Updated - SOW_Expand Ambulatory Services Bldg. 19 Minor Design - March 31 2023.docx

Statement of Work Expand Ambulatory Services at Building 19 Project No.: 672-306

1. Foreword

1.1 This document contains basic information and minimal requirements for the following: planning, design, submissions, and services during construction among other areas. This document is not to be used as a standard design manual and does not limit the Architect-Engineer Firm (A/E) responsibilities to develop a complete and accurate design that best meets the users' needs and applicable code requirements. The document will give VA reviewers and the A/E a clear understanding of the project intent and what is required at each stage of the project.

2. Project Description

2.1 This project will repurpose an area of the parking space on the basement level of Building 19 (OPA) to relocate ambulatory procedure unit. This project would address the space deficiency issues, by providing 5 to 6 Anesthesia enabled Procedure Rooms with all its adequately sized ancillary spaces at this one location (e.g., Reception, Waiting, Admin/ Staff, Holding/Recovery, SPS, PACU, etc.). Some rooms will have Fluoroscopy capabilities; as well as be used to perform Bronchoscopies, Pain Management, and Ophthalmology outpatient procedures. The available area for this project is approximately twenty thousand five hundred square feet (20,500 SQ. FT.) and is delimited by the red lines, as shown in Exhibit - A. The VAAR Magnitude of Construction for this project is between $10,000,000 and $20,000,000.

2.2 The A/E must design all architectural, civil, electrical, and mechanical systems and components required for this project, as well as all components associated to life safety, structural engineering, and site development. Since this project will be in an existing parking lot, the A/E must modify and repurpose the parking as needed to adequately accommodate the new ambulatory unit.

2.3 Since this design will repurpose an area of an existing parking space, the A/E must consider in its design that the unused parking space must remain operational during and after the construction of the new ambulatory procedure unit. Therefore, the A/E must include in its design the project impact on the parking surroundings and existing utilities (e.g., pluvial system, exhaust system, sanitary and domestic water systems, etc.). The A/E should consider how the parking surroundings and utilities will be modified to accommodate the new ambulatory procedures unit without negatively affecting the parking operation.

3. Introduction

3.1 The A/E who oversees and/or prepares the construction documents must be professionally licensed in any state in the United States including Puerto Rico (Act No. 173 of August 12, 1988, as amended (in the 1997, law 185; 1998, law 74, 1999, laws 047 and 104) is known as the “Puerto Rico Board of Examiners of Engineers, Architects, Surveyors and Landscape Architects Act” - https://www.statedepartment.pr.gov/juntas-examinadoras/engineers-and-surveyors-of-puerto-rico). The professional seal indicating such license shall appear on the final construction documents. The architect and/or engineer whose seal is shown in construction documents will be known as the Architect or Engineer of Record.

3.2 The A/E must have proven experience of at least ten years (10 yrs.) in the planning, design, and supervision of construction and/or renovation projects in a hospital environment. The experience must be in projects directly related to patient care and of similar or major complexity to the project described herein.

3.3 The A/E shall certify the design compliance with all latest design standards, design manuals, and national codes used by the VA, as well as all Federal and local Requirements and Regulations. The required stamp on construction documents (e.g., drawings, technical specifications, etc.) of the licensed architect or engineer of record will be considered as certification of such compliance.

3.4 In addition to the professionals that are traditionally part of an A/E team (e.g., architect, civil, electrical, and mechanical engineers, etc.), this project requires the collaboration of healthcare planner, medical equipment planner and an interior designer. Therefore, the A/E must include these professionals in the team that will work on the project described herein.

3.5 The A/E must provide planning, design, and service during construction for the project described within this document. Such services include but are not limited to surveys, site assessments, technical studies, technical reports, analyses, design, development of construction documents, technical expertise, construction supervision and services that are deemed necessaries for the proper planning and design of the project described herein.

3.6 The project will be comprised of the following phases: planning, design, and services during construction. The A/E should be aware that before moving forward from one phase to another is necessary to complete and obtain the approval of the current stage.

4. Project Planning

4.1 Two preliminary space programs have been developed for this project. One of these space programs consider five (5) anesthesia enabled procedure rooms and the other considers six (6) anesthesia enabled procedure rooms. Refer to Exhibit – B for the preliminary space programs. The A/E should consider the preliminary space programs as a starting point in the planning phase rather than final and complete space programs. Therefore, the A/E will be responsible to develop a complete and fully functional space program in close collaboration with the VA stakeholders and in compliance with the VA space criteria and regulation.

4.2 The healthcare planner (HP) must develop a complete and fully functional space program, relationships diagrams, and functional diagrams for the proposed new ambulatory unit. During this process, the HP should consider the preliminary space program and the characteristic of the VA ambulatory procedure unit. For example, the HP should consider patient census, number of procedures per day, patient flow, priorities, and staffing among others. The space program must be based and substantiated on the VA space criteria as well as on the needs and characteristics of the ambulatory service. The HP must establish a space program that is well-balanced between the VA space criteria, regulations, and ambulatory service needs.

4.3 Prior to the development of the space program, relationships diagrams, and functional diagrams, the HP must request from VA all the necessary data and information from the Ambulatory Service to properly carry out said task. The data and information must be requested from the Contracting Officer Representative (COR). After evaluating all data provided, the A/E must coordinate a discussion and clarification meeting with all project stakeholders. The intent of the meeting is to answer or clarify any question or concern that the A/E may have related to the data provided, as well as to provide the A/E with a clear understanding of the needs and priorities of the ambulatory service. The meeting will be coordinated through the COR, and it will be scheduled upon mutual consent.

4.4 After the discussion and clarification meeting with all project stakeholders, the HP will proceed to develop a proposed space program, relationships diagram, and functional diagram that best meets the VA space criteria as well as the needs and priorities of the ambulatory service. The A/E must coordinate a presentation meeting to discuss the proposed space program and functional diagrams with VA stakeholders and the Hospital Director. The intention of the meeting is to present the proposed space program and functional diagrams, as well as to gather the comments, concerns, and recommendations of the stakeholders and Hospital Director. During this meeting, the HP must be well-prepared to sustain and explain how the proposed space program and functional diagrams meets the VA space criteria as well as the needs and priorities of the ambulatory service. The HP must provide rationale and the explanation must be based on the VA space criteria, service specific characteristics, needs, and priorities.

4.5 The HP must optimize the space program based on VA space criteria, stakeholders’ comments, concerns, and priorities as well as the construction budget and available space to build the new ambulatory procedure unit. The intent of the optimization is to obtain as many procedure rooms as possible (including their ancillary spaces). The project starting point should be at least five (5) to six (6) procedure rooms. The A/E must coordinate a presentation meeting to discuss the optimized space program. The meeting will be coordinated through the COR, and it will be scheduled upon mutual consent. The intention of the meeting is to present to VA stakeholders the optimized space program to get their concurrence and approval. Upon concurrence and approval of the optimized space program the A/E could move to the design phase. The HP must be well-prepared to sustain and explain how the optimized space program and functional diagrams meets the VA space criteria, stakeholders’ comments, concerns, and priorities, construction budget. The HP must provide rationale and the explanation.

4.6 To discuss and shape the space program, relationships diagrams, and functional diagrams, the A/E must consider that the planning phase of this project may require more formal and informal meetings than the meetings described above.

4.7 The planning must be based and in compliance with the VA code, regulations, and standards. The basic VA standards related to planning are PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System and PG-18-12 Design Guides (graphical, by function). All VA guides and standards can be found at the following website https://www.cfm.va.gov/til/.

4.8 The A/E will be responsible for taking notes at each meeting and providing the meeting minutes to the project COR within two days of the meeting date.

5. Project Design

5.1 Prior to begin with the design, the A/E must perform a complete assessment of the existing infrastructure, project site, and project surroundings to be familiarized with the existing VA conditions and identify all design challenges that need to be overcome during design.

5.2 The A/E will be responsible to develop a complete set of as- built and topographic drawings of the project site and surroundings. The A/E must determine the scope of work and define the area in which the as- built and topographic drawings will be made. These determinations should be based on the A/E needs for the proper design construction phases of this project. As part of the as-built drawings, the A/E must perform (if necessary) a ground penetrating radar (GPR) assessment to identify all inaccessible utilities or to confirm the location of the existing utilities. The A/E must determine if the GPR is needed for the proper execution of the project design. The as- built and topographic drawings must be performed by a licensed land surveyor. To prevent benchmarks from being removed or damaged, they should be in inaccessible areas for vehicles, whenever possible.

5.3 The A/E will be responsible to develop a soil study and report. The necessary quantity and location of the borings as well as the scope of work of the soil study and report must be determined by the A/E. These determinations should be based on the A/E needs for the proper design of this project. The soil study and report must be performed by a licensed geotechnical engineer. The intent of the soil study is to have geotechnical information and recommendations to be used during the design.

5.4 Before delving into the design, the A/E must have an approved floor plan from the VA stakeholders. Based on the approved space program, relationship diagrams, and functional diagrams, the A/E should develop and propose several alternatives for the ambulatory floor plan. After having developed several floor plan alternatives, the A/E must coordinate a presentation and discussion meeting with all project stakeholders. The intent of this meeting is to present and discuss the floor plan alternatives to get the VA approval for one of them. The meeting will be coordinated through the COR, and it will be scheduled upon mutual consent.

5.5 To discuss and get the VA approval for the ambulatory floor plan, the A/E must consider that this discussion and approval may require more formal and informal meetings than the meeting described above.

5.6 Once the ambulatory floor plan is approved by the VA, the A/E will be able to deepen the design by starting to work with the architectural, mechanical, and electrical design among others.

5.7 Since this design will repurpose an area of an existing parking space, the A/E must consider in its design that the unused parking space must remain operational during and after the construction of the new ambulatory procedure unit. Therefore, the A/E must include in its design the project impact on the parking surroundings and existing utilities (e.g., pluvial system, exhaust system, sanitary and domestic water systems, etc.). The A/E should consider how the parking surroundings and utilities will be modified to accommodate the new ambulatory procedures unit without negatively affecting the parking operation.

5.8 The parking space where the new ambulatory procedures unit will be located has an exhaust system to remove the carbon monoxide generated by the vehicles parked there. The A/E must consider in their design that said system must be modified to accommodate the new procedure unit. The A/E will be responsible to design all required modifications or improvements to the existing exhaust system to ensure their proper operation during and after the construction of the new ambulatory unit.

5.9 The site of the parking space where the new ambulatory procedures unit will be located must be modified, as necessary, to accommodate the new procedure unit. The A/E will be responsible to design all required modifications, as necessary, to the following site components: grading, existing pluvial system, sanitary systems, domestic water systems, and HVAC systems among others. The intent of such modifications is to ensure the proper operation of the parking space during and after the construction of the new ambulatory unit.

5.10 The A/E will be responsible to rearranging or modifying, as necessary, the parking space layout to accommodate the new ambulatory procedure unit. This rearrangement or modification may include redistribution of parking spaces, permanent and/or temporary change in vehicular traffic, new traffic signage, and new traffic markings among others. The intention is to ensure the proper functioning of the parking spaces during and after the construction of the new ambulatory unit.

5.11 The noise level in the parking area where the new ambulatory procedures unit will be located is very high. The high levels of noise are mainly due the vehicle traffic, nearby electrical and mechanical rooms, as well as the OPA building’s electrical generator that is located near the proposed location of the new ambulatory procedure unit. Therefore, the A/E must consider that the entire project must be thermally and acoustically insulated. The A/E will be responsible to prevent the noise discomfort in the new procedure unit.

5.12 The new procedures unit will be located near various electrical, mechanical, and utility rooms. Access to said rooms cannot be obstructed by this project. The A/E will be responsible for designing an adequate path to connect those rooms with the outside for maintenance purposes. The intention is to provide a means of access large enough to be able to maintain, manipulates or replace the equipment located in the rooms in the future. Access must have a means to move the heavy equipment located on the rooms. Refer to Exhibit – A for reference.

5.13 The A/E must design a patient pick-up area near the new ambulatory area. The A/E’s design for this area must include a pick-up area, floor slab, seating area, green area, coverage from weather conditions (some sort of roof), and five reserved parking spaces (handicapped) among others. This area must be aesthetically pleasing and in harmony with the surrounding buildings. Refer to Exhibit – A.

5.14 The A/E must be responsible for designing all the architecture required for the proper operation of the new ambulatory procedure unit. The architecture includes space distribution, floor plans, facade, wall types, and ceilings among others. The interior and exterior architecture must be aesthetically pleasing and in harmony with the new ambulatory building surrounding.

5.15 The A/E must design all the interior and exterior signage for the new ambulatory procedure unit. The interior signages include room identification signs, signs to identify the different ambulatory areas, safety signs, and wayfinding signs among others. The exterior signages includes building identification, traffic signs, and wayfinding signs among others. The signage design must be done in accordance with the VA design manual and guides (e.g., VA Signage Design Manual).

5.16 The A/E’s Medical Equipment Planner (MEP) will be responsible to plan and coordinate the selection and placement of all the medical equipment necessary for the proper functioning of the new ambulatory procedure unit. Planning and selection of all medical equipment should be done in close collaboration with all VA stakeholders. After close coordination and collaboration with all VA stakeholders, the MEP must develop and submit the following: floor plan with all medical equipment located on it, breakdown of all medical equipment, and technical data of all medical equipment among others. The intention of locating the medical equipment on the floor plans is for reference purposes and for the A/E to incorporate in its design all the necessary utilities (e.g., power, data, etc.) for the proper operation of the equipment. The medical equipment breakdown is a list of all necessary medical equipment. Said list must include the following information: name, brand, model, necessary add-ons or accessories, supplier name, supplier contact information, quantity, unit price, and total price. The purchase and installation of medical equipment will not be part of the construction contract of this project. However, the A/E must include in its design all necessary utilities (e.g., power, data, etc.) for the proper operation of all medical equipment. All floor plans locating the medical equipment must be marked as "For Reference Purposes Only” and “Not in Contract”.

5.17 The A/E’s Interior Designer (ID) will be responsible to plan, coordinate, and design all project interiors. The interior design must be done in close collaboration with all VA stakeholders. The interior design includes selection of all project finishes, design of all custom millwork, and selection of all project furniture and artwork. After close coordination and collaboration with all VA stakeholders, the ID must develop and submit the following: finish schedules, floor plans with all custom millwork, furniture and artwork located on it, breakdown of all project furniture, architectural details of custom millworks, and catalog cuts among others. The furniture breakdown is a list of all necessary furniture and artwork. Said list must include the following information: name, brand, model, necessary add-ons or accessories, supplier name, supplier contact information, quantity, unit price, and total price. The purchase and installation of the furniture and artwork will not be part of the construction contract of this project. However, the A/E will be responsible to select them and to provide all necessary utilities and information for their proper operation. All floor plans locating the furniture and artwork must be marked "For Reference Purposes Only” and “Not in Contract”.

5.18 The intent of the interior design is to harmonize all spaces and provide aesthetically pleasant and relaxing areas for our patients. The interior designer must consider natural light, patient privacy and patient safety among others in its design.

5.19 The A/E will be responsible to design all required utilities for the proper functionality of the new ambulatory procedure unit. The project utilities must be connected to the existing VA’s infrastructure. If there is no infrastructure, or the existing infrastructure is not sufficient or does not have sufficient capacity, the A/E will be responsible for designing a new infrastructure or modifying the existing one accordingly. For example, the utilities include domestic water (cold & hot water), sanitary, HVAC systems, fire suppression systems (e.g., sprinkler, fire extinguishers, etc.), power, lighting, data, communication systems, access control system, paging system, and IT infrastructure among others.

5.20 The A/E will be responsible to design all necessary medical and anesthesia gases for the proper functionality of the new ambulatory procedure unit. The project medical and anesthesia gases must be connected to the existing VA’s infrastructure. If there is no infrastructure, or the existing infrastructure is not sufficient or does not have sufficient capacity, the A/E will be responsible for designing a new infrastructure or modifying the existing one accordingly.

5.21 The A/E will be responsible to design all necessary specialties for the proper functionality of the new ambulatory procedure unit. The project specialties must be connected to the existing VA’s infrastructure. If there is no infrastructure, or the existing infrastructure is not sufficient or does not have sufficient capacity, the A/E will be responsible for designing a new infrastructure or modifying the existing one accordingly. For example, the specialties include nurse call, paging system, CCTV, fire alarm, access control system, and patient lifter among others.

5.22 The A/E shall be responsible to provide Commissioning and Commissioning Agent Services. The A/E must tailor the commissioning process to this project size, complexity, and components to optimize and verify performance of fundamental building systems. The commissioning process, deliverables, and commissioning agent activities must be done in accordance with the VA Whole Building Commissioning Process Manual. The A/E shall be responsible to develop a complete commissioning plan, pre-functional checklists, systems functional performance test checklists, and integrated system test checklists. The A/E shall provide commissioning agent services during the design and construction phases. The expected systems to be commissioned include but are not limited to:

1. HVAC Systems: Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems,

1. Electrical Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems,

1. Communications: Grounding and Bonding Systems, Structured Cabling System, Paging Systems, Nurse Call,

1. Electronic Safety and Security: Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System,

1. Medical and Anesthesia Gases and components.

Refer to the following web page https://www.cfm.va.gov/til/spclRqmts.asp#Cx for the VA Whole Building Commissioning Process Manual.

5.23 The design of the new ambulatory procedure unit must comply with the life safety and VA physical security manuals.

5.24 If demolition or relocation of existing equipment, component and/or systems is needed, provide on drawings a detailed specifications and/or notes, regarding the removal or relocation of such items. Related equipment and or units to remain shall be evaluated by the A/E, such equipment descriptions and schedules shall be provided on drawings. Also, A/E shall note any existing items to re-used, cut, patched, or adapted. Demolition drawings and details shall be clearly shown.

5.25 Due to coordination between the construction works and facility normal operations, all utility shut-down and medical service interference takes some time before it can be performed. Usually takes from two to three weeks. To avoid delays and to ensure the steady run of the construction works, the A/E shall consider in the design the least possible number of interruptions to medical services and/or utility shutdown.

5.26 Along with each submission, the A/E shall provide a design narrative/analysis for each technical discipline (e.g., architectural, civil, structural, electrical, mechanical, etc.), which describes the intent of each discipline.

5.27 Provide a calculation booklet including but not limited to computations and sizing calculations for structural, electrical, mechanical, site, surveying, and any other designs calculations as required. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

5.28 Also provide assessment reports, technical specifications, list of submittals and quality tests, material specifications, and finishes samples among others to properly understand and discuss the intent of the design.

5.29 For a better understanding of the proposed design by people without architectural or engineering background, the A/E shall submit a set of renderings with each design submission. The renderings must show at least two perspective or different views of the project. The renderings shall show the true colors of the materials and texture to be used in the construction of the project, proposed space, and the surroundings in sufficient detail to predict the final appearance of the project. Mount the rendering(s) on 457 mm high by 609 mm wide (18 in. by 24 in.) "Bristol board". Provide borders of 25 mm (1 in.) at the top and sides and 50 mm (2 in.) at the bottom.

5.30 At the end of the design the A/E must submit the final set of renderings and a finish board with samples of all project finishes. The finish board must identify the material by brand and model as well as their location in the project. Include a project layout as part of the finish board for reference purposes.

5.31 Code and Specifications: The design must comply with all the latest VA design standards, design manuals, national codes, federal requirements, and regulations.

5.32 The design work shall be in accordance with the following, in order of precedence; changes in precedence require approval of the Project Manager:

5.32.1 Requirements summarized in this statement of work,

5.32.2 Latest VA standards, manuals, design guides, master specifications, safety, Infection Control, Life Safety,

5.32.3 AISC, ACI, ASHRAE, OSHA, EQB, NFPA, NEC, ADA, Local Building Codes, latest requirements and Industry Standards and Federal Requirements and Regulations.

5.33 The project technical specifications shall follow the VA master specifications, standards, and regulations. The document shall include specifications of all products, materials, equipment, methods, and systems shown on the construction drawings and any other relevant information not covered in the VA master specifications and/or standards and regulations. The construction specifications shall also include 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.

5.34 The technical specifications shall be signed and stamped by the licensed architect or engineer of record. Such signature and stamp will be considered as certification of compliance with all the requirements of this statement of work.

5.35 The latest VA standards, VA master specifications and/or other VA publications should be obtained by the A/E at the following Internet address: http://www.cfm.va.gov/TIL/. The internet address (shown above) provides just the VA manuals, standards and specifications and does not include the construction industry codes (e.g. AISC, ACI, ASHRAE, OSHA, EQB, NFPA, NEC, Local Building Codes, ADA, etc.).

5.36 The VA standards and publications include but are not limited to:

5.36.1 Master Construction Specification (PG-18-1) - Defines a standardized method for the A/E to assure that the contractor shall provide equipment and systems that meet the design intent in terms of performance, quality, and cost.

5.36.2 Design and Construction Procedures (PG-18-3) - Establishes minimum consistent design/construction practices.

5.36.3 National Cad Standard, VHA Application Guide & Standard Details (PG-18-4) - The VHA Application Guide adopts the NIBS National CAD Standard, establishes VA-specific drafting standards for the preparation of design and construction documents provides utility and sheet template files and standard construction details organized by discipline, for use in design and construction documents for VA projects.

5.36.4 Equipment Guide List (PG-18-5) - Provides information for planning and developing requirements for all equipment and furnishings to be provided in all VA rooms/spaces.

5.36.5 Seismic Design Handbook (H-18-8) - Provides the A/E with specific requirements and design parameters for seismic design and addresses the following topics of concern: new critical and essential facilities, new ancillary facilities, existing facilities (both for evaluation and rehabilitation including alternative seismic approaches), spectral response acceleration, special provisions for structures in seismic categories (C, D, E and F), limitations on steel structures and reinforced concrete structures, and drift limitations, including modifications of IBC requirements for new critical and essential facilities in high seismic design categories.

5.36.6 TIL - Space and Facility Planning (PG-18-9) - Provides a listing of all rooms and spaces and the net square foot area of each for all departments/services within VA medical facilities.

5.36.7 Design Manuals (PG-18-10) - To convey the general and specific VA design philosophy for the HVAC, Electrical, Plumbing, Fire Protection, and other systems for VA medical and support facilities.

5.36.8 Design Guides, Graphical, by Function (PG-18-12) - Provides the A/E with specific layout templates and medical equipment lists for all types of spaces/uses, and specific design parameters for structural, electrical, and mechanical service.

5.36.9 Barrier Free Design Guides (PG-18-13) - Provides the A/E with VA standards that exceed minimums of the Architectural Barriers Act (ABA) and the Americans with Disabilities Act (ADA) for health care projects. These standards relate to specific Veteran population needs.

5.36.10 Room Finishes, Door, and Hardware Schedules (PG-18-14) - This document provides guidelines for VA Facility Interior finishes, doors, and hardware for new or renovated facilities constructed within the Department of Veterans Affairs. The essential criteria for selection of products/materials are based on their appropriateness for function and space, sustainability, life cycle costs, durability, and ease of maintenance.

5.36.11 Environmental Compliance Manual (PG-18-17) - This manual provides guidance to VA project proponents for ensuring the required evaluation of potential impacts under National Environmental Policy Act (NEPA) is technically adequate and legally sufficient. This evaluation may be concluded at one of three levels of evaluation as appropriate: a Categorical Exclusion (CATEX) for projects meeting one of the definitions in VA's Implementing Regulations (Title 38 CFR Part 26) with no extraordinary circumstances; an Environmental Assessment (EA) resulting in a Finding of No Significant Impact (FONSI) for projects which do not meet a CATEX definition; or an Environmental Impact Statement (EIS) for those projects which will have an impact(s), but still make sense to proceed with legally binding Mitigation Measures to be implemented. This document also provides guidance with respect to the interaction of the NEPA evaluation and other environmental / historical regulatory requirements.

5.36.12 VA Cultural Resource Management (H-7545) - This handbook describes the procedures DVA uses to meet Federal preservation requirements for all program and construction activities that may affect cultural resources, including historic buildings, landscapes and districts, archaeological sites, Indian tribal spiritual sites and burial places, historical documents and artifacts, and the cultural and historic values of neighborhoods and communities, all of which may be affected by VA construction projects.

5.36.13 TIL - Special Requirements-Physical Security - Design Manual for VA Facilities Mission Critical Facilities & Life Safety Protected Facilities sets physical security standards for facilities required to continue operation during a natural or man- made extreme event and for facilities that are required to protect the life safety of patients and staff in an emergency.

5.36.14 TIL - Special Requirements-Fire Protection Design Manual - This document provides fire protection design criteria for all VA facilities including fire alarm requirements.

5.37 Design Submissions: The A/E shall be responsible to submit multiples design review packages (Schematic Design (25%), Design Development (75%), Construction Documents (100%) and Issue for Construction Documents). Each review package will be discussed, reviewed, commented, and approved or disapproved by the VA reviewer. At each review stage the A/E will perform a value engineering review. The period of performance for this design is of six hundred and fifteen (615) calendars day. All hardcopy and electronic documents provided shall be in good and readable condition. No too small or big lettering, stains, wrinkles, blurry areas, and incompatible electronic format.

5.37.1 The design documents for each submission may include, but not limited to assessment reports, drawings, technical specifications, design narrative/analysis, submittal list, cost opinion, material specifications, and finishes samples among others.

5.37.2 A presentation meeting to review and resolve design issues will be held for each design review package submitted. The meeting will also include discussion of VA comments on functional relationships and technical peer review comments (by others). The A/E shall prepare written minutes of all meeting with the Government concerning contractual and design matters. The A/E shall prepare written records of phone conversations addressing mayor design issues and furnish a copy to the Contracting Officer and VA COR within five calendar days. All presentation meetings will be held through Microsoft Teems App. Unless we agree otherwise. The meetings will be coordinated through the COR well in advance (three weeks), and will be scheduled by mutual consent between the A/E and VA. For each presentation meeting between the A/E and VA stakeholders, the A/E must prepare a PowerPoint presentation containing all the material to be presented and discussed with the VA. A copy of said PowerPoint presentation must be attached to the meeting minute and submit both documents to the project COR within two (2) days of the meeting.

5.37.3 The A/E shall keep the VA COR and Contracting Officer informed at all times of the status and progress of the design phase.

5.37.4 The A/E shall include a textbox indicating date of submission, file name, and revision on all reports, studies, drawings, and all other submission material.

5.38 Planning Submission: The planning submission for this project is a means to develop a fully functional space program, relationships diagrams, and functional diagrams for this project. The planning submission is an interactive process between VA stakeholders and the A/E to produce a well-balanced space program between the VA space criteria, regulations, and service needs. This is the first submission prior to start with the project design.

5.39 Schematic Design (25%): The Schematic Design (SD) for this project is a means of identifying alternative approaches to correcting physical and functional deficiencies identified in the initial assessment and represents the submission of the twenty five percent (25%) of the design progress. Submission requirements are detailed at the following internet address: http://www.cfm.va.gov/TIL/. Other requirements are detailed hereon.

5.39.1 The development of this SD is an interactive process between VACHS staff and the A/E to produce a narrative and graphical description of possible alternatives.

5.39.2 The SD shall include the initial assessment report, as-build drawings, soil study, well-organized design narrative (explaining design options and alternatives among others), proposed floor plan, and design schematic alternative approaches with respect of functional operation, demolition, maintenance, and construction cost.

5.39.3 The SD shall be in accordance with VA PG 18-15.

5.40 Design Development (75%): The Design Development (DD) represents the submission of the seventy five percent (75%) of the design progress. The submittal of the DD shall be in accordance with the applicable requirements of the design development submission of VA PG 18-15 and the review comments of the approved SD submission. Submission requirements are detailed at the following internet address: http://www.cfm.va.gov/TIL/. Other requirements are detailed hereon.

5.40.1 The DD shall provide a well-organized design narrative, drawings, VA Master Construction Specifications (PG-18-1), and Cost Estimate in accordance with Manual for Preparing Cost Estimates and Related Documents for VA Facilities: http://www.cfm.va.gov/cost/.

5.40.2 VA Master Construction Specifications may not cover some of the project elements. It is the responsibility of the A/E to develop specification sections (as necessary) to cover such project elements. New sections of specifications developed by the A/E shall be in the same format as that used in VA Master Specifications. The DD shall include approved floor plan, furniture plans, medical equipment plans, and some utilities among others.

5.41 Construction Documents (100%): The Construction Documents (CD) represent the submission of the hundred percent (100%) of the design progress. The submittal of the CD shall be in accordance with the applicable requirements of the construction documents submission of VA PG 18-15 and the review comments of the approved DD submission. Submission requirements are detailed at the following internet address: http://www.cfm.va.gov/TIL/. Other requirements are detailed hereon.

5.41.1 The A/E shall submit the 100% design documents in accordance with this contract. Design narrative/analysis, construction drawings, renderings, technical specifications, construction phasing, submittal list, catalog cuts, equipment description, schedule of work and all related construction documents shall be completed, coordinated and ready for the final review and approval.

5.41.2 It is the A/E's responsibility to provide a quality set of documents. The A/E shall perform a Quality Assurance of the complete set of documents.

5.42 Issued for Construction Documents: The Issued for Construction Documents represent the submission of the complete construction set of documents ready for construction purposes. Prior to reproduction for issue of construction documents, the A/E shall make any changes to the documents identified as necessary during the review conference with VA at the construction document submission; and deliver the revised drawings to Project Manager and Medical Center Director for signature.

5.42.1 The final construction documents submission package will incorporate all VA supplied comments from the earlier 25%, 75% and 100% submission package reviews. If the submission package of the final issued for construction documents is not complete a post submittal may be required, the cost of which will be borne by the A/E.

5.42.2 The issued for construction documents include but not limited to: Plans, technical specifications, submittal list, quality test list, design narrative/analysis, cost opinion, construction phasing, catalog cuts, equipment description and schedule of work among others.

5.42.3 Final issue of construction copies shall be stamped by a licensed professional architect or engineer with a current registration in Puerto Rico.

5.43 Planning Schedule: Within 45 calendar days after the Notice to Award submit two hardcopies appropriately labeled "Planning Submission" and electronic copy (CD-ROM) of the planning package for review and approval. Before submitting this package, the A/E must have gone through an iterative discussion process with all VA stakeholders to obtain their approval. Refer to section four within this document for planning requirements.

5.44 Schematic Design Schedule: Within 110 calendar days after the Planning Submission review comments, submit two hardcopies appropriately labeled "Schematic Design" and electronic copy (CD-ROM) of the SD package for review and approval. Coordinate with the Contracting Officer and provide the verbal presentation. VA will return the schematic design review comments 30 calendar days after the presentation.

5.45 Design Development Schedule: Within 135 calendar days after schematic design review comments, submit two hardcopies appropriately labeled "design development" and electronic copy (CD- ROM) of the DD package for review and approval. Coordinate with the Contracting Officer and provide the verbal presentation. VA will return the design development review comments, 30 calendar days after the presentation.

5.46 Construction Documents Schedule: Within 110 calendar days after design development review comments, submit two hardcopies appropriately labeled "Construction Documents" and electronic copy (CD- ROM) of the CD package for review and approval. Coordinate with the Contracting Officer and provide a verbal presentation. VA will return the construction documents review comments 30 calendar days after the presentation.

5.47 Issued for Construction Documents Schedule: Within 110 calendar days after construction review comments, submit the reviewed final 100% "Issued for Construction Documents". Provide to VA all originals, two hardcopy and electronic copy (CD-ROM) of the final set for construction. The VA will have 15 days to take approval action.

5.48 Hardcopies and Electronic Media: All documents of each design submission shall be submitted to VA in both PDF and original formats. For any document not included in sections 5.26 and 5.27 consult the VA project manager and COR.

5.49 Hardcopies: All hardcopy documents submitted to VA shall be in good and readable condition. No too small or big lettering, stains, wrinkles, and blurry areas. The document format shall be as described hereon. The hardcopy formats to use are as follows:

5.49.1 All drawings will be printed in ARCH C sheet (18" x 24") and must fallow the VA Design and Construction Procedures (PG-18-3).

5.49.2 The technical specifications will be printed in letter size (8.5" x 11") and must follow the VA Master Specifications (PG-18-1).

5.49.3 Design Narrative, Analysis, Submittal List, Cost Estimates, Construction Phasing, Catalog Cuts and Equipment Description: will printed in color with letter size paper (8.5" x 11").

5.49.4 Time Schedule: Printed in color with ARCH C sheet (18" x24").

5.50 Electronic Media: Use a CD-ROM to submit all documents in original format. The original formats to use are as follows:

5.50.1 All Drawings: AutoCAD 2020 (.dwg) and PDF

5.50.2 Technical Specifications, Design Narrative, Analysis, equipment description, and Construction Phasing: Word 2013 (.doc) and PDF

5.50.3 Cost Estimates, Submittal, and test List: Excel 2010 (.xls) and PDF

5.50.4 Time Schedule: MS Project 2013 (.mp) and PDF

5.51 Time Schedule: The A/E shall provide two (2) color copies and one electronic copy of the project schedule after award and before the design meeting. The schedule shall include a detailed design stage sequence with design deliverable submission dates, review periods as well as important milestones required for design.

5.52 Submittals: The A/E shall be responsible to submit list of submittals, certifications, test, special inspections, and reports among others required per drawing and specification section.

5.53 Quality Assurance/Quality Control (QA/QC): The A/E shall develop, execute, and demonstrate that the design process and the construction documents have gone through a rigorous review and coordination effort. The requirements are as follows:

5.53.1 After receipt of the Notice to award but before the first submission:

5.53.2 Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

5.53.3 100% Submittal:

5.53.4 Submit the completed QA/QC Plan along with the latest marked- up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

6. Services During Construction: The A/E shall provide the following services during the bidding and construction phases:

6.1 Assist the Contracting Officer and Project Manager/C.O.R. during the pre-bid and pre-construction conference by participating on those meetings.

6.2 Review and/or recommend approval or disapproval of shop drawings, submittals, test results, and environmental documents, among others for compliance with contract requirements. Provide reason for disapproval or remarks. Provide review, approval/disapproval response within ten (10) calendar days or less of receiving it from VA.

6.3 Review and answer all request for information (RFIs) submitted by the Contracting Officer or Project Manager. The RFI answers must be provided on writing within ten (10) calendar days or less of receiving it from VA.

6.4 Provide design clarifications and/or technical opinion as requested by the Contracting Officer or Project Manager. The opinions and clarifications must be provided on writing within ten (10) calendar days or less of receiving it from VA.

6.5 Provide technical opinions or evaluations of proposed Value Engineering options (If any).

6.6 The A/E management team must perform five (5) site visits during the construction period. These site visits will be performed at different stages of the construction progress. The intent of those site visits is to inspect and document the construction progress and compliance with the design. The A/E must submit to the project manager an inspection report within five (5) days of the site visit. The inspection report must include photos of the project progress, brief description of activities completed, brief description of activities in progress, inform of any deficiency, construction error or omission among others. The site visits will be coordinated by the project manager and scheduled upon mutual consent.

6.7 Provide THREE (3) ADDITIONAL SITE VISITS at the Final Inspection. One visit to inspect and prepare the punch list and other two sit visits to verify the correction of the punch list items. The A/E must submit the punch list document to the project manager within five (5) days of the punch list inspection. The punch list document must include the inspection date and a list of deficiencies. The list must include deficiency location, description, photo, and date of correction.

6.8 Update the construction drawings and any existing mechanical, electrical, plumbing, medical gases, utility, and piping diagrams at the end of the construction (AS BUILT OF CONSTRUCTION DRAWINGS). Also provide in electronic format (CDs).

6.9 Prepare any drawings or documentation that may be required to clarify or supplement the construction work.

6.10 Prepare scope of work (specifications), drawings, and detailed cost estimate for any change in design due to error or omissions.

7. Responsibilities: The A/E shall provide all Architectural and Engineering disciplines needed for the preparation of construction documents.

7.1 The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the A/E Team's responsibility to complete the construction documents in a manner consistent with the intent of the RFP documents within the required time (contract length).

7.2 The A/E shall visit the site before submitting his final proposal. Visits to the site shall be made by appointment with the VA Project Manager and upon mutual consent.

7.3 During the execution process the A/E shall coordinate along with the VA project manager all required site visits to gather all the information required for the proper execution of the project.

7.4 The A/E shall coordinate all activities with the VACHS; hold informal meetings (upon mutual consent of the VA and the A/E) at the VACHS to discuss the design and design related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

7.5 The A/E shall be responsible to prepare written minutes of all meeting with the Government. Copies of the minutes shall be furnished to the Contracting Officer and VA project manager within two (2) calendar days after the meeting.

7.6 The A/E shall be responsible to perform all the required activities, surveys, assessments, technical studies, analyses, and design as well as shall provide all technical expertise that are deemed necessaries for the proper execution and delivery of the complete project design.

7.7 The A/E shall take all necessary precautions to prevent damages to VA property as result of the…