S02 - Attachment One (1) - Statement of Work.pdf

Statement of Work Architectural-Engineering (A/E) Services

Add Elevators to Lake Nona Atrium Project Number: 675-22-113

1. Overview:

1.1 Introduction/Project Intent:

1. Project Scope: The Orlando Veterans Affairs Healthcare System (OVAHCS) is seeking professional design services from an Architectural/Engineering (A/E) firm to develop and furnish Construction Documents and perform Construction Period Services for this project entitled “Add Elevators to Lake Nona Atrium”, Project Number: 675-22-113, 13800 Veterans Way, Orlando FL, 32827, in accordance with items herein specified. Construction document tasks shall include, but will not be limited to, preparation and/or performance of reports, specifications, renderings, working drawings, site visits, meetings and meeting minutes, staff interviews, phasing/scheduling, and other related information, and services. A/E shall furnish technical services for schematic design, design development and construction documents. The anticipated scope is defined here for reference, and final confirmation needs to be coordinated with VA.

2. The contractor shall hire a Certified Independent Third-Party (CITP) Safety Professional for the review of the design documents for compliance with national and local codes, standards, federal and state regulations. The CITP review shall be documented by stamped/sealed drawings by a registered professional engineer from the state of Florida.

3. Project Overview: The OVAHCS requires the addition of elevators in the atrium between the clinic and hospital. This project shall add two (2) additional elevators to the atrium located near the elevator CP 7.

4. Specific Project Requirements: A/E shall at a minimum provide the design services for the items listed below:

1. The Design shall evaluate, all required components of the elevator system and integrate the new elevators with the existing elevator systems.

2. The elevators shall be designed to meet energy efficiency VA standards.

3. Design work shall include electrical, Heating Ventilation and Air Conditioning (HVAC) system, fire protection system, new flooring, new drywall partitions, lighting, and structural components to support the new elevators.

4. Working drawings and specifications shall be complete in every respect, inclusive of all engineering disciplines with all pertinent information necessary to secure a contract award via competitive bidding or negotiated contract without complications. Working drawings and cost estimate prepared by the A/E shall have consistent relationship and shall have separate breakout of deductive alternates. Working drawings shall facilitate ease in contractor’s cost proposal and evaluation of cost proposal by VA Engineering.

S02 - Attachment One (1) - Statement of Work

5. Bid deductive alternates of at least 20% shall be included in the project.

6. Drawings and specifications shall be stamped by registered Architect and/or Engineering disciplines involved in this work, excluding none.

7. Architect/Engineer shall be responsive to the VA, be the advisor to the Government, work in Government’s interest, and fully satisfy the design criteria as set forth by the VA.

8. The design shall include three (3) different charrettes to be approved by the Contracting Officer Representative (COR) prior to proceeding to the 25% construction documents.

9. Architect/Engineer shall perform value engineering to maintain the project within the approved budget.

2. GOVERNMENT FURNISHED INFORMATION: All available record drawings will be provided upon request to the Design Contractor. They should not however, be considered “as-built”. These drawing files are provided without warranty or obligation as to the accuracy or information contained in the files. All information in the files shall be independently verified. Any user shall agree to indemnify and hold the VA harmless from any and all claims, damages, losses, and expenses, including, but not limited to, attorney fees arising out of the use of the Computer Aided Design and Drafting (CADD) drawing files.

3. CODES, STANDARDS AND EXECUTIVE ORDERS:

a. All designs shall comply with applicable sections of VA standards and publications, and all references therein. Ensure that construction documents comply with the latest edition of these VA construction and design standards. VA standards can be found on the World Wide Web at http://www.cfm.va.gov/TIL/. VA publications and standards shall include but shall not be limited to the following:

b. Office of Construction & Facilities Management Site Map: http://www.cfm.va.gov/sitemap.asp

c. The Technical Information Library (TIL): http://www.cfm.va.gov/TIL/

1. Master Construction Specifications Index (PG-18-1)

2. Design and Construction Procedures (PG-18-3)

3. VA Standard Details and CAD Standards (PG-18-4)

4. Equipment Guide List (PG-18-5)

5. Equipment Inspection Manual (Program Guide 7610.2)

6. Equipment Reference Manual (PG-18-6)

7. Space Planning Criteria (PG-18-9)

8. Design Manuals (by discipline) (PG-18-10)\

9. Design Guides (graphical, by function) (PG-18-12)

10. Barrier Free Design Guide (PG-18-13)

11. Room Finishes, Door and Hardware Schedules (PG-18-14)

12. Minimum Requirements for A/E Submissions (PG-18-15)

13. Environmental Planning Guidance (PG-18-17)

14. HVAC Design Manual for Hospitals Amendment B

15. Lighting Study

16. Design Alerts

17. Quality Alerts

18. VA Signage Design Guide

19. Fire Protection Design Manual – Latest Edition

20. Cost Estimating http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/sitemap.asp http://www.cfm.va.gov/TIL/

21. Physical Security Design Manuals for VA Facilities – Mission Critical Facilities (VA Handbook 0730)

22. Information Security Handbook VA 6500

23. Energy Reduction Manual (First Draft)

d. TIL - Master Construction Specifications: http://www.cfm.va.gov/til/spec.asp

e. Department of Veterans Affair Utilities Design Manual.

f. Office of Construction & Facilities Management: http://www.cfm.va.gov/index.asp

i. VA Office of Facilities Management citations of the AIA design standards found on the world wide web at http://cfm.va.gov.TIL/

ii. VA Office of Health and Safety (OHS): http://www1.va.gov/vasafety/

iii. Construction Infection Control Risk Assessment Memorandum

g. Other design and construction standards and publications that shall be applied to this work includes, but are not limited to:

i. American Society of Heating, Refrigerating and Air-Conditioning Engineers Manual

(ASHRAE)

ii. National Fire Protection Association (NFPA) Codes & Standards: www.nfpa.org

iii. OSHA Rules and Regulations

iv. International Building Code (ICC) latest edition

v. Life Safety Code (NFPA 101) latest edition

vi. The Joint Commission (TJC) Accreditation manual (latest edition)

vii. Sustainable Design Requirements (01 81 11)

viii. Construction Waste Management (01 74 19)

h. Applicable sections of the VA Master Construction Specifications shall be prepared by the Architect/Engineer, including all the necessary adaptations.

i. Particular attention is called to CD4, Symbol Identification of Contract Drawings.

j. Equipment symbols shall be in accordance with PG-18-6, Equipment Reference Manual

(previously List of Equipment Symbols, H-08-6).

k. Standard Drawing Details, in accordance with PG-18-4, shall be utilized to the greatest extent practicable.

l. Cost estimates shall be developed in strict conformance with VA’s Manual for Preparation of

Cost Estimates & Related Documents for VA Facilities (March 8, 2011).

http://www.cfm.va.gov/til/dManual/dmCost.pdf

m. Guidelines for Design and Construction of Health Care Facilities, Latest Edition, published by The Facilities Guidelines Institute (FGI). http://www.fgiguidelines.org/

n. Physical Security Standard, compliance with Medical Center Policy 138-3 and VHA Handbook 0730/2 (latest revision.)

o. Plumbing System Design & Water Treatment/Design to prevent Legionnaires. VA Plumbing Design Manual and VHA Directive 2008-010, PREVENTION OF LEGIONEELA DISEASE, and VHA Directive 2009-009, DOMESTIC HOT WATER TEMPERATURE LIMITS FOR

LEGIONELLA PREVENTION AND SCALD CONTROL.

4. DESIGN AND DOCUMENT REQUIREMENTS:

A. General

1. It shall be noted that meetings beyond those specified in this document shall be kept at a minimum but will be required to correct unsatisfactory construction document development or unsatisfactory progress.

2. An appropriate orientation by the VA will be provided to Architect/Engineer. Design Criteria for the project shall be discussed jointly between VA and Architect/Engineer, with Architect/Engineer considered the expert in this design.

http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/index.asp http://cfm.va.gov.til/ http://www1.va.gov/vasafety/ http://www.nfpa.org/ http://www.cfm.va.gov/til/dManual/dmCost.pdf http://www.fgiguidelines.org/

3. A/E Responsibility: The A/E shall be responsible for the professional quality and technical accuracy of all of the documents the A/E prepares. The A/E shall design to the budget.

4. The VA during Architect/Engineer Design Review Submissions will evaluate progress toward completion of Construction Documents. Partial payments for Technical Services provided by Architect/Engineer, if any, initially will be based on Construction Document completion percentages and later the progress of Construction Period Service work. The Architect/Engineer shall fully prepare construction documents for submission and stages of submission shall be as herein stated.

5. Presentation Meetings: Architect/Engineer shall participate in multiple presentation meetings with the Contracting Officer, Project Engineer, Chief Project Engineer, Operations Chief, Executive Management and other VA personnel in the presentation of schematic, design development and construction documents. The A/E shall provide and present key points relating to system installation (e.g., location of units, down time and impact on facilities and programs, prime time concerns, environmental conditions, phasing, time period per phase etc.), as applicable and appropriate. Special emphasis shall be placed on finishes, lighting and associated controls and HVAC re-design.

6. Record construction drawings of affected building/area are available in the files of the Engineering office for Architect/Engineer review. The drawings are not expected to be accurate in all respects, and the Architect/Engineer shall verify all existing conditions related to this project by field investigation. The Architect/Engineer shall perform all field investigations required to produce accurate Construction Documents. Architect/Engineer may file a request for copies of drawings for reproduction at the government’s expense.

Request for drawing copies shall be reasonable and shall relate directly to the needs of this project.

7. Sustainable Design: US Green Building Council (USGBC) Leadership in Energy and Environmental Design (LEED) Silver Rating and EPA “Designed to Earn Energy Star”. The A/E shall take appropriate actions and incorporate features in the design and construction and shall be able to achieve a USGBC LEED “Silver” rating but NOT be submitted to the USGBC for certification. The A/E shall meet the Environmental Protection Agency (EPA) “Designed to Earn Energy Star” program requirements. The building shall be able to attain a LEED Silver certification.

B. Submission & Design Review Meetings:

1. There will be one (1) submission of preliminary Construction Documents, (25% completion) and three (3) submissions for working drawings and other construction documents (65%, 90% & 100%) completion stages. The completed Construction Document package shall consist of a complete package and shall fully satisfy the conditions and intent of the VA.

2. Design Review Meetings between the VA and Architect/Engineer are required at each submission stage before proceeding to successive stages. If design is progressing as expected by the VA, it is probable that a design review meeting can be waived.

3. Additional Design Review Meetings and/or document submissions beyond the stated submissions and meetings above, shall be required if the VA determines that predetermined submission completion percentages are unmet. Additional submissions beyond the final 100% completion submission shall be required if the VA intent is not met at the 100% completion stage. Final acceptance of 100% working drawings by the VA shall be by formal written notice only.

4. In each submission, the Architect/Engineer shall resubmit the material specified in the prior submission, revised according to the comments made by the VA at the prior review.

5. SPECIAL NOTE: Submissions must be approved in writing by Engineering Services before starting working drawings.

6. The Architect/Engineer shall pay particular attention to the fact that during working drawing development stage, approved concepts are not subject to change at the request of the VA staff without proper justification and additional compensation to the A/E.

7. All Construction Documents shall be furnished with standard British quantities of length, area, volume, and/or weights indicated (drawings, cost estimates, etc.).

C. Submission Policy:

1. The Architect/Engineer shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice and prevailing codes.

2. The documents may be divided into multiple review submission packages. The VA will review submissions (examples: demolition, civil, architectural, structural, mechanical, Electrical, plumbing etc.) to facilitate the start of construction.

3. All submission packages will be reviewed at (Schematics - 25%), (Design Development -

65%), (Construction Document - 90%) and (Final - 100%) completion stages. The (90%) review submission packages will incorporate the final review comments from the (65%) review. If any package is not complete for the required stage, a post review may be required, the cost of which will be borne by the Architect/Engineer Team. The (100%) set of drawings will be the final set of drawings that will be used for construction and stamped by engineer and architect of record.

4. The following schedule shall be closely adhered to by the Architect/Engineer. The VA may alter the schedule at their discretion.

a. Schematic 25% Submission – Due 60 calendar days from “Notice to Proceed” date.

b. VA Review Schematic - 25% - Allow 30 calendar days from date of Architect/Engineer submission package.

c. Design Development 65% Submission – Due 45 calendar days from VA’s review and package return date.

d. VA Review Design Development - 65% - Allow 30 calendar days from date of Architect/Engineer submission package.

e. Construction Document 90% Submission - Due 30 calendar days from VA’s review and package return date.

f. VA Review Construction Documents - 90% - Allow 30 calendar days from date of Architect/Engineer submission package.

g. Final 100% Submission (Signed & Sealed) - Due 30 calendar days from VA’s review and package return date. Allow 7 calendar days for VA review.

h. Total Calendar Days: 262 Days

5. Each review submission package shall include two (2) hard copy sets and two (2) CD-ROM’s (one (1) set of PDF files & one (1) set of AutoCAD drawings). Package shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. Packages shall be distributed to the VA Project COR, the VA Contracting Officer and other stakeholders as determined to be appropriate by the VA Project Manager/COR.

6. Architect/Engineer shall deliver with each submission, two (2) sets of binder bound Specifications, and/or other reports. Outside of binder shall have prominently posed title with date of submission and submission stage (e.g. 25%, 100%, or Final Submission).

7. Also, as a part of each submission, Architect/Engineer shall submit a report entitled Basis for Design. Report shall be bound and identified as above and fully indexed. As a minimum this report shall describe:

a. Design considerations and approach.

b. Installation/Construction off-hour/Prime-time expectations.

c. Specification sheets and brochures of materials, Equipment, fixtures and other planned for use (These must be approved by VA prior to the completion of the construction documents).

d. Calculations.

e. List of shop drawing requirements and;

f. Other relevant information.

8. Coordination of the review meeting schedules will be the responsibility of the VA Project Manager/COR (for the VA) and the Architect/Engineer Team Project Manager (for the A/E Team).

D. Electronic Media:

1. Design review submission drawings and final Construction Document submission drawings shall be executed in electronic format AutoCAD version 2020 or backward compatible format.

The date block of the title sheet drawing shall reflect the date of the submission. Title sheet shall also indicate submission stage (except working drawings).

2. The drawings included shall be available to the Architect/Engineering team in electronic format in AutoCAD version 2020 or Portable Document Format (PDF) for use in preparing the construction drawings if possible. Since data stored on electronic media can deteriorate undetected or be modified without the Architect/Engineer’s knowledge, the Computer-Aided Design (CAD) drawing files are provided without warranty or obligation on the part of the Architect/Engineer as to accuracy or information contained in the files. The user shall independently verify all information in the files. Any user shall agree to indemnify and hold the Architect Engineer harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the CAD drawing files.

3. Design review submission specifications, final Construction Document submission specifications and other 8 1/2 by 11 formatted materials shall be executed in electronic format Microsoft Word.

4. Specifications included shall be available to the Architect/Engineering team in electronic format in Microsoft Word, for use in preparing the construction specifications. Since data stored on electronic media can deteriorate undetected or be modified without the Architect/Engineer’s knowledge, the CAD version 2020 drawing files are provided without warranty or obligation on the part of the Architect/Engineer as to accuracy or information contained in the files. The designer shall independently verify all information in the files and shall agree to indemnify and hold the Architect Engineer harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the electronic files.

5. Construction record drawings shall be completed in at least AutoCAD version 2020 or backwards compatible format. Designer/contractor shall submit an AUTOCAD copy (as build drawings) after the completion of the project and before close out to the VA for engineering records and update tracking purposes.

6. Construction shop drawings are not required to be completed in AutoCAD.

E. Professional Licensing:

1. The Architect/Engineer who prepares the construction documents shall be a professional architect or engineer licensed in the state in which the design work is completed.

2. The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown shall be known as the Architect of Record. The Architect/Engineer shall certify compliance with the VA Request for Proposal (RFP) and all applicable codes.

F. Construction Documents:

1. The final construction document submission package shall be submitted by the A/E team for approval by the VA after completion of the 100% review cycle for the final package to be submitted by the Architect/Engineer team. The VA will have ten (10) calendar days to take approval action.

2. The final construction documents submission package shall include a full set of construction documents including all disciplines/packages.

3. The final construction documents submission package shall incorporate all VA supplied comments from the earlier 25%, 65% and 90% submission package reviews and shall comply with the VA requirements.

4. If the final construction documents submission package is not complete a post submittal may be required, the cost of which shall be borne by the Architect/Engineer Team.

5. The approved final construction documents include such details that the project can be constructed and will be used for construction of the project.

6. REQUIREMENTS FOR DRAWINGS, SPECIFICATIONS & COST ESTIMATES:

A. Features:

1. The Fundamental style, technique and fashion of Architect/Engineer's drawings and specification shall comply with VA standards and publications indicated herein. The Architect/Engineer shall perform field inspections and review as built documents and inspect record drawings before proceeding with the 25% preliminary submission.

2. At each submission (except final submission), the Architect/Engineer shall date all material and present designs on VA standard size drawings that are appropriately labeled, "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 Architect/Engineer shall incorporate corrections, adjustments, and changes made by VA at the previous review. Final submission shall not have any such designation. Dates of submission shall be shown accurately on submitted documents.

3. Place the seal of the Registered Architect, and Professional Engineer responsible for the design in the VAMC signature block.

B. General:

1. Drawings shall be drawn to scale. The Project Engineer shall approve scale of plan drawings. All details and elevations shall be drawn to scale (unless otherwise approved).

Scale of elevations and details shall be based upon VA and industry standards (unless otherwise approved).

2. Details shall be drawn scaled and with sufficient detail to allow the contractor to make the necessary take-offs and to achieve accurate cost data. Drawing backgrounds shall be new and shall not be reproductions of existing VA drawings except through written permission from the VA Contracting Officer or delegate.

3. Specifications shall be based on VA Standard Construction Specifications and modified by Architect/Engineer as necessary due to design considerations. Specifications shall include all relevant sections, articles, and shall incorporate Architect/Engineer generated sections when necessary. Specifications shall follow Construction Specifications Institute (CSI) format.

C. Architectural Drawings:

1. Architectural drawings including floor plans, building elevations, building sections, wall sections, reflected ceiling plans, stair details, toilet and bath details, door schedules and details, window schedules and details, room finish schedules, auto transport and other details.

2. In addition to the above requirements, provide or perform the following items considered special an additional to the attachment:

a) Specification of Architectural Systems, equipment, equipment rigging, placement and securing criteria.

b) VA furnished VA installed (VV), VA furnished Contractor installed (VC) and Contractor furnished Contractor installed (CC) equipment shall be clearly delineated on drawings in Schedule format.

c) Provide Phasing Plan as required.

3. Provide Structural calculations with Engineer certification of all elements hung from ceiling exceeding 40-pounds or 25-pounds when hung from wall system.

D. Structural Drawings:

1. Structural drawings including foundation plans, framing plans, schedules, and details, including general notes and all calculations.

E. Fire Protection Drawings:

1. Fire protection drawings including floor and roof plans, riser diagrams, equipment schedules, and details, including general notes calculations and all related calculations.

F. Plumbing Drawings:

1. Plumbing drawings including floor and roof plans, riser diagrams equipment schedules, plumbing fixture schedules, and details, including general notes, and all related calculations.

G. Mechanical Drawings:

1. HVAC drawings including floor and roof plans, isometric diagrams, one-line diagrams, flow diagrams, equipment schedules, and details, including general notes and all related calculations. Also provide sections for mechanical equipment rooms and sequence of operation for all HVAC equipment.

H. Electrical Drawings:

1. Electrical drawings including site demolition plans, site, floor, and roof plans (power, lighting, and other systems), block diagrams, flow diagrams, one-line diagrams, connection diagrams, panel schedules, circuitry, equipment schedules, light fixture schedules calculations and details.

I. Asbestos Abatement Drawings:

1. Asbestos abatement drawings including site demolition plans and floor plans indicating asbestos abatement method. VA Medical Center will provide latest Asbestos report and associated drawings.

J. Specifications:

1. Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA requirements. The specification submitted for review shall include:

a) The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in construction of the project;

b) Other data as appropriate to clearly identify the product that will be used in construction of the project i.e. shop drawings, product data, and samples as required by the VA documents; and

c) The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the project’s requirements.

d) Asbestos abatement drawings including site demolition plans and floor plans indicating asbestos abatement method.

K. Cost Data:

1. Submit cost estimates at each submission of drawings and specifications. Cost data shall conform with VA form number 10-6298.

2. Each submission shall contain a certification that the quantities have been checked and found to be correct.

3. All estimates shall be based on the most up-to-date working drawing available and shall be current as of the date of submission.

4. Cost shall include insurance, taxes, and applicable sub-contractor's mark-up.

5. Use wage rates that reflect current wages at the time the estimate is submitted. Use union labor units as appropriate.

6. Estimate taxes and insurance on labor, such as: public liability, property damage, workmen's compensation, bodily injury, Federal Insurance Contribution Act, Social security, Federal and State unemployment, Compensation as an average cost experience for each trade.

7. Price material at the contractor's buying level. Sales Tax, when applicable, will be added to material costs. Compute insurance and taxes on labor.

8. Because overhead and profit will vary with trade, size of project, competition estimates should reflect an appropriate percentage of each of these items after the labor and material costs have been totaled for each item.

9. Escalation as of time of award shall be shown as a line item.

a) Show costs for the applicable major numerical headings.

b) Show sub-items of major numerical headings if available.

c) Show sub-contractor's overhead and profit.

d) Show total Cost Data cost.

10. Provide Data Sheets indicating unit cost, quantity, and total cost for both material costs and labor.

11. Provide cost data for each bid alternate separately.

7. COMPLETION OF CONSTRUCTION DOCUMENTS:

A. General:

1. Construction Documents and other related documents shall be complete, fully coordinated, and ready for construction.

2. The Architect/Engineer shall deliver the original working drawings to the VA Contracting Officer Representative for signature after review and written approval of the previous review material. The working drawings shall bear the seal of the Registered Architect and Professional Engineers responsible for the design.

3. Prior to reproduction for issue for A/E, the Architect/Engineer shall make all changes to the working drawings, calculations and specifications identified during the previous design review meetings. A/E shall also deliver corrected drawings on CD in AutoCAD format version 2020 or earlier and in PDF format.

4. In three ring binder(s), assemble completed and VA Approved computations and engineering data including Basis of Design, systems narratives, specification sheets and brochures of equipment selections, systems calculations. Provide a separate volume or divided sections for each discipline with an index and numbered pages. Outside cover of volumes shall be clearly identified with permanent large prominently posed lettering. Include date on all volumes.

5. Submit original hardcopy and two (2) photocopies of edited and VA approved specification with sections originated by the Architect/Engineer fully incorporated. Specifications shall be delivered on compact disc (CD) in Microsoft (MS) Word format.

6. The A/E shall submit the original hardcopy cost estimate and two (2) photocopies. The A/E shall submit the cost estimate on a CD and in an Excel format.

8. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

A. General:

1. To reduce design errors and omissions, the A/E team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

2. The A/E Team shall submit a detailed QA/QC plan describing each QA/QC task that shall be taken during the development of the various design submission packages and the name of the A/E Team member responsible for QA/QC.

3. Upon its completion each task shall be initialed and dated by the responsible A/E Team member.

4. A 100% completed QA/QC plan shall be submitted with the final construction document submission package.

9. CONSTRUCTION PERIOD SERVICES (CPS) AND CONTRACT COMPLETION:

A. Duration of Construction Period Services and Authority:

1. The Architect/Engineer's responsibility to be responsive to the VA and provide Basic Services during the Construction Period Services Phase of this Project commences with the completion and acceptance of the working drawings by the VA and terminates after VA certifies, to A/E, full acceptance of all Construction/Installation related Work (hereinafter Work).

2. The A/E shall serve the government in an advisory capacity only. The A/E shall not provide administration of the construction contract. The A/E shall act in an advisory and consultant capacity to the Contracting Officer. He shall not be the representative of the Contracting Officer at review meetings or on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor. The A/E shall not be responsible for or have control or charge over the acts or omissions of the Resident Engineer or Contractor, Sub-contractors, or any of their agents or employees, or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.

3. All work and actions shall be approved by the VA Contracting Officer and the VA Contracting Officer shall be the final authority and decisions of the VA Contracting Officer shall be final and unquestioned.

B. Pre-Construction Meeting:

1. The Architect/Engineer shall participate in the pre-construction meeting with the VA and Contractor. The A/E shall be prepared to respond to the VA and Contractor’s concerns and shall provide overview of the design.

C. Site Visits:

1. During Construction Period Services, the Architect/Engineer shall visit the job site at bi-weekly intervals or as appropriate to the stage of construction or as otherwise agreed to with the VA in writing, to become generally familiar with the progress and quality of the Work completed, and to determine in general if the Work is being performed in a manner indicating that the Work, when completed, will be in accordance with the working drawings.

Architect/Engineer site visits shall correspond to the weekly construction meetings and A/E shall participate in these meetings.

2. Site Visits do not include visits for Inspections and/or Acceptance Testing. In addition, Site

Visits shall be coordinated with and by the VA and shall satisfy VA’s needs.

3. The Architect/Engineer shall not be required to make exhaustive or continuous on-site observations but shall keep the VA informed of the Contractor's appropriate use of materials, installation acceptability and quality of the Work and shall endeavor to guard the VA against defects and deficiencies in such Work.

4. The Architect/Engineer shall at all times have access to the Work during Construction

Period Services by coordinating with the VA Project Engineer, wherever Work is in preparation or progress.

E. Contractor Partial Payments:

1. Based on the Architect/Engineer's observations and evaluations of the A/E’s Applications for Payment, the Architect/Engineer shall assist the VA in determining the amounts due the Contractor for subject part of the Project and shall certify such amounts to the VA in writing.

F. Disputes, interpretations, and Clarifications:

1. Upon written request from the VA, the Architect/Engineer shall furnish to the VA, with reasonable promptness, in writing or in the form of drawings, interpretations of the Contract Documents prepared by the Architect/Engineer, if, in the opinion of the VA, such interpretations are necessary for the proper execution or progress of the Work.

2. The Architect/Engineer shall within a reasonable time render written recommendations on claims, disputes, and other matters in question between the VA and Contractor relating to the execution or progress of Contractor's Work as provided by the Contract Documents.

3. The Architect/Engineer shall assist the VA in determining whether the VA shall reject

Contractor's Work which does not conform to Contract Documents or whether additional inspection or testing is required.

G. Submittal Approval:

1. The Architect/Engineer shall review, approve, and/or take other appropriate action upon and forward to the VA for final disposition, Contractor's Submittals such as Shop Drawings, Product Data and Samples.

2. The Architect/Engineer's Submittal review actions shall be taken with such reasonable promptness as to cause no delay in the Work, while allowing sufficient time in the Architect/Engineer's professional judgment to permit adequate review.

3. When professional certification of performance characteristics of materials, systems or equipment is required by the Contract Documents, the Architect/Engineer shall be entitled to rely upon such certifications to establish that the materials, systems, or equipment will meet the performance criteria required by the Contract Documents.

H. Change Orders:

1. The Architect/Engineer shall assist the VA in preparing Change Orders for the VA's approval and execution in accordance with the Contract Documents, including those pursuant to minor Construction Change Directives by the VA. Such change order shall be processed, developed, and resolved by the A/E without additional technical services cost to the VA.

2. The Architect/Engineer may recommend to the VA minor changes in the Scope of

Construction/Installation Work not involving an adjustment in the Contract Sum and/or extension of the Contract Time which are not inconsistent with the intent of the Contract Documents.

4. The Architect/Engineer shall participate in special meetings as deemed necessary by the VA to resolve critical disagreements or conflicts, without additional technical services cost to the

VA.

I. Inspections and Testing:

1. The Architect/Engineer shall assist the VA in conducting Testing and Inspections, to determine the date or dates of Substantial Completion and the date of Final Completion.

2. The Architect/Engineer shall be present during one (1) Pre-Final inspection and one (1) Final inspection of Work and shall generate a Punch List and forward the List to the VA with explanations of found deficiencies and/or omissions in Work and recommended corrective action.

3. The Architect/Engineer shall review and approve or take other appropriate action on test reports and Punch List items to be completed or corrected by the Contractor. The Architect/Engineer shall approve or disapprove test reports and forward findings to the VA for final disposition.

J. Review of Documents and Work Acceptance:

1. The Architect/Engineer shall assist the VA in review of and recommend to the VA acceptance or rejection of records, certificates or written warranties and related documents required by the Contract Documents and assembled by the Contractor.

2. On closeout of Construction Period Services, the Architect/Engineer shall issue to the VA an official Certificate of Approval and Acceptance of the Contractor’s Work. The Architect/Engineer shall certify that the Contract Document requirements and intent have been satisfied, workmanship is professional and at an acceptable level, submittals and other Contractor supplied Documents as required in Contract Documents are in order and stand approved, and that full payment of the Contractor is warranted. However, the Government's final acceptance of the Work is at the discretion of the VA and shall be authorized in writing by the VA Contracting Officer only.

3. AS-BUILT: The A/E shall prepare and submit AS-BUILT drawings as developed from the

Contractor’s red-lined as-built. Drawings shall be submitted in AutoCAD 2020 (or earlier) format and shall reflect the actual as-built conditions. Stamp drawing in large red bold letters “AS-BUILT” in lower right had corner of all drawings. Drawing shall be submitted on full size vellum, consistent with previous requirements herein.

K. Post-Construction Services:

1. For a period of one (1) year after final payment, the A/E shall be obligated to furnish advisory or consulting services which are normal to such a professional contract and necessary to assure the proper functioning of elements of the A/E design. He shall render any additional services relating to the project as directed in writing by the Contracting Officer. The A/E's additional compensation for these services will be determined by negotiation. He shall submit a detailed breakdown of his proposal for the additional services on the format established by the VA.

L. General Submission Requirements:

1. Review Aids: The A/E shall complete the review aids in Attachment Five (5) – SOW Review Requirements for each submission to aid the A/E and the COR in ensuring project design level is at the appropriate level.

M. Drawings:

1. The A/E shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products (digitally signed DWGs) and Portable Document Format (PDF) in individual sheet files on CD-ROM. Drawing AutoCAD version shall be compatible with current facility version AutoCAD 2022. Include all associated support files (i.e., plot styles, external referenced files, etc.).

2. The standard drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the Computer Aided Design (CAD) drawings (i.e., layer / level structure, fonts, font sizing, file naming conventions, etc.) is that of the latest edition of the National CAD Standard (www.nationalcadstandard.org).

a. The A/E shall follow these level/layer formats, file – naming conventions, and symbol library.

b. Drawings are to be drawn from the VA’s “As-Built” or construction drawings updated by site verification, not scanned reproductions.

c. The final sets of the new construction drawings, including the film copies, shall be sealed (embossed & ink stamps) and signed by each respective Professional Engineer in their discipline, Industrial Hygienist, Architect, and other necessary licensed professional consultants.

10. RECORDS MANAGEMENT REQUIREMENTS:

a. Applicability: This section applies to all Contractors whose employees create work with, or otherwise handle Federal records, as defined in Section b., definitions below, regardless of the medium in which the record exists.

b. Definitions: “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record:

1. Includes VHA records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their

VHA contract.

4. May include deliverables and documentation associated with deliverables.

c. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to, the Federal Records Act (44 U.S.C. chapters 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

d. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and shall be managed and scheduled for disposition only as permitted by statute or regulation.

http://www.nationalcadstandard.org/

e. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and shall be managed in accordance with Federal law. Electronic records and associated metadata shall be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

f. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor shall report to VHA. The agency shall report promptly to NARA in accordance with 36 CFR 1230.

g. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the expressed written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor shall hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with paragraph, 10 f., Records Management Requirements.

h. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

i. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

j. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

k. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

l. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables shall be identified as required by FAR 52.227-11 through FAR 52.227-20.

m. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training.

The Contractor shall confirm that training has been completed according to agency policies, including initial training, and any annual or refresher training.

** VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736

11. Flow down of requirements to subcontractors

a. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of the same.

b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.