S02 Scope of Work 9-17-21.docx

A/E SCOPE OF WORK

Project# 650-22-118 Upgrade HVAC in Clinical Lab

1. GENERAL:

The Providence VA Medical Center is a large healthcare facility and campus which was originally constructed in 1947 and opened to patients in 1949. The 46-acre Providence VA Medical Center campus includes Building 1, the main hospital building, as well as a mix of original and newly acquired and constructed clinical and support buildings. Building 1 itself has undergone nearly continuous additions, renovations, and modernizations since its opening.

Additions generally include the installation of various dedicated HVAC systems. The Building 1 “C-Wing” addition, which encompasses the 2nd floor Clinical Lab, was designed in 1977 and constructed shortly thereafter. The clinical lab has a dedicated central chilled water HVAC system as well as hydronic perimeter heating. The area has undergone some upgrades over the years but the architectural design remains largely intact since its initial construction. The HVAC system, however, although modified over the years, has not kept pace with numerous upgrades to and the addition of modern automated laboratory equipment and a greater number of full-time employees working within the lab, all of which have increased the required cooling load significantly. The clinical lab HVAC system is now underperforming and is grossly inadequate for the needs of the lab as it has evolved. In an attempt to at least temporarily provide sufficient cooling within the clinical lab, the medical center has installed several “roll-n-cool” air conditioning devices which attempt to provide adequate cooling within the lab. Although they provide some improvement, the devices do not sufficiently supplement the obsolete HVAC system.

The Providence VA Medical Center now seeks to repair and upgrade the Clinical Lab HVAC system to provide adequate temperature control (cooling and heating), proper air flows, pressurizations, and humidification/dehumidification as well as to accommodate future laboratory expansion and equipment installations such as negative air specimen examination hoods, each of which exhaust several hundred cubic feet per minute of air from the lab. This system must be incorporated into the Providence VAMC Metasys BMS by Johnson Controls for total control and monitoring, including full graphics.

2. PROJECT SCOPE OF WORK:

Provide Architect/Engineer professional services to investigate and design to correct and upgrade the underperforming 2nd Floor Clinical Lab HVAC system in order to provide constant and reliable temperature and humidification/dehumidification control as well as filtration, proper air changes, and relative pressurizations within acceptable limits per the most current version of the VA HVAC Design Manual with capacity to accommodate future laboratory equipment, upgrades, and additions and to incorporate the upgraded Clinical Lab HVAC system into the Providence VAMC Metasys BMS for full monitoring and control, including full graphics. The A/E shall emphasize that all cooling/heating systems must remain operational, or adequate supplemental cooling/heating must be provided during construction, given the clinical lab operates on a 24/7 schedule and cannot be shut down during construction.

The project shall consist of the following tasks:

1. Coordinate with the Providence VAMC staff, conduct surveys, perform investigations, and prepare documentation of all existing and forecast conditions necessary for the design and construction of this project. Asbestos-containing materials are known to exist within Building 1 and other buildings on campus and such materials will likely be encountered in the performance of work for this project. A complete survey shall be performed of existing construction materials within Building 1 and other buildings likely to be disturbed or otherwise impacted by the work of this project to identify the type, location, and quantity of asbestos-containing material, lead paint, and other hazardous materials.

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

· Architecture

· Civil/Site engineering

· Structural engineering

· Mechanical engineering

· Electrical engineering

· Plumbing engineering

· Fire Protection engineering

· Hazardous materials mitigation/abatement Include detailed Safety/ Infection Control Requirements for Hospital environments in accordance with VA standards and guidelines.

3. Demonstrate Constructability: Prepare project construction phasing plans so as not to cause the shutdown of any portion of the medical center during construction of this project. Sufficient detail shall be provided to make clear how the construction can be accomplished without shutting down any portion of the hospital. Identify possible construction phases to maximize flexibility to award portions of the contract related to available construction funds. Identify areas with restricted access and requirements for work to be done during other than normal business hours.

4. Complete the VA’s NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use, and similar projects will have a significant impact on the environment.

5. Prepare construction cost estimates.

6. Prepare project construction phasing plans.

7. Prepare project construction schedules.

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

9. Fully investigate interior spaces, by looking above drop ceilings and other explorative methods to determine utility locations, plumbing and electrical connections and other information that may impact the project construction.

10. Prepare project submittal registers

11. Attend a Pre-Bid meeting.

12. Respond to inquiries and requests for clarification during the construction contract solicitation period of the project.

13. Attend a Pre-Construction meeting.

14. Provide an evaluation of the construction cost of the apparent low bidder or best qualified proposer (Optional Service)

15. Review and approve submittals from the construction contractor.

16. Respond to inquiries and requests for clarification during the construction of the project.

17. Prepare supplementary construction documents and cost estimates for any construction modification or change order required.

18. Make periodic visits to the project site during construction, when requested by the VA.

19. Conduct a final inspection of the substantially completed project.

20. Provide record drawings of the completed construction project.

The A/E shall be responsible for the entire design of this project, including confirmation of existing conditions, investigation for the presence of hazardous materials, and preparation of hazardous materials abatement plans and specifications.

· The A/E shall prepare an Infection Control Risk Assessment in accordance with Infection Control Policies and Procedures of this VAMC for each portion of the existing facility that is impacted by the project.

· The A/E shall revise the risk assessment until the VAMC concurs with the results of the risk assessment.

· The A/E shall prepare a detailed Infection Control Plan for the construction contractor to follow based on the results of the risk assessment. This plan shall be based on the medical center infection control policies and shall be site-specific for the areas involved in the project.

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

· The A/E shall emphasize that all cooling systems must remain operational during normal business hours.

· The A/E shall prepare written limitations on the construction operations and include these construction limitations in the construction documents.

· The A/E shall identify the construction impacts on hospital functions, prepare proposed limitations on construction contractor operations to mitigate impacts on hospital functions, and incorporate into the construction documents all limitations that are approved by the VAMC. Such limitations may include but are not necessarily limited to: restricted working hours, restricted access to certain portions of the VAMC, provisions of temporary facilities, and pre-conditions for contractor occupancy work areas.

The A/E shall design and specify Interim Life Safety Measures (ILSM) that the contractor shall provide as necessary to ensure that the continued occupancy of all VAMC Providence buildings can be safely maintained during construction in accordance with NFPA 101, The Life Safety Code.

The A/E shall incorporate by reference the US Army Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1 and the contractor shall be required to conform to the requirements of this manual.

All specified energy-consuming products shall be listed in the ENERGY STAR® Program or Federal Energy Management Program (FEMP). Comply with FAR Subpart 23.203 “Notifier” fire alarm system is in use throughout the existing facility. All specified fire alarm equipment shall be fully addressable and capable of communicating with the “Notifier” system. Connection to “new” system will require reprogramming. The A/E shall identify in the specifications the responsible party for reprogramming.

The project shall incorporate features that meet VA standards for the dignity, security and privacy of patients who utilize the facilities constructed by this project. Minimum standards are provided in Appendix A of VHA Handbook 1330.01, Health Care Services for Women Veterans.

3. PROPOSED DESIGN SCHEDULE:

4. COST ESTIMATING REQUIREMENTS:

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

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

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

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

e. The construction cost estimate for this project shall be prepared in conformance with the VA Manual for Preparation of Cost Estimates for Hospital Projects and VA Program Guide PG-18- 15.

5. PLANNING INFORMATION/STANDARDS:

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

1. International Building Code (latest edition)

2. International Mechanical Code (latest edition)

3. International Plumbing Code (latest edition)

4. National Standard Plumbing Code (latest edition)

5. The National Electrical Code (latest edition)

6. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the Facilities Guidelines Institute (FGI), American Society of Healthcare Engineering (ASHE)

7. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the American Institute of Architects

8. Architectural Barriers Act Accessibility Standards (ABAAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to ABAAS

9. United States National CAD Standard and VHA National CAD Standard Application Guide

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

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

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

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

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

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

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

17. Physical Security and Resiliency Design Manual for VA Facilities, Mission Critical Facilities (latest edition)

18. Sustainable Design and Energy Reduction Manual (VA Facilities)

19. VHA Handbook 1330.01, Health Care Services for Women Veterans

20. VA Seismic Design Requirements H-18-8

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

b. Sustainability: New stand-alone construction and major renovation projects shall be designed and constructed to achieve LEED Silver status with minimum extra effort and cost. These projects may register with the USGBC with the goal of obtaining LEED Silver or LEED Silver equivalency. VA encourages A/E project teams to achieve the highest LEED level possible within the scope and budget of each project. The project team is also encouraged, but not required, to pursue third party review and formal LEED Certification with the U.S. Green Building Council and display the seal in the facility.

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

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

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

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

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

· A site evaluation and soils analysis

· Calculations for the 95th percentile rainfall event

· Site design and storm water management practices incorporated into the design.

· Design calculations for each storm water management practice

· Volume of storm water managed by each storm water management practice implemented above

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

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

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

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

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

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

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

6. Provide an Energy Code and Sustainability Review Report, LEED Review Report, and Life Cycle Cost Calculations as part of the design analysis that is submitted with each design submittal; design analysis shall be in digital form.

7. The A/E must possess design team members with Leadership in Energy and Environmental Design (LEED) certification and Certified Energy Manager (CEM) certification.

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

6. MEETINGS:

The A/E may be required to attend pre-design, design review, pre-bid, and pre-construction meetings.

7. DESIGN SITE VISITS:

The A/E will be required to participate in site visits to obtain the details and specifics of the existing field conditions in order to fully complete the work of this project without omission. Site visits will include, but not be limited to inspection of normally enclosed or inaccessible areas such as spaces above the ceilings, within walls or chases, in pipe crawl spaces, and in or under basement floors. When needed, A/E Firm and the VA COR will coordinate to have walls or ceilings opened to examine the interior or hidden conditions to provide complete drawings. Arrangements for visits to make inspections should be made at least 48 hours before the site visit.

QUALITY ASSURANCE/QUALITY CONTROL

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

8. DESIGN SUBMISSIONS:

The A/E shall retain file copies of all items to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development. The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or his Representative. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage.

a. Design Analysis (Basis of Design): Provide design analysis, in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified), (1) the scope of work (as the A/E understands it) with the specific objectives of the project, (2) the applicable Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage, (3) any preliminary design calculations prepared by each design discipline (architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary), (4) reports of site visits, (5) meeting minutes, (6) results of assessments and evaluations of alternative designs, and (6) all other relevant data. The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E.

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

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

Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic version of drawings shall be submitted using IBM compatible "AutoCad" 2000 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2000 release. Final drawings shall be plotted in ink on 30" x 42" polyester film sheets. Sepias are not acceptable as original drawings. Final drawings submitted by the USACE shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information.

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

All contract drawings shall be produced with a view to the use of half-size reductions. Pertinent criteria to assure this result are as follows:

1. Drawings shall provide uniform photographic quality.

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

3. Legends and symbols as well as size, spacing and location of notes, dimensions, etc. shall be such as to produce legible half-size reproductions.

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

5. Clearly distinguish between new work and existing work.

6. Graphic scales shall be provided on all drawings.

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

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

Ensure all specification requirements are consistent with other sections and with information reflected in the drawings or the A/E may be held liable for costs incurred by the government for these and similar A/E design errors and inconsistencies in the specifications and drawings.

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

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

(1) CONCEPT DESIGN DOCUMENT SUBMISSION (Preferred Alternative): The following quantities of design review material are required:

(a) 4 copies of Drawings (Black line on bond paper, suitably bound)

(b) 3 copies of Design Analysis

(c) 1 copy of the Construction Cost Estimate

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

(2) SCHEMATIC DESIGN SUBMISSION (30% Design Document Submission). The following quantities of design review material are required:

(a) 4 sets of full size Plans (Black line on bond paper, suitably bound)

(b) 1 set of Construction Cost Estimate

(c) 2 sets of marked-up Sections of the VA Master Construction Specifications

(d) 2 sets of Design Analysis

(e) 1 copy of the Construction Duration Schedule

(f) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

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

(3) CONSTRUCTION DOCUMENT SUBMISSION (60% & 100%) The following quantities of design review material are required:

(a) 1 set of full size Plans (Black line on bond paper, suitably bound) and 3 half size Plans.

(b) 1 sets of Construction Cost Estimate

(c) 2 sets of Construction Specifications

(d) 2 sets of Design Analysis

(e) 2 copies of the Construction Duration Schedule

(f) 1 copy of A/E responses to VA comments of previous submission

(g) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

(h) 1 Electronic Media (CD ROM) copy of the above documents

(4) CONSTRUCTION DOCUMENT SUBMISSION (Final) Upon completion of all revisions, submit the following items:

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

· Drawings on IBM compatible "AutoCad" version 2000 and in Portable Document Format (pdf).

· the final specifications in Microsoft Word format.

· the final specifications assembled into a single file in Portable Document Format (pdf).

· final construction cost estimate in Microsoft Excel.

· Final Design Analysis in a single file in Portable Document Format (pdf).

· Construction duration schedule in Portable Document Format (pdf).

(b) 2 full size sets of Plans (Black line on bond paper, suitably bound) and 4 half size sets of Plans.

(c) 1 set of Original Reproducible Specifications.

(d) 1 copy of A/E responses to VA comments of previous submission.

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

(5) CONFORMED CONSTRUCTION DOCUMENT SUBMISSION: Upon completion of the final design of the project and the award of a construction contract, submit the following items prior to the start of construction work as Conformed Project Documents:

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

· drawings on IBM compatible "AutoCad" version 2000 and in Portable Document Format (pdf)

· the final specifications in Microsoft Word format

· the final specifications assembled into a single file in Portable Document Format (pdf)

(b) 1 set of Original Reproducible Plans (Mylar with 6 mil thickness double matt polyester film sheets), with seal of the design professional on each sheet.

(c) 1 set of Original Reproducible Specifications

f. Delivery Media and Format for Final Documents

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

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

a. Contract Number and date.

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

c. Sequence number of digital media.

d. List of file names on the digital media

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

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

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

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

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

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

f. Include any standard sheets (i.e. abbreviation sheets, standard symbol sheets, etc.) necessary for a complete project.

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

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

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

9. CONSTRUCTION PERIOD SERVICES (Optional Service).

The construction period service will commence with the award of the construction contract and will terminate with the acceptance of the completed construction by the VA. Services shall include the following [SP 2, 27-31]:

a. Review of submittals - within fifteen (15) calendar days after receipt of submittal the A/E shall complete the review of contractor submittals and return the submittals to the VA. [SP 15, 28 & CP 7]

b. Review of requests for information and change order cost proposals, and preparation of supplementary drawings or other documents that may be required to clarify or supplement the contract documents, shall be completed by the A/E within fifteen (15) days after receipt of request. [SP 27, 29 & 31]

c. Preparation of as-built drawings by incorporating changes from the marked-up set of prints prepared by the contractor onto the original drawings. As-built drawings to be on IBM compatible AutoCad version 2000 - within sixty (60) days after receipt of the contractor's marked-up documents. [SP 30]

10. CONSTRUCTION PERIOD SERVICE SITE VISIT: (Optional Service).

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

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

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

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

b. An estimated four (4) A/E site visits will be required, in addition to the final inspection and site visits made necessary by clarification of design, contract, or existing conditions not properly addressed in the contract documents. On each visit a field inspection of all contract work will be conducted and assessment of progress made, and a written inspection report prepared and submitted to the VA Medical Center.

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

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

11. ATTACHMENT

See attached document: S02 Attachment PPQ.

End of SF 330 Special Notice