SOW Attachment 3 STATEMENT OF TASK_Project Submission Requirements_v3.5.docx

A-E shall plan for the following design and design review meetings as part of the Scope of Work (all other review meetings are to be conducted utilizing a web based meeting program):

1. The initial Kickoff meeting will be held with the HSTMVH engineering staff. This meeting will be intended to provide an onsite familiarization with the project.

2. A second meeting will be held with the HSTMVH engineering staff, nursing staff management, clinical staff management and senior leadership staff. This will serve as an opportunity for the A-E to gain a further understanding of the direction that the facility wants the project to go. The A-E should be prepared to discuss the scope of the project, provide examples of current VA standard room layouts, Site drawings identifying the project area showing a basic schematic layout of the various functions, a timeline for design and a brief construction summary. The A-E shall record the minutes of the meeting to document the thoughts and concerns of the facility.

3. The A-E shall review onsite the existing locations of the various functions that will be relocated to the new space to help understand the needs of the departments. They shall meet with the management and team leaders of these departments to review and compare the VA design guides and the specific departmental needs.

4. After meeting with all of the departments the A-E shall prepare a minimum of three separate Pre-Design (PD) layouts of the space (final end state) for review. The A-E shall provide pros and cons for each option. The A-E shall present these options to the departmental leads and senior leadership. HSTMVH will select the preferred option for the design.

5. Once the Pre-Design is chosen, the A-E shall develop three PDs for this phase of the project that fits within the Pre-Design. Space layouts shall meet current VA Space planning Criteria’s (Chapter 312: Mental Health Resident Care Unit (MH RCU) and the Design Guide for Inpatient Mental Health & Residential Rehabilitation Treatment Program Facilities, be in compliance with the Uniform Federal Accessibility Standards (UFAS), and VA Barrier Free Design Guide (PG-18-13). A-E shall identify any proposed variances for review prior to continuing of design.

6. A-E Design Submissions shall comply with the VA A-E design Submission Requirements as found in the VA Technical Information Library (TIL). HSTMVH will provide comments and guidance following each design review session. All submission review meetings shall be held at the HSTMVH in Columbia, MO. Other coordination type meetings, progress, etc., shall be conducted via Microsoft TEAMS.

7. A-E shall provide meeting minutes of all meetings within 48 hours of meeting conclusion and must be concurred with by the COR.

8. As part of each phase below, the A-E shall maintain an “issues” log. This log will document all items identified by the VA during each review, and comments on how these were addressed.

Total contract design duration shall not exceed 450 calendar days.

Harry S. Truman Memorial Veterans Hospital 800 Hospital Drive Columbia, Missouri 65201 7/24/2023 SOW Attachment 03 - STATEMENT OF TASK – Project Submissions

A-E shall plan for the following design and design review meetings as part of the Scope of Work (all other review meetings are to be conducted utilizing a web-based meeting program):

1. Notice of Award NOA+00

a. Notice of Award will be an email sent by the Contract Specialist, including the Contracting Officer, COR, and A-E firm. This serves as the start of the project.

2. Kickoff / Initial Meeting(s) (4 days) / Site Investigation (A-E dependent) NOA+10

a. Kickoff meeting will be onsite with facility personnel. This will be a broad overview of the project, laying out perimeters and boundaries prior to meeting with the Integrated Project Team (IPT). A walk through of the project area and the campus will be provided to provide an overview/idea of the facilities vision.

b. The following day will be a meeting with the IPT. This meeting is to gather the desires from the IPT as to what they would like to see in the design, flow concerns, etc.

c. The following day will be “a day in the life”. This day is meant to see the current area and staff in action, understand processes, needs and the discussion points from the previous day.

d. Site investigation shall occur during this time frame as well and as long as the A-E feels they need to gather all required information. Any site investigations after this will be at the A-E’s expense.

3. Basis of Design and Pre-Design (BD/PD-10%) NOA+90

a. PD1: A-E shall provide three (3) distinct Pre-Designs for VA review based on meetings with the IPT. This PD is the final desired end state for all phases (28-32 bed facility). A brief written synopsis containing the pros and cons of each shall also be provided within 30 days of the initial meetings (NOA+40).

· The VA will conduct a review of the PDs with the IPT and provide the A-E comments within five (5) days of receiving SD1 (NOA + 45).

· A Microsoft TEAMS meeting with the user group will occur (NOA+46) to discuss the submission of PD1, provide feedback and hear issues/concerns.

b. PD2: The A-E will review the VA comments and resubmit two (2) revised PDs to the VA within 15 days of the user meeting. It is possible, pending the VA comments, to only resubmit a single PD at this point (NOA + 61).

· The VA will review the new PDs for five (5) days (NOA + 66)

· A Microsoft TEAMS meeting with the user group will occur (NOA+67) to discuss the submission of PD2, provide feedback and hear issues/concerns.

c. PD3: The A-E will make a “final” PD submission for VA approval within 15 days of the user meeting (NOA+82)

· The VA will review for five (5) days (NOA+87).

· A Microsoft TEAMS meeting to discuss will be had (NOA+88). This teleconference shall, pending results of PD3, provide the final input and approval. A final PD shall be submitted within two (2) days of this teleconference (NOA+90) to finalize comments and provide approval. The VA must provide final PD-10% approval prior to moving into 35%SD.

d. All submissions during this phase shall be digital (pdf, word, excel).

4. Schematic Design (SD-35%) NOA + 170

a. SD1: A-E shall provide three (3) distinct SDs for VA review based on meetings with the IPT. This SD is the final desired end state for all phases (28-32 bed facility). A brief written synopsis containing the pros and cons of each shall also be provided within 30 days approved 10%SD (NOA+120).

· The VA will conduct a review of the SDs with the IPT and provide the A-E comments within five (5) days of receiving SD1 (NOA+125).

· A Microsoft TEAMS meeting with the user group will occur (NOA+126) to discuss the submission of SD1, provide feedback and hear issues/concerns.

b. SD2: The A-E will review the VA comments and resubmit two (2) revised SDs to the VA within 15 days of the SD1 user meeting. It is possible, pending the VA comments, to only resubmit a single SD at this point (NOA+141).

· The VA will review the new SD(s) for five (5) days (NOA+146).

· A Microsoft TEMAS meeting with the user group will occur (NOA+147) to discuss the submission(s) of SD2, provide feedback and hear issues/concerns.

c. SD3: The A-E will make a “final” SD submission for VA approval within 15 days of the SD2 user meeting (NOA+162)

· The VA will review for five (5) days (NOA+167) and a Microsoft TEAMS meeting to discuss will be had (NOA+168). This teleconference shall, pending results of SD3, provide the final input and approval. A final SD shall be submitted within two (2) days of this teleconference to finalize comments and provide approval. The VA must provide SD approval prior to moving into 35%SD (NOA+170).

d. All submissions during this phase shall be digital (pdf, word, excel).

5. Design Development (DD-50%) NOA+230

a. A-E shall provide to the VA 50% Design Development documents within 45 days of receiving schematic design approval (NOA+215).

· A-E firm shall provide two (2) copies of such drawings and a copy of construction cost estimates for a functional review by the VA. Drawings shall be one (1) full size (36”x48”) copy and one (1) half size (18”x24”) copy, as well as electronic version (pdf).

b. The VA will review DD submission for 14 days (NOA+229).

c. A joint on-site review will be conducted between the A-E and the VA (NOA+230).

d. The VA must provide DD approval prior to moving into any formal CD work.

6. Construction Documents (CD-65%) NOA+305

a. A-E shall provide the VA with 65% construction documents within 60 days of approved DD documents. Drawings shall depict all as a minimum: all walls, wall type, life safety, MEP, and phasing (NOA+290).

· A-E shall provide two (2) copies of such drawings and a copy of construction cost estimates for a functional review by the VA. Drawings shall be one (1) full size (36”x48”) copy and one (1) half size (18”x24”) copy. A copy of the specifications shall also be submitted for review. All documents shall also be submitted in electronic format.

b. The VA will review the CD-65% submission for 14 days (NOA+304).

c. A joint onsite review will be conducted between the A-E and the VA (NOA+305).

d. The VA must provide CD-65% approval prior to moving into any formal CD-90% work.

e. Beginning with DD phase, a weekly progress meeting shall be held via Microsoft TEAMS between the A-E and the COR. The intent of these meetings is to discuss issues as soon as possible, provide information that is required, etc. instead of waiting until the next submittal. The intent is these meetings are 1 hour or less with an agenda.

f. With the 65%CD submission, the VA will submit drawings for a third- party fire protection/life safety review. The third party will provide comments upon review. A-E shall, with the 90% submission, provide comments on each item and address within the drawings accordingly.

7. Construction Documents (CD-90%) NOA+370

a. A-E shall provide the VA with 90% construction documents within 50 days of approved CD-60% documents. This submission should allow construction contractors to bid from (NOA+355).

· A-E shall provide two (2) copies of such drawings, one (1) set of specifications and one (1) copies of construction cost estimates for a functional review by the VA. Drawings shall be one (1) full size (36”x48”) copy and one (1) half size (18”x24”) copy. All documents shall also be submitted in electronic format.

b. The VA will review the CD-90% submission for 14 days (NOA+369).

A joint onsite review will be conducted between the A-E and the VA (NOA+370).

c. The VA must provide CD-90% approval prior to moving into any formal CD-100% work.

d. During this CD phase, weekly progress meetings will also be held (intent is 1hr or less).

e. The VA will submit 90%drawings (and A-E comments from 65% review) to the third-party fire protection/life safety reviewer. The reviewer will provide comments if there are any issues. The A-E shall address these comments, provide written response, and adjust drawings accordingly.

8. Construction Documents (CD-100%) NOA+415

a. A-E shall provide the VA with 100% construction documents within 30 days of approved CD-90% documents (NOA+400).

· A-E shall provide two (2) copies of such drawings, one (1) set of specifications and one (1) copy of construction cost estimates for a functional review by the VA. Drawings shall be one (1) full size (36”x48”) copy and one (1) half size (18”x24”) copy. All documents shall also be submitted in electronic format.

c. The VA will review the CD-100% submission for 14 days (NOA + 414).

d. A teleconference will be conducted between the VA and the A-E (NOA+415) to discuss any issues with the 100% submission or specifications.

e. This submission serves as a “check set” allowing the VA to ensure that all comments and issues have been captured and accounted for. Of particular interest is ensuring that the third-party Fire Review comments have been addressed.

f. The VA will submit the 100% drawings to the third-party fire protection/life safety reviewer as a final check that all issues have been addressed. Any issue that has not been addressed shall be corrected before the 100% drawings will be accepted.

9. Bid Documents NOA+430

a. If there are still items of concern with the CD-100% submission, the A-E shall address/correct and resubmit Bid Documents within 15 days (NOA+430).

· A-E shall provide all bid documents in electronic format. All files shall be broken into individual files no larger than 20MbB each.

b. If there are no issues with the CD-100% submission, then the A-E shall simply change the “version/title” to Bid Documents and submit electronically only.

Conformed/Final Construction Drawings/Specifications within 14 days after construction bid acceptance, A-E shall provide two (2) copies of such drawings, one (1) set of specifications and one (1) copy of construction cost estimates. Drawings shall be one (1) full size (36”x48”) copy and one (1) half size (18”x24”) copy. All documents shall also be submitted in electronic format.

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