S02_Attachment_SOT w-Appendices_Rev2 (408 Pages).pdf

REQUEST FOR PROPOSAL TO DESIGN

Project 516-23-602 Statement of Task

“Repair Crawl Space Structural and Utilities Buildings 1, 22, and 23” - AE

C.W. (Bill) Young VA Medical Center, Bay Pines, FL

(BPVAMC)

PROJECT NO. 516-23-602 “Repair Crawl Space Structural and Utilities Buildings 1, 22, and 23” – AE Bay Pines VA Medical Center, FL

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Table of Contents I. General Requirements

II. Government-Furnished Information

III. Design, Bid Document Requirements, and Meetings

IV. Requirements for Drawings, Specifications, Cost & Construction Schedule Estimates

V. Quality Assurance/Quality Control

VI. Bidding Assistance and Issue for Construction (IFC) Documents

VII. Construction Period of Services and Contract Completion

VIII. Safety Requirements

IX. Resources

Appendices

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I. General Requirements

A. Architect/Engineering Design:

The Bay Pines Veterans Health System is seeking professional design services from the State of Florida Registered Architect-Engineer Team (A/E) to develop and furnish Construction Documents, provide Bidding Assistance, and perform Construction Period Services for this project entitled: “Repair Crawl Space Structural and Utilities Buildings 1, 22, and 23”, Project No. 516-23-602, C.W. (Bill) Young VA Medical Center, 10000 Bay Pines Blvd, Bay Pines, FL 33744 in accordance with items herein specified.

The engineering firm performing the design of the structural repairs must consider the historic value of the buildings during the analysis, recommendation, construction documentation, and cost estimation. As of today, Building 1 is undergoing a major renovation from the second to the fifth floor, utility modifications in the crawl space/ basement, and a portion of the attic. The renovated floors will be used for Primary Care, Specialty Care, and Ancillary and Diagnostic areas.

The requirements for this design project shall meet the current Design Manuals (PG-18-

10) requirements, VHA Publications (Directives, Handbooks, etc.), other applicable VA requirements, standards, specifications, and all applicable Local, State, and Federal regulations, and industry standards for the scope described herein. Please refer to the VA’s Technical Information Library (TIL) website for VA’s applicable requirements. The A/E is responsible to develop a complete and accurate project that best meets the users' needs in compliance with referenced design and construction guidelines, standards, and code requirements.

(North American Industry Classification System (NAICS) Codes 541330 - Engineering Services | Specialization in Structural Engineering & Utilities.)

B. Project Scope:

1. The goal is to ensure the quality of VA facilities while controlling the construction and operating costs.

2. This project will focus on the design of the repairs crawl space/basement structure and utilities for Buildings 1, 22, and 23 areas. The repairs must include but are not limited to:

• Evaluate, investigate, and fully as-built the existing conditions.

o The A/E must prepare the existing condition as-built drawings and BIM model of the architectural, structural, MEP (mechanical, electrical & plumbing), civil, etc., for the crawlspace/basement areas and other impacted areas by this project. It is the responsibility of the A/E to scan (e.g., Point Cloud/Laser Scanning, Survey, GPR), and scope the areas impacted by this project.

o The A/E must perform utility investigation of the area impacted by this project.

4 | P a g e o A thorough field investigation to incorporate all requirements and other areas requiring structural repairs not included in the JS Held, LLC Report for Building 1, dated 10/14/2022. Please see Appendix A.

o The A/E must field verify existing structural conditions for the crawlspace/basement areas in Buildings 22 and 23 and provide a report with the findings and recommendations. A previous assessment was performed for Building 23 in 2019 and will be provided as a reference only not for construction information.

o The Facility Condition Assessment (FCA) for this project was included in Appendix B. The MEP and Structural FCAs for buildings 1, 22, and 23 must be addressed and corrected in this design.

o Field verify:

The current major renovation project has replaced the fire sprinkler from the Building 1 entrance to the Building 1 fire pump. A new pipe and new risers have already been installed downrange from the building 1 fire pump.

The current major renovation project will replace the chilled water from the Building 1 entrance to two of the Building 1 AHUs rooms and a connection is in process in the crawl space for the other two AHUs.

The current major renovation project will replace Building 1 HHW in two of the Building 1 AHU rooms that are fed from the new heat exchanger to be installed (replacing the existing one) as part of the major. A new connection is in process in the crawl space for the other two AHUs.

The VA will provide available record information from the major project.

The status of the above items was described at the time of the SOT development.

o Asbestos and lead and mold investigation.

o The A/E must take into consideration the confined space condition and requirements during the site investigation. A confined space permit with the FMS Safety Office will be required. See Section “Safety Requirements.”

• Design the structural repairs for the areas identified as critical, poor, and fair conditions on the assessment undergone for Building 1 prepared by the company JS Held LLC, dated 10/14/2022 (Appendix A), and other areas identified by the A/E during the site investigation phase of this project.

• Analyze the columns and footings in the crawl space and basement to ensure they can withstand the major renovation proposed building occupation for Building 1. Provide design or structural components in case additional structural capacity is needed.

• Design the structural repairs for the areas identified as critical, poor, and fair conditions per the A/E structural investigation requested above on Buildings 22 and 23.

• This design will address the removal of all abandoned plumbing in the crawl space, assessment and upgrade of the natural gas, sewer, storm sewer, high-pressure steam pipes, and both the cold and hot water piping, including, but not limited to, the 6” galvanized domestic water supply to pump, domestic cold and

5 | P a g e hot water recirculation line, water distribution piping and insulation, 6” fire suppression service to fire pump, steam distribution feeding Bldgs. 1, 22, and

23. This design should include the replacement of the domestic water service from the building entry to the booster pumps in Building 1.

• This design will replace the crawlspace steam pipe systems throughout buildings 1, 22, and 23.

• Record documents from the current, ongoing, major renovation of Building 1 will be made available as part of the government-furnished information.

• Demo and cap old steam and dead legs, demo domestic water dead legs, demo and replace high pressure and pumped steam condensate return lines.

• Design ventilation system for the crawl space in buildings 1, 22, and 23.

• Demo and replace all corroded electrical conduit.

• Replace all damaged and broken hangars in buildings 1, 22, and 23.

• Design installation of lighting in the crawl space of buildings 1, 22, and 23.

• Determine feasibility and design installation of a rail system in the crawl space of buildings 1, 22, and 23 for maintenance.

• Monitor the construction progress and document the work performed.

3. A/E will include the design, requirements, and specifications. Design to meet the latest VA Standards and Manuals applicable, VHA Publications, standards, specifications, and all applicable Local, State, and Federal regulations and standards for the scope described herein. Please see the Resources section in this Statement of Task (SOT) for additional information. The following overview highlights the key aspects of the project:

a. The Construction Documents will address necessary disciplines including but not limited to; Structural, Architectural, Fire Protection, MEP, Asbestos, Lead or Mold Abatement, Project Phasing, and Demolition. The documents must include the temporary utility relocation as part of the project’s phasing to make the repairs possible.

b. Due to a portion of the project being the removal of existing material, the Design will include but not be limited to, Asbestos/Lead/Mold Testing and Reports. The Construction Documents will include a Remediation Plan should one be required.

The A/E will retain the services of a Certified Industrial Hygienist (CIH) to provide expertise in all aspects of testing, identifying, assessing, and making recommendations concerning the management of asbestos and/or lead and/or mold. The A/E is responsible incorporate all requirements for proper completion of the project including the asbestos, lead, and mold abatement to be conducted by the Contractor as applicable.

c. The A/E shall contact the Contracting Officer Representative (COR) and the FMS Safety Office to discuss the result of the Asbestos/ Lead / Mold Testing and Reports, regardless of the results.

d. Evaluation and assessment of the systems impacted by the structural repairs of the project areas, (e.g., MEP, etc.).

e. The A/E must include the confined space requirements as part of their design.

4. The design package will include multiple phasing plans to minimize the impact of the project on the regular operation of the medical facility including impacts by utility shutdowns, and interference with pedestrians, passenger vehicles, and delivery truck circulation. The design must also be phased to ensure Patient Care

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(0700H-1700H) and Canteen (cafeteria - 0400H-1700H) operations are not interrupted during operating hours.

5. Construction document tasks will include, but will not be limited to, preparation and/or performance of reports, specifications, working drawings, site visits, meetings and meeting minutes, staff interviews, and phasing/scheduling. The A/E shall furnish technical services for Schematic Design (SD), Design Development (DD), and Construction Documents (CD) for this project. The anticipated scope is defined here for reference, and confirmation needs to be coordinated with VA.

Additionally, all the correspondence between the A/Es during the solicitations process for this project, such as but not limited to, emails, Request for Information (RFI) responses, memos, minutes, and meeting recordings, are part of this SOT.

6. The A/E must provide a design narrative/analysis report (on all submissions packages) for each technical discipline (e.g., architecture, structural, MEP, sustainability, fire protection, hazardous material abatement, etc.) which describes the intent of each discipline with the schematic, design development, and construction document submission. The design narratives must follow the industries standards and should include but are not limited to, title page/s, executive summary, table of contents, introduction, body (with the existing condition, methodology, findings, considerations, alternatives, etc.) conclusions, recommendations, references, and appendices (with the field reports, analyses, models, cost estimates, meeting minutes, etc.).

7. The A/E will provide all site investigation’s labor, materials, tools, and equipment, design analysis, cost & construction schedule estimate, and design services necessary for the development of construction documents of the project described herein and the other specific tasks as further defined by this SOT.

8. In the need for shutdowns for site investigation, the A/E must provide the request three (3) weeks in advance for the VAMC approval.

9. The A/E is responsible to remove any obstruction to access and performing the required work (site investigation and design) and replacing it in its original or better condition. Any damage to existing materials by the A/E must be repaired or replaced at no additional cost to the VA.

10. The A/E is responsible for all necessary tests and certifications to complete the design of this project. Test results shall be provided to the VA and shall be included in the Design Narrative.

11. The A/E will be required to retain an external Certified Independent Third-Party Professional or Professional Credentialed (CITP) consultant for the design verification of this project. The CITP consultant will review the design to verify compliance with the VA’s Site, Plumbing, Sustainable Design, PSR Manuals, other applicable VA requirements, VHA Publications (such as VHA Directives, etc.), standards, specifications, National Fire Protection Association (NFPA) codes, American Water Works Association (AWWA), National Environmental Policy Act (NEPA), Federal, State and Local Building Codes and Health & Environmental requirements, OSHA, and Life Safety Codes, etc. The CITP consultant is to provide to the VA, through the A/E, a report on the review of the design and the corrections, if any, made by the A/E to bring the project into compliance with these requirements. CITP services/commissioning will be provided by the A/E but the selection of a CITP consultant is to be VA-approved based on CITP qualifications to review designs like the scope of this project.

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12. Environmental (i.e., NEPA, VHA Directives, CWA, EISA, FDEP, and NPDES requirements), and laws, of the State and local political division applicable to buildings and other developments if they were not to be constructed or altered by the U.S. Government.

a. The A/E shall consult with appropriate officials of the Federal, State, and Political

Subdivision, and submit plans under the rules prescribed by those reviewing authorities. The A/E and VA shall give due consideration to the recommendations of the referenced building officials. VA will also permit inspection by the authorities having jurisdiction (AHJ) described above during the construction period in accordance with the customary schedule of inspections in the locality of the building construction. Such officials shall provide the VA with a copy of the schedule before construction begins or give reasonable notice of their intention to inspect before conducting an inspection.

b. No action may be brought against the VA and no fine or penalty may be imposed for failure to carry out any of the previously described recommendations of Federal, State, or Local Officials. VA and its Contractors, including A/E, shall not be required to pay any amount for any action taken by a state or political division of a state in carrying out functions described in this article, including reviewing plans, carrying out on-site inspections, issuing permits, and making recommendations.

13. The A/E shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above. No work altering or increasing the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

14. Materials to be used for the design of this project must comply with the Buy American Act.

15. The A/E shall conduct, with the VAMC Infection Control Division, a Preliminary Infection Control Risk Assessment (PICRA) and comply with VA infection control requirements appropriate for the location of the project elements.

16. Due to the current COVID-19 conditions, the A/E must comply with the VA policy before entering the VA Facility. The current policy requires wearing an approved mask covering the nose and mouth. If a representative of the A/E or sub-consultants fails the screening process and is required to leave the facility, the A/E is required to find replacement personnel to meet project schedule deadlines.

C. Bidding Assistance and Issue for Construction Documents:

The Bidding Assistance and Issue for Construction documents services shall begin after VA acceptance of the 100%-CD (Issue for Bid), ending with construction award, and include but are not limited to:

1. Assisting the VAMC during the preparation of the Request for Proposal (RFP), construction solicitation & bidding documents, and RFI responses/clarifications.

2. Evaluation of the contractors who responded to the RFP.

3. Provide the Issue for Construction (IFC) document package (revisions of the 100%-

CD) that includes the bid-RFI responses/clarifications and addenda.

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D. Construction Period Services (CPS):

1. CPS Services shall begin after the award of the construction contract and include but are not limited to, the generation of baseline submittal schedule, review and approval of construction submittals covering products that have been listed within the contract documents, and Contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans.

Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to RFIs, change order review and recommendations, preparation of cost estimates to RFP, cost/time/impact estimates, and recommendations relevant to design omissions and construction plan deviations. The VA reserves the right to approve/disapprove all RFIs, submittals, change orders, and Contractor estimates.

E. Substitution of Key Personnel:

1. When an offeror submits its proposal in response to this Request for Proposals and key personnel who are proposed to work on the project are required to be submitted, the personnel who are offered will be the same person who will perform on the project. If during the performance of the contract, it becomes necessary for the A/E to substitute personnel for one of those whose qualifications were the basis for evaluation of the offer and award of the contract, the A/E shall submit to the Contracting Officer the same information that was required in the initial proposal regarding the proposed substitute employee. The Contracting Officer shall have the right to review the qualifications of the proposed substitute employee and to approve or disapprove his or her qualifications. If the proposed substitute employee's qualifications are disapproved by the Contracting Officer, the A/E will propose another employee who does possess equivalent qualifications.

2. When an offeror submits its proposal in response to this Request for Proposals, and the name and experience of a specific Sub-consultant is a required evaluation factor, then that Subconsultant who is offered will be the same Subconsultant who will perform the specified work on the project. If during the performance of the contract, it becomes necessary for the A/E to substitute a sub-consultant for one of those whose qualifications were the basis for evaluation of the offer and award of the contract, the A/E shall submit to the Contracting Officer the same information that was required in the initial proposal regarding the proposed substitute sub-consultant. The Contracting Officer shall have the right to review the qualifications of the proposed substitute sub-consultant and to approve or disapprove its qualifications. If the proposed substitute Sub-consultants' qualifications are disapproved by the Contracting Officer, the A/E will propose another sub-consultant who does possess equivalent qualifications.

F. VA Information System Security/ Privacy, Record Management & Privacy

1. See Appendix C.

II. Government-Furnished Information

A. Drawings/documents provided by the VA are to be considered as diagrams only, and not for construction. Actual conditions and locations may vary. It is the responsibility of the A/E to field verify existing conditions prior to submitting a bid. If the A/E finds discrepancies, or

9 | P a g e variations, or needs additional information, the A/E will notify the Contracting Officer by submitting a Request for Information (RFI) for clarification during the pre-bid process of this solicitation to reconcile any necessary information to avoid a misquote in the design fees.

Clarifications will be provided by Contracting Officer Representative (COR) or Contracting Officer with either a written explanation, changes to contract documents, or both.

B. All available record drawings will be provided upon request to the A/E. They should not, however, be considered “as-built”. These drawing files are provided without warranty or obligation as to the accuracy of the 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, Drafting drawings, and other electronic/digital files.

C. It is the responsibility of the A/E to field verify and take all the information to develop their proposal, construction drawings, specifications, narratives, submittal logs, etc. If additional site visits are required, please schedule them with the Contracting Officer.

III. Design, Bid Document Requirements, and Meetings

A. General:

1. Project design shall comply with applicable standards and codes described in VA

Program Guides and other design materials included or referenced in this SOT, the solicitation materials, and the correspondence in the solicitation process with the A/E. See also the “Resources” section below.

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

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

Contingency shall not be assumed to the extent it exceeds twenty percent (20%).

4. The A/E shall be responsible to provide alternate additives and should be included within the defined budget for the project.

5. Existing record construction drawings of the affected building/area are available in the files of the VAMC Engineering office for the A/E review. The drawings are not expected to be accurate in all respects, and the A/E is to verify all existing conditions related to this project by field investigation. The A/E 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.

6. The A/E shall perform all field investigations and existing conditions as-built required to produce accurate existing conditions and construction documents. As soon as available, the A/E shall submit to the Contracting Officer, the original drawings of as-builts, utility analysis, and other investigations. The government shall reimburse the A/E for the cost of such investigations (1) upon presentation by the A/E of an invoice, therefore, accompanied by executed receipts, and (2) after receipt and acceptance by the Contracting Officer of the pertinent data, drawings, and recommendations.

7. The VA during A/E Design Review Submissions will evaluate progress toward completion of Design Documents. Partial payments for Technical Services provided by the A/E, if any, initially will be based on Design Document completion milestones, 10 | P a g e

Construction Documents, and later the Bidding Assistance, IFC documents, and progress of Construction Period Service work. The A/E shall fully prepare construction documents for submission and the stages of submission shall be as herein stated. Subcontracted work must be reviewed and verified, and payment requests must include receipts.

8. Presentation Meetings: A/E and sub-consultants 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; site investigation report, schematic, design development, bid documents, and construction documents. A/E shall provide and present key points relating to the design (e.g., location of material, downtime, impact on facilities and programs, shutdowns, prime time concerns, environmental conditions, phasing, time per phase, etc.), as applicable and appropriate. Special emphasis shall be placed on structural, MEP, other utility arrangements, etc.

B. Submission & Design Review and Other Meetings:

1. General:

a. There will be submission/s for the Existing Condition As-built, submission/s of schematic documents (35%), submission/s for design development documents (65%), submission/s for construction documents (95%), submission/s for bid documents (100%), and Issue for Construction documents submission/s. The completed Construction Document package will consist of a complete package and shall fully satisfy the conditions and intent of the VA. The packages shall also comply with the PG-18-15 (Volume C) and specific disciplines Design Review Checklists on the PG-18-15 website, applicable for this project.

b. Design Review Meetings between the VA and A/E are required at each submission stage. All virtual meetings will be recorded and transcribed in MS Teams. The A/E requires to provide meeting minutes after the meeting.

c. If any of the submissions are deemed to be incomplete based on the submittal requirements, the A/E will provide a complete re-submittal of the submissions in question and a recovery schedule for any delay in this project at no cost to the

VA.

d. In each submission, the A/E shall resubmit the material specified in the prior submission, revised according to the comments made by the VA and other agencies at the prior review.

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

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

g. Electronic and hardcopy packages shall be completed accordingly to the submittals' schedule and shall have the same information. The submittal package will be deemed "Incomplete" if the electronic and the hardcopy submittal do not match and will require resubmittal.

h. Submissions must be accepted in writing by VA Project Manager before continuing to work on the next drawings submittal milestone. The same requirements apply for the acceptance of the 100%-CD (Issue for Bid-IFB).

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

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i. Additional submissions beyond the 100%-CD (Issue for Bid-IFB) will be required if the VA intent is not met at the Construction Document stage.

2. Submission Policy:

a. The A/E shall prepare Construction drawings using Autodesk Revit software and submit complete construction documents for review and approval by the VA in accordance with standard professional practice and prevailing codes.

b. All submission packages will be reviewed at the Existing Condition As-built, 35%- SD, 65%-DD, 95%-CD, and 100%- CD (IFB) completion stages. Each review submission package will incorporate the review comments from the previous review. If any package is not complete for the required stage, a post-review will be required, the cost of which will be borne by the A/E Team. The 100%-CD (IFB) set of drawings that will be used for the construction solicitation, and must be signed and sealed by the engineer and architect of record. The SD, DD, and CD submittals must comply with the VA’s A/E Submission Requirements PG-18-15 (Volume C), Design Review Checklists on the PG-18-15 website, and the PG-18- 4 standards.

c. The A/E shall submit a certificate at the Third Review (65%) stating any interest, direct or indirect, which the firm or any officers of the firm may have in any business or industry that manufactures or furnishes equipment or materials that are specified for the project.

d. The following schedule shall be closely adhered to by the A/E. The VA may alter the schedule at their discretion.

1) Existing Condition As-Built Submission: Due 45 calendar days from the

“Notice to Proceed” date.

2) VA Review As-Built: Seven (14) calendar days minimum from the date of the A/E submission package. Account for one (1) additional day for the Review meeting. The A/E will provide meeting minutes three (3) days after the VA review meeting.

3) 35%-SD Submission: Due 28 calendar days from VA’s review and package return date.

4) VA Review 35%-SD: 14 calendar days minimum from the date of the A/E submission package. Account for one (1) additional day for the Review meeting. The A/E will provide meeting minutes three (3) days after the VA review meeting.

5) 65%-DD Submission: Due 42 calendar days from VA’s review and package return date.

6) VA Review 65%-DD: 21 calendar days minimum from the date of the A/E submission package. Account for one (1) additional day for the Review meeting. The A/E will provide meeting minutes three (3) days after the VA review meeting.

7) 95%-CD Submission: Due 28 calendar days from VA’s review and package return date.

8) VA Review 95%-CD: 14 calendar days minimum from the date of the A/E submission package. Account for one (1) additional day for the Review meeting. The A/E will provide meeting minutes three (3) days after the VA review meeting.

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9) 100%-CD (IFB) Submission: Due 14 calendar days from VA’s review and package return date. This submission will be used for the construction solicitation process after VA approval.

10) VA Review 100%-CD (IFB): 14 calendar days minimum from the date of the A/E submission package. Account for one (1) additional day for the Review meeting. The A/E will provide meeting minutes three (3) days after the VA review meeting.

11) Total Calendar Days: 239 Days (Excluding Government holidays).

e. Each review submission package shall include three (3) hard copy sets (1 full size and 2 half-size) and two (2) Compact Disks or DVD-ROMs. Drawings referred to as Full Size, are 30” x 42” and Half Size is 15” x 21”. At COR’s sole option intermediate milestone submittal documents may be submitted electronically in 11” x 17” format (Tabloid) for review with one (1) set of PDF files & one (1) set of CAD Drawings (provide Revit format and exported and provided in AutoCAD *.dwg files).

f. Deliver with each submission, three (3) sets of binder-bound Specifications, and/or other reports, such as but not limited to, Design Narratives, etc. Outside of the binder/s shall have a prominently posed title with the date of submission and submission stage (e.g., 35%-SD, 65%-DD, 95%-CD, and 100%-CD (IFB)).

Also, deliver specifications in MS Word, cost estimates in MS Excel, and construction schedule estimates in MS Projects on the Compact Disk or DVD- ROM in MS Word and PDF formats.

g. Also, as a part of each submission, the A/E shall submit three (3) sets of binder-bounded reports entitled DESIGN NARRATIVE. The report shall be bound and identified as above and fully indexed. As a minimum, this report will describe:

1) The basis for design.

2) Design approach.

3) Installation/Construction off-hour/Prime-time expectations.

4) Spec sheets and brochures of materials, equipment, fixtures, and others planned for use (these must be approved by VA before the completion of the construction documents).

5) Calculations.

6) List of shop drawing requirements.

7) Submittal schedules

8) Meeting minutes.

9) Review responses.

10) Cost Estimate.

11) Construction Schedule Estimate (Shall follow the Critical Path Method with a work breakdown structure (WBS) between three to six levels of subdivided activities).

12) Quality Assurance/Quality Control Plan Report.

13) Third-Party Professional or Professional Credentialed (CITP) verification for the 95%-CD submittals.

14) Other relevant information.

15) Appendices.

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16) Provide a separate volume or divided sections for each discipline with an index and numbered pages. The outside cover of volumes shall be identified with permanent large prominently posed lettering. Include the date and submittal milestone on all volumes.

h. Electronic Media:

1) The referenced VA Guides and Specifications are available (on the TIL website) to the A/E in electronic format, for use in preparing the construction specifications.

2) Design review specifications submission, construction document submission, and other 8 ½” by 11” formatted material will be executed in electronic format Microsoft Word (*.doc) with a Portable Document Format (*.pdf) record file of submitted documents.

3) Design drawings are to be prepared in Revit. The files are to be converted to AutoCAD format and from AutoCAD to PDF for each submittal. The submittal at 100%-CD (IFB) and As-Built submittal shall be in *.rvt, *.dwg, and*.pdf electronic files for the record of contract documents.

4) Progress drawings (SD and DD) should be submitted in AutoCAD format, layers unlocked, purged of superfluous data, and bound to dependent XREF files. Also, submit all individual drawing sheets in PDF format separately and combined them into a deliverable set(s).

5) Drawings must comply with the VA BIM Standard, the Design and Construction Procedures, and industry standards. The files submitted must include all required attachments and files to operate appropriately.

6) Revit design files are to be submitted in the current version or the version just prior to the current VHA version available at the time of the award. AutoCAD drawing files are to be submitted in the current VHA version available at the time of the award.

7) Compact Disks or DVD-ROMs or Electronic File Index to cross-reference digital Revit & AutoCAD files to PDF drawing sheet numbers. All submittal (review and construction documents) packages will include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be distributed to the VA Project COR, the VA Contracting Officer, and others as determined to be appropriate by the VA Project Manager/COR.

3. Design Review and Other Meetings:

a. A review meeting to resolve design issues will be held for each design review package submitted. The meeting will include the discussion of VA comments on functional relationships and technical peer review comments by other parties reviewing the design.

b. Participants will include VA Staff and A/E members as appropriate for the specific package to be reviewed and others. The A/E members will each allow for

(1) full day for each package design review meeting. A/E management shall be present at each review meeting.

c. The A/E shall allow for the noted calendar days for each review cycle. A cycle includes:

• The VA’s receipt of the design review submission package.

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• The VA’s review of the package

• A/E’s receipt of comments from the VA, either electronically, by fax, or by hard copy delivery.

• The review meeting to clarify questions and concerns from the A/E and the

VA staff.

d. Coordination of the review meeting schedules will be the responsibility of the VA

Project Manager/COR (for the VA) and the A/E Project Manager. See Quality Assurance/Quality Control.

e. Pre-Bid Meeting: The A/E shall attend the pre-bid meeting with one (1) representative(s) for one (1) day, and the other professionals as virtual participants.

C. Professional Licensing:

1. The A/E who prepares the construction documents shall be a professional architect or engineer licensed in the State in which the design work is intended to be constructed.

2. The professional seal indicating such license by the state shall appear on the bid and the issue for construction documents. The architect and engineers whose seals are shown will be known as the Architect and Engineers of Record. The A/E shall certify compliance with the VA task order proposal request and all applicable standards and code requirements related to this project.

D. Bid Documents:

1. The 100%-CD (IFB) and other related documents shall be complete, fully coordinated, and ready for construction. Before the reproduction of the 100%-CD (IFB), the A/E shall make all changes to the working drawings, calculations, and specifications identified during the previous design review comments and meetings, CITP comments, and A/E’s Quality Assurance/Quality Control.

2. The 100%-CD (IFB)shall bear the seal and signature of the Registered Architect and Professional Engineers responsible for the design. The professionals signing and sealing the construction documents shall be registered in the State of Florida. The construction documents to be signed and sealed are as follows:

a. 100%-CD (IFB) Drawings

b. 100%-CD (IFB) Specifications

c. 100%-CD (IFB) Cost Estimate

d. 100%-CD (IFB) Design Narrative

e. 100%-CD (IFB) Construction Schedule Estimate

f. 100%-CD (IFB) Inspections Schedule (based on the Construction Schedule

Estimate)

g. 100%-CD (IFB) Submittal Registry (Submittals’ list per specifications, drawings, etc., required to the Contractor)

h. Other documents related to the 100%-CD (IFB).

3. Signed and sealed documents shall be considered as certification compliance with the VA design/construction guidelines and manuals, VHA Publications, standards, specifications, and all applicable Local, State, and Federal regulations and standards.

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4. The 100%-CD (IFB)submission package will be submitted by the A/E for acceptance by the VA after the completion of the review cycle and will include a full set of construction documents including all disciplines/packages.

5. If the 100%-CD (IFB) submission package is not complete a post-submittal will be required, the cost of which will be borne by the A/E.

IV. Requirements for Drawings, Specifications, Cost & Construction Schedule Estimates

A. Features:

1. The Fundamental style, technique, and fashion of A/E's drawings and specifications shall comply with VA standards and publications indicated herein. The A/E shall perform field investigations/inspections and review as-built documents and inspect record drawings before proceeding with the Existing Condition As-Built Submission.

2. At each submission, the A/E shall date all material and present the designs on VA standard-size drawings that are appropriately labeled, "EXISTING CONDITION AS-

BUILT", "SCHEMATIC DESIGN-35%", “DESIGN DEVELOPMENT SUBMISSION-

65%”, 95%-CONSTRUCTION DOCUMENTS, 100%-CONSTRUCTION

DOCUMENTS (IFB), and ISSUE FOR CONSTRUCTION”, 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 during the previous review. Dates of submission shall be shown accurately on submitted documents.

3. Place the seal of the Professional Engineers and Architects responsible for the design in the VAMC drawings signature block of the title page & each page, and the first sheet of the specifications.

B. General:

1. Drawings shall be drawn to scale. The Project Engineer shall approve the scale of the plan drawings. All details and elevations shall be drawn to scale (unless otherwise approved). The scale of elevations and details shall be based upon VA and industry standards (unless otherwise approved). A graphic scale must be provided in the drawings.

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 A/E as necessary due to design considerations.

C. Drawings:

Mandatory material and equipment schedules and details may be indicated either on the drawings and/or in the specifications. The construction document set shall include a coordinated set (Reference Program Guide, PG-18-15, Volume C, and the TIL manuals, requirements & standards), and documents mentioned in the SOT and consist of the following drawings as required to execute the work:

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1. Architectural drawings including demolition plans, floor plans, exterior/interior wall finish schedules due to structural repairs, phasing plan as required, and Contractor laydown area.

2. Civil & Landscape drawings including demolition plans, site plans, grading plans, utility plans, phasing plan as required, details, general notes, all related calculations, and Contractor staging area.

3. Structural Drawings: Including but not limited to, demolition, structural repairs (walls, footings, joists, columns, beams, etc.), structure reinforcement plans, structural items for pipe installation inside the buildings, foundation plans, framing plans, schedules, details, general notes, and all calculations, etc.

4. Fire Protection Drawings: Including but not limited to demolition plans, temporary relocation plans, floor plans, riser diagrams, equipment schedules, isometrics, details, general notes, and all related calculations.

5. Plumbing Drawings: Including but not limited to, demolition plans, temporary relocation plans, floor plans, diagrams, schedules, isometrics, plumbing fixture schedules, connection diagrams, sterilization requirements, details, general notes, and all related calculations.

6. Mechanical Drawings: Including but not limited to, demolition plans, temporary relocation plans, floor plans (HVAC, ducts, and other systems), block diagrams, flow diagrams, connection diagrams, controls, equipment schedules, calculations, general notes, and details.

7. Electrical Drawings: Including but not limited to, demolition plans, temporary relocation plans, floor plans (power, lighting, communications, and other systems), block diagrams, one-line diagrams, connection diagrams, panel schedules, circuitry, controls, equipment schedules, light fixtures schedules calculations, general notes, and details.

8. Hazardous Material Abatement Drawings (if required due to actionable hazardous material presence discovered during the design investigation phase): Including but not limited to demolition/removal plans and floor plans indicating hazardous material abatement (asbestos, lead, or mold) method, etc.

D. Specifications:

1. The A/E must review the VA's TIL Master Specifications and Design Guidelines associated with this Project's SOT. The A/E is responsible for the preparation and submittal of the specifications for Government review. The TIL Master Specifications shall be updated/modified by the A/E to account for the design considerations, requirements, standards, and guidelines mentioned above. The specifications shall include all relevant sections and articles and shall incorporate A/E's generated specs when necessary. Specifications shall follow the CSI format.

2. 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 appropriate to clearly identify the product that will be used in the construction of the project. The A/E shall provide the same or equal products or sole source justification.

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

c. The required stamp of the licensed architects and engineers of record will be considered as certification of compliance with the project’s requirements.

E. Cost Estimate:

1. Submit cost estimates at each submission of drawings and specifications. Cost data shall conform with VA form number 10-6238 and VA A/E Submission Requirements, (PG-18-15 Volume C). Also, submit the Cost Estimate on Compact Disk or DVD-ROM in Excel format.

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

3. The A/E shall specify that the Contractor’s work is subject to all applicable federal, state, environmental, and local regulations pertaining to mold/lead/asbestos remediation and closed space requirements. A/E shall specify that the Contractor shall adhere to industrial hygiene principles for monitoring, surface cleaning, observations of standard work practices, and procedures for each trade.

4. All estimates shall be based on the most up-to-date working/construction drawings available and shall be current as of the date of submission.

5. The cost will include insurance, taxes, and applicable Subcontractors’ markup.

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

7. Estimated 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, and Compensation as an average cost experience for each trade.

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

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

10. Escalation as of the 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 Subcontractors’ overhead and profit.

d. Show total Cost Data cost.

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

12. Provide cost data for each bid alternate separately.

F. Construction Schedule Estimate:

1. The Construction Schedule Estimate must follow the Critical Path Method (see PG-

18-15 & CPM) with a work breakdown structure (WBS) between three to six levels of subdivided activities.

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V. Quality Assurance/Quality Control A. To reduce change orders during the construction phase due to design errors and omissions e, the A/E must develop and execute a QA/QC plan that demonstrates the design and construction documents have gone through a rigorous, thorough review and coordination effort.

1. Fee Proposal: Provide an outline of the actions the A/E will take during the design process along with an associated fee for the CITP.

2. Two Weeks after Receipt of the Notice to Proceed: Submit a detailed QA/QC Plan describing each task that will be taken during the development of various design submission packages. Each package should have an appropriate space where a senior member (professional architects and engineers) of the firm responsible for QA/QC, shall initial and date when the action has been completed.

3. At the 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up construction documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

VI. Bidding Assistance and Issue for Construction (IFC) Documents

A. The Bidding Assistance and Issue for Construction documents services shall begin after VA acceptance of the 100%-CD (Issue for Bid), ending with construction award, and include but are not limited to:

1. Bidding Assistance:

a. Assisting the VAMC during the preparation of the RFP, construction solicitation, and bidding documents (including but not limited to the completion of the items in the CAM's RP-Checklist (Appendix D), market research, evaluation factors, etc.).

b. Evaluation of the contractors who responded to the RFP.

1) Be a non-voting member of the Evaluation Team for the construction solicitation.

c. Respond to Requests for information (RFIs) during the construction solicitation process.

2. IFC Documents:

a. The Issued for Construction-IFC and other related documents shall be complete, fully coordinated, and ready for construction. Before the reproduction of the IFC, the A/E shall make all changes to the 100%-CD (IFB), calculations, and specifications identified during RFIs responses and clarifications during the construction solicitation and bidding process.

b. The following schedule for the IFC documents shall be closely adhered to by the A/E. The VA may alter the schedule at their discretion.

1) IFC Documents: Due 14 calendar days from the Construction Pre-bid meeting and RFIs responses completion.

2) VA Review IFC Documents: 14 calendar days minimum from the date of the

A/E submission package. The A/E will provide meeting minutes 3 days after the VA review meeting.

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c. The IFC Documents shall bear the seal and signature of the Registered Architect and Professional Engineers responsible for the design. The professionals signing and sealing the construction documents shall be registered in the State of Florida. The IFC Documents to be signed and sealed are as follows:

1) IFC Drawings

2) IFC Specifications

3) Revisions of the following 100%-CD (IFB) documents:

(i) Cost Estimate

(ii) Design Narrative

(iii) Construction Schedule Estimate

(iv) Inspections Schedule (based on the Construction Schedule Estimate)

(v) A List of all modifications by document ID, page numbers, and location

(e.g., Spec 01 00 00, page 1, 1.2.A, etc.).

(vi) Other documents related to the IFC Documents.

d. Signed and sealed documents shall be considered as certification compliance with the VA design/construction guidelines and manuals, VHA Publications, standards, specifications, and all applicable Local, State, and Federal regulations and standards.

e. The IFC document submission package will be submitted by the A/E for acceptance by the VA after the completion of the review cycle and will include a full set of construction documents including all…