P09_SOW AE - Renovate Building 2 for Pharmacy.pdf

Edward P. Boland VAMC, Central Western Massachusetts Healthcare System

421 N Main Street

Leeds, MA 01053

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Architect-Engineer (A/E) Design Scope of Work for Renovate Building 2 for Pharmacy

Project Number: 631-25-002

Maximum Cost of Construction: $12,500,000.00

Location(s): Building #2 - Meadow

1 Overview

1.1 General Intent

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project in accordance with this design scope of work.

1.2 Project Specific Scope of Work – Renovate Building 2 for Pharmacy

Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, site visits and construction period administration associated with renovating Building #2 (Meadow) for an Inpatient/Outpatient Pharmacy and Drug Cache that meets current design requirements on the Edward P. Boland campus of the Central Western Massachusetts Healthcare System. This will include total renovation of the approximately 14,000 square-feet of existing interior space that currently houses an existing primary care on the 1st floor and data center/administration space on the 2nd floor.

Ensure compliance with VA design manuals, design guidelines, and all other VA requirements for this classification of space. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for conceptual layout schemes with proposed alternatives consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies.

The intent of this project is to renovate and modernize an existing building to house a new pharmacy space that will improve the treatment of Veterans.

Known specific requirements are:

o See Attached “Conceptual Design Schematic” representing potential space layout and room type requirements. The concept plan is only a schematic exercise to provide a general understanding of space, program, and potential adjacencies. The Designer is to review existing conditions, program, and concept plans, and explore design opportunities that can be proposed to the VA.

o Design to current applicable space planning criteria for VA facilities.

o Design to current version of Pharmacy Service Design Guide.

o Design to current VA standards for construction and all associated design guides/ manuals.

o Produce project specific specifications based on VA TIL standard specifications.

o Design and coordination of all new architectural finishes per the Room Finishes, Door & Hardware Schedule Program Guide.

o Complete removal and design of all new MEP/FP, fire alarm, security, and tel/data systems throughout building (crawl space, basement, 1st floor, 2nd floor, and attic).

631-25-002-SOW-AE Page 2 of 16 o Review and coordination of existing utilities serving building.

o Review and design of building egress pathways (i.e., entry doors, rear doors, ADA ramps, emergency egress stair towers, etc.)

o Coordination of required built-in pharmacy equipment and tie-in to both new and old/existing MEP systems.

o Review/investigation of spaces above, below, and adjacent to renovation area.

o Phasing/Work plans and ICRA plans.

o Review/investigation of existing structure.

o Review of exterior walls to improve envelope performance.

o Repairing the building envelope will be a part of this design as there are known issues with the masonry, windowsills and lintels, and other infrastructure.

o Replacement of existing windows.

o Elevator updates to accommodate new space criteria.

o Meet with VA end-users and operation and maintenance teams to review space requirements, coordinated via VA COR.

o All spaces must meet ADA and ABAAS, to include VA Barrier Free Design Standard o Building 1 is part of the Northampton Veterans Administration Hospital Historic District and therefor this project will go through a Section 106 process with the Massachusetts State Historical Preservation Office as well as other consulting parties. Care must be made with the egress corridor and courtyard exterior to remain in accordance with historical appearance.

o Perform full NESHAP report of entire building.

o An independent fire review will occur at the 65% and 95% design phases. This takes approximately 10 days for each review upon which the AE will need to incorporate any necessary changes prior to issuing the next set.

o HVAC Commissioning must be part of this project.

o Industrial Hygienist services must be part of this project.

o Construction period of performance is estimated at 18 months. Plan for a monthly site visit during active construction as well as four at the conclusion of the project for punch list and final acceptance. Plan for teleconference attendance at weekly construction meetings during construction period.

o Review of existing FCA deficiencies and implementation of repairs into design including, but not limited to identified deficiencies in table below.

* First floor toilets updated. Accessible water cooler is not provided, install 2. * Doorknobs remain in some areas especially floor 2, replace approximately 40 locations with accessible lever style door hardware.

* Repoint approximately 2500 SF. *

* Repaint approximately 600 SF wood trim. *

* Patch and paint approximately 2400 SF cement parging from water table course to grade. *

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Rake and caulk all window and doors.

* Rake and recaulk approximately 1200 LF window and doors. *

* Replace approximately 1000 SF spalled brick. Brick damage also observed at entry ramps, repair approximately 100 SF veneer.

Replace twenty (20) insect screens at soffits.

* Replace twenty 10 IN dia. insect screens at soffits.

* Patch and paint approximately 2400 SF cement parging from water table course to grade. *

* First floor and 1STSE updated. * Second floor carpet updated or replaced. * VCT and base remains in poor condition, replace approximately 1500 SF VCT and 80 LF rubber base.

* Exit fire stair handrails do not meet the current life safety code and or are missing in some locations.

Install or replace approximately 80 LF. Fire rate the switch gear room in the basement.

* Exterior signage updated. * Interior signage remains in poor condition, has exceeded lifespan and is non accessible in some locations, replace approximately 40 signs.

* Replace approximately 4 basement window units exceeding useful life and in poor condition.

* Basement electrical room has clearance issues in front of electrical equipment. Piping runs to a floor drain located in front of electrical panels, there is a small open pit in the floor in front of ATS4, and ground wires are routed across the floor to the middle of the room causing a tripping hazard.

Telephone/data closets are adequate for telephone/data use. Some panelboards are located in corridors.

Demolish and rewire electrical install.

* Provide power shut down annunciation for UPS ROOM at Fire Alarm Annunciator Panel.

* None. Perform risk analysis per NFPA 780 to determine needs.

* Separate normal and emergency service equipment.

* The 1st floor contains only window units which are repaired as needed and does not provide circulating air. Steam radiators have exceeded useful life and are in poor condition. No air is supplied in the winter.

Provide AHU(s) for proper air ventilation, approx 6 ton or larger.

*Existing controls have exceeded useful life and are in poor condition. Replace with a control upgrade with new air handling units and interface with Metasys.

* Low pressure steam and return piping have exceeded useful life and are in poor condition with history of leaking. Replace steam piping.

* Exhaust fan is original to building, has exceeded useful life and is in poor condition. Replace exhaust fan, 1500 CFM or larger.

* Domestic hot, cold and sanitary piping has exceeded useful life and is in poor condition. Replace approx 1000 feet of domestic and sanitary piping. *

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Work will include, but not be limited to, architectural, mechanical, electrical, plumbing, structural, environmental, fire protection, security, asbestos, and lead paint removal. Include other specialty consultants such as those associated with the environmental permitting or historical submission and others pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals as prioritized during project meetings and field surveys.

The A/E shall obtain / prepare all environmental and other necessary permits that would be required prior to construction commencing – including but not limited to the Massachusetts Dept. of the Environmental Protection (MassDEP)

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Edward P.

Boland VAMC record drawings and assessment documents will be made available to the selected AE firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

1.3 Required Disciplines and Expertise

Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions, review the building available information, and verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, and document the conditions of areas to be renovated and/or impacted. The A/E shall provide a full building scan that includes as-built documentation of all existing architectural, structural, and MEP/FP system components that is capable of being exported into a Revit/BIM model.

The A/E shall visit the project site to investigate the information shown on the Government Furnished drawings, record (as-built) drawings and other planning documents which are part of this contract.

This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual and other applicable VA requirements. It is the A/E's responsibility to research the existing Government documents, determine those that are applicable to the project and request copies from the Government; the Government will not perform a search of Government documents to determine the information that the A/E may need during design.

1.4 Site Access and Management Requirements

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

The A/E firms’ representatives performing site investigations must have the following additional requirements before starting site investigations on campus:

1. Contractor badge must be obtained and visibly worn by contractor or representative at all times while on campus

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2. Annual influenza shot is required to perform work on campus

Questions or concerns may be addressed by the Project Engineer

1.5 List of Attachments

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

• AE_01-VHA_Required_Div_01_Spec_Sections

• AE_05-PG_18-15_AE_Submission_Reqts_Vol_C

• AE_07-VHA_Directive_1061_legionella

• Conceptual_Design_Schematic

2 General Design Considerations

2.1 Design Within Funding Limitations

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $12,500,000.00.

This price does not include VA costs, contingency, impact costs or any portion of the A/E costs. A detailed cost analysis shall be provided as a deliverable document of this contract to ensure meeting the cost goal. The final construction cost estimate determined at the completion of construction documents will represent the most probable “low bid”.

Note that there is a 6% A/E limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606-73. (This is also referred to as “B” services)

The A/E is responsible for establishing internal controls for keeping the project design within projected construction funding. the A/E will be required to revise design and resubmit cost estimates as necessary (at no cost to the VA) should cost estimates exceed construction funding.

2.2 Design Independence, Furniture and Equipment

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

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The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported.

Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The VA retains no responsibility for the development or preparation of any specification. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review (review provided by VA. A/E to address comments), IH Services, quantity, and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project. It is planned that areas above and in adjacent buildings to the proposed construction area shall be occupied during construction. The A/E shall develop, as required, a phasing plan that addresses this fact and assures smooth implementation of required construction.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

2.3 Design Criteria

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG-18-4

BIM/CAD

Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 Seismic Design Handbook

PG-18-9 Space Planning Criteria

PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for NRM Projects in Sustainable Design Manual, Life Cycle Cost Analysis] http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp https://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp

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PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

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

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

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

PG-18-12 Pharmacy Service Design Guide

0730-4 VA Handbook

Design Alerts Inclusion of design alerts as issued during design.

The following references shall also be used to complete the design documents:

1. VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

2. SOCAMES 6 Design Alert 1

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

A/E shall use latest references released at time of award. Revisions during project execution need not be incorporated unless stated otherwise by the project engineer for a change critical to the scope (i.e., specification/reference effectivity date is contract award date unless critical changes are flowed down).

2.4 Design Collaboration

The A/E during this design project shall collaborate with VISN 1, User Group, and the onsite personnel as required.

Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

2.5 Independent Life Safety Review

The VA will provide a separate and independent fire safety and life safety review to be accomplished at the 65% and 95% design submissions. An independent peer review will occur at the 90%. For all reviews AE needs to address comments and include any changes in the next submission. The VA reserves the right to do more frequent or other design reviews as required.

http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf

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2.6 Environmental Protection

The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf).

Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

2.7 Asbestos Containing Materials (ACM) and Lead

Due to the original construction era (1921) of the Edward P. Boland site asbestos and lead are of particular concern. The A/E shall plan to perform targeted asbestos and lead sampling and include remediation of all items with IH monitoring services. The remediation plan for construction shall encompass the entire project area where any portion of the work is completed. Remediation plan and estimate shall be sufficiently detailed/delineated by area to allow for specific areas to be readily removed from the final construction plan at the contracting authority’s discretion. Testing shall be in accordance with accepted standards controlling sample methods, sizing, and metrology to ensure safe and accurate results. Sampled locations shall be encapsulated immediately after testing.

The following are known sources of asbestos (not limited to):

• Pipe insulation

• Floor tiles

• Window calking

• Ceiling tiles

• Adhesives

• Pipe dope

• Felt material (roofing)

• Old Gaskets

The following are known sources of lead (not limited to):

• Paint

• Windows/glazing

• Roof flashing

• Legacy piping

• Soil

To the extent possible existing assessments will be shared.

Known Concerns are asbestos in window caulking and fire protection pipe dope and lead in the soil.

These should be planned to be fully tested and remediated. Potential suspect material as design progresses will be included in this project.

2.8 Historic Preservation Act Review

The scope impacts the exterior appearances, and a Section 106 review will be required to be prepared by the A/E. Section 106 must be submitted at the timing of the 65% submission and must incorporate a (30) day review by the MA State Historical Perseveration Office. A/E shall incorporate any comments from the VA Section 106 review into the 95% design. Previous similar projects have resulted in a no adverse effect finding.

http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

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2.9 Physical Security

The Physical Security Design Manual for Mission Critical Facilities is located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

2.10 Responsibility After Design Completion

The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original PDF drawings, Revit/CAD drawings, and update BIM model when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3 Submittals

Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only

(FOUO).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at Edward P.

Boland VAMC due to the age of the campus (construction began in 1920’s).

The following submittals will be required for this project (minimum):

1. Quality Assurance/Quality Control (QA/QC) Plan

2. Design Schedule from award to completion

3. Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

631-25-002-SOW-AE Page 10 of 16 and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

4. Schematic Design (SD)- 35%

5. Design Development (DD) – 65%

6. Construction Documents (CD)- 95%

7. Final Bid Documents (Bid) – 100%

3.1 Drawing Format

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019 or the latest version available to Edward P. Boland VAMC.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

Architectural/Interior Design Square Footage/Volume Room Names and Numbers Architectural Schedules Architectural Specialties and Woodwork Doors Windows Louvers Roof Floors Ceilings Vertical Circulation Walls/Curtain Wall Sizes, Shapes, & Material Data General Signage Schedules Furniture Equipment Structural Foundations Shafts and Pits

Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Other Engineering Data as Required Exterior Building Information Nurse Call System Asbestos/Hazardous Material Info Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead Paging) Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms)

Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition) http://www.cfm.va.gov/til/projReq.asp

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3.2 Meeting/Conference Minutes

Meeting minutes for all formal meetings and conferences held with the VA, including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference for concurrence and distribution to attendees. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting

(yes/no Check box)

• Meeting purpose, Roll call, COVID-19, and Additional Items

• Agenda items (Decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

3.3 Specifications

3.3.1 Outline

The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location. Any new specifications must meet VA master specification format and include needed VA information.

3.3.2 Editing

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

Changes to the Master Specifications shall be tracked from each design submittal to include any and all VA comments. Only after the final design submission is approved shall the changes be removed from tracking and the specifications finalized.

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3.3.3 Construction Contractor Submittal Register

The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet.

The spreadsheet shall have a separate line for each required item and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc.).

3.4 Construction Cost Estimates

Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

3.5 Quality Assurance/Quality Control (QA/QC) Plan

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

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

All documents in any of the electronic formats listed above.

3.6 Design Submission and Milestones

Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

3.6.1 Basis of Design (BD)

10-15% Conceptual – Preliminary User Group Meetings & Field Surveys

Design QC plan Meeting Minutes from previous teleconference or meeting All documents in any of the electronic formats listed above.

Two (2) half-size paper bond sets of drawings – 2 to VA o Preference for presentation to floor plan proposal with minimum of 1 or 2 alternatives to narrow User Group customization requests

RESPONSES TO VA REVIEW COMMENTS

http://www.cfm.va.gov/cost/index.asp http://www.cfm.va.gov/TIL/ http://www.section508.gov/

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3.6.2 Schematic Design (SD)

35% Submittal

All documents in any of the electronic formats listed above.

Meeting Minutes from previous teleconference or meeting QC documents – specifically table of VA and AE comments and resolution Initial cost estimate Specification Table of Contents Specifications for Division 1 draft (with track changes) Two (2) half-size paper bond sets of drawings Two (2) paper bond sets of specifications Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate

RESPONSES TO VA REVIEW COMMENTS

3.6.3 Design Development (DD), and Construction Documents (CD)

65% Submittal and 95% Submittal, respectively

All documents in any of the electronic formats listed above.

Memo annotating what was not upgraded and corresponding justifications.

Meeting Minutes from previous meeting Draft Cost Estimate QC documents – specifically table of VA and AE comments and resolution Specifications (65% - final 01 specifications, all others in draft with tracked changes, 95% - final specifications showing VA and AE edits from 65%) Two (2) half-size paper bond sets of drawings Two (2) paper bond sets of specifications Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

RESPONSES TO VA REVIEW COMMENTS

3.6.4 Final Bid Documents (Bid)

PDF files of drawings, specifications, and any miscellaneous design analysis documents including submittal log and physical security compliance report.

Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

Word files of specifications.

Revit and AutoCAD files of drawings.

Final Cost Estimate Two (2) full size paper bond sets of drawings

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Four (4) half-size paper bond sets of drawings Two (2) paper bond sets of specifications One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate

4 Construction Period Services (CPS)

4.1 Solicitation Phase

Provide support requested by the VA to answer Pre-Bid RFIs and if amendment is required to address an error or omission (as determined by the Contracting Officer) to provide required documentation.

4.2 Requests for Information (RFI)

Requests for Information shall be responded to within three (5) work days of submittal.

4.3 Submittal Reviews

Submittal reviews shall be submitted within five (15) work days of submittal to the A/E.

4.4 Site Visits and Reports

Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

The minimum number of site visits during the CPS is 15.

Attendance (phone in) at weekly construction meetings is required – plan for approximately 50.

4.5 Modification/Change Order Requests

Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

4.6 Punch List

Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

4.7 Record Drawings

Record drawings shall be delivered to the VA within thirty (30) calendar days after VA receipt of red line drawings from contractor. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

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5 Project Schedule/Period of Performance

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below.

If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Timeline from Event Trigger in

Calendar Days Administrative Time 7 Notice of Award QA/QC Submittal & Basis of Design (BD) 10% Submittal 30 End of Administrative Time QA/QC and BD 10% Submittal Review Meeting 7

After VA receipt of QA/QC & BD 10% Submittals

35% SD Submittal 30 After Acceptance of QA/QC & BD 10% Submittals

35% SD Review Meeting 21 VA receipt of 35% SD Submittal

65% DD Submittal 40 After VA acceptance of 35% SD Submittal

Section 106 Historical Report - Report must be included in 65% DD Submittal

65% DD Review Meeting 30 After VA receipt of 65% DD Submittal

95% CD Submittal 40 After VA acceptance of 65% DD Submittal

95% CD Review Meeting 21 After VA receipt of 95% CD Submittal

Final Bid Documents Submittal 14 After VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting 30

After VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule 270

Event/Activitity Triggering event

The days listed is based on a 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period then it is the responsibility of the AE firm to cover all costs associated with such delays until an acceptable final submission is provided.

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6 CONTRACT OVERSIGHT

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

NCO 1 Contracting Team shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the Edward P. Boland VAMC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Edward P. Boland VAMC Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services.

The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. The A/E shall only accept instructions and/or directions from the assigned VAMC Project Engineer and/or Contracting Officer. Changes in the project scope of work or cost must be authorized by the VA Contracting Officer only.

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