Rev 2-13-25 CMCVAMC AE IDIQ Statement Of Work.docx

STATEMENT OF WORK

FOR

ARCHITECT-ENGINEER SERVICES

Multiple Award AE IDIQ

CORPORAL MICHAEL J. CRESCENZ MEDICAL CENTER

DEPARTMENT OF VETERANS AFFAIRS

3900 WOODLAND AVENUE

PHILADELPHIA, PA 19104

Table of Contents

I. OVERVIEW

1. General Scope. The A-E shall perform the following general scope requirement:

a. The Architect-Engineer (A-E) shall provide professional and non-professional Architectural and Engineering support services for projects assigned to the Corporal Michael J. Crescenz VA Medical center (CMCVAMC) in Philadelphia, PA. A-E services are required to provide complete detailed design for maintenance, repair, alteration, and new construction projects, to provide permit expediting services when applicable, and to provide construction administration and commissioning services. These projects will require multi-disciplinary engineering services for commercial, industrial, and health care type facilities. The A-E shall furnish the required personnel, management, facilities, supplies, equipment, instruments, transportation, materials (other than those furnished by the Government as hereinafter provided or in individual task orders), and other items and services as necessary to accomplish the required services and provide the Government reports and other data together with supporting material developed during the period of performance. During execution of the work, the A-E shall provide adequate professional supervision and quality control to assure the accuracy, quality, completeness, and timely progress of the work. The general A-E services will be for the CMCVAMC.

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

2. Statement of Services. The A-E shall perform the following Title I (Site Investigation) and Title II (Design) services as more specifically identified in each Task Order.

a. Site Investigation Services (SIS) – Those involving field investigations and surveys (topographic, hazardous materials, soil, chemical, mechanical, electrical, etc.) and similar fact-finding surveys and investigations that are essential to proper designs, reports, and similar services not involving preparation of design, plans, drawings, and specifications. This includes the visual inspection of the site or facility for familiarization with scope, general conditions, and coordination with using activities to develop functional relationships and detailed requirements. Additionally, this work includes review of available as-built or design plans (if available) and destructive tests or investigations if deemed necessary for a complete design. Finally, this also includes clear documentation and reporting to the CVAMC of SIS findings.

b. Design Services – Furnished by an A-E in the actual preparation of the design documents in accordance with the VA Technical Information Library. Design services may also require public presentations to local Veterans Groups and members of the Executive Leadership Committee when deemed appropriate.

c. Permit Expediting Services – Furnished by an A-E to obtain local jurisdictional permits and zoning approvals as required and in accordance with the VA Technical Information Library.

d. Construction Period Services (Construction Monitoring Services) – Those normally furnished by an A-E for construction period services during the progress of construction up to completion and final acceptance of a project.

e. Commissioning Services – Those normally furnished by an A-E in the process of activating new equipment, utilities, and space.

II. DESCRIPTION OF WORK

1. General Description

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

(1) General architectural services

(2) Interior design, space planning and systems furniture integration

(3) Electrical engineering

(4) Civil engineering

(5) Structural engineering (to include seismic design)

(6) Mechanical engineering

(7) Steam distribution

(8) Plumbing systems (including chemical waste)

(9) Geotechnical

(10) Elevator design (also dumbwaiters, dock lifts, and other vertical transport systems including recommendations for type, cost, and location of all transport modes and terminals)

(11) National Environmental Policy Act (NEPA assessment and compliance)

(12) Sustainable design and green construction (e.g., Leadership in Energy and Environmental Design (LEED), Green Globes (GG), guiding principles compliance (GPC))

(13) Energy engineering, analysis, and modelling

(14) Surveying

(15) Compliance inspections

(16) A-E studies, surveys, and designs

(17) A-E services with historic impact

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

(19) Landscape/site design and improvement

(20) Landscape preservation and adaptive use

(21) Fire and life safety engineering

(22) Security enhancements and assessments; security system design

i. Physical Security

(23) Feasibility studies

(24) Preparation of contract documents

(25) Post-construction contract services

(26) Construction inspection services

(27) Master planning

(28) Space control report of the total gross area(s) of the facility

(29) Communications

(30) Construction phasing and scheduling planning (including making recommendations concerning construction contract arrangements and scheduling that will be advantageous to the VA in terms of cost and timing)

(31) Cost estimates

(32) Cost engineering (i.e., life cycle cost analysis (LCCA), Return on Investment (ROI) analysis, savings to investment ratio (SIR) analysis)

(33) Value engineering

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

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

(36) Building commissioning and commissioning planning

(37) Three-dimensional rendering of spaces with furniture in place to demonstrate flow of people, work areas, egress, conflicts, etc. which can be provided electronically through an approved computer program.

(38) Hazardous materials – survey and abatement plans

(39) Hazardous materials abatement monitoring services (air monitoring during abatement)

(40) Industrial hygiene services including air samples and mold remediation specifications and design

(41) Radiation shield design and surveys (incorporated into design drawings and specifications)

(42) Infection Control Risk Assessments (ICRA) design and specifications including PCRA (Pre-Construction Risk Assessments)

b. The A-E under each Task Order shall perform all work required to accomplish the intent of such Task Order and shall preform the required services in accordance with the following requirements, unless specifically directed otherwise.

c. The A-E design team shall be fully qualified to complete A-E professional services through specialized experience, education, and professional qualification and staffing capacity.

d. All design services will be in accordance with VA requirements, design guides, and standards, especially those found in the US Department of Veterans Affairs Technical Information Library. Design services performed for medical facilities may be subject to additional or separate requirements, design guides, and standards. Design work involves, but is not limited to, major and minor new construction and alteration, repair, or rehabilitation of various structures typical of the CMCVAMC.

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

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

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

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

2. A-E Services

a. The A-E shall perform all or part of the following Title I (Site Investigative) and Title II (Design) services as more identified in each Task Order.

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

i. Permit-required confined space entry may be necessary for site investigations. Coordinate with the CMCVAMC Safety Office and Facility Management Service to conduct permit-required confirmed space entry. The A-E shall ensure all employees working in confined spaces are properly trained in accordance with applicable laws and regulations (e.g., EPA, Type 2 Special O&M Training). The A-E shall be required to submit an acceptable safety plan for confined space entry. The A-E is responsible for training employees, developing safety plans including rescue services, and issuing permits for entry.

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

(3) Budget Management: The A-E shall be required to conduct the field survey (when applicable), prepare the preliminary drawings, data, reports, etc., and design the full scope of the work as outlined above and as agreed upon during review of study data and recommendations. If the estimated construction costs exceed the amount indicated on the project description sheets for each project (based on current anticipated scope and subject to adjustment to approved scope), the A-E shall schedule a meeting with the COR to discuss the issue and proposal construction alternatives to reduce the estimated construction costs. Alternate –bid deducts may be proposed during schematic design to the VA for consideration.

(4) The VA Technical Information Library (TIL) is the VA’s source of design and construction information. VA Design Guides and Master Construction Specifications can be viewed on-line at www.cfm.va.gov/TIL/.

(5) Applicable Standards, Manuals, and Pamphlets: The A-E shall prepare all design documents in conformance with, the most recent releases/versions of VA and industry guidance documents, standards, and codes. The VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

i. VA Master Construction Specifications. http://www.cfm.va.gov/til/spec.asp

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

ii. VA Design Guides. http://www.cfm.va.gov/til/dguide.asp

iii. LEED/GG/GPC Certification

iv. Facility Master Plans

v. VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (www.cfm.va.gov/til/)

vi. International Building Code (IBC) (Only when specifically referenced in VA Design Documents.)

vii. NFPA 101 Life Safety Code

viii. NFPA National Fire Codes, with the exception of NFPA 5000 and NFPA 900

ix. Occupational, Safety and Health Administration (OSHA) Standards

x. VA Seismic Design Requirements, H-18-8

xi. National Electrical Code (NEC)

xii. International Plumbing Code (IPC)

xiii. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1

xiv. ASME Boiler and Pressure Vessel Code

xv. ASME Code for Pressure Piping

xvi. Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, Barrier Free Design Guide (PG-18-13)

xvii. Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318)

xviii. Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

xix. Energy policy Act of 2005 (EPAct)

xx. DOE Interim Final Rule: Energy Conservation Standards for New Federal, Commercial and Multi-Family High-Rise Residential Buildings and New Low-Rise Residential Buildings, 10 CFR Parts 433, 434 and 435

xxi. Federal Leadership in High Performance and Sustainable Buildings: Memorandum of Understanding (MOU)

xxii. Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management

xxiii. The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification

xxiv. Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1- 2004

xxv. Safety Standard for Refrigeration Systems – ASHRAE Standard 15 – 2007

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

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

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

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

(8) Simplified Design: The use of simplified design techniques is encouraged in routine, simple projects, and those of low monetary value. A written request to and approval from the VA are required before the A-E may utilize simplified design techniques unless directed otherwise in the Task Order.

b. Project Management, Construction Period and Quality Services

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

i. Point of contact requirements: The POC shall coordinate all communications between the VA and the A-E and act as a central path of communication. The designated POC shall communicate directly to the VA through written requests and responses and provide weekly documentation to the VA in the form a design progress/issues log. Upon request, an example of the approved issue log format will be provided. The design progress/issues log shall:

· Summarize current design progress made during that week

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

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

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

ii. Meetings: Progress and review meetings shall be held at a mutually agreed upon time and location for discussion of questions and problems relating to the work under the Contract.

· Progress and review meetings shall be held at a mutually agreed upon location for discussion of questions and problems relating to the work under the Contract. Attendees shall be key members per task order.

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

· The A-E shall take meeting notes for all meetings and provide a draft within 3 business days to the VA.

iii. Monthly Updates: The A-E shall submit a monthly update report in writing for each individual task order. The report may be submitted by email.

· Monthly Updates – The A-E shall submit a regular update report for each individual task order to include an updated design schedule. The frequency shall be coordinated with the COR and shall be submitted with every invoice. The update will be submitted to the Contracting Officer (CO) and respective Contracting Officer Representative (COR) and shall address the following per project/task order: Major Accomplishments, Significant Problems and Proposed Solutions, Issues with Contractual Requirements, Issues with Meeting the Task Order Deliverable Dates/Delays, and Contractor's Proposed Action to Remediate the Delays, if applicable. The report may be submitted by email.

iv. Quality Assurance: The A-E will provide a POC and liaison between the Contractor and the CO and/or their representative for the services required under the Contract. The project manager shall be responsible for the coordination of the services provided under the Contract and shall respond to questions regarding clarification of project deliverables during controls and review procedures to minimize conflicting errors and omissions and provide for the technical adequacy of design information.

· The A-E designated POC shall document and track all quality control feedback from the VA and coordinate responses to these items. VA feedback may include comments, corrections, or qualifications from third-party plan reviews including, but not limited to, fire and life safety design, radiation shielding design, and energy engineering. Quality control and assurance reporting shall be coordinated through the A-E POC.

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

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

(2) Coordination: When directed by the CO, the A-E shall be required to coordinate with other consultants involved with specific design aspects of projects being developed under separate Contracts.

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

(4) Permits: All necessary permits, licenses, and approvals from all local, state, and federal authorities shall be obtained by the A-E if the project requires it such as ingress and egress on adjacent properties not owned or controlled by the Federal Government. The A-E shall secure the consent of the owner prior to entry on such property. In the event the owner requires the payment of a fee for a license to enter upon and/or use of such property, the A-E, when so directed by the CO, shall pay such fee and obtain a receipt. The A-E, upon submission of such receipt, shall be reimbursed for the full amount thereof in accordance with the terms and conditions of this Contract.

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

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

III. DESIGN AND SERVICE PHASES

1. Design Stages and Minimum Content The A-E shall accomplish the design of projects for each task order in phases as listed in this SOW unless required differently by the Task Order. The A-E shall conform to VA standards of content as defined in the VA Technical Information Library with focus on PG 18-15 A/E Submission Requirements (available at https://www.cfm.va.gov/til/).

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

a. Phase I – Early Schematic Design (10% Design)

(1) Early Schematic Design (in electric and hard copy) includes, but is not limited to, the following items or subjects: (Note: a conference will be held (unless otherwise directed) at the CVAMC for the review of the concept package.)

i. Pre-Design Conference with the Contracting officer or designated representative

ii. Survey of existing facilities

iii. Study of Requirements

iv. Concept Drawings

v. Concept Cost Estimate

vi. List of Sole Source and/or Brand Name or Equal products and citations.

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

viii. Review conference with the Contracting Officer or designated representative

(2) During Phase I the A-E shall conduct a survey investigation / study and/or design charrette based on broad guidance furnished herein, and as maybe supplemented by other Government-furnished material, will determine the recommended scope, materials, quantities, etc., and will furnish a concept plan for approval. An owner’s project requirements (OPR) document shall be developed and submitted to the VA. The concept plan will be furnished to the Contracting Officer for review and determination of the desired scope by the Government. The concept plan will consist of simple plan view line drawings, cross sections, and details along with supplementary notes that are required to illustrate the work. Where calculations and/or narrative development of scope are required to justify and/or portray the work, they shall also be provided.

b. Phase II – Schematic Design (35% Design)

(1) Late Schematic Design (in electric and hard copy) includes, but is not limited to, the following items or subjects:

i. Preliminary Drawings

ii. Outline Specifications

iii. Preliminary Cost Estimate

iv. List of Sole Source and/or Brand Name or Equal products and citations

v. Preliminary Design Analysis

vi. Marked-up Comments

vii. Review conference at the CVAMC

viii. Design Narrative

(2) If Phase II is included in the individual Task Order, the A-E shall prepare a preliminary design based on the approved scope featuring preliminary drawings, outline specifications, and cost estimates which shall be delivered to the Contracting Officer as outlined in each Task Order. A preliminary design conference will be held (unless otherwise directed) at the CVAMC for the review of drawings, specifications, estimates and other data. The A-E shall correct any errors or omissions from previous review comments.

c. Phase III – Design Development (70% Design)

(1) Design Development (in electric and hard copy) includes, but is not limited to, the following items or subjects:

i. Intermediate Design Drawings as noted in the specific task order (including an electronic copy of drawings in a .DWG, Revit and .PDF format)

ii. 3D drawings may be required if stated on the specific task order

iii. Intermediate Design Specifications (including and electronic copy of specifications in a Word format)

iv. Intermediate Design Cost Estimate

v. List of Sole Source and/or Brand Name or Equal products and citations

vi. Intermediate Design Analysis

vii. Marked-up Comments

viii. Color Boards / Updated Renderings if stated on the specific task order

ix. Review conference at the CVAMC

x. Design Narrative (this should also include all sole source and “or equal” items and why they are being referenced as such)

xi. Independent Fire and Life Safety Review

(2) Phase III of design will be accomplished for Task Orders on which Phase III is required after the review and written approval of preliminary design and cost estimates. This phase will include all items included therein and will be completed and delivered to the office of the Contracting Officer as outlined in design schedule in each Task Order. An intermediate design conference will be held (unless otherwise directed) at the CVAMC for the review of drawings, specifications, estimates and other data. The A-E shall correct any errors or omissions from previous review comments.

d. Phase IV – Draft Construction Documents (95% Design)

(1) Draft Construction Documents (in electric and hard copy) includes, but is not limited to, the following items or subjects:

i. Pre-Final Drawings

ii. 3D drawings may be required if stated on the specific task order

iii. Pre-Final Specifications

iv. Pre-Final Cost Estimate

v. List of Sole Source and/or Brand Name or Equal products and citations

vi. Pre-Final Design Analysis

vii. Marked-up Comments

viii. Color Boards / Updated Renderings if stated on the specific task order

ix. Review conference at the CVAMC

x. Design Narrative (this should also include all sole source and “or equal” items and why they are being referenced as such)

xi. Independent Fire Review of which two (2) will be required for each project

(2) Phase IV of design will be accomplished for Task Orders on which Phase IV is required after the review and written approval of preliminary design and cost estimates. This phase will include all items included therein and will be completed and delivered to the office of the Contracting Officer as outlined in design schedule in each Task Order. A pre-final design conference will be held (unless otherwise directed) at the CVAMC for the review of drawings, specifications, estimates and other data. The A-E shall correct any errors or omissions from previous review comments.

e. Phase V – Construction Documents

(1) After written approval of the Draft Construction Documents submission package, the A-E shall submit Construction Documents (in electric and hard copy) which includes, but is not limited to, the following items and subjects:

i. Final Drawings, including compact discs

ii. 3D drawings may be required if stated on the specific task order

iii. Final Specifications, including compact discs.

iv. Final Cost Estimate

v. List of Sole Source and/or Brand Name or Equal products and citations

vi. Final Design Analysis

vii. Final Marked-up Comments

viii. Final Color Boards / Updated Renderings

ix. Design Narrative

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

2. Schedule of Design Completion

a. The A-E shall complete all work and services under this Contract within the period of performance specified in Task Orders. The performance period for each phase of design will be a point of negotiation for each project. The design schedule shall be formatted as follows (unless otherwise agreed upon by the A-E and CO):

(1) Phase I, Early Schematic Design (10% Design)

i. A-E Submittal – ## Days from receipt of Notice to Proceed. ## Days will vary depending on the complexity.

ii. Government Review Period – ## Days from receipt of A-E Early Schematic Design Submittal. ## Days will vary depending on the complexity.

(2) Phase II, Schematic Design (35% Design)

i. A-E Submittal – ## Days from receipt of Government Comments. ## Days will vary depending on the complexity.

ii. Government Review Period – D## Days from receipt of A-E Schematic Design Submittal. ## Days will vary depending on the complexity.

(3) Phase III, Design Development (70% Design)

i. A-E Submittal – ## Days from receipt of Government Comments. ## Days will vary depending on the complexity.

ii. Government Review Period – ## Days from receipt of A-E Design Development Submittal. ## Days will vary depending on the complexity.

(4) Phase IV, Draft Construction Documents (95% Design)

i. A-E Submittal – ## Days from receipt of Government Comments. ## Days will vary depending on the complexity.

ii. Government Review Period – ## Days from receipt of A-E Draft Construction Documents Submittal. ## Days will vary depending on the complexity.

(5) Phase V, Construction Documents (100% Design)

i. A-E Submittal – ## Days from receipt of Government Comments. ## Days will vary depending on the complexity.

b. The time required by the Government to review submissions made by the A-E under this Contract will vary with workload. The review periods established in the completion schedules set forth in work orders are the maximum anticipated periods required. Every effort will be made to accomplish reviews within a shorter period.

c. The A-E shall be required to make corrections to the drawings, specifications, Contract cost estimates, and design analysis as may be required by the CMCVAMC.

3. Construction Period Services (Construction Monitoring Services)

a. Contract Procurement Support, as specified in the task order, includes, but is not limited to, the following:

(1) Attend Contractor's Pre-Bid site visit. Respond to contractor RFIs with clarifications and, if necessary, develop construction document amendments and addenda. Note that all correspondence between potential construction contractors and the Government will be facilitated by the Contracting Officer. Written responses from the A-E are required.

(2) Attend two (2) pre-construction meetings, after award of construction Contract, and once prior to start of each construction phase (if applicable).

(3) Attend one (1) commissioning / project schedule coordination meeting after award of construction contract.

b. Submittals, Requests for Information (RFI), and Change Order Review (cost and no cost change orders)

(1) The A-E firm shall review and respond in writing to all submittals, change orders (construction materials and equipment and proposed by the Contractor for use in construction of this project), commissioning reports, equipment startup reports, functional test reports, and commissioning issue reports. All submittals, RFIs, and change order proposals will be reviewed for compliance with the specifications and reasonable costs and returned to Engineering Service within five (5) calendar days after receipt.

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

(3) As directed by the VA, the A-E shall provide review commentary for functional testing and startup issue troubleshooting.

c. Commissioning Support

(1) The VA may employ a third-party commissioning authority (CxA) to meet Government Mandates requiring whole building commissioning and enhanced commissioning requirements of LEED® v3 or Green Globes. The A-E shall support all design and construction phase commissioning efforts. The commissioning authority will verify performance of building components and systems and to ensure design requirements are met, execute a commissioning plan, ensure inclusion of commissioning requirements in construction documents, verify the installation and performance of commissioned systems (testing and system monitoring), develop, and submit an operation & maintenance manual and system training documentation, and commissioning reports. The A-E shall work with the commissioning agent throughout the design and construction process to assure all sustainable objectives are met. The A-E shall support construction phase commissioning project meetings, reports, and inquiries. For further information, reference the Federal Leadership in High Performance and Sustainable Buildings Memorandum of Understanding (http://www.va.gov/facmgt/standard/etc/moufinal.pdf ).

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

· General Project Information

· Overview and Scope of the Project Commissioning

· Commissioning Protocols and Communications

· Commissioning Process, including Team Responsibilities

· Commissioning Schedule

· Commissioning Documentation

· Appendices

· Testing and Inspection Plans

· Pre-Functional and Functional Test Procedures

· Construction Checklists

· Issues Logs

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

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

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

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

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

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

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

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

(2) Attend and assist with site inspections at the 25% construction complete, 50% construction complete, 75% construction complete, 90% construction complete, and final inspection for all construction project phases.

(3) Spot checking of Contractors progress based on eight (8) hour site visits when requested by the Contracting Officer. These meetings may also be used to answer technical questions and/or develop minor changes due to site conditions, etc.

e. As-Built Drawings

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

(2) The A-E shall deliver completed as-built drawings no later than construction close out in CAD / BIM and PDF format.

IV. DELIVERABLEs AND SUBMISSION CONTENT

1. Drawings, Specifications, and Deliverable Documents

All plans shall be computer generated (AutoCAD, Revit, latest editions or as specified in the task order), submitted electronically (CAD files or Revit files and PDFs) and as standard black and white paper, and 30x 42-inch size (trim to trim, including the title block). 3D drawings may also be required and will be specifically called for in the task order. All preliminary and draft drawings shall be submitted as standard black and white copies. The drawing will have the VA title block and with lettering complying with VA drafting guidelines. Applicable graphic symbols shall conform to the Architectural Graphic Standards. All plan drawings shall be geospatially referenced if described in the individual Task Orders. See the PG-18-13 VA BIM & CAD Standards in the VA TIL for additional information (https://www.cfm.va.gov/til/projReq.asp ).

b. Plans and Drawings: Drawings shall be prepared using AutoCAD or Revit as noted above on white bond paper or Mylar film if directed in the task order. In addition, a copy of all drawings shall be provided in an electronic format (PDF and DWG files/Revit format) suitable for bid advertising. All lettering shall be a minimum of ⅛ inch in height. Photographic enlargements will not exceed 50% of the original. First generation photographic originals maybe used at the option of the A-E.

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

c. Schematic, Design Development, and Draft Construction Plans: Schematic, Design Development, and Draft Construction plans shall be prepared at working drawing scale and will present sufficient detail to permit an adequate review. The A-E is permitted to use the tracing of the preliminary drawings for working drawings through the addition of necessary details, if desired. See PG-18-15 A/E Submission Requirements for specific details (https://www.cfm.va.gov/til/aeDesSubReq.asp ). They will include where applicable:

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

(2) Site and/or plot plans showing critical grades, contours, drainage requirements, and relation of structure and facilities to existing street systems, utilities, entrances, and finished grades. Present grades should be indicated where applicable. The location of new items of work should be shown.

(3) Exterior utility layouts sufficiently detailed to show the system and design proposed.

(4) Elevations to include story heights, fenestration, and site adaptation to finished grades.

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

(6) Electrical (including communications outlets, raceways, under floor duct system for power and telephone, distribution telephone, distribution panels, and entrance conduits where required). Indicate typical lighting arrangements, types of fixtures proposed, general light intensities, special electrical requirements of the using services, light and power service entrance, and distribution arrangements. Cable sizes and the switch and panel board descriptions are required.

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

(8) Typical wall, roof, and partition sections at no less than ¾” to 1’0” to include material and thickness of facing and method of attachment, type of doors and other openings to supporting structural walls.

(9) All required controlling dimensions shall be…