SF330 ATT - SOW - AE BHCE Columbia.docx

Columbia VA Health Care System 6439 Garners Ferry Rd 05/19/2021 Columbia, SC 29209

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Construct Behavioral Health Center of Excellence

PROJECT NO: 544-355

PROJECT NAME: Construct Behavioral Health Center of Excellence ESTIMATED CONSTRUCTION COST: Between $10,000,000.00 to $20,000,000.00 DESIGN PERIOD OF PERFORMANCE: 305 Calendar Days

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E” or designer or design team) shall provide Architect/Engineer (A/E) services to design a 15000-sf stand-alone behavior health building construction project located at the Columbia VA Health Care System (CVAHCS) in accordance with this design scope of work.

The A/E shall provide a complete design for all areas and requirements described within the document. The design shall be developed to support a complete and independent set of construction documents.

The A/E shall provide the following actions as part of the contract:

· Parts 1 & 2 – Investigative Services / Design Development include but not limited to:

· Complete validation of existing conditions, studies, user interviews, and field investigation

· Final program consensus and validation

· Developing all background files required to generate accurate construction documents

· Provide all surveys to determine presence of hazardous material.

· Complete administrative tasks such as meeting administration and recording minutes

· All other requirements listed within the scope of work

· Part 3– Construction Document Development include but not limited to:

· Complete drawing sets

· Complete specifications

· Complete design narratives

· Complete escalated construction cost estimate (escalated to mid-point of construction)

· Anticipated construction schedule to establish construction period of performance

· Level 2 work breakdown structure required.

· All other requirements listed within the scope of work

· Part 4 – Construction Period Services (Option Line Items) include but not limited to:

· Periodic site visits to inspect ongoing construction

· Construction submittal review and approval

· Serve as Commissioning Agent

· Inspections for construction contract compliance

· All other requirements listed within the scope of work

2. ANTICIPATE CONSTRUCTION LOCATIONS:

This project is planned to be constructed near parking lot 2 as viewed on the attached campus map. It is anticipated that site investigation and design work will involve other areas around station particularly involving utility and infrastructure locations and tie-ins. Construction area staging, contractor trailers, and dumpster locations will be required to be identified on construction documents which may have a different location other than the project site.

3. PROJECT DESCRIPTION, GOALS, & OBJECTIVES

· Project Description – This project will construct a 15000 sq. ft. standalone facility to address the rising demand for medical intervention in an enhanced therapeutic patient centered environment for behavioral health services to include confidential access to professional care, self-help programs, interactive tools and educational resources to help Veterans with life's changes and challenges.

The initial Program for Design (PFD) is provided to convey the concept of requirements for the new facility but will be required to the reviewed with the project delivery team to achieve consensus prior to designing the facility.

· Project Goals

· Maximize the space available

· Design for cost efficient means of construction

· Create a means for patients and staff to easily navigate to the Rehab center

· Minimize impacts of construction.

· Improve exterior wayfinding and access.

· Identify areas of opportunity for expansion and future growth

· Capture accurate site conditions to include existing utility locations, sizes, and capacities

· Project Objectives

· Design all spaces and adjacencies identified in the PFD consensus.

· Coordinate with local utility and municipality to include design and permitting requirements

· Accurately convey all site conditions

· Match architectural features of nearby existing facilities

4. WORK REQUIREMENTS:

A/E Design Services for this project includes performing Parts 1 & 2 – Investigative Services / Design Development, Part 3 – Construction Document Development, and Part 4 – Construction Period Services (Option Line Item) as defined in the general intent section one. This work will include, but is not limited to site visits, field investigation, studies, and user interviews, prepare complete drawings, prepare complete specifications, prepare design narratives with calculations, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to meet the project’s intent, goals, and objectives as described in section two. The A/E shall perform these tasks along with all other requirements listed within this scope of work.

The AE will provide a project specific quality control plan and design within five business days after contractual notice of award is given. The quality control plan must define the design process related to deliverable development, deliverable reviews, quality control reviews, risk and issue tracking and mitigation, review comment and correction tracking.

The initial Program for Design (PFD) is provided to convey the concept of requirements for the new facility but will be required to be reviewed with the project delivery team to achieve consensus prior to designing the facility. The A/E will identify the consensus meeting event on their submitted schedule and provide questionnaires and/or other materials two weeks in advance of the PDT consensus meeting. Remaining open questions and topics not answered on questionnaires will be reviewed at the consensus meeting. The A/E will provide a final consensus report that will be used as the basis of the design.

The A/E shall provide and manage an electronic file exchange system account to track deliverables, reviews, and responses throughout the design services and ending at final acceptance of Part 1, Part 2 and Part 3 requirements. All deliverables shall be stored on this exchange system and accessible by the VA for downloading. The exchange system shall have the following characteristics:

· Ability to add all project delivery team members and assign roles/responsibilities both for the AE team and VA Team.

· Timestamp file uploading and reviews responses.

· Separate locations for owner, architect, design consultant, and sub-consultant review comments.

· Automatic, configurable email notifications for each project team member for new and reviewed submittals and other items.

· Full version histories and dates of exchanges automatically tracked and available for viewing, searching, and reporting in a linear log format compatible with AIA G712.

· Automatic, configurable email reminders of past due items.

· Ability to upload large individual file size documents capable of accepting all deliverables and complete sets.

· Customizable review process to include AE and VA members. AE quality control manager must review and approve all deliverables prior to VA review.

· Deliverable review responses (approved, rejected, approved as noted, etc.)

· File archiving and bulk download

· Automatic email notifications

The AE will perform all necessary field investigations and surveys required to ascertain all current site conditions, utility availability, hazardous material, permitting requirements and all other preliminary investigations required to develop a complete construction document package. The VA will provide all available information as a good faith effort to convey requirements; however, it is solely the AE’s responsibility to validate and document all necessary site conditions.

The AE will perform destructive investigation in the following locations identified below to validate investigate work. The AE shall be responsible for repairing all damaged areas immediately after the investigation is complete.

· No destructive investigation is anticipated.

The A/E will document and distribute minutes of all design meetings within three business days after the last day of the meeting.

A/E will perform Construction Period Services (Option Line Item) to include responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately two site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built “red-line” drawings, air quality monitoring during hazardous material abatement.

Construction Period Services (CPS) Response Times

Requests for Information (RFI) Requests for Information shall be submitted within three (3) calendar days of submittal to the A/E.

Submittal Reviews Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

Site Visit Reports Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests Modification requests shall be returned within seven (7) calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates and scopes of work as requested by the COR for Request for Proposals for all changes whether A/E generated, VA generated, or contractor generated. All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above

Record Drawings The A/E shall review as-built drawings produced by the construction contractor and provide record files back to the VA COR within thirty (30) calendar days of submittal.

Construction Period Services (Option Line Item)Additional Activities

Air Quality Monitoring Independent air quality services will be required during all hazardous abatement activities. A/E shall provide services in coordination with construction activities. The AE shall determine all abatement activities and durations and coordinate services for air quality monitoring during this time. Air quality monitoring results shall be provided to the VA.

The A/E shall prepare a submittal log to be utilized by the VA during construction period services (Option Line Item), maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction.

The A/E shall provide a detailed submittal listing for required construction submittals. This listing shall be by division number, section number, and paragraph number. In addition, this listing shall include all required spare parts, contractor closeout documents, and a VA supplied listing of additional closeout documents. This listing shall be incorporated into the contract construction documents.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project.

The A/E firms’ representatives performing site investigations on VA Columbia Health Care System (VACHCS) campus must comply with current health and vaccination screening policies.

The A/E firms’ representatives must always obtain and wear a contractor badge. Coordinate with the COR when on site to obtain the badge.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

The A/E will serve as the Commissioning Agent for all systems. The construction documents shall include the commissioning requirements per the VA TIL and as required per the design. Draft and Final commissioning reports will be issued to the VA for review and acceptance. The A/E commissioning agent shall meet the requirements of the VA Whole Building Commissioning Process Manual (latest edition). Final commissioning plan shall be submitted by the A/E. This shall be a full and comprehensive plan for each system of design. The plan shall include a listing of each system to be commissioned along with the pre-functional checklists for each piece of equipment to be commissioned. The listing shall also include a time schedule for the commissioning of each piece of equipment that the construction contractor can include in the required construction schedule. The A/E shall include any and all costs for the commissioning during the construction phase. This cost shall include any retests or additional commissioning site visits to complete the project commissioning. This cost shall be shown on the cost proposal of the A/E for the design. The A/E shall show the number of site visits for the construction commissioning of the project. Costs shall also be included in the proposal for the preparation of the commissioning plan, pre-functional checklists, and any other documents required to complete the final commissioning plan.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Columbia VAHCS record drawings to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 05 – Columbia Campus Map will give A/E firm a basic understanding of the Columbia VA campus.

5. ANTICIPATED SITE VISITS:

Anticipated Site Visit Table (Total Site Visit Count - 110). The AE cost proposal shall reflect the calculated number of site visits for the design team with cost. The table below is the government’s anticipated requirement.

6. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price. See Section 1. The AE shall notify the COR and CO if the estimated construction cost is higher than the government’s estimated construction cost.

7. DESIGN WITH DEDUCTIVE ALTERNATES:

The design shall be prepared by the A/E to identify deductive alternates that total 10% of the final escalated construction cost estimate. Deductive alternates are intended to be optional contract line items that will have segregable construction requirements identified and costs associated with each line item. Deductive alternates that will render the project incomplete or otherwise unusable at the end of construction will not be permitted. The base bid construction scope of work and all deductive alternates shall be clearly described and identified on the construction statement of work, construction specifications, and design drawings. Deductive alternates shall be developed by the design team and presented to the VA for concurrence beginning with the 35% milestone deliverable and continuing through all remaining design milestone deliverables.

8. DESIGN PER BIM STANDARDS:

The design team shall comply will all BIM and CAD standards requirements as identified on the TIL located at VA BIM & CAD Standards (PG-18-13) - Office of Construction & Facilities Management. The design team shall review the requirements within the VA standards and develop a BIM Execution Plan. (BxP) (also known as the Project Execution Plan, PxP) Requirements of the BxP that will transfer to the general contractor (GC) or be required for the GC to produce during construction shall be clearly identified in the construction scope of work and specifications. The design team shall identify a BIM Model Manager that will be responsible for the BIM model and coordination with the general contractor during construction.

9. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

10. DESIGN CRITERIA:

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

11. INDEPENDENT THIRD PARTY & LIFE SAFETY REVIEW:

The government reserves the right to provide all deliverables required per the scope of work or any other required submittal to third parties to perform independent reviews. The reviews will assist the government by providing further analysis regarding potential issues with solicitations and bidding, construction and buildability, accuracy of the cost estimate, maintenance concerns, building efficiencies, project calculations, or any other items the government requires for independent assessment. Third Party review comments will be vetted by the government and issued to the designer of record for coordination and/or design corrections. These comments may be provided to the designer at any point throughout the design. The A/E shall incorporate any comments from the VA 3rd party life safety review.

VA fire review comments will be specifically tracked, documented, and addressed to verify all comments are incorporated within the design documents. The AE must provide a specific deliverable document at the 95% completion that lists the fire review comments and the corrective measure describing how the comment was addressed. The AE response will be uploaded for VA record keeping.

12. SOLE SOURCE REQUIREMENTS AND JUSTIFICATIONS

The AE shall prepare all needed sole source justification documentation to be delivered to the VA COR for further action. The VA COR will provide the templates to develop for this requirement. This shall be submitted at the 65% deliverable milestone.

13. ENVIRONMENTAL PROTECTION:

The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VA. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

14. PHYSICAL SECURITY:

The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

15. TELECOMMUNICATIONS DESIGN:

In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” latest version (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

16. SUBMITTAL REQUIREMENTS:

Design submittals shall follow the latest requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program. This document is included as SOW Attachment 4. Verify with the TIL for the latest version. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is included as SOW Attachment 2.

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The Asbestos Abatement requirements in PG-18-15 are applicable at Columbia VA Health Care System due to the age of the campus.

Detailed space and equipment list using SOW attachment 07. This information will be used to update the station MAXIMO work order system. The A/E shall develop the space list by completing the CMS tab while referencing the appropriate assigned service, CAI, OMNI 13, and OMNI 14 information.

Detailed equipment list template(s) to be included with the construction document bid set. The A/E shall develop this document during the design phase and include with the construction document bid set. This information will be used to update the station MAXIMO work order system. Information to be included, but not limited to, Building, Level, Room, Equipment type/name, Asset class, manufacturer name, model number, serial number, placed in service date, bar code, manufacturer’s warranty duration, manufacturer’s warranty contact information, Tag ID, and critical class.

Furniture selections will be based on current VA contracted vendors based on minimum technical requirements (MTR). The A/E interior designer will be required to coordinate with the VA interior designer to determine the MTRs. The A/E shall furnish a complete list of furniture, fixtures, and equipment that include the MTR nomenclature, locations, and quantities to support the furniture acquisition.

The following submittals will be required for this project include, but are not limited to:

· Quality Assurance/Quality Control (QA/QC) Plan

· Design CPM Schedule updated for all milestones submissions.

· Consensus report

· Space List

· Equipment List

· Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included. The narrative shall include a recent and complete hazardous material survey for all areas within the design.

· Schematic Design (SD)- 35%

· Design Development One (DD) – 65%

· Construction Documents (CD)- 95%

· Final Bid Documents (Bid) – 100%

· Construction Submittal Register

· Meeting minutes

· Design narrative

· Sole Source Justifications (if required)

· All other requirements as prescribed in the design guides.

17. DESIGN NARRATIVE ADDITIONAL REQUIREMENTS

The design narrative shall comply will all requirements listed in the PG 18-15. The Narrative shall also include an additional narrative section specific to each of the following:

· Infection control with mitigation strategy

· Construction risks and hazard mitigation plans.

· Construction Scope of Work (derived from narrative discipline descriptions)

· Construction schedule.

· Risk Response Scoring Matrix with the following minimum categories.

· Time Constraints and Schedule

· Availability of Labor and Materials

· Economic and Inflationary Factors

· Technical and Construction Complexity

· Budget Containment

· Scope Containment

· Hospital Impacts During Construction

· Each risk must be identified by frequency, likelihood or probability, and project Impact (High, Medium, Low) and countermeasure steps taken to reduce or mitigate the risk.

· Construction Bid Format with Alternates

18. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at VA BIM & CAD Standards (PG-18-13) - Office of Construction & Facilities Management BIM software shall be Revit 2019 or the latest version available to Columbia VAHCS.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below (as applicable) as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Columbia VAHCS Master Record Drawing – pending facility availability). The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

Columbia VA Health Care System 6439 Garners Ferry Rd March 27, 2023 Columbia, SC 29209

· Architectural/Interior Design

· Square Footage/Volume

· Room Names and Numbers

· Architectural Schedules

· Architectural Specialties and Woodwork

· Doors

· Windows

· Louvers

· Roof

· Floors

· Ceilings

· Vertical Circulation

· Walls/Curtain Wall Sizes, Shapes, & Material Data

· General Signage

· Schedules

· Furniture

· Equipment

· Structural

· Foundations

· Shafts and Pits

· Mechanical

· HVAC

· Plumbing

· Electrical/Telecommunications

· Power and Lighting

· Steam Distribution

· Other Engineering Data as Required

· Exterior Building Information

· Nurse Call System

· Asbestos/Hazardous Material Info

· Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead Paging)

· Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms)

· Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition)

19. SUBMITTAL SCHEDULE & FORMAT

Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), AutoCAD (.dwg) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. 794 d); information on the requirements for accessible media can be found at http://www.section508.gov/.

All PDF files must be searchable.

The A/E shall be responsible for providing:

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in PDF.

Quality Assurance/Quality Control (QA/QC) Plan

· PDF

Basis of Design (BD)

· 75% Design Narrative in .doc and .PDF formats.

· Final Consensus Report (Space and Adjacencies)

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Hazardous Material Survey (All areas)

· Updated CPM design schedule

· AE QA/QC compliance report signed and dated in PDF confirming the AE completed the QC process.

Schematic Design (SD) – 35%

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

· Space List with room number, sqft, and function on drawings and in table format in Narrative

· All CAD plans is .dwg and .rvt files

· Final Design Narrative in .doc and .PDF formats.

· Construction Cost Estimate in PDF located in the Narrative

· Updated CPM design schedule

· AE QA/QC compliance report signed and dated in PDF confirming the AE completed the QC process.

Design Development (DD) - 65%, and Construction Documents (CD) - 95%

· Memo annotating what was not corrected from previous submission and corresponding justifications.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

· Equipment and space lists

· .dwg and .rvt files

· Construction Cost Estimate in PDF

· Anticipated construction schedule

· Updated design narrative in .doc and .PDF formats.

· Sole source documentation in .doc or fillable PDF format.

· Updated CPM design schedule

· AE QA/QC compliance report signed and dated in PDF confirming the AE completed the QC process.

Final Bid Documents (Bid)

· All final signed and sealed construction and bid documents.

· PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

· Memo annotating what was not corrected from previous submission and corresponding justifications.

· Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

· Word files of specifications and searchable PDF formats

· Revit and AutoCAD files of drawings.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

· Construction Cost Estimate in PDF

· Anticipated construction schedule

· Updated design narrative in .doc and .PDF formats.

· Sole source documentation in .doc or fillable PDF format.

· Updated CPM design schedule

· AE QA/QC compliance report signed and dated in PDF confirming the AE completed the QC process.

20. DESIGN REVIEW PROCESS:

The VA will receive project deliverables per the contract and per the schedule. The VA will quickly reject any submittal for the following reasons:

· Submittal requirements are not met per the TIL submission requirements

· Poor quality and lack of submittal quality control evidence

· Previous comments and discussion items were not incorporated.

The design review process will not proceed to the next scheduled milestone if the submittal is rejected either in part or as a whole. The design team will and shall correct the deficiencies and resubmit all scheduled milestone requirements unless otherwise directed by the CO. The design milestone schedule will remain at the last approved percentage until the next milestone deliverable requirements are met and accepted by the COR allowing for a thorough VA review of the requirements. The A/E shall be solely responsible for correcting the deficiencies and resubmitting all required deliverables while adhering to the design milestone schedule. The Government shall not incur and addition costs for resubmitting deliverables that were rejected for noncompliance.

When all submittal requirements are met, the government review period will start and the process of reviewing the submittal and developing the response will begin. The VA will utilize both professional experience and checklists located on the CFM TIL. The government encourages the design team to use the same checklists to verify the submittal complies with the deliverable requirements.

21. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A/E shall perform Design Services work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules located in SOW Attachment 03 - 01 32 16.01 Architectural and Engineering CPM Schedule. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

The 305 days listed in the design phase of the project schedule may fluctuate based on when 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary, it is the responsibility of the AE firm to cover all costs associated with such delays.

Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services. The VA will solicit pricing at a time closer to the construction award.

Air Quality Monitoring (optional Line Items) shall be performed for the length of time while hazardous material abatement services are being performed. The VA may award this option at any time during the construction period services phase of the contract. The VA will solicit pricing at a time near the abatement services contract award.

The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

22. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The current version for this standard is version 3.1, dated July 1, 2021 (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at The Columbia VAHCS must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment and supporting physical space and equipment.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

23. REPORTING REQUIREMENTS:

The Contractor is to report to Engineering, Facility Management Service, BLDG. 20 to log in during normal working hours and receive a contractor’s badge. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall repeat this process daily while performing services on site.

24. MEETING AGENDA AND MINIMUM REQUIREMENTS:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings, are the responsibility of the A/E. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents will be submitted in any of the electronic formats listed above.

Minimum meeting minutes requirements

· Project name, number, meeting host, Meeting Name

· Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

· Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

· Meeting purpose, Roll call, and Additional Items

· Agenda items (Decisions, action items, and fixes or next steps)

· Next meeting date and time

· Detailed attachment list

The following topics must be discussed and reviewed at a minimum for each phase. The AE may add other topics as needed:

· Kick-Off

· Project Delivery Team Introductions, Roles, and Responsibilities, Additions

· Review of the contract requirements

· Period of performance

· Design Schedule

· Site Investigation Activities and Schedule

· Record Files and Access to Aerie Hub

· Quality Control Process

· VA Technical Information Library and Design Guides

· Submittal Review Process and Checklist Development

· Consensus Meeting

· Review of project requirements and limitations

· Review of space types and functions

· Space quantities and adjacencies

· Deviations from design guide standards

· 10% Basis of Design

· Design Narrative Review

· Site Investigation Status and Results

· Hazardous Material Survey

· Locations of Impacted Areas

· Project Phasing

· Project Risk Matrix

· MEP Reviews with VA Support Staff

· Space Reviews and Presentations to End Users

· 35% Schematic Design (Schematic 2 per Design Review Checklist if present)

· Design Narrative Review and Update

· 10% Design Review Comment Review and Backcheck

· Project Phasing

· Project Risk Matrix Review and Update

· Construction Cost Estimate Review

· Construction Duration Estimate

· MEP Reviews with VA Support Staff

· Project Reviews and Presentations to End Users

· 65% Design Development (Design Development 2 per Design Review Checklist if present)

· Design Narrative Review and Update

· 35% Design Review Comment Review and Backcheck

· Project Phasing

· Project Risk Matrix Review and Update

· Construction Cost Estimate Review

· Construction Duration Estimate

· Sole Source Requirements and Justification Update

· Construction Acquisition Planning and Bid Structure

· MEP Reviews with VA Support Staff

· Project Reviews and Presentations to End Users

· 95% Construction Document

· Design Narrative Review and Update

· 65% Design Review Comment Review and Backcheck

· Project Phasing

· Project Risk Matrix Review and Update

· Construction Cost Estimate Review

· Construction Duration Estimate

· Sole Source Requirements and Justification Update

· Construction Acquisition Planning and Bid Structure

· MEP Reviews with VA Support Staff

· Project Reviews and Presentations to End Users

· Final Bid Document (Construction Documents per Design Review Checklist)

· Design Narrative Review and Update

· 95% Design Review Comment Review and Backcheck

· Project Phasing

· Project Risk Matrix Review and Update

· Construction Cost Estimate Review

· Construction Duration Estimate

· Sole Source Requirements and Justification Update

· Construction Acquisition Planning and Bid Structure

· MEP Reviews with VA Support Staff

· Project Reviews and Presentations to End Users

25. SOW ATTACHMENTS

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

· VHA Required Div 01 Specification Section Template (See SOW Attachment 01)

· Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 02)

· 01 32 16.01 Architecture and Engineering CPM Schedule (See SOW Attachment 03)

· Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM Construction (See SOW Attachment 04)

· Campus Map (See SOW Attachment 05)

· MAXIMO Space Template (See SOW Attachment 06)

· MAXIMO Critical Equipment List (SOW Attachment 07)

· OI&T Infrastructure Standard for Telecommunications Spaces (SOW Attachment 08)

· OI&T Infrastructure Standard for Telecommunications Spaces Appendix B (SOW Attachment 09)

End of SOW