SOW Expand PC West - Orlando Final 3-11-21.pdf

Request for Proposal

Design

Expand Primary Care at Lake Nona (West)

Project No. 675-102

March 3, 2021

Orlando VA Medical Center

13800 Veterans Way

Orlando, FL 32827

TABLE OF CONTENTS

I. TECHNICAL SERVICESS

SCOPE OF WORK:

PROJECT OVERVIEW:

SPECIFIC PROJECT REQUIREMENTS:

II. SCHEDULING, PHASING AND WORKING HOURS

III. GOVERNMENT FURNISHED INFORMATION

IV. RESOURCES

V. DESIGN AND DOCUMENT REQUIREMENTS

GENERAL:

SUBMISSION & DESIGN REVIEW MEETINGS:

SUBMISSION POLICY:

ELECTRONIC MEDIA:

PROFESSIONAL LICENSING:

CONSTRUCTION DOCUMENTS:

VI. REQUIREMENTS FOR DRAWINGS, SPECIFICATIONS & COST ESTIMATES

FEATURES

GENERAL

ARCHITECTURAL DRAWINGS

STRUCTURAL DRAWINGS

FIRE PROTECTION DRAWINGS

PLUMBING DRAWINGS

MECHANICAL DRAWINGS:

ELECTRICAL DRAWINGS:

ASBESTOS ABATEMENT DRAWINGS:

SPECIFICATIONS:

COST DATA:

VII. COMPLETION OF CONSTRUCTION DOCUMENTS

VIII: QUALITY ASSURANCE/QUALITY CONTROL: …………………………………..………………16

IX: SOLICITATION SUPPORT SERVICES ………………………………..…………………..…….……16

X: CONSTRUCTION PERIOD SERVICES AND CONTRACT COMPLETION

DURATION OF CONSTRUCTION PERIOD SERVICES AND AUTHORITY

PRE-CONSTRUCTION MEETING

SITE VISITS

CONTRACTOR PARTIAL PAYMENTS

DISPUTES, INTERPRETATIONS AND CLARIFICATIONS:

SUBMITTAL APPROVA AND RFI

CHANGE ORDERS

INSPECTIONS AND TESTING

REVIEW OF DOCUMENTS AND WORK ACCEPTANCE

POST-CONSTRUTION SERVICES

Expand Primary Care at Lake Nona (West)

Project No. 675-102

I. TECHNICAL SERVICES:

A. Scope of Work:

1. The VA Healthcare System is seeking professional design services from an

Architectural/Engineering (A/E) firm to develop and furnish Construction Documents and perform Solicitation Support Services and Construction Period Services for this project entitled: Expand Primary Care at Lake Nona (West), Project No. 675-102, for the Department of Veterans Affairs, Orlando VA Medical Center, 13800

Veterans Way, Orlando, FL 32827, in accordance with items herein specified.

Construction document tasks will include, but will not be limited to, preparation and/or performance of reports, specifications, renderings, working drawings, site visits/investigations, meetings and meeting minutes, staff interviews, phasing/scheduling, cost estimates, and other related information and services. A/E shall furnish technical services for schematic design, design development, and construction documents. The anticipated scope is defined here for reference, and final confirmation needs to be coordinated with the VA.

2. The contractor (AE) shall hire a Certified Independent Third-Party Commissioning

Agent (CxA) and subject to VA approval. The individual serving as the CxA must be independent of the project’s design and construction management not an employee of any firms providing those services.

3. The contractor (AE) shall hire a Certified Independent Third-Party Safety Professional

(CITP) for the review of the design documents for compliance with national and local codes, standards, federal and state regulations. The CITP review will be documented by stamped/ sealed drawings by a registered/licensed professional engineer from the state of Florida.

4. The contractor (AE) shall hire a licensed professional structural engineer who has specialized training in blast and progressive collapse design and analysis.

5. Contractor (AE) is responsible to ensure all required specialist are included in their design team based on the project requirements and as stated in the references provided

(IV Resources).

B. Project Overview:

1. The Orlando VA Medical Center proposes to design and build additional floor (4th floor), with interstitial space above (level 4M), for Primary Care clinic expansion on building 1, level 4, Area A, Zone 1 at VAMC, Lake Nona campus.

2. This expansion will add approximately 7,900 SF of primary care and women veterans care space. The expansion shall be designed per the latest PACT (Patient Aligned Care

Team) Space Module Design Guide, input from the VA staff, and other references and requirements cited on this scope of work. A mechanical room to house the supporting

MEP requirement shall be incorporated either by extending the mechanical space in level 5 or installing MEP equipment in the existing mechanical space if mechanical extension is not possible.

3. Design work to include all required work to complete the expansion of primary care clinic, interstitial space, mechanical space, and any required work (impact) in the adjacent spaces. Most design, especially the exterior, shall be designed to match existing architectural features of the building/facility.

C. Specific Project Requirements:

1. Tasks shall consist of but not be limited to Design Period, Solicitation Support

Services, and Construction Period Services for the Expand Primary Care at Lake Nona project. Architect/Engineer shall provide all necessary design services required to ensure that the general intention of the Government is fully satisfied.

2. Working drawings and specifications shall be completed in every respect, inclusive of all engineering disciplines with all pertinent information necessary to secure a contract award via competitive bidding or negotiated contract without complications.

Working drawings and cost estimate prepared by the A/E shall have consistent relationship, and shall have separate breakout of deductive alternates. Working drawings shall facilitate ease in contractor’s cost proposal and evaluation of cost proposal by VA Engineering.

3. The A/E shall design the project in such a manner that the base bid shall include the sum (total) of the work. However, there must be deducting alternate bid items. The deducting alternative bid items shall have a goal of equaling 20% of the proposed construction budget. The resulting project must still be a viable project if all alternatives are deducted from the construction project. No matter which option is selected, the hospital must continue to function during construction.

4. Drawings and specifications shall be stamped by registered Architect and/or

Engineering disciplines involved in this work, excluding none.

5. Architect/Engineer shall be responsive to the VA, be the advisor to the Government, work in Governments interest, and fully satisfy the design criteria as set forth by the

VA.

6. The VAAR Magnitude of Construction between $5M and $10M. In the event the project is increased as approved by the Contracting Officer, A/E fees shall all be increased via negotiated supplemental agreement.

II. SCHEDULING, PHASING, AND WORKING HOURS:

A. Design:

All design related work (e.g. site visit, meeting, etc.) at the VA facility MUST be coordinated with the project’s COR. All work shall be performed during normal business hours (7:00 am to 5:00 pm, Monday through Friday). All requests for work after normal business hours, WHEN hours (Weekends, Holidays, Evenings and Nights) must be requested by the A/E contractor at least 7 calendar days in advance.

B. Construction:

All work hours MUST be coordinated with the project’s COR. All work involving disturbance to the hospital (patients and staff) shall be performed during WHEN hours

(Weekends, Holidays, Evenings and Nights) so as not to interfere with normal Hospital functions. However, some tasks may be conducive to work being completed DURING normal business hours (7:00 am to 5:00 pm, Monday through Friday). All requests for work during normal business hours must be requested by the Contractor at least 14 calendar days in advance. Additionally, construction shall be performed (scheduled and phased) to ensure that exterior egress/ingress areas are completely operational by normal business hours the following workday.

III. GOVERNMENT FURNISHED INFORMATION:

A. All available record drawings may be provided upon request to the Design Contractor.

They should not however, be considered “as-built”. These drawing files are provided without warranty or obligation as to the accuracy or information contained in the files.

All information in the files shall be independently verified. Any user shall agree to indemnify and hold the VA harmless from any and all claims, damages, losses, and expenses, including, but not limited to, attorney fees arising out of the use of the Computer

Aided Design and Drafting (CADD) drawing files.

IV. RESOURCES:

A. All designs shall comply with the applicable sections of VA standards and publications, and all references therein. Ensure that construction documents comply with the latest edition of these VA construction and design standards. VA standards can be found on the

World Wide Web at http://www.cfm.va.gov/TIL/. VA publications and standards shall include but shall not be limited to:

1. PACT Space Module design guide (latest edition)

2. Office of Construction & Facilities Management Site Map:

http://www.cfm.va.gov/sitemap.asp

3. The Technical Information Library (TIL): http://www.cfm.va.gov/TIL/

a) Master Construction Specifications Index (PG-18-1)

b) VHA Program Guide (PG-18-3 Design and Construction Procedures)

c) National CAD Standards (PG-18-4)

d) Equipment Guide (PG-18-5)

e) Equipment Inspection Manual (Program Guide 7610.2)

f) Equipment Reference Manual (PG-18-6)

g) Space and Facility Planning (PG-18-9)

h) Design Manuals (PG-18-10)

i) Design Guides (PG-18-12)

j) Accessibility (PG-18-13)

k) Room Finishes, Door and Hardware Schedule (PG-18-14)

l) A/E Design Submission Requirements (PG-18-15) also see SOW Attachment 1

m) Environmental Compliance Manual (PG-18-17)

n) Design Alerts

o) Quality Alerts http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/sitemap.asp http://www.cfm.va.gov/TIL/

p) VA Signage Design Guide

q) Fire Protection Design Manual – (latest edition)

r) Cost Estimating

s) Physical Security Design Manuals for VA Facilities – Mission Critical Facilities

t) Physical Security and Resiliency Design Manual (PSRDM)

u) Sustainable Design and Energy Reduction Manual (First Draft)

4. TIL - Master Construction Specifications: http://www.cfm.va.gov/til/spec.asp

5. Department of Veterans Affair Mechanical Design Manual

B. Office of Construction & Facilities Management: http://www.cfm.va.gov/index.asp

1. VA Office of Facilities Management citations of the AIA design standards found on the world wide web at http://cfm.va.gov.TIL/

2. VA Office of Health and Safety (OHS): http://www1.va.gov/vasafety/

3. Whole Building Commissioning Process Manual https://www.cfm.va.gov/til/Cx-

RCx/CxManual.PDF

4. Construction Infection Control Risk Assessment Memorandum

C. Other design and construction standards and publications that shall be applied to this work includes, but are not limited to:

1. American Society of Heating, Refrigerating and Air-Conditioning Engineers Manual

(ASHRAE)

2. National Fire Protection Association (NFPA) Codes & Standards - www.nfpa.org

3. OSHA Rules and Regulations

4. International Building Code (ICC) latest edition

5. Life Safety Code (NFPA 101) latest edition

6. The Joint Commission (TJC) Accreditation manual (latest edition)

D. Applicable sections of the VA Master Construction Specifications will be prepared by the

Architect/Engineer, including all the necessary adaptations.

E. Particular attention is called to CD4, Symbol Identification of Contract Drawings.

F. Equipment symbols shall be in accordance with PG-18-6, Equipment Reference Manual

(previously List of Equipment Symbols, H-08-6).

G. Standard Drawing Details, Handbook H-08-4, shall be utilized to the greatest extent practicable.

H. Cost estimates shall be developed in strict conformance with VA’s Manual for

Preparation of Cost Estimates for Hospital Projects (May 1, 1996).

I. Guidelines for Design and Construction of Hospitals and Health Care Facilities, Latest

Edition, published by The American Institute of Architects.

http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/index.asp http://cfm.va.gov.til/ http://www1.va.gov/vasafety/ https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF http://www.nfpa.org/

V. DESIGN AND DOCUMENT REQUIREMENTS:

A. General

1. It shall be noted that meetings beyond those specified in this document shall be kept at a minimum but will be required to correct unsatisfactory construction document development or unsatisfactory progress.

2. An appropriate orientation by the VA will be provided to Architect/Engineer. Design

Criteria for the project shall be discussed jointly between VA and Architect/Engineer, with Architect/Engineer considered the expert in this design.

3. A/E Responsibility: The A/E shall be responsible for the professional quality and technical accuracy of all of the documents the A/E prepares. A/E shall design to the budget.

4. Design Presentation/Review Meeting: A/E shall coordinate the scheduling of all required meetings with the COR, present each submittal (design review) and provide meeting minutes to the VA for approval and distribution within 5 calendar days, after conclusion of each review meeting, for review and approval.

5. A/E shall participate in multiple presentation meeting with the Contracting Officer, Project Engineer, Chief Project Engineer, Operations Chief, Executive Management and other VA personnel in the presentation of schematic, design development, and construction documents. A/E shall provide and present key points relating to system installation (e.g. location of units, down time and impact on facilities and programs, prime time concerns, environmental conditions, phasing, time period per phase etc.), as applicable and appropriate. Special emphasis shall be placed on finishes, lighting and associated controls and HVAC re-design.

6. The VA, during Architect/Engineer Design Review Submissions, will evaluate progress toward completion of Construction Documents. Partial payments for

Technical Services provided by A/E will be based on Construction Document completion percentages (25%, 50%, 75%, 95%, and 100%) and later the progress of

Construction Period Service work. The A/E shall fully prepare construction documents for submission and stages of submission shall be as herein stated.

7. Record construction drawings of affected building/area are available in the files of the

Engineering office for Architect/Engineer review. The drawings are not expected to be accurate in all respects, and the Architect/Engineer is to verify all existing conditions related to this project by field investigation. Architect/Engineer shall perform all field investigations required to produce accurate Construction Documents.

Architect/Engineer may file a request for copies of drawings for reproduction at the government’s expense. Request for drawing copies shall be reasonable and shall relate directly to the needs of this project.

8. Sustainable Design: USGBC LEED Silver Rating and EPA “Designed to Earn

Energy Star”. The A/E shall take appropriate actions and incorporate features in the design and construction and shall be able to achieve a USGBC Leadership in Energy and Environmental Design (LEED) “Silver” rating but NOT be submitted to the US

Green Building Council (USGBC) for certification. As well as to meet the

Environmental Protection Agency (EPA) “Designed to Earn Energy Star” program requirements. The building shall be able to attain a LEED Silver certification.

B. Submission & Design Review Meetings:

1. There will be one submission of preliminary Construction Documents, (25% completion) and four submissions for working drawings and other construction documents (50%, 75%, 95% & 100%/Final) completion stages. The completed

Construction Document package will consist of a complete package and shall fully satisfy the conditions and intent of the VA. Submittal review start date will commence upon receipt of a complete design submittal, physically received by the COR.

2. Design Review Meetings (face-to-face is preferred) between the VA and

Architect/Engineer are required at each submission stage before proceeding to successive stages. Design review Meeting shall be scheduled by the A/E no later than

7 calendar days after each design submittal.

3. Additional Design Review Meetings and/or document submissions beyond the stated submissions and meetings above, will be required if the VA determines that predetermined submission completion percentages are unmet. Additional submissions beyond the final 100% completion submission will be required if the VA intent is not met at the 100% completion stage. Final acceptance of 100% working drawings by the VA shall be by formal written notice only.

4. In each submission, the Architect/Engineer shall resubmit the material specified in the prior submission, revised according to the comments made by the VA at the prior review.

SPECIAL NOTE: Submissions must be approved in writing by the CO/Engineering

Services before starting the next working drawings.

6. All Construction Documents shall be furnished with standard British quantities of length, area, volume, and/or weights indicated (drawings, cost estimates, etc.).

C. Submission Policy:

1. The Architect/Engineer shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice and prevailing codes.

2. All submission packages will be reviewed at (25%), (50%), (75%), (95%) and (100%) completion stages. The (95%) review submission packages will incorporate the final review comments from the (75%) review. If any package is not complete for the required stage, a post review may be required, the cost of which will be borne by the

Architect/Engineer Team. The (100%) set of drawings will be the final set of drawings that will be used for construction and stamped by engineer and architect of record.

3. The following schedule shall be closely adhered to by the Architect/Engineer. The VA may alter schedule at their discretion.

a. 25% Submission – Due 45 calendar days from “Notice of Award” date.

b. VA Review 25% - 21 calendar days from date of A/E submission package.

c. 50% Submission – Due 45 calendar days from VA’s review and package return date.

d. VA Review 50% - 21 calendar days from date of A/E submission package.

e. 75% Submission – Due 40 calendar days from VA’s review and package return date.

f. VA Review 75% -21 calendar days from date of A/E submission package.

g. 95% Submission - Due 40 calendar days from VA’s review and package return date.

h. VA Review 95% - 21calendar days from date of A/E submission package.

i. Final 100% Submission - Due 30 calendar days from VA’s review and package return date.

j. Total Calendar Days: 284 calendar days after Notice of Award

4. Submit review package in accordance with the Architectural and Engineering CPM

Schedules Specification (SOW Attachment 2) so they are received on or before the noted day. All days below are calendar days. In the event the submission deadline falls on a weekend, holiday, etc. please submit the on the business day prior.

5. Each review submission package shall include 3 hard copy sets and 2 CD-ROM’s (PDF files & AutoCAD Drawings). The package will include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be distributed to the VA Project COR, the VA C.O. and others as determined to be appropriate by the VA COR.

6. Deliver with each submission, two (2) sets of binder bound Specifications, and/or other reports. Outside of binder shall have prominently posed title with date of submission and submission stage (e.g. 25%, 100%, or Final Submission).

7. Also, as a part of each submission, Architect/Engineer shall submit a report entitled

BASIS FOR DESIGN. Report shall be bound and identified as above and fully indexed (with index tabs). As a minimum this report will describe:

a. Design considerations and approach.

b. Cost Estimate

c. QA/QC checklist

d. VA comments with actions taken by AE

e. Construction duration (estimate)

f. Installation/Construction off-hour/Prime-time expectations.

g. Specification sheets and brochures of materials, equipment, fixtures, and other planned for use (These must be approved by VA prior to the completion of the construction documents).

h. All calculations (HVAC, electrical, structural, etc.)

i. List of shop drawing requirements

j. Other relevant information.

8. Coordination of the review meeting schedules will be the responsibility of the VA

Project Manager/COR (for the VA) and the Architect/Engineer Team Project Manager

(for the A/E Team). Review meeting shall be held no later than 7 calendar days after each design submittal.

D. Electronic Media:

1. Design review submission drawings and final Construction Document submission drawings will be executed in electronic format AutoCAD version 2020 or backward compatible format. The date block of the title sheet drawing shall reflect the date of the submission. Title sheet shall also indicate submission stage (except working drawings).

2. The drawings included will be available to the A/E team in electronic format in

AutoCAD version 2020 or PDF format for use in preparing the construction drawings if possible. Since data stored on electronic media can deteriorate undetected or be modified without the Architect/Engineer’s knowledge, the CAD drawing files are provided without warranty or obligation on the part of the Architect/Engineer as to accuracy or information contained in the files. The user shall independently verify all information in the files. Any user shall agree to indemnify and hold the Architect

Engineer harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the CAD drawing files.

3. Design review submission specifications, final Construction Document submission specifications and other 8 1/2 by 11 formatted materials will be executed in electronic format Microsoft Word (with tracked changes except for Final submittal).

4. The construction record drawings shall be completed in at least AutoCAD version 2020 or backwards compatible format. Designer/contractor will submit an AUTOCAD copy

(as build drawings) after the completion of the project and before close out to the VA for engineering records and update tracking purposes.

5. Construction shop drawings are not required to be completed in AutoCAD.

E. Professional Licensing:

1. The Architect/Engineer who prepares the construction documents shall be a professional architect or engineer licensed in any state in the US.

2. The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the

Architect of Record. The Architect/Engineer shall certify compliance with the VA RFP and all applicable codes.

F. Construction Documents:

1. The final construction document submission package will be submitted by the A/E team for approval by the VA after completion of the 100% review cycle for the final package to be submitted by the A/E team. The VA will have minimum 21 calendar days to take approval action.

2. The final construction documents submission package will include 3 full set of construction documents including all disciplines/packages.

3. The final construction documents submission package will incorporate all VA supplied comments from the earlier 25%, 50%, 75%, and 95% submission package reviews and will comply with the VA requirements.

4. If the final construction documents submission package is not complete a post submittal may be required the cost of which will be borne by the A/E Team.

5. The approved final construction documents include such details that the project can be constructed and will be used for construction of the project.

VI: REQUIREMENTS FOR DRAWINGS, SPECIFICATIONS & COST ESTIMATES

A. Features:

1. The Fundamental style, technique and fashion of Architect/Engineer's drawings and specification comply with VA standards and publications indicated herein. The

Architect/Engineer shall perform field inspections and review as built documents and inspect record drawings before proceeding with 25% preliminary submission.

2. At each submission (except final 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. Final submission shall not have any such designation. Dates of submission shall be shown accurately on submitted documents.

3. Place the seal of the Registered Architect, and Professional Engineer responsible for the design in the VAMC signature block.

B. General

1. Drawings shall be drawn to scale. The Project Engineer shall approve scale of plan drawings. All details and elevations shall be drawn to scale (unless otherwise approved). Scale of elevations and details shall be based upon VA and industry standards (unless otherwise approved).

2. Details shall be drawn scaled and with sufficient detail to allow the contractor to make the necessary take-offs and to achieve accurate cost data. Drawing backgrounds shall be new and shall not be reproductions of existing VA drawings except through written permission from the VA Contracting Officer or delegate.

3. Specifications shall be based on VA Standard Construction Specifications and modified by Architect/Engineer as necessary due to design considerations.

Specifications shall include all relevant sections and articles, and shall incorporate

Architect/Engineer generated sections when necessary. Specifications shall follow

CSI format.

C. Architectural Drawings

1. Architectural drawings including floor plans, building elevations, building sections, wall sections, reflected ceiling plans, stair details, toilet and bath details, door schedules and details, window schedules and details, room finish schedules, auto transport and other details.

2. In addition to the above requirements, provide or perform the following items consider special an additional to the attachment:

a) Specification of Architectural Systems, equipment, equipment rigging, placement and securing criteria.

b) VA furnished VA installed (VV), VA furnished Contractor installed (VC) and

Contractor furnished Contractor installed (CC) equipment shall be clearly delineated on drawings in Schedule format.

c) Provide Phasing Plan as required.

D. Structural Drawings:

1. Structural drawings including blast analysis, progressive collapse, façade design, foundation plans, framing plans, schedules, and details, including general notes and all calculations.

2. Provide Structural calculations with Engineer certification of all elements hung from ceiling exceeding 40-lbs or 25-lbs when hung from wall system.

E. Fire Protection Drawings:

Fire protection drawings including floor and roof plans, riser diagrams, equipment schedules, and details, including general notes calculations and all related calculations.

F. Plumbing Drawings:

Plumbing drawings including floor and roof plans, riser diagrams equipment schedules, plumbing fixture schedules, and details, including general notes, and all related calculations.

G. Mechanical Drawings:

HVAC drawings including floor and roof plans, isometric diagrams, one-line diagrams, flow diagrams, equipment schedules, and details, including general notes and all related calculations. Also provide sections for mechanical equipment rooms and sequence of operation for all HVAC equipment.

H. Electrical Drawings:

Electrical drawings including site demolition plans, site, floor and roof plans (power, lighting, and other systems), block diagrams, flow diagrams, one-line diagrams, connection diagrams, panel schedules, circuitry, equipment schedules, light fixture schedules, calculations and details. All security requirements per PSRDM shall be incorporated and included.

I. Asbestos Abatement Drawings:

Asbestos abatement drawings including site demolition plans and floor plans indicating asbestos abatement method.

J. Specifications:

1. Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA requirements. The specification submitted for review shall include:

a) The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction of the project;

b) Other data as appropriate to clearly identify the product that will be used in the construction of the project i.e. shop drawings, product data, and samples as required by the VA documents.

c) The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the project’s requirements.

d) Asbestos abatement drawings including site demolition plans and floor plans indicating asbestos abatement method.

K. Cost Data:

1. Submit cost estimates at each submission of drawings and specifications. Cost data shall conform with VA form number 10-6238.

2. Each submission shall contain a certification that the quantities have been checked and found to be correct.

3. All estimates shall be based on the most up-to-date working drawing available and shall be current as of the date of submission.

4. Cost will include insurance, taxes, and applicable sub-contractor's mark-up.

5. Use wage rates that reflect current wages at the time the estimate is submitted. Use union labor units as appropriate.

6. Estimate taxes and insurance on labor, such as: public liability, property damage, workmen's compensation, bodily injury, Federal Insurance Contribution Act, Social security, Federal and State unemployment, Compensation as an average cost experience for each trade.

7. Price material at the contractor's buying level. Sales Tax, when applicable, will be added to material costs. Compute insurance and taxes on labor.

8. Because overhead and profit will vary with trade, size of project, and competition;

estimates should reflect an appropriate percentage of each of these items after the labor and material costs have been totaled for each item.

9. Escalation as of time of award shall be shown as a line item.

a) Show costs for the applicable major numerical headings.

b) Show sub-items of major numerical headings if available.

c) Show sub-contractor's overhead and profit.

d) Show total Cost Data cost.

10. Provide Data Sheets indicating unit cost, quantity and total cost for both material and labor cost.

11. Provide a separate cost data for each bid alternate.

VII: COMPLETION OF CONSTRUCTION DOCUMENTS

A. General:

1. Construction Documents and other related documents shall be complete, fully coordinated and ready for construction.

2. The Architect/Engineer shall deliver the original working drawings to the VA

Contracting Officer for signature after review and written approval of the previous review material. The working drawings shall bear the seal of the Registered Architect and Professional Engineers responsible for the design.

3. Prior to reproduction for issue for A/E, the Architect/Engineer shall make all changes to the working drawings, calculations and specifications identified during the previous design review meetings. A/E shall also deliver corrected drawings on CD in

AutoCAD format version 2020 or earlier and in PDF format.

4. In three ring binder(s), assemble completed and VA Approved computations and engineering data including BASIS OF DESIGN, systems narratives, spec sheet and brochures of equipment selections, and systems calculations. Provide a separate volume or divided sections for each discipline with an index and numbered pages.

Outside cover of volumes shall be clearly identified with permanent, large, and prominently posed lettering. Include date on all volumes.

5. Submit original hardcopy and two (2) photocopies of edited and VA approved specification with sections originated by the Architect/Engineer fully incorporated.

Deliver also specifications on CD in MS Word format.

6. Submit original hardcopy Cost Estimate and (2) photocopies. Submit Cost Estimate on CD in Excel format.

VIII: QUALITY ASSURANCE/QUALITY CONTROL:

A. General:

1. To reduce design errors and omissions, the A/E team shall develop and execute a

QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

2. The A/E Team will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the A/E Team member responsible for QA/QC.

3. Upon its completion each task shall be initialed and dated by the responsible A/E Team member.

4. A completed QA/QC plan/checklist shall be submitted for every design submission package.

IX: SOLICITATION SUPPORT SERVICES (OPTION ITEM):

A. AE shall provide solicitation support services during the construction period’s solicitation phase.

1. 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 in order to accurately develop a construction bid package.

2. The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer.

Responses may not be provided verbally onsite.

B. Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

1. Questions from contractors may come at multiple times and cover several or a few 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.

2. Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE 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 AE is required to comply with the five (5) calendar day requirement.

3. Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

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

X: CONSTRUCTION PERIOD SERVICES (OPTION ITEMS) AND CONTRACT

COMPLETION

A. Duration of Construction Period Services and Authority

1. The Architect/Engineer's responsibility to be responsive to the VA and provide Basic

Services during the Construction Period Services Phase of this Project commences with the completion and acceptance of the working drawings by the VA and terminates after VA certifies, to A/E, full acceptance of all Construction/Installation related Work (hereinafter Work).

2. The A/E shall serve the government in an advisory capacity only. The A/E shall not provide administration of the construction contract. The A/E shall act in an advisory and consultant capacity to the Contracting Officer. He shall not be the representative of the Contracting Officer at review meetings or on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor.

The A/E shall not be responsible for or have control or charge over the acts or omissions of the Resident Engineer or Contractor, Sub-contractors, or any of their agents or employees, or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.

3. All work and actions shall be approved by the VA Contracting Officer and the VA

Contracting Officer shall be the final authority and decisions of the VA Contraction

Officer shall be final and unquestioned.

B. Pre-Construction Meeting

The Architect/Engineer shall participate in the pre-construction meeting with the VA and Contractor. A/E shall be prepared to respond to the VA and

Contractor’s concerns, and shall provide overview of the design.

C. Site Visits

1. During Construction Period Services, the Architect/Engineer shall visit the job site at bi-weekly intervals or as appropriate to the stage of construction or as otherwise agreed to with the VA in writing, to become generally familiar with the progress and quality of the Work completed, and to determine in general if the Work is being performed in a manner indicating that the Work, when completed, will be in accordance with the working drawings. Architect/Engineer site visits shall correspond to the weekly construction meetings and A/E shall participate in these meetings.

2. Site Visits do not include visits for Inspections and/or Acceptance Testing. In addition, Site Visits shall be coordinated with and by the VA and shall satisfy VA’s needs.

3. The Architect/Engineer shall not be required to make exhaustive or continuous on-site observations, but shall keep the VA informed of the Contractor's appropriate use of materials, installation acceptability and quality of the Work and shall endeavor to guard the VA against defects and deficiencies in such Work.

4. The Architect/Engineer shall at all times have access to the Work during Construction

Period Services by coordinating with the VA Project Engineer, wherever Work is in preparation or progress.

E. Contractor Partial Payments

1. Based on the Architect/Engineer's observations and evaluations of the A/E’s

Applications for Payment, the Architect/Engineer shall assist the VA in determining the amounts due the Contractor for subject part of the Project and shall certify such amounts to the VA in writing.

F. Disputes, interpretations and Clarifications

1. Upon written request from the VA, the Architect/Engineer shall furnish to the VA, with reasonable promptness, in writing or in the form of drawings, interpretations of the Contract Documents prepared by the Architect/Engineer, if, in the opinion of the

VA, such interpretations are necessary for the proper execution or progress of the work.

2. The Architect/Engineer shall within a reasonable time render written recommendations on claims, disputes and other matters in question between the VA and Contractor relating to the execution or progress of Contractor's Work as provided by the Contract Documents.

3. The Architect/Engineer shall assist the VA in determining whether the VA shall reject

Contractor's Work which does not conform to the Contract Documents or whether additional inspection or testing is required.

G. Submittal Approval and RFI

1. The Architect/Engineer shall review, approve, and/or take other appropriate action upon and forward to the VA for final disposition (contractor's Submittals such as

Shop Drawings, Product Data and Samples) within 10 calendar days.

2. Architect/Engineer shall review and answer all RFI’s related to the design within 10 calendar days and review all submittals for the project within 10 calendar days. The

A/E shall review and approve the acceptance testing results provided by the

Contractor on behalf of the VA for all building and utility systems.

H. Change Orders

1. The Architect/Engineer shall assist the VA in preparing Change Orders for the VA's approval and execution in accordance with the Contract Documents, including those pursuant to minor Construction Change Directives by the VA. The A/E firm shall review all cost estimates for all Contractor change orders and shall review all change order requests. The VA reserves the right for final approval / disapproval. Such change order shall be processed, developed and resolved by the A/E without additional technical services cost to the VA.

3. Architect/Engineer may recommend to the VA minor changes in the Scope of

Construction/Installation Work not involving an adjustment in the Contract Sum and/or extension of the Contract Time which are not inconsistent with the intent of the

Contract Documents.

4. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the

COR for Request for Proposals for anticipated changes.

3. Architect/Engineer shall modify Contract Documents or submit new Contract

Documents as required by the VA to allow full documentation, resolution and accurate pricing of Change Orders without additional technical services cost to the government.

4. Architect/Engineer shall participate in special meetings as deemed necessary by the

VA to resolve critical disagreements or conflicts, without additional technical services cost to the VA.

I. Inspections and Testing

1. Architect/Engineer shall assist the VA in conducting Testing and Inspections, to determine the date or dates of Substantial Completion and the date of Final

Completion.

2. Architect/Engineer shall be present during one (1) Pre-Final inspection and one (1)

Final inspection of Work and shall generate Punch List and forward List to the VA with explanations of found deficiencies and/or omissions in Work, and recommended correctives.

3. Architect/Engineer shall review and approve, or take other appropriate action on test reports and Punch List of items to be completed or corrected by the Contractor.

Architect/Engineer shall approve or disapprove test reports and forward findings to the

VA for final disposition. Architect/Engineer shall forward approved inspection and testing document or lists to the VA for final disposition.

J. Review of Documents and Work Acceptance

1. The Architect/Engineer shall assist the VA in review of, and recommend to the VA acceptance or rejection of records, certificates or written warranties and related documents required by the Contract Documents and assembled by the Contractor.

2. On closeout of Construction Period Services, the Architect/Engineer shall issue to the

VA an official Certificate of Approval and Acceptance of the Contractor’s Work.

Architect/Engineer shall certify that the Contract Document requirements and intent have been satisfied, workmanship is professional and at an acceptable level, submittals and other Contractor supplied Documents as required in Contract Documents are in order and stand approved, and that full payment of the Contractor is warranted.

However, the Government's final acceptance of the Work is at the discretion of the VA and shall be authorized in writing by the VA Contracting Officer only.

3. AS-BUILT: A/E shall prepare and submit AS-BUILT drawings as developed from

Contractor’s red-lined as-built. Drawings shall be submitted in AutoCAD 2020 (or earlier) format and shall reflect the actual as-built conditions. Stamp drawing in large red bold letters “AS-BUILT” in lower right-hand corner of all drawings. Drawings shall be submitted on full size vellum, consistent with previous requirements herein.

K. Post-Construction Services

1. For a period of one (1) year after final payment, the A/E shall be obligated to furnish advisory or consulting services which are normal to such a professional contract and necessary to assure the proper functioning of elements of the A/E design. He shall render any additional services relating to the project as directed in writing by the

Contracting Officer. The A/E's additional compensation for these services will be determined by negotiation. He shall submit a detailed breakdown of his proposal for the additional services on the format established by VA.

SOW ATTACHMENTS:

SOW Attachment 1 - 6675-102 Volume C – Final

SOW Attachment 2 - Spec 01321601 CPM Schedule

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