SOW 4 Spec VA 00 11 21 Request for Proposal to Design Build_03-03-2023.docx

March 03, 2023

SECTION 00 11 21

REQUEST FOR PROPOSAL TO DESIGN-BUILD

Statement of Work

Project 573-23-109 Replace Elevator Systems Malcom Randall VA Medical Center Gainesville, FL

(MRVAMC)

Contents I. General Requirements II. Scope of Work III. Safety Requirements IV. Design and Document Requirements V. Construction Period Services VI. Resources VII. Acronyms VIII. Common Industry Software

I. General Requirements

1) Design-Build Project The General Contractor (GC) will retain a State of Florida Registered Professional Architect or Engineer (A/E) firm to evaluate the existing conditions of the work areas listed herein, and subsequently provide a design for renovation or replacement of elevator systems included in this Statement of Work (“SOW”) by the GC. These parties are hereinafter referred to as the Design-Build Team or D/B Team. The D/B Team is to provide design and construction services including, but not limited to, labor, materials, tools, equipment, supervision, transportation necessary to construct the project described below, and other specific tasks as further defined by this SOW. The goal of this SOW is to ensure the quality of VA services and facilities while controlling the construction and operating costs. The Design-Build Team shall have demonstrated expertise in elevator upgrade or replacement design and installation in occupied healthcare facilities. The D/B Team is responsible to develop a complete and accurate project that best meets the users' needs in compliance with this scope, referenced design and construction guidelines, standards, and code requirements.

2) CPP: Contract Performance Period:

The period of performance to produce approved contract documents and complete the project construction is anticipated to be as follows:

3) Hours of Work The classification of work hours is listed as follows:

Most of the work is intended to be completed during Normal Business hours; however, lifting and deliveries should be conducted After Hours or on Weekends to minimize any impacts to the hospital functions or safety concerns. Nights and Holiday work will need to be approved by the COR ahead of time, with as much notice as is practicable with at least two weeks’ notice. There may be times where issues arise, and the work hours will need to shift to accommodate a resolution to the work complication. Any work occurring in public spaces or disrupting hospital operations will need to take place outside Normal Business hours.

4) Phasing Plan Produce required phasing and staging plans before any work commencement. Impacts to the exterior and interior patient/staff/visitor circulation are anticipated during the performance of the work and disruptions need to be mitigated. These plans are to be reviewed for acceptance by the COR and VA Safety Office.

5) ICRA Classification An ICRA classification to be designated by the facility Infection Control team. For the purposes of this proposed project, an ICRA Classification is assumed to be Type D, Class IV. D/B Team will define the actual risk through a pre-construction risk assessment and a project Infection Control Risk Assessment during design implementation.

6) COR Assignment An official COR assignment is expected to be issued by the Contracting Officer (CO) at the time of a Notice-to-Proceed (NTP).

7) Structural Review Structural engineer to review the design and construction sequencing if any of the structural components are to be altered.

8) Hazardous Material Lead and Asbestos are presumed to be present.

9) Work Areas and Site Investigations

a) The detailed project design should begin with an extensive on-site physical survey of existing conditions and the collection of previous project documentation if any.

b) Drawings provided by VA are to be considered as diagrammatic only. Actual conditions and locations may vary. It is the responsibility of the Design-Build Team to field verify the existing conditions prior to submitting a bid. If a Design-Build Team finds discrepancies, variations, or needs additional information from design documents, the Design-Build team will notify CO by submitting a Request for Information (RFI) for clarification. Clarifications will be provided by COR with either written explanation, or changes to contract documents, or both.

c) All designs shall meet the VA Specifications and all applicable Local, State and Federal regulations and standards. Refer to the VA Technical Information Library (TIL) for the latest specifications.

d) The following investigative work are included within the scope of this project.

i. Provide the necessary engineering investigative work as applicable to this project such as (e.g. electrical load testing, utilities, etc.) deemed necessary for successful completion.

ii. Verify existing conditions to ensure the accuracy of the design as well as the location of utilities prior to tie-in, excavation, or demolition; these might be underground, above or below the area of work.

iii. It is imperative that the D/B Team AE and any consultant field verify documentation furnished by the VA as part of the design process. The VA cannot guarantee the accuracy of existing plans or information furnished and these should be used for general information to prepare field verification activities. Actual conditions may vary from what has been previously recorded.

iv. The D/B Team AE should also consider impacts to the areas directly above, below, and adjacent to the work area(s).

v. Approval for destructive testing methods during the site investigation phase may be authorized by the VA Chief, Facilities Management Service, if warranted.

e) The D/B Team shall ensure that all subcontractors maintain their respective work areas and secure tools, materials, loose items and other components to protect the condition of the workplace. Daily removal of debris, unused materials, and other refuse (trash) from the assigned work area is expected by the end of the D/B Team workday.

f) No separate staging, office, or workshop area outside of the project limits will be provided. Access to job site is permissible to drop off materials and project personnel. No long-term (more than necessary for drop-off/pick-up of personnel or materials) parking for the Design-Build Team of subcontractor vehicles on the VA premises will be permitted. A location for a 20 cu.-yd. or less dumpster will be provided within the vicinity of the main loading dock area at the start of the project and a location for a maximum twenty foot long single container will be provided for site storage of Design-Build Teams material, including subcontractor materials at the rear of the Glory Lot behind the furthest garage (Independence). No power or water connection will be provided for the storage container.

10) CPM Software The D/B Team shall maintain a suitable industry standard Construction Project Management portal for coordination, storage, and transmission of all electronic project documentation, to include large file transfers

II. Scope of Work

1) Project Overview:

a) The current elevator systems information is defined below:

i. Elevator groups A, B and Service are Traction Passenger Elevators with electrically operated systems that move the elevator’s cab among six floors (Basement through the Fifth floor). Elevators A and B are each 4,000 lbs capacity and Service Elevator has 5,000 lbs capacity.

ii. Elevator group C is a Hydraulic Passenger Elevator with hydraulic operating systems that move the elevator’s cab among two floors (Basement and first floor). Elevator C has 5,000 lbs capacity.

b) This project involves upgrading Elevator group A (P3 through P6) and Elevator group B (P7 and P8) existing DC drives and associated controls to new AC drives with associated controls, safeties and rope grippers. These new drives and associated controls shall be a direct replacement or retrofit within the existing elevator’s control cabinets and AC motors to have a similar frame size as existing DC motors.

c) Elevator C (P11 and P12) will require a complete controls system upgrade with a new state of the art controls system.

d) Service Elevators (S1 and S2) are required to be upgraded to meet Class C-3 rating, including replacing/strengthening the floor of the cab and threshold as required.

e) Replace Elevator A (P3 through P6), B (P7 through P10), C (P11and P12), and Service (S1 and S2) elevator’s cab interiors with high quality and durable (including stainless steel rails and wall panels for service elevators) finishes, including flooring, walls, rails, and ceiling (including lighting and ventilation) as well as replacement of interior doors with new elevator doors.

f) Replace or strengthen existing elevator framing components supporting finish materials as required. It is anticipated that the elevator carriages will not require replacement.

g) Elevator lobby doors on every floor shall be replaced with new doors meeting VA and NFPA requirements.

h) The elevator lobby floors and ceilings, including lighting, are to be replaced with components matching the facility’s current finish and lighting standards and compliant with VA Design Guides. Walls forming the lobby are to be repaired and painted matching the facility’s current paint type and finish colors.

i) Service Elevator (S1 and S2) lobbies shall have the following renovations completed as listed below:

i. Basement lobby shall have the lobby–corridor wall with the associated door frame and abandoned smoke door holders demolished as to widening the service elevator lobby entrance. This lobby will include refinishing the floor, ceiling tile, lighting, relocating light switches, thermostat, sprinkler heads, smoke detector, fire alarm speaker/strobe and an HVAC vent.

ii. First-floor lobby shall have the lobby–corridors walls (two walls) with the associated door frame and abandoned smoke door holders demolished as to widening the service elevator lobby entrance. Part of this existing lobby-corridor wall shall remain that provides electrical charging service to the portable radiological equipment. This lobby will include refinishing the floor, ceiling tile, lighting, relocating the thermostat, sprinkler heads, smoke detector, fire alarm speaker/strobe and an HVAC vent.

iii. Second-floor lobby shall have the lobby–corridors wall with the associated door frame and abandoned smoke door holders demolished as to widening the service elevator lobby entrance. This lobby will include refinishing the floor, ceiling tile, lighting, relocating the thermostat, sprinkler heads, smoke detector, fire alarm speaker/strobe and an HVAC vent.

iv. Third-floor lobby shall have the lobby–corridors walls (two walls) with the associated door frame and abandoned smoke door holders demolished as to widening the service elevator lobby entrance. Part of this existing lobby-corridor wall shall remain that provides electrical charging service to the portable radiological equipment. This lobby will include refinishing the floor, ceiling tile, lighting, relocating the thermostat, sprinkler heads, smoke detector, fire alarm speaker/strobe and an HVAC vent.

v. Fourth-floor lobby shall have the lobby–corridors walls (two walls) with the associated door frame and abandoned smoke door holders demolished as to widening the service elevator lobby entrance. Part of this existing lobby-corridor wall shall remain that provides electrical charging service to the portable radiological equipment. This lobby will include refinishing the floor, ceiling tile, lighting, relocating the thermostat, sprinkler heads, smoke detector, fire alarm speaker/strobe and an HVAC vent.

vi. Fifth-floor lobby shall have the lobby–corridors walls (two walls) with the associated door frame and abandoned smoke door holders demolished as to widening the service elevator lobby entrance. Part of this existing lobby-corridor wall shall remain that provides electrical charging service to the portable radiological equipment. This lobby will include refinishing the floor, ceiling tile, lighting, relocating the thermostat, sprinkler heads, smoke detector, fire alarm speaker/strobe and an HVAC vent.

j) Radiology Elevator (P1, 1,500 lbs capacity) shall have the hydraulic system, associated controls, carriage, interior cab doors and lobby doors demolished and removed from the site.

i. This demolition work includes removing electrical conduits and wiring back to the source electrical panelboard.

ii. Install two-hour fire rated concrete structural slabs on metal deck in open elevator shaft at basement and first floor levels.

iii. Remove nonstructural walls (elevator enclosure and machine room) from the floor to the underside of the structure above. Remove and replace the floor/ceiling in the basement and first floor room, including lighting, with components matching the facility’s current finish and lighting standards. The remaining walls forming the room are to be repaired and painted matching the facility’s current paint type and finish colors.

k) Certified Independent Third-Party (CITP) services/commissioning will be provided by the contractor but the selection of the CITP consultant(s) and commissioning agent(s) to be VA approved

l) Due to the current COVID-19 conditions, the Design-Build Team must comply with the VA policy before entering the VA Facility.

Specific Project Requirements:

Design-Build Team shall provide complete design documentation (Design Analysis Report, drawings and specifications), construction materials and requirements for the “Replace Elevator Systems” project located in VAMC Gainesville that will include, but not be limited to the following scope items:

a) The Design-Build Team shall field verify the existing site conditions and facility records before the bidding, design, and construction of this project. If any discrepancy between the site conditions and facility records is found, the Design-Build Team shall send an RFI during the pre-bid process to reconcile any necessary information to avoid a misquote in the construction fees.

b) All electrical and hydraulic materials and installation shall comply with the latest NEC, NEC-70E, NEMA, UL, NFPA, ASME, ASE, ASPM, AWWA, ICC, IPC, and VA-TIL version requirements (VA Specifications and Elevator design manual).

c) The design of this project is to be submitted by the COR for review by the VA CFM Consulting Support Service. The COR will forward the applicable review comments to the D/B Team for incorporation into the contract documents.

d) The Design-Build Team is responsible for all necessary tests and certifications. Test results shall be provided to the VA.

e) The Design-Build Team is responsible to conduct a thorough field investigation to incorporate all requirements for proper completion of the project that includes the asbestos and lead abatement to be conducted by the Design-Build Team as applicable.

f) The Design-Build Team is responsible to provide updated conceptual design for VA review incorporating the results of the site investigations, criteria review, and initial meeting.

g) The Design-Build Team shall remove and replace the required architectural and MEP components for the “Replace Elevator Systems” project. The Replace Elevator Systems project limits are within the elevator shafts and associated machine/equipment rooms and include the lobby area between elevator banks or lobby area directly in front of the elevators to the next wall interrupting the lobby floor or ceiling plane.

h) Any existing materials requiring removal or are damaged during the execution of the project beyond the project limits are to be replaced with the same or better quality of the existing components and match the adjacent finish as appropriate.

i) At lobby of the upper landing of the elevator there is an elevator equipment access hatch to allow replacement motors, pulleys, and other large elevator machinery components to be hoisted to the equipment/machine floor level. Install the new ceiling framing in these lobbies (wall to wall) to allow removal of the suspended ceiling below the hatch to be removed and replaced without needing to disturb the remainder of the ceiling or lighting and other devices beyond the hatch area.

j) The Design-Build Team shall contain construction activities as to not affect other areas of the facility. Furnish and install temporary walls or barriers and seal the project area from the rest of the space and maintain a negative-pressure air system per approved Infection Control Risk Analysis (ICRA) and above ceiling work permits.

k) The Design-Build Team shall develop construction phasing plan that will permit the facility to remain in operation throughout construction.

i. Project phasing is to maintain sufficient elevator vertical access based on the Design-Build Team assessment of accessibility for patient/staff and visitors. Establish complete and VA approved Phasing and/or Staging plans prior to commencing construction activities.

ii. Plan the project phases to minimize the time a bank of elevators will be out of service. This plan will be reviewed for approval by the Contracting Officer Representative (COR) and VA Safety Office.

l) The Design-Build Team shall be responsible for tying the existing fire alarm devices and fire alarm wiring into elevator’s control system (such as shunt relay and elevator recall). This may require temporary support of devices as well as having Life Safety Device Impairment permit in place to disable initiating and relay devices.

m) The Design-Build Team to firestop new floor and wall penetrations/openings and existing penetrations/openings affected by this project to meet the required fire rating for the penetration/openings. If observable existing penetrations not affected by this project near the project’s penetrations do not appear to be adequately fire stopped report these observations to the COR to address as a change to this contract or corrected by other parties.

n) The Design-Build Team is responsible to remove any obstruction to access and to perform the required work (e.g. ceiling tiles, walls, equipment, etc.) and replace it in its original condition. Any damage to existing materials not being replaced by this project must be repaired or replaced at no cost to the VA. If existing grid and ceiling tiles are damaged during the removal/install process, they shall be replaced to match the existing conditions as approved by the VA. Installation of new ceilings and finishes to be compliant with VA Design Guide. Note that the facility standard is 2’ x 2’ acoustical ceiling tiles and LED light fixtures.

o) Design-Build Team shall take before and after pictures that clearly show the condition and cleanliness prior to and following cleaning for operational areas returned to service during phased operations for activities outside the defined project area. This must be sent daily to the COR.

p) The Design-Build Team will retain an external Certified Independent Third-Party Safety Professional or Professional Credential (CITP) consultant(s) from initiation of design to completion of the project.

i. These Certified Independent Third-Party Safety Professional or Professional Credential (CITP) consultants will review the design to verify compliance with the VHA Requirements, National Fire Protection Agency (NFPA) codes, State and local building codes, OSHA, and Life Safety Codes, etc.

ii. During construction the CITPs will verify conformance with contract documents and conduct commissioning of each the elevator systems as they are restored to permanent service.

III. Safety Requirements:

1) The D/B Team shall submit a safety plan for review by the VA Safety Office before any work may commence. This plan may be developed by the D/B Team or provided by a Certified Independent Third Party (CITP) Safety Professional or professional credentialed to provide the necessary design reviews for compliance with national and local codes, standards, and federal and state regulations; including Life Safety issues.

2) D/B Team Contractor personnel is required to complete an OSHA-authorized 10-hour construction safety training before working on the site. Additionally, specialized workers should also have the OSHA certification for their respective work type.

3) The D/B Team on-site general superintendent/supervisor/foreman is required to complete an OSHA-approved 30-hour construction safety training before working on the site. An OSHA 30-hour Contact Person (CP) shall be on-site whenever work is being performed. Every worker must provide the Contracting Officer and Construction Safety Officer (CSO) a copy of current certificates identifying successful completion of the OSHA training before executing work for the VA.

4) The D/B Team shall provide submittals for contract construction or renovation work which include the names, qualifications, and training dates for the D/B Team’s, as well as the Subcontractor of every tier CP.

5) The D/B Team’s CP is required to implement and maintain effective safety programs that identify and control hazards that may cause injury or illness to VA patients, staff, visitors, and contractor employees. The VA CO, COR, or other VA’s personnel does not take the place of Contractor’s CP nor acts on their behalf.

6) The VA CSO monitors the Contractor during the project to ensure that the Contractor is meeting VA standards and contractual requirements for safety and OSHA compliance. When these standards and contract requirements are not being met, the VA COR and/or CSO may take immediate action to prevent injury, exposure, non-compliance, or property damage.

7) The Contractor shall submit an Accident Prevention Plan (APP) to the COR and CSO at least 21 days before construction work begins for temporary facilities or for permanent on the project. The APP must be approved by the VA before the performance of any work on the project.

8) The Contractor is required to submit an Activity Hazard Analyses (AHAs): AHAs are also known as Job Hazard Analyses, Job Safety Analyses, and Activity Safety Analyses. Before beginning each work activity involving a type of work presenting hazards not experienced in previous project operations or where a new work crew or sub-contractor is to perform the work, the Contractor(s) performing that work activity shall prepare an AHA (Example electronic AHA forms can be found on the US Army Corps of Engineers web site).

9) Specific permits and authorizations are required to be reviewed and approved prior to the implementation of work. These permits and authorizations include hot work, above ceiling, work on energized circuits, utility interruptions and similar issues. The COR will distribute the associated forms after NTP.

10) All personnel of the D/B Team, including general contractor and subcontractors, performing any above ceiling inspection, demolition, or maintenance work in VA facilities shall have Asbestos Awareness training. This training is meant for individuals that may work in the presence of ACM but are not authorized to disturb or work on asbestos abatement.

a) https://www.epa.gov/asbestos/asbestos-training

b) Type 1 training on the link above.

c) The types of asbestos of concern include but are not limited to, mudded elbows above the ceilings, previously inaccessible TSI in wall cavities, floor tile mastic etc.

11) Patient Safety and Care:

a) The Design/Build Team are reminded that this is a hospital environment, first and foremost and the elevators are an integral part of providing patient care to our veterans.

b) There will be times that concerns over patient care will impact the construction schedule, this may limit access to certain areas or cause a change in the process, schedule or intended manner of performing the contractual work.

c) The Design/Build Team is to remain flexible and plan for potential patient care impacts.

IV. Design and Document Requirements:

1) The Design-Build Team will prepare and submit contract documents for the construction of the project to the NFSGVHS Project Program of the Facilities Management Service (FMS) for approval before construction may commence.

2) Design Quality Assurance/Quality Control:

a) To reduce design errors and omissions, the Design-Build Team’s A/E shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

b) Within 2 weeks after receipt of Notice to Proceed, the Design-Build Team A/E will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the Design-Build Team A/E member responsible for QA/QC:

i. Upon its completion each task shall be initialed and dated by the responsible Design-Build Team A/E member

ii. A 100% completed A/E QA/QC plan shall be submitted with the final construction document submission package.

3) The preparation of document life cycle is projected to be:

(Elapsed Days)

4) Design Requirements - Compliance with codes and standards.

a) Project design shall comply with applicable standards and codes described in VA Program Guides and design materials included or referenced in the solicitation materials. See “Resources” below

b) See “Approved Construction Documents”, below, for required inclusion of design review comments.

i. In the design of new building and alteration work under this contract, the Design-Build Team A/E shall consider all requirements (other than procedural requirements) of:

ii. Environmental and erosion control regulations; and laws, of the State and local political division, which would apply to the building if it, were not to be constructed or altered by the U.S. Government. The D/B Team A/E shall consult with appropriate officials of the Federal, state, and political subdivision, and submit plans under the rules prescribed by those reviewing authorities. The D/B Team A/E and VA shall give due consideration to the recommendations of the referenced building officials. VA will also permit inspection by the officials described above during the construction period in accordance with the customary schedule of inspections in the locality of the building construction. Such officials shall provide VA with a copy of the schedule before construction begins or give reasonable notice of their intention to inspect before conducting an inspection.

c) The D/B Team A/E shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above. No work altering OR increasing the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

d) The D/B Team A/E shall advise the Contracting Officer of any variances with the applicable Department of Labor, Occupational Safety and Health Standards, for occupancy requirements.

5) Design Review Meetings:

a) A review meeting to resolve design issues will be held for each design review package submitted. The meeting will include discussion of VA comments on functional relationships and technical peer review comments (by others).

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

6) The D/B Team shall allow for the noted calendar days for each review cycle. A cycle includes:

a) The VA’s receipt of the design review submission package.

b) The review meeting.

c) D/B Teams’ receipt of comments from the VA, either electronically, by fax, or by hard copy delivery.

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

7) Design Review Submissions:

a) The D/B Team A/E shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice and prevailing codes.

b) The documents may be divided into multiple review submission packages. The VA will review as many as six (6) package submissions (examples: demolition, architectural, structural, mechanical, electrical, plumbing etc.) to facilitate the start of construction.

c) All submission packages will be reviewed at Schematic Design (35%), Design Development (65%), Construction Documents (95%) and Final Documents (100%) completion stages. The (100%) review submission packages will incorporate the final review comments from the (95%) review. If any package is not complete for the required stage a post review may be required, the cost of which will be borne by the D/B Team. The (100%) set of drawings will be the final set of drawings that will be used for construction and be signed and sealed by professional engineer and registered architect of record.

d) Each review submission package shall include 3 hard copy sets (1 Full Size & 3 Half Size) and 1 PDF sets on CD-ROM. The package will include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be distributed to the VA Project’s COR, the VA Contracting Officer (CO). and others as determined to be appropriate by the VA.

e) Upon Contractor review of the TIL Specifications and Design Guidelines associated with the Project Scope of Work, the D/B Team A/E shall be responsible to prepare and submit for Government review and acceptance a full set of specifications (2 hard copies, 1 electronic), specific to the project, from the Master Specifications located in the TIL. The Specifications shall be D/B Team modified to include NFSGVHS Site Specific Specification and Finish Standards, VA Guidelines and Code requirements consistent with NFPA, IBC, FBC, FGI Guidelines for Design and Construction of Health Care Facilities.

f) In addition to the Project Specific Specifications, the Contractor shall submit a binder of product cut sheets, SDSs, and all required Contract submittals.

g) Contractor will be responsible to submit as-built contract documents at the end of the project reflecting the installed location of elements, types and sizes and routing of utilities, including new floor layout changes, to the VA Engineering office as part of the close out documents.

8) Electronic Media:

a) Permanent construction documents are to be produced in REVIT and REVIT files to be converted to AutoCAD format for each submittal. Final submittal at 100% and As-Built submittal shall be in *.rvt, *.dwg and*.pdf electronic files for record for contract documents.

b) BIM (REVIT) design files are to be submitted in the latest version or the version just prior to the latest version available at the time of award or the versions directed by the VA if the VA has not adopted the latest version. AutoCAD drawing files are to be submitted in the latest version or the version available at the time of award representing each plan/detail sheet created from the REVIT file.

c) Progress drawings are to be submitted in AutoCAD format, layers unlocked, purged of superfluous data, and bound to dependent XREF files. Also, submit all individual drawing sheets in PDF format.

d) CD or Electronic File Index to cross reference of digital BIM & CAD files to PDF drawing sheet numbers.

e) Design review submission specifications, final Construction Document submission specifications and other 8 1/2 by 11 formatted material will be executed in electronic format Microsoft Word (*.doc) with a Paper Document Format (*.pdf) record file of submitted documents.

f) The referenced VA Guide specifications shall be available to the D/B Team A/E in electronic format in Microsoft Word, for use in preparing the construction specifications.

g) Electronic design files are to be produced in the REVIT and documents for submittals to be Paper Document Format (PDF), unless otherwise indicated. Deliverable at 100% is to be REVIT, AutoCAD, and PDF (full size, half size and tabloid files) electronic files.

h) Drawings referred to as Full Size are 30” x 42” and Half Size are 15” x 21”. At COR’s sole option intermediate milestone submittal documents may be submitted electronically in 11” x 17” format (Tabloid) for review.

9) Professional Licensing:

a) The D/B Team A/E who prepares the construction documents shall be a professional architect or engineer licensed in the State of Florida.

b) The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of Record. The Design-Build Team A/E shall certify compliance with the VA RFP and all applicable codes.

10) Approved Construction Documents:

a) The final construction document submission package will be submitted by the D/B Team A/E for approval by the VA after completion of the 95% review cycle for the final package to be submitted by the D/B Team A/E. The VA will have 14 calendar days to take approval action.

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

c) The final construction documents submission package will incorporate all VA supplied comments from the earlier 35%, 65% and 95% submission package reviews and will comply with the VA requirements.

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

e) The approved final construction documents include such details that the project is constructible from the information contained in the contract documents and will be used for construction of the project.

11) Construction Document Preparation:

Mandatory material and equipment schedules and details may be indicated either on the drawings or in the specifications, at the option of the D/B Team A/E. The construction document set shall include a coordinated set (Reference Program Guide, PG-18-15, Volume C) and consist of the following drawings as required to execute the work:

a) Structural Drawings: Including foundation plans, framing plans, schedules, and details, including general notes and all calculations.

b) Architectural Drawings: Including floor plans, building elevations, building sections, wall sections, reflected ceiling plans, stair details, toilet and bath details, door schedules and details, window schedules and details, room finish schedules, auto transport and other details.

c) Civil Drawings: Including design and drawings necessary for temporary utility connections to mobile SPS units and temporary administrative trailer.

d) Fire Protection Drawings: Including floor and roof plans, riser diagrams, equipment schedules, and details, including general notes, calculations, and all related calculations.

e) Plumbing Drawings: Including floor and roof plans, riser diagrams equipment schedules, plumbing fixture schedules, and details, including general notes, and all related calculations.

f) HVAC Drawings: Including floor and roof plans, one-line flow diagrams, equipment schedules, and details, including general notes and all related calculations. Also provide sections for mechanical equipment rooms and sequence of operation for all HVAC equipment.

g) Electrical drawings: Including site demolition plans, site, floor and roof plans (power, lighting, and other systems), one-line diagrams, panel schedules, equipment schedules, light fixture schedules calculations and details

h) Hazardous Material Abatement Drawings: Including demolition/removal plans and floor plans indicating hazardous material abatement (asbestos, lead, or mold) method.

i) Construction Specifications: Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA requirements. The specification submitted for review shall include:

i. The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction of the project;

ii. Other data as appropriate to clearly identify the product that will be used in the construction of the project i.e. shop drawings, product data, and samples as required by the VA documents; and

iii. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the project’s requirements.

V. CONSTRUCTION PERIOD SERVICES

1) Construction Phase Schedule:

(Elapsed Days)

(AS-BUILT)

2) Pre-Construction and Construction Progress Meetings:

The D/B Team A/E shall participate in the pre-construction and construction progress meetings with the VA and D/B Team Contractor. The D/B Team A/E shall be prepared to respond to the VA concerns, and shall provide overview of the design. The D/B Team A/E shall keep detailed meeting minutes, submittal logs of required submittals and management of Request for Information (RFI) clarification requests.

3) Site Visits & Inspections:

a) During Construction Period Services, the Design Build Team A/E shall visit the job site as appropriate to the stage of construction to determine in general if the work is being performed in a manner indicating that the work, when completed, will be in accordance with the working drawings.

b) During the construction period the Design Build Team A/E shall make weekly visits to the project site when requested by the Contracting Officers Representative (COR). The Contracting Officers Representative (COR) may also request visits for special purposes. Only registered architects and engineers thoroughly familiar with the project are to make these site visits. The Contracting Officers Representative (COR) has the prerogative to determine the professional discipline(s) required for any visit. The DB A/E shall observe the construction, advise the COR of any deviations or deficiencies or solutions to issues discussed. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Contracting Officers Representative (COR) within three workdays following the site visit date.

4) Disputes, Interpretations and Clarifications:

Upon written request from the VA, the Design Build Team shall furnish to the VA, with reasonable promptness, in writing or in the form of drawings, interpretations of the Contract Documents prepared by the Design Build Team A/E, if, in the opinion of the VA, such interpretations are necessary for the proper execution or progress of the Work.

5) Other submittals:

The Design Build Team shall submit test results, certificates, manufacturer’s instructions, manufacturer’s field reports, etc. as required by the VA RFP specifications, to the VA Project Manager/COR.

6) Project record drawings:

The Design-Build Team A/E and Contractor will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the RFP specifications. The redlined project record drawings are always to be available for review by the VA Project Manager/COR.

7) Shop drawings and submittals:

The Design Build Team A/E shall check government furnished and/or the contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor-laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the contract document requirements. The Design Build Team A/E shall recommend approval, disapproval, or other suitable disposition to the VA. The VA will have final approval authority. The Design Build Team A/E shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the Design Build Team A/E will request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the Design Build Team A/E shall review all prior submittals for related components of the system before acting on a single component. The Design Build Team A/E may be required to hold joint reviews with the VA technical staff and /or the Contractor on complicated system submittals. The Design Build Team A/E shall notify the VA COR in writing of all deviations from the requirements of the construction documents that was found in the submittals.

8) Inspections and Testing:

a) Design Build Team A/E shall be present during one (1) Pre-Final inspection and one (1) Final inspection of Work and shall generate Punch List and forward the list to the VA with explanations of found deficiencies and/or omissions in work, and recommended correctives.

b) Design Build Team A/E shall review and approve or take other appropriate action on test reports and Punch List items to be completed or corrected. Design Build Team A/E shall approve or disapprove test reports and forward findings to the VA for final disposition. Design Build Team shall forward approved inspection and testing document or lists to the VA for final disposition.

9) Review of Documents and Work Acceptance:

On closeout of Construction Period Services, the Design-Build Team A/E shall certify that the Contract Documents requirements and intent have been satisfied, workmanship is Professional and at an acceptable level, submittals and other Design Build Team supplied Documents as required in Contract Documents are in order and stamped approved. However, the Government’s final acceptance of the Work is at the discretion of the COR and shall be authorized in writing by the VA Contracting Officer only.

10) Project Close-Out:

The Design-Build Team A/E shall comply with the requirements in the “General Conditions”, Section 01001, and “General Requirements”, Section 01010, for submission of final RFP as built drawings, manuals, and other documents as noted. Required as built drawings and specifications will be submitted in the same format required for the construction documents.

11) As Built Documents:

The Design-Build Team A/E shall prepare and submit AS-BUILT drawings as developed from the Construction activities re-lined as-built. Drawings shall be submitted in REVIT 2019 (or earlier) and AUTOCAD format and shall reflect the actual as-built conditions. Stamp drawings in large red bold letters “AS-BUILT” in the lower right-hand corner of all drawings. Drawings shall be submitted on full size consistent with previous requirements herein.

12) Project Close-Out:

The Design-Build Team shall comply with the requirements in the “General Conditions” specification, and “General Requirements” (Section 01 00 00), for submission of the final as-built statement, manuals, and other documents as noted.

VI. Resources:

All designs shall comply with applicable sections of VA standards and publications, and all references therein. Ensure that construction documents comply with the latest edition of these VA construction and design standards. VA standards can be found on the World Wide Web at http://www.cfm.va.gov/TIL/ (see below for example page) VA publications and standards shall include but shall not be limited to the following:

1) Office of Construction & Facilities Management Site Map:

http://www.cfm.va.gov/sitemap.asp

2) The Technical Information Library (TIL): http://www.cfm.va.gov/TIL/

a) Master Construction Specifications Index (PG-18-1)

b) Design and Construction Procedures (PG-18-3)

c) VA Standard Details and CAD Standards (PG-18-4)

d) Equipment Guide List (PG-18-5)

e) Equipment Inspection Manual (Program Guide 7610.2)

f) Equipment Reference Manual (PG-18-6)

g) Space Planning Criteria (PG-18-9)

h) Design Manuals (by discipline) (PG-18-10)

i) Design Guides (graphical, by function) (PG-18-12)

j) Barrier Free Design Guide (PG-18-13)

k) Room Finishes, Door and Hardware Schedules (PG-18-14)

l) Minimum Requirements for A/E Submissions (PG-18-15)

m) Elevator Design Manual (PG 18-10)

n) Environmental Planning Guidance (PG-18-17)

o) HVAC Design Manual for Hospitals Amendment B

p) Lighting Study

q) Design Alerts

r) Quality Alerts

s) VA Signage Design Guide

t) Fire Protection Design Manual – Latest Edition

u) Cost Estimating

v) Physical Security Design Manuals for VA Facilities – Mission Critical Facilities (VA Handbook 0730)

w) Information Security Handbook VA 6500

x) Energy Reduction Manual

3) TIL - Master Construction Specifications: http://www.cfm.va.gov/til/spec.asp

4) Department of Veterans Affair Utilities Design Manual.

5) Office of Construction & Facilities Management: http://www.cfm.va.gov/index.asp

a) VA Office of Facilities Management citations of the AIA design standards found at http://cfm.va.gov.TIL/

b) VA Office of Health and Safety (OHS): http://www1.va.gov/vasafety/

c) Construction Infection Control Risk Assessment Memorandum

6) Other design and construction standards and publications that shall be applied to this work includes, but are not limited to:

a) American Society of Heating, Refrigerating and Air-Conditioning Engineers Manual (ASHRAE)

b) National Fire Protection Association (NFPA) Codes & Standards - www.nfpa.org

c) OSHA Rules and Regulations

d) International Building Code (ICC) latest edition

e) Life Safety Code (NFPA 101) latest edition

f) The Joint Commission (TJC) Accreditation manual (latest edition)

g) Sustainable Design Requirements (01 81 11)

h) Construction Waste Management (01 74 19)

7) Applicable sections of the VA Master Construction Specifications will be prepared by the Architect/Engineer, including all the necessary adaptations.

8) Particular attention is called to CD4, Symbol Identification of Contract Drawings.

9) Equipment symbols shall be in accordance with PG-18-6, Equipment Reference Manual (previously List of Equipment Symbols, H-08-6).

10) Standard Drawing Details, in accordance with PG-18-4, shall be utilized to the greatest extent practicable.

11) Cost estimates shall be developed in strict conformance with VA’s Manual for Preparation of Cost Estimates & Related Documents for VA Facilities (February 1, 2019):

http://www.cfm.va.gov/til/dManual/dmCost.pdf

12) Guidelines for Design and Construction of Health Care Facilities, Latest Edition, published by The Facilities Guidelines Institute (FGI).

http://www.fgiguidelines.org/

13) Physical Security Standard, compliance with Medical Center Policy 138-3 and VHA Handbook 0730/2 dated May 27, 2010 “Space Key Control”.

14) Plumbing System Design & Water Treatment/Design to prevent Legionnaires. VA Plumbing Design Manual and VHA Directive 2008-010, prevention of legionella disease, and VHA directive 2009-009, domestic hot water temperature limits for legionella prevention and scald control.

https://www.cfm.va.gov/til/ example

VII. Acronyms