S02- RFP 516-CSI-132_2023_02_06_SOW.pdf

REQUEST FOR PROPOSAL TO DESIGN-BUILD

Project 516-CSI-132

Statement of Work

“Install New X-Ray Equipment B-100 Room

2A168”

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

(BPVAMC)

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Table of Contents

PREFACE

I. General Requirements

II. Government-Furnished Information

III. Scheduling, Phasing, and Working Hours

IV. Design, Document Requirements, and Meetings

V. Requirements for Drawings, Specifications, Revised Construction Schedule Estimate

VI. Quality Assurance/Quality Control

VII. Before and During Construction Period

VIII. Safety Requirements

IX. Resources

Appendices

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PREFACE

Patient Safety, Care, and Centricity Notice

The Design-Build (D/B) Team and its subcontractors will be expected to abide by the hospital policies and clean up after themselves, this includes areas outside of their designated construction area when the work process might cause an issue.

e.g., A prime example would be the tracking of roofing mastic, paint, or drywall dust into the corridors on the bottom of workers’ shoes or the casters on a debris canister, which results in causing concern for infection control or impacts the ability of housekeeping staff to maintain cleanliness expectations. If the General Contractor fails to maintain the cleanliness standards that result in additional work conducted by the VA, will be subject to financial recovery as determined by the Contracting Officer.

The General Contractor (GC) and Architect /Engineer firm (A/E) are reminded that this is a hospital environment, first and foremost.

There will be times that concerns over patient care will impact the construction schedule, this may limit access to certain areas or cause a change in the process, schedule, or intended manner of performing the contractual work. This is one of the great challenges in the process of conducting hospital renovations.

The project team should remain flexible and plan for potential patient care impacts.

Coordination of Works

There may be multiple projects ongoing at the same time, or near the designated work area.

Each GC is expected to be courteous to other VA contractors and coordinate any work conflicts to reach an agreement or scheduling solution. It is not uncommon to have a single subcontractor performing work for different General Contractors on this site. Any schedule changes, onsite conflicts, or project concerns shall be brought to the Contracting Officers’ and

Contracting Officer’s Representative immediately.

Anticipated Progress Limiters

Expected complications to work phasing and progression are identified as noise, vibration, privacy, air quality, equipment movement, and traffic congestion. Below are some limiters that past projects have encountered.

• Noise generated by equipment operations, material placement, and removal may become a concern in certain areas, specifically over or near research and surgical areas of the hospital.

• Vibration generated by the same type of noise operations will have similar impacts to noise.

• When working or lifting around certain treatment areas, patient privacy may become a concern.

One example would be scaffolding near the windows of a women’s treatment zone which would warrant visual breaks or barriers between the exterior work and the patient treatment area.

• Air Quality will become a major concern if any malodorous chemicals are used or hot work, such as welding, is performed. Extra measures may be required to redirect fumes or vapors away from air intakes on ventilation equipment. Consider when using portable generators or other devices.

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• Parking is not guaranteed nor assigned to contractors, there are some areas available, but space is limited and subject to change. Contract workers should carpool to the greatest extent practicable.

• Equipment movement and worksite traffic are two critical issues as space is very limited on the grounds, and roof access is even more so. Crane lifts will require safety plans and most likely occur after hours or on weekends. There is very little if any, onsite contractor storage available.

• Large deliveries should also be coordinated for “Off-Peak” hours with enough manpower and suitable equipment. Care should be taken with materials being transported inside of the hospital corridors wherever possible.

The D/B Team should consider these items when evaluating the work phasing and have some form of a contingency plan to mitigate issues so that work can be performed in a reasonable manner.

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I. General Requirements

A. Design-Build:

The Bay Pines Veterans Health System is seeking professional design and construction services from the State of Florida Registered Contractor and Architect-Engineer (A/E) Team (D/B Team) to develop and furnish Construction Documents, and Construction for this project entitled: “Install X-Ray Equipment B-100 2A-168”, Project No. 516- CSI-132, C.W. (Bill) Young VA Medical Center, 10000 Bay Pines Blvd, Bay Pines, FL

33744 in accordance with items herein specified. These parties are hereinafter referred to as the Design-Build Team or D/B Team.

The D/B Team is to provide design and construction services including, but not limited to, as-built, site investigation, labor, materials, tools, equipment, supervision, record drawings after construction, transportation necessary to construct the project described below, and other specific tasks as further defined by this Statement of Work (SOW). The goal of this SOW is to ensure the quality of VA services and facilities while controlling the construction and operating costs. The D/B Team is responsible for developing a complete and accurate project that best meets the users' needs in compliance with referenced design and construction guidelines, manuals, standards, and code requirements.

The requirements for this design project shall meet the current Design Manuals (PG-18- 10), Design Guide (PG-18-12), Campus interior design guides, Privacy requirement, Space Planning Criteria 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. (North American Industry Classification System (NAICS) Codes

541330 - Engineering Services and 541310 - Architectural Services

B. Project Scope:

1. This project will focus on the total renovation of room 2A-168, located on the Second

Floor of Building 100, which is in the Main Hospital, to install a new GE Healthcare Discovery XR656 HD Radiographic System. The renovation area is approximately 420 ft² and must include but is not limited to:

• Evaluate and fully as-built the existing conditions.

o As-Built of the architectural, structural, MEP, etc.

o Identify the locations of all the utilities suitable for the project’s needs and connections.

o Also, thorough field investigation to incorporate all requirements for proper completion of the project.

o Lead abatement and mold investigation.

• Renovation and layout modification of rooms above mentioned accommodating the scope of the project.

• Renovate Rooms/Areas to include the following:

o Room 2A168:

▪ Abatement of the lead in the exisitng control room wall.

▪ Removal of all existing case work and sink base.

• Install new ceiling, lighting, flooring, finishes, and fire suppression.

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• All the installation requirements and utilities for the X-Ray Equipment and associated equipment, room content, and renovations.

o See the Imaging Service Design Guide (in the PG-18-12) – Class 1 Radiology Inmaging Room.

• Upgrades to the HVAC, controls, power, circuitry, UPS, mechanical, and structural infrastructure, and other components.

• Analyze the existing structure to ensure it can hold the equipment to be installed in the rooms. Provide design or additional structural components in case additional structural capacity is needed.

• Renovate the entire work area designated. Please see Appendix A.

• Monitor the construction progress and document the work performed.

2. D/B Team will include the design and construction, materials, requirements, and specifications, for the installation of the Radiology Equipment (specified above) and related equipment. The design and construction shall meet the latest VA Imaging

Services Design Guide, ADA & VA Accessibility requirements, 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 SOW for additional information. The following overview highlights the key aspects of the project:

a. Design Radiology room per VA Design Guide and Manual requirements to create a welcoming and compliant space for Veterans, and their families.

b. The Construction Drawings will address necessary disciplines including but not limited to; Structural, Architectural, Mechanical, Fire Protection, Plumbing, Life Safety, Signage, Electrical, Controls, Data, Building Automation System (BAS), Asbestos, Lead or Mold Abatement, Communications, Security, and Demolition.

The Construction Documents will also include section details of each to be renovated rooms to show all North, South, East, and West views, isometrics of the plumbing, and single lines for the electrical. The system to be connected to the BAS must be 100% compatible with the existing system (Metasys).

c. Due to a portion of the project being the removal of existing material, the design and construction will include Asbestos/ Lead / Mold Testing and Reports. The

Construction Documents will include a Remediation Plan should one be required.

The D/B Team will retain the services of a Certified Industrial Hygienist (CIH) to provide expertise in all aspects of identifying, assessing, and making recommendations concerning the management of asbestos and/or lead and/or mold. The D/B Team 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. The Contractor must assume all the square footage will require to be abated and shall include the abatement as a line item.

d. Evaluation and assessment of the systems impacted by the installation of the new equipment and renovation of the areas, (e.g., structural, mechanical, medical gases, HVAC, plumbing, electrical, etc.), including any repairs or improvements, and/or extensions to the existing condition.

e. The D/B Team shall contact the Contracting Officer Representative (COR) and the Safety Section of FMS to discuss the result of the Asbestos/ Lead / Mold

Testing and Reports, regardless of the results.

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3. The D/B Team will be permitted to research the existing VA drawing files but shall field verify all information gathered from the existing drawings. In addition, the D/B Team will perform full architectural, structural, and MEP As-Built (including but not limited to communications, controls, structural, electrical circuitry, power, plumbing, medical gases, HVAC, and test and balance - TAB) of the proposed impacted areas, such as but limited to the project area, offices adjacent to the project area, interstitial areas, service bays, areas of the Energy Center and other areas that could be impacted due to the construction of this project.

4. The construction 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.

5. Design and construction 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, phasing/scheduling, radiology zones, and other related information and services. The D/B Team shall furnish technical services for schematic design, design development, and construction documents and construction for this project. The anticipated scope is defined here for reference, and final confirmation needs to be coordinated with VA. Additionally, all the correspondence between the D/B Team groups during the solicitations process for this project, such as but not limited to, emails, RFIs responses, memos, minutes, and meeting recordings, are part of this SOW.

6. The D/B Team must provide a design narrative/analysis report (on all design submissions packages) for each technical discipline (e.g., architecture, structural, plumbing, mechanical, sustainability, electrical, physical security, 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, 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, materials quantity updates, meeting minutes, etc.).

7. The D/B Team will provide all site investigation’s labor, materials, tools, and equipment, design analysis, fees & cost, and construction schedule, and design & construction services necessary for the development of the project described herein and the other specific tasks as further defined by this SOW. Also, this project will include complete preparation for site operations, demolition, and installation with minimum disruption to traffic, clinic, and administrative operations.

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

9. The D/B Team is responsible to remove any obstruction to access and performing the required work (site investigation, design, and construction), and replacing it in its original or better condition as required outside the project area. Any damage to existing materials by the D/B Team must be repaired or replaced at no additional cost to the VA.

10. The D/B Team is responsible for all necessary tests and certifications to complete the design and construction of this project (e.g., sterilization for all potable water pipes before connecting to water supply, abatement tests, radiation shielding, HVAC

8 | P a g e test & balance, etc.). Test results shall be provided to the VA and shall be included in the design narrative, inspection reports, and construction daily reports.

11. The D/B Team 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 to provide to the VA, through the D/B Team, a report on the review of the design and the corrections, if any, made by the D/B Team to bring the project into compliance with these requirements. CITP services/commissioning will be provided by the D/B Team but the selection of a CITP consultant to be VA approved based on CITP qualifications to review designs like the scope of this project.

12. Environmental requirements, laws of the State, and local political division would apply to the building if it were not to be constructed or altered by the U.S.

Government.

a. The D/B Team shall consult with appropriate officials of the Federal, State, and

Political Subdivision, and submit plans under the rules prescribed by those reviewing authorities. The D/B Team 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 D/B Team, 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 D/B Team 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. No separate staging, office, or workshop area outside of the project limits will be provided. Access to the job site is permitted to drop off materials and project personnel. No long-term parking (more than necessary for drop-off/pick-up of personnel or materials) for the D/B Team or subcontractor vehicles near the building perimeter will be permitted. A location for a 30 cu.-yd. or less dumpster will be provided within the vicinity of the Generator Room loading area at the start of the project, and a location for a maximum twenty-foot-long single container will be provided for site storage of the D/B Team’s material, including subcontractor materials at the Parking Area #22. The staging area must be fenced. No power or

9 | P a g e water connection will be provided for the storage container. The dumpster and container are required to be labeled with the Contractor’s name or logo.

15. Materials to be used for the design of this project must comply with the Buy

American Act.

16. The D/B Team shall take before and after pictures that clearly show the condition and cleanliness before and after cleaning and completing the project. The Contractor must send daily pictures to the COR showing the conditions of the project’s area after daily activities.

17. The D/B Team shall conduct, with the VAMC Infection Control Division:

a. A Preliminary Infection Control Risk Assessment (PICRA) and compliance with

VA infection control requirements appropriate for the location of the project elements.

b. An Infection Control Risk Assessment (ICRA) and comply with VA infection control requirements appropriate for the location of the project elements.

Construction activities are to be contained so as to not affect other areas of the medical facility. Any construction activity that will result in temporary blockage of access/egress entrances shall be performed after hours or on weekends to minimize disruption to facility operations.

18. The D/B Team shall advise the Contracting Officer of any variances the D/B Team may discover with the applicable Department of Labor or, Occupational Safety and Health Standards, for occupancy requirements.

19. Due to the current COVID-19 conditions, the D/B Team 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 D/B Team or subconsultants fails the screening process and is required to leave the facility, the D/B Team is required to find replacement personnel to meet project schedule deadlines.

20. See Appendix B for the VA’s conceptual documentation (for information only-not for construction).

C. Substitution of Key Personnel

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 D/B Team to substitute personnel for one of those whose qualifications were the basis for evaluation of the offer and award of the contract, the D/B Team 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 D/B Team will propose another employee who does possess equivalent qualifications.

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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 D/B

Team to field verify existing conditions prior to submitting a bid. If the D/B Team finds discrepancies, variations, or needs additional information, the D/B Team will notify the CO by submitting a Request for Information (RFI) for clarification during the pre-bid process to reconcile any necessary information to avoid a misquote in the design fees and construction cost. Clarifications will be provided by COR or CO with either written explanation, changes to contract documents, or both.

B. All available record drawings will be provided upon request to the D/B Team. 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 electric/digital files.

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

III. Scheduling, Phasing, and Working Hours

A. Contract Performance Period:

The period of performance in calendar days to produce approved design documentation and complete the construction period is after the “Notice to Proceed” (NTP) anticipated to be as follows:

As-built, Site Investigation, Evaluation & Design Phase

150 days

Construction Phase 135 days

Expected Contract Performance Period 285 days

B. Hours of Work:

The classification of work hours is listed as follows:

Normal Business 7:00 am to 5:00 pm

After Hours 5:01 pm to 10:00 pm

Nights 10:01 pm to 6:59 am

Weekends 10:01 pm Friday to 6:59 am Monday

Holidays Federally recognized holidays

a) Most of the work is intended to be performed during Normal Business hours. Work such as lifting, deliveries, and critical activities to minimize any impacts on the hospital operations or safety concerns must be performed After Hours or on Weekends. Work not affecting medical facility operations may be performed during

11 | P a g e normal working hours, especially exterior site work, as long as protected access to the facility is maintained for patients, staff, and visitors.

b) The debris removal shall occur in the “After Hours” period.

c) Non-scheduled Nights and Weekends/Holidays work will need to be approved by the COR ahead of time, with as much advance notice as is practicable, and subject to approval by the Chief of Projects.

d) No work shall be scheduled during Federal Holidays without prior approval.

IV. Design, 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 SOW, the solicitation materials, and the correspondence in the solicitation process with the D/B Team. See also the “Resources” section below.

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

3. The D/B Team A/E shall be responsible for the professional quality and technical accuracy of all the documents the D/B Team prepares. The D/B Team shall design and construct to the fixed price.

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

5. The D/B Team shall perform all field investigations and as-built required to produce accurate Existing Condition and Construction Documents. As soon as available, the D/B Team shall submit to the Contracting Officer, the original drawings of As-Builts and other investigations. The government shall reimburse the D/B Team for the cost of such investigations (1) upon presentation by the D/B Team 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.

6. The VA, during D/B Team Design Review Submissions, will evaluate progress toward completion of Design Documents. Partial payments for Technical Services provided by the D/B Team, if any, initially will be based on Design Document completion milestones, Construction Documents, and later the progress of Construction work.

The D/B Team 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.

7. Presentation Meetings: D/B Team and sub-consultants shall participate in multiple presentation meetings with the Contracting Officer, Project Engineer, Chief Project Engineer, Operations Chief, Executive Management, Stakeholders, and other VA personnel in the presentation of schematic, design development, and construction

12 | P a g e documents. The D/B Team shall provide and present key points relating to systems installation (e.g., location of material, downtime, impact on facilities and programs, prime time concerns, environmental conditions, phasing, time per phase, etc.), as applicable and appropriate. Special emphasis shall be placed on finishes, lighting and associated controls, plumbing, electrical, structural, space planning, and HVAC design and re-arrangements.

8. Sustainable Design: USGBC LEED Silver Rating and EPA “Designed to Earn Energy

Star”.

B. Submission & Design Review and Other Meetings:

1. General:

a. There will be one submission for the Existing Condition As-Built, one submission of Schematic Design documents (35%), and three submissions for working drawings and other construction documents (65%, 95% & 100%) completion stages. 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.

b. Design Review Meetings between the VA and D/B Team are required at each submission stage. All virtual meetings will be recorded and transcribed in MS Teams. The D/B Team 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 D/B Team 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. Additional submissions beyond the final 100% completion submission will 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.

e. In each submission, the D/B Team 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.

f. The D/B Team 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 D/B Team.

g. All Design Documents shall be furnished with standard British quantities of length, area, volume, and/or weights indicated (drawings, materials quantity updates, etc.).

h. 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.

i. Submissions must be accepted in writing by the COR before starting to work on the next drawings submission.

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2. Submission Policy:

a. The D/B Team shall prepare Construction drawings using Autodesk Revit software and submit complete construction documents for review and acceptance by the VA in accordance with VA & professional practice standards, and prevailing codes.

b. All submission packages will be reviewed at the Existing Condition As-Built, 35%-Schematic Design (SD), 65%-DD, 95%- Construction Document (CD), and 100%-CD (Issued for Construction-IFC) 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 D/B Team. The 100% set of drawings will be the final set of drawings that will be used for construction and stamped by the engineer and architect of record. The SD, DD, and CD submittals must comply with the VA’s D/B Team Submission Requirements PG-18-15 (Volume C), Design Review Checklists on the PG-18-15 website, and the PG-18- 4 standards.

c. In addition to the Project Specific Specifications, the D/B Team shall submit a binder of product cut sheets, MSDSs, and all required Contract submittals. The submittals 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 Submittal for review shall include:

1) 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 the construction of the project; and

2) 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 standards and specifications.

d. At the Third Review, the Government will deliver to the D/B Team one (1) set of prints on which hardware symbols have been marked by the Government.

e. The D/B Team 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.

f. The following schedule shall be closely adhered to by the D/B Team. The VA may alter the schedule at their discretion.

1) Existing Condition As-Built Submission: Due 7 calendar days from the “Notice to Proceed” date.

2) 65%-DD Submission: Due 28 calendar days from VA’s review and package return date.

3) VA Review 65%: 14 calendar days minimum from date of D/B Team submission package. The D/B Team will provide meeting minutes 2 days after the VA review meeting.

4) 95%-CD Submission: Due 14 calendar days from VA’s review and package return date. This submission will be used for the construction bidding process after the 95% CD acceptance from the VA.

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5) VA Review 95%: 14 calendar days minimum from date of D/B Team submission package. The D/B Team will provide meeting minutes 2 days after the VA review meeting.

6) 100%-CD Submission (IFC): Due 7 calendar days from the Construction Pre-bid meeting and RFI submissions, and package return date. The D/B Team will provide meeting minutes 5 days after the VA review meeting.

7) VA Review 100%: 10 calendar days minimum from date of D/B Team submission package. The D/B Team will provide meeting minutes 2 days after the VA review meeting.

8) Total Calendar Days: 93 Days (Excluding Government holidays).

g. 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 are 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).

h. 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 binder shall have prominently posed title with the date of submission and submission stage (e.g., 35%, 65%, 95%, and 100%). 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.

i. Also, as a part of each submission, the D/B Team 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 Logs.

8) Meeting minutes.

9) Review responses.

10) Revised Construction Schedule (Shall follow the Critical Path Method with a work breakdown structure (WBS) with all subdivided activities).

11) Quality Assurance/Quality Control Plan Report.

12) Third-Party Professional or Professional Credentialed (CITP) verification for the 65%, 95% & 100% submittals.

13) Other relevant information.

14) Appendices.

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15) 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.

j. Electronic Media:

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

2) Design review specifications submission, final construction document submission, and other 8 1/2 by 11 formatted material will be executed in electronic format Microsoft Word (*.doc) with a Paper 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. Final submittal at 100% and As-Built submittal shall be in *.rvt, *.dwg, and*.pdf electronic files for the record for contract documents.

4) Progress drawings 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 separate and combined 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 latest 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 final 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 CO, and others as determined to be appropriate by the VA Project Manager/COR.

3. Design Review 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 D/B Team members as appropriate for the specific package to be reviewed and others. The D/B Team members will each allow for (1) full day for each package design review meeting. The D/B Team management and the A/E shall be present at each review meeting.

c. The D/B Team 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

• D/B Team’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 D/B Team.

d. Coordination of the review meeting schedules will be the responsibility of the VA Project Manager/COR (for the VA) and the D/B Team A/E Project Manager (for the D/B Team). See Quality Assurance/Quality Control.

C. Professional Licensing:

1. The D/B Team 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 final construction documents. The architects and engineers whose seals are shown will be known as the Architects and Engineers of Record. The D/B Team shall certify compliance with the VA task order proposal request and all applicable standards and code requirements related to this project.

D. Construction Documents:

1. The 100%-CD (Issued for Construction-IFC) and other related documents shall be complete, fully coordinated, and ready for construction. Before the reproduction of the 100% Construction Documents, the D/B Team shall make all changes to the working drawings, calculations, and specifications identified during the previous design review comments and meetings, CITP comments, D/B Team’s Quality

Assurance/Quality Control, and RFIs responses and clarifications.

2. The 100% Construction 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 construction documents to be signed and sealed are as follows:

a. 100% Construction Plans

b. 100% Specifications

c. 100% Design Narrative

d. 100% Inspection Schedule

e. 100% Shop Drawings

f. Other documents related to the 100% Construction Documents.

3. Signed and sealed construction 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.

4. The 100% Construction Document submission package will be submitted by the D/B Team for acceptance by the VA after completion of the 100% review cycle for the final package to be submitted by the D/B Team.

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

6. If the final construction documents submission package is not complete a post submittal will be required, the cost of which will be borne by the D/B Team.

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V. Requirements for Drawings, Specifications, Revised

Construction Schedule Estimate

A. Features:

1. The Fundamental style, technique, and fashion of the D/B Team's drawings and specifications shall comply with VA standards and publications indicated herein.

The D/B Team 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 (except final submission), the D/B Team shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "EXISTING CONDITION AS-BUILT", "SCHEMATIC DESIGN SUBMISSION-35%", “DESIGN DEVELOPMENT SUBMISSION-65%, 95% “CONSTRUCTION

DOCUMENTS”, 100%-IFC”, in large block letters above or beside the VA standard drawing title block. In each submission, the D/B Team shall incorporate the corrections, adjustments, and changes made by VA at the previous review. The 100% submission shall not have any such designation. 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 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 quantities. Drawing backgrounds shall be new and shall not be reproductions of existing VA drawings.

3. Specifications shall be based on VA Standard Construction Specifications and modified by D/B Team 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 SOW and consist of the following drawings as required to execute the work:

1. Architectural drawings including demolition plans, 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, interior design, room finish schedules, auto transport, and other details, specification of architectural systems, equipment, equipment rigging, placement, and securing

18 | P a g e criteria, VA furnished VA installed (VV), VA furnished Contractor installed (VC) and Contractor furnished Contractor installed (CC) equipment shall be clearly delineated on drawings in a Schedule format, phasing plan as required, and Contractor laydown area.

2. Structural Drawings: Including but not limited to, demolition, wall repairs, structure reinforcement plans, structural items for pipe installation inside the buildings, structural repairs, foundation plans, framing plans, schedules, and details, including general notes and all calculations, etc.

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

4. Plumbing Drawings: Including but are not limited to, demolition plans, floor and roof plans, riser diagrams schedules, isometrics, plumbing fixture schedules, connection diagrams, sterilization, and details, including general notes, and all related calculations.

5. Mechanical Drawings: Including but not limited to, demolition plans, site, floor, and roof plans (power, lighting, HVAC, and other systems), block diagrams, flow diagrams, connection diagrams, controls, equipment schedules, calculations, including general notes, and details.

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

7. Hazardous Material Abatement Drawings (if required due to actionable hazardous material presence discovered during 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 D/B Team must review the VA's TIL Master Specifications and Design

Guidelines associated with this Project's SOW. The D/B Team is responsible for the preparation and submittal of the specifications for Government review. The TIL Master Specifications shall be updated/modified by the D/B Team to account for the design considerations, requirements, standards, and guidelines mentioned above. The specifications shall include all relevant sections and articles and shall incorporate D/B Team's generated specs when necessary. Specifications shall follow 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, as appropriate, to clearly identify the product that will be used in the construction of the project. The D/B Team 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. Materials Quantity Updates:

1. Submit material quantity updates for each submission of drawings and specifications. The update shall conform with VA form number 10-6238 and VA A/E Submission Requirements, PG-18-15 - Volume C. Also, submit the Materials Quantity Updates 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. All estimates shall be based on the most up-to-date working drawing available and shall be current as of the date of submission.

F. Revised Construction Schedule Estimate:

The Construction Schedule Estimate must follow the Critical Path Method (see PG-18- 15 & CPM) with a work breakdown structure (WBS) and all subdivided activities.

VI. Quality Assurance/Quality Control

A. To reduce construction change orders due to design errors and omissions, the D/B Team must develop and execute a QA/QC plan that demonstrates the construction documents have gone through a rigorous, thorough review and coordination effort.

1. Design-Build Cost Proposal: Provide an outline of the actions that the D/B Team 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 engineer and professional architect) 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.

B. The D/B Team shall ensure compliance with standards, specifications, quantity, and quality of material and workmanship in order to cover the performance of the project according to the design. VA inspections and tests are for the sole benefit of the VA, and

1. Do not relieve the D/B Team of responsibility for providing adequate quality control measures.

2. Do not relieve the D/B Team of responsibility for damage to or loss of the material before acceptance.

3. Do not constitute or imply acceptance of work.

VII. Before and During Construction Period

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A. Duration of Construction Period and Authority:

1. The D/B Team is responsible to provide construction and A/E services (such as but not limited to inspections, shop drawings review, construction partial quantities certification, etc.) during the Construction Period of this Project commences…