Supplement B - AE Design Services 589A4-25-102.pdf

Harry S Truman Veterans' Memorial Hospital (HSTVMH) – Columbia, MO Supplement B - A/E DESIGN SERVICES for “Install Dedicated Pharmacy Air Handlers”

Project No. 589A4-25-102

PROJECT NUMBER: 589A4-25-102

PROJECT TITLE: Install Dedicated Pharmacy Air Handlers

DESIGN TIMEFRAME: A/E shall deliver final construction documents NLT 270 calendar days after the Award/Notice to Proceed Letter

CONSTRUCTION BUDGET/DESIGN LIMITATION:

Magnitude of construction project range: Between $ 2,000,000 to $5,000,000

The A/E will be required to design within this budget. The A/E will also be required to incorporate bid items into the bid documents that will allow for a 10% budget reduction.

In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this project proceeding into construction documents is not to exceed the Construction budget that will be provided to the highest rated firm, VA Furnished/Installed Medical Equipment, VA Furnished/Installed FFE or Professional Service Fees. The A/E is responsible for designing the project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this project. If, at any time, the A/E determines that the design’s construction cost will exceed the Total Construction Contract Price (TCCP) the A/E shall immediately inform the Contracting Officer in writing.

Such written notification shall include the reasons why the A/E believes the TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP. The A/E fee proposal shall be based on the design scope of work as defined below. If the contracting officer determines the TCCP can be increased the design fee will not be increased unless additional scope was requested and added through the modification process.

CRITERIA FOR DESIGN AND PROJECT DEVELOPMENT (as applicable to project)

- USP 800

- VA HVAC Design Manual

- Barrier Free Design Standard

- Design and Construction Procedures, PG-18-3

- Design Manuals, PG-18-10

- Design Submission Instructions, Minor and NRM Projects, PG-18-15, Vol C

- Standard Details. Program Guide, PG-18-4

- Equipment Reference Manual, PG-18-6

- Equipment Guide List, Program Guide PG-18-5

- Space Planning Criteria PG-18-9

- Space Planning Criteria for Medical Facilities Handbook, 7610

- Uniform Federal Accessibility Standards

- Signage Design Guide

- Master Construction Specifications, Program Guide, PG-18-1

- VA Design Alerts

- VHA National CAD Standards

- National Codes and Standards (NFPA, NEC, Natl. Plumbing Code, EPA, OSHA, etc.)

- Physical Security Design Manual for VA Facilities Note: The above documents can be found at the following website:

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

SCOPE OF CONSTRUCTION PROJECT

Description:

The Architect or architect/engineer firm capable of preparing all design and construction documentation including, but not limited to advance planning, design, and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia MO. Prime contractor shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable expertise in their respective fields: Architect, Medical Planners; Structural Engineer, Mechanical Engineer, Fire Protection Engineer, Life Safety Engineer, Plumbing Engineer, Interior Designers;

Communication (voice & data), Electrical Engineer, and Cost Estimator with experience on projects of similar size and complexity.

It is important to emphasize that the A/E shall perform site investigation, design development, detailed design work, prepare detailed construction documents, keeping in mind that the end result is a completely functional and fully operational product. The A/E must consider constructability and maintaining hospital operations while designing the project. This will include phasing of construction and utility impacts.

The A/E must be able to respond to issues in a timely manner, to include being on-site within 8 hours. This is due to the need to keep this project progressing and on time, avoiding any delay claims. As construction is heavy in the area, contractors are on tight schedules to schedule trades and equipment. Having an A/E that can be onsite within 8 hours allows emerging issues to quickly and efficiently be solved.

The final design documents will be subject to review and approval (by signature) of all members of an Integrated Project Team (IPT) consisting of medical center personnel. These individuals will be identified by the COR at the first design review meeting. Additionally, the design will be reviewed by a 3rd party for compliance with all life safety codes. It will be the A/E’s responsibility to address and track responses to all issues arising from these reviews.

As part of the 100% submission the A/E shall provide a written narrative describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This narrative is intended to be a general description of the project not to exceed two written pages in length.

This project will design two new dedicated air handlers to the in and outpatient pharmacy as well as pharmacy compounding spaces. Design a new mechanical room structure to house air handlers on the roof of the ACA.

Route all utilities from other areas of the facility to support the new air handlers.

The A/E design firm shall furnish all necessary architectural and engineering resources to provide a complete construction design package and construction period services. Architect / Engineer shall provide professional design services for Install Dedicates Pharmacy Air Handlers. The project shall include the following, along with all other design facets deemed necessary by the VA and Architect/Engineering firm for the completion of this project:

a. Design shall meet all applicable/current codes for mechanical, plumbing, electrical, fire protection, and life safety, VA standards, VA Design Manuals, and VA Design Guides;

b. All spaces will be designed to meet the Interagency Security Committee and other relevant physical security guidelines;

c. All lighting shall be LED;

d. Security, access control, and surveillance to be tied into the existing security system;

e. Building Management System to be tied into the existing Building Management System;

f. All plumbing shall comply with VHA Directive 1061;

g. HVAC system to be variable air volume type.

All design should account for constructability and ensuring the construction is capable of being completed safely with minimal impact to the medical center operations.

Project should be designed with bid deducts should bids come in above the estimate. This project is not expected to include more than 2 bid deducts.

Anticipated time for completion of design is 270 calendar days including time for VA reviews.

SITE INVESTIGATION

A/E shall be responsible for conducting site visits for the purpose of data gathering, investigation and documentation of all existing conditions. Perform such investigations as required to accurately verify all existing conditions. Do not rely solely upon "as built" drawings. VA personnel will provide assistance with investigating the project site where prior experience with equipment and utilities will produce an appreciable advantage. The A/E firm shall be responsible for site review of the existing facility to field verify the owner's existing documents and as-built drawings. Any modifications that are required to be made as a result of the site review shall be communicated to the VA and corrected by the A/E firm. All site investigation shall be completed during the site investigation phase.

Schematic The A/E shall do several visits to the facility to meet and discuss with the Integrated Project Team. Site investigation will also be during this time to fully understand the existing situation/conditions. An agreed to and solid schematic design is the foundation for a successful design.

A. The first meeting will be to do an initial site visit and hear the needs, wants and desires of the users for this space.

B. The second visit will be to present a minimum of four schematics with A/E providing their pros/cons to each. This visit is to be a “working visit” with the A/E having the ability to make changes, display these visually and provide some immediate feedback. During this visit, the discussion of phasing needs to begin with the VA providing the priority areas.

C. The third meeting shall depict the schematic result from meeting two, also depicting the phasing plan. During this meeting final schematic and phasing shall be finalized and agreed to with the A/E providing a “final” schematic with phasing one week after this meeting.

D. AE shall plan for design and design review meetings as part of the Scope of Work.

Design Development

1. Design Development: The A/E shall make investigations necessary to thoroughly evaluate the conditions of the existing space. The VA shall allow for five days of site investigation. Any investigation beyond that shall be at the A/E’s expenses. The designer shall make recommendations that comply with the VA HVAC Design Guide and USP 797 and 800 and have been reviewed and approved by the medical center design team (this team will be identified in the future). The design shall include any energy efficiency improvements available for the application.

The DD phase defines the space, a too scale depiction of spatial relationships, wall locations, restrooms, etc. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

a) Mechanical, plumbing, electrical, and fire and safety systems must meet current codes and standards, including VA Standards. All new space and utilities will be designed to meet the Interagency Security Committee’s and other relevant physical security guidelines.

b) A/E shall provide a life safety code analysis of the proposed design in coordination with the existing adjacent functions to verify the proposed design does not generate any compliance issues. This is to include during the various phases.

c) The A/E shall provide a certification that the Install Dedicated Pharmacy Air Handlers Project is a stand-alone project and does not require any follow-on project to make the space suitable for its intended occupancy.

Construction Documents

A. A/E firm shall complete such further investigations to develop the accepted design development documents into working drawings and specifications for issuance through the competitive bid process.

B. A/E firm shall provide a complete construction plan detailing all phases and sequencing of construction to minimize the impact on the facility.

C. In most instances, copies of the VA Master Construction Specifications will be available off the

Office of Construction & Facilities Management TIL website, which will be edited and incorporated in the project specifications. In those instances, where copies of the VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. Copies of design guides, space criteria, room finishes, and other VA guidelines are also available off the Internet. It is required that the A/E design in accordance with VA guidelines as these guidelines supersede any other industry guidelines. It is important to note that all specification sections be thoroughly edited to maintain uniformity of formatting and structure. All spec writer notes must be removed.

D. Working drawings and specifications shall provide for construction within the National Fire

Protection Association Code, VA Standards, and other applicable national codes.

1. The A/E shall package bid documents necessary to solicit, bid and award the construction of this project.

2. A/E will provide a 1 to 2-page scope of work summary of the project to the contracting officer when 100% design documents are complete.

3. The A/E shall provide a signed memorandum stating that this project has been designed as a standalone project. The VA shall provide this memorandum for signature.

4. A/E firm shall provide two (2) copies of such drawings, copies of construction cost estimates, and specifications developed. Drawings shall be one (1) full size (36”x48”) copy and one (1) half size (18”x24”) copy and a set of specifications to the VA, and one (1) half size (18”x24”) copy and a set of specifications to the contracting officer. Specifications should be hard copy and pdf format.

Deliverables shall include (for ALL ELECRONIC SUBMISSIONS, FILES MUST BE LESS THAN 10MB in size) –

Site Investigation 1Electronic PDF copy of site investigation findings.

Schematic Submission (minimum of three layouts) (35%):

1 electronic PDF copy of drawings, and cost estimate.

Design Development Submission (60%):

2 Complete hardcopy sets- 1 full size, 1 half-size (Delivered to COR);

1 hardcopy set of specifications 1 electronic PDF copy of drawings and specifications (specs both in combined PDF and Word file);

1 electronic AutoCAD and Revit copy of drawings, and cost estimate.

Construction Documents Submission (90%)

2 complete hardcopy sets- 1 full-size, 1 half-size, 1 hard copies of specs (Delivered to COR);

1 complete hardcopy set- 1 half-size, 1 hard copy set of clean specs (Delivered to Contracting Officer);

1 hardcopy cost estimate (Delivered to Contracting Officer);

1 electronic PDF copy of drawings;

1 electronic combined PDF and Word copy of specs;

1 electronic copy of cost estimate;

A third-party life safety review will be conducted on the 90% submittal, with comments provided to the

AE for corrections. This review is provided by the VA.

As part of this submission the A/E shall provide a written narrative describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This narrative is intended to be a general description of the project not to exceed two written pages in length.

Construction Documents Submission (100% FINAL BID Documents)

2 Complete hard copy sets- 1 full size, 1 half size, 2 sets of bound specifications (Delivered to COR);

1 Hard copy cost estimate (Delivered to COR);

1 Electronic copy of drawings (PDF & AutoCAD) and specifications (combined PDF & Word);

1 Revit model(s);

1 Complete hard copy set- 1 half-size drawing, 1 bid set of specs (Delivered to Contracting Officer);

1 Hard copy cost estimate (Delivered to Contracting Officer).

Conformed Drawings/Specifications:

In the event changes are made during bidding process, AE shall develop and provide 3 complete hard copy sets- 1 full size, 2 half size (1 half size mailed to the contracting officer) and 2 sets of conformed specifications (1 mailed to the contracting officer as well as an electronic conformed set of drawings based on the bid item(s) taken.)

As-Built (Record) Drawings

1 Complete hard copy full size set 1 Electronic copy in PDF, 1 Electronic AutoCAD with bound x-refs and REVIT model.

A/E shall plan for the following design and review meetings as part of the Scope of Work. Meetings itemized in this Supplement B as on-site below are required to be completed at HSTVMH. All other review meetings may be conducted utilizing a web-based meeting program;

A. Notice to Proceed will be a teleconference between the Contracting Officer, COR and AE firm. This serves as the start of the project.

B. The Initial Kickoff Meeting/Site Investigation will be held with the HSTMVH engineering staff. This meeting will be intended to provide an onsite familiarization with the project.

a) Kickoff meeting will be onsite with facility personnel. This will be a broad overview of the project, laying out perimeters and boundaries prior to meeting with the Integrated Project Team (IPT).

b) Immediately following this kickoff meeting, will be a meeting with the IPT.

i) This meeting is to gather the desires from the IPT as to what they would like to see in the design, flow concerns, etc.

ii) During the IPT meeting the AE will determine the current workflow and utilize lean design principles to develop proposed schematic design options.

c) Site investigation shall occur during this time frame as well. A summary of site investigation findings shall be provided to the VA at the end of site investigation.

C. Schematic Design: Schematic Design (SD) has been split into three distinct parts SD1, SD2, & SD3. Each SD shall include a detailed efficiency review.

a) SD1 (Schematic Design Part 1, Initial SD)

i) AE shall provide three (3) distinct SD layouts for VA review based on meetings with the IPT. A brief written synopsis containing the pros and cons of each shall also be provided within 30 days of the initial meetings.

ii) The VA will conduct a review of the SD layouts with the IPT and provide the AE comments within ten (10) days of receiving SD1.

iii) An onsite meeting with the user group will occur to discuss the submission of SD1, provide feedback and hear issues/concerns.

b) SD2 (Schematic Design Part 2)

i) The AE will review the VA comments and submit two (2) revised SD layouts to the VA within 30 days of the user meeting as part of SD2. In the event that VA comments from SD1 provide a clear design path, only a single design for SD2 is required. If a clear path forward was not determined during SD1, two separate revised designs shall be submitted as part of SD2. The requirement for one or two revised schematic designs will be indicated on the return of SD1 in the approval comments.

ii) The VA will review the new SD layouts for 10 days

iii) A virtual meeting with the user group will occur to discuss the submission of SD2, provide feedback and hear issues/concerns.

c) SD3 (Schematic Design Part 3, Final SD)

i) The AE will make a “final” SD layout submission for VA approval within 20 days of the user meeting

ii) The VA will review for 10 days and a teleconference to discuss will be had. This teleconference shall, pending results of SD3, provide the final input and approval.

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

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

D. Design Development: AE shall provide to the VA 35% Design Development documents within 25 days of receiving schematic design approval.

i) A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). HSTMVH will provide comments and guidance following each design review session. All meetings shall be held at the HSTMVH in Columbia, MO

ii) The VA will review DD submission for 10 days.

iii) A joint on-site review will be conducted between the AE and the VA.

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

E. Design Development (CD-60%)

a) AE shall provide the VA with 60% construction documents within 30 days of approved DD documents.

Drawings shall depict all as a minimum: all walls, wall type, life safety, MEP, and phasing.

i) The VA will review the CD-60% submission for 14 days.

ii) A joint onsite review will be conducted between the AE and the VA.

iii) The VA must provide CD-60% approval prior to moving into any formal CD-90% work.

F. Construction Documents (CD-90%) AE shall provide the VA with 90% construction documents within 30 days of approved CD-60% documents. This submission should allow construction contractors to bid from.

i) The VA will review the CD-90% submission for 14 days.

ii) A joint onsite review will be conducted between the AE and the VA.

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

G. Construction Documents (Final-100% Bid documents) AE shall provide the VA with 100% construction documents within 25 days of approved CD-90% documents.

2 Complete hardcopy sets- 1 full-size, 1 half-size, 1 hard copies of specs (Delivered to COR);

1 Complete hard copy set- 1 half-size drawing, 1 set of clean specs (Delivered to Contracting Officer);

1 Electronic copy of drawings (PDF & AutoCAD) and specifications (combined PDF & Word);

1 electronic copy of cost estimate;

1 Hard copy cost estimate (Delivered to COR);

1 Hard copy cost estimate (Delivered to Contracting Officer).

1 Revit model(s);

a) AE shall address/correct any comments found in 100% documents that were not corrected from 90% review and correct and resubmit 100% Bid Documents within 5 days.

b) AE shall provide all bid documents in electronic pdf format. All files shall be broken into volumes no more than 10MB each. Construction Bid Set (drawings and specifications) shall be stamped/sealed by licensed architect and/or engineer licensed to perform the work.

H. Conformed Construction Set

a) Conformed Construction Set (drawings and specifications) shall be stamped/sealed by licensed architect and/or engineer licensed to perform the work.

b) Conformed Construction Set shall be provided for the contracting officer to include in construction contract award and incorporate any and all addenda to date from bid RFI, clarifications, etc.

c) This is intended to provide a set of drawings “For Construction” to differentiate between any bid documents or developmental progress drawings.

I. Meetings: The project COR and/or CO will conduct all meetings with the assistance of a designated lead member of the A/E team. The A/E should prepare a meeting agenda and submit it for review by the COR prior to the meeting. Upon approval of the agenda items, the A/E will distribute the agenda or coordinate with the COR for distribution and electronic meeting scheduling.

a.) Meeting agenda must include:

1.The project name and VA project number.

2. The date, time, and location of the meeting.

3. Teleconference information for attendees that cannot be physically present.

Teleconferencing may be setup through the A/E’s internal conferencing system or coordinated with the COR for use of the web-based teleconferencing system. The A/E may not include cost of teleconferencing in their proposal for either Part I or Part II services.

4. Previous meetings’ past action items, associated responsible party, date item was initiated, expected completion date and status/notes or date closed.

A. The A/E is responsible for documenting meeting minutes and distributing meeting minutes for conferences, teleconferences, review sessions, progress meetings within three (3) days after the event. Meeting Minutes must document:

1. The project name and VA project number.

2. The date of the meeting.

3. The date of issue for the Meeting Minutes.

4. The list of attendees with names, represented organization and email.

5. A distribution list including names, organization, and email of recipients.

6. Outstanding action items from previous meetings with associated responsible party, date item was initiated, expected completion date and status.

7. New action items generated by the meet with associated responsible party, date item was initiated, expected completion date and status/notes.

B. Meetings for Schematic Design and Design Development with the Project Manager and IPT shall be presented in a forum allowing all members of the team can easily view the drawings, participate in discussion, and unify the team’s comments into a single focus. The A/E will coordinate with the COR for appropriate conference space at the HSTVMH. The A/E is to provide any needed audio-visual equipment needed for presentation. HSTVMH policies do not allow non-VA equipment such as laptops, tablet computers, USB drives, external hard drives or other devices that may present a security risk to Government systems.

Total contract design duration shall not exceed PROJECT 270 DAYS calendar days, SUBMISSION SCHEDULES:

NTP/Kickoff Meeting 1 days Meeting with HSTMVH leadership/IPT 2 days Site Investigation 5 days Schematic Design 35%

Schematic Design SD1 30days SD1 VA Review 10 days SD1 Virtual Meeting 1 day Schematic Design SD2 30 days SD2 VA Review 10 days SD2 Virtual Meeting 1 day Schematic Design SD3 20 days SD3 VA Review 10 days SD3 Meeting 1 day

Design Development (60%) 30 days

VA Design Development Review 14 days In person review meeting 1 day Construction Documents (90%) 30 days Construction Documents Review 14 days Construction Documents (100%BID DOCUMENTS) 25 days

Construction Documents Review 5 days Sealed Final Bid Documents Submission 10 days

In the event that SD2 or SD3 are not needed, overall submission schedule shall be lessened by equivalent number of days not needed.

Included as part of this package is the standard A/E submission guide for minor projects, Program

Guide, PG-18-15, Volume C. In addition to completing a detailed review of the attached document, the A/E shall log onto the VA website for the Office of Facilities (http://www.cfm.va.gov/til/) and comply with all rules and regulations related to design requirements for NRM and Minor projects. If there are any conflicts between the rules and regulations as listed on the website and the outline provided above, the rules and regulations on the Office of Facilities website shall govern. It is the responsibility of the A/E to visit and download this documentation. The contract will include Construction Services and Site Visits.

A/E FEE DETERMINATION:

The A/E is to present their fee proposal for evaluation and negotiation in the following format:

A. Submit completed Price Proposal on NCO 15 Form 10-6298. The spreadsheet is to have the work broken out in hours by position, by discipline, and by design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline to the Contracting Officer and COR.

B. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B and include a breakout of travel costs.

C. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction period. Monthly QA/QC reports are required, including actions taken to maintain project quality, schedule, and budget, and will be submitted with project invoices using the NCO 15 invoice format.

D. Correction of the A/E’s Errors and Omissions, including required site visits to ascertain remedial action, is included in scope of services at no additional cost to the VA.

ESTIMATE SUBMISSION REQUIREMENTS

A. General - the A/E shall submit a construction cost estimate with the drawings at each project submission. This estimate shall show the cost of construction, which would be expected to be reflected by the construction contractors' bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element 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.

B. Use of Forms - VA Form 10-6238, Estimate Worksheet: This form serves two purposes: (a) to show the division of cost between labor and material for each cost item; and (b) to extend the level of detail of an estimate beyond square foot cost summaries. The estimated costs shall include all labor, materials, mobilization, overhead, insurance, and applicable contractor markup.

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

C. Contracting officer requirements - in addition to submissions to the COR, the A/E shall submit ALL construction cost estimates also to the Contracting Officer. The final construction cost estimate delivered with the 100% specifications and drawings shall be marked “For Official Use Only” and be signed and dated by the Architect. This document will be used as the Independent Government Estimate (IGE) for construction period services.

PROMOTION OF FULL AND OPEN COMPETITION

A. A/E agrees to assure specifications are not restrictive. Specifications will be based on performance criteria when possible and will not use brand names.

B. If an occasion arises that use of a brand name is necessary, the A/E will provide a justification including:

1. Why the particular brand must be used or why a specification cannot be written (Proprietary design, etc.).

2. The criteria of alternate items must be met to be considered equal.

C. In the event it is necessary to pre-qualify major components the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List.

D. In addition to requirements of the special provisions, a certification will be provided stating the solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply major components or systems of the project.

CONSTRUCTION SERVICES

Construction period services may start immediately following design completion or may extend up to 5 years after the Notice to Proceed of design.

For the duration of the construction contract, the A/E shall;

A. Attend the pre-bid construction conference(s).

B. The Construction Period will commence with the award of the Construction Contract(s) and will end with the completion of closeout documents.

C. The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting

Officer’s Representative. They shall not be the representative of the Contracting Officer 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.

D. The A/E shall provide submittal review with final approval being required by the COR. The A/E shall provide prompt responses to all RFIs issued by the construction contractor. Provide periodic site review. These reviews should be documented, and all findings provided to the COR within 3 business days of the review.

E. The A/E shall provide Submittal Exchange or equal (to cover both design and construction), the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not transmit through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Service should be provided through construction period services and allow use by construction contractor. Submittal Exchange or equal shall be active from start of project until 6 months after completion of construction project.

AS-BUILT DRAWINGS

The construction contractor shall furnish the A/E with a marked-up set of prints showing all changes made during the construction period. The A/E shall incorporate into the drawings all changes marked up by the contractor or COR. The A/E shall also incorporate any changes made by solicitation amendments, construction modifications or supplemental information provided to the contractor. These are due to the VA within 30 days of receipt of redline drawings from the construction contractor.

A/E firm shall submit one (1) complete set of record drawings provided on disc using AutoCAD in a version acceptable to the VA and also .pdf format. Models should be provided in a Revit version acceptable to the VA. Layering shall be per format already built into the program.

CONSTRUCTION DOCUMENTS - INTERPRETATION

The A/E, when requested, shall assist the contracting officer and the contracting officer’s representative (COR) to interpret the construction documents and recommend any actions they deem suitable for the satisfactory prosecution of the construction work. The A/E shall prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents at no cost. The A/E shall assess the preparation of the construction contract modifications initiated by or through the VA to be executed in accordance with the construction documents.

CONTRACTOR'S COST PROPOSALS

The A/E shall review all Government initiated and or the construction contractors cost proposals for construction modifications when requested by the COR. The A/E’s review of cost proposals shall include an independent breakdown of costs in detail with quantities and unit prices. This shall be true for both additions and deductions of labor, materials, and equipment.

SHOP DRAWINGS AND SUBMITTALS

The A/E shall check Government furnished and/or the Construction Contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the design concept and construction documents. The A/E shall recommend approval, disapproval, or other suitable disposition. They shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will, through the COR, request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component. The A/E may be required to hold joint reviews with the VA technical staff on complicated system submittals.

The A/E shall notify the COR in writing of any and all deviations from the requirements of the construction documents that they have found in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay. Submittals should take no more than 7 working days to review. Requests for Information should be responded to as soon as possible but no longer than 72 hours. A/E shall attend by phone/teleconference for a weekly project progress meeting to review project status and outstanding issues throughout the construction period.

SITE VISITS AND INSPECTIONS OF CONSTRUCTION WORK

A. A/E firm shall provide representatives to make periodic site visits during the construction to provide additional support to the VA in managing the contract.

B. Site visits shall be at a fixed cost per site visit.

(1) General Site Visits: Provide 10 (#).

(2) Pre-bid Conference: Provide one (1).

(3) Final inspections, at completion of each phase where the VA must accept work done by the contractor.

Formal documentation will be required for all site visits. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the COR within three working days of the site visit. Record of site visits will be in accordance with, Special Provisions of the Contract. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The A/E shall observe the construction and advise the COR of any deviation or deficiencies.

Prospective firms are reminded that travel costs shall be within the Federal Travel Regulations (FTR) allowances and in accordance with FAR 31.205-46 Travel costs. The FTR contains regulations related to per diem, travel, transportation allowances, and certain other allowances.

https://www.gsa.gov/travel-resources ; State: “Missouri”, City: “Columbia”, County: “Boone”.

The A/E will be expected to do a final inspection and prepare a punch-list anytime the VA will be expected to accept a portion or all of the space.

The C&A requirements do not apply, and a Security Accreditation Package is not required.

https://www.gsa.gov/travel-resources