SOW 518-22-101 Barrier Free Restrooms wo attachments.pdf

Project #518-22-101 Barrier Free Restrooms Phase 1, Bedford VAMC Architect/Engineer (A/E) Statement of Work (Design)

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

Project #518-22-101

Barrier Free Restrooms, Bedford VAMC

SUPPLEMENT “A”

SCOPE OF WORK

1.0 Scope of Work:

The Architect/Engineer (A/E) will provide all professional A/E services necessary to develop complete drawings, specifications, cost estimates, construction schedules, project phasing, testing, investigations, site visits and construction period services associated with providing renovation of existing toilet facilities to achieve barrier-free accessible toilet facilities in Buildings 4, 7, 8, and 61 at Edith Nourse Rogers Memorial Bedford Veterans Affairs Medical Center (VAMC) facility located at 200 Springs Road, Bedford MA 01730.

An important goal for the Bedford VAMC facility is to achieve universal barrier-free accessible toilet facilities on campus (per the VA Barrier Free Design Standard). This project represents the first steps towards meeting this goal.

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

Renovate to achieve barrier free design and upgrade building systems and components of 11 toilet facilities in 4 separate buildings to:

o Building 4: B01B, B01D, B27A, B28A;

o Building 7: B06, B17, 103, and 129 o Building 8: B21C, and B16 o Building 61: B03

Combine B27A and B28A in Building 4 into one unisex toilet facility The toilet facilities are assigned into one of two Tiers. Tier 1 is higher priority than Tier 2.

o Tier 1 includes: Building 4: B01B, B01D, B27A, B28A; Building 7: B06, B17, 103, and o Tier 2 includes: Building 8: B21C, and B16; Building 61: B03 Adjacent areas to be reconfigured to allow toilet facilities to be renovated to achieve barrier free design Bariatric accommodations Physical Security accommodations Identify at the Conceptual Stage the cost to renovate (to achieve barrier free design and/or upgrade to building systems/components) the 11 toilet facilities identified. Make recommendations as to what toilet facilities can be renovated to stay with the project budget. At the end of the Conceptual Stage the AE will have identified the toilet facilities that can be renovated to stay within the budget.

Reconfigure room layouts as needed to achieve the project goals.

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

Upgrade of building systems and components as needed (e.g., finishes, doors/frames, door hardware, signage, counters, toilet partitions, ceilings, flooring, walls, electrical (normal and emergency power), heating, ventilations, air conditioning, exhaust, lighting, plumbing and fixtures, fire protection, fire detection/alarm, telephone/data, cable television, telephone/data, nurse call, signage, etc.)

Patient safety features Infection control measures Patient lift systems Lead, asbestos, and (polychlorinated biphenyls) PCBs testing and abatement Phasing – It is the intent of this project that no more than one toilet facility can be removed from operation for renovation in a building at any time; exceptions may be made during design. The overall intent is to have the contractor work in multiple buildings at the same time to shorten the Construction Period of Performance; the documents shall clearly state this intent.

Accessibility requirements (Architectural Barriers Act Accessibility Standard, ADA) Access Control, Security and Safety monitoring camera’s where needed ASHRAE Standard 90.1-2007 Energy Standard for Buildings

This design project will include:

Type A Services – Conceptual and Schematic Design Type B Services - Preparation of contract drawings and specifications [Design Development (DD) and Construction Development (CD)] Type C Services - Construction period administration services

The design project schedule identifying milestone tasks is located in Attachment 1- Project Design Schedule. The allocation of days for each Milestone ID number in the Project Design Schedule can be modified at the discretion of the CO and COR. The overall period of performance of 203 calendar days will not change (See Attachment 1 – Project Design Schedule). NOTE: Within ten (10) calendar days after NTP, the A/E shall complete the Actual Date column for each Milestone and submit for approval to the COR. Actual dates and days can be modified at the discretion of the CO and COR.

Refer to Supplement B A/E Submissions Deliverables of Design Review Materials at each submission of design required per the contract.

Refer to Supplement C A/E Minimum Submission Requirements by disciplines that are required per the contract.

2. Description of Work:

2.1 General: A/E shall 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 with proposed alternatives to the User Group. Based on User Group meetings and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC budget consistent with the VA’s project team goals. As part of site survey investigations, it is the A/E’s responsibility to survey Bedford VAMC VA Engineering’s record drawings and determine what drawings are necessary to use for this project; all drawings are to be considered record drawings only and not as-built drawings even if they are so labelled. Not all Bedford VAMC VA Engineering record drawings are in AutoCad. The VA does not guarantee that actual conditions are reflected in the record drawings; it is up to the A/E to verify this. During the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents.

2.1.a Codes, Standards and Executive Orders:

All design submission requirements shall conform to the latest editions of all VA criteria/standards/regulations/design guides, etc. (VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov), in addition to Commonwealth of Massachusetts state codes and regulations and national codes and regulations.

PURPOSE: The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100-678 requires Federal agencies to follow national recognized "model" building codes. The Federal Participation in the Development and Use of Voluntary Standards, Office of Management and Budget (OMB) Circular A-119, requires all executive agencies to rely on voluntary standards, both domestic and international, whenever feasible, and to participate in voluntary standard bodies.

GENERAL: VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects o VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (www.cfm.va.gov/til/).

o International Building Code (IBC) (Only when specifically referenced in VA Design Documents, see notes below)” o National Fire Protection Association (NFPA) 101 Life Safety Code (see notes below) o •NFPA National Fire Codes, with the exception of NFPA 5000 and NFPA 900 o •Occupational, Safety and Health Administration (OSHA) Standards.

o VA Seismic Design Requirements, H-18-8 o National Electrical Code (NEC) o International Plumbing Code (IPC) o Safety Code for Elevators and Escalators, American Society of Mechanical Engineers

(ASME) A 17.1.

o ASME Boiler and Pressure Vessel Code o ASME Code for Pressure Piping o Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, Barrier Free Design Guide (PG-18-13) o Building Code Requirements for Reinforced Concrete, American Concrete Institute and

Commentary (ACI 318) o Manual of Steel Construction, Load and Resistance Factor Design Specifications for

Structural Steel Buildings, American Institute of Steel Construction (AISC)

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC o Energy policy Act of 2005 (EPAct) o DOE Interim Final Rule: Energy Conservation Standards for New Federal, Commercial and Multi-Family High-Rise Residential Buildings and New Low-Rise Residential Buildings, 10 CFR Parts 433, 434 and 435.

o Federal Leadership in High Performance and Sustainable Buildings: Memorandum of Understanding (MOU) o Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management.

o The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification.

o Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1- 2004.

o Safety Standard for Refrigeration Systems – ASHRAE Standard 15 – 2007.

Local Codes: As an agency of the federal government, VA is not subject to local imposition of code enforcement procedures (drawing reviews, building permits, inspections, fees, etc.). VA must function as the Authority Having Jurisdiction (AHJ) and thus has the responsibility to guard public health and safety through enforcing its adopted codes. However, local authorities should be notified about planned projects and given opportunity to review drawings provided that VA does not pay for review or inspection fees.

NOTES:

o 1. NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, seismic stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101 and documents referenced by NFPA 101 in order to comply with the accreditation requirements of The Joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed above in this Program Guide. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively (this applies even if the IBC requirements are different).

o 2. Conflicts between Nationally Recognized Codes and Standards and VA Requirements – Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure a consistency system wide.

Conflicts between Nationally And Locally Recognized Codes and Standards and VA Requirements – Should a conflict exist between VA requirements and VA adopted nationally and locally recognized codes and standards, the conflict shall be brought to the attention of VA.

The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure a consistency system wide.

2.2 Implementation: The A/E shall 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

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC investigate the relevant existing conditions found, identify/investigate/review the availability of existing building information, and field verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, video tape, and document the conditions of areas to be renovated and/or impacted. Site investigations include investigating areas above ceilings, behind walls if there is access, crawl spaces, etc. Provide the necessary investigation/inspection/testing/metering of existing utilities to ensure their adequacy for this project. Provide lead, asbestos, PCBs testing in project areas.

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

2.4 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be correct under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering 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, engineering considerations and options report shall be developed for this project. The A/E’s interior designer shall provide finish recommendations to the VA Interior Designer for approval; as with other portion of design, this is a reiterative process.

2.5 Asbestos & Lead: The proper identification of Asbestos & Lead to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos and Lead Assessment of the facility will be made available to the A/E; however, it is the A/E’s responsibility to conduct testing within the project areas.

Additionally proper asbestos and lead abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

2.6 PCBs: The A/E shall provide testing for the proper identification Polychlorinated Biphenyls (PCBs) at doors and window caulking and glazing to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project.

Additionally, proper PCBs abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

3. General Description of Services:

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

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

30% Submittal – Schematics

60% Submittal – “DD” Design Development

90% Submittal – “CD” Construction Documents

100% Submittal – Bid [Final] Documents

Construction Period Services

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

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

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site.

The cover sheet will be signed and stamped by principal of the firm who is a Registered Architect or Professional Engineer. Each drawing shall be signed and stamped by a Registered Architect or Professional Engineer for their respective discipline. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks. 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 “D” sized sheets (24 inches by 36 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 2022. 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 and labelled.

3.1.4 Fire/Life Safety Review: A third party, independent fire safety and life safety review shall be accomplished at the 30%, 60% and 95% design submission. Include the cost and coordination for a fire/safety review. Provide qualifications of the Fire/Life Safety Reviewer Consultant.

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

3.15 General Drawing Comments:

a. Key Plans - On each drawing with a floor plan or partial floor plan, provide a key plan that shows where the floor plan is located in the building.

b. Title Sheet – Provide campus site plan layout and identify where project is located on campus.

c. Abbreviations – Ensure all abbreviations used are identified in Abbreviations Lists. Do not use the same abbreviation for different meanings.

d. Symbols – Ensure all symbols used are identified in Legends Lists. Do not use the same abbreviation for different meanings.

e. The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a Registered Architect or Professional Engineer. Each drawing shall be signed and stamped for the respective discipline by a Registered Architect or Professional Engineer.

3.2 Specifications:

3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

a. Remove all references to “Section 00 72 00, GENERAL CONDITIONS”. Some specifications sections still contain this reference. Remove all “spec writer’ notes and slashes for options.

b. Remove references to spec sections that do not apply and are not located in the specification.

These references must be removed in both the Part I reference section and the body of each specification section.

c. Ensure that if a specification section is listed in the Table of Contents, then that section is included in the specifications. If not needed, then remove from Table of Contents.

d. Ensure that if a specification section is in the specifications, then it is listed in the Table of Contents.

f. Do not include a Table of Contents at the beginning of each specification section. Remove service contracts from specification sections. Discuss with VA prior to removal.

g. Contractor shall be responsible for all testing (including air sample tests and final clearances); the contractor shall retain a third party independent testing agency for all testing required;

this includes hazardous waste abatement. Remove references that VA will retain testing services.

Remove all references that the VA will conduct air sampling tests and final clearances. Remove all references that the VA will provide security of the project sites.

3.2.2 Electronic Files: All electronic files shall be IBM compatible and furnished on high quality CD-R disks. Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks. Provide in accordance with Supplement “B”. ZIP files are not acceptable.

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

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 in the event the VA does not have a specification required for the project, 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 basis of deign 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 MS Excel or MS Word Spreadsheet as a Submittal Register. 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 Submittal Register shall be incorporated into the specifications in the 01 00 00 General Requirements section.

3.3 Cost Estimates:

3.3.1 Quantity and Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. Cost estimates shall be submitted in 1 hard copy and in electronic form. 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 Estimates: The A/E shall engage an independent, qualified, professional cost estimating company with relative experience to provide detailed cost estimates at milestones as noted. The cost estimate shall consider the government timeframe for procurement and construction and its impact on escalation costs. A representative of estimating company shall join A/E at meeting with VA to review the cost estimate and strategize on adjustments as required. The goal is to make adjustments that do not affect the scope of the work for the A/E or impact the relative scope of the work for the construction.

The estimating company shall be prepared to make revised estimates at each report based on feedback from the A/E and VA. The A/E is responsible for establishing internal controls for keeping the project design within the projected construction funding. The A/E will be required to revise the design and resubmit costs estimates as necessary (at no cost to the VA) should cost estimates exceed the construction funding.

3.4 Phasing and Construction Schedules:

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

3.4.1 Schedules: The A/E shall prepare a proposed a construction schedule for construction that is consistent with the project construction cost estimate. The proposed construction schedule shall be submitted at the 95% design submission. 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 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 anticipated submittal process duration; d) identify the critical path network to achieve the work. The project schedule will be used to determine the Construction Period of Performance.

3.5 Design Analysis: The A/E shall develop a Design Analysis that addresses general project parameters, functional and technical requirements, existing conditions, design objectives, design assumptions, product literature, calculations, etc. applicable to the project’s design.

Design/Construction Alternatives, existing physical limitation and their impact, meeting minutes, etc.

shall also be included in the Design Analysis. The Design Analysis shall be updated and submitted at each design submission.

3.6 Quality Control:

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

Identification and discussion of all organizational and technical interfaces Design team members and their areas of responsibility Team members responsible for checking the design Team members responsible for checking the electronic files Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts Project Schedule showing key milestones and review periods

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

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

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

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 further define project requirements, observe and evaluate existing field conditions and existing dimensions, review any existing documentation, perform required testing, 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, unless noted otherwise, after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include, as a minimum, the A/E Project Manager and Senior Designer. These conferences shall take place at the facilities where the work is being performed or through video conferencing as determined by the VA.

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. Minutes shall include a listing of attendees.

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

3.9 A/E Services during Construction – Construction Period Administration (CPA):

CPA Services shall include, but are not limited to:

Review and approval of construction submittals covering products that have been listed within the contract documents, including cut sheets, manufacturer’s data/performance sheets, samples, shop drawings, schedules, and phasing plans. Specifications shall call for Contractor to provide a schedule of all submittals, cut sheets, etc. Submittals to be sent electronically, redlined and stamped for VA review. The A/E responsibility includes coordination and review of submittals

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC for its team. Review shall provide recommendation for VA action. Turn around time for A/E review shall be 14 calendar days from time of Contractor submission.

Provide and maintain an updated submittal register Provide compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products;

Provide change order review and recommendations;

Provide cost estimates for change orders;

Provide cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

Construction Site Visits/Observations - The A/E shall carry in their proposal Twenty-two

Sixteen (22) site inspection/observation visits as requested by the VA Project Engineer for inspection of ongoing construction including final tests and inspections; disciplines as required and/or requested by the VA Project Engineer. Each site visit shall be defined as one team member for a total of 4 hours including travel. A site inspection report shall be furnished by the A/E to the Contracting Officer and Project Engineer within three (3) workdays following all site visits during the construction period. The A/E shall meet with the site superintendent and Project Engineer when entering the site and before leaving to review progress of the work, issues on site affecting the design intent or technical aspects of the work and exceptions that may be noted. Report shall indicate these items discussed.

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

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

After the award of the project to the general contractor the A/E must remain fully involved.

Provide A/E clarification for decisions previously made; review suppliers' information for compliance with the Contract Documents; and evaluated contractor requested substitutions.

If changes affect the operation of the design and building, it is especially important that the IPT be involved. User requirements may change, necessitating changes in the building—these changes require broad consultation among the consultants and sub-consultants, pricing, and incorporation into the contract documents and the building. At no additional cost, A/E to provide full assessment of the impact to the schedule and design fees and construction costs in order for the VA to evaluate and make a determination on moving forward with the potential change.

The A/E coordinates communication and work of its consultants during construction and reviews progress of the work for general compliance with the documents.

The A/E participates in the construction phase of the project, assessing compliance with the contract documents by managing appropriate intervals of on-site reviews, acceptance of required contractor submissions and mock ups and evaluations by the sub-consultants.

Provide responses to Request for Information (RFI) within 2 business days of receipt.

Provide sketches, at no additional cost to the VA, for clarification to the documents as requested by the VA no longer than 5 business days from when requested.

Provide cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations;

A site inspection report shall be furnished to the CO and COR within three work days following all site visits during the construction period. The A/E shall meet with the site

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC superintendent and COR when entering the site and before leaving to review progress of the work, issues on site affecting the design intent or technical aspects of the work and exceptions that may be noted. Report shall indicate these items discussed. The site inspection report shall include the purpose of the inspection, the status of the work with photos, items reviewed, deficiencies observed, recommendations and additional actions required.

At the time that the General Contractor notifies the VA that they believe substantial completion has been reached, the VA will notifty the A/E to perform site observations to include punch list items. The A/E shall provide recommendation if Substantial Completion (SC) has been achieved and provide notification to the VA. At the time of SC, the punch list shall be provided to the VA. The VA shall review the work and add items as appropriate. The A/E, Contractor and VA shall review the list and sign off on completed items. The A/E shall manage the punch list and keep a log of all findings by each division and conduct as many site visits that may be required to verify completion of the punch list.

A/E shall verify all devices (valves, circuits, equipment, etc.) have been properly labeled and or tagged with charts and cards as noted in the specifications or per codes.

Provide registered design professional construction control and submit signed and stamped final construction control affidavits to the VA COR.

Verification of as-built conditions: A/E shall utilize as-record drawings (field mark-up set from Contractor) and review documents against finished conditions to verify the work. A/E shall then prepare electronic as-built documents. The A/E shall be responsible for assuring that as-built documents are accurate at the end of the construction of the project.

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.

Electronic Construction Submittals:

o 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.

o The A/E shall provide and manage a file share site for the processing of electronic submittals. This file management site shall be set-up to allow the contractor to electronically submit the construction submittals, allow the A/E to review and process the submittals and allow the VA to review and process the submittals. The site the A/E provides must be one that is accessible to the VA.

4. References/Design Criteria:

4.1 Incorporated References/Design Criteria — Part of the A/E SOW is to determine what specifications and guidelines are applicable to the project and to incorporate them into the project documents. The documents will require extensive editing to meet the specific needs of the project. The following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Specification sections may be supplemented or replaced (if not available on the VA Office of Construction & Facilities Management website) but shall meet the design intent and performance requirements within the VA specifications. Design requirements identified in these documents are part

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC 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. The following link to the VA Office of Construction & Facilities Management website has a majority of the: guides, manuals, specifications, and details/documents that may be incorporated into the construction documents; the A/E is required to familiarize themselves with the documents on this site and to ensure compliance with design.

http://www.cfm.va.gov/til/

• Design Criteria; HVAC, Mechanical, Plumbing, Electrical, Structural, et al (by reference)

• PG-18-1 Master Specifications (by reference)

• PG-18-3 Design and Construction Procedures (by reference)

• PG-18-4 Standard Details and CAD Standards (by reference)

• BIM & CAD Standards (PG-18-4) (by reference):

o VA BIM Manual v2.2 (by reference) o VA Drawing Deliverable Requirements (DDR) v1.0 (by reference) o Drawing Sheet Templates (by reference) o VA Facility Space Measurement Standards (by reference) o VA CAD Legacy Layer List (by reference) o VA National CAD Standard CTB Table (by reference)

• PG-18-5 Equipment Guide List (by reference)

• H-18-8 Seismic Design Handbook (by reference)

• PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System

• PG-18-10 Design Manuals (by discipline, Architectural; Asbestos Abatement; CPM Schedule and Risk Management; Electrical; Elevator; Equipment; Estimating; Fire Protection; HVAC; Interior Design; Lighting Design; Physical Security and Resiliency; Plumbing; Signage and Wayfaring;

Site; Steam Heating, Hot Water and Outside Distribution Systems; Structural; Sustainable Design;

Telecommunications and Special Telecommunications Systems) (by reference)

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

• PG-18-13 Barrier Free Design Standard (by reference)

• PG-18-14 Room Finishes, Door, and Hardware Schedule

• PG-18-15 Minimum Requirements for A/E Submissions (by reference):

o Volume C – Minor and NRM Projects (by reference) o Fire Protection Engineer – Qualifications & scope services (by reference) o Subsurface Investigation Study – Use to determine site seismic vulnerability (by reference) o Design Review Checklists

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

• PG-18-17 Environmental Planning Guidance (by reference)

• Critical Path Method Design Manual (by reference)

• VA Alerts (by reference):

o Standards Alerts (by reference) o Design Alerts (by reference)

• Manual for Preparation of Cost Estimates (by reference)

• Whole Building Design Guide (by reference)

4.2 Energy Requirements for all New Construction, Major & Minor Renovation

Projects (ASHRAE Standard 90.1-2007 Energy Standard for Buildings):

4.2.1 Major and minor Construction:

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

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

The following parameters shall be used for performing the analysis:

20 year life-cycle period for system comparisons Use Public domain programs such as TRACE, E-CUBE, Carrier E20-II, Energy Plus, etc.

3% Discount Factor; and Neither method shall include taxes, nor insurance while computing cost.

4.2.2. Major and minor renovations and Major Equipment Replacements:

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

Reduce the energy cost budget by 20% below pre-renovations 2003 baseline. AlE shall estimate 2003 baseline energy consumption before the renovation and compare it to the proposed design after the renovation, and document the 20% savings. The primary unit for energy budget reporting is t he British Thermal Unit (BTU) per square foot of the area to be renovated. The AlE shall develop the energy budget as required in ASHRAE 90.1-2004, Appendix G, using the same parameters outlined above for new construction.

For NRM and CSI Projects: Where a small portion of a building, and only architectural treatments, or simple equipment replacement is planned and the renovation will have little to no impact on the central

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

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.

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.

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

5. Design Budget:

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

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

5.3 Construction Budget: $1,000,000

5.4 Deduct Alternates: Shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding. These alternates are designed to assure a contract award and are in addition to the requirement to have a project design and estimate at or below construction funding. The A/E shall incorporate deduct alternates totaling at least 10% of the construction budget amount into the project and whatever deduct alternates that are required to reduce the cost estimate to the budget amount. The deduct alternates shall be clearly identified in the specifications General Requirements section and on the drawings.

5.5 Add Alternates: Shall not be used.

Architect/Engineer (A/E) Statement of Work (Design) Project #518-22-101 Barrier Free Restrooms, Bedford VAMC

6. Design Phases:

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

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

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