S02 SOW 523-25-004 Replace Fire Alarm AE.docx

VA Boston Healthcare System Jamaica Plain VA Medical Center 150 South Huntington Avenue Boston, MA 02130

SOW

Project # 523-25-004 Replace Fire Alarm

1.0 Statement of Work

Provide all professional architectural and engineering (A/E) services necessary to develop a complete construction package, with investigations, specifications, drawings, cost estimates, project phasing, construction schedules, site visits and construction period services associated with continuation to replace all fire alarm devices in all buildings on campus. A/E to review existing FCA Report and provide corrections with final design submission.

1. The intents of this project are to include, but are not limited to:

1.1 Provide all professional architectural and engineering services necessary to Review for Bid completed drawings re-develop completed drawings, specifications, cost estimates, if required and project phasing associated with Replacement of the Fire Alarm System in all buildings on campus (All buildings total – 1,000,000M square feet). Patient Buildings have first priority, Administration/Staff Buildings have second priority, Utility and Support Buildings have third priority.

1.2 The designer services shall include, but not be limited to:

· Review of the existing campus network / hard wire system conditions.

· Creation of options related to systems design, peer-to-peer network, intuitive event driven UL 2572 mass notification standard etc.

· Design of new systems with including all panels, distributions, devices, smoke detectors, heat detectors, horns, strobes, pull stations, enunciators, signage, etc.

· Design of all support systems including electrical, mechanical, Historic Preservation Section 106 Compliance, and architectural elements shall be included.

· Through the course of the CODE AND CRITEREA REVIEW phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents. All submission requirements shall conform to all VA criteria and standards, in addition to Commonwealth of Massachusetts state codes and regulations.

· Contractor to utilize 3D Lidar Scanning for above ceiling investigations. A/E to review FCA report and provide breakdown of corrective costs under this project.

· Construction ranging from $5,000,000 and $10,000,000.

1.3 Cost Estimating: The A/E is responsible, as part of his Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. The A/E shall notify the project engineer when estimated construction costs exceed the construction budget. The A/E shall be responsible for developing alternates to bring the project cost estimate under the construction budget. Cost estimates submitted as part of the required submittal requirements shall not be used as the sole method of meeting this requirement. The A/E shall modify project design as necessary to keep the project cost estimate at or below the construction funding level. These changes shall be made at no cost to the government.

1.4 Work will include, but not be limited to, demolition, new finishes, fire detection, and electrical work.

1.5 Asbestos: The proper identification of Asbestos to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project.

1.6 To extent possible existing Asbestos Assessment of Building’s will be made available to the A/E. Additionally, proper asbestos abatement design and Industrial Hygienist monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

1.7 Special attention will be required to develop a design that can be phased as to allow work to be performed while all services remain in operation and can reasonably maintain day to day operations. Through the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents. All submission requirements shall be in accordance with open ended A/E Contract and conform to all VA criteria and standards, in addition to Commonwealth.

2. Description of Work

2.1 General: Conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Engineering Service, VA Police, VA Safety), and presentation of preliminary layout plans with proposed alternatives to the User Group. Based on User Group meetings and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals. Through the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents. All design submission requirements shall be in accordance to Open ended A/E Contract and conform to the latest editions of all VA criteria/standards/regulations/design guides, etc. (VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov), in addition to Commonwealth of Massachusetts state codes and regulations and national codes and regulations.

2.2 Implementation: Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions found, identify/investigate/review the availability of existing building information, and field verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, video tape, and document the conditions of areas to be renovated and/or impacted. Provide the necessary investigation/inspection/testing/metering of existing utilities to ensure their adequacy for this project.

2.3 Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a stand-alone project (i.e., not as part of another project) and all cost for this replacement including but not limited to lead and asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall then be submitted for approval to the Project Engineer.

2.4 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be correct under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculations, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

2.5 Asbestos & Lead: The proper identification Asbestos & Lead to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos and Lead Assessment of the facility will be made available to the A/E. Additionally proper asbestos and lead abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

3. General Description of Services —

A/E shall provide the services indicated in this Statement of Work, Supplement A, Supplement B and Supplement C. These services will be provided in distinct phases:

· Conceptual/15% Submittal – Preliminary User Group Meetings & Field Surveys

· 30% Submittal – Schematics

· 60% Submittal – “DD” Design Development

· 90% Submittal – “CD” Construction Documents

· 100% Submittal – Bid [Final] Documents Construction Period Services

· Project Close Out Submittal – “As-Built” Construction Documents

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at the VA’s Office of Construction & Facilities Management web site:http://www.cfm.va.gov .

3.1.2 Electronic Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks (DWG + PDF per disk). Provide in accordance with Supplement “B” sets of drawings (AutoCAD DWG & Adobe Acrobat PDF). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed as “E” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2012. Drawing file names shall contain the drawing number and drawing title information. Drawings shall utilize world coordinate system with standard cross hairs. Each drawing shall have a separate drawing file name consistent with the drawing title. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

3.1.4 Fire/Life Safety Review: The VA will conduct an independent fire safety and life safety review shall be accomplished at each design submission. Contractor to complete an independent review. Include the cost and coordination for a fire/safety review.

3.2 Specifications

3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections. The VA Project Engineer will provide common design comments to incorporate into the design that are specific to VA Boston Healthcare System.

3.2.2 Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word, PDF). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Specifications shall be provided individually and as one compiled file both in MS Word and PDF for both. Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks.

3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers. The use of trade names may be used to establish the standard of quality to be met. To facilitate reviewing the following method shall be used until the Bid [Final] Documents are prepared … Deletions – Use strikethrough method Insertions – Use double underline with blue text method.

3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc.). The register shall be incorporated with the specifications.

3.2.6. Specification Section Merging: In addition to providing individual specification sections (MS Word, PDF), final specification sections shall be merged into one merged specification document (MS Word, Adobe Acrobat PDF) files on high quality CD-R disks. Provide two (2) editable documents each with one (1) file containing full document pagination in the right-hand side of Footer without the loss of individual section Headers/Footers.

3.3 Quantity and Cost Estimates

3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the Internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov .

3.3.2 Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form (MS Excel, PDF). THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR KEEPING THE PRJOJECT DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA) SHOULD COST ESTIMATES EXCEED CONSTRUCTION FUNDING.

3.4 Phasing and Construction Schedules

3.4.1 Schedules: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of required construction. Special attention will be required to develop a design that can be phased as to allow work to be performed while all services remain in operation and can reasonably maintain day to day operations.

3.4.2 Schedule Format: The construction schedules shall be horizontal bar charts that: a) identify the major construction activities required to perform the work; b) identify the duration of each of the major construction activities; c) identify the critical path network to achieve the work.

3.5 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, existing conditions, design objectives, design assumptions, product literature, and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

3.6 Quality Control

3.6.1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

· Identification and discussion of all organizational and technical interfaces

· Design team members and their areas of responsibility

· Team members responsible for checking the design

· Team members responsible for checking the electronic files

· Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts

· Project Schedule showing key milestones and review periods

3.6.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

3.6.2. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

3.6.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3.7 Site Visits, Meetings/Conferences, and Discussions

3.7.1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation. The A/E shall coordinate with the Project Engineer at least three (3) business days in advance with all the required information: summary of site visit, areas to be visited, dates and time durations, access that will be required, personnel names and phone numbers, etc. so the Project Engineer can notify appropriate services.

3.7.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.7.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

3.8 Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3.9 A/E Services during Construction – Construction Period Administration (CPA): CPA Services shall include, but are not limited to:

· 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;

· provide and maintain an updated submittal register

· compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products;

· responses to Request for Information (RFI);

· change order review and recommendations;

· preparation of cost estimates to Request for Proposal (RFP);

· Cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

· site visits and Inspections as required (6 minimum) and/or requested by the VA Project Engineer for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit;

· verification of as-built conditions from contractor supplied marked up prints;

· preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently;

· IH services associated with any asbestos or lead abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services, such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

Electronic Construction Submittals:

The A/E shall have the capability to electronically review and process construction submittals including digitally signing the Material Approval Submittal. A PDF writer (such as Adobe Reader/Writer or Pro V Nuance, etc.) is required by the A/E in order to process electronic construction submittals.

The A/E shall provide and manage a file share site for the processing of electronic submittals. This file management site shall be set-up to allow the contractor to electronically submit the construction submittals, allow the A/E to review and process the submittals and allow the VA to review and process the submittals. Due to VA Security Protocols, some FTP and SharePoint sites are restricted. If this occurs, the A/E is responsible to establish and utilize another file share site. Central Desktop is one cloud-based project collaboration web-service that is currently supported by VA Security Protocols.

ProjNet Dr Checks is also currently supported by VA Security Protocols.

4. References/Design Criteria

4.1 Incorporated References/Design Criteria — the following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. Design Copies of these may be found on the internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

Supplement “A” (attached) Supplement “B” - A/E Submissions of Design Review Materials (attached) Supplement “C” - A/E Minimum Submission Requirements (attached) Asbestos Abatement Design Manual (by referenced) ASHRAE Standard 55 – Thermal Environmental Conditions for Human Occupancy (by reference) ASHRAE Standard 62 – Ventilation for Acceptable Indoor Air Quality (by reference) ASHRAE Standard 90.1 – Energy Standard for Buildings Except Low-Rise Residential Buildings (by reference) Barrier Free Design Guide (PG-18-13) Construction Standards (H-18-3); latest revision (by reference) Master Specifications (PG-18-1); as revised by facility supplemented with PG-18-1 as needed (by reference) DVA National CAD Standard Application Guide (by reference) DVA National CAD Standards & Detail (PG-18-4); latest revision (by reference) Volume 1 Architectural; latest revision Volume 2 Site Engineering & Landscaping; latest revision Volume 3 Mechanical Engineering; latest revision Section 1 Plumbing & Sanitary Section 2 HVAC Section 3 Steam Generation & Distribution Volume 4 Electrical; latest revision DVA Special Design Criteria; HVAC, Mechanical, Plumbing, Electrical, Structural, et al (by reference) Environmental Planning Guidance (PG-18-7) National Standard Plumbing Code (NAPHCC) (by reference) National Electrical Code; latest revision (by reference) Handicapped Standards; latest revision (by reference) NFPA; latest revision (by reference) NFPA 99, 101 and other applicable NFPA Codes; latest edition (by reference) Applicable Occupational, Safety and Health Administration (OSHA) Standards (by reference) Applicable VA Design Guides (by reference) Applicable VA Design Alerts (by reference) Applicable VA Design Manuals (by reference) Applicable VA Quality Alerts (by reference) Applicable VA Equipment Guide Lists (by referenced) VA Equipment Reference Manual PG-18-6 (by referenced) A/E Contract Procedures (by reference) A/E Architectural Review Checklist (by reference) A/E HVAC Review Checklist (by reference) A/E Plumbing Review Checklist (by reference) A/E Electrical Review Checklist (by reference) A/E Coordination Drawing Checklist (by reference) Manual for Preparation of Cost Estimates (by reference) Applicable VA Energy Conservation & Sustainability Program requirements (by reference) Preparation and Issuance of Construction Solicitation Contract Documents Manual (by reference) A/E Submission Instructions for Minor and NRM Construction Program (PG-18-15) (by reference) Physical Security Design Manual Room Finishes, Door, and Hardware Schedules (PG-18-14) Site Utility Design Manual

4.2 Energy Requirements for all New Construction, Major & Minor Renovation Projects (ASHRAE Standard 90.1-2007 Energy Standard for Buildings):

4.2.1 Major and minor Construction:

AII new major & minor construction projects shall be designed to achieve an energy consumption level that is at least 30% below the level achieved under ASHRAE Standard 90.1-2007, if life cycle cost effective. Use Appendix G of ASHRAE Standard 90.1-2007 to document the energy savings.

Should the 30% reduction in energy consumption prove not to be life cycle cost effective, then the AE shall evaluate alternative designs at 5% successive decrements in order to identify the most energy efficient design that is life cycle cost effective.

The following parameters shall be used for performing the analysis:

· 20-year life-cycle period for system comparisons

· Use Public domain programs such as TRACE, E-CUBE, Carrier E20-II, Energy Plus, etc.

· 3% Discount Factor; and

· Neither method shall include taxes or insurance costs when computing cost.

4.2.2. Major and minor renovations and Major Equipment Replacements:

For major renovations: Shall include any renovation where an entire area is "gutted" and rebuilt, regardless of funding source (Major, Minor, NRM or CSI). Any replacement of central HVAC system or changes in air distribution shall be considered a "major Renovation."

Reduce the energy cost budget by 20% below pre-renovations 2003 baseline. AE 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 AE shall develop the energy budget as required in ASHRAE 90.1-2004, Appendix G, using the same parameters outlined above for new construction.

For NRM and CSI Projects: Where a small portion of a building, and only architectural treatments, or simple equipment replacement is planned. The renovation will have little to no impact on the central HV AC System, or energy use within the renovated area. The AE shall design all renovated areas to comply with ASHRAE Standard 90.1 -2007 as a minimum. Design to better than ASHRAE Standard 90.1 -2007, when obviously life cycle cost effective. Appendix G analysis is not required for NRM and CSI projects.

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.

Equipment shall meet the Mass Save and NGrid prescriptive rebate requirements. Contractor to submit completed application with equipment submittals that AE shall review. The VA is to receive the rebate as a utility bill credit.

4.2.3 Renewable Energy Resources: For any work, renewable (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness.

5. Design Budget

5.1 A/E is responsible to develop a design that can be built within budget and function as intended without change orders. The design must be based on the reality of existing site conditions and not solely on “As-Built” drawings. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction.

5.2 Cost Estimating: A/E shall be responsible, as part of the Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the Project Engineer when estimated construction costs exceed the construction budget. The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

5.3 Construction Budget: $7,983,574.00

5.4 Deduct Alternates: Shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding. These alternates are designed to assure a contract award and are in addition to the requirement to have a project design and estimate at or below construction funding. The A/E shall incorporate deduct alternates totaling at least 20% of the construction estimate into the project. The deduct alternates shall be clearly identified in the specifications General Requirements section and on the drawings.

5.5 Add Alternates: Shall not be used.

6. Design Phases

6.1 Conceptual with Alternatives: Refer to Supplement A and B. Working with the VA Medical Center’s project team (Project Engineer and User Group) the A/E shall propose conceptual needs and requirements with proposed alternatives for the planned scope of work. This task is an iterative process requiring multiple proposals and revisions developed during site meetings.

6.2 Schematics: Refer to Supplements A, B and C. A/E shall develop specific design needs and requirements with proposed alternatives. These documents are to be developed from the documents, meeting minutes and recommendations made during the conceptual phase. Any existing utilities and/or equipment which are to be incorporated into the project design shall be reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the planned scope of work. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications.

6.3 Design Development: Refer to Supplements A, B, C. Any existing utilities and/or equipment which are to be incorporated into the project design shall be further reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the approved scope of work. These documents are to be developed from the documents, meeting minutes and recommendations made during the schematics phase. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan, project phasing and market conditions which may affect bidding. It is expected that at the completion of this phase marks the completion of the data gathering portion of the project. The A/E shall have obtained all information required (including site visits) to proceed directly the preparation of Construction Documents.

6.4 Construction Documents: Refer to Supplement C. The A/E shall develop complete drawings and specifications and other documents necessary for the bidding and construction of this project. These documents are to be developed from the documents, meeting minutes and recommendations made during the design development phase. A/E shall perform an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan Invitation for Bids and Award dates, project phasing, and market conditions which may affect bidding.

6.5 Special Remarks: Cost estimates shall incorporate construction related issues which include but are not limited to materials, systems and construction techniques. Design documents review, analyses and recommendation of cost estimates covering labor, materials, equipment, general conditions and requirements developed for the project. Estimates shall allow for incorporation of review comments, which are within the Statement of Work.

7. Submittals and Performance Schedule

7.1 Deliver Submission Documents to the VA Boston Healthcare Project Engineer (MS-138P). The performance period will be project specific and will be specified with each scope of work.

7.2 Submission Materials and Schedules: Refer to Supplement B. Reproduction, mailing and delivery time is inclusive to the stated durations.

7.3 Government Review, Comment Resolution, and Meeting Minutes: The VA will review all submittals identified under this contract for functional and aesthetic relationship. The VA review may consist of written and/or oral comments at the discretion of the VA. VA review of the A/E’s work shall not be construed by either party to relieve the A/E from any requirements of this scope of work; the A/E is responsible for all design work. The A/E shall submit written responses to the VA's oral and written design review comments; these written responses shall be within seven (7) calendar days of the VA's comments; and these responses shall explain the action the A/E will take for each comment. The A/E will be responsible for taking minutes at meetings and submitting them to the project engineer for concurrence within seven (7) calendar days of the meeting. Both parties will discuss these comments, if necessary, and attempt to resolve any unsettled issues that may arise from the review. Time for reproduction and mailing is inclusive to the stated durations.

7.4 The A/E may choose to perform work, at its own risk, during the Government review and comment resolution period, however, comments resulting from that review must be incorporated into the design prior to the next submittal. In the event a subsequent design phase is not authorized, the A/E shall incorporate all available review comments into the design to complete the current phase.

7.5 Construction Execution:

Construction Documents to Bidders Date: To Be Determined (TBD) Bid Opening Date: TBD Actual Construction Contract Award: TBD Anticipated Construction Duration: TBD Construction Completion Date: TBD

8. Authorized Changes — The A/E shall only accept instructions and/or directions from the assigned Project Engineer. Changes in the project scope of work must be authorized by the VA Contracting Officer.

9. A/E Data Use Responsibilities - Due to the scope of work and the exchanging of VA security data subject to restrictions, the VHA BHS Privacy Officer and Information Security Officer require the AE to follow the VA Handbook 6500.6 Appendix A, which includes the following item(s):

Data Use Agreement (DUA) – an agreement document used for the transfer of data that has been developed by the government, where the data is nonpublic or is otherwise subject to some restrictions on its use. This will be established in union with the VHA BHS Privacy Officer and Information Security Officer.

Business Associate Agreement (BAA) - an agreement that defines the contractor’s responsibility as to government data. This will be established in union with the VHA BHS Privacy Officer and Information Security Officer.

roper A/E Training Certificates to be in place. This will be coordinated with the VHA BHS Privacy Officer and Information Security Officer.

Security Background checks to occur. This will be coordinated with the VHA BHS Privacy Officer and Information Security Officer.

SUPPLEMENT “A”

Additional Requirements of Architect/Engineer Services:

1) On site visits to define the details of the project scope of work meeting the goals of the Veterans Affairs' (VA) project team, and presentation of preliminary layout plans with proposed alternatives.

2) Electronic drawings shall be developed utilizing most up to date VA version of AutoCAD. Each electronic drawing file shall be identified with the drawing number and drawing title. Electronic submission shall include AutoCAD DWG & Adobe Acrobat PDF per drawing (sheet).

3) Specifications shall be developed utilizing most up to date VA version of MS Word. Electronic Specification files shall be identified with the specification number and specification section title. An individual MS Word specification section file as well as a consolidated MS Word file of all specification sections is required. In addition, a PDF consolidated file of all specifications sections is required. Provide two (2) editable documents each with one (1) file containing full document pagination in the right-hand side of Footer without the loss of individual section Headers/Footers.

4) Cost Estimates shall be developed utilizing most up to date VA version of MS Excel.

5) All computer-generated files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD DWG & Adobe Acrobat PDF) and specifications (MS Word and PDF) and cost estimates (MS Excel, PDF). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF and ZIP files are not acceptable). Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks by the VA.

6) 90% Design Submission: The 90% design submission shall be a Complete 100% Design. All plans, sections, details, etc. shall be complete at this time. The A/E shall ensure that the 90% design submittal is in fact his/her 100% product, and that it represents a total biddable package. An incomplete 90% design submittal may be rejected by the VA; a rejection will require the A/E to resubmit a 90% design with no additional cost to the government.

7) The design consultant must have a PDF writer program to electronically sign material submittals; all Material Submittal Forms will be processed via electronic format with digital signature which utilizes a PDF Writer Program such as Adobe Reader/Writer or Pro V Nuance.

8) Site visits (8 for design and 10 for construction) as required and/or requested by the VA Contracting Officer and Project Engineer for review and inspection of progress including final tests and inspections.

9) Phasing and Construction Project Schedules shall be developed using most up to date VA version of Microsoft Office Project or Microsoft Office Excel.

SUPPLEMENT “B”

A/E SUBMISSIONS

OF DESIGN REVIEW MATERIAL

FIRST REVIEW (Conceptual – Preliminary User Group Meetings & Field Surveys) Hardcopy:

2 Sets of reduced size preliminary layout plans with proposed alternates per meeting - 15 inches by 22 inches 2 Sets of bound conceptual estimates with proposed alternates per meeting 2 Sets of preliminary investigation report with recommendations and alternatives per meeting Electronic: 2 Sets of high-quality CD-R disks with the following on each:

1 Set of PDF preliminary layout plans with proposed alternates per meeting 1 Set of PDF conceptual estimates with proposed alternates per meeting 1 Set of preliminary investigation report with recommendations and alternatives

SECOND REVIEW (30% Submittal – Schematics) Hardcopy:

1 Set of full size bound schematic layout plans/details – 24 inches by 36 inches 1 Set of reduced size bound schematic layout plans/details on 20# bond 1 Set of 3-ring bound draft specifications with Mylar front and back cover sheets 1 Set of bound schematic estimates 1 Set of draft phasing plans Electronic:

2 Sets of high-quality CD-R disks with the following on each:

1 Set of AutoCAD & PDF schematic drawings in accordance with Supplement “A” 1 Set of MS Word & PDF draft specifications in accordance with Supplement “A” 1 Set of MS Excel & PDF schematic estimates in accordance with Supplement “A” 1 Set of Design Analysis with investigation reports, recommendations, alternatives and calculations

THIRD REVIEW (60% Submittal – “DD” Design Development) Hardcopy:

2 Sets of full-size bound design development layout plans/details – 24 inches by 36 inches 1 Set of reduced size bound design development layout plans/details on 20# bond 1 Set of 3-ring bound design specifications with Mylar front and back cover sheets 1 Set of bound design development estimates 1 Set of design development phasing plans Electronic:

2 Sets of high-quality CD-R disks with the following on each:

1 Set of AutoCAD & PDF design drawings in accordance with Supplement “A” 1 Set of MS Word & PDF design specifications in accordance with Supplement “A” 1 Set of MS Excel & PDF design development estimates in accordance with Supplement “A” 1 Set of Design Analysis with investigation reports, recommendations, alternatives and calculations

FOURTH REVIEW (90% Submittal – “CD” Construction Documents) Hardcopy:

1 Set of full-size bound construction drawings layout plans/details – 24 inches by 36 inches 1 Set of reduced size bound construction drawings layout plans/details on 20# bond 1 Set of 3-ring bound construction specifications with Mylar front and back cover sheets 1 Set of bound construction estimates 1 Set of construction documents phasing plans Electronic:

2 Sets of high-quality CD-R disks with the following on each:

1 Set of AutoCAD & PDF construction drawings in accordance with Supplement “A” 1 Set of MS Word & PDF construction specifications in accordance with Supplement “A” 1 Set of MS Excel & PDF design development estimates in accordance with Supplement “A” 1 Set of Design Analysis with investigation reports, recommendations, alternatives and calculations

FIFTH REVIEW (100% Submittal – Bid [Final] Documents) Hardcopy:

1 Set of full size unbound final bid plans/details on Mylar with Registered Architect (RA) and Professional Engineer (PE) stamps - 30 inches by 42 inches 1 Set of full size bound final bid plans/details on 20# bond with RA & PE stamps 1 Set of reduced size bound final bid layout plans/details on 20# bond with RA & PE stamps 1 Set of 3-ring bound final specifications paginated front to back with Mylar front and back cover sheets 1 Set of bound final estimates 1 Set of final phasing plans 1 Set of final Design Analysis with investigation reports, recommendations, alternatives and calculations Electronic: 2 Sets of high-quality CD-R disks with the following on each:

1 Set of AutoCAD & PDF final bid drawings in accordance with Supplement “A” 1 Set of MS Word & PDF final specification Sections in accordance with Supplement “A” 1 Set of MS Word & PDF final specification Sections merged in accordance with Supplement “A” 1 Set of MS Excel & PDF final estimates in accordance with Supplement “A” 1 Set of final Design Analysis with investigation reports, recommendations, alternatives and calculations

SIXTH REVIEW (Project Close Out Submittal – “As-Built” Construction Documents) Hardcopy:

1 Set of full size As-Built plans/details on Mylar with RA & PE stamps 1 Set of reduced size bound As-Built plans/details on 20# bond with RA & PE stamps Electronic:

2 Sets of high-quality CD-R disks with the following on each:

1 Set of AutoCAD & PDF As-built drawing in accordance with Supplement “A”

Project Design Schedule Facility: DVA – VA Boston Healthcare System, Jamaica Plain Campus A/E Firm: TBD Project Title: Replace Fire Alarm Project Number: 523-09-152 Duration: 130 Calendar Days after Notice to Proceed (NTP)

Survey Existing Conditions, Coordinate Design with Consultants & VA Comments

SUPPLEMENT "C"

A/E Minimum Submission Requirements

Table-of-Contents

GENERAL

II. SUBMISSIONS