SOW - Upgrade Exterior Signage and Wayfinding Rev 4 (79 Pages).pdf

Design - AE Services

Project Title: Upgrade Exterior Signage and Wayfinding Project Number: 548-23-112

West Palm Beach VA Medical Center 7305 N. Military Trail, West Palm Beach, FL 33410

Statement of Work

Table of Contents

1. Overview

1.1 Project Description

1.2 Qualifications for Scope Of Work

2. General Scope

2.1 Design Services Tasks:

2.2 Areas of Work:

2.2 Site Investigation:

2.3 Surveys:

2.4 Subsurface conditions

2.5 Phraseology:

2.6 Codes, Standards and Executive Orders:

2.7 Quality Control

3. General Submission Services

3.1 Review Aids:

3.2 Drawings:

3.3 Estimate Submission Requirements:

3.4 Proposed Phasing and Construction Schedule:

3.5 Specifications:

3.6 Design Site Visits, Meetings/Conferences, and Discussions

3.7 Infection Control Risk Assessment (ICRA)

3.8 Interim Life Safety Measures Evaluations (ILSM)

4. Design Schedule

5. Submission Requirements

5.1 Phase 1: Basis of Design (BD) / Planning

5.2 Phase 2 : Schematic (SD) / PRELIMINARY PROGRAMMING and DESIGN

5.3 Phase 3: Design Development (DD1) FINAL PROGRAMMING and DESIGN

5.4 Phase 4: Contract Documents (CD1):

5.5 Phase 5: Construction Period Services (CPS): (ADD ALTERNATE BID ITEM)

6. Errors and Omissions:

Appendix A – Review Aids

Appendix B – Basis for design

1. Overview

This statement of work is to provide environmental graphic design services.

The project will plan, design and program an exterior sign and graphics program for the VAMC West Palm Beach.

1.1 Project Description

The exterior sign program will provide directional wayfinding and identify buildings, parking garages, parking lots, vehicle routes, pedestrian routes and all areas of interest.

This includes design proposal for campus perimeter / entry points, new or upgraded monument and/or marquee signs and parking garage signage.

During the course of the development of the directional wayfinding sign program for the exterior, coordination will be conducted to identify site circulation issues for both vehicles and pedestrians that can be improved to provide better circulation and parking for patients and visitors.

The sign program “design look” will be developed to coordinate with the VA Signage Design Guide utilizing a component base sign system.

Area of Work: The exterior sign area of work at VAMC-WPB, is defined as the entire campus, garage and any roadway directional signs adjacent to all perimeter entry points.

1.2 Qualifications for Scope Of Work

The Environmental Graphic Design firm shall have experience in providing design services specifically for the development of interior and exterior signage for health care facilities. Firm shall submit form SF 330-21, Architect-Engineer Qualifications. The environmental graphic designer’s activities and experience requirements are:

1. Primary business activity (70%) is in the field of Environmental Graphic Design performing the work of sign programming and design.

2. Project Manager assigned to signage planning, wayfinding and programming must have extensive experience with programming the room and informational signing for the interior and exterior of large medical centers. Included are the development of a wayfinding (directional) sign programs, room number and life safety signing, the development of pedestrian and vehicle wayfinding sign programs, building and entrance identification and traffic/regulatory signing.

Extensive experience refers to having worked on and managed multiple large sized (250+bed) medical centers as well as mental health facilities, community living centers and outpatient clinics.

3. Ability to provide sign location plans in AutoCAD (if AutoCAD files are available from the VA for the buildings and sites involved).

4. Professional member of the Society for Environmental Graphic Design.

5. Thorough familiarity with the VA’s Signage Design Guide.

6. Knowledge of medical terminology and operational characteristics of medical centers and clinics.

7. Selected firm will be excluded from bidding the sign product and installation.

2. General Scope

2.1 Design Services Tasks:

1. The Environmental Graphic Design firm will design and program an exterior wayfinding/directional sign program. This will involve programming and sign location plans being prepared showing the placement of the signs and their respective messages. This will include a complete sign message schedule identifying each sign, its message, and its type. Sign location plans and photographs will be prepared showing the exact placement/location and installation method of the directional signs and building identification signs. The signs on the building may be augmented with freestanding signs as necessary to assist in identifying buildings.

2. The Environmental Graphic Design Specialist will develop a report identifying site circulation issues for both vehicles and pedestrians that can be improved to provide better access, circulation and parking for patients and visitors.

3. The Environmental Graphic Design firm will develop the design scheme for the “look” of the exterior sign program. The design will generally define the various types of signs that will be used throughout the project along with issues of image, materials, finishes, typography and layout, and color. Terminology, names and titles, flexibility of the system, form and scale, and legibility will also be considerations in developing the design scheme. The design documents will identify material finishes, trims, sign construction, installation and other design details. The documents will include an elevation drawing of each sign type with applicable size and layout dimensions and any necessary side, top and back views.

4. The Environmental Graphic Design firm will prepare complete specifications for the product being specified for the project.

5. The Environmental Graphic Design firm will prepare suitable documentation necessary for the VA to obtain pricing/quotations for the demolition of existing signs and the installation of new signs. The design firm will not be required to prepare any of the VA’s bidding documentation.

6. The Environmental Graphic Design firm will prepare a pre-construction budget for product, demolition and installation.

7. Examples of the types of exterior signs that will be included in the scope of work are: Freestanding, wall or building mounted identification signs; Freestanding, wall or building mounted directional signs; Parking lot identification and parking stall signs; Traffic signs; Site identification signs; VA Regulatory signs.

8. (ADD ALTERNATE BID ITEM) The Environmental Graphic Design firm will provide construction implementation services which include reviewing submittal and shop drawings submissions and perform a pre-installation walk thru with contractor. At completion of installation, the Environmental Graphic Design firm will make a final inspection walk through and prepare a “punch list” report noting deficiencies and corrections necessary for the contractor to complete the project.

2.2 Areas of Work:

A/E shall engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. The following are the minimal expected disciplines to be used for this scope of work. A-E may include additional services which should be identified during proposal submission:

1. Demolition: The project demolition work may include structural, architectural, plumbing, mechanical and electrical demolition to clear space for the new systems. The minor demolition of existing landscaping and other items shall be included in this project.

2. Civil/Structural: Work may include architectural modification and structural work.

Structural engineering is expected to be completed by a Florida Licensed Structural Engineer for any needed structural reinforcements. All required borings and structural testing shall be completed by the A/E firm. The A/E firm shall proceed with a structural design that will not impede on pedestrian traffic at the ground level.

3. Architectural: Field verification of elevations and architectural dimensions are crucial to the success of this project, as the existing drawings are best represented. Exterior work must blend into the surrounding buildings and architectural appearances. Patient and Family Centered Care concepts are to be included in the design of this project. These concepts are outlined in the VA technical information library design guide documents. See paragraph I.D.2 for additional information.

4. Interior Design: The VA Interior Designer will perform all interior color and material selections from the Architect’s recommended items. The A/E will coordinate all interior selections with the VA interior design staff.

5. Electrical: The electrical systems need to be evaluated and updated to meet the latest Design Criteria. The A/E must evaluate the electrical systems serving the design scope area to determine if there is enough, and provide modifications and extensions to the existing electrical systems, security system, communications system, fire / safety system, etc. All panels shall be metered before any planned connection to insure available capacity. This design shall evaluate existing As– Built drawings and all ongoing electrical upgrade projects during the design process.

2.2 Site Investigation:

1. A physical survey of the site shall be conducted.

2. Any available information relative to existing conditions at the site of the construction will be furnished to the A-E who (unless fee negotiations establish otherwise) will evaluate and verify such information and make field measurements and investigations as necessary to prepare adequate construction drawings and specifications.

2.3 Surveys:

The A&E shall make all field surveys required for design and of construction documents.

In general, this may consist of topographic site surveys, alignment, profiles and cross sections. A sufficient number of semi -permanent survey points to serve as initial horizontal and vertical survey controls for construction of the project shall be set. The horizontal control points and benchmarks shall be shown and described on the plans.

The datum used shall be that used for the station or area in question and shall be shown on the appropriate site drawings. The surveying firm shall obtain from the COR the benchmark or datum location to be used for the project design. That datum shall be confirmed in writing. Failure to comply with this requirement may be cause for survey/design rework at no additional cost to the Government. Boundary surveys to be used as instruments for real estate purposes shall carry the seal of a licensed land surveyor acceptable to the political subdivision in question.

2.4 Subsurface conditions

The A&E shall contact the COR prior to arriving on the station and obtain approval to dig, probe, sample or drill in order to avoid injury or damage from encountering active utilities. All project areas that require subsurface exploration (bore holes or test pits) during the design stage or will require excavation during constructions shall be scanned for the presence of existing underground utilities by the A&E design contractor (or sub consultant). This information, in conjunction with file drawing research (review of

Nazario, Viviana (VCI) Assuming CATEX for both Design and Construction?

Nazario, Viviana (VCI) I assume non historical - Confirm.

existing as-builts from prior projects) and field survey location of above ground visible utilities, shall be used by the A&E to create a site plan showing all known utilities in the affected area. Depths to utilities shall be estimated whenever possible. All costs associated with the location of existing utilities shall be the responsibility of the A&E.

2.5 Phraseology:

The following instructions that relate to common errors in phrasing have evolved from the VA’s experience with A&E specifications:

1. Under “Requirements”, do not use the phrase "the work consists of" – instead use the phrase "the work includes". Drawings should show scope if necessary to list certain parts.

2. In lieu of reference to the accompanying drawings or the Contracting Officer, use the words "as shown", "as indicated", "as detailed" or "as approved", "as directed", "as permitted" - do NOT use the words "as shown on drawings" or "as approved by the Contracting Officer". That clause of the Contract Clauses entitled “Specifications and Drawings for Construction” defines the meaning of these and similar terms.

3. Do NOT use the expression "to satisfaction of the Contracting Officer" or "satisfactory to the Contracting Officer". The contract states specifically that all work must meet the approval of the Contracting Officer.

4. There are two parties to the contract - (1) the Government, represented by the Contracting Officer and (2) the Contractor. Therefore, do NOT use such expressions as "subject to the approval of the architect", "when in the opinion of the architect", "this contractor", "masonry contractor", or "subcontractor".

Do not use the term "owner" - use the term "Government".

5. Do NOT use etc.; the term is too imprecise for bidding and inspection purposes.

6. The use of the expression "as indicated on the drawings" is very seldom necessary; the fact that a detail is on the drawings makes it unnecessary to mention it in the specification. If the expression is used and the item is not shown, the contractor is not required to provide it.

7. Do NOT use expressions such as "The work required shall include, unless stated specifically otherwise, the provision of all materials for the installation of all concrete, including reinforcement necessary to the construction and completion of the work per the drawings, the specifications, and the intent thereof". Since the drawings indicate clearly the exact limitations of the several classes of work, defining the limits of work within the specifications is superfluous and may be contradictory by failure to mention something shown clearly and intended to be included.

8. Minimize the use of cross-references and in NO case use paragraph numbers for this purpose. If necessary to refer to a particular paragraph, do so by its title and the section number and title under which it is to be found.

Cross -references of the following type are totally unnecessary - "Painting of the woodwork is covered under "'Painting'" or "painting is specified hereinafter". i. Do NOT place upon the contractor the responsibility for the possible inaccuracy of, or the lack of, information on the part of the Government; e.g., never use sentences similar to "although the drawings indicate approximately the conditions that are likely to be found, bidders should satisfy themselves as to the actual conditions, for while they are believed to be shown, the Government does not guarantee the accuracy of the information given and the bidder shall assume all responsibility in the use of such". Remember that the Government is responsible for the accuracy and sufficiency of the information it gives to bidders or contractors and the A&E is in turn responsible to the Government for that same information. It will be necessary to establish in the project specification a definite basis of bid. For example, on a roof rehabilitation project where the extent of defective construction is unknown, the specification shall set forth, as a basis of bid, a definite amount of work to be performed and provide for adjustment per the Contract Clauses if the extent of work varies from the amount stated under the basis of bid.

9. Do not include warranties in technical sections unless they are for more than one year, and generally not unless they are included in the NAVFAC guide specification. A one-year warranty is covered in the Contract Clauses.

10. Do NOT set up a paragraph in the various sections entitled “Work not Included”. Specify the work that is included under the respective sections.

11. Specifications should clearly delineate equipment, ducts and piping systems that are required to be insulated. The phrase "insulating all ducts except in conditioned spaces" has resulted in differences of opinion and claim situations; also, all duct systems should be appropriately designated as supply, exhaust, fresh air intake, or return to further clarify insulating requirements.

2.6 Codes, Standards and Executive Orders:

1. The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100-678 requires Federal agencies to follow national recognized "model" building codes.

The VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. The VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

i. VA Directives, Design Manuals, Master Specifications, VA National

CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

ii. International Building Code (IBC) including International Mechanical and Plumbing Codes

iii. NFPA 101 Life Safety Code (see notes below)

iv. NFPA National Fire Codes with the exception of NFPA 5000 and

NFPA 900.

v. Occupational, Safety and Health Administration (OSHA) Standards

vi. VA Seismic Design Requirements, H-18-8

vii. National Electrical Code (NEC)

viii. National Standard Plumbing Code (NSPC)

ix. Safety Code for Elevators and Escalators, American Society of

Mechanical Engineers (ASME) A 17.1.

x. ASME Boiler and Pressure Vessel Code

xi. ASME Code for Pressure Piping

xii. Architectural Barriers Act (ABA) including VA Supplement, Barrier

Free Design

xiii. Building Code Requirements for Reinforced Concrete, American

Concrete Institute and Commentary (ACI 318)

xiv. Manual of Steel Construction, Load and Resistance Factor Design

Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

xv. Energy Policy Act of 2005 (EPAct)

xvi. American Society of Heating and Refrigeration Engineers

(ASHRAE) 90.1, Energy Standards for Buildings Except Low-Rise Residential Buildings

xvii. Federal Leadership in High Performance and Sustainable Buildings: Memorandum of Understanding (MOU)

xviii. Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management

xix. Executive Order 13514: Federal Leadership in Environmental, Energy, and Economic Performance

xx. The Provisions for Construction and Safety Signs. Stated in the General Requirements, Section 01 00 00, of the VA Construction Specifications

xxi. American Society of Heating and Refrigeration Engineers (ASHRAE), Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1

xxii. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

2. Additional Notes: NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101 and documents referenced by NFPA 101 in order to comply with the accreditation requirements of the joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the latest edition of the

IBC or as otherwise addressed above in this Program Guide. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively. This applies even if the IBC requirements are different.

3. Conflicts between Nationally Recognized Codes and Standards and VA Requirements: Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for the VA to ensure a consistency system wide.

4. Design Deviations from VA Standards: When proposing a variation, deliver a written request to the Contracting Officer who will render decision after discussing with COR. Documentation will include the nature and features of the variation and why the variation is desirable and beneficial to the Government. If lower cost is a benefit, also include a high magnitude cost comparison.

2.7 Quality Control

1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

• Identification and discussion of all organizational and technical interfaces

• Design team members and their areas of responsibility

• Team members responsible for checking the design

• Team members responsible for checking the electronic files

• Team members responsible for reviewing and submitting the required VA

Design Alerts and Quality Alerts

• Project Schedule showing key milestones and review periods

2. VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/ .

3. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

4. Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3. General Submission Services http://www.cfm.va.gov/TIL/

3.1 Review Aids:

A/E will complete the review aids in Appendix A for each submission to aid the A/E and the COR in ensuring project design level is at appropriate level:

3.2 Drawings:

For AutoCAD, use the following:

1. The A/E shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products (digitally signed DWGs) and PDF format in individual sheet files on CD-ROM. Drawing AutoCAD version must be compatible with current facility version AutoCAD 2022. Include all associated support files (i.e. plot styles, external referenced files, etc.). The standard drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e. layer / level structure, fonts, font sizing, file naming conventions, etc.) is that of the latest edition of the National CAD Standard (www.nationalcadstandard.org).

a. The A/E shall follow these level / layer formats, file – naming conventions, and symbol library.

b. Drawings are to be drawn from the VA’s “As-Built” or construction drawings updated by site verification, not scanned reproductions.

c. The final sets of the new construction drawings, including the film copies, shall be sealed (embossed & ink stamps) and signed by each respective Professional Engineer in their discipline, Industrial Hygienist, Architect and other necessary licensed professional consultants.

3.3 Estimate Submission Requirements:

1. The A/E shall submit a construction cost estimate from an independent firm for all trade disciplines starting at Phase 2 project submission in detail as described in Appendix A. This estimate shall reflect the impact of the planned acquisition strategy provided by the COR. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted.

Therefore, if it is shown, it must be priced. If it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Estimates shall be broken down by AIA divisions. The first page will be a summary page showing deductive bid items, contractor mark-ups, overhead, profit, special insurance, and bonding to reflect true construction costs.

The breakdown shall reflect Bid Items 1, 2, 3….. separately; then in aggregate.

All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/

2. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR

KEEPING THE PROJECT DESIGN WITHIN PROJECTED CONSTRUCTION

FUNDING. THE A/E WILL BE REQUIRED TO REVISE DESIGN AND

http://www.nationalcadstandard.org/ http://www.cfm.va.gov/cost/

Starting on Phase 2

RESUBMIT COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA)

SHOULD COST ESTIMATES EXCEED CONSTRUCTION FUNDING. Bid Deducts are not to be considered in maintaining the budget – they are intended to support unexpected variables in bidding, not in up front design. See 52.236- 22 DESIGN WITHIN FUNDING LIMITATIONS for additional information.

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.

3.4 Proposed Phasing and Construction Schedule:

1. Proposed Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate.

During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc.

2. Phasing: It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a minimum of 3 phasing plans and base line comparison of no phasing in project at Conceptual submission. The comparison shall include description, bubble drawing presentation, impact on budget, impact on timeline, impact to maintain VA standards during each phase (for example will HVAC be maintained at VA standards in the occupied areas), impact on life safety and emergency egress and all other known pros and cons for each phase. A/E shall modify based on any follow up questions. VA will select one alternative within 14 days of final presentation.

3. A/E is responsible to discuss phasing at all design submission meetings.

Identification of potential construction task that would minimize disruptions if performed off hours and weekends shall be included along with identification of major utility interruptions.

3.5 Specifications:

1. General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

2. Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks. Facility shall provide their current version of Microsoft word to ensure compatible. Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable).

Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3. Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

4. Editing Specifications: The A/E must thoroughly edit and adapt the

Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use.

At the VA’s direction the required specifications will be prepared by the A/E.

These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

5. Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

3.6 Design Site Visits, Meetings/Conferences, and Discussions

1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Section 4 for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3. Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission. Minutes shall include all request for changes by VA. If change is unable to be made, explanation of why shall be provided.

3.7 Infection Control Risk Assessment (ICRA)

1. ICRA - The A/E Firm will be responsible to work with the VA COR / Safety Department / and Infection. Prevention to develop the “Construction Safety, Infection Prevention and Control Risk Assessment”, as required by VHA Directive 7715 “SAFETY AND HEALTH DURING CONSTRUCTION” The A/E will be given blank Risk Assessment forms to be completed and will allow for review and discussion at each design phase of the project. If the design has multiple phases, or work performed in multiple areas, a separate Assessment needs to be completed for each phase or area. These forms will be included in the specifications and are a part of the design submission requirements.

3.8 Interim Life Safety Measures Evaluations (ILSM)

2. ILSM - The A/E firm will be responsible to identify areas in their design that will require Interim Life Safety Measures in accordance with the latest - The Joint Commission (TJC) Hospital Standard LS.01.02.01. The A/E will clearly define areas requiring Interim Life Safety Measures and the necessary precautions needed. Along with the requirement for Interim Life Safety Measures, the A/E will work with the COR and Safety Department to identify the needs, as well as identify the responsibilities of the Interim Life Safety Measures. These will be clearly defined in both the Specifications and on the Drawings.

4. Design Schedule

Design schedules shall be submitted to the VA as an 11x17 Microsoft Projects file at the beginning of the Notice to Proceed, with each invoice for payment and shall never be more than 4 weeks old. Time frames below are calendar days. Any requested adjustment to timeline shall be submitted to Contracting in writing:

i. Begin Design Development (Notice to Proceed): NTP

ii. Phase 1: Basis of Design (BD, 10%): NTP + 21 days

iii. BD Review Meeting and Return of Submission: NTP + 35 Days

iv. Phase 2: Schematic (SD, 30%): NTP + 56 Days

v. SD Review Meeting and Return of Submission: NTP + 70 Days

vi. Phase 3: Design Development (DD1, 60%): NTP + 91 Days

vii. DD1 Review Meeting and Return of Submission: NTP + 105 Days

viii. Phase 4: Contract Documents (CD1, 90%): NTP + 126 Days

ix. CD1 Review Meeting and Return of Submission: NTP + 140 Days

x. 100% Submission Contract Documents (CD2): NTP + 161 Days

xi. CD2 Review Meeting and Return of Submission: NTP + 175 Days

xii. Final design submission: NTP +180 Days

xiii. Phase 5: Construction Period Services - (ADD ALTERNATE BID ITEM)

5. Submission Requirements

Each Phase Deliverable will require submittal of three (3) copies of the complete package in 3 separate binders. Each section other than drawings shall be in binder and each section identified by individual tab allowing for easy separation of package to expedite reviews. Drawings shall consist of 1 full size and 2 half size. Provide electronic copies of the entire submission on one (1) CD-ROM with each section as separate file

5.1 Phase 1: Basis of Design (BD) / Planning

Project begins with an initial meeting with the Environmental Graphic Design firm, the network planner, the medical center/facility project coordinator, and appropriate VAMC staff. It begins by defining and refining the scope of the project in greater detail and reviewing the responsibilities of the Environmental Graphic Design firm and facility staff regarding input, design, documentation, coordination, direction and approvals. A project schedule will be established which relates to the project’s sequence of events and priorities of importance. Functional relationships will be discussed regarding design character, implementation phasing, document submissions and purchasing/bidding procedures.

The Environmental Graphic Design firm will survey and review the existing Campus signage within this scope and develop a campus layout.

Deliverables, follow requirements of Appendix A in addition to the following:

1. Appendix B

2. Schedule: Project schedule.

3. Specifications: In addition to Appendix A, submit a cover letter and a list of VA master specifications intended for use on this project.

4. Drawings: In addition to Appendix A, the A/E shall provide a full list of project drawings showing the scope and plan for each discipline involved.

Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission. Government acceptance does not relieve the Design of Record of their responsibility for the accuracy of the design documents.

5.2 Phase 2 : Schematic (SD) / PRELIMINARY PROGRAMMING and DESIGN

The Environmental Graphic Design firm will survey and review the project for sign locations, text and placements. With the exterior signs, evaluations will be made regarding sign illumination requirements. For the exterior directional signs, evaluations will involve analyzing public, employee and vehicular circulation and traffic flow patterns around the project site. On the basis of information gathered in these activities and in the Planning Phase, the Environmental Graphic Design firm will develop the schematic design scheme for the “look” of the sign program. The Environmental Graphic Design firm will identify finishes, trims, types of signs and other design details. This will all be based upon a component based sign system as identified in the VA Sign Design Guide, created for the Department of Veterans Affairs. Emphasis will be placed on developing a sign program that provides the facility with a progressive professional look, coordinated with the building’s exterior design and architecture, re-cycle element of the existing exterior sign program, if possible, and address the facility’s maintenance requirements. For exterior signs, a preliminary sign location plan will be prepared along with a preliminary sign message schedule.

The schematic design scheme, preliminary sign location plan and preliminary message schedule will be presented to Facility Management, coordinated by the facility project manager, for their review and comment. The Environmental Graphic Design Specialist will assist the facility in the review of the documents and the assembly of the facilities review comments.

Deliverables, follow requirements of Appendix A in addition to the following:

1. Previous meeting minutes: Include all minutes from previous meetings.

2. Drawings: Drawings illustrating the proposed look, color, trim, etc. of the interior and exterior sign program; Preliminary sign location plan and message schedule.

3. Phasing: Ensure agreed upon phasing plan is presented at all meetings.

Present any additional details developed throughout the process. Include narrative in submission.

Acceptance: If the documents do not meet all of the requirements of this submission, then the portions of the documents that are not acceptable by the VA according to the design standards and criteria must be updated by the A/E prior to moving on to the next scheduled submission. Government acceptance does not relieve the Design of Record of their responsibility for the accuracy of the design documents.

5.3 Phase 3: Design Development (DD1) FINAL PROGRAMMING and DESIGN

After the schematic design of the sign program and the preliminary sign location plan and message schedule has been reviewed and approved by the medical center/ facility, the Environmental Graphic Design firm will proceed to develop the draft of the sign project documents involving the sign type drawings and specifications.

These documents will show preliminary illustrations of all exterior sign types in the sign program. A preliminary draft of the VA Master Specifications and budget will be developed that will define the cost of implementing the program. The Environmental Graphic Design firm will revise the sign location plan and message schedule. These documents will be presented to appropriate facility staff for review and comment.

Deliverables, follow requirements of Appendix A in addition to the following:

1. After material of the Fourth Review has been reviewed, the A/E shall make necessary changes to incorporate all review comments (VA, CITP Safety Review, etc.) and furnish the following:

2. Specifications: Six (6) copies of the edited specifications double-sided in loose-leaf form ready for photocopying. One copy in a 3-ring binder, labeled. Format to be as stated earlier under “Specifications.”

3. Preliminary version of the sign project manual showing all of the sign types, revised sign location plans and message schedule; Preliminary specifications and budget.

5.4 Phase 4: Contract Documents (CD1):

In this phase, the Environmental Graphic Design firm refines and finalizes the physical design of the signs, based upon client input from design development documents. The facility project coordinator will return the design development sign type drawings, sign location plan and message schedule to the Environmental Graphic Design firm with final comments and final revisions. The Environmental Graphic Design firm will prepare the final sign project manual. The sign project manual will follow the general format of detailed sign type drawings, defining all the signs in the hierarchy of the sign program, selected sign construction details, sign installation details and specifications. The sign type drawings will include elevation drawings of each sign type with applicable size and layout dimensions and any necessary side, top and back views. It will also contain the exterior sign message schedule, which defines the wording of each sign, referenced to the particular sign type and location. Final specifications will be provided for the exterior signs. Final sign location plans, in the form of AUTOCAD and PDF files will be provided for the exterior sign locations. A pre-construction budget estimate will be developed for implementing the program.

Deliverables, follow requirements of Appendix A in addition to the following:

1. Sign Project Manual/Document containing – Specifications, Sign Type Elevation, Layout, Detail and Mounting Drawings, Sign Message Schedule and Sign Location Drawings, preconstruction budget.

2. 100% Submission only: Certified Independent Third-Party Safety Professional

Review must be completed and a letter with comments submitted with this submission. Delete if 3rd party not needed or being performed separately from A/E Contract.

3. Drawings: The drawings shall be 100% complete in every respect. Provide six

(6) complete sets of drawings, three (3) full-size prints and three (3) half-size prints. Also provide two (2) electronic copies of the drawings in accordance with section I.D.6.

i. Provide one sealed set of original film drawings. Each discipline shall be separately sealed.

ii. Provide preliminary version of the sign project manual showing all the sign types, revised sign location plans and message schedule, preliminary specifications and budget.

iii. Provide two (2) CD-ROMs with all project materials, including drawings, specifications, and calculations.

5.5 Phase 5: Construction Period Services (CPS): (ADD ALTERNATE BID ITEM)

The Environmental Graphic Design firm is to assist the facility project coordinator with the following services.

1. The Environmental Graphic Design firm will provide advice and direction to the VA in matters related to the contractors and suppliers during the implementation of the project. The Environmental Graphic Design firm will have no direct or indirect affiliation with any of the contractors or suppliers involved with the implementation of the project.

2. Review all design submissions at the medical center with VAMC project coordinator and other appropriate staff. The VA reserves the right for final approval/disapproval on all RFIs, submittals, change orders and contractor estimate.

3. Review the fabricator/sign contractors’ submittals, shop drawings and samples to ensure compliance with the Bid/Project Design Documents. The review could consist of one complete submittal and one revised submittal.

a. The Environmental Graphic Design firm will visit the project site with the facility project coordinator and the sign contractor and perform a pre-installation walk through for the exterior sign project.

4. At the completion of all fabrication and installation, the Environmental Graphic

Design firm will make a final inspection walk through of the project and prepare a report noting deficiencies and corrections necessary for the sign contractor to complete both the exterior sign projects.

5. At the completion of final inspection corrections, the Environmental Graphic

Design firm will make a final inspection walk through of the project and prepare a report noting if there are still any outstanding deficiencies and corrections necessary for the sign contractor to complete the exterior sign project.

6. CPS Services shall include, but are not limited to, generation of baseline submittal schedule, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP); cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

7. RFIs: Maintain Log including VA final approval. Review and respond to all design related RFI’s within (7) calendar days.

8. Submittals: Maintain log including VA final approval. Review all submittals for the project within (14) calendar days

9. Change Orders: The A/E shall review, evaluate, and respond to all contractor change order requests and value engineering proposals

10. Site visits: Documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit

a. The A/E must also attend the pre bid conference prior to construction

b. A/E to attend weekly Construction meeting with VA and Construction

Contractor’

11. The A/E must conduct one site visit per month during construction.

12. The A/E must attend the close out punch list after construction of each phase is complete.

13. At project completion, the A/E must verify as built conditions from contractor supplied marked up prints and furnish two (2) updated sets of prints / record drawings (one set to be film), and two (2) electronic copies in accordance with section I.D.6.

6. Errors and Omissions:

1. Architect-engineer contractors shall be responsible for the professional quality, technical accuracy, and coordination of all services required under their contracts. A firm may be liable for Government costs resulting from errors or deficiencies in designs furnished under its contract. Therefore, when a modification to a construction contract is required because of an error or deficiency in the services provided under an architect-engineer contract, the contracting officer (with the advice of technical personnel and legal counsel) shall consider the extent to which the architect-engineer contractor may be reasonably liable. The contracting officer shall enforce the liability and issue a demand for payment of the amount due, if the recoverable cost will exceed the administrative cost involved or is otherwise in the Government’s interest. The contracting officer shall include in the contract file a written statement of the reasons for the decision to recover or not to recover the costs from the firm.

2. Reimbursement of costs incurred by the Government as a result of A&E's error and/or negligent performance are actively pursued by the VA. Upon determination that there may be A&E financial responsibility involved, the A&E shall be contacted by the Contracting Officer. The A&E shall be advised of the design deficiency and requested to provide a technical solution to the problem, including cost estimate. The A&E shall be further informed that it is the Contracting Officer’s that the A&E may be held financially responsible. A&E financial responsibility can include contractor extended overhead costs.

Therefore, upon notification of potential liability, the A&E should coordinate with the directing official to determine required technical support and timing to minimize delay costs. Pending final decision by the Contracting Officer, the A&E will be invited to attend all price negotiations for corrective work. The A&E shall participate as a non-voting technical advisor to the Government negotiating board. Inability to obtain agreement from the A&E as to financial responsibility or A&E unwillingness to participate in negotiations shall not be cause for delay or remedial construction contract action by the Contracting Officer. As an alternate to the above, the A&E (where design error is clearly at fault) may discharge the firm's financial responsibility through negotiation with, and direct payment to, the contractor.

Section not required? Discuss

Appendix A – Review Aids

Submission Review Tools

The A/E is required to complete and submit the following tables to enhance evaluation of each submission. This should be used by the AE as a self-assessment tool to ensure full understanding of submission requirements. Providing documentation will aid the VA in review by understanding the AE intentions for each submission.

A/E Milestone Schedule Track

Milestone Submission

Planned Duration

Planned Date

Revised Duration

Revised Date

Actual Duration

Actual Date

Conceptual 30% 60% 90% 100%

Duration shall be provided as days after NTP. Date shall be calendar date that matches duration.

Applicable Submission Requirements

Program Applicable Not Applicable Site Development Architectural Fire Protection Interior Design Structural Plumbing Sanitary

HVAC

Electrical Equipment Steam Generation Steam Distribution (Outside) Solid Waste Disposal System Automatic Transport Asbestos Abatement Space Planning Critical Path Method Estimating Specifications

Complete below checklist for all applicable requirements. Enter “Y” for every submission provided. If A/E believes a specific item on checklist that is generically required is not applicable for this specific project, enter NA with brief explanation below the table.

AE Submission Checklist

SITE DEVELOPMENT: Submit the following:

Site Development: 30%* AE Self

Confirmati on

60%** AE Self Confirmati on

90%*** AE Self Confirmati on

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

Landscape drawings with plant groupings

Topographic, utility, and landscape survey

Demolition plan Layout plan showing…