S02 - Attachment 1 - SOW 598-430 Parking Garage.pdf

SOW FOR PROJECT

Design Parking Garage at JLM – Fisher House Impact

Project 598-430

4300 W 7th Street Little Rock, Arkansas

72205

Central Arkansas Veterans Healthcare System

VISN 16, Group 598 North Little Rock, Arkansas

Prepared By

CAVHS Planning and Design Office 08 July 2022

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

New Parking Garage at JLM – Fisher House Impact Project

Project No. 598-430

1. GENERAL GUIDANCE………………………………………………………………………….3

2. CONTRACT AWARD MEETING……………………………………………………………….4

3. DEFINITIONS…………………………………………………………………………………….5

4. GENERAL REQUIREMENTS……..…………………………………………………………….6

5. DESIGN WITHIN FUNDING LIMITATIONS………………………………………………...16

6. SPECIFIC MANDANTORY TASK AND ASSOCIATED DELIVERABLES………………...16

7. SCHEDULE……………………………………………………………………………………...19

8. SOLICITATION SUPPORT SERVICES (OPTION ITEM)……………………………………22

9. CONSTRUCTION PERIOD SERVICES (OPTION ITEM)……………………………………22

10. CONTRACT OVERSIGHT …………………………………………………………………….25

11. REPORTING REQUIREMENTS……………………………………………………………….25

12. SUBMITTALS…………………………………………………………………………………..25

13. PROJECT COMPLETION……………………………………………………………………...26

14. COMMISSIONING……………………………………………………………………………..27

15. CONTRACTOR (A/E, ARCHITECT ENGINEER PERSONNEL SECURITY

REQUIREMENTS……………………….………………………………………………………28

16. PROTECTION OF PERSON AND PROPERTY………………………………….……………30

17. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS……………………..…33

18. SOW ATTACHMENTS…………………………………………………………………………31

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

Department of Veterans Affairs

John L. McClellan Memorial of Central Arkansas Veterans Health Care System

Design New Parking Garage at JLM – Fisher House Impact Project

4300 West 7th Street, Little Rock, AR 72205

Firm Fixed Price Contract

Statement of Work

1. GENERAL GUIDANCE

1.1. Title of Project: Design of Parking Garage due to Fisher House Impact Project, 4300 West 7th

Street, Little Rock, AR 72205.

1.2. Scope of Work: The Contractor (A/E, Architect Engineer) shall provide all labor, supervision and resources required to achieve the following:

Complete the design, construction documents and construction period services for the construction of a new parking garage needed due to parking impacts of the Fisher House project.

The Contractor (A/E, Architect Engineer) shall deliver the requirements as specified in this statement of work. The Contractor (A/E, Architect Engineer) for this design shall provide all necessary investigation, verification of as-built conditions, development of specifications, development of cost estimates, development of construction documents, and contract administration for the execution of the project referenced above. The A/E shall review all product submittals for construction plan compliance, offer recommendations to the VA concerning all submittals, conduct site visits, review requests for information (RFI), maintain and produce accurate post construction documents for submission to the VA.

This design shall include all site development services and construction services necessary to complete the improvement tasks described herein.

Work shall occur for the following location:

John L. McClellan Memorial of Central Arkansas Veterans Healthcare System, 4300 West 7th

Street, Little Rock, AR 72205.

Background: VA Facility (JLM) parking garage is intended to make up the lost parking spaces due to Fisher House (~260) as well as provide an additional ~260 parking spaces for future needs. JLM campus is landlocked by UAMS property and medical facilities. Several future projects and Fisher House primarily are taking away needed parking to serve the patients and staff at the facility. The goal of the project is to restore the parking that is being taken away by

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 the Fisher House Foundation Facility as well as planning ahead for future facility needed parking for the growing veteran population in Little Rock.

Performance Period: The Contractor (A/E, Architect Engineer) shall complete all designs and documents required under this SOW in 365 calendar days of issuance of the Notice-of-Award.

Work at the Government site is permissible on Federal holidays or weekends, but subject to approval by Contracting Officer’s Representative (COR) and/or the Contracting Officer (CO).

Recognized Federal Holidays:

New Year’s Day, January 1*

Martin Luther King Jr. Day, Third Monday in January

Washington’s Birthday (President’s Day), Third Monday in February

Memorial Day, Fourth Monday in May

Juneteenth, June 19*

Independence Day, July 4*

Labor Day, First Monday in September

Columbus Day, October 12*

Veterans Day, November 11*

Thanksgiving, Fourth Thursday in November

Christmas, December 25*

*Note: Federal Holidays that fall on a Saturday will be observed the Friday prior.

Holidays that fall on a Sunday will be observed the Monday following.

Construction period services, such as site visits for specific tasks that cannot be completed during “regular work hours” (7:30 am – 4:00 pm), may be required as part of this contract.

Type of Contract: This contract shall be a firm-fixed price.

Construction Cost: The Contractor (A/E, Architect Engineer) shall prepare a design so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facility and based on local market research for this project for construction contract price. The VAAR magnitude of construction for this project is between

$10,000,000 and $20,000,000.

2. CONTRACT AWARD MEETING

2.1. The Contractor (A/E, Architect Engineer) shall commence work only when the Contracting

Officer (CO) has conducted a “kick-off” meeting and a Notice of Award has been issued.

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

3. DEFINITIONS:

• Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer.

• VA Project Engineer/Contracting Officer's Representative (COR): The Contracting Officer's authorized representative at the construction site. The COR is responsible for protecting the

Government's interest in the execution of the construction contract work. His/Her duties include surveillance of all construction work to assure compliance with the contract documents, approval of changed work, approval of all submittals, samples, shop drawings, etc.

• Firm-Fixed Price (FFP) Contract: This term, as used herein, refers to the Contract(s) to perform all provisions and implementation of the project.

• Contractor (A/E, Architect Engineer): This term, as used herein, refers to the Contractor (A/E, Architect Engineer) under this contract or the FFP team.

• Fisher House Foundation (FHF)

• National Electric Code (NEC)

• National Fire Protection Association (NFPA)

• American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE)

• American Society of Mechanical Engineers (ASME)

• American Society of Safety Engineers (ASSE)

• Occupational Safety and Health Administration (OSHA)

• American Society for Testing and Materials (ASTM)

• Veterans Affairs (VA)

• The Joint Commission (TJC)

• Construction Documents (CD)

• Design Development Documents (DD)

• Schematic Design Documents (SD)

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

4. GENERAL REQUIREMENTS

4.1. For every task, the Contractor (A/E, Architect Engineer) shall identify in writing all necessary subtasks (if any), associated costs by task, and associated sub-milestone dates. The Contractor

(A/E, Architect Engineer)'s subtask structure shall be reflected in the technical proposal and detailed work plan.

4.2. All written deliverables shall be phrased in layman’s language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

4.3. The construction phase of the project will be executed in accordance with the final VA approved construction drawings but is subject to the availability of funds.

4.4. All designs developed under this contract shall adhere to the current editions of the following:

NFPA, NEC, ASHRAE, TJC, ASME, ANSI, OSHA, ASTM, ASSE or as otherwise noted the

Master VA Specifications and VA Directives.

4.5. All equipment, piping, and components shall be supported and braced in accordance with seismic requirement category D.

4.6. All electrical gear and conduit shall be supported and braced in accordance with seismic requirement category D.

4.7. STUDIES/SURVEYS:

4.7.1. Within 60 days of NOA, A/E responsible for ESA Phase 1 report for entire VA Facility property. Findings in the ESA Phase 1 report that must be addressed to be included in the design drawings, construction documents, and construction estimate. Work performed involving environmental aspects must be done in compliance with laws, policies, and guidelines in accordance with CAVHS Green Environmental Management Systems

(GEMS) Program, Waste Management, VA Directive 2004-069 and the Federal Pollution

Prevention Act. A/E to following the guidelines of the National Environmental policy Act

(NEPA) http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

4.7.2. Within 60 days of NOA, in addition to ESA Phase 1, A/E responsible for geotechnical survey to facilitate location and provide basis of why option locations are selected.

4.7.3. Parking Lot Study/Traffic Flow Study: Within 60 days provide a parking lot and Traffic flow study to include all parking lots/parking decks on property, impacted parking spaces, impacts to entrances into parking lot, if new entrances will be needed to service the parking garage. Provide plans to show proper parking lot drainage and proposed new entrances. The

A/E will provide a Transportation Study to address hazards at entrances, improve existing condition of flow of vehicles and pedestrian, and a review the sidewalk requirements and on-site parking needs. Includes upgrades needed for sidewalks between building and parking structure.

4.7.4. Ground Penetrating Radar Survey (GPRS): Prior to underground work starting a Ground

Penetrating Radar Survey shall be carefully performed by a certified technician to reveal all http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 existing underground ducts, conduits, cables, and other utility systems. Prior approval of

GPRS from VA leadership is required before work is commenced.

4.8. Impacts.

4.8.1. Medical Center Clinics – affected by construction vibrations/noise: A/E to review and verify heavy civil construction of parking garage will not interfere with the clinics work or care to veterans. If heavy civil construction does impact specific clinics, A/E to work with

VA FMS to relocate clinics within the medical center. Relocation may include renovations to be included in the design and construction scope of this project.

4.8.2. On-going Construction Project: A/E to work with VA FMS to coordinate on-going construction impacts that may alter the projects site location, lay down space, and vibrations concerns for the on-going projects.

4.8.3. Legal Boundaries. Review the legal boundaries for impacts to the site location.

4.9. Design Line Items. At a minimum, the following line items shall be fully developed and designed:

4.9.1. Concept Layout Options: AE to include in the 10% (Concept) design packages quantity of

3 locations and layouts of the parking garage for VA review and selection of 1- 2 locations.

If two locations are selected the 35% (Schematic) packages to further develop the designs for review and final approval from VA Leadership. The selected design will be further developed for the remaining design submissions.

Concept layout design options to include:

o Location on site o Number of impacted spaces o Number of parking spaces within the garage – (minimum 200 spaces) o Estimated number of entrances into the parking garage o Number of floors o Estimated number of stairs and elevators o Optional: Skywalk connection from parking garage to JLM facility.

4.9.2. Garage Design Elements to Include:

• This project is required to provide a design that constructs a parking deck dedicated to:

o Minimum of 200 parking spaces total, design to the maximum spaces allowable within the construction cost constraints.

o Redesign parking around the new garage to include up to 50 parking spaces.

o Ability to add to garage in the horizontal and vertical direction be included in the design considerations.

o Provide design deduction features that shall be 10% of the cost of construction o Review possibility of two garage towers instead of one, based on the need and site constraints.

• Follow the VA TIL Standards for Parking Structures and Parking Design

Manuals, latest versions.

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

• Lighting- all lighting fixtures to be compliant with the VA design manuals as well as be designed for LED fixture types.

• Signage – o Directional Site Signs to garage, including the monument signs around campus.

o Interior Signage for the spaces, stairs, elevators, directional signs from garage to the facility o Life Safety Signage o Dedicated space or assigned floor signage (If needed to indicate staff vs. patient parking)

• Elevators-o Provide elevators as needed per VA TIL specs

• Stairwells – o Provide stairwells as needed per VA TIL specs and life safety requirements

• Fall Protection and Suicide prevention barriers o Provide design to include fall protection and suicide prevention barriers as specified in the VA TIL Spec manuals.

o Follow VA Safety Manuals o Follow VA Parking Design Manual

• Security Cameras: Follow VA Physical Security and Resiliency Manual.

• Security Gates (Optional if need is indicated by VA Leadership) o Provide design for gate arm system that is compatible with VA PIV cards and pin pad security entrance.

• Electric Vehicle charging stations (Optional if need is indicated by VA

Leadership) o Provide design to include dedicated parking spaces for electric vehicle charging stations.

• Skywalk from Garage to JLM Facility (Optional if approved location allows for skywalk and need is indicated by VA Leadership) o Provide design to include skywalk from parking garage to JLM facility.

4.9.3. Temporary Utilities. A/E to include in design temporary utilities for Contractor Trailers on-site. Including Electric, Sanitary, Storm Sewer and IT.

4.9.4. Solar Panels.

• Analyze site for displaced solar panels due to new garage locations. Provide in analysis best solution for purchasing new solar system or reuse existing solar panels and panels in stock from other projects.

• Design the most cost-effective reinstallation design of panels to be located on top or side of the new parking garage.

• If existing solar panels are to be used, include redesign, reconnection and relocation plans for existing solar panels.

o Any damaged solar panels found in review will be specified for proper disposal.

o Provide a removal plan, process, schedule for existing solar panels.

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 o Ensure the distance from the last remaining panel to the Parking Garage location is sufficient for driving distances and clearances for box trucks, mobile trailers, and other larger vehicles that frequent the campus.

o Provide a proposed plan and location for storing removed panels and prep for reinstallation and/or relocation.

o Include in design the reconnection of any panels that remain in the parking lot that are affected by the removed panels.

4.10. Design Guidelines:

4.10.1. The Architecture/Engineering (A/E) firm shall comply with NFPA, NEC, ASHRAE, JCAHO, VA design guidelines (including VA handbook 0730), VA Design Alerts, VA

Master Specifications, and etc. VA related information is available on the Internet at following URL: http://www.cfm.va.gov/TIL. These documents are comprehensive and may require considerable A/E time to review and edit as appropriate, and as specifically relevant to the project. The A/E shall ensure that all designs are in compliance with these guidelines. Where deviation from guidelines is required, the deviation shall be discussed, resolved and approved by the VA Contracting Officer before design decisions are finalized.

4.10.2. The A/E firm will coordinate all designs with the Contracting Officer and COR. The

COR will coordinate meetings with other Medical Center personnel and will accompany the

A/E to such meetings. Work will include verification of existing conditions, generation of construction documents including design of protective barriers, infection control, and interim life safety measures as required by The Joint Commission (TJC or JCAHO) to maintain the current level of life safety, and A/E construction period services. It shall also include phasing plans to allow for the concurrent running of existing and new systems to be installed until such new systems can be properly commissioned. Construction documents shall be structured to phase the work as required to minimize impact on the existing activities in the facility.

4.10.3. 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 16 and the 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.

4.10.4. The A/E firm to set up bi-weekly meetings with the Contracting Officer and COR for status updates and review of design items that may occur throughout the design and construction services. Bi-weekly meeting require an agenda to be provided to meeting attendees at least 24 hours prior to the meeting. A/E is responsible for sending the meeting invites, preparing agendas and following up with meeting minutes.

4.10.5. The Contractor (A/E, Architect Engineer) shall include the services of licensed mechanical, electrical, civil, structural, fire safety, and other engineers and security

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 specialists as appropriate for the project. Final construction contract documents shall bear the stamp and seal of the responsible design/engineering professional.

4.10.6. The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase.

The specialists shall meet the specific requirements listed in the Physical Security Design

Manual for Mission Critical Facilities 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 (Mission Critical

Facilities) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VOC. 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.

4.10.7. The A/E shall incorporate any comments from the VISN 16 Safety Manager - Life Safety

Review.

4.10.8. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, and specifications in accordance with professional standard practices and VA criteria.

4.10.9. The A/E is responsible for ensuring that the specifications are tailored to the specific requirements of the project and are compatible with the current contract provisions.

4.10.10. The A/E will conduct the site survey as required to meet all design requirements, electrical studies, provide commissioning requirements, and ensure accurate specifications during the design process. This includes validating existing drawings and conducting site observations to verify and validate existing conditions. Site investigations must be sufficiently thorough to ensure that design details are compatible with the project site.

4.10.11. A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection piping testing.

4.10.12. The Contractor (A/E, Architect Engineer) shall, at each submission, date all material and present the designs on VA standard size drawings that are appropriately labeled, “CONCEPT SUBMISSION”, "SCHEMATIC SUBMISSION", “DESIGN

DEVELOPMENT SUBMISSION”, or “CONSTRUCTION DOCUMENT SUBMISSION”, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by

VA at the previous review.

4.10.13. Architect/Engineer services to include phasing recommendations, planning, consultation and visits, investigation before design, design work, preparation of contract drawings and specifications for construction bidding, constructability reviews at each design review, design for accessibility for maintenance and operation of all systems, preparation of cost estimates including contractor bid analysis and recommendations, market research, and participation in any pre-bid and pre-construction conferences. In addition, provide construction period services for demolition, construction, and inspection all work for this project.

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

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

• Construction Specifications shall include site security and patient safety, laydown space for contractors, and temporary parking plans for area affected by construction services.

4.10.14. Impacts to any other areas or other ongoing surrounding projects during design and/or construction need to be accounted for and coordinated with during design/construction of this project.

• Includes disruptions that are caused by heavy civil work vibrations. A/E to work with

VA FMS to verify and review impacts of lower level clinics in the facility.

4.10.15. The completed preliminary plans shall include a detailed construction cost estimate. The

A/E is responsible to design the project within available budget and provide recommendations of deduct items as alternatives.

4.10.16. The A/E shall be responsible for the professional quality and technical accuracy of the design project; construction documents shall be signed and “sealed” by the responsible registered professional architect(s) and engineer(s).

4.10.17. All design will be done according to VA specifications, VA Design Manual, Joint

Commissions Standards, VA Design Guides, and all applicable codes. The design will be structured in a way which will allow a minimum interruption of utility and accessibility during construction. All work shall meet the most current edition of the NFPA/Life Safety

Code and comply with all applicable building codes.

4.10.18. The A/E will conduct the site and building survey as required to meet all design requirements, commissioning requirements, and ensure accurate specifications during the design process. This includes validating existing drawings and conducting “above the ceiling” and below grade observations to verify and validate existing conditions. These are not all inclusive of the survey requirements. Site investigations must be sufficiently thorough to ensure that design details are compatible with the project site.

4.10.19. Life safety and infection control will be taken into account during all phases of design.

Final construction documents will detail measures to be taken by the contractor to assure life safety and infection control. A preconstruction risk assessment will be completed and included in project submissions.

4.10.20. Plans for phasing construction to minimize impact on the medical center will be incorporated into the construction documents. Items to be addressed may include timing of entrance and exit of the facilities, road closures, limited lane closures, work after normal working hours, and limited parking closures, etc. Plan construction to include impacts on the medical center such as providing alternate facilities entrance and exit, parking, or temporary access points.

4.10.21. Quality Assurance/Quality Control

In an effort to reduce construction change orders due to design errors and omissions, the

A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

o Provide an outline of the actions that your firm will take during the design process.

o Fourteen (14) calendar days after Receipt of the NOA: Submit a detailed

QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 where a senior member of the firm can initial and date when the action has been completed.

o 100% 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.

4.11. Drawings Criteria

4.11.1. All drawings shall meet applicable national codes and VA criteria. Drawings shall be

1/8" = 1'-0" scale except for detail drawings which shall be not less than 1/4" = 1'-0". VA standard drawing format (VAF 08-6231) shall be used for all drawings. A/E may select to use AutoCAD version of this form, which is available on request. Drawings shall be provided in AutoCAD 2021 and Revit. Specifications shall be provided Microsoft Word version 2021 or higher. The A/E will provide two (2) sets of completed bound hard-copy blue line drawings and electronic only of specifications (including VA provided General

Conditions) for bidding purposes. Provide one (1) “read only” FINAL, construction document CD’s. VA guide specifications are available from the Internet from the VA

Office of Facilities, Technical Information Library at URL: http://www.cfm.va.gov/TIL/VA furnished guidelines (available from the internet) are listed in supplement "B" to SF 252.

4.11.2. Drawing and Specification Format:

• Intent: The Central Arkansas Veterans Health Care System will be making all contract documents available to bidders on the Sam.gov web site. By doing so it is anticipated that a wider exposure to potential project work will result in savings for the Government, and increase the efficiency of project delivery.

• Requirements: All contract drawings shall be provided to the Central Arkansas

Veterans Health Care System in AutoCAD (.dwg) format (release 2021 or higher), Revit, PDF, and CALS (.cal) format for all drawing submissions and for final construction documents. The CALS driver is an AutoDesk raster printer driver and is a built-in feature of AutoCAD 2021. This CALS driver is used by AutoCAD to convert all vector drawings into raster images (black & white) to be used for possible electronic bidding by the Central Arkansas Veterans Health Care System.

• 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. This document is available on the TIL at http://www.cfm.va.gov/til/aeDesSubReq.asp. 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). This memo is attached to this SOW as 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.

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

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.

4.11.3. Document Reviews:

Concept Documents (10%)

• Documents: Furnish one (1), typed and bound in draft format, to include preliminary schematic plans, a narrative describing each aspect of the project, and a parametric estimate. A/E shall provide a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Electronic format of documents in PDF format to be provided as well.

• For all submissions 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.

• VA Review period will not exceed fourteen (14) calendar days. VA review period is inclusive of (included in) total design contract period.

Schematic Documents (35%)

• Drawings: Furnish two copies, (1) full-size and (1) half-size, encompassing sets of drawings, including all necessary details and schedules for the project. The single-line layouts for this phase are acceptable. Electronic format of drawings in PDF to be provided as well.

• Estimate: Furnish electronic copies of the basic construction estimates for each option location/layout provided for the project for VA Leadership review. Follow general guidelines indicated below in the "ESTIMATE" portion of the work statement.

o ESTIMATES:

o The A/E firm will make use of the construction budget to start to derive the

35%, 65% and 100% construction cost estimates. All estimates shall be current as of the date of submission escalated to the date of award. Estimate should be based on local construction cost associated with Little Rock, AR.

Show unit quantity, unit measure, unit cost, and total cost of labor and materials for each subheading. Electronic spreadsheet format is suggested.

All costs will include insurance, taxes and applicable subcontractor markup.

Price, materials, and equipment at the Contractor (A/E, Architect

Engineer)'s purchasing level. Sales tax, when applicable, will be added to the material and equipment costs. Estimates should include an appropriate

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 percentage for overhead and profit and Service Disabled Veteran Owned

Small Business (SDVOSB) participation.

• VA Review period will not exceed fourteen (14) calendar days. VA review period is inclusive of (included in) total design contract period.

Design Document Reviews (65%)

• Specifications: Furnish electronic only in final format, to include the contract special provisions for each project. Provide index pages as required.

• Drawings: Furnish two copies, (1) full-size and (1) half-size, encompassing sets of drawings, including all necessary details and schedules for each project. The single-line layouts will have been transformed to full scale, double-line drawings.

Electronic format of drawings in PDF and CAD format to be provided as well.

• Estimate: Furnish electronic only of the complete and detailed construction estimate for the project. Follow general guidelines indicated below in the "ESTIMATE" portion of the work statement.

• VA Review period will not exceed fourteen (14) calendar days. VA review period is inclusive of total design contract period.

Construction Document (95%)

• Specifications: Furnish electronic only in final format, to include the contract special provisions for each project. Provide index pages as required.

• Drawings: Furnish two (2), (1) full-size and (1) half-size, complete sets of drawings, including all necessary details and schedules for each project. The single-line layouts will have been transformed to full scale, double-line drawings. Single line drawings of any system will NOT be acceptable for the 100% review documents with the

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 exception of the electrical wiring drawings. Electronic format of drawings in PDF and CAD format to be provided as well.

• Estimate: Furnish electronic only of the complete and detailed construction estimate for the project. Follow general guidelines indicated below in the "ESTIMATE" portion of the work statement.

• VA Review period will not exceed fourteen (14) calendar days. VA review period is inclusive of total design contract period.

Construction Document – Bid Documents (100%)

• All final documents shall bear the stamp and seal of the responsible design/engineering professional. An electronic copy of all documents shall be provided to the VA in addition to the copies mentioned in this section.

• Specifications: Furnish electronic only in final format, to include the contract special provisions for each project. Provide index pages as required.

• Drawings: Furnish two (2), (1) full-size and (1) half-size, complete sets of drawings, including all necessary details and schedules for each project. Electronic format of drawings in PDF and CAD format to be provided as well.

• Estimate: Furnish electronic only of the complete and detailed construction estimate for the project. Follow general guidelines indicated below in the "ESTIMATE" portion of the work statement.

4.11.4. Approvals: All reviews must be approved by VA prior to beginning the next design phase. Redesigns that do not meet VA requirements or achieve project intent shall be completed at no cost to the Government. Redesigns as previously mentioned will not constitute justification for more time. The A/E shall be required to meet the contractual timelines established for the design described (365 calendar days).

• Any design delays that are the result of Government delay shall not apply to aforementioned.

4.12. Construction Period Services:

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately

2 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

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.

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.

As Built Drawings:

After completion of the project construction, within thirty (30) calendar days of VA acceptance revise the entire set of reproducible drawings and the AutoCAD/Revit CD disks showing any changes from original design. The VA shall provide marked-up working drawings and/or change order documentation as received from the construction Contractor.

A note for the requirement of accurate As-Built drawings is to be clearly shown on each sheet of the construction drawings. The complete set of "as-built" 30 in. by 42 in. drawings

(one (1) set) and writeable AutoCAD CD disks or USBs will be delivered to the Chief, Facilities Management Service. The reproducible as-built drawings will be delivered in good condition, inside of a protective drawing mailing tube, and with an appropriate cover letter.

5. 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. The VAAR magnitude of construction for this project is between $10,000,000 and $20,000,000.

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

6. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

6.1. Government Furnished Deliverables

6.1.1. Drawings of current John L. McClellan Memorial Hospital, as appropriate.

• Drawings shall be made available electronically as PDF and/or CAD if available.

6.1.2. System information on the current utilities and related piping, electrical single lines and related diagrams

6.2. The Contractor (A/E, Architect Engineer) shall conduct site visits to verify existing conditions.

6.3. The following is a list of government furnished information found on the VA’s Technical

Information Library website (http://www.cfm.va.gov/TIL/) to be used for this project, as applicable. Sections named on (5.1.02.A) are within below VA standards.

• PG-18-1 Master Construction Specifications

• PG-18-3 Design and Construction Procedures

• H-18-8 Seismic Design Handbook

• PG 18-10 Site Design Manual

• PG-18-15 A/E Submission Requirements (For A/E Design jobs)

• PG-18-12 TIL – Design Guides

• PG-18-9 TIL – Space and Facility Planning

• PG-18-14 TIL – VA Standards for Construction

• VA Physical Security & Resiliency Design Manual

• VA Parking Structures Design Manual

• VA Parking Design Manual and Demand Model

• VA Architectural Design Manual

6.4. Contractor (A/E, Architect Engineer) Furnished Deliverables

6.4.1. Site investigation of existing systems detailing current conditions including, but not limited to:

• Existing water/sanitary sewer lines

• Existing electrical/telecommunications

• Existing gas lines

• Existing fire lines

• Existing solar panels

• Existing parking lot layout

• Architectural and Structural

6.4.2. All drawings submissions shall consist of the following:

• Sheet size: 11”x17” shall be “to scale” and legible when printed at that size

• Bound (Smaller sections for review purposes)

• CADD Format: AutoCAD 2021 or later

• Organization: VA

• CADD-Drafting Standards

• Electronic (PDF and CAD file) and paper copy

6.4.3. Drawing Submission Types

http://www.cfm.va.gov/TIL/

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

• Concept Submission o This submission shall be approximately 10% of the completed design.

• Schematic Submission o This submission shall be approximately 35% of the completed design.

• Design Development (DD) Drawings o This submission shall be approximately 65% of the completed design.

• Construction Document (CD) o This submission shall be approximately 100% of the completed design

6.4.4. Specifications

• Sheet size: 8 ½”x11”

• Word processing Format: MS Word 2021

• Organization: Master Specification with VA header and footer format

• Bound

• Electronic (PDF and Word file) and paper copy

• Submissions shall be made with the DD and CD submissions.

6.4.5. Cost Estimate

• Sheet size: 8 ½”x11” or 11”x17’’

• Spreadsheet Format: Excel 2021

• Bound

• Formats: Spreadsheet

• Electronic (PDF and Excel file) and paper copy

• Submissions shall be made during the DD and CD submissions.

6.4.6. Design Schedule

• Sheet size: 8 ½”x11” or 11”x17’’

• Spreadsheet Format: Microsoft Project, latest version.

• Task list and Gantt Chart o Each design submission shall be noted.

o Estimated construction period services shall be included.

• Electronic (PDF and MS Projects) and paper copy

• Schedule shall be submitted no later than sixty (60) days of Notice-of-Award.

6.4.7. Schedule of Values

• AIA G703 Format

• Electronic (PDF and Word) copies shall be submitted to the VA.

• Scheduled of Values shall include the following at a minimum o Design Period Services o Concept Submissions o SD Submissions o DD Submissions o CD Submissions o Associated design review meetings

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022 o Site visits o Construction Period Services o Submittal reviews o Site Visits with reports o As Built development

6.4.8. Progress payments

• Submission Frequency: Upon approval of 35%, 65% and 100% design document submissions.

• Format: Electronic (PDF), AIA G702 Form, Schedule of values completion to accompany (G703 Form)

• To be reviewed by VA and approved by VA prior to submission for certification o Note: Payment will be made based on work completed and presented to VA. In no part will payments for design packages be issued without a fully compliant and approved design having been submitted and accepted by VA.

6.4.9. As Builts

• Sheet size: 30”x42” shall be “to scale” and legible when printed at that size

• CADD Format: AutoCAD 2021 or later

• Organization: VA

• CADD-Drafting Standards

• Electronic (PDF and CAD file) and paper copy

• Submitted no later than thirty (30) calendar days after VA acceptance of construction completion.

6.4.10. Meeting Minutes

• A/E shall keep meeting minutes and written responses to review comments within 72 hours of the meeting conclusion or receipt of comments for all formal meetings between the A/E and the VA.

• File Format: Electronic (PDF)

• Minimum meeting minutes requirements:

o Project name, number, meeting host, Meeting Name o Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings o Participant list (Name, Title, Phone number (office and Mobile), Email, Attended

Meeting (yes/no Check box) o Meeting purpose, Roll call, COVID-19, and Additional Items o Agenda items (Decisions, action items, and fixes or next steps) o Next meeting date and time o Detailed attachment list

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

7. SCHEDULE

7.1. The following is provided as a guideline and are estimated timeframes only. Timeframes may be amended and are subject to negotiations on a case-by-case basis. If delays in design schedule occur at the fault of the Contractor, then the Contractor to absorb delayed time in the following design submission timeframes.

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

Task # Task Name Duration Description

ST-01 Design Kickoff 90 Calendar Days Estimated

ST-01.1 Design Kick Off Meeting 1 Calendar Day

Pre-Design kick off meeting with

Contractor (A/E, Architect

Engineer) staff, CO, COR, VA

Police, VA Safety staff. To review policies and procedures for construction commencements at VA facilities.

ST-01.2 QA/QC 1 Calendar Day AE to provide a QA/QC Plan within

14 days of Award

ST-01.3 10% Concept Plan 1 Calendar Day

AE to provide a design schedule with dates reflective of the SOW package requirements within 60 days of Award

ST-01.4

ESA Phase 1/Geotechnical

Survey 1 Calendar Day

AE to provide ESA Phase 1 and

Geotechnical survey results to VA within 60 days of Award

ST-01.5 Parking/Traffic Study 1 Calendar Day

AE to provide a Parking lot and traffic study results to VA within 60 days of Award

ST-01.6 Concept Submission 70 Calendar Days

Concept Submission (10%). Due to

VA no later than 70 days after issuance of Notice-of-Award.

ST-01.7 VA Review 14 Calendar Days

VA to have 14 days of review

QA/QC and 10% Concept Plan for comments.

ST-01.8 Concept Review Meeting 1 Calendar Day To occur the next business day after completion of the VA review period

ST-02 Schematic Phase 85 Calendar Days Estimated

ST-02.1 35% Schematic Submission 65 Calendar Days

Schematic submission. Due to VA no later than 45 calendar days after acceptance of QA/QC and 10%

Concept Plan

ST-02.2 Rough Construction Estimates 5 Calendar Days

Rough Estimate of optional layouts due to VA no later than 5 calendar days after 35% Submission

ST-02.3 VA Review 14 Calendar Days

VA personnel shall conduct a separate review of the 35%

Submission. VA comments shall be submitted to the A/E in writing as well as present in design review meeting.

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

ST-02.4 Schematic Review Meeting 1 Day To occur the next business day after completion of the VA review period

ST-03 Design Document Phase 85 Calendar Days Estimated

ST-03.1

Design Document and

Specifications Submission

(65%)

65 Calendar Days

65% submission due to VA no later than 45 calendar days after approval of 35% submission

ST-03.2

Cost Estimate 65%

Submission 5 Calendar Days

Cost Estimate for 65% due to VA no later than 5 calendar days after

65% submission

ST-03.3 VA Review 14 Calendar Days

VA personnel shall conduct a separate review of the 65% submission. VA comments shall be submitted to the A/E in writing as well as present in design review meeting.

ST-03.4

Design Document Review

Meeting 1 Day

To occur the next business day after completion of the VA review period

ST-04

Construction Document

Phase 80 Calendar Days Estimated

ST-04.1

Construction Document, Specification and Construction

Cost Estimate (100%)

Submission

65 Calendar Days

Construction Document submission.

Due to VA no later than 45 calendar days after VA acceptance of 65% submission

ST-04.2 VA Review 14 Calendar Days

VA personnel shall conduct a separate review of the design document submission. VA comments shall be submitted to the

A/E in writing as well as present in design review meeting.

ST-04.3 Construction Review Meeting 1 Day To occur the next business day after completion of the VA review period

ST-05 Bid Document Submission 25 Calendar Days Estimated

ST-05.1

Final Construction Document

Submission 25 Calendar Days

Final Construction Document

Submission and specifications inclusive of final corrections for bidding purposes.

The total performance period for this design contract is 365 days from notice of award.

Part Two Services/Construction Period Services (optional Line Items) 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.

Project 598-430 New Parking Garage at JLM- Fisher House Impact Project 08 July 2022

8. SOLICITATION SUPPORT SERVICES (OPTION ITEM)

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

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package. Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit.

Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation. Answers to RFIs will be required from the A-E within five calendar days of the date the questions are sent to the A-E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A-E is required to comply with the five-calendar-day requirement. Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings. In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

9. CONSTRUCTION PERIOD SERVICES (OPTION ITEM)

The AE shall provide following Construction Period Services:

Requests for Information (RFI)

When necessary for contract in-scope changes to construction project requirements, prepare construction cost, completion schedule estimates and Construction Bulletins (CBs). AE RFI review time shall not exceed 7 calendar days. When CB is not for a design deficiency, VA will issue an RFP to the AE for re-design during CPS. Otherwise, CB shall be at no added cost to government. CBs include narrative cover page, stamped drawings or sketches, and edited/added specifications as well as a construction cost estimate. A full CB, if required, is due to VA within same 7 calendar day RFI response timeline.