SOW Elevator Upgrades 6-2-23.pdf

A/E Scope of Work Project 650-24-108 Elevator Upgrades S:\FMS\PROJECTS\650-24-108 Elevator Upgrades\!. Scope of Work

I.GENERAL:

A/E SCOPE OF WORK

VA Providence HealthCare System, Rhode Island

Elevator Upgrades and Modernization

PROJECT 650-24-108

02 June 2023

The Department of Veterans Affairs, VA Providence Healthcare System (VAPHS) is seeking professional Architect-Engineer (A/E) firms to perform investigative services, design, complete upgrades, and modernization to the existing Building 1 and Building 35 elevators and equipment rooms. Upgrades are required to eliminate serious code deficiencies relating to fire protection, electrical service, and elevator controls.

The elevator upgrades and modernization are for the nine (9) elevators numbered P2, P3, P4, P7, P8, Sl, S5, and S6 (5 passenger and 3 service) located in the main hospital Building 1 and one (1) elevator numbered P11 located in Building 35 (1 passenger). Refer to the attached plan for elevator locations within Building 1 and Building 5.

Prior to the full upgrade of the elevators an inspection study report and modernization survey shall be performed by an elevator design professional. The elevator design professional shall be engaged throughout the project to evaluate the specifications, determine specification compliance, and consult on installation issues.

Project Background

VAPHS has received consultant studies from September 2022 that examined the conditions of all elevators located within the medical center. Major deficiencies were noted for elevators. This project shall address all deficiencies noted in the report. Specifically, the elevators listed for Building 1 shall be rehabilitated.

The full-scale upgrades and modernizations shall include correcting outstanding violations to obtain new inspection certifications of the elevators. A copy of the report is appended. All project work will be coordinated through VAPHS staff to minimize disruptions to daily operations and activities.

Architect/Engineer Consultant Requirements

The A/E shall have specific expertise and experience in the design and coordination of elevator modernization and equipment replacement as part of a design team. The A/E shall be the lead consultant with a vertical transportation specialist. The specialist shall be an independent and fully experienced programmer, designer and specifier of Vertical Transport for Acute Care Hospitals and Medical Centers.

2. PROJECT SCOPE OF WORK:

Provide Architect/Engineer professional services to include site surveys, acquiring field data, and verifying as-built conditions to assure accurate development of design and bidding documents, and production of necessary design and bidding documents, specifications, cost estimates, construction period services and site visits.

Prepare design and construction documents and provide construction period services for the following:

• The A/E shall perform thorough site inspections to document the existing elevator operation and verify the required upgrades and modernization from previous elevator inspection report. During the review, the A/E shall determine if any other upgrades or modifications are required. Control systems, pulley systems, mechanical systems and overall lift systems shall be required to be reviewed and documented. The A/E shall develop a schedule for the required documentation and inspection process. The Prime Consultant shall be responsible for coordinating interviews and inspections, securing meeting space, and arranging for any necessary security clearance.

• Provide new equipment and panels to existing elevators within Building 1 and Building 35 to properly and effectively incorporate full-scale upgrades and modernizations to obtain elevator certifications. The design shall include full-scale upgrade/replacement of fire service operation and other aspects of the elevator operation to meet current codes. Specifically, new non-proprietary, universally serviceable, microprocessor based solid state selective collective control system shall be designed. Existing HVAC, architectural, electrical, and mechanical components shall require evaluation to determine replacement and/or size changes.

• Hoistway Guide Rail, structural components, including existing brackets and building structure shall be investigated and condition assessed to certify for continued use.

The following tasks to be performed include but are not limited to:

1. Perform an investigation and condition assessment. The elevator assessment shall include a thorough examination of the elevator equipment and the production of a comprehensive bound report. Inspect the existing elevators to determine system condition, reliability level, technology level and their future life cycle. This report shall contain as a minimum: a general description of the equipment, the condition of the equipment, average life expectancies and estimated remaining useful life of the individual components, ADA compliance, the level of maintenance being performed, and current performance levels compared to original specifications or recommended standards and system capabilities. Deficiencies in code compliance, safety, or maintenance shall be noted. Review the existing condition of all elevator interiors including floor, walls, handrails, ceilings, and control panels. Rank all items based upon condition and make recommendations for replacement or rehabilitation.

Recommendations on adjustments necessary to improve performance, as well as recommended modernizations, replacements or upgrades shall be made. The written report shall include previous elevator inspection recommendations. The report shall provide commentary on issues and concerns not addressed by the previous inspection study.

2. Address considerations based on VAPHS needs and scope not identified which may be of concern.

3. Conduct Field Investigations and observations. Walk through existing hospital building to assist in determining the magnitude of items potentially affected during the elevator upgrade and modernization.

4. Conduct surveys, perform investigations, meet with staff who will be working in the areas being renovated or built to ensure the new construction and 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.

5. Assess existing HVAC, fire protection, electrical, communication, security, and alarm systems in the existing elevators and machine rooms to the extent necessary to determine whether these existing systems contain sufficient capacity to provide system needs in the proposed upgrade and modernization. Evaluate existing systems in machine rooms including lighting, electrical, ventilation, etc. and upgrade with improved systems in accordance with current code. For those building systems which do not contain sufficient capacity to support the new upgrade and modernization, identify potential means to provide the necessary building system and evaluate each potential system for initial cost, life cycle cost, and suitability for a health care facility, maintainability, and compatibility with existing systems. Prepare a recommendation for each 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

• Vertical Transportation Equipment

• HVAC

• Structural Engineering

• Mechanical Engineering

• Electrical Engineering

• Plumbing Engineering

• Fire Protection Engineering

• Specialty Work

• Cost Estimating

• Asbestos Abatement

7. Prepare project construction phasing plans.

8. Prepare construction cost estimates.

9. Prepare project design/construction schedules.

10. Prepare project submittal registers.

11. Identify asbestos and other hazardous materials for abatement. Provide for abatement of any hazardous materials that are impacted by construction.

12. Incorporate Fire Code Review by VA's third-party independent Fire Protection engineer comments into the design.

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

14. Attend a Pre-Bid/Pre-Solicitation meeting for the construction of the project.

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

16. Attend a Pre-Construction meeting.

17. Provide an evaluation of the construction cost of the apparent low bidder or best qualified proposer for construction of the project.

18. Review and approve submittals from the construction contractor.

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

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

21. Make periodic visits to the project site during construction, when requested by the VA.

22. Conduct a final inspection of the substantially completed project.

23. Provide record drawings of the completed construction project.

The A/E shall be responsible for the entire design and construction of this project, including confirmation of existing conditions, investigation for the presence of hazardous materials, and a corresponding abatement plan. 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 VAPHS for each portion of the existing facility that is impacted by the project.

Revise the risk assessment until the VAPHS 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.

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

Provide for Interim Life Safety Measures (ILSM) in the design of the project that are necessary if construction will occur in any of the medical facilities on campus. All facilities must continue to comply with NFPA 101, The Life Safety Code throughout the construction of the project.

3. SOLICITATION SUPPORT SERVICES:

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFls) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period.

Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFis will be required from the A/E within five calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/Eis required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specifications and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

4. PROJECT FUNDS LIMITATION:

The approved Estimated Construction Cost (ECC) shall not exceed $5,900,000.

Complete the design of the project such that the estimated construction value of the work is not more than $5,900,000. This cost does not include construction management, contingency, portable equipment, 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".

5. PROPOSED SCHEDULE:

Start Design:

Complete Review, Inspections and Conceptual Design:

30% Design Documents due:

65% Construction Documents:

100% Construction Documents:

Final Construction Documents:

As indicated in the Notice to Proceed (NTP).

60 calendar days after NTP.

120 calendar days after NTP.

210 calendar days after NTP.

290 calendar days after NTP.

320 calendar days after NTP.

6. COST ESTIMATING REQUIREMENTS:

a. The A/E shall develop a detailed construction cost estimate, which shall 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 data-bases, manufacturers, sub-contractors, and general contractors to insure 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.

7. 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 be performed in a professional manner and in accordance with the most applicable edition of the National Safety Code for Elevators and Escalators (ASME Al 7.1), National Safety Code for Existing Elevators and Escalators (ASME Al 7.3), ANSI Al 17.1 Barrier Free Code as pertaining to Passenger Elevators, the Americans with Disabilities Act (ADA), and the State of Rhode Island Elevator Code as may be applicable.

Particular emphasis is placed on the following documents that establish minimum requirements to VAPHS Providence projects. This includes but is not limited to the following:

1. International Building Code (latest edition)

2. International Mechanical Code (latest edition)

3. International Plumbing Code (latest edition)

4. The National Standard Plumbing Code (latest edition)

5. The National Electrical Code (latest edition)

6. The National Fire Protection Association 101 Life Safety 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. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the American Institute of Architects

9. Uniform Federal Accessibility Standards (UFAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to UFAS

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

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

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

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

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

15. VHA Program Guide 18-5, VA Equipment Guide List

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

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

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

19. VHA Program Guide 18-15, A/E Submission requirements, Volume C

20. VA Seismic Design Requirements H-18-8

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

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

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

24. VAPHS Design & Construction Standards

25. Last edition of ANSI/ASHRAE/ASHE Standard 170: Ventilation of Health Care Facilities is included as Part 4 of the latest edition FGI Guidelines.

b. All contract work shall be performed in accordance with contract documents and procedures outlined in PG-18-15, Volume C, A/E Submission Instructions for NRM Construction Projects http://www.cfm.va.gov/TIL/. The Master Specification and all other VA Technical Information can be found at this web link. Check the Technical Information Library (TIL) for most current specifications. Incorporate the latest specifications from the TIL.

c. 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/Eby the VA or any other government source shall be used for reference only.

d. NEPA Compliance: Complete the VA's NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use and similar projects will have a significant impact on the environment. Conduct additional environmental reviews as required by the results of this initial evaluation. Ensure the project complies with NEPA requirements in accordance with VA practices and policies.

8. MEETINGS:

The A/E shall attend meetings at the time and place requested by the Contracting Officer or his/her Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Contracting Officer or his/her Representative. Meetings shall include the following:

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

a. Pre-Design Meeting - The A/E shall meet with the Contracting Officer and/or the Representative (from Facilities Management Service), 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 Contracting Officer and/or the

Representative (from Facilities Management Service), 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.

9. 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 elevators, within walls or chases, in mechanical areas and interstitial spaces, in elevator pits, and in or under basement floors. Where necessary, 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.

IO.ANSWERING INQUIRIES & ISSUING AMENDMENTS:

The A/E shall provide prompt answers and recommendations to inquiries made by the VAPHS Providence (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 VAPHS Providence (Government).

11. 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.

12. 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.

13. DESIGN SUBMISSIONS:

The A/E shall retain file copies of all items forwarded to the Contracting Officer or his/hers 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 shall provide design in accordance with 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.

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 (7) 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 plan view at a minimum scale of 1/8" = 1 '0", where necessary, and generally 1/4" = l'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 insure 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" 2022 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2014 release. Final drawings shall be plotted in ink on 30" x 42" standard bond sheets. Sepias are not acceptable as original drawings. Final drawings submitted by the A/E 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 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.

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

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

1v. No lettering, shading or marking on the reverse side is acceptable.

v. Clearly distinguish between new work and existing work.

v1. Graphic scales shall be provided on all drawings.

c. 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 properly and adequately construct the project 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 particular project. Where choice of items is referenced in the specification section, consult with VAPHS 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 VAPHS 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

Page 11 oflS 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.

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 sufficient detail to accurately estimate the proper construction duration.

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

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

(a) 3 copies of bound report (Elevator Assessment Report and Concept Design).

(b) 4 copies of Drawings - 2 full size and 2 half size (Black line on bond paper, suitably bound).

(c) 2 copies of Design Analysis.

(d) 1 copy of the Construction Cost Estimate.

(e) 1 Electronic Media (CD ROM) copy of the Final Report in a single file in Portable Document Format (pdf).

(2) SCHEMATIC DESIGN SUBMISSION (30% Design Document Submission).

The following quantities of design review material are required:

(a) 4 sets of Plans- 2 full size and 2 half size (Black line on bond paper, suitably bound)

(b) 1 set of Construction Cost Estimate

(c) 1 set of marked-up Sections of the VA Master Construction Specifications

(d) 2 sets of Design Analysis

(e) 1 copy of the Construction Duration Schedule

(f) 1 copy of Commissioning Agent review comments reconciliation of those comments

(g) Electronic Media (CD ROM) copy (single copy) of a, b, c, d and e listed the above in a single file in Portable Document Format (pdf).

(3) CONSTRUCTION DOCUMENT SUBMISSION (65% & 100%): The following quantities of design review material are required:

(a) 4 sets of Plans- 2 full size and 2 half size (Black line on bond paper, suitably bound)

(b) 1 set of Construction Cost Estimate

(c) 1 set of Construction Specifications

(d) 1 set of Design Analysis

(e) 1 copy 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 reconciliation of those comments

(h) 1 copy of Commissioning Agent review comments reconciliation of those comments

(i) Electronic Media (CD ROM) copy (single copy) of a, b, c, d and e listed above in a single file in portable Document Format (pdf)

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

(a) 2 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 2022 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 and 2 half size sets of Plans (Black line on bond paper, suitably bound)

(c) 2 set of Original Reproducible Specifications

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

(e) 1 copy of Commissioning Agent review comments reconciliation of those comments

(f) 1 copy of documentation that demonstrates compliance with the A/E's QA/QC Plan

(5) CONFORMED CONSTRUCTION DOCUMENT SUBMISSION: Upon completion of the final design of the project and the award of a construction contract, submit the following items prior to the start of construction work as Conformed Project Documents:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM and with all addenda information incorporated into the project drawings and specifications. Each copy shall contain the following:

• Drawings on IBM compatible "AutoCAD" version 2022 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)

(b) 3 full size sets of Plans and 2 half size sets of Plans with seal of the design professional on each sheet.

(c) 2 set of Original Reproducible Specifications

f. Requirements for Portable Document Format (pdf) Documents: Documents in Portable Document Format (pdf) format shall be published directly from native document format to pdf format without printing and scanning. Pdf documents shall be searchable, and content shall be selectable and able to be copied and inserted in other documents and or clip boards.

g. 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.

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

1. Contract Number and date.

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

3. Sequence number of digital media.

4. List of file names on the digital media.

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

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

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

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

4. 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.).

5. 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.

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

7. 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.

8. 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.

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

14. CONSTRUCTION PERIOD SERVICES AND SITE VISIT:

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 (15) 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 (15) 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 shall be provided as electronic files in the form ofbe on IBM compatible AutoCAD version 2022, with the seal of the design professional on each sheet. Drawings shall be marked as record drawings. Submit to the VAPHS Providence within sixty (60) days after (acceptance of the project) receipt of the contractor's marked-up documents.

An estimated twelve (15) 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.

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

The A/E shall submit a written report to the Contracting Officer or their Representative 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 their own benefit or because of deficiencies in the A/E's performance shall be at no additional expense to the government.

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