SOW Attachment 08 - STN 687 PG-18-15 Volume C A-E Submission Instructions.pdf

Program Guide, PG-18-15, Volume C July 2025

Department of Veterans Affairs

VA Medical Center Projects

A/E Submission Instructions for NRM Construction Program:

Schematics Design Development Construction Documents

DRAFT

Program Guide, PG-18-15, Volume C Page i

Department of Veterans Affairs Washington, DC 20420

FOREWORD

This document states the minimum requirements for each submission in the production of VA Schematics, Design Development, and Construction Documents for the NRM Construction Program for Walla Walla VA Medical Center Projects. It will give VA reviewers and the A/E a clear understanding of what is required of the A/E at each stage of design.

This document does not relieve the A/E firms of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents.

Aaron Bailey Chief, Facilities Management Service Jonathan M Wainwright Memorial VA Medical Center

Program Guide, PG-18-15, Volume C Page ii

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

Table-of-Contents

I. GENERAL

A. INTRODUCTION

B. A/E RESPONSIBILITIES

C. SUBMISSION POLICY

D. QUALITY ASSURANCE/QUALITY CONTROL

E. ADDITIONAL SERVICES

F. CRITICAL PATH METHOD

II. SUBMISSIONS

A. SITE DEVELOPMENT

B. ARCHITECTURAL

B. ELECTRICAL

C. ASBESTOS ABATEMENT

D. CRITICAL PATH METHOD (CPM)

E. ESTIMATING

F. SPECIFICATIONS

G. FINAL BID DOCUMENTS

III. DISTRIBUTION OF A/E MATERIAL

A. SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

B. GENERAL NOTES

Program Guide, PG-18-15, Volume C 1

A/E SUBMISSION INSTRUCTIONS FOR

MINOR AND NRM CONSTRUCTION PROGRAM

MEDICAL CENTER PROJECTS

I. GENERAL

A. INTRODUCTION

1. This document contains information and minimal submission requirements for contract documents specified in the A/E contract.

2. The Department of Veterans Affairs (VA) may contract with an Architect/Engineer (A/E) for any portion of a design: Schematics, Design Development, Construction Documents, or a combination of these.

3. Coordinate all activities with the VA Medical Center (VAMC). Hold informal meetings (upon mutual consent of the VA and the A/E) with the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

4. Final approved Schematic documents shall be the basis for the development of the Design Development phase. Likewise, final approved Design Development documents shall be the basis for the development of the Construction Documents phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

5. VA will review all submittals for functional and aesthetic relationships.

However, no further functional decisions are anticipated after the Design Development phase.

6. Provide a design narrative/analysis for each technical discipline (e.g., architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

7. Provide computations and sizing calculations for electrical, mechanical

(HVAC, plumbing, and steam), sanitary, structural and fire protection designs.

For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

8. Provide individually packaged drawings for each submission to each unit specified in the "Distribution of A/E Materials" section.

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9. Submit a complete set of final approved drawings incorporating all revisions, within 30 days after completion of the Schematics and Design Development stages.

10. Submit final drawings (Bid Documents) via shared electronic database hosted by the A/E, in PDF and AutoCAD format. Submit instructions for operating the CAD files with a complete listing of all layers that are used.

a. Due to limitations in hosting capabilities of the VA procurement system, no individual bid document file may exceed 7MB.

b. Logically break all document packages into discrete elements with informative and meaningful file names, to the full satisfaction of the Walla Walla

VA.

B. A/E RESPONSIBILITIES:

1. Contract documents shall meet or exceed the requirements of this document.

2. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. The AE is responsible for obtaining a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard Application Guide.

a. Within 10 days of design Notice to Proceed, the AE is required to download all source material expected to be used in the project from the VA Technical Information Library located at Technical Information Library (TIL) - Office of Construction & Facilities Management and electronically transmit copies of these files to the Walla Walla VA. These documents will be referred to as the Reference Standards and form the basis of the subsequent design effort.

3. A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

4. A/E shall adhere to the approved Memorandum of Agreement (MOA).

5. A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

6. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

7. The A/E shall submit a full itinerary of planned site visit activities a minimum of seven calendar in advance of all site visits.

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a. The A/E shall submit a detailed report of all site visits within three calendar days of a completed site visit. No payment for any site visit will be issued without receipt of such report.

C. SUBMISSION POLICY:

1. At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "SCHEMATIC SUBMISSION", “DESIGN DEVELOPMENT SUBMISSION”, OR

“CONSTRUCTION DOCUMENT SUBMISSION”, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review.

D. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

To reduce construction change orders due to design errors and omissions, the A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Fee Proposal:

a. Provide an outline of the actions that your firm will take during the design process along with the associated fee.

b. Provide a full list of all surveys, studies, investigations, and similar, intended to be performed during the development of the construction documents. The list shall include a full description of the activity, the purpose of the activity, and the location of the activity.

2. Two Weeks after Receipt of the Notice To Proceed: Submit a detailed

QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step shall have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

a. Each design submission shall include a full record of comments and responses generated through the internal QA/QC process.

b. The VA may reject the A/E’s QA/QC Plan at any time, if, in its sole opinion, the plan is ineffective. The A/E shall promptly address any such rejection at no cost to the government.

E. ADDITIONAL SERVICES:

If additional services (i.e. surveys, soil borings, asbestos surveys, water flow testing, or lead surveys), are necessary to be performed by consultants, submit

Program Guide, PG-18-15, Volume C 4 criteria for the work to be performed to the VAMC Contracting Officer as soon as possible. Upon approval of the criteria, submit proposals and qualifications of at least three firms being considered for the work in accordance with the contract procedures (CP1) of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval. A/E shall submit survey information for the Schematic Review.

F. CRITICAL PATH METHOD PHASING MEETINGS

A. Prior to submission of Schematic material, the A/E shall meet with the VAMC’s Project Manager to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for recording the phasing requirements.

B. Submit a phasing narrative and phasing plans (on reduced size plans) within two weeks after each phasing meeting to the VAMC Project Manager. VA will review these submission(s) and return comments to the A/E within two weeks of receipt. The A/E will then use this information in preparing their schematic, design development, and construction document submissions.

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A. SITE DEVELOPMENT: Submit the following:

Site Development: Schematics* DD** CD***

Narrative Analysis of site Circulation study Phasing analysis Parking analysis Development concept showing proposed buildings and structures

Landscape drawings with plant groupings

Topographic, utility, and landscape survey

Demolition plan Security Analysis Layout plan showing location of:

Building and structures Roads Fire Access Parking Accessible spaces Van spaces Mechanical and electrical equipment on grade

Future expansion Off-site roads Off-site utilities Service area(s) Entrances and exits Walks Inlets Contractor's staging area Vertical and horizontal road alignment

Paving joint patterns Grading plan showing:

Existing contours Proposed contours Spot elevations at structure corners, entrances, equipment pads, etc.

First floor elevations

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Site Development: Schematics* DD** CD***

Rim and invert elevations on storm drainage fixtures

Erosion and sediment control Rock excavation (quantity) Planting plan showing:

List of plant material Limits of irrigation Site details Landscape details Signage plan and schedule Physical security plan showing:

Setbacks and standoff distance Fencing, gates, and similar Bollards, boulders, barriers, and similar

Lighting Dispersion Analysis for Emergency Generators or other Exhaust Producing Equipment

* Submit site and landscape plans at an appropriate scale to show all work involved.

** Submit site and landscape plans at same scale as topographic/utility survey incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated site and landscape plans incorporating all revisions required by comments from the design development phase.

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B. ARCHITECTURAL: Submit or show the following:

Architectural: Schematics* DD** CD***

Location of:

Rooms1 Doors1 Corridor(s)3 Basic column grid/sizes Expansion and seismic joints Electrical closets Equipment rooms Signal and telephone closets Mechanical shafts and space Stair(s) Ramp(s) Elevator(s) Automatic Conveyances Floor Plans/Drawings:

All floors (new and renovated) Penthouse Roof plan Pipe basement Pipe tunnel Reflected ceiling4 Equipment floor plans 1:50 (1/4 inch) scale5

Demolition plans6 Room names and numbers7 Program net/designed net Exterior dimensions/total building gross area

Size and shape of all departmental functions and services9

Exterior building elevations10 Finish floor elevations11 Door locations, sizes, and swings Wall thickness and chase walls Handrail location/dimensions Fixed equipment Equipment elevations and details Plumbing fixtures Wheelchair accessible facilities

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Architectural: Schematics* DD** CD***

Wall sections12 Building sections13 Finish grades at corners, entrances, exits, platforms and ramps

Fire and smoke rated partitions14 Lead-lined and radio-frequency-shielded partitions14

Fire extinguisher cabinets14 Spray-on fire proofing (see fire protection)

Construction details15 Drafting symbols, abbreviations, and general notes

Door, window, and louver schedules Interior details, elevations, sections Finish schedule16 Graphics and signage17 Color rendering Lead abatement18 Interdisciplinary Door Hardware Coordination Checklist19

* Submit, as a minimum, a single line layout for at a scale not less than 1:100 (1/8 inch). A scale of 1:200 (1/16 inch) is acceptable for architectural floor layout if an entire floor cannot be shown on one sheet. Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the design development phase.

I. NOTES:

1. Use lines between spaces to indicate the centerline of the partition (for schematics only).

2. Indicate doors with a slash mark.

3. Along the corridor, the line shall represent the corridor side of the partition.

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4. Indicate ceiling mounted equipment, lighting fixtures, air diffusers, registers, tracks, and other significant elements.

5. Identify all equipment for each room. Indicate and coordinate all equipment with the Equipment Guide List (Program Guide 7610) and Activated Equipment List. Use VA standard symbols and notation to distinguish between contractor-furnished and installed (CC), VA-furnished contractor-installed (VC), VA-furnished and installed (VV), VA-furnished with construction funds [VC(CF) and VV(CF)], and relocated (R) equipment. Equipment floor plans are not required for the offices, consultation rooms, classrooms, conference rooms, and waiting rooms within the above departments. Draw equipment details which are necessary for major decisions, though complete detailing is not required for this submittal.

6. Indicate existing finish schedule and notes on plan.

7. Label as required for schematic drawings. Coordinate new room numbering with medical center.

8. Use the same names on drawings as those used in the space program.

Provide area figures in fractional form, e.g., 400/390. Indicate space provided, but not called for in the space program, as: -/390.

9. Label each service or activity listed in the Project Scope Data of the Design Program and indicate boundaries with a distinctive line. Include the activity code number (see Handbook 7610).

10. If the project requires exterior work, show all facades indicating massing, proposed fenestration and the building relationship to adjacent structures and the finish grade. Show all significant building materials, including their colors, any proposed roof top mechanical equipment, architectural screens, skylights, and stacks on the elevation drawings. If building is designed for future expansion (vertical and/or horizontal), delineate elevations with and without the future expansion. If project is an addition, show elevations of the existing building in sufficient detail to illustrate the relationship between the new and existing in terms of scale, material, and detail.

11. Define the relationship of the finish ground floor to finish grade at major entrances and docks.

12. Indicate construction including fire resistance rating, building materials and systems, and proposed sill and head heights of openings. Indicate both new and renovated areas on form provided by VA.

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13. Define building configuration. Draw sections at the same scale as floor plans, normally 1:100 (1/8 inch). If the building abuts an existing structure, indicate in the section how the new floor elevations align with existing.

14. Identify psychiatric areas where special considerations are required to ensure the safety of patients (e.g. hard ceilings, safety glazing, etc.).

15. Indicate new building components and systems, such as window design, roofing system, special entryways, building "skin", and any special architectural elements for the project. Complete detailing of miscellaneous items is not required for this submission.

16. Indicate all building systems, materials, and future expansion, if applicable.

17. Submit a drawing for all which is part of the construction contract.

18. Provide square meters (feet) of lead paint and x-ray shielding to be removed.

19. In Microsoft Excel or other format acceptable to the Walla Walla VA. The checklist shall capture the full coordination of door hardware with electronic physical security requirements, to include affirmation by the A/E that the responsible subcontractor is identified for each piece of equipment; line voltage power is available where needed for operators, controllers, power supplies, and other security networking equipment; door hardware schedule accurately reflects the contents of the electronic physical security documents; and door schedule accurately reflects contents of the electronic physical security documents.

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C. ELECTRICAL: Submit the following:

Electrical: Schematics* DD** CD***

Narratives:

Design1 Life cycle analysis for electrical systems

Location and size of:

Electrical equipment2 Electric closets3 Telephone closets3 Signal closets3 Electrical distribution equipment

Drawings showing:

Electrical plot plan of existing and proposed underground power (including manholes)

Telephone systems Signal inter-building systems Proposed electrical system4 Electric symbols Lighting fixture schedule Emergency Life Safety Equipment

(see fire protection)

Symbols, note, abbreviations List of specialty areas Method of short-circuit calculations Method of voltage drop and demand calculations

Utility company correspondence Utility company requirements Load calculations for normal & emergency use

Drawings:

Lighting layouts Power layouts Low voltage system layouts Specialty area layouts Demolition plans Riser diagrams Branch circuit wiring (typ.)

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Electrical: Schematics* DD** CD***

Location and size of:

Primary distribution switchgear/switchboard

Engine-generator sets Substation/padmounted transformer Manholes Location of smoke dampers and duct smoke detectors

Interconnection of electrical control equipment with HVAC equipment

Smoke partitions and fire alarm zones Fire alarm and signal riser diagrams

Calculations for emergency generator(s) demonstrating a baseline load of at least 30% under actual operating conditions

Phasing scheme Electrical details

1:100 (1/8 inch). Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the

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I. NOTES:

1. Include basic assumptions, points of interconnection, impact of new construction to existing electrical distribution system, current demand loading (high voltage switchgear and primary feeder), and projected load of new construction. Propose various feasible electrical systems for project and provide advantages/disadvantages.

2. Include means and clearances for installation, maintenance, and removal/replacement of equipment.

3. Electrical, signal and telephone closets must stack vertically.

4. Include high voltage and low voltage switchgear, transformers and low voltage main and/or distribution panels, branch panels and methods of feeding 277/480 volt and 120/208 volt normal and emergency panels.

C. ASBESTOS ABATEMENT: Submit the following:

Asbestos Abatement: Schematics* DD** CD***

Asbestos abatement report including:

1. Summary results of building records

2. Summary results of station personnel interview

3. determination of materials known to contain asbestos

4. visual inspection of building to determine location and condition of asbestos

5. sample strategy on the extent of asbestos present

Name and location of qualified laboratory for sample analysis

Asbestos abatement drawing Major Decontamination Areas showing:

1. Limits of sealing off the location

2. Quantities of asbestos material

3. Arrangements for auxiliary rooms

4. Engineering of negative air systems

5. Path of asbestos to loading platform

6. Location and connection to required utilities

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Asbestos Abatement: Schematics* DD** CD***

Minor Decontamination Areas showing:

1. location, type, and length of pipe element to be abated by "Glove and Bag" approach

2. Other abatement features

Summary of:1 Square feet of floor space for abatement

Total linear and square feet of asbestos to be abated

Total cost of abatement2 Asbestos abatement drawings including:

1. restoration of impacted building sub-systems

2. integrated phasing on execution of abatement

1:100 (1/8 inch. Submit a complete double line layout of areas of critical importance, at a scale of 1:50 (1/4 inch) including equipment.

** Submit minimum 1:100 (1/8 inch) scale floor plans, new and renovated, incorporating all of the revisions required by comments from schematics.

*** Submit fully dimensioned, complete, and coordinated 1:100 (1/8 inch) scale floor plans, incorporating all revisions required by comments from the

O. NOTES:

1. Provide a copy of the summary to the construction cost estimator for inclusion as a separate bid item in the project estimate.

2. Include any cost for decontamination of equipment and fixtures.

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D. CRITICAL PATH METHOD (CPM): Submit the following:

Critical Path Method (CPM)j: Schematics DD CD

Phasing Narrative Phasing Plans (on reduced site plans) Phasing Diagram Phases (marked on full size drawing) Written list of systems1 Phasing Diagram (drawn on Phasing Plan)1

CPM Phasing Plans (full size contract drawings)2

O. NOTES:

1. Include temporary system by phase, and separate by technical discipline.

2. One drawing may reflect several reduced site plans.

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E. ESTIMATING: Submit the following:

Estimating: Schematics DD CD

Cost estimate in compliance with Manual for Preparation of Estimates (separate estimates for new construction and alteration work)

Level "A" Summary Sheets for building Level "A" Summary Sheets for sitework Building gross area computation (new) Building gross area computation (alteration work)

Project Data Sheet 1 Project Data Sheet 1 and 2 Asbestos abatement Detailed estimate take-off sheets Level "B" Summary Sheets for buildings

Level "B" Summary Sheets for sitework Supplement A to SF 252 Detailed Market Analysis

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F. SPECIFICATIONS

Schematics DD CD

List of Proposed Required Contract Specifications

Specifications (All Disciplines) 1, 2. & 3 4 & 5

1. Submit for all technical disciplines the original VA Master Specification section drafts marked-up with pencil showing the editing for the project. Clearly identify modifications, deletions and insertions. Assure the specification drafts have been edited and tailored in their application to represent accurate coordination between drawings and specifications.

2. When no VA Master Construction Specification exists for a "unit of work", prepare the specification section consistent with VA Master Construction Specifications format.

a. Use generic or non-proprietary specifications describing the minimal acceptable product criteria level where no "Standard" exists to define quality and workmanship levels.

b. Use applicable "Standards" to define quality and workmanship when these publications exist. List complete designation and title of each publication used in Part 1; follow format in VA Master Construction Specifications for Applicable Publications.

c. Do not use proprietary specifications or systems that restrict competition unless authorization in writing has been received from the VA Project Manager for such proprietary specification. See the Federal Acquisition Regulation (FAR) Part 10, Part 14, and Part 36.

d. Do not use trade names or manufacturers brand names, except as previously noted.

e. When a deviation is requested, define and specify the minimum acceptable levels of essential criteria in descriptive, physical, functional, or performance requirements.

4. Type specifications in final format and content including any desk copy changes made by the VAMC staff at the previous review. Submit a complete set of the typed specifications for review. Include one set of full size final drawings of all disciplines, fully coordinated.

5. Return all draft specifications reviewed at DD review to aid the final bid document review. These draft specifications will later be returned to the A/E if requested and at the A/E’s expense.

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G. FINAL BID DOCUMENTS

a. Place the seal of the Registered Architect, Registered Landscape Architect, and Professional Engineer responsible for the design and the VAMC Project Director’s signature on the Construction Documents. A stamp of the VAMC Project Director’s signature will be furnished.

b. Submit updated Department Ratio Chart of Final Bid stage to the VAMC

Project Manager.

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III. DISTRIBUTION OF A/E MATERIAL

A. SYMBOL IDENTIFICATION OF CONTRACT DRAWINGS

AS - Architectural Drawings (Numbered Only)

HA - Asbestos Removal Drawings

BI - Boring Log Drawings

ES - Electrical Drawings

FA - Fire Protection Drawings

MH - Heating, Ventilating, and Air Conditioning Drawings

PL - Plumbing Drawings

GS - Site Development and Environmental Drawings

CU - Sanitary and Irrigation Drawings

MU - Steam Distribution Drawings

MP - Steam Generation Drawings

SS - Structural Drawings

TS - Low voltage drawings

B. GENERAL NOTES

1. Bond prints shall be full-sized.

2. Bind all drawings into sets in the order of their above classification symbol.

3. All submitted specifications shall be original, unbound, and marked-up VA

Master Specifications. Where no VA Master Specification is available, submit a developed specification.

4. Submit all materials, packaged and clearly marked by discipline, to the

VA’s Contracting Officer. However, where a small amount of material is submitted, the drawings may be packaged together for all disciplines as long as the drawings are separated and tagged with the discipline name. Other material may also be consolidated provided they are labeled and can easily be identified and separated.

5. Material provided unbound will be returned to the A/E at the A/.E’s expense. All resubmission costs will be the responsibility of the A/E.

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Distribution of A/E Material

Schematic Submission:

VA Medical Center (VAMC) Appropriate Network Office* 1 complete set

Design Development Submission:

Construction Documents Submission:

Record Documents Submission:

*VAWW will coordinate the necessary review with the responsible safety and fire protection person in their network.