S02 631-21-011 SOW Modernize Replace or Install Elevators in 8 Buildings.pdf

Architect-Engineer (A/E) Design Scope of Work to Modernize, Replace or Install Elevators in 8 Buildings

Project Number: 631-21-011

Magnitude of Construction: $5,000,000 to $10,000,0000

Location(s):VA Central Western Massachusetts HealthCare System – VISN1 – Leeds

1 Overview

1.1 General Intent

The VA Central Western Massachusetts Healthcare System (CWM HCS) plans to modernize and replace six elevators where necessary and install two new elevators towers on the Leeds Campus. This project is to correct FCA deficiencies as well as modernize the elevators.

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

1.2 Project Specific Scope of Work - Modernize, Replace or Install Elevators in 8 Buildings

Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, project phasing, site visits, and construction period administration associated with modernizing, replacing or installing elevators in 8 buildings within the constraints of the construction budget consistent with the Veterans Affairs (VA) project team goals as prioritized during project meetings and field surveys. The intent of this project is to modernize, replace or install elevators in 8 buildings, but is not limited to:

a. Meet with VA Facilities staff, review existing drawings, and perform field work necessary to determine scope of work to fulfill the requirements of the project plan.

b. Evaluate the East elevator in the Liberty Building (B1) and the elevators in the Meadow (B2), Maple (B3), Pine (B5), River (B8) and Birch (B12) buildings. Identify any issues and modernize, replace and repair as necessary.

c. Design an elevator tower for the Mountain (B11) and Eagle (B25) Building.

d. Conduct a Section 106 Historical Submission Report for VA to file with Massachusetts State

Historical Preservation Office

e. Provide a QEI Certified Elevator Inspector during Construction Services to certify elevators.

f. Conduct code compliance reviews (NFPA, ABAAS, VA Design Manuals, etc.) and integrate findings into design for compliance.

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

h. All on-site work shall be scheduled at least 72 hours in advance with VA Facilities Management.

i. Proper Personal Protective Equipment shall be worn, as necessary to the task being performed and/or the area, where work is being conducted.

j. Smoking is prohibited at the VAMC.

k. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

l. See the following facility conditions assessment (FCA), the following deficiencies shall be corrected with this project.

Rec # Bldg.

System Sub System

Condition Correction $ Description

61430 1 Transport Elevators F $ 640,007.00

P1 East and P2 West elevators are in poor condition. Simplex holed hydraulic with a capacity of 3500 lbs.

and operates at 100 fpm. 3 stops (B‐1‐ 2). The first floor has both front and rear entrances. Controls are Dover relay logic installed in 1981. The overall maintenance is poor. The current operation and signaling fixtures do not meet VA Standard requirements. There are no records for the last inspection Category 1 inspection and test. Fire Fighter service is not ASME A17.1 Code compliant. P2 needs an oil cooler.

63362 2 Transport Elevators F $ 307,696.00

P2 is in poor condition. Simplex holed hydraulic with a capacity of 4000 lbs.

and operates at 100 fpm. 2 stops (1‐2).

Controls are Dover relay logic installed in 1983. The overall maintenance is poor. The current operation and signaling fixtures do not meet ADA and VA Standard requirements. There are no records for the last Category 1 inspection and test. There is an oil leak at the control valve. There is water leaking from the roof and the rear pit wall.

61010 3 Transport Elevators F $ 307,696.00

P3 is in poor condition. Simplex holed hydraulic with a capacity of 4000 lbs.

and operates at 100 fpm. 2 stops (1‐2).

The elevator cab is equipped with a rear entrance; however, the rear hoistway wall is an exterior wall.

Controls are Otis relay installed in 1978. The overall maintenance is poor. The current operation and signaling fixtures do not meet ADA and VA Standard requirements. There are no records for the last Category 1 inspection and test. There is water leaking from the old entrance and at the roof. Fire Fighter service is not ASME A17.1 Code compliant.

63550 5 Transport Elevators F $ 295,388.00

P5 is in poor condition. Simplex overhead geared traction with a capacity of 4000 lbs. and operates at 100 fpm. 2 stops (B‐1). Controls are GAL relay installed in 1989. The overall maintenance is poor. The current operation and signaling fixtures do not meet ADA and VA Standard requirements. There are no records for the last inspection Category 1 and 5 inspection and test.

63719 8 Transport Elevators F $ 295,388.00

36510

12 Transport Elevators F $ 324,927.00

P4 (duplicate elevator number) is in poor condition. Dover 40 HP simplex holed hydraulic with a capacity of 4000 lbs. and operates at 100 fpm. 2 stops (1‐2). Controls are Dover relay logic installed in 1985. The overall maintenance is average. The current operation and signaling fixtures do not meet VA Standard requirements.

There are no records for the last inspection Category 1 inspection and test. There is water coming into the pit and the machine room at the street level. There are oil leaks at the pump unit and shutoff valve and in the pit from the piping. Fire Fighter service is not ASME A17.1 Code compliant.

63153 12 Transport Elevators F $ 28,308.00

DW1 is not in use. Overhead traction dumbwaiter with a capacity of 300 lbs.

and operates at 30 fpm. 2 stops (B‐1).

The controls are Energy installed in 1978. The overall maintenance is average. The Category 1 and 5 inspection and testing is overdue. The unit is no longer used. It is recommended that the unit be properly decommissioned or removed.

63393 25 Architectu ral

Accessibilit y

D $ 316,833.00

Add 3‐stop elevator and enclosure for accessibility to all floors.

m. The A/E shall obtain/prepare all environmental and other necessary permits that be required prior to construction commencing-including but limited to the Massachusetts Department of the Environmental Protection (MassDEP).

n. The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a standalone project (i.e., not as part of another project) and all cost for this replacement including but not limited to asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction.

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

p. The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer.

q. The performance period for this work is 180 calendar days after receipt of order.

1.3 Required Disciplines and Expertise

Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions, review the building available information, and verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, and document the conditions of areas to be renovated and/or impacted.

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

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

1.4 Site Access and Management Requirements

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

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

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

2. Negative TB Test, within the past calendar year

3. Clear Face Shield or Safety Glasses in patient care areas

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

5. Covid-19 Requirements:

a. Approved surgical or 2-layer cloth mask with no vent. Must be replaced when damaged or soiled

b. Pre and weekly negative COVID test while working in patient care areas (test available onsite free of charge to contractor)

c. Daily visit at check-in station for COVID and temperature screening

d. Staff experiencing any symptoms of illness will refrain from any on-site work until asymptomatic

Temperature checks are currently performed at Liberty Building 1. If at any time an employee of the A/E firm is found in deficiency of the listed a stop work order will be issued for safety of the campus.

Questions or concerns may be addressed by the Project Engineer/COR

2 General Design Considerations

2.1 Design Within Funding Limitations

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $5,000,000 to $10,000,0000.

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

Note that there is a 6% A/E limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606-73.

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

2.2 Design Independence, Furniture and Equipment

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

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

Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

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

2.3 Design Criteria

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

PG‐18‐1 Master Construction Specifications

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

PG‐18‐4 Standard Details and CAD Standards

PG‐18‐5 Equipment Guide List

H‐18‐8 Seismic Design Handbook

PG‐18‐9 Space Planning Criteria

PG‐18‐10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for NRM Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

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

PG‐18‐13 Barrier Free Design Guides

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

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

PG‐18‐17 Environmental Compliance Manual

H‐7545 VA Cultural Resource Management Procedures

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

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

A/E shall use latest references released at time of award. Revisions during project execution need not be incorporated unless stated otherwise by the project engineer for a change critical to the scope (i.e.

specification/reference effectivity date is contract award date unless critical changes are flowed down).

2.4 Design Collaboration

The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 1, User Group, the onsite personnel as required and Independent Life Safety Review Agent (LS Agent) for the project.

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

2.5 Independent Life Safety Review

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

2.6 Environmental Protection

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

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

2.7 Asbestos Containing Materials (ACM) and Lead

Due to the vintage of the Edward P. Boland site asbestos and lead are of particular concern. The A/E shall plan to perform an asbestos survey and include remediation of all asbestos containing material items with IH monitoring services. The asbestos survey and remediation plan for construction shall encompass the elevators, elevator machine room, elevator towers and associated space for the new elevator tower. Remediation plan and estimate shall be sufficiently detailed/delineated by area to allow for specific areas to be readily removed from the final construction plan at the contracting authority’s discretion. Testing shall be in accordance with accepted standards controlling sample methods, sizing, and metrology to ensure safe and accurate results. Sampled locations shall be encapsulated immediately after testing.

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

Pipe insulation Floor tiles Window calking Ceiling tiles

Adhesives Pipe dope Felt material (roofing) Old Gaskets

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

Paint Windows/glazing Roof flashing

Legacy piping Soil

To the extent possible existing assessments will be shared.

2.8 Historic Preservation Act Review

If the scope impacts exterior appearances a Section 106 review will likely be required. The A/E shall incorporate any comments from the VA Section 106 review.

2.9 Physical Security

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

3 Submittals

Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). It is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

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

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

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

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

2. Basis of Design (BD) ‐ 15% ‐ In addition to the requirements in PG‐18‐15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

3. Schematic Design (SD)‐ 35%

4. Design Development One (DD) – 65%

5. Construction Documents (CD)‐ 95%

6. Final Bid Documents (Bid) – 100%

3.1 Drawing Format

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

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

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Edward P. Boland VAMC Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

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

Shafts and Pits Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Other Engineering Data as Required Exterior Building Information Nurse Call System Asbestos/Hazardous Material Info Security System Information (Access Control, Security

Cameras, Panic Alarms, Overhead Paging) Life Safety Information (Fire Extinguishers, Wall

Ratings, Door Ratings, Fire Protection/Alarms) Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition)

3.2 Submittal Formats

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

3.3 Meeting/Conference Minutes

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

Minimum meeting minutes requirements

Project name, number, meeting host, Meeting Name

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

Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

Meeting purpose, Roll call, COVID‐19, and Additional Items

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

Next meeting date and time

Detailed attachment list

3.4 Specifications

3.4.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.4.2 Electronic Files: All files shall be Microsoft compatible and furnished on high quality CD-R disks. The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks.

3.4.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project.

The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.4.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications.

The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

3.4.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc.).

3.5 Site Visits, Meetings/Conferences, and Discussions

3.5.1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design.

Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

3.5.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Section 3.9 and 4.7 for the proposed design submissions and the proposed schedule. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.6 Proposed Phasing and Construction Schedule:

The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. This project involves buildings 1, 2, 3, 5, 8, 11, 12 and 25. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop, as required, a phasing plan that addresses this fact and assures smooth implementation of required construction.

3.7 Responsibility After Design Completion

The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents.

The corrections shall be done in a timely manner at no additional cost to the Government.

The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3.8 Construction Cost Estimates

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

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

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

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

All documents in any of the electronic formats listed above.

3.10 Design Submission and Milestones

3.10.1 Basis of Design (BD)

15% Conceptual – Preliminary User Group Meetings & Field Surveys

All documents in any of the electronic formats listed above.

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

3.10.2 Schematic Design (SD)

35% Submittal

All documents in any of the electronic formats listed above.

Two (2) half‐size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate ‐ 2 to VA

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

65% Submittal and 95% Submittal, respectively

All documents in any of the electronic formats listed above.

Memo annotating what was not upgraded and corresponding justifications.

One (1) full size paper bond sets of drawings ‐ 1 to VA Two (2) half‐size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate ‐ 2 to VA

3.10.4 Final Bid Documents (Bid)

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

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

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

Word files of specifications.

Revit and AutoCAD files of drawings.

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

4 Construction Period Services (CPS)

4.1 Requests for Information (RFI)

Requests for Information shall be responded to within three (3) calendar days of submittal.

4.2 Submittal Reviews

Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

4.3 Site Visit Reports

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

The minimum number of site visits during the CPS is 14

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

4.4 Modification/Change Order Requests

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

4.5 Punch List

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

4.6 Record Drawings

Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

4.7 Project Schedule/Period of Performance

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

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

Timeline from

Event Trigger in

Calendar Days

Administrative Time 10 Notice of Award

QA/QC Submittal & Basis of Design

(BD) 15% Submittal

End of Administrative Time

QA/QC and BD 15% Submittal

Review Meeting

After VA receipt of QA/QC & BD

10% Submittals

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

10% Submittals

35% SD Review Meeting 7 VA receipt of 35% SD Submittal

65% DD Submittal 30 After VA acceptance of 35% SD

Submittal

65% DD Review Meeting 7 After VA receipt of 65% DD

Submittal

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

Submittal

95% CD Review Meeting 7 After VA receipt of 95% CD

Submittal

Final Bid Documents Submittal 11 After VA acceptance of 95% CD

Submittal

Final Bid Documents Acceptance

Meeting

After VA receipt of Final Bid

Documents Submittal

Total Part One Services/Design

Phase Schedule

Event/Activitity Triggering event

The days listed is based on a 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

5 CONTRACT OVERSIGHT

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

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

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

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

6 Reporting Requirements

The Contractor shall be required to report to the COR (Project Engineer) in the Engineering Project Section, Facility Management Service, Lake Building (BLDG. 7) RM 114 to log in during normal working hours. This check‐in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working hours.

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