will be done in accordance with all VA criteria PG-18-15 Minimum AE Submission for NRM and Minor Construction (Located in the VA TIL) projects and including the VACO Physical Security Design Manual for Mission Critical facilities (Located in the VA TIL). If submission requirements described in this SOW require additional information above and beyond what is required by PG-18-15, Volume C, the A/E shall adhere to the submission requirements of the SOW.

11. Contract documents will have both English and metric units.

12. A/E shall provide the following quantities of review materials at review as indicated:

REVIEW DRAWINGS SPECIFICATIONS COST ESTIMATES

1st 2 sets and

1 half size

1 2

2nd 2 sets and 1 half size

1 2

3rd 2 sets and 1 half size

1 2 http://www.cfm.va.gov/TIL/

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FINAL 2 sets and 1 half size

1 2

Also, Provide individual PDF files for each drawing and a combined PDF set at each design-development review. Include specifications and cost estimates with every submittal. Attach a design narrative in both printed and PDF form. Label each drawing PDF so they sort in order—e.g.:

1 – 42 - C1 -Cover Sheet 2 – 42 - L1 - Site Planning Drawings 12 – 42 - E1 - Electrical Drawings

13. The A/E shall provide metric equivalents to all measurements on construction drawings and specifications.

C. CONCEPTUAL DESIGN

1. DESIGN CHARRETTE REPORT (CONCEPT DESIGN SELECTION):

a. Upon completion of site investigations, the A/E shall convene a conceptual design workshop with VA Biloxi and the Contracting Officer to review findings and develop at least three conceptual alternatives for the Second Power Feed project.

b. Within two weeks of the workshop, the A/E shall deliver a Conceptual Design Report summarizing the session, outlining each alternative, and including preliminary cost estimates.

c. The A/E shall then schedule and facilitate a follow-up meeting to present the report and guide VA in selecting the preferred concept.

D. DESIGN DEVELOPMENT

1. FIRST CONSTRUCTION DOCUMENTS REVIEW (35% REVIEW):

a) Specifications:

i. Provide an indexed list of all VA Master Construction Specification sections to be used, including any A/E-developed sections.

ii. Submit a comprehensive list of Contractor submittals required for this project.

iii. Cite the VA Technical Information Library (TIL) as the source for Master

Specifications, Design Manuals, and Guides.

Identify any Master Specification sections proposed for omission and include justification for each.

b) Architectural:

i. Provide double-line layouts at a scale of not less than 1/8" = 1'-0" for each generator compound building and enclosures, showing footprints, fixed electrical equipment locations (pad-mounted switches, transformers), and access points.

ii. Submit 1/4" = 1'-0" floor or plan views for generator control rooms and relay enclosures, showing clearances, functional equipment layouts, and operator access zones.

iii. Include elevation views detailing equipment mounting, enclosure finishes, and protective screening.

iv. Show schematic sections through equipment pads and building foundations, indicating pad elevations, cable entry points, and drainage provisions.

v. Provide legends with symbols, abbreviations, and material designations, plus general notes summarizing architectural assumptions, design criteria, and cross-discipline coordination requirements.

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c) Fire Protection:

i. Submit floor plans showing initial assessment of required fire code features of new and remodeled areas.

ii. Show legends which at a minimum reflect all items denoted on drawings at this submission.

d) Fire Code Review: Not Used

e) Civil/Structural:

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

iv. Submit supporting calculations.

v. Show method used to resist lateral loads.

f) Heating, Ventilating, and Air Conditioning:

i. Submit the basis for design, including design calculations, parameters, and factors, which will be used in subsequent computations. Reference the source of all data.

Include methods to be used in sizing ducts and piping.

ii. Provide a written description of the air conditioning systems and refrigeration plants considered for the project with final economic and energy analyses to justify final system selections. Analyses shall consider the cost effect of systems on the entire project.

iii. Provide total cooling and heating loads for each affected area in the project.

iv. Provide flow diagrams for the chilled water system, hot water systems, steam systems, and typical air handling units, air distribution, and exhaust systems.

Chilled water diagram shall integrate primary and secondary flow as required.

v. Submit single line duct and piping layouts for typical floor plans. Show smoke and fire protection features of the HVAC system.

vi. Show equipment locations and layout. Indicate sizes and locations of main ducting and piping.

g) Plumbing and Sanitary: Not Used

h) Electrical

i. Conceptual single-line diagram: Show existing and proposed utility feeds, switchgear, transformers, automatic transfer switches, and major protective devices.

ii. Preliminary equipment location plan (minimum 1/8" = 1'-0"): Indicate footprints and clearances for switchgear, transformers, generators, and control enclosures within the generator compound.

iii. Indicative conduit and duct-bank routing: Provide overall routing with preliminary conduit counts and sizes; detailed tray or routing elevations are not required at 35%.

iv. Preliminary load and fault calculations: Summarize connected load, spare capacity assumptions, and preliminary short‑circuit values sufficient to size major equipment .

v. Control system narrative: Outline proposed generator control revisions and ATS logic; detailed control wiring diagrams are deferred to later phases.

i) Asbestos and Lead-Based Paint Abatement: Not Used

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j) Phasing Plans

i. Provide a preliminary phasing schedule outlining major construction activities, utility outages, and cut‑overs. Identify which areas of the campus will remain energized during each phase and how temporary power will be supplied.

ii. Include a narrative describing how essential clinical operations and administrative functions will be protected during each outage window (e.g., coordination with generator backup, after‑hours switchover).

iii. Summarize life‑safety and egress considerations related to temporary power configuration, and note any interim measures (lighting, signage, barricades) needed to maintain safe access.

iv. Outline preliminary coordination steps with UPC for off‑site work windows, approvals, and energization sequencing.

k) RS Means Cost Estimates:

i. A/E shall submit a construction cost estimate simultaneously with the drawings for this project at each project submission.

ii. This estimate shall show the cost of construction which would be expected to be reflected by the Construction Contractor's bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable.

iii. The detailed estimate will contain unit cost, quantity, and total cost for both materials and labor. Each division (architectural, electrical, mechanical, etc.) will be broken down in the above manner. Also, provide a detailed letter on how the final cost estimate was derived. Such as, Sources used (RS-Means), Past Projects, Bidding Climate, SDVOSB Escalations, and Software Used.

iv. All costs shown shall include all labor insurance and taxes, sales taxes on material, and applicable upper and lower tier Contractor and Sub-Contractor markup.

v. Where labor is used in the cost estimate the A/E shall include welfare and pension fund costs in labor units as appropriate.

vi. Show a sub-total of Labor and Material for each sub-heading.

vii. Show sales tax as a percentage of material.

viii. With every submission provide a proposed schedule and project duration.

l) Historic‐Preservation Requirements: Not Used

m) Landscaping and Irrigation Systems

i. Provide a preliminary narrative identifying any existing irrigation lines or plantings that may be affected by trenching, equipment pads, or access drives.

ii. Describe proposed modifications or repairs to the irrigation system and proposed replanting or restoration concepts.

iii. Identify potential impacts to landscaping from construction activities and recommend measures to protect or mitigate damage (e.g., temporary fencing, root‑zone protection, phased removal/replacement).

iv. Assess the impact of duct‑bank trench installations on existing landscaping and irrigation, and propose restoration plans for affected areas once duct banks are installed.

n) Life-Safety & Infection Control Requirements

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i. Incorporate an Infection Control Risk Assessment (ICRA) plan into the project scope in compliance with VHA ICRA-1.2 (October 1, 2024).

ii. Submit a preliminary approach for occupant protection, including temporary egress routes, barriers, and air quality control measures such as negative-pressure zones, based on VHA ICRA-1.2 guidelines.

iii. Identify any Interim Life-Safety Measures (ILSM) required to ensure compliance with VHA regulations for occupied facilities.

iv. Include a narrative describing how construction activities will be managed to minimize the risk of infection, with initial considerations for phasing and sequencing.

2. SECOND CONSTRUCTION DOCUMENTS REVIEW (75% REVIEW):

a) Specifications:

i. Submit bound and edited VA Master Specifications of each discipline for review.

Include any A/E-originated sections to be used. Editing and marking up of Master Specifications shall easily identify modifications, deletions, and insertions.

ii. Submit an updated list of all the submittals that the contractor will be required to provide.

iii. Clearly identify all modifications, deletions, and insertions in the VA Master Specifications. Use a standard method, such as redlining or annotations, to ensure changes are easily reviewable.

iv. Verify that specifications requiring input from multiple trades (e.g., HVAC and electrical coordination) are consistent and integrated across disciplines.

v. Highlight sections requiring additional review due to specialized project needs.

b) Architectural:

i. Submit near-complete site plans for the generator compound and related enclosures, showing final footprints, access points, and adjacent features at a scale of 1/8" = 1'-0".

ii. Provide detailed plan views of any small control or relay enclosures at 1/4" = 1'-0", indicating equipment layouts, clearances, and operator zones.

iii. Include exterior elevations for new or modified enclosures, showing material finishes, screen walls, and roof penetrations, cross-referenced to the finish schedule.

iv. Show schematic sections through equipment pads and enclosure foundations, indicating slab and pad thicknesses, footing details, and drainage provisions.

v. Update legends to reflect all site-enclosure symbols, abbreviations, and material callouts, and include general notes summarizing architectural criteria and coordination requirements.

c) Fire Protection:

i. Submit floor plans showing continued development of required fire code features of new and remodeled areas.

ii. Show legends which at a minimum reflect all items denoted on drawings at this submission.

d) Fire Code Review: Not Used

e) Interior Design: Not Used

f) Civil/Structural:

i. Provide preliminary grading plans and trench alignments at a scale of 1/8" = 1'-0", showing proposed profiles for trench depth, slope, and duct-bank sections.

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ii. Detail equipment pad foundation layouts, indicating pad dimensions, slab thicknesses, base material compaction, and expansion joint locations.

iii. Submit structural calculations for foundation and pad designs, including bearing capacities, uplift resistance, and methods for resisting lateral loads (wind/seismic).

iv. Include preliminary drainage and erosion-control plans addressing stormwater runoff, swales, and site restoration measures.

v. Provide a site restoration concept plan showing regrading, topsoil replacement, and landscaping restoration after construction.

g) Heating, Ventilating, and Air Conditioning (Enclosures and Generator Buildings):

i. Submit conceptual ventilation and exhaust layouts for the generator and control enclosures at a scale of 1/8" = 1'-0", indicating intake louvers, exhaust fans, and flow paths.

ii. Provide preliminary ventilation load calculations based on generator heat output and control room occupancy.

iii. Identify locations and sizes of HVAC penetrations (louvers, duct risers), coordinating with electrical and structural elements.

iv. Include a narrative summarizing HVAC requirements and coordination with other disciplines; defer detailed ductwork and equipment schedules to 95% review.

h) Plumbing: Not Used

i) Electrical

i. Drawing sheet listing all electrical symbols used in the contract documents

ii. Finalized one-line and riser diagrams of the electrical power distribution and emergency power systems, showing equipment locations and sizing, with final load calculations and panel board capacities

iii. Site plans indicating locations and functions for switchgear, panels, lighting fixtures, power outlets, fire alarm devices, and signal outlets, with layouts for any specialty areas substantially defined at this review

iv. Depiction of smoke partitions, fire alarm zones, and egress lighting on all electrical drawings

v. Lighting calculations, typical short-circuit analyses, and voltage drop summaries

vi. Locations and 75%-complete details of essential electrical system upgrades and changes, such as new switchgear connections or generator interfaces

vii. Near complete electrical phasing plan outlining sequencing for power shutdowns, temporary distribution, and restoration, presented as a chart or narrative

j) Asbestos: Asbestos and Lead-Based Paint Abatement: Not Used

k) Phasing Plans

i. Define the phasing requirements and provide design criteria for utility shutdowns, requiring the contractor to develop a detailed outage and restoration schedule, including planned shutdown durations and sequencing.

ii. Outline requirements for roadway and sidewalk excavations and specify restoration methods, traffic control, and pedestrian safety measures post-installation.

iii. Identify critical facility operations and infrastructure that must remain energized, and specify temporary power solutions and signage requirements during outages.

iv. Coordinate planned shutdown windows with UPC and the VA COR, including public roadway or sidewalk downtime approvals and traffic control plans.

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l) Provide contingency instructions for unplanned outages, including communication protocols, fallback power arrangements, and safety procedures.

m) Cost Estimate:

i. This submission shall include everything required by the First Submission. It differs from the First Submission Working Drawings only in the level of detail required. For this submission, a complete quantity survey estimate is required. No lump sums will be permitted without explanation.

n) Address Historic Preservation Requirements: Not Used

o) Landscaping and Irrigation Systems

i. Provide updated drawings and details showing proposed adjustments to the sprinkler system, replacement of disturbed grass or plants, and any protective measures for existing landscaping during construction.

ii. Ensure landscaping and irrigation plans are coordinated with other trades, particularly site access and utility work.

p) Life-Safety & Infection Control Requirements

i. Develop detailed ICRA and ILSM plans in accordance with VHA ICRA-1.2 (October 1, 2024), including the following:

i. Locations and details of temporary barriers, negative-pressure zones, and construction enclosures.

ii. Adjusted egress routes to accommodate construction activities while maintaining occupant safety.

iii. Air quality management measures, such as HEPA filtration and monitoring, in compliance with VHA ICRA-1.2 standards.

iv. Detailed cleaning and containment procedures, including daily inspections and protocols for addressing breaches in containment.

ii. Coordinate ICRA and ILSM plans with phasing, fire-safety measures, and operational requirements.

iii. Provide draft drawings showing the integration of infection control measures with other construction activities.

3. THIRD CONSTRUCTION DOCUMENT REVIEW SUBMISSION (95% REVIEW):

i. General:

i. Contract drawings and specifications and all related documents shall be completed, fully coordinated, bound, and ready for reproduction for bidding and construction purposes at this review.

ii. The A/E shall deliver the original working drawings to the Contracting Officer for signature after review and approval of the review material. The working drawings shall bear the seal of the Registered Architect and Professional Engineers responsible for the design.

iii. Prior to delivery of pdf drawings and specifications for issue for construction bids, the A/E shall make any changes to the working drawings, calculations, and specifications identified as necessary during the Third Review.

ii. Calculations:

i. Assemble completed computations and engineering data including basis of design and systems narratives. Provide a separate volume for each discipline with an index, numbered pages, and bound with removable metal fastenings or

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ii. For mechanical systems, provide equipment selections, pipe sizing, duct sizing, recapitulations of the basic heat load calculations, sound attenuation for high pressure systems, all computations and like data.

iii. For electrical systems provide short circuit, coordination voltage drop, load, and lighting calculation. Submit a diagram of the systems with appropriate equipment schedule including the length and size or each electrical primary and secondary feeder. The feeder lengths should not be noted on the contract drawings.

iii. Specifications:

i. When the drawings and specifications are near completion, the A/E shall furnish the VA with a brief description of work for inclusion in the Invitation for Bids.

The VA will prepare and type the Invitation for Bids and the Bid Form and will forward original copies to the A/E for reproduction and binding in the project specifications.

ii. Submit VA Master Specification sections marked up to suit the project requirements, as well as any sections originated by the A/E. Editing and marking up of Master Specifications shall easily identify modifications, deletions, and insertions. Specifications shall be completely edited.

iii. Submit an updated list of all the submittals that the Contractor will be required to provide.

iv. Ensure specifications are fully coordinated across all disciplines (e.g., architectural, structural, mechanical, electrical).

v. Resolve any discrepancies or conflicts in cross-references, section numbering, or detail callouts between the specifications and drawings.

vi. Verify that all specifications comply with VA Technical Information Library (TIL) guidelines and incorporate the latest applicable standards and directives (e.g., VHA

ICRA-1.2).

iv. Architectural:

i. Submit completed plans, elevations, details, and schedules.

v. Fire Protection:

i. Submit completed plans, details and schedules showing all required fire code features of new and remodeled areas.

vi. Fire Code Review: Not Used

vii. Color Design:

i. VA interior designer will work with A/E to coordinate color design if applicable.

viii. Civil/Structural:

i. Submit complete structural plans, including elevations, sections, details, and general notes for all foundations, equipment pads, and enclosures.

ii. Provide detailed schedules for soil investigation and foundation design, including results of geotechnical assessments and proposed trench bedding conditions.

iii. Include all necessary structural details, such as rebar layouts, footing reinforcement, expansion joints, and anchorage for pad-mounted equipment.

iv. Supply supporting structural calculations and computations for foundation

Page | 12 design, lateral-load resistance (wind/seismic), and bearing capacity verification.

v. Ensure coordination notes are included for interface points between civil grading, duct-bank installation, and structural supports to facilitate final construction alignment.

ix. Heating, Ventilating and Air conditioning (Generator Buildings and Enclosures as Needed):

i. Provide complete ventilation and exhaust system drawings and calculations for generator enclosures and control rooms, ensuring air flow meets equipment and code requirements.

ii. Include duct and louver sizing computations with system layouts and tabulated data for all ventilation components.

iii. Submit equipment schedules for fans, louvers, filters, and dampers, with performance specifications and selection criteria.

iv. Present control system diagrams for ventilation sequences, including interlocks with generator operation and alarms.

v. Include detailed drawings, elevations, sections, and legends showing HVAC penetrations, clearances, and coordination with electrical and structural elements.

vi. Identify any changes that will affect cost estimates and update the economic studies accordingly.

x. Plumbing: Not Used

xi. Electrical:

i. Submit all electrical drawings, including a fully annotated symbol legend, detail sheets, and final equipment schedules.

ii. Provide finalized one-line and riser diagrams showing electrical power distribution, emergency power systems, automatic transfer switch logic, and all major protective device settings.

iii. Include complete panel schedules with final load calculations, breaker sizes, and spare capacity summaries.

iv. Show all branch-circuiting on site plans and detailed wiring riser diagrams, with highlighting of areas of potential trade conflicts.

v. Submit short-circuit analysis and voltage drop calculations for all new and modified feeders, with fault current values noted on schematics.

vi. Provide final reflected ceiling plans indicating lighting, exit signage, and emergency power circuiting, coordinating with architectural and fire/life-safety requirements.

vii. Include electrical phasing diagrams showing sequencing of shutdowns, temporary power distribution plans, and restoration procedures, integrated into the overall project schedule.

viii. Coordinate final design details and equipment interconnection requirements with the Utility Power Company (UPC), ensuring alignment on metering, protective-device settings, and duct-bank handover points.

xii. Lead-Based Paint Abatement: Not Used

xiii. Phasing Plans

i. Define phasing requirements and design criteria for utility shutdowns and road/sidewalk closures, requiring the contractor to develop a detailed outage schedule with durations and sequencing.

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ii. Identify critical facility operations and infrastructure that must remain energized, and specify temporary power solutions and signage requirements during outages.

iii. Coordinate planned shutdown windows with UPC and the VA COR, including public roadway or sidewalk downtime approvals and traffic control plans.

iv. Provide contingency instructions for unplanned outages, including communication protocols, fallback power arrangements, and safety procedures.

xiv. Cost Estimate:

i. The submission requirements shall be the same as required under the Second Submission. It differs only in the level of detail required. Cost factors for “bidding climate” and “SDVOSB escalation” are allowed in order to provide the best estimate of the costs for the project.

ii. Address Historic Preservation Requirements

iii. Ensure that all design elements (e.g., materials, finishes, construction methods) meet historic‐preservation requirements.

iv. Verify that all conditions or recommendations from SHPO or similar agencies are addressed in the construction documents.

xv. Landscaping and Irrigation Systems

i. Finalize landscaping and irrigation plans, including detailed specifications for grass re-seeding, plant replacement, and sprinkler system repairs.

ii. Include clear instructions for contractor responsibilities, such as protection of existing systems and restoration of disturbed areas.

iii. Submit complete landscaping and irrigation documents, including specifications for plantings, grass, and sprinkler repairs, ensuring all contractor responsibilities are clearly defined.

iv. Submit Verify that final plans integrate protection and restoration measures for all existing landscaping features.

xvi. Life-Safety & Infection Control

i. Finalize all life-safety and infection control documents, ensuring full compliance with VHA ICRA-1.2 (October 1, 2024) and consistency across disciplines.

ii. Submit comprehensive, detailed drawings and specifications that include:

i. Finalized locations and specifications for barriers, negative-pressure zones, HEPA-filtered equipment, and access control measures.

ii. Contractor responsibilities for compliance with ICRA protocols, including daily cleaning, waste management, and containment monitoring.

iii. Clear phasing plans that integrate infection control and life-safety measures, ensuring occupant protection at each construction phase.

iv. Egress routes and emergency access pathways, with signage and protective measures clearly identified.

4. FINAL CONSTRUCTION DOCUMENT SUBMISSION (100%):

i. Following approval of the final (95%) review material and as stated in the DESIGN SERVICES, the A/E will provide an electronic version of all documents to be used for the electronic bid process. The A/E will furnish the Government with 1 set of the approved contract, drawings, specifications and final cost estimate. Also, provide a detailed letter on how the final cost estimate was derived. Such as, Sources used (RS- Means), Past Projects, Bidding Climate, SDVOSB Escalations, and Software Used.

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E. CONSTRUCTION SOLICITATION SUPPORT (Optional Line Item):

1. The project will be designed and packaged as one construction package for bidding, corresponding to the availability of funding for FY27 funding years. The A/E shall provide support during the bidding phase for construction, including, but not limited to:

i. Participating in meetings related to the construction bidding process, including design reviews, pre-bid conferences, and any other meetings as determined by the Contracting Officer Representative (COR).

ii. Providing technical input and clarification during meetings, as required by the COR.

iii. Responding to Requests for Information (RFIs) during the solicitation process in a timely manner.

iv. Reviewing and verifying bidder-submitted questions and ensuring responses align with the design intent and project specifications.

F. CONSTRUCTION ADMINSTRATION SERVICE The following items are to be taken into consideration and the VA request a proposal for these services for Construction Administration and Closeout.

i. Communication and Coordination: Incorporate time for calls and meetings with the

Contracting Officer Representative (COR) and the contractor as part of construction period services. These sessions shall address construction activities such as responding to RFIs, reviewing modification requests, issuing Instructions to Contractor (ITC), and other related tasks necessary to support the project.

ii. Construction Project Visual Documentation: Provide visual documentation, such as photographs and videos, during site visits to demonstrate compliance with project specifications and drawings. Submit visual documentation to the COR at agreed-upon intervals.

iii. Review of Requests for Information (RFIs) and Submittals: Review and respond to RFIs and submittals (e.g., construction materials, shop drawings) within the following timeframes unless otherwise directed by the COR:

i. Critical – 2 days (Cost and Schedule delays)

ii. Urgent – 6 days (Schedule Delays)

iii. Normal: 10 calendar days

Ensure that all responses align with the design intent, project specifications, and applicable VA directives.

iv. ITC Development and Modification Requests:

i. Instruction to Contractor (ITC): At the direction of the COR/CO, prepare and issue Instructions to Contractor (ITCs) to facilitate contractor pricing for proposed modifications. Ensure that each ITC clearly defines the scope of the change and includes sufficient detail to support accurate and timely pricing submissions.

i. The ITC shall include the Independent Government Cost Estimate (IGCE) and clearly define the scope of the proposed change, along with any necessary details for accurate pricing.

ii. Ensure the ITC is sufficiently detailed to facilitate accurate and timely contractor pricing.

ii. Review of Contractor Proposals: Review contractor proposals for construction change orders within seven (7) calendar days of submittal. This includes:

i. Evaluating the contractor’s proposed costs and quantities against the IGCE.

ii. Providing detailed recommendations regarding the contractor’s cost proposal, including a breakdown of costs, quantities, and unit prices. Ensure recommendations address both additions and deductions for labor, materials, and equipment.

iii. Ensuring alignment of the proposal with the design intent, project specifications, and VA

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iv. Preparing additional cost estimates for anticipated changes, as requested by the COR/CO.

iii. For major modifications resulting from unforeseen conditions, scope changes, or redesigns requested by the CO/COR, additional time and document format guidance will be provided by the VA. However, if the modification is based on the original scope and should have been incorporated into the design, it shall be addressed at no additional cost to the VA. The A/E shall clearly document the basis for the modification, categorizing it as either a project oversight or a justified change due to unforeseen conditions or VA-requested alterations.

v. Record Drawings and As-Builts: Following project completion and after incorporating the contractor’s red-lined as-builts, review the contractor’s Record Drawings and provide official project Record Drawings to the government. The Record Drawings shall be delivered in both PDF and DWG formats. The PDF files must be provided as a complete set in a single file, as well as individual files for each sheet. Each individual PDF and DWG file shall be clearly labeled and sequentially ordered according to the specified symbol identification format, such as: 1-42-L1- Cover Sheet through 13-42-E1-Electrical Drawings. The DWG files must also be compatible with the VA’s master CAD file system.

G. ADDITONAL PROJECT SCOPE INFORMATION:

1. Existing campus plans on AutoCAD and/or PDF files will be provided by the VA for use in completing the design. A/E shall investigate and verify the accuracy of these drawings where impacting on the design in a manner that has a direct bearing on both the design and the cost of construction. In addition, other existing project designs on AutoCAD will be provided where available and directly applicable to the design work.

2. Review Meetings:

a. Pre-Construction Meeting to be held on site and will be scheduled before award.

b. One review session for schematic design at 100% at the VA Facility.

c. One review session each for design development at 35%, 75%, and 95% on site.

H. SUBMISSION, REVIEW AND COMPLETION SCHEDULE: The A/E shall provide a proposed schedule based on the example Schedule Template below. The final schedule dates will be approved after negotiation with the VA. Review meetings shall be scheduled 30 calendar days after the delivery of the Schematic Design (SD), Design Development (DD), and Construction Documents (CD) submittals to VA Biloxi and Contracting to allow for adequate third-party and HEFP reviews. The A/E shall deliver 100% Construction Documents within 225 calendar days after receipt of the award.

I.

Milestone / Activity Dates for Deliverables – Actual Dates to Be Negotiated Upon

Receipt (Cumulative) Notes

1. Notice to Proceed (NTP) Day 0 Contract award and kickoff.

2. Site Investigations & Data Gathering

Day 1 – 30 Field work, existing condition verifications, FCA review.

3. 35% Design Submittal Day 45 Expedited schematic design package.

4. 35% Design Review Meeting

Day 75 30 days after 35% submittal to allow for 3rd‐party & HEFP review.

5. 75% Design Submittal Day 120 Extended time to allow for detailed design work and revisions.

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6. 75% Design Review Meeting

Day 150 30 days after 75% submittal.

7. 95% Design Submittal Day 180 Shorter duration due to reduced design effort at this stage.

8. 95% Design Review Meeting

Day 210 30 days after 95% submittal.

9. 100% Construction Documents

Day 225 Three-week turnaround for final documents.

J. POST CONSTRUCTION PERIOD SERVICES:

Deliver record drawings to VA Biloxi and the Contracting Office within 90 days of project completion. The A/E shall furnish one hard copy of the record drawings on Mylar, in addition to one set of electronic drawings provided on CD (thumb drives are not accepted) containing the AutoCAD files and PDF files (including individual drawing PDFs and a combined drawing set PDF). Individual PDF drawing file names shall be labeled sequentially according to the specified symbol identification format, such as: 1-42-L1-Cover Sheet to 13-42-E1-Electrical Drawings.

Alternatively, the A/E may deliver the electronic files through a secure file transfer site approved by the VA and compatible with firewall restrictions. The A/E must confirm the compatibility of the transfer method with VA Biloxi and the Contracting Office prior to submission.