S02 - SOW - A-E Roof Replacement Building 4 and 22.pdf

Project # 523A5-22-001 Replace Roofing, Buildings 4 and 22 Brockton VA Medical Center, Architect/Engineer (A/E) Statement of Work (Design)

1 Scope of Work Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, construction schedules, project phasing, investigations, site visits and construction period services associated with Roof Replacements for Buildings No. 4 and 22 at the Veterans Administration, Boston Healthcare System (VA BHS), Brockton Campus, 940 Belmont Street, Brockton, MA. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for consistent design with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The intent of this project is to current Veterans Health Administration (VHA) design and construction standards.

This project shall update and replace the existing roofing for Buildings No, 4 and 22 through the design and construction. Work shall be located on the roof of each building. The roofing was installed and repaired over several years and shows distinctive deterioration.

The project intent includes, but is not limited to:

• The A/E contract shall evaluate and perform a complete survey of the existing conditions of work area and provide preliminary report to be reviewed and evaluated by the VA Management. Upon approval the A/E shall develop and prepare the construction documentation package.

• Perform complete existing conditions assessment of work area to generate cost estimate for work to be performed by construction contractor.

• Perform Core Cuts and Infra-Red Scans for each roof section.

• Generate specification package for construction of project using VA standard specifications.

• Prior to Design implementation, the A/E shall conduct Asbestos and PCB Sampling for any of the old caulking, asbestos sampling of the core cuts and asbestos sampling of any of the roof cement mastic. Results to be submitted to the VA prior to the initiation of the design.

The following items may be provided by VHA upon request to selected A/E:

Square footages of each of the respective roof areas.

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), and presentation of preliminary layout plans. Based on 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. Contract and conform to the latest editions of all VA criteria/standards/regulations/design guides, etc. as found on the VA Office of Construction & Facilities Management web site: http://www.cfm.va.gov, in addition to Commonwealth of Massachusetts state codes and regulations, Federal codes and regulations and ASHRAE Standard 90.1-2007, Energy Standard for http://www.cfm.va.gov/

Buildings.

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 facility 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/. These services to be part of base contract.

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 standalone project (i.e., not as part of another project) and all cost for this replacement including but not limited to , 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 calculation, 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, Environmental Assessment Report, engineering considerations and options report shall be developed for this project.

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:

• 10% Submittal- Asbestos and PCB Sampling

• 30% Submittal – Schematics based on Preliminary User Group Meetings & Field Surveys

• 60% Submittal – “DD” Design Development

• 100% Submittal – “CD” Construction Documents

• Final 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 shall 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 Massachusetts registered Professional Engineer. All drawings will be created using IFC compliant parametric Building Information Modeling (BIM) as the architectural/engineering software, currently AutoCAD Civil 3D 2020 and/or AutoCAD Revit Architectural Suite 2020 and/or AutoCAD Revit MEP Suite 2020 applying the VA BIM Guide and the United States National CAD Standard v6 (US NCS v6). The VA has adopted the US NCS v6 replacing the VHA National CAD Standard Application Guide. The VA BIM Guide is available on the Internet at the VA Office of Construction & Facilities Management (VA OCFM) web site: http://www.cfm.va.gov, the US NCS v6 is available through the National Institute of Building Sciences.

3.1.2 CAD Files: CAD files shall be created/exported directly from the BIM software application. One CAD (*.DWG) file shall be created per drawing (sheet) applying the US NCS v6 layering, sheet naming and disk labeling protocols. All files shall be IBM compatible and furnished on high quality DVD-R disks.

Provide in accordance with Supplement “B” sets of drawings (AutoCAD). 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 2020. 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: An independent fire safety and life safety review shall be accomplished at each design submission. Include the cost and coordination for a fire/safety review in this work.

3.2 Specifications

3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as found on the VA Office of Construction and Facilities Management web site: http://www.cfm.va.gov. The A/E shall incorporate any revisions to the VA Master Specifications into the project specifications through the completion of the 60% Design Submission. The A/E may be requested to incorporate revisions to the VA Master Specifications into the project specifications at any time prior to the solicitation of the project for construction depending upon the scope and impact of the revisions. VA Boston Healthcare System Engineering (VA BHS 138) will provide the A/E with information specific to the VA BHS campus and the project to aid in the preparation of the project specifications. 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.

3.2.2 Electronic Files: All files shall be IBM compatible and furnished on high quality DVD-R disks.

Provide in accordance with Supplement “B” sets of specifications (MS office 365 - Word). 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). 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.

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.

3.3 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 one (1) hard copy and in electronic format. 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. All Estimates shall include the Words “For Government Use Only” on each page.

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 (Gantt Chart).

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 Office of Construction & Facilities Management (VA OCFM) 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.

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):

3.9.1 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.

• A minimum of six (6) site visits as required 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.

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

3.9.3 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 secure file transfer protocol (sftp) site or file share site meeting VA Information Security requirements 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.

4 References/Design Criteria

4.1 General

All references shall be the current edition (including revisions) on the date of execution of the A/E design contract.

4.1.1 Incorporated References/Design Criteria: The following documents form a part of this contract to the extent referenced and are hereby 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 Office of Construction & Facilities Management (VA OCFM) web site: http://www.cfm.va.gov.

• Supplement “A” (attached)

• Supplement “B” - A/E Submissions of Design Review Materials (attached)

• Supplement “C” – Refer to VA A/E Submission Instructions, Vol. C for NRM projects (PG 18-15)

• Sketch of Work Area (attached)

• Standard Detail Booklet (attached)

• VA Asbestos Abatement Design Manual

• VA Design and Construction Procedures (PG-18-3)

• VA Master Specifications (PG-18-1)

• VA BHS Campus specific Specifications

• Fire Alarm

• Direct Digital Controls

• VHA National CAD Standard Application Guide

• VA BIM Guide

• VA Standard CAD Details (PG-18-4)

• VA Design Guides (PG 18-12)

• VA Design Manuals (PG 18-10) HVAC, Mechanical, Plumbing, Electrical, Structural, etc.

• Physical Security Design Manual for VA Facilities

• National Standard Plumbing Code (NAPHCC)

• National Electrical Code

• VA Barrier Free Design Guide (PG 18-13)

• Handicapped Standards; latest revision

• NFPA

• Applicable VA Design Alerts

• Applicable VA Quality Alerts

• Applicable VA Equipment Guide Lists (PG 18-5)

• VA A/E Contract Procedures

• VA A/E Submission Instructions, Volume C for NRM projects (PG 18-15)

• VA A/E Architectural Review Checklist

• VA A/E HVAC Review Checklist

• VA A/E Plumbing Review Checklist

• VA A/E Electrical Review Checklist

• VA A/E Coordination Drawing Checklist

• VA Manual for Preparation of Cost Estimates

• Applicable VA Energy Conservation & Sustainability Program requirements

• VA Preparation and Issuance of Construction Solicitation Contract Documents Manual

• A/E Submission Instructions for Minor and NRM Construction Program (PG-18-15)

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

4.2.1 Major and Minor Construction: Not Used.

4.2.2 Major and Minor Renovations and Major Equipment Replacements: Not Used

4.2.3 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 HVAC System, or energy use within the renovated area. The A/E 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.

4.2.4 Renovations Impacting Energy Consumption: 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.

4.2.5 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 General

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

Construction Budget: $2,500,000.00

5.4 Deduct Alternates

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

Add Alternates shall not be used.

6 Design Phases

6.1 Conceptual Design Phase 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 Schematic Design Phase

Refer to Supplements A, B and C. The 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 Phase

Refer to Supplements A, B and 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 Document Phase

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.

6.4.1 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 Submission Delivery

Deliver Submission Documents to the assigned VA Boston Healthcare System (VA BHS) Project Engineer. The performance period will be project specific and will be specified with each scope of work in Supplement B. Review of material with the VA will take place approximately 14 days after submission.

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 receipt 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 Concurrent A/E Design and Government Review

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

• Award of Construction Contract: 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 in writing by the VA Contracting Officer.

END

Project # 523A5-22-001 Roof Replacements Buildings 4 and 22 Project SUPPLEMENT “A” – General Description of Services

Current Situation:

The Brockton campus of the VA Boston Healthcare System has an buildings with roofing conditions that require extensive repair work.

Statement of Task:

This project will improve the roof conditions to ensure that the roof will comply with code requirements and provide an intact and weather proof structure.

Project Construction Budget 523A5-22-001 $2,500,000.00

Deduct Alternatives:

Contractor shall generate Deduct Alternatives totaling twenty percent (20%) of the Project Construction Budget which shall be incorporated into the design requirements to maximize the use of available Government funds in the case of market fluctuations. The VA shall choose the deduct alternative(s) from the A/E recommendation(s). Deduct Alternatives shall not be used to bring the projected project costs within construction funding; these alternatives are designed to assure a contract award and to have a project design and estimate at or below construction funding.

General Requirements:

Provide services for site investigation, the preparation of drawings, specifications, estimates, phasing schedules, and construction administration including the necessary engineering and design details for all architectural, site engineering, mechanical (plumbing, fire protection and HVAC), electrical, structural, asbestos abatement, and other specialty consultants elements required to comply with the latest editions of all applicable DVA guidelines (e.g., Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, JCAHO, Federal and State building codes pertinent to the project scope within the constraints of the construction budget consistent with the goals of the VA’s project team as delineated during preliminary project meetings and field surveys.

The services shall also include, but are not limited to the following:

• On site visits to define the details of the project scope of work meeting the goals of the VA’s project team, and presentation of preliminary layout plans with proposed alternatives.

• Using documents attached including the campus standards (“Standard Detail Booklet”), contractor shall generate construction documents to correct deficiencies discovered during existing conditions survey.

• Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Site investigations shall verify and record the conditions of each area to be renovated and/or impacted by the project. Each discipline shall document and investigate the relevant existing conditions found, review the availability of existing building information, and field verify all essential elements pertinent to completion of the project documents.

• Representation during all design review and field survey meetings. A/E shall document the results of each meeting and provide the conclusions to the Contracting Officer and VA Project Engineer within one (1) week following each meeting.

• On site study of Environmental Sensitive Areas and areas of historical, cultural, community impact shall be performed, and an Environmental Assessment Report shall be submitted to VA Project Engineer within one (1) week following the study. Protective measures for any environmental sensitive areas identified in this study shall be included in the design and construction requirements, documents and specifications.

• Based on meetings and investigations prepare design analysis, system single line drawings, working drawings and construction documents with the necessary engineering and design details for all disciplines within the limits of the project goals established. It is the intention of the VA to engage the services of an independent Commissioning Agent to assist the VA in evaluating the proposed design and in commissioning the building systems prior to final acceptance of the project.

The A/E shall comply with the recommendations of the Commissioning Agent in so far as the recommendations are consistent with the goals of the project.

• Drawings shall be generated using IFC compliant parametric Building Information Modeling (BIM) as the architectural/ engineering software, currently AutoCAD Civil 3D 2020 and/or AutoCAD Revit Architectural Suite 2020 and/or AutoCAD Revit MEP Suite 2020 applying the VA BIM Guide and the National CAD Standard v6 (NCSv6). Drawing file names must relate to the VA project name, discipline and subject as approved by the VA Project Engineer. Drawings shall utilize world coordinate system with standard cross hairs. Specifications shall be developed utilizing MS Office 365. Drawing and specifications are also to be provided in Adobe Acrobat PDF file format. All computer-generated files shall be IBM compatible and furnished on high quality DVD-R disks. Provide in accordance with Supplement “B” sets of both drawings (AutoCAD) and specifications (MS Word). 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 by the VA.

• Construction Period Services are to include, but are not limited to, review and approval of construction submittals, samples, shop drawings, schedules, phasing plans; response 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 apparent construction plan deviations; a minimum of six (6) site visits as required and/or requested by the VA Contracting Officer and Project Engineer for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Contracting Officer and Project Engineer within one (1) week after the visit; verification and preparation of as-built drawings from contractor supplied marked up prints (As specified in Supplement B) which the VA will retain permanently.

Roof Replacements Buildings 4 and 22 SUPPLEMENT “B” – A/E Submissions of Design Review Material

FIRST REVIEW (30% Submittal – Schematics based on Preliminary User Group Meetings & Field

Surveys) (per meeting)

2 CDs each containing the following:

• Preliminary Investigation Report with Recommendations and Alternates

• Schematic estimates with proposed alternate in accordance with Supplement “A”

• AutoCAD and PDF schematic drawings with phasing plans in accordance with Supplement “A”

• MS Word and Adobe PDF draft specifications in electronic format in accordance with

Supplement “A”

• MS Word and Adobe PDF draft design analysis / narratives

1 Set of full size bound schematic layout plans/details with phasing plans – 30” by 42” 1 Set of reduced size schematic layout plans/details with phasing plans – 11” by 17” 1 Set of design analysis / narrative with Mylar front and back cover sheets 1 Sets of spiral bound draft specifications with Mylar front and back cover sheets 1 Sets of schematic estimates with proposed alternate

SECOND REVIEW (60% Submittal – “DD” Design Development)

2 CDs each containing the following:

• AutoCAD and PDF design drawings in accordance with Supplement “A”

• MS Word and Adobe PDF of design analysis / narratives

• MS Word and Adobe PDF of design development specifications in accordance with Supplement

“A”

• Design development estimates in electronic format in accordance Supplement “A”

• 3D modeling and BIM to ensure full design coordination for connecting a new scope and existing buildings and utilities

• Preliminary artist’s 3D architectural renderings for project area

1 Sets of full size bound design development layout plans/details with phasing plans – 30” by 42” 1 Sets of reduced size bound design development layout plans/details with phasing plans – 11” by 17” 1 Sets of design analysis / narrative with Mylar front and back cover sheets 1 Sets of spiral bound design development specifications with Mylar front and back cover sheets 1 Sets of design development estimates 1 Sets of preliminary artist’s 3D architectural renderings for project area

THIRD REVIEW (100% Submittal – “CD” Construction Documents)

• AutoCAD and PDF construction drawings with phasing plans in accordance with Supplement “A”

• MS Word and Adobe PDF of design analysis / narratives

• MS Word and Adobe PDF of construction documents specifications in accordance with

Supplement “A”

• Construction documents estimates

• Final Design Intent Models and 2D Drawings (Building and Site) utilizing BIM

1 Sets of full size bound construction documents plans/details with phasing plans – 30” by 42”

1 Sets of reduced size bound construction documents plans/details with phasing plans – 11” by 17” 1 Sets of design analysis / narrative with Mylar front and back cover sheets 1 Sets of spiral bound construction documents specifications with Mylar front and back cover sheets 1 Sets of construction documents estimates

FOURTH REVIEW (Final Submittal – Bid [Final] Documents)

• AutoCAD and PDF bid drawings in accordance with Supplement “A”

• MS Word and PDF of design analysis / narratives

• MS Word and PDF final specification sections in accordance with Supplement “A”

• MS Word and PDF final specification sections merged in accordance with Supplement “A”

• Final estimates

• Final Phasing Schedule

• Final Design Intent Models and 2D Drawings (Building and Site) utilizing BIM

1 Set of approved full size bid documents with Registered Architect (RA) and Professional Engineer

(PE) stamps with Mylar binding – 30” by 42” 2 Set of approved reduced size bid documents with RA and PE stamps – 11” by 17” 1 Sets of design analysis / narrative with Mylar front and back cover sheets 1 Set of 3-ring bound final specifications paginated front to back 1 Set of final estimates 1 Set of final phasing schedules 1 sets of Final Design Intent Models and 2D Drawings (Building and Site) utilizing BIM 1 Finish board with hard samples submitted

FIFTH REVIEW (Project Close Out Submittal – “As-Built” Construction Documents)

• AutoCAD and PDF of construction As-Built drawings in accordance with Supplement “A”

1 Set of approved full size As-Built Mylar drawings with RA and PE stamps – 30” by 42” 1 Set of approved reduces size As-Built drawings with RA and PE stamps – 11” by 17”

Roof Replacements Buildings 4 and 22 SUPPLEMENT “C” – NARA RM Contract Language

Records Management Language for Contracts When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in

Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

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

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

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

[Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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

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

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

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C.

2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

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

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

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

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

10. The [Agency] owns…