Revised SOW - Construct New Entryway Building17 - 595-668 - 11-30-2020.pdf

Lebanon VA Medical Center Lebanon, Pennsylvania

ARCHITECT/ENGINEER SCOPE OF WORK

FOR

Construct New Entryway Building 17 595-668

Construction Budget: $5,365,000

Bid Documents ready by: 315 Calendar Days after Notice of Award Contracting Officer: Donald A. Marsh III Contracting Officer’s Representative: Nicholas K. Bierman

-- Services --

Provide professional Architect/Engineer (A/E) services to include:

• Site investigation - architectural, structural, mechanical, electrical, plumbing, site surveys, etc.

• Construction drawings and specifications.

• 3rd Party cost estimates.

• Cost estimate of expected construction cost at the end of each phase.

• Construction period services - review of submissions, provide recommendations regarding contractor change proposals, visit site per VA's request and add to drawings as-built conditions from contractor's record drawings and VA correspondence during construction. A/E shall review all construction change orders and provide an independent cost estimate on each change order request. A/E shall provide site visits as requested during construction.

• Construction Solicitation Support Services

• Infection Control Risk Assessment (ICRA) including a drawing and specification.

-- Project Scope --

GENERAL:

Provide a full set of construction documents for a project to construct a new 6,000 square foot Patient Drop-off area and Front Entrance with an overhead canopy to Building 17- Lebanon VA Medical Centers primary outpatient care building. The new entrance shall accommodate access to existing interior clinical areas as well as the New Primary Care Clinics: Phases 1 and 2. This project shall also create a new overhead canopy for patient pick-up and drop-off, two (2) new elevators and an interior centralized stairway that shall be utilized to overcome elevation changes from the parking lot to the new entrance.

SPECIFICS:

This project involves installing the new entryway of Building 17 to include the following details:

• Provide a full set of construction documents to construct a new entrance with a lobby to Building 17 with an aesthetically appealing covered drop off area.

• Provide an interior centralized check-in area.

• Provide a non-combustible and dry covered area where patients can exit their vehicle and enter Building 17 allowing ease of traffic flow for patient pick-up and drop off.

• The canopy shall extend a minimum of 2 feet (600 mm) beyond the driver’s side curb lines to protect patients and drivers from inclement weather.

• Provide at least the minimum clearance under the canopy for the DAV patient transportation (provide sufficient vertical clearance for coach style bus).

• Provide a queuing area for waiting vehicles, and a passing lane for vehicles that are not required to stop.

• Provide a prominent but simple entry sign and clear, grouped directional signs guiding traffic flow; design vehicle circulation to create a readily comprehensible route and easy way finding for patients, visitors, and building operations.

• The drop off entrance area shall have a non-skid curb flush with the pavement surface that includes tactile warning feature to differentiate between roadway and sidewalk.

• Height differences at curbs along drop off areas shall be distinctly colored or marked differently than the surface pavement so that the changes in elevation can be easily seen by those with vision impairments.

• Locate and clearly identify crosswalks to encourage pedestrians to use safe street crossings.

• Provide a lighting system that will maintain adequate levels of lighting to perform desired tasks such as driving, parking and walking, and to promote wayfinding.

• Provide fire protection and alarming system, including wet and dry sprinkler systems as required by all codes and regulations.

• Develop construction and phasing plan to ensure that patient access is always maintained from the Building17 parking lot to the interior of Building B 17.

• Design and construction work shall be coordinated with Medical Center Operations and other construction projects on-going at the hospital.

REQUIREMENTS:

A/E will be required to follow some documentation available on the VA’s Technical Information library (TIL) including but not limited to:

• Perform all services in accordance with the current VA Building Information Modeling (BIM) Manual and current VA Drawing Deliverable Requirements:

https://www.cfm.va.gov/til/projREq.asp

• All designs shall be compliant with space criteria referenced in VA space planning criteria: http://www.cfm.va.gov/til/space.asp

• Ensure patient privacy criteria are met (e.g. computerized information, patient privacy, Health Insurance Portability and Accountability Act).

https://www.cfm.va.gov/til/projREq.asp http://www.cfm.va.gov/til/space.asp

• The design shall meet all requirements of the VA Barrier Free Design Standard (PG- 18-13): https://www.cfm.va.gov/til/accessibility.asp

• The design shall meet all VA Physical Security Standards. The area in this design is considered “Mission Critical” and the appropriate guide shall be followed. If a section of the manual cannot be met, the A/E shall notify the VA, and assist the VA in the security waiver process. The Physical Security Guidelines can be found at this link:

http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf

• The design shall meet the Site Development Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmSITE.pdf

• The design shall meet the Architectural Design Manual requirements:

https://www.cfm.va.gov/til/dManual/dmARhosp.pdf

• Design and construction work shall be coordinated with other construction projects on-going at the hospital. A list of current projects will be provided upon approval of the 35% submission.

• This project shall be accomplished in phases, quantity as required, in order to maintain the main entrance/egress routes for Building 17. The AE shall insure all National Fire Protection Association (NFPA) Life Safety Code requirements are maintained through a phasing plan. Weekend and off-hour work, in conjunction Interim Life Safety Measures (ILSM) shall be considered to accommodate construction activities that impede or may impede the entrance/egress of Building 17.

Any potential interruptions shall be brought to the attention of the Contracting Officer’s Representative (COR) for appropriate coordination within the Medical Center. A phasing plan shall be submitted at the 35% submission. Phasing must work within budget.

• A/E shall use most current healthcare delivery processes and the VA design criteria as a guide. The direction that fits the situation the best shall be used in the design.

• If shutdowns are required during construction, a full shutdown plan shall be included in the design. Shutdown plans shall include but us not limited to the particular energy source to shut off (e.g. breaker, valve, etc.) and what area, outlets, utilities and/or equipment the shutdown affects. The specific name of the energy source to be shut off shall be identified, for example: “panel H1L1, breaker 2” for electric, or “Valve 3-f” for a water source, etc. Drawings and a written narrative shall be provided.

• A Leadership in Energy and Environmental Design (LEED) Silver Rating is desired with the construction. A rating will not be sought, but practices shall reflect LEED Silver requirements. Proof of possible LEED credits shall be provided.

• Bid Alternates/Deducts shall be designed into the project to decrease the price of the project 10%.

• All designs shall be accomplished in accordance with VA guidelines and specifications, and program guides PG-18-1 thru PG-18-17 (PG-18-15 Volume C), which are available on the Internet at http://www.cfm.va.gov/til/. A/E shall pay particular attention to Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA), International Building Code (IBC), Environmental Protection Agency (EPA), VA guidance, and VA space criteria -http://www.cfm.va.gov/til/space.asp.

https://www.cfm.va.gov/til/accessibility.asp http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://www.cfm.va.gov/til/dManual/dmSITE.pdf https://www.cfm.va.gov/til/dManual/dmARhosp.pdf http://www.cfm.va.gov/til/ https://www.osha.gov/Publications/3439at-a-glance.pdf http://www.cfm.va.gov/til/space.asp

SPECIAL NOTE:

Be reminded that the VA guidelines are just a guide, and the project is not bound by them, however any deviations from VA Design Manuals require variance from HEFP. If current healthcare trends dictate a different design approach is needed, the VA COR must be notified, and a decision will be made by the VA as to which approach is most applicable to meet the need for the project.

A/E shall be responsible for providing all services necessary for design of this project, e.g. structural, industrial hygiene, mechanical, electrical, physical security and resilience (to include blast protection), fire protection, etc.

-- Site Investigations --

EXPECTATION: A/E shall make site visits as necessary to survey existing conditions.

Make site visits as required to determine existing as-built conditions affecting this project.

Note:

• Information including drawings and other documentation provided to the A/E is used as reference only. All additional references and specifications are available in VHA’s Technical Information Library at address http://www.cfm.va.gov/til/ .

• A/E shall field verify every aspect that relates to the project, including all dimensions, wall layouts, capacities, etc.

• A/E shall coordinate all visits with the Contracting Officer and COR as assigned after award.

• The A/E shall arrange for and oversee the performance of such investigations as required for the proper design of the project. AutoCAD background drawings will be provided by the VA upon request.

-- Design Review Schedule --

EXPECTATIONS: Submit review package in accordance with the Architectural and Engineering CPM Schedules Specification (Attachment H) so they are received on or before the noted day. All days below are calendar days. In the event the submission deadline falls on a weekend, holiday, etc. please submit the on the business day prior.

PCAC Award/Administrative Time Day 0

Initial Project Design Team (PDT) Meeting Day 15 After Notice of Award

Schematic Submission 45 Days after Initial PDT meeting

VA Schematic Submission Review 60 Days after Initial PDT meeting

Design Development (DD) – 35% Design 135 Days after Initial PDT meeting

VA Design Development (DD) – 35% Design Review 150 Days after Initial PDT meeting

Construction Documents (CD) 1 - 65% Design 210 Days after Initial PDT meeting

VA Construction Documents (CD) 1 – 65% Design Review

235 Days after Initial PDT meeting

Construction Documents 2 - 95% Design 270 Days after Initial PDT meeting

VA Construction Documents (CD) 2 – 95% Design Review

285 Days after Initial PDT meeting http://www.cfm.va.gov/til/

Bid documents 300 Days after Initial PDT meeting

Completed bid documents (4 sets of drawings and 2 sets of specifications shall be furnished by the A/E) are expected within 315 calendar days after Notice to Award. The A/E shall provide a submission schedule at the PDT meeting.

Note:

• A/E shall be required to attend and take minutes of each Project Design Team (PDT) Meeting.

• Minutes shall be submitted electronically to the COR and Contracting Officer within 3-5 calendar days of each meeting.

-- Design Requirements/Submissions --

EXPECTATIONS: Submit a complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/til/aeDesSubReq.asp and the current VA BIM Manual. Please pay specific attention to the schematic, design and construction submission requirements.

Deliver all design packages in person directly or by traceable carrier to the COR on the established dates to allow the VA Project Design Teams to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information as follows and as outlined in the attachments for each submission.

Information required for each submittal is outlined in Program Guide PG-18-15 Volume C November 2008. The manual is available at the following address:

http://www.cfm.va.gov/contract/ae/aesubmin.doc

Schematic Submission: See Attachment B Schematic Submission Requirements

• All items required by PG-18-15 Volume C Schematic Submission.

• Provide at least three (3) proposed layouts for areas shown in Attachment A and as outlined at the initial PDT meeting. More layouts shall be required if the provided layouts do not meet the needs of the Lebanon Medical Center.

• Prepare estimates following the VA Manual for Preparation of Cost Estimates found on TIL.

• Recommendation of advantages and disadvantages of each layout and preferred A/E layout with reasoning. The Leadership team at the VA will achieve a consensus on design approach and layouts prior to notifying the COR and the CO to allow the A/E to proceed to the 35% design.

Design Development 35%: See Attachment C, 35% Submission Requirements.

• All items required by PG-18-15 Volume C Design Development and the current VA BIM Manual.

• Identify Working Drawings scope within the construction budget.

• Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, EPA, National Electrical Code (NEC), NFPA 101 Life Safety Code http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/contract/ae/aesubmin.doc

• Prepare design calculations.

• Identify potential bid deduct alternatives

• Initial draft of shutdown plan.

• Initial draft of flushing plan.

• Identification of potential LEED points.

• Identify phasing requirements for construction and their implications to the VA.

Construction of project to be performed in a manner that makes phasing a minimal impact to the VA.

• Address all comments from the Schematic review.

• Identify scope within the construction budget.

• Identify applicable alternative energy sources.

• Provide two high resolution renderings showing interior and exterior spaces.

Location shown on the high-resolution renderings must be approved by the COR.

Construction Documents 65%: See Attachment D, 65% Submission Requirements

• All items required by PG-18-15 Volume C Construction Documents and the current VA BIM Manual.

• Complete all discrepancies found during 35% PDT meeting into plans and specifications.

• Revise and update cost estimate.

• Preparation of project scope for Federal Business Opportunities (FBO)/negotiated advertisement and account for any bid deduct alternatives developed in the 35% design submission.

• Finalize phasing plan for construction

• Design all finishes, required submittals.

• Updated draft of shutdown plan.

• Updated draft of flushing plan.

• Updated Identification of potential LEED points.

• Submit exterior and interior board and include labels with manufacturer, color choice, etc. for an easy cross-reference during construction submittal review. The board shall include all finishes.

• Provide one set of life safety drawings for review by VA Safety and Fire Protection reviewer (Electronic).

• Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

• Provide five high resolution renderings showing interior and exterior spaces.

Location shown on the high-resolution renderings shall be approved by the COR.

Construction Documents 95%: See Attachment E, 95% Submission Requirements

• All items required by PG-18-15 Volume C Construction Documents and the current VA BIM Manual.

• Complete all discrepancies found during 65% PDT meeting into plans and specifications.

• Revise and update cost estimate.

• Preparation of project scope for Federal Business Opportunities (FBO)/negotiated advertisement and account for any bid deduct alternatives developed in the 65% design submission.

• Finalize phasing plan for construction.

• Final submission of shutdown plan for review.

• Final submission of flushing plan for review.

• Identification of potential LEED points.

• Address all comments from the VISN Safety & Fire Protection Review and forward to VA COR electronically within 5 calendar days of receipt.

• Exterior and Interior board to be finalized/revised as necessary and include labels with manufacturer, color choice, etc. for an easy cross-reference during construction submittal review. The board shall include all finishes.

• Provide five final high-resolution renderings showing interior and exterior spaces.

Location shown on the high-resolution renderings shall be approved by the COR.

Final Bid Documents Submission, Compact Disc (CD): See Attachment F, Bid Documents Submission Requirements

• Submit a complete document of all contract requirements for approval signatures as required in PG-18-15 Volume C for Bid Documents and the current VA BIM Manual.

• Continue to update and submit until approved.

-- Solicitation Support Services --

SOLICITATION SUPPORT SERVICES (OPTION)

• AE shall provide solicitation support services during the construction period’s solicitation phase.

o Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

o The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer.

Responses may not be provided verbally onsite.

• Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

o Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

o Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO.

An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement.

o Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

• In response to any technical questions and/or addenda issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction

-- Construction Period Services -- (Option Item)

NOTE: Construction Period Services are considered an option items as they are severable service and are not to be part of the base design award.

EXPECTATIONS: Respond to submittals and other requests in a timely manner.

Provide services:

• Assist the VA to determine whether the contractor or subcontractor meets qualification requirements, support by written recommendations of any problems or litigation encountered in past based on first-hand knowledge.

• Review all submissions and provide recommendations to the VA within five calendar days upon request.

• Review and provide replies to contractor generated Requests for Information (RFI) when required by the project manager within 5 calendar days.

• Review contractor’s change order request and provide an independent cost estimate for each change order request.

• Review contractor's cost estimates and provide recommendations to the VA.

• 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.

• Make 20 site visits at the request of the VA and prepare written reports to include agreed upon changes in design as determined necessary during the construction.

Visits made based on errors and omissions in design shall be at no cost to the VA.

• Contractor shall be required to provide itemized cost breakdown for any additional site visits, and the A/E will provide expense reports to VA upon request for the previous 20 site visits.

• Participate in partial/final acceptance inspections as scheduled and generate punch list items for completion.

• Prepare as-built drawings on original set with A/E’s stamp, based on record drawings that the contractor kept during construction and with correspondence performed during construction. Transpose contractor’s as-builts to AutoCAD 2013 and provide a set of updated as-builts and specifications on CD within 30 calendar days to the COR. Update the BIM model as outlined in the current VA BIM Manual and provide to the COR within 30 calendar days.

Attachment A Project Areas

Building 17 Front Entrance

Attachment B Schematic Design Development Submission Requirements

Deliver the following (labeled with Schematic submission) and include this attachment as a checklist with your submission:

❑ 1 Copy of the narrative report forwarding the schematic submission addressing items listed in the design requirements and any additional A/E recommendations

❑ 3 Sets of site plans and architectural layouts for each option being considered based on space required and VA space criteria. Make a recommendation on the most efficient and effective layout and the reasons for the preference. All drawings shall be 1/8” scale.

❑ 1 set of architectural renderings of the proposed area for each option.

❑ 1 copies of the preliminary cost estimate for each option being considered.

❑ 1 CD containing

❑ All drawings in AutoCAD 2013 and in Portable Document Format (PDF).

❑ All specifications in Microsoft Word 2010 or higher

❑ Architectural Renderings of internal and external spaces

❑ A copy of the narrative report in Microsoft Word in Portable Document Format

(PDF).

Attachment C 35% Design Development Submission Requirements

Deliver the following (labeled with 35% submission) and include this attachment as a checklist with your submission:

❑ 1 Copy of the narrative report forwarding the design develop 35% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

❑ 1 Set of all drawings required by project.

❑ 1 Copy each of the draft shutdown and flushing plans.

❑ 1 set of architectural renderings showing the look of the exterior and interior spaces of the building.

❑ 1 Copy of updated itemized cost estimate by specification section or trade (labor, material and equipment)

❑ 1 Copy of VA Master Specifications list of specification sections (Index) shall be used for this project and a master submittal list identifying all the submittals required shall be submitted by the contractor for review. The list shall be organized by division and specification.

❑ 1 CD containing

❑ All drawings in AutoCAD 2013 and in PDF form.

❑ All specifications in Microsoft Word 2010 or higher

❑ Architectural Renderings of internal and external spaces

❑ A copy of the narrative report in Microsoft Word in Portable Document Format

(PDF).

❑ A copy of the updated itemized cost estimate by specification section or trade (labor, material and equipment) and draft shutdown and flushing plans.

Attachment D 65% Construction Documents Submission Requirements

Deliver the following (labeled with 65% submission) and include this attachment as a checklist with your submission:

❑ 1 Copy of a narrative report forwarding the design develop 65% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

❑ 1 Set of all drawings updating all previous comments required by project.

❑ 1 Copy of updated itemized cost estimate by specification section or trade (labor, material and equipment)

❑ 1 Copy of custom edited VA Master Specifications of sections shall be used for this project and a master submittal list identifying all the submittals required shall be submitted by the contractor for review.

❑ 1 Copy each of the shutdown and flushing plans.

❑ 1 additional electronic copy each of the custom edited VA Master Specifications and drawing as specified above shall be delivered to the COR so that it can be sent to an independent Fire Protection Engineer.

❑ 1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the VA Interior Designer. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and easily read without removing the physical samples.

❑ 1 CD containing

❑ All drawings in AutoCAD 2013 and in PDF form.

❑ All specifications in Microsoft Word 2010 or higher

❑ Architectural Renderings of internal and external spaces

❑ A copy of the narrative report in Microsoft Word in Portable Document Format

(PDF).

❑ A copy of the updated itemized cost estimate by specification section or trade (labor, material and equipment) and draft shutdown and flushing plans.

Attachment E Construction Documents 95% Submission Requirements

Expectation: Submit complete bid document for final review prior to solicitation Deliver the following (labeled with 95% submission) and include this Attachment as a checklist with your submission:

❑ 1 Copy of the narrative report forwarding the design develop 95% submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall include finalizing bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis.

❑ 1 Set of all drawings updating all changes required by project.

❑ 1 Copy of final itemized cost estimate organized by specification section (labor, materials and equipment). Include dollar amounts for each bid deduct alternative.

❑ 1 Copy of final project specification including a master submittal list in the specifications.

❑ 3 copies each of the final shutdown and flushing plans.

❑ 1 Copy each of the edited VA Master Specifications for sections shall be used for this project, Index and a master submittal list under Spec Section 01340 of all the submittals required by the specifications.

❑ 1 additional electronic copy each of the custom edited VA Master Specifications and drawings as specified above shall be delivered to the COR so that it can be delivered to the Independent Fire Safety Professional Engineer. A letter of transmittal signifying delivery shall be forwarded to the Contracting Officer. Also include the agreed upon, by the A/E and COR, 65% comments with replies to the Fire Safety Professional Engineer.

❑ 1 copy of final color board showing the finalized interior design scheme (fabrics, finishes, furniture layout and plans) for each area, include an inventory of materials/manufacturers recommended for use for approval and prepared for order by the VA Interior Designer. The color, name and all applicable identifying numbers shall be placed on the board and easily read without removing the physical samples.

❑ 1 set of HIGH-RESOLUTION Architectural Renderings. These shall be presented to the Project Manager on poster board as individual pieces, 36” x 24”

❑ 1 CD containing

❑ All drawings in AutoCAD 2013 and in PDF form.

❑ All specifications in Microsoft Word 2010 or higher

❑ All High-Resolution Architectural Renderings

Attachment F Bid Document Submission Requirements

Expectation: Continue to submit until all changes are incorporated by the A/E for final signature prior to solicitation. Upon approval duplicate copies as required.

❑ 1 set of all drawings required by project, produced on AutoCAD 2013 software for final markup of any changes prior to signature.

❑ 1 copy of final project specification (2 bound) including a master submittal list in the specifications.

❑ 1 CD containing

❑ All drawings in AutoCAD 2013 and in PDF form combined into a single document.

❑ All specifications in Microsoft Word 2010 or higher and in PDF form combined into one document.

❑ Submittal Spreadsheet identifying all the submittals required shall be submitted by the contractor for review. The list shall be organized by division and specification.

❑ Interior Design finish summary containing the approved submittal information.

This at a minimum shall include sufficient information to order/make repairs, i.e.

color, manufacturer, item number, etc.

❑ All High-Resolution Architectural Renderings.

❑ Shutdown Plan

❑ Flushing Plan

❑ The Revit file for the project.

❑ All requirements outlined in the current VA BIM Manual

❑ Upon signature approval, provide 5 sets of final Contract Documents on a CD (complete with VA signed Cover Sheet). Provide three- ½ size set of final drawings.

The documents on the CD shall contain two files, one full drawing file and one full specification file.

Attachment G Pre-Construction Risk Assessment Form (PCRA) – attached separately.

Attachment H Architectural and Engineering CPM SCHEDULES

SECTION 01 32 16.01

ARCHITECTURAL AND ENGINEERING CPM SCHEDULES

PART 1- GENERAL

1.1 DESCRIPTION:

The Architect/Engineer of Record (A/E) shall develop a Critical Path Method

(CPM Schedule) plan and schedule demonstrating fulfillment of the contract requirements as designated in VA PG 18-15, shall keep the CPM up-to-date in accordance with the requirements of this section and shall utilize the plan for scheduling, coordinating and monitoring work under this contract.

Conventional Critical Path Method (CPM) Precedence Diagramming Method (PDM) technique will be utilized to satisfy both time and cost applications. All schedule data and reports required under this specification section shall be based upon regular total float, not relative total float schedules.

1.2 A/E'S REPRESENTATIVE:

A. The A/E shall designate an authorized representative in the firm who will be responsible for the preparation of the CPM Schedule, review and report progress of the project with and to the Project Manager and the Contracting

Officer.

B. The A/E's representative shall have direct project control and complete authority to act on behalf of the A/E in fulfilling the requirements of this specification section and such authority shall not be interrupted throughout the duration of the project.

1.3 A/E'S SCHEDULE PREPARATION:

A. To prepare the CPM Schedule, and subsequent periodic updates, which reflects the A/E's project plan, the A/E shall either designate a qualified individual within their firm or engage an independent CPM consultant (CPM

Developer) who is skilled in the time and cost application of scheduling using (PDM) network techniques for Design projects, the cost of which is included in the A/E's bid.

B. Within 7 calendar days after award of the contract, the A/E shall submit to the Contracting Officer:

1. The name of the CPM Developer.

2. The Computer Software to be utilized.

3. Sufficient information to show that the CPM Developer has the qualifications to meet the requirements specified in the preceding paragraph.

C. The Contracting Officer has the right to approve or disapprove the designated CPM developer, and will notify the A/E of the VA decision within seven calendar days from receipt of information. In case of disapproval, the A/E shall resubmit another CPM Developer within 10 calendar days for renewed consideration. The A/E must have their CPM Developer approved prior to submitting the Initial CPM Schedule

1.4 COMPUTER PRODUCED SCHEDULES

A. The A/E shall provide to the VA Project Manager, Contracting Officer and

CPM Schedule Analyst, monthly computer processing of all computer-produced time/cost schedules and reports generated from monthly project updates. A hard copy listing of all project schedule changes, and associated data, made at the update and an electronic file of this data. These reports shall be submitted with and substantively support the A/E’s monthly payment request. The Project Manager shall identify the different report formats that the A/E shall provide based upon the monthly schedule updates.

B. The A/E is responsible for the correctness and timeliness of the computer-produced reports. The A/E is also responsible for the accurate and timely submittal of the updated project schedule and all CPM data necessary to produce the computer reports and payment request that is specified.

C. The VA shall report errors in computer-produced reports to the A/E’s representative within ten calendar days from receipt of reports. The A/E will reprocess the computer-produced reports and associated compact disk(s), when requested by the Contracting Officer’s representative, to correct errors which affect the payment and schedule for the project.

1.5 THE COMPLETE CPM SCHEDULE SUBMITTAL

A. Within 30 calendar days after award of the contract, the A/E shall submit for the Project Manager and Contracting Officer's review; three blue line copies of the complete CPM Schedule on sheets of paper 765 x 1070 mm (30 x

42 inches) and an electronic file, (PDM) format. The submittal shall also include three copies of a computer-produced activity/event ID schedule showing project duration; phase completion dates; and other data, including event cost. Each activity/event on the computer-produced schedule shall contain as a minimum, but not limited to, activity/event ID, duration, predecessor and successor relationships, area code, description, budget amount, early start date, early finish date, late start date, late finish date and total float. Work activity/event relationships shall be restricted to finish-to-start and start-to-start without lead or lag constraints.

Activity/event date constraints, not required by the contract, will not be accepted unless submitted to and approved by the Contracting Officer. The

A/E shall make a separate written detailed request to the Contracting

Officer identifying these date constraints and secure the Contracting

Officer’s written approval before incorporating them into the CPM Schedule.

The Contracting Officer’s separate approval of the CPM Schedule shall not excuse the A/E of this requirement. Logic events (non-work) will be permitted where necessary to reflect proper logic among work events, but must have zero duration. The complete working CPM Schedule shall reflect the A/E's approach to scheduling the complete project. The final CPM

Schedule in its original form shall contain no contract modifications or changes which may have been incurred during the final CPM Schedule development period and shall reflect the entire contract duration as defined in the bid documents. These changes/delays shall be entered at the first update after the final CPM Schedule has been approved. The A/E should provide their requests for time and supporting time extension analysis for contract time as a result of contract changes/delays, after this update, and in accordance with Article, ADJUSTMENT OF CONTRACT COMPLETION.

B. Within 30 calendar days after receipt of the complete project CPM Schedule, the Project Manager of Contracting Officer will do one or both of the following:

1. Notify the A/E concerning his actions, opinions, and objections.

2. A meeting with the A/E at or near the job site for joint review, correction or adjustment of the proposed plan will be scheduled if required. Within 14 calendar days after the joint review, the A/E shall revise and shall submit three blue line copies of the revised CPM

Schedule, three copies of the revised computer-produced activity/event

ID schedule and a revised electronic file as specified by the

Contracting Officer. The revised submission will be reviewed by the

Contracting Officer and, if found to be as previously agreed upon, will be approved.

C. The approved baseline CPM Schedule and the corresponding computer-produced schedule(s) shall constitute the approved baseline schedule until subsequently revised in accordance with the requirements of this section.

1.6 WORK ACTIVITY/EVENT COST DATA

The A/E shall cost load all work activities. The cost loading shall reflect the appropriate level of effort of the work activities/events. The cumulative amount of all cost loaded work activities/events (including alternates) shall equal the total contract price. Prorate overhead, profit and general conditions on all work activities/events for the entire project length. The A/E shall generate from this information cash flow curves indicating graphically the total percentage of work activity/event dollar value scheduled to be in place on early finish, late finish. These cash flow curves will be used by the Contracting Officer to assist him in determining approval or disapproval of the cost loading. In the event of disapproval, the A/E shall revise and resubmit in accordance with Article, THE COMPLETE PROJECT CPM SCHEDULE SUBMITTAL. Negative work activity/event cost data will not be acceptable, except on VA issued contract changes.

1.7 CPM SCHEDULE REQUIREMENTS

A. Show on the CPM Schedule the sequence and interdependence of work activities/events required for complete performance of all items of work.

In preparing the CPM Schedule, the A/E shall:

1. Exercise sufficient care to produce a clear, legible and accurate CPM

Schedule.

2. Show the following on each work activity/event:

a. Activity/Event ID number.

b. Concise description of the work represented by the activity/event.

(35 characters or less including spaces preferred).

c. Performance responsibility.

d. Duration (in work days.)

e. Cost (in accordance with Article, ACTIVITY/EVENT COST DATA of this section and less than $99,999 per activity).

f. Manpower required (average number of men per day).

3. Show activities/events as:

a. A/E's time required for submittal of drawings.

b. VA review and approval of drawings, equipment schedules, samples, template, or similar items.

c. Interruption of VA Medical Center utilities, delivery of Government furnished equipment, project phasing and any other specification requirements.

4. Show activities/events for work for each discipline.

5. Show all predetermined site visits required by the contract or needed for the A/E to complete the design. Any site visits directed or to be used at the discretion of the VA shall be added once the visit is coordinated and approved by the Contracting Officer.

6. Break up the work into activities/events of duration no longer than 20 work days each, except for which the Project Manager and/or the

Contracting Officer may approve the showing of a longer duration.

7. Describe work activities/events clearly, so the work is readily identifiable for assessment of completion. Activities/events labeled

"start," "continue," or "completion," are not specific and will not be allowed. Lead and lag time activities will not be acceptable.

8. Uniquely number each activity/event with numbers ranging from 1 to 99998 only. The CPM Schedule should be generally numbered in such a way to reflect disciplines, phase or location of the work.

B. Submit the following supporting data in addition to the CPM Schedule, activity/event ID schedule and electronic file (s). Failure of the A/E to include this data will delay the review of the submittal until the

Contracting Officer is in receipt of the missing data:

1. The proposed number of working days per week.

2. The holidays to be observed during the life of the contract (by day, month, and year).

C. To the extent that the CPM Schedule or any revised CPM Schedule shows anything not jointly agreed upon, it shall not be deemed to have been approved by the Contracting Officer. Failure to include any element of work required for the performance of this contract shall not excuse the A/E from completing all work required within any applicable completion date of each phase regardless of the Contracting Officer's approval of the CPM Schedule.

D. Compact Disk Requirements and CPM Activity/Event Record Specifications:

Submit to the VA (Project Manager and CPM Schedule Analyst) an electronic file(s) containing one file of the data required.

1.8 PAYMENT TO THE A/E:

A. Monthly, the A/E shall submit the AIA application and certificate for payment documents G702 & G703 reflecting updated schedule activities and cost data. Payment documents shall reference price schedule line items that corresponds to the work completed. The A/E is entitled to a monthly progress payment upon approval of estimates as determined from the currently approved updated computer-produced calendar-dated schedule unless, in special situations, the Contracting Officer permits an exception to this requirement.

B. When the A/E fails or refuses to furnish to the Contracting Officer the information, which, in the sole judgment of the Contracting Officer, is necessary for processing the monthly progress payment, the A/E shall not be deemed to have provided an estimate and supporting schedule data upon which progress payment may be made.

1.9 PAYMENT AND PROGRESS REPORTING

A. Monthly progress meetings shall be held on dates mutually agreed to by the

Project Manager and/or Contracting Officer and the A/E. The A/E shall update the project schedule and all other data required by this section shall be accurately filled in and completed prior to the monthly progress meeting. The A/E shall provide this information to VA three work days in advance of the progress meeting. Job progress will be reviewed to verify:

1. Actual start and/or finish dates for updated/completed activities/events.

2. Remaining duration, required to complete each activity/event (including site visits) started, or scheduled to start, but not completed.

3. Logic, time and cost data for change orders, and supplemental agreements that are to be incorporated into the CPM Schedule and computer-produced schedules. Changes in activity/event sequence and duration which have been made pursuant to the provisions of following Article, ADJUSTMENT OF

CONTRACT COMPLETION.

4. Percentage for completed and partially completed activities/events.

5. Logic and duration revisions required by this section of the specifications.

6. Activity/event duration and percent complete shall be updated independently.

B. The A/E shall submit a narrative report as a part of his monthly review and update, in a form agreed upon by the A/E and the Contracting Officer. The narrative report shall include a description of problem areas; current and anticipated delaying factors and their estimated impact on performance of other activities/events and completion dates; and an explanation of corrective action taken or proposed.

C. After completion of the joint review and the Contracting Officer's approval of all entries, the A/E shall generate an updated computer-produced calendar-dated schedule and supply the Contracting Officer’s representative with reports in accordance with the Article, COMPUTER PRODUCED SCHEDULES, specified.

D. After completing the monthly schedule update, the A/E’s scheduling person shall rerun all current period contract change(s) against the prior approved monthly project schedule. The analysis shall only include original workday durations and schedule logic agreed upon by the A/E and Project

Manager for the contract change(s). When there is a disagreement on logic and/or durations, the CPM Schedule update shall use the schedule logic and/or durations provided and approved by the Project Manager. After each rerun update, the resulting electronic project schedule data file shall be appropriately identified and submitted to the VA in accordance to the requirements listed in articles 1.4 and 1.7. This electronic submission is separate from the regular monthly project schedule update requirements and shall be submitted to the resident engineer within fourteen (14) calendar days of completing the regular schedule update. Before inserting the contract changes durations, care must be taken to ensure that only the original durations will be used for the analysis, not the reported durations after progress. In addition, once the final CPM Schedule is approved, the A/E must recreate all manual progress payment updates on this approved CPM Schedule and associated reruns for contract changes in each of these update periods as outlined above for regular update periods. This will require detailed record keeping for each of the manual progress payment updates.

E. After VA acceptance and approval of the final CPM Schedule, and after each monthly update, the A/E shall submit to the Contracting Officer three blue line copies of a revised complete CPM Schedule showing all completed and partially completed activities/events, contract changes and logic changes made on the intervening updates or at the first update on the final diagram. The Contracting Officer may elect to have the A/E do this on a less frequent basis, but it shall be done on a quarterly basis as a minimum.

1.10 RESPONSIBILITY FOR COMPLETION

A. Whenever it becomes apparent from the current monthly progress review meeting or the monthly schedule that phasing or contract completion dates will not be met, the A/E shall execute some or all of the following remedial actions:

1. Increase manpower in such quantities and discipline as necessary to eliminate the backlog of work.

2. Increase the number of working hours to eliminate the backlog of work.

3. Reschedule the work in conformance with the specification requirements.

B. Prior to proceeding with any of the above actions, the A/E shall notify and obtain approval from the Project Manager and/or the Contracting Officer for the proposed schedule changes. If such actions are approved, the CPM revisions shall be incorporated by the A/E into the CPM Schedule before the next update, at no additional cost to the Government.

1.11 CHANGES TO CPM SCHEDULE AND SCHEDULE

A. Within 30 calendar days after VA acceptance and approval of any updated computer-produced schedule, the A/E will submit a revised CPM Schedule

B. Contracting Officer's approval for the revised CPM Schedule and all relevant data is contingent upon compliance with all other paragraphs of this section and any other previous agreements by the Contracting Officer or the VA representative.

D. The cost of revisions to the CPM Schedule resulting from contract changes will be included in the proposal for changes in work as specified in

Article, FAR 52.243-1(ALT III); “CHANGES-FIXED-PRICE”, and will be based on the complexity of the revision or contract change, man hours expended in analyzing the change, and the total cost of the change.

E. The cost of revisions to the CPM Schedule not resulting from contract changes is the responsibility of the A/E.

1.12 ADJUSTMENT OF CONTRACT COMPLETION

A. The contract completion time will be adjusted only for causes specified in this contract. Request for an extension of the contract completion date by the A/E shall be supported with a justification, CPM data and supporting evidence as the Contracting Officer may deem necessary for determination as to whether or not the A/E is entitled to an extension of time under the provisions of the contract. Submission of proof based on revised activity/event logic, durations (in work days) and costs is obligatory to any approvals. The schedule must clearly display that the A/E has used, in full, all the float time available for the work involved in this request.

The Contracting Officer's determination as to the total number of days of contract extension will be based upon the current computer-produced calendar-dated schedule for the time period in question and all other relevant information.

B. Actual delays in activities/events which, according to the computer-produced calendar-dated schedule, do not affect the extended and predicted contract completion dates shown by the critical path in the network, will not be the basis for a change to the contract completion date. The Contracting Officer will within a reasonable time after receipt of such justification and supporting evidence, review the facts and advise the A/E in writing of the Contracting Officer's decision.

C. The A/E shall submit each request for a change in the contract completion date to the Contracting Officer in accordance with the provisions specified under Article, FAR 52.243-1(ALT III); “CHANGES-FIXED-PRICE”. The A/E shall include, as a part of each change order proposal, a sketch showing all CPM logic revisions, duration (in work days) changes, and cost changes, for work in question and its relationship to other activities on the approved

CPM Schedule.

D. All delays due to non-work activities/events such as RFI’s, WEATHER, STRIKES, and similar non-work activities/events shall be analyzed on a month by month basis.

1.13 PROJECT DESIGN SCHEDULE RISK ANALYSIS/MITIGATION PLAN

A. Schedule Risk Analysis – The A/E shall conduct the statistical schedule risk analysis based on the above detailed construction activities in the

Day 1 approved diagram, identifying major schedule risk areas and recommended risk mitigation plans as outlined below.

B. The risk analysis shall be conducted by a person or firm skilled in the statistical method of schedule risk analysis based on the (PDM) CPM

Schedule techniques for major projects, preferably in the major health care related projects. The cost of this service shall be included in the A/E's proposal.

C. The Contracting Officer has the right to approve or disapprove the Person or firm designated to perform…