S02 650-22-104 Increase Emergency Power Building 1 SOW.pdf

4/5/2021

A/E SCOPE OF WORK

VA Medical Center - Providence, RI Increase Emergency Power, Building 1

PROJECT NUMBER 650-22-104

1. GENERAL:

Provide Architect/Engineer (A/E) professional services to include design development, construction documents, specifications, cost estimates, construction period services, and site visits.

2. PROJECT SCOPE OF WORK:

The A/E shall prepare design and construction documents, and provide construction period services to:

• Increase the capacity of the emergency power system for the main hospital (Building 1) on the

Providence Veterans Affairs Medical Center (PVAMC) campus. This involves the addition of two (2) diesel generators with paralleling capability and the associated distribution equipment with adequate capacity to accommodate future additions and renovations to the hospital. The new generators are to be located in the vicinity of parking lot 8, with the distribution and control equipment located in a new structure adjoining the ‘A’ Wing of Building 1, near the ICU/ED addition.

a. The generators should be outdoor pad mounted type with individual day tanks and must meet all requirements of essential emergency systems as stated in VA design manuals and specifications, in addition to all applicable NFPA requirements. The new generator site design must meet all PVAMC physical security requirements.

b. The design should include a permanently installed load bank for use in monthly generator testing. The load bank should be rated for a minimum of 30% of the full load of the generator plant.

• Design a main electrical building to house the generator controls and associated distribution equipment, such as automatic transfer switches, switchboards, power distribution panels, and transformers. The design should incorporate all four branches of emergency power. The new building should abut Building 1 as existing space inside Building 1 is limited.

• Design an underground duct bank from the new generator plant to the new electrical building.

The duct bank should be large enough to accommodate the full capacity of the generator plant and all control wiring, plus 20% spare conduits.

The design should include a normal power source for the new automatic transfer switches. The proposed source is the main switchgear in the ‘E’ Wing Basement Electrical Room. This existing system must be analyzed to verify adequate capacity, and a detailed route for the feeders must be developed and field verified.

• Design infrastructure to accommodate the connection of future hospital loads to the new distribution equipment. The design should provide a means for connecting loads from any ‘A’ wing floor to the new distribution equipment, such as via a bus duct riser or stacked electrical rooms.

This project involves civil, structural, mechanical, electrical, geotechnical, fire/life safety, and architectural disciplines.

The following tasks shall be performed:

1. Obtain all local environmental permits required for the construction of the new generator plant, building addition, and associated work.

2. Conduct surveys, perform investigations, and meet with staff to ensure the new construction and renovations meet the needs of the PVAMC. Prepare documentation of all existing conditions necessary for the design and construction of this project. This involves fully investigating exterior underground utilities through use of ground penetrating radar to locate depths and types of utilities for connections or for relocation.

The VA will provide information based on past and current projects; however, verification is the responsibility of the A/E. Provide for the relocation of exterior utilities in the design.

3. Prepare a topographic and utility survey of the project site to the extent needed for the development of design documents.

Subsurface Utility Survey – Existing utility systems within the project area to be mapped may include water, natural gas, telephone, fiber optics, cable television, electrical, storm drainage, steam, and sanitary sewers. The A/E shall engage a qualified licensed Subsurface Utility Engineering (Consultant) Firm to provide utility designating, locating, and mapping services. The firm shall perform work in accordance with CI/ASCE Standard 38-02: Standard Guidelines for the Collection and Depiction of Existing Subsurface Utility Data. The final report shall accurately display the location of underground utilities at the appropriate quality levels in the project area and be signed and sealed by a licensed professional engineer. The quality level of the locate information provided shall be based on the sound judgment of the subsurface utility engineer in charge of the project based on relative congestion of utilities and potential conflict areas. All utility information shall be surveyed, compiled as a distinct layer in AutoCAD 2013 or later format, and submitted to the A/E for inclusion on the project design drawings.

The Consultant is to conduct GPR investigations in the project area to locate underground utilities such as, telephone, electric, gas, water, fiber optics, cable, storm drain, sewer, and other communication lines. The investigation shall attempt to identify the location, depth, and the type of utility that is detected.

The Consultant is to conduct GPR or geophysical studies to identify and delineate voids under the surface of the ground. The Consultant shall utilize electromagnetic induction technology in conjunction with the GPR to help locate metallic pipes, live electrical currents, or signals from live communications wires. The Consultant may offer to provide other proven, non-invasive, underground locating services for consideration by the VA.

4. Conduct subsurface explorations and laboratory testing to determine the geotechnical characteristics of the soils at the site of the proposed generator plant and building addition, and prepare a report of findings and make a recommendation for building foundation type.

5. Investigate fully the interior spaces by looking above drop ceilings and other explorative methods to determine utility locations, plumbing and electrical connections, and other information that may impact the project design.

6. Assess existing HVAC, fire protection, electrical, communication, and security systems in the existing building to the extent necessary to determine whether these existing systems contain sufficient capacity to provide system needs in the proposed building addition. For those building systems which do not contain sufficient capacity to support the new addition, identify potential means to provide the necessary building system and evaluate each potential system for initial cost, life cycle cost, and suitability for a health care facility, maintainability, and compatibility with existing systems. Prepare a recommendation for each building system.

7. Prepare designs and construction documents for all architectural design and for all engineering necessary for a completed project to include, but not necessarily be limited to, the following disciplines:

• Architecture

• Landscape Architecture

• Civil/Site Engineering

• Structural Engineering

• Geotechnical Engineering

• Mechanical Engineering

• Electrical Engineering

• Fire Protection Engineering

• Specialty Work

• Environmental Engineering (Lead and Asbestos Abatement).

8. Prepare construction cost estimates.

9. Identify deduct alternates, obtain VA concurrence, and incorporate deduct alternates into the construction documents. Such deduct alternates shall represent at least 20% of the total construction cost of the project. Preparation of alternate designs will be considered an additional service.

10. Prepare project construction schedules.

11. Prepare project submittal registers.

12. Conduct a survey and identify asbestos and other hazardous materials for abatement.

13. Provide for abatement of any hazardous materials that are impacted by construction.

14. Meet with VAMC staff to make progress presentations, to discuss design approach, and to respond to inquiries during the design phase of the project.

The A/E shall be responsible for the entire design of this project, including confirmation of existing conditions, investigation for the presence of hazardous materials, and a corresponding abatement plan. The A/E shall prepare written limitations on construction operations and include these construction limitations in the construction documents. Such limitations on construction operations shall ensure the continued safe operation of the existing hospital during construction of the project.

Prepare an infection control risk assessment in accordance with Infection Control Policies and Procedures of this VAMC for each portion of the existing facility that is impacted by the project.

Revise the risk assessment until the VAMC concurs with the results of the risk assessment.

Prepare a detailed infection control plan for the construction contractor to follow based on the results of the risk assessment. This plan shall be based on medical center infection control policies and shall be site specific for the areas involved in the project.

The design must include a construction plan that minimizes any negative effects to the normal operations of the medical center. Any disruptions to existing operations of this VAMC that are proposed by the A/E must be approved by the VAMC.

Provide for Interim Life Safety Measures (ILSM) in the design of the project that are necessary during construction in order that the occupied portions of Building 1 will continue to comply with NFPA 101, The Life Safety Code throughout the construction of the project.

Coordination, Constructability, Phasing, and Maintainability

The design must address the issues of coordination, constructability, phasing, and maintainability, all of which impact construction schedule, cost, and operations.

Coordination is required to ensure that the documentation of all disciplines, and of the documents within each discipline (plans, sections, details, specifications, and Basis of Design), agree with each other, convey the same information, and do not have conflicts. It is a requirement that the A/E dedicates the appropriate time and staff to fully review and ensure coordination of all project documents before submission to avoid request for information (RFI), change orders, and delays.

Constructability is the ease and efficiency of the construction process. All construction documentation must be reviewed to optimize constructability by eliminating or minimizing potential obstacles, including incompatible systems, untried techniques or details, overly long-lead items, uncoordinated or incomplete CDs, or overly complex phasing.

Phasing is the planned sequential construction of portions of a project so that areas come on-line and/or off-line in stages for the benefit of building operations or occupancy. The A/E must work with Project Officers to eliminate or simplify phasing, where possible. The A/E shall develop clear and concise phasing documents for all disciplines so that the work during and at the end of all phases is complete and coordinated.

Maintainability means the facility is designed and constructed in a manner which promotes efficient and high-quality maintenance procedures with minimal impact to facility function and operations. The A/E must review design concepts for maintainability with facility personnel early in the project to obtain their input. A facility design with maintainability as part of its central planning will result in increased user satisfaction, greater equipment longevity, and lower life cycle costs.

3. PROJECT FUNDS LIMITATION:

The approved construction budget for this project is $5,600,000.

Complete the design of the project that the estimated construction value of the work is not more than $5,600,000. This cost 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.

4. PROPOSED SCHEDULE:

Start Design: As indicated in the Notice to Proceed (NTP).

Concept Design Documents due: 119 calendar days from Notice to Proceed (NTP).

30% Design Documents due: 147 calendar days from Notice to Proceed (NTP).

60% Construction Documents: 259 calendar days from Notice to Proceed (NTP).

100% Construction Documents: 280 calendar days from Notice to Proceed (NTP).

Final Construction Documents: 301 calendar days from Notice to Proceed (NTP).

5. COST ESTIMATING REQUIREMENTS:

a. The A/E shall develop a detailed construction cost estimate, which will be developed simultaneously with each stage of the design and shall be submitted at each stage of the review process. The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified, and a reasonable approximation of the required details can be arrived at.

b. The cost estimate shall be broken down into labor, material, and equipment costs for work required by the major disciplines - Architectural, Structural, Mechanical, Fire Protection, and Electrical. The work grouped under each major discipline shall be placed into the appropriate VA Master Construction Specification Division using MasterFormat 2004 (MF04).

c. Each subcomponent of an assembly must be identified separately, and each component of that subassembly's cost must be listed in R. S. Mean’s format. In addition to the printed copy, the A/E shall submit the estimate in Excel electronic spreadsheet format on CD-ROM.

d. As construction costs for the Providence, Rhode Island area is substantially different from other areas, particularly Boston, the A/E is required to confirm each section with appropriate databases, manufacturers, sub-contractors, and general contractors to ensure that the various sections are accurate. Also, as the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes. The A/E will determine actual local overhead and profit mark-ups. These factors shall be presented in the following manner: The overhead and profit will be carried in separate columns together with each line item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and will carry across to the totals column to be included in the "Grand Total". Therefore, the "Grand Total” number should reflect the anticipated low bid from a qualified general contractor.

e. The construction cost estimate for this project shall be prepared in conformance with the VA

Manual for Preparation of Cost Estimates for Hospital Projects and VA Program Guide PG-18- 15.

6. PLANNING INFORMATION/STANDARDS:

a. General Codes and Standards: The applicable portions of Government criteria in conjunction with industry standards shall govern the design and preparation of contract drawings, specifications, cost estimate, and design analysis. The design shall also satisfy applicable State of Rhode Island criteria. Emphasis is placed on the following documents that establish minimum requirements. This includes, but is not limited to, the following:

1. International Building Code (latest edition)

2. NFPA 70B, 70E, 99, 101 and 110 (latest editions)

3. International Mechanical Code (latest edition)

4. The National Electrical Code (latest edition)

5. United States National CAD Standard and VHA National CAD Standard

Application Guide

6. VHA Program Guide 18-1, Master Construction Specifications

7. VHA Program Guide 18-3, Design and Construction Procedures

8. VHA Program Guide 18-4, Standard Details and CAD Standards

9. VHA Program Guide 18-10, VA Design Manuals

10. VHA Program Guide 18-12, VA Design Guides

11. VHA Program Guide 18-14, Room Finishes, Door and Hardware Schedules

12. VA Manual for Preparation of Cost Estimates and Related Documents

13. Physical Security and Resiliency Design Manual

14. Sustainable Design and Energy Reduction Manual

15. VA Seismic Design Requirements H-18-8

16. Providence VAMC Design & Construction Standards

The A/E shall obtain all data necessary to prepare the design documents required. The A/E shall confirm all existing conditions and field verify the as-built drawings provided by the VA. The A/E is wholly responsible for both the accuracy and the level of completeness of the final product, and failure to verify information is not acceptable. Information (drawings and other documentation) provided to the A/E by the VA or any other government source shall be used for reference only.

b. Environmental Regulatory Permits - Responsibilities for environmental permits include:

1. The designer shall contact the appropriate federal, state, local, and interstate pollution and environmental control agencies to determine the permits required as well as the procedures and documentation necessary to obtain them. A written record of each such contact shall be prepared and furnished within five (5) working days to the Project Manager with copies to all parties involved.

2. Where formal documents are required to be submitted to obtain permits, the designer shall prepare all such documents and provide them in a "ready for signature" condition. This includes necessary copies of the plans, specifications, design analyses, and other required supporting documentation. After review by the VA and comment incorporation, the corrected documents will be forwarded from the VA to the installation for signature by the appropriate official and submission to the appropriate agency. Permit requirements shall be ascertained and documented by the designer during the Concept Design stage.

3. The designer shall provide the following information and data for each required permit with the Concept submittal:

a. Permitting authority (state, local, etc.).

b. Type of permit required (construction, operation, etc.).

c. Procedure and time necessary to complete the permit application.

d. Fees required.

e. Statement that the project is covered by variances or that permits are not required. If a variance is required, the procedures for obtaining the variance shall be provided. If a permit is not required, reasons and supporting justification (i.e., cite state, local, and/or other regulations) shall be furnished.

f. Evaluation of all state and/or local regulations to determine if monitoring devices are needed. Where required, monitoring devices shall be included in the project design.

4. The designer shall provide the completed permit applications not later than the Interim submittal or sixty (60) days prior to the Final submittal, whichever is earlier. Permit applications shall be ready for signature by the appropriate official and submission to the approving authority.

5. With the Final submittal, the designer shall provide all supporting documents, plans, and specifications. The designer shall also have accomplished the necessary coordination to obtain permit application approvals.

c. NEPA Compliance: Complete the VA’s NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use, and similar projects will have a significant impact on the environment. Conduct additional environmental reviews as required by the results of this initial evaluation. Ensure the project complies with NEPA requirements in accordance with VA practices and policies.

d. NPDES Compliance: The NPDES storm water program requires construction site operators engaged in clearing, grading, and excavating activities that disturb one (1) acre or more, including smaller sites in a larger common plan of development or sale, to obtain coverage under an NPDES permit for storm water discharges. Rhode Island is authorized to implement the Storm water NPDES permitting program. Operators of regulated construction sites are required to develop and implement storm water pollution prevention plans and to obtain permit coverage from the State of Rhode Island. Comply with Rhode Island Pollution Discharge Elimination System (RIPDES) Storm Water Discharge Associated with Construction Activity:

http://cfpub.epa.gov/npdes/stormwater/authorizationstatus.cfm http://cfpub.epa.gov/npdes/stormwater/authorizationstatus.cfm

1. For any construction project that will disturb greater than one (1) acre (including but not limited to, clearing, grading, excavation, and filling), but less than five (5) acres requires the submission of a Notice of Intent (NOI) in accordance with Part III.A.9 & 10 of the RIPDES Regulations. The proper forms can be found by following the below link and clicking on “Notice of Intent” in the Table of Contents:

http://www.dem.ri.gov/pubs/regs/regs/water/ripdesca.pdf

2. For any construction project that will disturb an area equal to or greater than five (5) acres, authorization to discharge will only be granted upon notification from the RIDEM after review of the NOI and Storm Water Pollution Prevention Plan.

e. Storm Water Control: Comply with Title IV, Subtitle C, Section 438 of the Energy Independence and Security Act of 2007. This act provides that the sponsor of any development or redevelopment project involving a federal facility with a footprint that exceeds 5,000 square feet shall use site planning, design, construction, and maintenance strategies for the property to maintain or restore, to the maximum extent technically feasible, the predevelopment hydrology of the property with regard to the temperature, rate, volume, and duration of flow. Consider the storm water generated by the project and design the project to Natural Ground Cover (i.e. forest like) conditions. Documentation required by the A/E to meet these conditions include:

• Site evaluation and soils analysis;

• Calculations for the 95th percentile rainfall event;

• Site design and storm water management practices incorporated into the design;

• Design calculations for each storm water management practice;

• Volume of storm water managed by each storm water management practice implemented above; and

• Operations and maintenance protocols implemented in the design to manage storm water.

f. Sustainable Design and Energy Reduction: The VA requires that the project comply with The Energy Policy Act of 2005, Executive Order 13423 (Strengthening Federal Environmental, Energy and Transportation Management), EISA 2007, the VA Sustainable Design and Energy Reduction Manual, and all applicable energy codes and standards. The following requirements apply:

1. New Construction: The project shall be designed to achieve an energy consumption level that is at least 30% below the level achieved under ASHRAE Standard 90.1-2007 if lifecycle cost effective. Use Appendix G of ASHRAE Standard 90.1-2007 to document the energy savings.

Should the 30% reduction in energy consumption prove not to be lifecycle cost effective, then the designer shall evaluate alternative designs at 5% successive decrements in order to identify the most energy efficient design that is lifecycle cost effective. The following parameters shall be used for performing the analysis:

• 20-year life-cycle period for system comparisons;

• Use Public domain programs such as TRACE, E-CUBE, Carrier E20-II, Energy Plus, etc.;

• 3% Discount Factor; and

• Neither method shall include taxes nor insurance while computing cost.

2. Renovation: Reduce the energy cost budget by 20% below pre-renovation 2003 baseline. The designer shall estimate 2003 baseline energy consumption before the renovation and compare it to the proposed design after the renovation and document the 20% savings. The primary unit http://www.dem.ri.gov/pubs/regs/regs/water/ripdesca.pdf for energy budget reporting is the British Thermal Unit (BTU) per square foot of the area to be renovated. The designer shall develop the energy budget as required in ASHRAE 90.1-2007, Appendix G, using the same parameters outlined above for new construction. Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R-Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixture that is cost effective (20-year life) and meets the lighting W/SF required in Chapter 9, ASHRAE Standard 90.1-2007.

3. For the project, renewable energy systems (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness.

4. Specify Department of Energy, Energy Star labeled equipment.

5. Specify equipment that qualifies for utility rebate and/or incentive programs of local utility providers and provide complete documentation required by local utility providers to obtain utility rebates and/or incentives.

6. Design the building envelope, HVAC system and equipment, building service water heating equipment and design, interior and exterior lighting and lighting design, and building and site electrical designs to meet the requirements of ASHRAE 90.1-2007.

7. The A/E must possess design team members with Leadership in Energy and Environmental

Design (LEED) certification and Certified Energy Manager (CEM) certification.

8. The VA will conduct an energy review of each design submittal to ensure compliance with these requirements and provide written comments. The A/E shall provide written responses to the VA energy review comments to indicate the designer’s intention to comply or the reasons why the comments are not to be included in the project.

7. MEETINGS:

The A/E shall attend meetings at the time and place requested by the Project Manager (from Facilities Management Service) / Contract Officer Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Project Manager. Meetings shall include the following:

a. Pre-Design Meeting - The A/E shall meet with the Project Manager (from Facilities

Management Service) / Contractor Officer Representative and, if applicable, the Using Service's Representatives, to determine project requirements, the arrangement of the areas, and to clarify the scope of work.

b. Design Review Meetings - The A/E shall attend meetings with the Project Manager (from Facilities Management Service) / Contracting Officer Representative, and the Using Service's Representatives during field investigations and for review conferences as needed to advance progress of the work. As a minimum, attend one review conference after each submission of the project design documents.

c. Attend one Pre-Bid meeting and one Pre-Construction meeting.

8. DESIGN SITE VISITS:

The A/E shall visit the proposed project site to obtain the details and specifics of the relevant existing field conditions in order to fully complete the work of this project without omission. Such visits shall include a thorough inspection of normally enclosed or inaccessible areas, such as spaces above the ceilings, within walls or chases, in pipe crawl spaces, and in or under basement floors. The A/E shall arrange to have walls or ceilings opened, where necessary, to examine the interior or hidden conditions to provide complete drawings. Arrangements for visits to make inspections should be made by contacting Facilities Management Service at least 48 hours before the visit.

9. ANSWERING INQUIRIES & ISSUING AMENDMENTS:

The A/E shall provide prompt answers and recommendations to inquiries made by the Government. In the event of error or omission, the A/E shall issue design amendments to the project documents to clarify the documents. Those amendments required to correct omissions or errors made by the A/E shall be at no additional cost to the Government.

10. FIRE CODE REVIEWS:

Conduct fire code reviews of each project submission prior to delivery of the submission to the

VA. Such review shall be performed by a qualified individual who is a licensed professional Fire Protection Engineer in one of the 50 states or the District of Columbia and is knowledgeable of the National Fire Protection Association (NFPA) National Fire Codes, of sprinkler system requirements, of fire alarm system requirements, of Life Safety Code requirements, and of VA referenced fire codes and standards. Such reviews shall be documented in writing and shall be conducted to ensure compliance with applicable fire codes and standards. The Fire Protection Engineer shall provide written certification with the final construction documents and before construction commences that the project documents conform to the requirements of the VA Fire Protection Design Manual, NFPA 101, The Life Safety Code, and all other applicable fire codes and standards.

11. QUALITY ASSURANCE/QUALITY CONTROL :

The A/E is responsible for the quality of the project design. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. The A/E shall include all sub-consultants in the QA/QC Plan. The plan shall include a process where a senior member of the firm verifies compliance with all elements of the firm’s QA/QC Plan.

12. DESIGN SUBMISSIONS:

The A/E shall retain file copies of all items forwarded to the Contracting Officer or his Representative under various design review submissions. Intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development.

The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or his Representative. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage.

The A/E is advised that in accordance with VAAR 836.606-73, the total cost of the contract for preparation of contract drawings and specifications services must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities.

a. Design Analysis (Basis of Design): Provide design analysis, in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified):

1. the scope of work (as the A/E understands it) with the specific objectives of the project;

2. the applicable federal, state and local regulations, codes and standards with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during, and after the construction stage;

3. any preliminary design calculations prepared by each design discipline

(architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary);

4. reports of site visits;

5. meeting minutes;

6. results of assessments and evaluations of alternative designs; and

7. all other relevant data.

The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E.

b. Drawings: Base all original drawings on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/8" = 1'0", where necessary, and generally 1/4" = 1'0" or larger when possible to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawing as "XREFS" bound to the drawing for submission purposes and final issue only. All other usage shall be drawing from a common Master Set, daily if required, from a source maintained on the architect’s master database. The database shall be available by modem to all design disciplines and the VA. The purpose of this requirement is to ensure consistency and to eliminate design conflicts by guaranteeing that common elements of the design stay common elements throughout the design life of the project.

Drawings shall be independent for architectural, mechanical, electrical, structural, civil, and any other design disciplines for the project. Drawings shall show on separate views required demolition and reconstruction details for each function.

Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic version of drawings shall be submitted using IBM compatible "AutoCAD" 2017 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable with downwards compatibility to the 2017 release. Final drawings shall be plotted in ink on 30" x 42" polyester film sheets. Sepias are not acceptable as original drawings. Final drawings submitted by the USACE shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information.

Final drawings shall bear the VA title block and nomenclature on polyester sheets as are the sample sheets supplied by the VA. All drawings in a project set shall be on the same type and size sheets. All drawings are required to show existing conditions as of the date of the design submission.

All contract drawings shall be produced with a view to the use of half-size reductions.

Pertinent criteria to assure this result are as follows:

1. Drawings shall provide uniform photographic quality;

2. Minimum lettering height shall be not less than 1/8 inch;

3. Legends and symbols as well as size, spacing, and location of notes, dimensions, etc.

shall be such as to produce legible half-size reproductions;

4. No lettering, shading, or marking on the reverse side is acceptable;

5. Clearly distinguish between new work and existing work; and

6. Graphic scales shall be provided on all drawings.

c. Specifications: Provide complete project specifications, to include all sections of CSI

Divisions 1-50 that, in the opinion of the A/E, are necessary to properly and adequately construct the project by a construction contractor. Specifications shall be based on the VA Master Construction Specifications using the current 6-digit Master Format numbering system. Specifications shall be prepared in MS Word, IBM compatible format. Review and edit the applicable sections of the specifications as to completeness, relevance, and correctness. Delete references to industry standards and to other specification sections that do not apply to this project. Provide proper cross-references to other specifications that apply to the work. The intent is to provide specifications that are suitable for the project intention and detailed enough to enable the contractor to perform the work in the best and most cost-effective manner possible. It is equally important that the A/E “edit out" portions of the specifications that result in additional cost to the project without additional value or quality. Not every portion of the master specification is appropriate to this project. Where choice of items is referenced in the specification section, consult with PVAMC Facilities Management Service for direction on which option to select. The construction contractor shall not be provided options or choices to select from, but must be provided the specific selection. Obtain from PVAMC Facilities Management Service the name and type of specialty materials and equipment that are required for use on the project. All materials shown in the specifications shall, if named specifically by brand or production name, carry the statement "or approved equal" and shall include specific material performance requirements that must be satisfied. Exceptions may occur due to previously purchased or installed items interacting with new construction. In this situation, items used should be the same as existing or matched accordingly. The VA shall provide information on such items. Specify construction, in detail, in all the specification sections. Tolerances and workmanship shall not be allowed to default to "common industry/construction practices” or any similar vague standard. The legal precedence of the specifications over the drawings shall not be used to resolve design ambiguities between the drawings or notes necessary for clarity. Any contradiction, ambiguity, or statements subject to various interpretations shall be immediately corrected to reflect a single clear intention.

Incorporate the PVAMC’s local specification requirements into the specification package including specifications relating to data communications and cabling requirements, Fire wall/smoke barrier penetration permitting requirements, Hot Work permitting requirements, infection control permitting requirements, fire alarm system requirements, security system (Pegasys), HVAC digital control systems (Metasys), Code Blue and Team 3 Nurse call systems, PA systems, and other local pertinent specifications and general conditions that relate to work and construction at the PVAMC.

Ensure all specification requirements are consistent with other sections and with information reflected in the drawings or the A/E may be held liable for costs incurred by the Government for these and similar A/E design errors and inconsistencies in the specifications and drawings. A shop drawing submittal list (Submittal Register) in Microsoft Excel shall also be included in the specifications.

d. Construction Duration Schedules: The A/E shall submit with each design submission a schedule for the project indicating construction milestones and long lead items. The schedule will be in enough detail to accurately estimate the proper construction duration.

e. Minimum Requirements for Submissions to PVAMC: The cost of reproduction of all review materials is included in the contract amount. Submissions shall be made to PVAMC in accordance with the requirements of VA Program Guide PG-18-15 Volume C, A/E Submission Instructions for Minor and NRM Construction Program dated May 2006, and the following:

1. PROGRAM OF DESIGN DOCUMENT SUBMISSION.

The following quantities of design review material are required:

a. 2 copies of Bound Report and

b. 1 Electronic Media (CD-ROM) copy of the report.

2. CONCEPT DESIGN DOCUMENT SUBMISSION (Preferred Alternative).

a. 2 copies of Drawings (Black line on bond paper, suitably bound);

b. 2 copies of Design Analysis;

c. 1 copy of the Construction Cost Estimate; and

d. 1 Electronic Media (CD-ROM) copy of the above documents.

3. SCHEMATIC DESIGN SUBMISSION (30% Design Document Submission).

a. 2 sets of full-size Plans (Black line on bond paper, suitably bound);

b. 1 set of Construction Cost Estimate;

c. 2 sets of marked-up Sections of the VA Master Construction Specifications;

d. 2 sets of Design Analysis;

e. 1 copy of the Construction Duration Schedule; and

f. 1 Electronic Media (CD-ROM) copy of the above documents.

4. CONSTRUCTION DOCUMENT SUBMISSION (60% & 100%).

The following quantities of design review material are required for each submission:

a. 1 set of full-size Plans (Black line on bond paper, suitably bound) and 2 half size Plans;

b. 1 set of Construction Cost Estimate;

c. 2 sets of Construction Specifications;

d. 2 sets of Design Analysis;

e. 2 copies of the Construction Duration Schedule;

f. 1 copy of A/E responses to VA comments of previous submission; and

g. 1 Electronic Media (CD-ROM) copy of the above documents.

5. CONSTRUCTION DOCUMENT SUBMISSION (Final).

Upon completion of all revisions, submit the following items:

a. 3 Electronic Media (CD-ROM) copies of the final project documents with all project documents recorded on a single CD-ROM, and each copy containing the following:

• Drawings on IBM compatible "AutoCAD" version 2017 and in Portable Document Format (pdf);

• Final Specifications in Microsoft Word format;

• Final Specifications assembled into a single file in Portable

Document Format (pdf);

• Final Construction Cost Estimate in Microsoft Excel;

• Final Design Analysis in a single file in Portable Document Format

(pdf); and

• Construction duration schedule in Portable Document Format (pdf)

b. 3 full size sets of Plans (Black line on bond paper, suitably bound) and 3 half size sets of Plans;

c. 1 set of Original Reproducible Specifications;

d. 1 copy of A/E responses to VA comments of previous submission; and

e. 1 copy of documentation that demonstrates compliance with the A/E’s QA/QC

Plan.

6. CONFORMED CONSTRUCTION DOCUMENT SUBMISSION.

Upon completion of the final design of the project and the award of a construction contract, submit the following items prior to the start of construction work as Conformed Project Documents:

a. 3 Electronic Media (CD-ROM) copies of the final project documents with all project documents recorded on a single CD-ROM and with all addenda information incorporated into the project drawings and specifications. Each copy shall contain the following:

• Drawings on IBM compatible "AutoCAD" version 2017 and in Portable Document Format (pdf);

• Final Specifications in Microsoft Word format; and

• Final specifications assembled into a single file in Portable

Document Format (pdf)

b. 1 set of Original Reproducible Plans, with seal of the design professional on each sheet; and

c. 1 set of Original Reproducible Specifications.

f. Delivery Media and Format for Final Documents:

1. Format: CAD Drawings shall be prepared in accordance with VHA Program Guide 18-3, VHA National CAD Standard Application Guide. A copy of all data and files developed under this project shall be delivered to the Government in digital format. The data files should be provided on compact disk (CD-ROM) in ISO 9660 format. A “Readme.txt” file must be included with the delivered digital media that includes normal transmittal information.

2. Label: The external label for each digital media shall contain the following information:

a. Contract Number and Date;

b. Format and version of operating system software, name and version of utility software used for preparation and copying files to media;

c. Sequence number of digital media; and

d. List of file names on the digital media.

3. Quality Assurance/Quality Control: Before a file is placed on the delivery digital media, the following shall be performed:

a. Remove all extraneous graphics outside of the border area and set the active parameters to a standard setting;

b. Check to ensure that all reference files are attached without device or directory specifications;

c. All digital files shall be delivered to the Government uncompressed;

d. Include all files, both graphic and non-graphic, required for the project (i.e. color tables, pen tables, font libraries, symbol libraries, user command files, plot configuration files, AML plot routines, etc.);

e. Make sure that all support files such as those listed above are in the same directory and that references to those files do not include device or directory specifications;

f. Include any standard sheets (i.e. abbreviation sheets, standard symbol sheets, etc.)

necessary for a complete project;

g. Document any fonts, tables, symbols, cells/blocks, line styles/types, details, reference drawings, etc., developed by the contractor or not provided among the Government furnished materials. The contractor shall obtain Government approval before using anything other than the Government standards; and

h. Each finished CAD drawing or map shall have its own separate plot file. The plot file for each finished drawing shall be provided to the Government in a specified plotter configuration.

g. Ownership: All electronic files created and reimbursed for this project shall be the property of the Department of Veterans Affairs (VA).

13. CONSTRUCTION PERIOD SERVICES (Optional Service):

The construction period service will commence with the award of the construction contract and will terminate with the acceptance of the completed construction by the VA. Services shall include the following.

a. Review of submittals - within fifteen (15) calendar days after receipt of submittal, the

A/E shall complete the review of contractor submittals and return the submittals to the

VA.

b. Review of requests for information and change order cost proposals, and preparation of supplementary drawings or other documents that may be required to clarify or supplement the contract documents, shall be completed by the A/E within fifteen (15) days after receipt of request.

c. Preparation of as-built drawings by incorporating changes from the marked-up set of prints prepared by the contractor onto the original drawings. As-built drawings to be on IBM compatible AutoCAD version 2017 - within sixty (60) days after receipt of the contractor's marked-up documents.

14. CONSTRUCTION PERIOD SERVICE AND SITE VISIT (Optional Service):

a. The A/E shall provide construction period service, which will include:

(1) Timely review of shop drawings and material submittals;

(2) Answer inquiries and provide clarifications on design and contract issues; and

(3) Preparation of cost estimates for any change order or extra work required.

b. An estimated eight (8) A/E site visits will be required in addition to the final inspection and site visits made necessary by clarification of design, contract, or existing conditions not properly addressed in the contract documents. On each visit, a field inspection of all contract work will be conducted, an assessment of progress made, and a written inspection report prepared and submitted to the VA Medical Center.

c. The A/E shall participate in the final inspection of the project work upon completion by the contractor.

d. The A/E shall submit a written report to the COR for each site visit performed. Additionally, the A/E shall maintain a record of site visits, recording thereon the date of each visit, the hours thereof, the purpose of the visit, their personnel involved, VA personnel contacted, and conversations made. The site visits made by the A/E for his own benefit or because of deficiencies in the A/E's performance shall be at no additional expense to the Government.

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