S02 - 556-23-110 Laboratory Services Renovation AE SOW 8DEC23.pdf

556-23-110 Bldg133 Lab Renovation December 8, 2023

Project Design Scope of Work

Project Number: 556-23-110

Project Name: Laboratory Services Renovation

Location:

Captain James A. Lovell FHCC

3001 Green Bay Rd, North Chicago, IL 60064

Date: December 8, 2023

Part 1: Project Scope of Work Overview:

Architect/Engineer shall provide professional services for design, specification, and construction period services at Captain James A. Lovell FHCC, North Chicago, IL to enable complete and compliant renovation of Building 133 Pathology and Laboratory Medicine Services spaces, including histology, cytology, microbiology, phlebotomy, and administration areas, and associated utilities supporting these functions.

Part 2: Design Schedule:

I. VA estimates 244 total calendar days for design effort with Notice to Proceed (NTP) being day zero.

a. VA requires 3 days of review for pre-design submittals, see Part 4, Section VIII.

b. VA requires 21 calendar days of review for 25% SD, 50% DD, and 75% DD deliverables.

c. VA requires 7 calendar days of review for 95% DD deliverable.

d. VA requires 3 calendar days of review for 100% CD deliverable.

II. Design schedule presented in pre-design submittals shall reflect these review periods.

III. The 50% DD drawings and specifications shall be submitted by the VA COR for life safety compliance as well as the comprehensive technical review by various VA healthcare engineering subject matter experts. All review comments are required to be satisfactorily closed or the 75% DD cannot be accepted. Similarly, 75% DD review comments must be satisfactorily closed before the (ideally final) 95% DD can be approved. This phase-gate approach ensures quality compliance, and protects the AE and VA from multiple risks.

IV. Construction is currently programmed to begin in FY 2027. Duration of construction will be a function of AE contract deliverables; however, construction duration is expected to be approximately nine months – not including phasing variables or delayed start/mobilization due to requirement for submission and approval of all submittals, and long lead time documentation which the specifications of this project must describe.

Part 3: Project Construction Cost Magnitude:

I. The design shall reflect a project construction cost (funding limitation) of $12,000,000, and the expected construction duration shown in Part 2.

II. See Part 4, IV. Deductive Alternate Development.

Part 4: Design Period Services:

I. Objectives of the design are:

1. This project includes design and specification for renovation of approximately 10,000 sf of hospital laboratory services space (area subject to AE confirmation).

2. Holistic optimization of design and construction: In design, organize the several spaces, systems, subsystems, and associated work to optimize service delivery.

3. Renovate and modernize the space in phases enabling Laboratory Services to continue compliantly meeting demand.

4. Meet or exceed all Code, technical, and programmatic requirements adopted, established, revised, and or published by VA. (https://www.cfm.va.gov/til/). See attached 01 41 00 Regulatory Requirements.

5. 95% DD shall be free of deficiencies before stamping and submitting the 100% Construction Documents – FOR CONSTRUCTION.

II. Functions of the Affected Area(s) Include:

1. Current State: Laboratory Services space design and environmental controls (HVAC) have exceeded their useful life.

2. Future State: Laboratory Services space enables compliance with privacy laws and regulations, and enables optimal flow of activities within space designed, constructed, and environmentally controlled for its purpose.

III. Design will generally include,

1. Architectural:

A. VA record documents can be provided upon request for use by AE in evaluation existing conditions during on-site investigation work.

B. Access current VA regulatory and technical guidance applicable to all parts of this work and apply them throughout its development. Design phase submissions including noncompliant or outdated reference to Code, industry standards, or VA TIL resources, will be returned without further review.

C. Ensure compliance with VA Accessible Design Requirements, including ABA (not ADA) throughout the facility. Design phase submissions including noncompliant reference to ADA or UFAS, or noncompliant detail dimensions from ABAAS (vs. VA standards) will be returned without further review.

D. Include general and optimized layout, as well as wall, floor, ceiling systems, and finishes.

E. Plan space access requiring PIV card and Best-compatible 7-pin key core locks as required. All interior doorways shall meet VA standards for their planned use.

F. All new interior finishes are required. Consult use-specific design manuals and guides.

Note: Interior finishes decisions will be made by the VA staff interior designer, in collaboration with the user group where applicable. It is counterproductive to plan carpeting and tiles to specific manufacturer’s colors and patterns certain to become unavailable for construction the following year. Specify to technical and performance standards suitable for the purpose, requiring submission of samples representing all available standard and premium colors and patterns of manufacturer’s, along with all other finishes of each room/space, and associated accessories for each to enable proper review, selection, and response.

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

G. Manufactured laboratory casework and tops design and specification are included.

2. Structural:

This project does not foresee structural changes to the facility as a result of this renovation.

3. Civil:

This project does not foresee work of this project outside of the building footprint.

4. Geotechnical:

This project does not foresee work of this project outside of the building footprint.

5. Mechanical:

A. Plan HVAC systems fit for purpose to replace what is currently in use.

B. Develop a project-specific 01 91 00 General Commissioning Specification beginning with the most current VA specification template, ensuring that this specification does not conflict with or duplicate the design and specifications for mechanical systems.

C. Collaborate with the VA-retained Commissioning Agent to ensure project success.

6. Plumbing:

Plan supply and waste systems compliant with current requirements and reconfigured as necessary to any plan or equipment changes.

7. Fire Protection (Life Safety)

A. Provide an overall design that is compliant with the latest edition of VA Fire Protection Design Manual (always most current edition) and NFPA 101 Life Safety Code.

B. Provide calculations, design, and specifications for reconfiguration of the current system as required.

C. VA shall perform an independent life safety review at 50% DD. AE is responsible for addressing/closing all review items prior to acceptance of the 75%DD submission.

D. Review VA Statement of Conditions, and verify current conditions match those shown. Where they don’t, ensure that the life safety and fire protection drawings of this work reflect conditions of the space accurately prior to and (especially) after construction.

8. Electrical:

Plan normal and emergency power distribution and architectural lighting meeting current requirements and demands of the renovated space.

9. Pneumatic Tube System:

This project includes replacement of the portions of the system associated with Pathology and Laboratory Medicine Services spaces. While there is a plan for a parallel design effort to upgrade/replace the existing pneumatic tube system. Including the portions of it specific to this project will ensure the autonomy of this planned work and (especially) its future construction. Cooperation across the two design efforts, when/if necessary, is expected.

10. VA Physical Security and Resiliency Design Manual (PSRDM) Requirements for subject matter specialists is summarized at 1.8 and elaborated at 10.1.5; A-10.1.5.

A. Information Technology and Communication Systems:

1) New VA-Wide Requirement: Ensure that all new data cabling and associated hardware is specified as Cat 6A.

2) Telecom design requires one or more of the cybersecurity, telecom specialist, integrators defined at PSRDM. RCDD is expectable for most all design efforts.

3) West Campus EHRM Infrastructure project will soon be upgrading cabling and telecom rooms throughout the hospital. Adapt planning as needed.

B. Physical Security (required for every design project):

1) Physical Security design and specification planning is required to be prescribed and performed by a specialist meeting the certification requirements shown in the PSRDM. Submit ASIS credentials with the preliminary submittals required at Kick-Off.

Note: Prior to submission, A/E must verify ASIS certification at https://external.asisonline.org/eweb/DynamicPage.aspx?webcode=ASISCredSea rch+

2) VA Handbook 0730 Security and Law Enforcement, Appendix B, also prescribes physical security requirements which may conflict with that propagated by VA Office of Construction and Facilities Management in the PSRDM. Where such conflicts occur, consult with the VA COR.

3) The AE PSP shall develop a preliminary report to be submitted with the 25% SD package listing all foreseeable design requirements of this project, along with their potential impacts to the design effort (technical achievability, cost, time, etc.). Physical security planning risks viewed as potentially confounding factors to fulfillment of the design shall require preventative alternative equivalent planning and justification for same via the variance process as part of 50% and 75% design development phase submission. Do not use the term “Waiver” as VA has clearly informed us that they do not grant them. “Variances”, however, can be secured by submitting alternative approaches to compliance when what is prescribed is impossible or impractical for intended purpose.

4) Include planning for electronic security systems (PACS, alarm, monitoring, panic, PA, etc.).

11. Industrial Hygiene/Environmental:

A. VA will provide the AE with VA-maintained asbestos survey/data and abatement records for this space.

B. Planning abatement and design of the abatement is not in the AE scope of work.

C. Should AE staff observe materials they suspect to be ACM, they must immediately report these observations to the VA COR.

https://external.asisonline.org/eweb/DynamicPage.aspx?webcode=ASISCredSearch

SOW ATTACHMENT

ARCHITECT-ENGINEER REQUIREMENTS FOR ALL DESIGN PROJECTS

(OTHER THAN STUDIES OR SMALL EASILY-DESCRIBED PROJECTS)

(Continued from Scope of Work Part 4 Design Period Services)

12. General (cont.):

A. Do not allow narrative content associated with contractor compliance with subjects already included in construction contracts (i.e. FAR/VAAR clauses and SOW)

B. Do not include in the documents any content directing (prospective) contractors to communicate directly with the AE for any purpose. All communications must go through VA. Pre-bid instructions must require communication only with the Contracting Officer. Post-bid may be through the COR, or simply maintain the requirement for communication with the Contracting Officer.

C. In addition to inclusion in specifications, specify on the plans all special testing and acceptance criteria for the work.

D. Space outcomes shall include optimization of functional use of the space, its equipment, and staff within it.

E. This is a fully-functional integrated medical campus and the design must include a biddable strategy to minimize disruption of services to any effected service, as well as the surrounding areas.

F. Include in the deliverables a narrative and phasing strategy to describe fulfillment of this requirement and optimizes future contractor speed of delivery.

G. Incorporate into the design, government furnished specialty equipment and modular furnishings where they occur.

H. Wayfinding: VA will provide requirements for the specification and fulfillment of signage layout where it may occur.

I. Review Facility Condition Assessment for content within the areas of work.

1) List deficiencies noted within the report as well as those found during preliminary investigations.

2) Provide a copy of the list developed in Basis of Design Report.

3) Incorporate remedies to listed items in the design.

J. Existing record documents (as-builts), when available, will be provided by VA, however they are known to not fully represent the existing condition, and (regardless) the AE must field-verify accuracy, inform the COR of discrepancies, and include corrections in the deliverables.

K. Architect / Engineer shall indicate in the documents:

1) All design and estimating documents shall clearly state that they are FOR

OFFICIAL USE ONLY.

2) All building systems shall be maintained in full operation at all times. Identify any expected system shutdowns and off-hours work on the plans and include in scheduling specification.

3) Wherever demolition is planned, ceiling tiles are to be removed, or the sprinkler system is to be disabled, GC shall first provide uniform heat detection throughout the work area, connected to the existing supervised building master fire alarm system, for the duration of the work. Fire and or smoke detection devices shall be provided prior to turnover and acceptance.

4) Fire-seal all penetrations through any wall or floor with UL Listed fire-rated materials and systems to affect a rated assembly equivalent to or better than that required.

5) Construction Waste Diversion Reports are required for every dumpster removed from every construction site at every VA facility. Provide these reports to VA COR immediately after the waste hauler removes each dumpster to comply with VA GEMS Policy.

L. All work in crawl spaces shall meet permit-required confined space safety regulations as propagated by OSHA regardless of posted signs, or lack thereof.

M. VA Regulatory and Technical Resources

1) Access current VA regulatory and technical guidance applicable to all parts of this work and apply them throughout its development. All AE design and specification work for VA shall continuously comply with, and make highest and best use of the VA Technical Information Library resources freely available online at: https://www.cfm.va.gov/til/catalog.asp, including but not limited to those listed within 01 41 00 Regulatory Requirements

2) Design phase submissions which include noncompliant or outdated reference to Code, industry standards, or VA TIL resources, will be returned for correction.

3) Ensure compliance with VA Accessible Design Requirements, including ABA (not ADA or UFAS) throughout the facility. Design phase submissions including noncompliant reference to ADA or UFAS, or noncompliant detail dimensions from ABAAS (vs. VA standards) will be returned for correction.

4) Plan for integration into the existing building automation system (native BACnet) were applicable.

5) All design and specification work is required to be performed by licensed design professionals whose primary subject matter expertise (licensure, and academic and professional experience) is the discipline of each respective part of the design.

6) Use VA standard 30” x 42” sheet size and comply with VA CADD Standards and details per http://www.cfm.va.gov/til/projReq.asp No custom or special fonts or title blocks.

7) ASHRAE 90.1 (current edition). Dept. of Energy resource: Provide COMcheck compliance report per https://www.energycodes.gov/comcheck.

8) All work shall comply with the following FHCC standard specifications to be provided to the AE by the VA COR:

a. 01 35 26 Safety Requirements

b. 01 35 33 Infection Control Requirements

c. 01 41 00 Regulatory Requirements

9) VA OEHRM Site Infrastructure Requirements (current edition) https://www.cfm.va.gov/til/catalog.asp http://www.cfm.va.gov/til/projReq.asp https://www.energycodes.gov/comcheck

10) AE photography of each work location is essential to documenting conditions as they progress, and for reference by team members when not on site. Privacy laws, and VA policy forbid taking photographs which include any patient, visitor, or staff member. Name each electronic document and file for the building, room, subject, and date taken, and submit with each site visit/observation report.

N. Design Issues Log: Collect and chart all VA review comments, listing a response to each, and incorporate corrections into the design and specifications when called for (or provide justification for not doing so based on Code, VA policy or guidance, or other empirical basis - with specific references), and resubmit the deliverable for review and acceptance. Please note that this is not an RFI log. Develop that separately as it is intended for a different audience and purpose.

O. Sole Source Procurement: The AE shall provide design and specification for complete systems which include the following sole source procurements for the following special systems:

1) Fire Alarm: Components, programming and start up within the West Campus is by Johnson Controls/Simplex.

2) Building Automation: Components, programming and start up: Automated Logic Company of Chicago.

3) Proximity card reader and door lock release entry system: Components, programming and start up: eNorman

4) Video Surveillance / Closed circuit camera system: Components, programming, and start up: eNorman

P. Compatible system procurements as follows:

1) Locks and Keys: Door hardware shall be compatible with Best® 7-pin, G-keyway, interchangeable core. GC to supply and turn over to the COR the quantity of new blank cores equal to new openings included in the project, not less than 21 days in advance of construction completion. Final pinout and keying shall be provided by VA.

2) Building Automation: Components, programming and start-up: Native BACnet communications protocol for Building Automation and Control (BAC) connected to the existing head-end equipment at Building 188.

Q. Collaboratively work with VA staff effected by the work, including Contracting, Engineering, IT, administrative departments, use-specific clinical services, and others, to define and develop plans and specifications for each part of the work, and in phases as necessary to enable progression of design and then construction.

IV. Deductive Alternate Development

1. To the extent practicable, develop three progressive deductive alternate bid items equaling a combined total of approximately 25% of the project construction budget, which when removed do not diminish the intent and objectives of this project.

A. Note that deductive alternates are selected progressively, meaning the selection of items two or three will include preceding items. Therefore, the value of items should also be progressive.

B. Given the size and scope of this project, where achieving 25% is impossible or impractical, present alternatives which are achievable. This is essential to progressing into construction when/if base bids exceed the budget.

C. This AE contract, based on FAR and VAAR regulations, requires the AE to design within funding limits, and redesign the work when exceeded. The AE shall ensure that the projected cost of the work is responsibly managed.

V. AE-Generated Construction Cost Estimates

1. VAAR 836.203-70 Protection of the Independent Government Cost Estimate (IGCE) requires all cost estimates associated with sealed bid acquisitions to be protected from unauthorized release, and to label all cost estimate documents clearly and conspicuously “For Official Use Only”.

2. AE-generated cost estimates shall be submitted with each design phase as both PDF and unlocked Excel worksheets or workbooks.

3. With each alternative design scheme presented in Schematic Design (25%), include complete cost analysis enabling informed decisions.

4. The AE shall provide progressively-detailed cost estimates as the design evolves.

5. Develop each construction cost estimate arranged by current and proper MasterFormat® division and specification number, broken out into material, labor, and equipment costs, quantities, and units of measure, based on actual quantity survey of each phase of the design. Square footage estimates are not acceptable. Include GC and one tier of subcontractor overhead and profit (each) shown below the subtotal.

Include in this report recommended adjustments to the design to meet the budget.

6. Cost estimates associated with potential and or proposed construction contract changes (modifications) shall comply with the above requirements.

VI. Coordinating with VA-retained Commissioning Agent:

1. VA currently intends to retain the services of an independent CxA.

2. AE shall collaborate with the independent CxA to maximize the benefit and effectiveness of each firm’s performance.

3. AE field-verification and documentation of as-constructed conditions remains an essential part of AE Construction Period Services and quality assurance for compliance.

4. AE shall develop all commissioning-related specifications. 01 91 00 General Commissioning Requirements must be completed by the Mechanical Engineer of- Record responsible for HVAC design and specification, not only for content quality, but to prevent duplication of direction in this specification and the associated drawings.

VII. Design Progress Meetings:

1. Virtual meetings, when planned, shall be scheduled by the VA COR using MS Teams.

2. The AE Project Manager shall provide bi-weekly design progress meetings with VA, attended by teleconference, for the entire design period of performance. Allow for each design discipline lead (i.e. MEP/Structural/Fire Protection Engineers) to be available by phone during each meeting should the AE PM need to consult with them regarding questions or observations.

3. Design Phase Deliverable Review Meetings: A/E design schedule shall plan for delivery and presentation of the 25% SD, 50% DD, 75% DD, and 95% DD to occur during the regularly scheduled progress meeting.

4. Include preparation of meeting agenda’s to be issued no less than one business day in advance of each meeting.

5. Include preparation and dissemination of minutes of the meeting within one business day after each meeting. Transmit the minutes in Word format, allowing attendees one business day to reply with corrections or exceptions.

6. Design meeting minutes shall include: List of attendees, issues or concerns discussed, days remaining per the Baseline Schedule for each phase or milestone as well as per the Contract, and a detailed look-ahead of planned activities until the next meeting. AE shall prepare, submit, and maintain an RFI Log, as well as an Issues Tracker listing open items, deficiencies found in review, and dates enabling tracking of progress toward resolution of each.

VIII. Pre-Design Deliverables:

1. Kick-off Meeting:

A. The Architect / Engineer project manager shall attend a design kick-off meeting to discuss project details and expectations. Of late this meeting has coincided with issuance of the Notice to Proceed (NTP) and conducted virtually by the Contracting Officer or Specialist.

2. Submit the credentials of the Physical Security Professional per VA Physical Security and Resiliency Design Manual. VA will verify credentials with the requisite association at https://external.asisonline.org/eweb/DynamicPage.aspx?webcode=ASISCredSearch, and reject any not listed or current.

Depending on scope, other certified professionals may also be required by PSRDM (See A-10.1.5) or other VA resources. Include those certifications as well.

3. Only use the three required VA pay application forms, submitting them initially as Pay App 00 to be evaluated as a Schedule of Values, which when approved also ensures that the pay application documents are formatted correctly. Do not include any other forms not specifically required by the Contracting Officer.

4. Design Schedule:

A. Prepare and submit for review and acceptance a proposed Baseline Schedule presenting the fulfillment plan for each phase of the work, including each critical activity within each phase, and each essential task within each activity required to optimally meet the objectives of the project. Upon acceptance, this will become the Baseline Schedule from which subsequent progress updates are developed and reported, and how progress payment applications are objectively reviewed. Baseline schedules lacking the detail required will be rejected. The Baseline Schedule cannot be revised without VA COR approval. The Baseline Schedule End Date cannot change without approval of the VA Contracting Officer.

B. Include in the schedule all site visits required of each phase. The actual date may be revised with concurrence of the VA COR no less than one week prior to each event with the exception of bona fide emergencies and significant weather events.

C. Listing activities required of VA within each phase must be included along with resources needed from the VA COR for each.

5. For facility access and badging, submission of personnel data required for background checks well in advance of need is imperative.

6. Always limit digital size of deliverables to 24MB or less. Mailbox size limits as well as Solicitation attachment size limits are among the reasons.

7. Design and Specification Quality Assurance Plan, including:

A. Submit a detailed project-specific QA Plan describing each the methodology of each step that will be taken during the development of the various phases of design and specification. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

B. Peer Review: An independent quality review by design professionals at each design development phase is highly recommended. If the AE Proposal (VA Form 6298) includes values for QA/QC Reviews (typically only within Design Development), each SME reviewer must: 1) Be licensed in the discipline they are reviewing, 2) Listed in the Quality Assurance Plan by name, title, discipline, and all contact information, 3) Not part of the design team, and 4) Responsible for completion and submission of quality process documents (checklists, forms, review, and meeting notes, etc.) along with a signed attestation of compliance by each reviewer will be required.

C. In an effort to reduce construction change orders and delivery delays due to design and specification errors, conflicts, collisions, and omissions, the AE shall develop, execute, and demonstrate that the project drawings and specifications have gone through a rigorous review and coordination effort prior to each submission.

D. Provide a detailed description of the process(es) that the firm will follow during the design period to ensure that all deliverables are complete and compliant.

E. 95% DD Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed, and no corrections remain unfulfilled.

F. Use of discipline-applicable Design Review Checklists as a minimum starting point (https://www.cfm.va.gov/til/aeDesSubReq.asp). If the AE has more stringent or more effective checklists, submit them to the COR for discussion and consideration with the QC/QA Plan at Kick-Off.

G. All review efforts at each phase through 95% DD shall include AE verification of inclusion and compliance with the most current VA Technical Information Library resources. Frequently check the site listing of “What’s New and Notable” at the CFM TIL Index page https://www.cfm.va.gov/til/index.asp

IX. Design Deliverables and Milestones:

1. 25% Schematic Design Phase shall consist of:

A. The AE shall deliver design and specification submittal documents which follow the iterative phase breakdown for design work in PG-18-15.

B. Security requirements assessment report summarizing requirements specific to the work, current conditions, and recommended actions.

C. All design and specification documents, as well as associated estimate line items, shall exclusively assign current and proper Masterformat® division and specification https://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/til/index.asp numbers, using current VA Master Specification Templates wherever provided in the VA Technical Information Library. Exceptions include some Division 01 and other specifications developed by this facility, such as safety and infection control, and quality assurance.

D. Specifications: 00 01 10 Table of Contents and 00 01 15 List of Drawing Sheets.

E. Construction cost estimate for each alternative design scheme by current and proper Masterformat® division, broken out into labor, material, and equipment, with GC and one tier of subcontractor overhead and profit (each) shown below the subtotal.

Include in this report recommended adjustments to the design to meet the budget.

F. Mechanical, plumbing, fire protection, electrical and IT one-line riser diagrams of existing conditions associated with this project, as well as the proposed design (with options).

G. Where lighting changes occur, provide preliminary energy calculations, preliminary lighting level calculations, preliminary room layout with names and numbers, preliminary reflected ceiling plan, preliminary section through the space including above-ceiling and below-floor utilities.

H. Basis-of-Design Narrative including applicable VA design resources, Statement of Conditions, Facility Condition Assessment, Phasing Narrative, deductive alternates, energy calculations, lighting calculations, dust control narrative, and where provided by VA include equipment data sheets.

I. Provide one printed and bound full size drawing set, two half-size drawing sets, two printed and bound project manuals, and two CD/DVD-ROM media collection of documents and photos to-date as both unrestricted PDF and unrestricted native file format (AutoCAD/Excel/Word) for VA review and use.

2. 50%, 75%, and 95% Design Development shall consist of:

A. The AE shall deliver design documents submittals which follow the iterative phase breakdown for design work in PG-18-15.

B. Using information collected in prior phases, progressively complete each Design Development Phase drawing, specification, and other listed deliverables.

C. Incorporate into the design and specifications all prior VA review comments and update the running VA review comments tracker. Were prior comments cannot be incorporated into the work, list justification for not doing so based on Code, VA policy or guidance, or other empirical basis - with references, and (re)submit the deliverable for review and acceptance.

D. Where phased demolition and construction are planned, include construction site observations for demolition. Where differing site conditions are discovered, it may be necessary to update the construction plans (by addendum; modification) for any remaining selective demolition required, but not previously included in the plans.

E. This AE contract, based on FAR and VAAR regulations, requires the AE to design within funding limits, and redesign the work when exceeded. The AE will ensure that the projected cost of the work is responsibly managed.

F. Present the intended logic regarding construction methodology to minimize construction impacts such as utility shutdowns, noise, and similar issues.

G. If needed, assist the VA COR with completion of the Project Risk Assessment, Interim Life Safety Measures, Infection Control Risk Assessment.

H. Complete the mechanical, plumbing, fire protection, and electrical one-line diagrams.

I. Architectural finish palette shall include selections made by the VA staff interior designer. For smaller projects within suites, match existing.

J. Develop a Basis of Design Narrative, including (min.): Phasing narrative, deductive alternates, energy calculations, lighting calculations, dust control narrative, and where provided by VA include equipment data sheets.

K. With the 95% DD submission, provide a project-specific submittal log which lists all submission requirements included in the documents, citing them by Specification, paragraph, subparagraph, and line number. This Submittal Log shall be included in the project manual as a requirement of the awarded GC as 01 32 19 Submittals Schedule (or similar inclusion), and cross-reference to 01 40 00 Quality Requirements provided by the VA COR to the AE. The Excel version of the AE-generated log shall be provided to the GC via the VA COR as part of the kick-off.

L. For each phase submission, provide two printed and bound full size drawing sets, three half-size drawing sets, two printed and bound Project Manual to-date, and two copies of the CD-ROM media collection of documents as both PDF and in unrestricted native file format (AutoCAD/Excel/Word) for VA review and use. Please ensure that electronic document naming matches the content name and version number or date (DDMMMYY format).

3. 100% Construction Documents shall consist of:

A. Final drawings and specifications - complete, resolving all open review comments, and then identified as Issued for Construction (not Issued for Bid), with each drawing sealed by the Principal Architect or Engineer of-Record, and the licensed Architect or Engineer discipline lead responsible for each sheet.

B. Final Basis of Design Narrative.

C. Final cost estimate (PDF and as an unlocked Excel workbook)

D. Final list of submittals (product data, shop drawings, product samples) to be required by the contract, by current and proper Masterformat® division and specification number.

E. Provide two printed and bound full-size drawing sets, three half-size drawing sets, two printed Project Manuals, and two CD-ROM media collections of all project record documents and deliverables as both PDF and in unrestricted native file format (AutoCAD/Excel/Word) for VA review and use.

4. Pre-Bid Services shall consist of:

A. The AE is NOT required to attend the construction pre-bid conference and will NOT enter into any form of direct communication with prospective contractors or subcontractors prior to award.

B. All communication during pre-bid is through the VA Contracting Officer, and never directly with any prospective contractor or supplier. AE shall report any attempt or occurrence to the VA Contracting Officer.

C. VA will solicit RFI’s as part of the construction solicitation plan. Review and respond to all RFI’s within three days, including narrative and graphic explanation(s) necessary to effectively communicate the response.

D. Where determined necessary by VA, prepare and issue Addenda, Bulletins, or other design and specification corrections or revisions to ensure clarity in communicating the expectations of the contract(s). Corrections to deficient deliverables are not compensable.

1) This may include additional site visits to verify existing conditions and update the plans and specifications as required.

2) Revision and reprinting of construction documents as necessary to result in a complete, compliant, and readily-interpretable set of resources.

Part 6 Administrative Requirements for AE Design Contracts

1. Public Safety Compliance Requirements:

A. The following applies to all VA and Navy properties, including leased facilities, regardless of building occupancy or current use and does not differentiate between medical or administrative spaces as all are occupied by people we are collectively working to protect from harm – including AE contractor staff.

B. Contractors shall adhere to and ensure compliance with federal laws, regulations, and Executive Orders including TB and COVID-19 screening, vaccinations, and or testing designed to protect contractor employee and general public health and safety, as well as all associated health information and personally identifiable information.

C. All contractor staff share a common moral responsibility to stay away from the facility when feeling ill.

D. Contractor employees who work in or travel to this facility must comply with its health and safety policies while on VA or Navy property. Contractor employees are not considered patients or visitors while at this facility for work-related purposes – even if they are a Veteran who gets care here. The same remains true for VA staff.

2. Electronic Communication and Document Naming Protocol:

A. This contract is assigned a project number to enable orderly communication and documentation. Each task order is assigned a project number for the same purposes. “556” of the project number identifies the subject location as Captain James A. Lovell Federal Health Care Center, North Chicago (FHCC). The middle two numbers indicate the initial planning year (ideally initial funding year).

The last three numbers are project-specific. This is a VHA-wide standard.

Project numbering for non-NRM projects, is a little different. Please use the project number assigned.

B. Only include the project number, project name (truncated where beneficial to character space saving), and then brief specific subject in the subject line of all emails and document names. Example: “556-23-110 Bldg. Laboratory Services Renovation,” and then specific subject such as Pay App, RFI, Submittal, Meeting notes, etc.

3. Pay Application Process

A. Only use the three required VA pay application forms, submitting them initially as Pay App 00 to be evaluated as a Schedule of Values, which when approved also ensures that the pay application documents are formatted correctly. Do not include any other forms not specifically required by the Contracting Officer.

B. Exclusive use of the following VA forms is required. Fillable PDF versions are available from the COR. The forms at 1) and 2) below are available pre-populated with GLAC address information. Do not submit any other documents

1) Contractors Request for Progress Payment/Invoice summarizes the VA Form 10- 6001a information, and includes a Principal certification/attestation signature block.

The owner/Veteran must transmit a written delegation allowing others to sign on behalf of the firm to the Contracting Officer. This typically works with the same delegation enabling senior employees to make contract decisions on behalf of the firm.

a) Project Number and Title must match the VA number and naming.

b) Verify the correct Contract, Task Order, and PO numbers, as well as the COR and CO Names (which may change along the way).

c) Begin with Invoice # 0 for the initial draft and SOV submission at Kick-Off.

d) Prior to submission, verify that the Invoice Date matches the date of transmission to the VA COR for review. Back-dated submissions will be rejected.

e) Statement of Costs Under this Contract Through date is always the end of the billing period month – even when submitting “Pencil Copy” for early review mid-month – except for the final payment.

f) Actual Percentage Complete is intended to report design progress, not contract cost spending progress.

g) Verify that the entries here match those of the other forms.

2) VA Form 10-6001a Contract Progress Report shall be used to prepare a Schedule of Values (SOV), which when approved will become the baseline/template from which to develop subsequent progress report portions of invoices.

https://www.va.gov/vaforms/medical/pdf/vha-10-6001a-fill.pdf

a) Report for Period Ending is always the end of the billing month.

b) Project Number and Title must match the VA number and naming.

c) Verify the correct Contract number, and Award and NTP dates. Date Const.

Started is not applicable, or may report when design actually started.

d) Schedule performance data at boxes 9 and 10 are established by the approved Baseline Schedule. The Baseline Schedule cannot be changed with out CO approval.

e) Contract Completion Date at box 11 is the base contract completion date for design. If the period of performance is extended by the CO, such as awarding CPS, the Extended Completion Date at box 12 will reflect that.

f) Lines 15 through 37 list the several parts of the work in phases, major parts of phases, major activities, or other objective measurable parts of the work never lasting more than a billing period.

https://www.va.gov/vaforms/medical/pdf/vha-10-6001a-fill.pdf

g) Lines 38 and 39 are specific to contract modifications of cost, whether added or deducted, correlating to Lines 55A through 60.

h) Disregard boxes 43 and 44, and 51 through 54.

3) Subcontractor Payment Summary, like the 10-6001a, is prepared and submitted at Kick-Off with the other required documents.

a) Project Number and Contract number must match the VA number.

b) Verify the correct Award date.

c) Report for Period Ending is always the end of a billing month.

d) The values here must match those of the 10-6001a.

e) All consulting firms must be listed, along with their SDVOSB or VOSB status (pre-verified in SAM) if their participation is expected to be considered as part of self-performance compliance.

Part 7: Construction Period Services:

When called for in the solicitation:

The AE shall provide the following construction period services to be priced separately, and included in the base contract as an option to be exercised later:

1. Provide a separate price for construction period services. These services are expected to be performed in the fiscal year shown in Part 2 of this document, with the construction duration expected to be a function of the design (volume and complexity of work).

2. Construction Phase:

A. Attend one construction kick-off conference on site. The AE Project Manager is required to attend.

B. Review and respond to Requests for Information (RFI). The AE shall maintain an RFI log and issue it at each construction coordination meeting. Review RFI’s and respond to VA only, including, where warranted, issuance of design or specification corrections or clarifications, while also creating an opinion of probable cost for required change(s).

C. Review product data, product sample, shop drawing, product sample, and coordination/installation drawing (package) submittals.

1) The AE shall maintain a submittal log and issue it at each construction coordination meeting. Submittal log shall list all submission requirement within each specification, and properly cited in the log.

2) Upon the completion of each submittal, update the AE submittal log and transmit to the COR by email. Submittal review will not exceed 7 calendar days from transmission by the GC to transmission to VA for review and forwarding back to the

GC.

3) All submittals and reviews shall be in electronic format, except for product samples themselves, which the contractor shall deliver to VA.

4) Only the Contracting Officer can properly approve submissions of products or systems not meeting the requirements of the documents. AE’s taking on the risk of approving noncompliant or incomplete submissions not only harm their firms, but VA as well.

5) The AE shall either accept or reject submittals. Elaborating the exceptions taken with the review will ensure they are all addressed by the GC prior to resubmission.

6) Reject those which fail to comply with requirements. Reject parts of systems submitted separately from other parts, or is otherwise incomplete, missing, or submitted without all associated products and coordination drawings (as applicable).

Reject if the submission lacks required compliance attestation of the GC. Reject if any part of the submission is illegible.

D. AE shall provide web-based document management and collaboration services. The web platform must meet VA information security requirements for access using VA computers. To best ensure this, a test run is recommended prior to investing resources into a system lacking basic requirements.

E. Construction Coordination Meetings: The AE Project Manager shall attend virtual construction coordination meetings planned to occur weekly during periods of construction activity.

F. Construction Site Visits: The AE Project Manager shall conduct construction observations, generally coordinated with weekly progress meetings, in addition to punch list, and punch list follow-up. Where prudent, the A/E S/MEP/FP Engineers associated with current work activities shall attend on-site construction progress meetings followed by site observations and reporting.

G. Additional meetings, site visits, or office work associated with deficient AE deliverables shall be provided to VA without additional compensation.

H. Construction progress meetings shall be coordinated with the COR in advance to prevent travel planning when there is no (new) construction activity to observe. Waived off, or cancelled meetings shall be banked for later needs.

I. Progress meetings shall occur throughout the entire construction period of performance.

Include reviewing the Contractor-provided minutes of the meeting, and issue comments no later than one business day after the meeting minutes are issued.

J. The AE shall provide and maintain their own RFI and shop drawing log with status of those items submitted.

3. Commissioning:

A. Refer to Part 4, Item V – Coordination with VA-Retained CxA.

4. Contractor Startup:

A. Attend the demonstration of operation for facility systems.

B. Attend the contractor-coordinated factory startup and certification of each new or significantly modified HVAC system.

5. Closeout Record Documents:

A. Review contractor-provided red-line as-built markups.

B. Review contractor-provided operations and maintenance manuals.

C. Review contractor-provided spare parts listing.

D. Provide three printed document sets, and two CD or DVD-ROM media with electronic files of the following:

1) Incorporate contactor as-built notes and red-lines into CADD drafted record drawings of the installed condition. Limited and current floor plan CAD files may be available from VA, but must be verified during the preliminary phase of design.

2) Incorporate contactor as-built notes into the Statement of Condition (SOC) drawings.

SOC plan CAD files are available from VA, but must be verified during the preliminary phase of design.

3) All design drawings, specifications, minutes, photos.

4) All contractor and CxA reports, submittals, photos, and other project records.

5) O&M Manuals, approved shop drawings, and logs.

ATTACHMENTS:

1) FHCC Specific Specifications

a. 01 35 26 Safety Requirements

b. 01 35 33 Infection Control Requirements

c. 01 41 00 Regulatory Requirements

2) As-Built Drawings

3) Asbestos Survey

4) Statement of Conditions

5) Facility Conditions Assessment