SOW 650_24_114_ Reconfigure Re-purpose Building 9.pdf

Statement of Work “Reconfigure / Re-purpose Building 9 Linen Space”

Project: 650-24-114

30 Nov 2023 Providence, Rhode Island VA Health Care System (650)

1. GENERAL:

Provide Architect/Engineer professional services to include design development, construction documents, specifications, cost estimates, construction period services and site visits.

2. PROJECT SCOPE OF WORK:

The A/E shall provide design & construction documents and construction period services to Reconfigure / Re-purpose Building 9 Linen Space at Providence VAMC as follows. This project will repurpose portions of the Building 9 reconfiguring and repurposing approximately 1,000 SF of existing linen space to research space. Research occupies all of the adjoining space of Building 9.

This space will become desperately needed additional space for research purposes. The project will upgrade finishes and tie into or augment HVAC equipment. The facility and finishes must adhere to

1) The Guide for the Care and Use of Laboratory Animals, 2) The CDC BMBL - 6th ed,

3) NIH Design Requirements Manual and 4) VA Design requirements. The addition will be comprised of the following:

• Two new rooms will be constructed to replace existing lab rooms on the animal research side (rooms 107 and 121) of Building 9.

o New rooms in current linen side of building 9 will

Require sinks.

Utilize existing lab work surfaces. Provide new as required.

Provide electrical service as per existing rooms.

Additional storage cabinets and shelves per discussion with VAMC staff.

Data drops as required.

Flooring is required to be epoxy resin or solid sheet vinyl.

• Existing rooms 107 and 121 of Building 9 will require repainting when vacated.

• A new quarantine room of equivalent size to room 118 on the animal research side.

o Requires sink with counter.

o Data drops as required.

o Flooring is required to be epoxy resin or solid sheet vinyl.

• An enclosed elevated walkway or small enclosed building addition walkway from the existing doorway of room 104 to the existing door entering the animal research side.

o Enclosed walkway needs to be wide enough to accommodate carts.

• Space at the base of the linen side attic stairway will be provided for a breakroom.

o Provide data drops as required.

• HVAC system for the animal research side will be evaluated for capacity to provide required space conditions per the VA HVAC Design guide. If proved inadequate, existing HVAC system (or new system) will be evaluated for and/or designed to provide HVAC requirements.

• Building 9 lab side Metasys graphics and controls will need revision to apply the same level of control and alarms to the revised Linen side.

The renovated space will require modifications and additions to the HVAC, plumbing, electrical, fire protection as well as structural and architectural work.

Specialty work may include but is not limited to an Industrial Hygienist for asbestos, PCBs, and lead. Due to the age of the facilities the potential for asbestos exists, as well as PCBs, and lead in each area of the project and as such should be documented and identified for the applicable project area and required remediation determined.

The key tasks to be performed include, but are not limited to:

1. Conduct surveys, perform investigations, meet with staff and key stakeholders who will be working in the areas being renovated or built to ensure the renovations meet the space and other needs for the particular specialty, and prepare documentation of all existing conditions necessary for the design and construction of this project. The VA will provide information from past and current projects in the location; however, verification is the responsibility of the A/E.

2. Using the results of initial site investigations and surveys, prepare conceptual designs of at least 3 unique alternative floor plans for presentation to and discussion with Providence VAMC staff. Revise one or of the alternative floor plans to respond to VAMC staff comments until VAMC staff select a preferred alternative.

3. Prepare design documents based on the preferred alternative concept design selected by VAMC Providence.

4. Fully investigate interior spaces, by looking above drop ceilings and other explorative methods to determine utility locations, plumbing and electrical connections and other information that may impact the project design.

5. Assess existing HVAC, plumbing, fire protection, electrical, communication, security, alarm and medical gas systems in the existing linen service to the extent necessary to determine whether these existing systems contain sufficient capacity to provide system needs in the proposed building addition.

For those building systems which do not contain sufficient capacity to support the new addition, identify potential means to provide the necessary building system and evaluate each potential system for initial cost, life cycle cost, and suitability for an animal research facility, maintainability, and compatibility with existing systems. Prepare a recommendation for each building system.

6. Prepare designs and construction documents for all architectural design and for all engineering necessary for a completed project, to include but not necessarily be limited to the following disciplines:

• Architecture

• Mechanical engineering

• Electrical engineering

• Plumbing engineering

• Fire Protection engineering

• Structural engineering

• Specialty Work

• Environmental engineering (Asbestos Abatement )

7. Prepare project construction phasing plans.

8. Prepare furniture and equipment plans and schedules to include plan indication, name, manufacturer, size, power and utility requirements.

Design utility systems to provide for equipment and coordinate utilities with furniture and equipment locations.

9. Prepare construction cost estimates.

10. Prepare project construction schedules.

11. Prepare project submittal registers.

12. Meet with VAMC staff to make progress presentations, to discuss design approach, and to respond to inquiries during the design phase of the project.

Construction Period Service Option (May not be awarded at time of bid)

13. Attend a Pre-Bid meeting for the project.

14. Respond to inquiries and requests for clarification during the construction contract solicitation period of the project.

15. Attend a Pre-Construction meeting.

16. Provide an evaluation of the construction cost of the apparent low bidder or best qualified proposer.

17. Review and approve submittals from the construction contractor.

18. Respond to inquiries and requests for clarification during the construction of the project.

19. Prepare supplementary construction documents and cost estimates for any construction modification or change order required.

20. Make periodic visits to the project site during construction, when requested by the VA. Conduct a final inspection of the substantially completed project.

21. Conduct a final inspection of the substantially completed project (Optional Service).

22. Provide record drawings of the completed construction project.

The A/E shall be responsible for the entire design of this project, including confirmation of existing conditions, investigation for the presence of hazardous materials, and a corresponding abatement plan. The A/E shall prepare written limitations on construction operations and include these construction limitations in the construction documents.

Such limitations on construction operations shall ensure the continued safe operation of the existing hospital during construction of the project.

Prepare an infection control risk assessment in accordance with Infection Control Policies and Procedures of this VAMC for each portion of the existing facility that is impacted by the project. Revise the risk assessment until the VAMC concurs with the results of the risk assessment. Prepare a detailed infection control plan for the construction contractor to follow, based on the results of the risk assessment. This plan shall be based on medical center infection control policies and shall be site specific for the areas involved in the project. Ensure building meets CDC BMBL 6th ed.

Requirements for ABSL-2 work.

The design must include a construction phasing plan that minimizes any negative effects to the normal operations of the medical center and this building. Any disruptions to existing operations of this VAMC that are proposed by the A/E must be approved by the

VAMC.

Provide for Interim Life Safety Measures (ILSM) in the design of the project that are necessary during construction in order that the occupied portions of building 9 will continue to comply with NFPA 101, The Life Safety Code throughout the construction of the project.

Contractor Security Procedures: The nature of this work requires the A/E to be provided with documentation and access to VA data-sensitive areas, drawings and investigate clinical areas. The A/E must comply with all applicable VA security requirements for this work and reference the attachment for VA Information System Security/Privacy Language.

Coordination, Constructability, Phasing and Maintainability

CDs are developed to be constructed, and their development must address the issues of coordination, constructability, phasing and maintainability, all which impact construction schedule, cost and operations.

Coordination is required to ensure that the documentation of all disciplines, and of the documents within each discipline (plans, sections, details, specifications, Basis of Design) agree with each other, convey the same information, and do not have conflicts.

It is a requirement that A/E dedicates the appropriate time and staff to fully review and ensure coordination of all project documents before submission to avoid request for information (RFI), change orders and delays.

Constructability is the ease and efficiency of the construction process. All construction documentation must be reviewed to optimize constructability by eliminating or minimizing potential obstacles, including incompatible systems, untried techniques or details, overly long- lead items, uncoordinated or incomplete CDs or overly complex phasing.

Phasing is the planned sequential construction of portions of a project so that areas come on-line and/or off-line in stages for the benefit of building operations or occupancy. The A/E must work with Project Officers to eliminate or simplify phasing where possible. The A/E shall develop clear and concise phasing documents for all disciplines so that the work during and at the end of all phases is complete and coordinated.

Maintainability means the facility is designed and constructed in a manner which promotes efficient and high-quality maintenance procedures with minimal impact to facility function and operations. The A/E must review design concepts for maintainability with facility personnel early in the project to obtain their input. A facility design with maintainability as part of its central planning will result in increased user satisfaction, greater equipment longevity and lower life cycle costs.

3. PROJECT FUNDS LIMITATION:

The Magnitude of Construction is between $500,000.00 and $1,000,000.00. This cost does not include construction management, contingency, portable equipment, impact costs or any portion of the design costs. A detailed cost analysis shall be provided as a deliverable document of this contract to ensure meeting the cost goal. The final construction cost estimate determined at the completion of construction documents will represent the most probable “low bid”.

Note that there is a 6% A/E limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606- 73.

4. PROPOSED SCHEDULE:

Start Design: As indicated in the Notice to Proceed (NTP).

Program of Design due: 42 calendar days from Notice to Proceed (NTP).

Concept Design Documents due: 77 calendar days from Notice to Proceed

(NTP). 30% Design Documents due: 119 calendar days from Notice to

Proceed (NTP).

60% Construction Documents: 175 calendar days from Notice to Proceed

(NTP). 100% Construction Documents: 238 calendar days from Notice to

Proceed (NTP). Final Construction Documents: 273 calendar days from

Notice to Proceed (NTP).

5. COST ESTIMATING REQUIREMENTS:

a. The A/E shall develop a detailed construction cost estimate, which will be developed simultaneously with each stage of the design and shall be submitted at each stage of the review process. The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified, and a reasonable approximation of the required details can be arrived at.

b. The cost estimate shall be broken down into labor, material and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Fire Protection, and Electrical. The work grouped under each major discipline shall be placed into the appropriate VA Master Construction Specification Division using MasterFormat 2004 (MF04).

c. Each sub-component of an assembly must be identified separately, and each component of that sub-assembly's cost must be listed in R. S. Mean’s format. In addition to the printed copy, the A/E shall submit the estimate in Excel electronic spreadsheet format on CD ROM.

d. As construction costs for the Providence, Rhode Island, area is substantially different from other areas, particularly Boston, the A/E is required to confirm each section with appropriate databases, manufacturers, sub-contractors, and general contractors to ensure that the various sections are accurate. Also, as the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes.

The A/E will determine actual local overhead and profit mark-ups. These factors shall be presented in the following manner: The overhead and profit will be carried in separate columns together with each line-item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and therefore will carry across to the totals column to be included in the "Grand Total". Therefore, the "Grand Total” number should reflect the anticipated low bid from a qualified general contractor.

e. The construction cost estimate for this project shall be prepared in conformance with the VA Manual for Preparation of Cost Estimates for Hospital Projects and VA Program Guide PG-18- 15.

1. PLANNING INFORMATION/STANDARDS:

a. General Codes and Standards: The applicable portions of Government criteria in conjunction with industry standards shall govern the design and preparation of contract drawings, specifications, cost estimate, and design analysis. The design shall also satisfy applicable State of Rhode Island criteria. Emphasis is placed on the following documents that establish minimum requirements. This includes but is not limited to the following:

1. International Building Code (latest edition)

2. National Fire Protection Association 101 Life Safety Code, (latest edition)

3. International Mechanical Code (latest edition)

4. International Plumbing Code (latest edition)

5. National Standard Plumbing Code (latest edition)

6. The National Electrical Code (latest edition)

7. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the Facilities Guidelines Institute (FGI), American Society of Healthcare Engineering (ASHE)

8. Architectural Barriers Act Accessibility Standards (ABAAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to ABAAS

9. United States National CAD Standard and VHA National CAD Standard Application Guide

10. VHA Program Guide 18-1, Master Construction Specifications

11. VHA Program Guide 18-3, Design and Construction Procedures

12. VHA Program Guide 18-4, Standard Details and CAD Standards

13. VHA Program Guide 18-10, VA Design Manuals

14. VHA Program Guide 18-12, VA Design Guides

15. VHA Program Guide 18-14, Room Finishes, Door and Hardware Schedules

16. VA Manual for Preparation of Cost Estimates and Related Documents

17. Physical Security Design Manual for VA Facilities, Mission Critical Facilities

18. Sustainable Design and Energy Reduction Manual (VA Facilities)

19. VA Seismic Design Requirements H-18-8

20. Providence VAMC Design & Construction Standards

21. The Guide for the Care and Use of Laboratory Animals

22. The CDC BMBL - 6th ed

23. NIH Design Requirements Manual

24. VA Handbook 1200.7

The A/E shall obtain all data necessary to prepare the design documents required. The A/E shall confirm all existing conditions and field verify the as-built drawings provided by the VA. The A/E is wholly responsible for both the accuracy and the level of completeness of the final product and failure to verify information is not acceptable.

Information (drawings and other documentation) provided to the A/E by the VA, or any other government source shall be used for reference only.

b. Environmental Regulatory Permits - Responsibilities for environmental permits include:

1) The designer shall contact the appropriate Federal, State, local, and interstate pollution and environmental control agencies to determine the permits required and the procedures and documentation necessary to obtain them. A written record of each such contact shall be prepared and furnished within five working days to the Project Manager with copies to all parties involved.

2) Where formal documents are required to be submitted to obtain permits, the designer shall prepare all such documents and provide them in a "ready for signature" condition. This includes necessary copies of the plans, specifications, design analyses, and other required supporting documentation. After review by the VA and comment incorporation, the corrected documents will be forwarded by the VA to the installation for signature by the appropriate official and submission to the appropriate agency. Permit requirements shall be ascertained and documented by the designer during the Concept Design stage.

3) The designer shall provide the following information and data for each required permit with the Concept submittal:

a) Permitting authority (State, local, etc.).

b) Type of permit required (construction, operation, etc.).

c) Procedure and time necessary to complete the permit application.

d) Fees required.

e) Statement that the project is covered by variances or that permits are not required. If a variance is required, the procedures for obtaining the variance shall be provided. If a permit is not required, reasons and supporting justification (i.e., cite State, local, and/or other regulations) shall be furnished.

f) An evaluation of all State and/or local regulations to determine if monitoring devices are needed. Where required, monitoring devices shall be included in the project design.

4) The designer shall provide the completed permit applications not later than the

Interim submittal or 60 days prior to the Final submittal, whichever is earlier.

Permit applications shall be ready for signature by the appropriate official and submission to the approving authority.

5) With the Final submittal, the designer shall provide all supporting documents, plans, and specifications. The designer shall also have accomplished the necessary coordination to obtain permit application approvals.

c. Sustainable Design and Energy Reduction: The VA requires that the project comply with The Energy Policy Act of 2005, Executive Order 13423 (Strengthening Federal Environmental, Energy and Transportation management), EISA 2007, the VA Sustainable Design and Energy Reduction Manual, and all applicable energy codes and standards. The following requirements apply:

1. Renovation: Reduce the energy cost budget by 20% below pre-renovation 2003 baseline. The designer shall estimate 2003 baseline energy consumption before the renovation and compare it to the proposed design after the renovation and document the 20% savings. The primary unit for energy budget reporting is the British Thermal Unit (BTU) per square foot of the area to be renovated. The designer shall develop the energy budget as required in ASHRAE 90.1-2007, Appendix G, using the same parameters outlined above for new construction. 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.

2. For the project, renewable energy systems (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness.

3. Specify Department of Energy, Energy Star labeled equipment.

4. Specify equipment that qualifies for utility rebate and/or incentive programs of local utility providers and provide complete documentation required by local utility providers to obtain utility rebates and/or incentives.

5. Design the building envelope, HVAC system and equipment, building service water heating equipment and design, interior and exterior lighting and lighting design, and building and site electrical designs to meet the requirements of ASHRAE 90.1-2007.

6. Provide an Energy Code and Sustainability Review Report, LEED Review Report, and Life Cycle Cost Calculations as part of the design analysis that is submitted with each design submittal; design analysis shall be in digital form.

7. The A/E must possess design team members with Leadership in Energy and Environmental Design (LEED) certification and Certified Energy Manager (CEM) certification.

8. The VA will conduct an energy review of each design submittal to ensure compliance with these requirements and provide written comments. The A/E shall provide written responses to the VA energy review comments to indicate the designer’s intention to comply, or the reasons why the comments are not to be included in the project.

7. MEETINGS:

The A/E shall attend meetings at the time and place requested by the Project Manager (from Facilities Management Service) / Contract Officer Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Project Manager. Meetings shall include the following:

a. Pre-Design Meeting - The A/E shall meet with the Project Manager (from Facilities

Management Service) / Contractor Officer Representative, and, if applicable, the Using Service's Representatives, to determine project requirements, the arrangement of the areas, and to clarify the scope of work.

b. Design Review Meetings-The A/E shall attend meetings with the Project Manager

(from Facilities Management Service) / Contracting Officer Representative, and the Using Service's Representatives during field investigations and for review conferences as needed to advance progress of the work. As a minimum, attend one review conference after each submission of the project design documents.

8. DESIGN SITE VISITS:

The A/E shall visit the proposed project site to obtain the details and specifics of the relevant existing field conditions in order to fully complete the work of this project without omission. Such visits shall include a thorough inspection of normally enclosed or inaccessible areas such as spaces above the ceilings, within walls or chases, in pipe crawl spaces, and in or under basement floors.

Where necessary, A/E shall arrange to have walls or ceilings opened to examine the interior or hidden conditions to provide complete drawings. Arrangements for visits to make inspections should be made by contacting Facilities Management Service, at least 48 hours before the visit.

9. ANSWERING INQUIRIES & ISSUING AMENDMENTS:

The A/E shall provide prompt answers and recommendations to inquiries made by the

Government. In the event of error or omission, The A/E shall issue design amendments to the project documents to clarify the documents. Those amendments required to correct omissions or errors made by the A/E shall be at no additional cost to the Government.

10. FIRE CODE REVIEWS

Conduct fire code reviews of each project submission prior to delivery of the submission to the VA. Such review shall be performed by a qualified individual who is a licensed professional Fire Protection Engineer in one of the 50 states or the District of Columbia and is knowledgeable of the National Fire Protection Association (NFPA) National Fire Codes, of sprinkler system requirements, of fire alarm system requirements, of Life Safety Code requirements, and of VA referenced fire codes and standards. Such reviews shall be documented in writing and shall be conducted to ensure compliance with applicable fire codes and standards. The Fire Protection Engineer shall provide written certification with the final construction documents and before construction commences that the project documents conform to the requirements of the VA Fire Protection Design Manual, of NFPA 101, The Life Safety Code, and all other applicable fire codes and standards.

11. QUALITY ASSURANCE/QUALITY CONTROL

The A/E is responsible for the quality of the project design. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. The A/E shall include all sub-consultants in the QA/QC Plan. The plan shall include a process where a senior member of the firm verifies compliance with all elements of the firm’s QA/QC Plan.

12. DESIGN SUBMISSIONS:

The A/E shall retain file copies of all items forwarded to the Contracting Officer or his Representative under various design review submissions. Intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development.

The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or his Representative. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage.

The A/E is advised that in accordance with VAAR 836.606-73, the total cost of the contract for preparation of contract drawings and specifications services must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities.

a. Design Analysis (Basis of Design): Provide design analysis, in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified),

(1) the scope of work (as the A/E understands it) with the specific objectives of the project, (2) the applicable Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage, (3) any preliminary design calculations prepared by each design discipline (architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary), (4) reports of site visits, (5) meeting minutes, (6) results of assessments and evaluations of alternative designs, and (6) all other relevant data. The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E.

b. Drawings: Base all original drawings on standard VA guidelines. Drawings shall be done in plain view at a minimum scale of 1/8" = 1 '0", where necessary, and generally 1/4" = 1'0" or larger, when possible, to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawing as "XREFS" bound to the drawing for submission purposes and final issue only. All other usage shall be drawing from a common Master Set, daily if required, from a source maintained on the architect’s master database. The database shall be available by modem to all design disciplines and the VA. The purpose of this requirement is to ensure consistency and to eliminate design conflicts by guaranteeing that common elements of the design stay common elements throughout the design life of the project.

Drawings shall be independent for architectural, mechanical, electrical, structural, civil, and any other design disciplines for the project, and shall show, on separate views required demolition and reconstruction details for each function.

Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide.

Electronic version of drawings shall be submitted using IBM compatible "AutoCAD" 2017 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2017 release. Final drawings shall be plotted in ink on 30" x 42" polyester film sheets. Sepias are not acceptable as original drawings. Final drawings submitted by the USACE shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information.

Final drawings shall bear the VA title block and nomenclature on polyester sheets as are the sample sheets supplied by the VA. All drawings in a project set shall be on the same type and size sheets. All drawings are required to show existing conditions as of the date of the design submission.

All contract drawings shall be produced with a view to the use of half-size reductions. Pertinent criteria to assure this result are as follows:

1. Drawings shall provide uniform photographic quality.

2. Minimum lettering height shall be not less than 1/8 inch.

3. Legends and symbols as well as size, spacing and location of notes, dimensions, etc. shall be such as to produce legible half-size reproductions.

4. No lettering, shading or marking on the reverse side is acceptable.

5. Clearly distinguish between new work and existing work.

6. Graphic scales shall be provided on all drawings.

b. Specifications: Provide complete project specifications, to include all sections of

CSI Divisions 1-50 that, in the opinion of the A/E, are necessary to construct the project properly and adequately by a construction contractor. Specifications shall be based on the VA Master Construction Specifications using the current 6-digit Master Format numbering system. Specifications shall be prepared in MS Word, IBM compatible format. Review and edit the applicable sections of the specifications as to completeness, relevance, and correctness. Delete references to industry standards and to other specification sections that do not apply to this project. Provide proper cross-references to other specifications that apply to the work. The intent is to provide specifications that are suitable for the project intention and detailed enough to enable the contractor to perform the work in the best and most cost-effective manner possible. It is equally important that the A/E “edit out" portions of the specifications that add additional cost to the project without additional value or quality. Not every portion of the master specification is appropriate to this project. Where choice of items is referenced in the specification section, consult with VAMC Facilities Management Service for direction on which option to select. The construction contractor shall not be provided options or choices to select from but must be provided the specific selection. Obtain from VAMC Providence Facilities Management Service the name and type of specialty materials and equipment that are required for use on the project. All materials shown in the specifications shall, if named specifically by brand or production name, carry the statement "or approved equal" and shall include specific material performance requirements that must be satisfied.

Exception may occur due to previously purchased or installed items interacting with new construction. In this situation, items used should be the same as existing or matched accordingly. The VA shall provide information on such items.

Specify construction in detail in all the specification sections. Tolerances, and workmanship, shall not be allowed to default to "common industry/construction practices”, or any similar vague standard. The legal precedence of the specifications over the drawings shall not be used to resolve design ambiguities between the drawings or notes necessary for clarity. Any contradiction, ambiguity, or statements subject to various interpretations shall be immediately corrected to reflect a single clear intention.

Incorporate the Providence VAMC’s local specification requirements into the specification package including specifications relating to data communications and cabling requirements, Fire wall/smoke barrier penetration permitting requirements, Hot Work permitting requirements, infection control permitting requirements, fire alarm system requirements, security system (Pegasys), HVAC digital control systems (Metasys), Code Blue and Team 3 Nurse call systems, PA systems and other local pertinent specifications and general conditions that relate to work and construction at the Providence VAMC.

Ensure all specification requirements are consistent with other sections and with information reflected in the drawings or the A/E may be held liable for costs incurred by the government for these and similar A/E design errors and inconsistencies in the specifications and drawings. A shop drawing submittal list (Submittal Register) in Microsoft Excel shall also be included in the specifications.

d. Construction Duration Schedules: The A/E shall submit with each design submission a schedule for the project indicating construction milestones and long lead items. The schedule will be in enough detail to accurately estimate the proper construction duration.

e. Minimum Requirements for Submissions to VAMC Providence: The cost of reproduction of all review materials is included in the contract amount. Submissions shall be made to VAMC Providence in accordance with the requirements of VA Program Guide PG- 18-15 Volume C, A/E Submission Instructions for Minor and NRM Construction Program dated May 2006, and the following:

(1) PROGRAM OF DESIGN DOCUMENT SUBMISSION. The following quantities of design review material are required:

(a) 2 copies of bound report

(b) 1 Electronic Media (CD ROM) copy of the report.

(2) CONCEPT DESIGN DOCUMENT SUBMISSION (Preferred

Alternative): The following quantities of design review material are required:

(a) 2 copies of Drawings (Black line on bond paper, suitably bound)

(b) 2 copies of Design Analysis

(c) 1 copy of the Construction Cost Estimate

(d) 1 Electronic Media (CD ROM) copy of the above documents.

(2) SCHEMATIC DESIGN SUBMISSION (30% Design Document

Submission). The following quantities of design review material are required:

(a) 2 sets of full-size Plans (Black line on bond paper, suitably bound)

(b) 1 set of Construction Cost Estimate

(c) 2 sets of marked-up Sections of the VA Master Construction Specifications

(d) 2 sets of Design Analysis1 copy of the Construction Duration Schedule

(e) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

(f) 1 Electronic Media (CD ROM) copy of the

(3) CONSTRUCTION DOCUMENT SUBMISSION (60% & 100%): The following quantities of design review material are required for each submission:

(a) 1 set of full-size Plans (Black line on bond paper, suitably bound) and 2 half size Plans.

(b) 1 set of Construction Cost Estimate

(c) 2 sets of Construction Specifications

(d) 2 sets of Design Analysis

(e) 2 copies of the Construction Duration Schedule

(f) 1 copy of A/E responses to VA comments of previous submission

(g) 1 copy of Fire Protection Engineer review comments and final reconciliation of those comments

(h) 1 Electronic Media (CD ROM) copy of the

(3) CONSTRUCTION DOCUMENT SUBMISSION (Final): Upon completion of all revisions, submit the following items:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM, and each copy containing the following:

• drawings on IBM compatible "AutoCAD" version 2017 and in Portable Document Format (pdf)

• the final specifications in Microsoft Word format

• the final specifications assembled into a single file in

Portable Document Format (pdf)

• final construction cost estimate in Microsoft Excel

• Final Design Analysis in a single file in Portable Document

Format (pdf).

• Construction duration schedule in Portable Document

Format (pdf).

(b) 3 full size sets of Plans (Black line on bond paper, suitably bound) and 3 half size sets of Plans.

(c) 1 set of Original Reproducible Specifications

(d) 1 copy of A/E responses to VA comments of previous submission

(e) 1 copy of Fire Protection Engineer certification that project documents conform to applicable fire codes and standards.

(f) 1 copy of documentation that demonstrates compliance with the A/E’s

QA/QC Plan

f. Delivery Media and Format for Final Documents

1. Format: CAD Drawings shall be prepared in accordance with VHA Program

Guide 18-3, VHA National CAD Standard Application Guide. A copy of all data and files developed under this project shall be delivered to the Government in digital format. The data files should be provided on compact disk (CD ROM) in ISO 9660 format. A “Readme.txt” file must be included with the delivered digital media that includes normal transmittal information.

2. Label: The external label for each digital media shall contain the following information:

a. Contract Number and date.

b. Format and version of operating system software, name and version of utility software used for preparation and copying files to media.

c. Sequence number of digital media.

d. List of file names on the digital media

3. Quality Assurance/Quality Control: Before a file is placed on the delivery digital media the following shall be performed:

a. Remove all extraneous graphics outside of the border area and set the active parameters to a standard setting.

b. Check to ensure that all reference files are attached without device or directory specifications.

c. All digital files shall be delivered to the Government uncompressed.

d. Include all files both graphic and non-graphic required for the project (i.e., color tables, pen tables, font libraries, symbol libraries, user command files, plot configuration files, AML plot routines, etc.).

e. Make sure that all support files such as those listed above are in the same directory and that references to those files do not include device or directory specifications.

f. Include any standard sheets (i.e., abbreviation sheets, standard symbol sheets, etc.) necessary for a complete project.

g. Document any fonts, tables, symbols, cells/blocks, line styles/types, details, reference drawings, etc., developed by the contractor, or not provided among the Government furnished materials. The contractor shall obtain Government approval before using anything other than the Government standards.

h. Each finished CADD drawing, or map shall have its own separate plot file. The plot file for each finished drawing shall be provided to the Government in a specified plotter configuration.

g. Ownership: All electronic files created and reimbursed for this project shall be the property of the Department of Veterans Affairs.

13. CONSTRUCTION PERIOD SERVICES: (Optional Service).

The construction period service will commence with the award of the construction contract and will terminate with the acceptance of the completed construction by the VA. Services shall include the following.

a. Review of submittals - within fifteen (14) calendar days after receipt of submittal the A/E shall complete the review of contractor submittals and return the submittals to the VA.

b. Review of requests for information and change order cost proposals, and preparation of supplementary drawings or other documents that may be required to clarify or supplement the contract documents, shall be completed by the A/E within fifteen (14) days after receipt of request.

c. Preparation of as-built drawings by incorporating changes from the marked-up set of prints prepared by the contractor onto the original drawings. As-built drawings to be on IBM compatible AutoCAD version 2017 - within sixty (60) days after receipt of the contractor's marked-up documents.

14. CONSTRUCTION PERIOD SERVICE AND SITE VISIT: (Optional Service).

a. The A/E shall provide construction period service which will include:

(1) Timely review of shop drawings and material submittals.

(2) Answer inquiries and provide clarifications on design and contract issues.

(3) Preparation of cost estimates for any change order or extra work required.

b. An estimated twelve (12) A/E site visits will be required, in addition to the final inspection and site visits made necessary by clarification of design, contract, or existing conditions not properly addressed in the contract documents. On each visit a field inspection of all contract work will be conducted, and assessment of progress made, and a written inspection report prepared and submitted to the VA Medical Center.

c. The A/E shall participate in the final inspection of the project work upon completion by the contractor.

d. The A/E shall submit a written report to the COR for each site visit performed.

Additionally, the A/E shall maintain a record of site visits, recording thereon the date of each visit, the hours thereof, the purpose of the visit, their personnel involved, VA personnel contacted, and conversations made. The site visits made by the A/E for his own benefit or because of deficiencies in the A/E's performance shall be at no additional expense to the government.

Records Management Language for Statement of Work (SOW):

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the

U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government

Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information

(electronic data, electronic information systems, electronic databases, etc.)

and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C.

2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

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

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