APPENDIX A - Veterans Affairs
STATEMENT OF WORK
FOR
ARCHITECT-ENGINEER SERVICES
Multiple Award AE IDIQ
Solicitation VA244-16-R-0156
Erie Veterans Affairs Medical Center
135 East 38th Street
Erie, PA 16504
March 30, 2016
Table of Contents
I. OVERVIEW 3
1. General Scope 3
2. Statement of Services 3
II. DESCRIPTION OF WORK 4
1. General Description 4
2. A-E Services 5
III. DESIGN AND SERVICE PHASES 11
1. Phases Of Design 11
2. Schedule Of Design Completion 13
3. Construction Period Services 13
IV. DELIVERABLEs AND SUBMISSION CONTENT 17
1. Drawings, specifications and deliverable documents 17
2. Construction Cost Estimate 20
3. Design Narrative And Analysis Report 20
4. Minimum Required Copies Of Design Deliverable Material 21
5. Project Schedule Format 22
V. RESPONSABILITIES 24
1. Administration of Contract 24
2. Government Furnished Information 24
3. Channels For Obtaining Information 24
4. Site Analysis And Field Work 25
5. Design Information 25
6. Marked-Up Review Comments 25
7. Responsibilities of the Architect-Engineer 26
8. Safety and Security 31
9. Other Considerations 31
VI. ADDITIONAL REQUIREMENTS 33
1. Architect-Engineer Qualifications 33
2. Ownership of Documents and Intellectual Properties 33
3. Privacy Training 33
4. Liability 34
5. Standards And References 34
I. OVERVIEW
1. General Scope
The A-E shall perform the following general scope requirement:
a. Architect-Engineer (A-E) services are required to provide completed detailed design for maintenance, repair, alteration and new construction projects. These projects will require multi-disciplinary engineering services for commercial, industrial, and health care type facilities. The Architect-Engineer (A-E) shall provide professional and non-professional Architectural and Engineering support services for projects assigned to the Erie VA Medical center (EVAMC). The A-E shall furnish the required personnel, management, facilities, supplies, equipment, instruments, transportation, materials (other than those furnished by the Government as hereinafter provided or in individual task orders), and other items and services as necessary to accomplish the required services and provide the Government reports and other data together with supporting material developed during the period of performance. During execution of the work, the A-E shall provide adequate professional supervision and quality control to assure the accuracy, quality, completeness, and timely progress of the work. The general A-E services will be primarily for the Northwestern Pennsylvania and Northeastern Ohio areas.
b. All drawings and calculations must be stamped by a Pennsylvania State Professional Engineer.
c. The EVAMC’s facilities are designed to support the VA’s mission. These facilities must be functional, aesthetically pleasing, environmentally responsible, economical and human in design. Designs shall be creative and responsive to both regional and local architectural, social, and cultural influences. Exterior and interior designs shall be fully integrated and shall project an appropriate image. Interior environments shall respond to human and organizational needs. Building components shall be designed for ease of construction and maintenance, while environmental systems shall be efficient and simple to operate and maintain.
2. Statement of Work:
The A-E shall perform all of the following Title I – Site Investigation and Design Services and Title II – Construction Period Services as more specifically identified in each delivery order.
a. Title I (Site Investigation Services). Those involving field investigations and surveys (topographic, soil, chemical, mechanical, electrical, etc.) and similar fact finding surveys and investigations that are essential to proper design, reports, and similar services not involving preparation of design, plans, drawings, and specifications. This includes the visual inspection of the site or facility for familiarization with scope, general conditions, and coordination with using activities to develop functional relationships and detailed requirements. This also includes documentation and reporting to the EVAMC of Site Investigation Service findings.
b. Title I (Design Services). Those normally furnished by an A-E in the actual preparation of the design documents.
c. Title II (Construction Period Services). Those normally furnished by an A-E for construction period services during the progress of construction up to completion and final acceptance of a project.
II. DESCRIPTION OF WORK
1. General Description
a. This Statement of Work (SOW) sets forth the general requirements for the performance of various services required under the contract. Multi-disciplined A-E services are required for design of various EVAMC buildings, structures and facilities. Specific disciplines are, but not limited to, as follows:
1) General architectural services
2) Interior design, space planning and systems furniture integration
3) Electrical engineering
4) Civil engineering
5) Structural engineering(to include seismic design)
6) Mechanical engineering
7) Geotechnical
8) Elevator design (also dumbwaiters and transport systems including recommendations for type, cost and location of all transport modes and terminals)
9) Environmental (NEPA assessment and compliance)
10) Sustainable design and green construction(e.g. LEED, Green Globes (GG), guiding principles compliance (GPC))
11) Energy engineering, analysis and modelling
12) Surveying
13) Compliance inspections
14) A-E studies, surveys, and designs
15) A-E services with historic impact
16) Historic preservation assessment, restoration and rehabilitation (including exterior envelope and interior spaces). SHPO compliance.
17) Landscape/site design and improvement
18) Landscape preservation and adaptive use
19) Fire and life safety engineering
20) Security enhancements and assessments, security system design
21) Feasibility studies
22) Preparation of contract documents
23) Post-construction contract services
24) Construction inspection services
25) Master planning
26) Space Control report of the total gross area(s) of the facility
27) Phasing Planning for Construction (including making recommendations concerning construction contract arrangements and scheduling that will be advantageous to the VA in terms of cost and timing)
28) Communications
29) Construction phasing and scheduling planning
30) Cost estimates
31) Cost engineering (i.e. life cycle cost analysis (LCCA), ROI analysis, savings to investment ratio (SIR) analysis)
32) Value engineering
33) Administrative coordination and integration of the various disciplines involved
34) Construction phase services and computer aided design (CAD) documentation including building information modeling (BIM)
35) Building Commissioning and Commissioning Planning
b. The A-E under each delivery order shall perform all work required to accomplish the intent of such delivery order, and unless otherwise specifically provided therein, shall perform the required services in accordance with the following requirements.
c. The A-E design team shall be fully qualified to complete A-E professional services through: specialized experience, education and professional qualification and staffing capacity.
d. All design services will be in accordance with VA requirements, design guides, and standards. Design services performed for medical facilities may be subject to additional or separate requirements, design guides, and standards. Design work involves, but is not limited to major and minor new construction, and alteration, repair or rehabilitation of various structures typical of the EVAMC.
e. A-E services may be required for developing Request-For-Proposal (RFP) packages for design/build projects. Projects may involve but are not limited to: building construction, security upgrades, feasibility studies, and construction supervision and inspection.
f. A-E services may include: engineering assessments and systems analysis of existing facilities and infrastructure, site investigations and technical assessments, structural analysis and testing, feasibility studies (to include cost estimating, energy conservation, fire protection, electrical, HVAC, storm and sanitary sewer, water, pavements, environmental assessments, etc.), environmental assessments and technical assistance, occupational safety and health coordination, contaminant surveys (asbestos, mineral hydrocarbons, etc.) and abatement design, energy conservation and fire protection, minor project scope development, cost estimating and estimate analysis, project schedule development and network analysis, construction management, inspection and quality assurance, safety inspections, materials and equipment testing including systems commissioning, technical review of designs and cost proposals, bid ability, constructability, operability and environmental compliance reviews, value engineering studies and other general engineering and design services.
g. Projects shall also involve cost effective sustainable design using an integrated design approach and emphasizing environmental stewardship, especially energy and water conservation and efficiency; use of recovered and recycled materials; waste reduction; reduction or elimination of toxic and harmful substances in facilities construction and operation; efficiency in resource and materials utilization; and development of healthful, safe and productive work environments; compliance United States (US) environmental laws, regulations and industry best practices.
h. All support and design services shall include associated travel, reproduction, compliance with US federal and state (where work/project is to be performed) laws, regulations, construction practices, and procedures.
2. A-E Services
a. The A-E shall perform all or part of the following Title I and Title II services as more identified in each delivery order.
1) Field Survey: The A-E shall be required to visit the project site for investigation of the existing physical conditions and to ensure the accuracy of the drawings, as available, furnished to the A-E by the Erie VAMC. Field surveys shall include, but not be limited to, on an as required basis: topographic survey, grading contour survey, geotechnical subsurface investigations, utility survey, above ceiling survey, signage survey, survey of existing capacity, existing building structure survey (remove walls and ceilings as necessary), and design charrette with full spectrum of users/operators.
2) Cost Estimates: The A-E shall design each project to provide a complete and usable facility within a given target construction cost provided by the Government. The target construction cost will be provided to the A-E in the Delivery Order. The A-E’s cost estimates shall be based on labor and material prices prevailing in the projects locality. Costs estimates shall be descriptive, detailed and include all operations of work required including quantities and unit costs. The construction cost shall include (when applicable), the construction costs (including management, overhead/profit and subcontractor mark-ups), Government Furnished Equipment (GFE) and contractor – furnished equipment costs. The first sheet of the A-E cost estimate shall summarize all costs by engineering discipline and by work classification. Cost estimates shall be prepared following the format shown in Attachment 1 and shall be notated “FOR OFFICIAL USE ONLY”.
3) Budget Management: The A-E shall be required to conduct the field survey (when applicable), prepare the preliminary drawings, data, reports, etc., and design the full scope of the work as outlined above and as agreed upon during review of study data and recommendations. If the estimated cost exceeds the amount indicated on the project description sheets for each project (based on current anticipated scope and subject to adjustment to approved scope), the A-E shall determine sufficient alternatives to the construction contract to reduce the cost below this amount. Alternate –bid deducts shall be proposed during schematic design to the VA for consideration.
4) Applicable Standards, Manuals, and Pamphlets: The A-E shall prepare all design documents in conformance with, but not limited to, the applicable portions of the following:
a. VA Master Construction Specifications.
b. VA Design Guides.
c. International Building Code (IBC).
d. National Fire Codes published by the National Fire Protection Association
(NFPA).
e. Americans with Disabilities Act Accessibility Guidelines (ADAAG) and Uniform Federal Accessibility Standards (UFAS).
f. LEED/GG/GPC Certification.
g. Facility Master Plans.
5) VA Design Guides and Master Construction Specifications can be viewed on-line at cfm.TIL/.
6) Guide Specifications: VA Master Construction Specifications shall be used as the basis for the production of specifications to suit the separate work requirements of the individual items contained in the project. Extraneous material that does not apply to the project must be deleted. While relevant items should be covered in full scope to assure compliance by the contractor and quality construction, the use of notes and/or pictures on the drawings both to accentuate important items in the specifications, and/or to take the place of lengthy written specifications for routine or simple items is encouraged. Entire specifications for simple projects of low monetary value may be by notes on the drawings. Projects should be designed with LEED/GG/GPC certification in mind. Certification may or may not be pursued.
7) The A-E shall also provide a date of publication for all industry, association and Government standards referenced in the specifications. The date used will be the current publication date of the standard at the time of design. It is not acceptable to state “use the latest or current issue”.
8) Studies and Analysis: Individual delivery orders for engineering studies can include but are not limited to: inventory of facilities, data acquisition, measurement and recording; development of engineering, planning and feasibility/cost benefit studies; life-cycle-cost-analysis; investigations; evaluations; operations and maintenance studies; energy studies; risk analysis and vulnerability assessments; space utilization studies; safety plans; security assessments and planning, standard operating procedures; network analysis schedules; conceptual, preliminary, and final designs, and cost estimates.
a. Energy Analysis Studies: The A-E shall provide energy analysis of design features that will impact facility energy usage. The study shall be included in the design narrative document and used to aid the VA to select cost effective design features that will conserve resources (i.e. energy, water) and reduce GHG and carbon. Life cycle cost analysis and savings to investment ratio analysis shall be used to evaluate major design features (i.e. capital equipment). All such analysis shall be based on energy engineering calculations approved by the station energy manager based on local utility rates unless directed otherwise by the VA. Calculated savings shall be calculated against a baseline of existing energy use conditions.
b. Economic Studies: The A-E shall make a comparative cost analysis to justify their selection of type and source of utilities, major items of equipment, building components, materials, methods of construction, siting, plumbing, lighting, heating, air conditioning, building configuration, electrical systems, column spacing, roads, story heights, structural system and selection of interior and exterior finishes. The analysis will include cost of operation and maintenance over the expected life of the facility. Such cost analysis shall consider the life cycle cost of the facility. Major decisions shall be documented in the design analysis.
9) Simplified Design: The use of simplified design techniques are encouraged in routine, simple projects and those of low monetary value. A written request and approval from the VA is required before the A-E may employ simplified design techniques or as directed in the delivery order.
10) Standards: All designs, drawings, and specifications shall be prepared in accordance with applicable codes and regulations applicable to the country and state in which the project will be developed and shall conform to sound engineering practices. All criteria, factors, assumptions and codes upon which the design is based are to be documented and provided to the VA as well as the justification for the selection of these criteria.
b. Project Management, Construction Period and Quality Services
1) Project Management and Quality Assurance: The A-E shall appoint a project coordinator or manager and alternate to serve as a single point of contact (POC) and liaison between the A-E and the CO and/or their representative for the services required under the contract. The project manager shall be responsible for the coordination of the services provided under the contract and shall respond to questions regarding clarification of project deliverables during controls and review procedures to minimize conflicting errors and omissions and provide for the technical adequacy of design information.
a. Point of contact: The A-E shall provide and designate a single point of contact (POC) to represent the A-E’s design team throughout the design and construction administration. The POC shall coordinate all communications between the VA and the A-E and act as a central path of communication. The designated POC shall communicate directly to the VA through written requests and responses and provide weekly documentation to the VA in the form a design progress/issues log. Upon request, an example of the approved issue log format will be provided. The design progress/issues log shall:
• Summarize current design progress made during that week
• Log all sent and received requests for design information as well as other pertinent matters of communication
• Document all pending matters that will potentially affect the delivery schedule defined in this document
• Identify upcoming actions that may require advanced preparations (i.e. on-site project meetings, walk though visits, site visits, construction administration visits).
b. Meetings: Progress and review meetings shall be held at a location specified by the Contracting Officer for discussion of questions and problems relating to the work under the contract.
• Progress and review meetings shall be held at a location specified by the Contracting Officer for discussion of questions and problems relating to the work under the contract. Attendees shall be key players for the task order in question; if the assigned expert is not available then an expert with equal qualifications may be substituted.
• If the assigned design team/A-E service team member is not available then an expert with equal qualifications may be substituted. Attendees from the A-E firm shall be conversant with the project and be of appropriate experience and skillset to the items discussed. Senior level A-E staff that are knowledgeable about the project and specific task order shall be present for all meetings involving project decisions.
• The A-E shall take meeting notes for all meetings and provide a written copy within 5 business days to the VA.
c. Monthly Updates: The A-E shall submit a monthly update report in writing for each individual task order. The report may be submitted by email.
• Monthly Updates - The A-E shall submit a monthly update report for each individual task order to include updated schedule on or before the 3rd of each month The update will be submitted to the Contracting Officer (CO) and respective Contracting Officer Representative (COR) and shall address the following per project/task order: Major Accomplishments, Significant Problems and Proposed Solutions, Issues with Contractual Requirements, Issues with Meeting the Task Order Deliverable Dates/Delays, and Contractor's Proposed Action to Remediate the Delays, if applicable. The report may be submitted by email
d. Quality Assurance - The A-E single point of contact (POC) and liaison between the Contractor and the CO and/or their representative for the services required under the contract. The project manager shall be responsible for the coordination of the services provided under the contract and shall respond to questions regarding clarification of project deliverables during controls and review procedures to minimize conflicting errors and omissions and provide for the technical adequacy of design information.
• The A-E designated POC shall document and track all quality control feedback from the VA and coordinate responses to these items. Quality control and assurance reporting shall be coordinated through the A-E POC.
e. Owner’s Project Requirements: The A-E shall develop and furnish an owners project requirements (OPR) document that details and logs the development of salient features of the project design.
• Upon request, an example template of the approved OPR matrix format will be provided. The A-E shall collaborate with the VA and VA designated Commissioning Authority that is contracted to the project. The A-E shall update the OPR documents with each progressive stage of the design.
2) Coordination: The A-E shall coordinate with other consultants involved with specific design aspects of projects being developed under separate contracts.
3) Value Engineering: The A-E shall cooperate with an “outside” (i.e., a third party) VE consultant when directed by the CO. This may require the A-E to respond to VE recommendations and incorporated recommendations of the VE consultants into the design. If the A-E is required to incorporate VE changes to the design documents, this work may be included by a modification to the task order if so determined by the CO.
4) Permits: Should it become necessary in the course of the project to secure the right of ingress and egress to perform any of the work on properties not owned or controlled by the Government, all necessary permits, licenses and approvals from all local, state/federal authorities shall be obtained as necessary for the performance of the services. The A-E shall secure the consent of the owner prior to entry on such property. In the event the owner requires the payment of a fee for a license to enter upon and/or use of such property, the A-E, when so directed by the CO, shall pay such fee and obtain a receipt. The A-E, upon submission of such receipt, shall be reimbursed for all reasonable costs thereof in accordance with the terms and conditions of this contract.
5) Construction Period Services or Construction Management (CM) Services or construction assistance services, including review of shop drawings and other construction contractor submittals; review of requests for changes and/or deviations; change order preparation and review of contractor proposals; responding to questions during construction (including request for information/requests for clarification); submittal and schedule monitoring; construction cost estimating; provision for training; preparation of the draft and final operations and maintenance manuals; preparation of staffing studies and plan of operations; performing value engineering review; utility negotiations support; review and verification of record drawings (as built); performance of inspection services; construction claim and expert witness support; and coordination support with federal, state, and local agencies, construction contractors, the public, and any other parties involved in construction process. The AE will be responsible for generation of a punch list for the Pre-Final and Final inspections of all construction deficiencies found during the site visit.
6) Start-up services, including preparation of staffing plans, development and implementation of training programs, quality control and safety programs; monitoring of facility start-up and operation for a specified period of time after completion of construction, including assistance for resolution of warranty items; revising the operation and maintenance manual, and certifying facility performance.
III. DESIGN AND SERVICE PHASES
1. Design Stages and Minimum Content
The A-E shall accomplish the design of projects for each task order in phases as listed in this SOW unless required differently by the Delivery Order. The A-E shall conform to VA standards of content as defined in the VA Standards for Construction, with focus on Standard PG-18-15 Minimum Requirements for A-E Submissions.
Design Phases, as applicable, shall consist of the following:
a. Phase I- Early Schematic Design
1) This phase will be completed (for Delivery Orders on which Phase I is required) covering all items included in this phase and a concept report delivered to the Contracting Officer as outlined in the design schedule in each delivery order. A conference will be held (unless otherwise directed) at the Erie VAMC for the review of the concept package.
a. Pre-Design Conference with the Contracting officer or designated representative.
b. Survey of existing facilities.
c. Study of Requirements.
d. Concept Drawings.
e. Concept Cost Estimate.
f. Concept Report (including alternate design methods and recommended approach) and Design Analysis.
g. Review conference with the Contracting Officer or designated representative.
2) During Phase I the A-E shall conduct a survey investigation/study and/or design charrette based on broad guidance furnished herein, and as maybe supplemented by other Government-furnished material, will determine the recommended scope, materials, quantities, etc., and will furnish a concept plan for approval. An owner’s project requirements document shall be developed and submitted to the VA. The concept plan will be furnished to the Contracting Officer for review and determination of the desired scope by the Government. The concept plan will consist of simple plan view line drawings, cross sections, and details along with supplementary notes that are required to illustrate the work. Where calculations and/or narrative development of scope are required to justify and/or portray the work, they shall also be provided. See paragraph 3.c. for inclusion of alternate design to provide the most economical construction and to meet budgetary limitations. The above will be reviewed in conference. Phase I (early Schematic Design), if required, consists of the following items or subjects:
b. Phase II-Schematic Design
1) Late Schematic Design consists of the following items or subjects:
a. Preliminary Drawings.
b. Outline Specifications.
c. Preliminary Cost Estimate.
d. Preliminary Design Analysis.
e. Marked-up Comments.
f. Review conference at the Erie VAMC.
g. Design Narrative
2) If Phase II is included in the individual delivery order, the A-E shall prepare a preliminary design based on the approved scope featuring preliminary drawings, outline specifications, and cost estimates which shall be delivered to the Contracting Officer as outlined in each Delivery Order. A preliminary design conference will be held (unless otherwise directed) at the Erie VAMC for the review of drawings, specifications, estimates and other data.
c. Phase III-Design Development
1) Consists of the completion of the design for projects on which Phase III is required and includes:
a. Intermediate Design Drawings (including an electronic copy of drawings in a .DWG or .PDF format).
b. Intermediate Design Specifications (including and electronic copy of specifications in a Word format).
c. Intermediate Design Cost Estimate.
d. Intermediate Design Analysis.
e. Marked-up Comments.
f. Color Boards. Color Boards are not to exceed 23”x27”.
g. Review conference at the Erie VAMC.
h. Design Narrative
2) Phase III of design will be accomplished for Delivery Orders on which Phase III is required after the review and written approval of preliminary design and cost estimates. This phase will include all items included therein and will be completed and delivered to the office of the Contracting Officer as outlined in design schedule in each delivery order. An intermediate design conference will be held (unless otherwise directed) at the Erie VAMC for the review of drawings, specifications, estimates and other data.
d. Phase IV- Early Construction Documents
1) Consists of the completion of the design for projects on which Phase IV is required and includes:
a. Pre-Final Drawings.
b. Pre-Final Specifications.
c. Pre-Final Cost Estimate.
d. Pre-Final Design Analysis.
e. Marked-up Comments.
f. Color Boards. Color Boards are not to exceed 23”x27”.
g. Review conference at the Erie VAMC.
h. Design Narrative
2) Phase IV of design will be accomplished for Delivery Orders on which Phase IV is required after the review and written approval of preliminary design and cost estimates. This phase will include all items included therein and will be completed and delivered to the office of the Contracting Officer as outlined in design schedule in each delivery order. A pre-final design conference will be held (unless otherwise directed) at the Erie VAMC for the review of drawings, specifications, estimates and other data.
e. Phase V -Late Construction Documents
1) After written approval of the first final submission package, the A-E shall provide final design documents to include the following:
a. Final Drawings, including compact discs, and mylar copy.
b. Final Specifications, including compact discs.
c. Final Cost Estimate.
d. Final Design Analysis.
e. Final Marked-up Comments.
f. Final Color Boards (if changed). Color Boards are not to exceed 23”x27”.
g. Design Narrative
2) The A-E shall be required to correct any errors or omissions from previous review comments, including corrections to compact discs. The specifications shall be provided using the Microsoft Word program. The drawings shall be provided in CAD file format, PDF and printed drawings.
2. Schedule Of Design Completion
The A-E shall complete all work and services under this contract within the period of time specified in Delivery Orders to be issued and deliver the submittals to the Contracting Officer in accordance with the following design schedule. The performance period for each phase will be a point of negotiation between the Contracting Officer and the A-E for each project:
a. Phase I of Contract (Schematic Design).
1) Concept Submittal (Design approximately 10% complete).
2) Government Review Period.
b. Phase II of Contract (Schematic Design).
1) Preliminary Design Submittal (Design approximately 30% complete).
2) Government Review Period
c. Phase III of Contract (Design Development).
1) Intermediate Design Submittal (Design approximately 60% complete)
2) Government Review Period.
d. Phase IV of Contract (Construction Documents).
1) Pre-Final Design Submittal (Design approximately 90% complete).
2) Government Review Period.
e. Phase V of Contract (Construction Documents).
1) Final Design Submittal (Design 100% complete).
f. The time required by the Government to review submissions made by the
A-E under this contract will vary with this workload. The review periods established in the completion schedules set forth in work orders are the maximum anticipated periods required. Every effort will be made to accomplish reviews within a shorter period.
g. The A-E shall be required to make corrections to the drawings, specifications, contract cost estimates and design analysis as may be required by the EVAMC.
3. Construction Period Services
a. Contract Procurement
1) Attend contractor's Pre-Bid site visit and respond with recommendations to any questionable items. If necessary, develop amendments or assist with project procurement. A written response is required.
2) Attend two (2) pre-construction meetings, after award of construction contract, and once prior to start of each phase.
3) Attend one (1) commissioning/project schedule coordination meeting after award of construction contract (telephone attendance mandatory, site attendance optional).
b. Submittal Review
1) The A-E firm shall review and respond as necessary: submittals, change orders (construction materials and equipment and proposed by the contractor for use in construction of this project), commissioning reports, equipment startup reports, functional test reports, and commissioning issue reports. All submittals and change order proposals will be reviewed for compliance with the specifications and reasonable costs and returned to Engineering Service within five (5) calendar days after receipt.
2) The A-E shall support commissioning inquiries related to the designed mechanical, electrical, plumbing, fire protection, lighting, and other building systems included in this project’s scope. Where required by the commissioning authority, the A-E shall actively respond to design intent clarification requests that occur while inspecting and testing the systems as outlined in the LEED® Reference Guide and per applicable ANSI/ASHRAE Standards and the Commissioning Plan developed during design.
3) As necessary, the A-E shall provide review commentary for functional testing and startup issue troubleshooting.
c. Commissioning Support
1) The VA will employ a third party commissioning authority (CxA) to meet Federal mandates requiring whole building commissioning and enhanced commissioning requirements of LEED® v3or Green Globes. The A-E shall support all design and construction phase commissioning efforts. The commissioning authority will verify performance of building components and systems and to ensure design requirements are met, execute a commissioning plan, ensure inclusion of commissioning requirements in construction documents, verify the installation and performance of commissioned systems (testing and system monitoring), develop and submit an operation & maintenance manual and system training documentation, and commissioning reports. The A-E shall work with the commissioning agent throughout the design and construction process to assure all sustainable objectives are met. The A-E shall support construction phase commissioning project meetings, reports and inquiries. For further information, reference the Federal Leadership in High Performance and Sustainable Buildings Memorandum of Understanding ().
a. The A-E shall generate a simplified commissioning checklist – to have available for a third party commissioning authority assigned to the project team by the VA. The checklist format shall be pulled from the VA site and modified to this specific project. The A-E shall provide recommendations for Cx testing methods and timing schedules to be considered by the CxA in the development of a comprehensive commissioning plan. The commissioning plan shall conform to directions from commissioning authority and reviewed by the A-E. The submitted commissioning plan shall conform to all VA commissioning and reporting requirements as listed in the VA's Whole Building Commissioning Process Manual. The final commissioning plan completed by the A-E commissioning authority with support from the A-E shall be submitted to the VA prior to completion of construction document phase and include the following elements: For additional information see the VA website ).
• General Project Information
• Overview and Scope of the Project Commissioning
• Commissioning Protocols and Communications
• Commissioning Process, including Team Responsibilities
• Commissioning Schedule
• Commissioning Documentation
• Appendices
• Testing and Inspection Plans
• Pre-Functional and Functional Test Procedures
• Construction Checklists
• Issues Logs
2) Provide a written scope of work for procurement of a construction phase commissioning authority upon VA request.
3) Participate in commissioning project meetings (i.e. Pre Bid, Pre Construction, Cx kick-off meeting, Acceptance Testing Meetings, Lessons- learned project t close-out meeting). Remote attendance is permissible with CO approval.
4) Coordinate commissioning plan efforts and answer design questions of project commissioning authority.
5) Review and respond to commissioning agent inquiries, comments and recommendations (i.e. project progress meetings, Site Visit Reports, Pre-functional checklists, Functional Test Procedures, TAB reports, Issues Log, Start-up test reports, Operations and Maintenance Manuals, Systems Manual, Final Commissioning Report, Cx Training materials, and seasonal testing reports )
6) Provide systems diagrams and other appropriate data to the Commissioning Agent in electronic format for development of a Systems Manual
7) Provide and report resolution of any issue identified as a Design Issues.
d. Site Visits (In addition to site visits listed in this section)
1) The A-E shall visit the site at the request of the Contracting Officer to answer technical questions and/or provide clarification to documents due to errors or omissions at no additional cost to the government. These meetings will not count against required meetings set forth below.
2) Attend and assist with site inspections at the 25%, 50%, 65%, 85%, and final inspection of percent complete for all project phases.
3) Spot checking of contractors progress based on eight, (4) hour site visits when requested by the VAMC contracting officer. These meetings may also be used to answer technical questions and/or develop minor changes due to site conditions, etc. This is in addition to item C.1 and C.2 above.
e. As Built Drawings
1) The A-E shall modify design drawings based on marked drawings supplied by the contractor and are to be verified by the A-E in field. As-builts to include all addendums and Bulletins issued by the VA and the A-E during construction. The changes shall be incorporated into the final BIM Model with the revision documented on the title block as appropriate. These changes shall be bubbled and dated. The A-E is to reformat the drawings based on the VA layering system before final submission. The A-E will receive these required layer standards under a separate cover. A reproducible hardcopy and the electronic model of the “As-builts” are to be submitted to the COTR on CD-ROM. Any approved shop drawings with major differences from contract drawings, supplemental agreements processed change orders, etc., shall be incorporated. The A-E shall obtain master INDUS drawings and revise/update per VA PG-18-4 VA CAD standards and the VA National CAD Standard Application Guide.
2) The A-E shall deliver completed as-built drawings no later than construction close out.
IV. DELIVERABLEs AND SUBMISSION CONTENT
1. Drawings, specifications and deliverable documents
All plans shall be computer generated (AutoCAD2014, latest edition or as specified in the task order), submitted electronically (CAD files and PDFs) and as standard black and white paper, and 24 inch x 36 inch size (trim to trim, including the title block). All preliminary and draft drawings shall be submitted as standard black and white copies. The drawing will have the VA title block and with lettering complying to VA drafting guidelines. Applicable graphic symbols shall conform to the Architectural Graphic Standards PG-18-1 through PG-18-17. All plan drawings shall be geospatially referenced if described in the individual Task Orders.
a. Plans and Drawings: Drawings shall be prepared up to the latest AutoCAD release version format on white bond paper or mylar film if directed in the task order. Drawings shall be uploaded to a VA approved, secure FTP site for download by designated VA representatives. In addition, a copy of all drawings shall be provided in an electronic format (PDF and DWG files) suitable for bid advertising. All lettering shall be a minimum of ⅛ inch in height. Photographic enlargements will not exceed 50% of the original. First generation photographic originals maybe used at the option of the A-E.
1) Cover Sheet/Location Plan: The A-E will be furnished a cover sheet location plan or location plan can be included in the first sheet of the project drawings. This location plan will be the base map or portion thereof which covers the general project location. The A-E shall show thereon the Project Location and other facilities related to project management as directed.
b. Preliminary Plans: Preliminary plans shall be prepared at working drawing scale and will present sufficient detail to permit an adequate review. The A-E is permitted to use the tracing of the preliminary drawings for working drawings through the addition of necessary details, if desired. They will include where applicable:
1) Floor plans with functional arrangement of all areas, excluding corridors, exits and utility spaces properly related to exterior access roads, parking and service areas, etc. Special emphasis shall be placed on indicating items involving special design and/or deviations from accepted standards. All demolition and new work shall be clearly noted and drawn on the drawings. Gross floor areas shall be shown for the building. Floor and roof framing and loading shall be indicated.
2) Site and/or plot plans showing critical grades, contours, drainage requirements, and relation of structure and facilities to existing street systems, utilities, entrances, and finished grades. Present grades should be indicated where applicable. The location of new items of work should be shown.
3) Exterior utility layouts sufficiently detailed to show the system and design proposed.
4) Elevations to include story heights, fenestration, and site adaptation to finished grades.
5) Heating, dehumidication, mechanical ventilation, refrigeration and plumbing; indicate the location and space requirements for all major items of mechanical equipment. Single line indications of ducts, pipes, and equipment and their approximate locations shall be shown, but size and capacity are not required at this stage. Outline specifications submitted with the drawing should give approximate capacities of the major mechanical items with a brief description of their function and operation of the system.
6) Electrical (including communications outlets, raceways, under floor duct system for power and telephone, distribution telephone, distribution panels, and entrance conduits where required). Indicate typical lighting arrangements, types of fixtures proposed, general light intensities, special electrical requirements of the using services, light and power service entrance and distribution arrangements. Cable sizes and the switch and panel board descriptions are required.
7) Sections of paving and/or structures, including framing, ceiling, ducts, etc.
8) Typical wall, roof and partition sections at no less than ¾” to 1’0” to include material and thickness of facing and method of attachment, type of doors and other openings to supporting structural walls.
9) All required controlling dimensions shall be clearly indicated. Measurements and dimensions maybe required to be in U.S./English units or metric units or both.
10) Drawings shall contain sufficient detail to clearly indicate type and sizes of materials, utilities, etc., and specifically to list separately all contractor furnished equipment and all Government-furnished equipment to be installed by the contractor.
11) International Building Code (IBC) design analysis.
12) All Infection Control Measures needed for the project.
c. Final Drawings: The A-E shall not proceed with the final drawings until receipt of written review comments and/or approval of Phase I, II, III or IV requirements from the Contracting Officer. These drawings shall be submitted for review to the Contracting Officer and for necessary revisions, corrections, or additions before final approval and required signatures of Government personnel.
1). Prepare final drawings in AutoCAD up to the latest release version on compact disks of the design drawings with the final submittal.
d. Specifications:
1) Specifications shall be prepared per Construction Specification Institute (CSI) Master Format, latest edition, or as specified in task order. Materials shall describe where possible, by recognized industry or technical society standards. Specifications shall be provided typed on 8.5 inch x 11-inch bond paper, and provided with an index of sections. Specifications shall be provided in MS Word 2007 or as specified in task order.
2) The A-E shall include specifications that permit full and open competition and may include restrictive provisions or conditions using brand name or equal descriptions only to the extent necessary to satisfy the needs of the Government when authorized by the Government. Specifications shall not be written to specify a particular brand name, product, or feature of a product, peculiar to one manufacturer unless the particular brand name, product, or feature is essential to the Government’s requirements, and other companies’ similar products would not meet the Governments’ minimum requirements for the item. A-E shall provide in the case of brand name or equal specification at least five salient characteristics of the product. A-E shall identify standard specifications by date of issuance.
e. Record Drawings
1) Unless explicitly stated otherwise in a task order, through our construction of the A-E design, the A-E shall review construction documents and drawings and report changes in the construction and determine from said documents and drawings all departures in the project construction from that delineated on the original contract drawings.
2) Unless explicitly stated otherwise in a task order, the A-E shall prepare a set of record drawings indicating the as-built construction of the project by correcting and revising Government-furnished contract drawings to show all changes in construction. The preparation of the record drawings shall include the clarification of any lines or lettering necessary to permit the making of satisfactory prints thereof.
3) Deliverables. All deliverables shall be provided in electronic format (AutoCAD, with no x-references and in PDF format and hard copy, reduction shall be such that all printing is legible and reproducible. Electronic format and the required number of copies will be specified in each individual task order.
f. Reports: All reports, studies, owner’s project requirements (OPR) and design narratives shall be printed on 8.5 inch x 11 inch, white bond paper, with individually numbered pages with binders or as specified in task order. Separate dividers shall be provided for each section. A numbered table of contents shall be located in the form of each submission binder.
g. All photographs, pictures, diagrams and other visual graphics shall be captioned and labelled. All drawings in reports shall be 8.5 inch x 11 inch or 11 inch x 17 inch, computer generated, clear and legible or as specified in task order. Reduction shall be such that all printing is legible and reproducible. Data, calculations or report tables shall be provided in spreadsheet format additionally (Excel 2010, latest edition, or as specified in the task order).
h. Geographic Information Systems (GIS): Infrastructure data, hydrologic, hydraulic, environmental, geotechnical, terrain and topography, survey data, and other pertinent data shall be entered into a GIS geodatabase in ESRI (typically v10.0 or higher) ArcGIS format or other mutually agreed upon format as described by task order. Geospatial data delivered must have complete metadata that meets or exceeds the minimum content required by either the Federal Geographic Data Committee’s Content Standard for Digital Spatial Metadata (FGDC CDSDGm) or the North American Profile of ISO 19115 2003 Standard or as specified in task order.
i. Photographs:
1) Unless explicitly stated otherwise in a task order, the A-E shall provide all photographs requested under task orders to the Government in digital camera format. Photographs shall be clear, in color and of at least eight (8) megapixel resolution. The A-E shall submit an electronic copy of all photographs in an electronic format and a hard copy in report format (Section II.A.1). The CD will contain a text file to identify each photograph as described below in paragraph b.
2) Each photograph shall be identified by a photo number, project name, date, and time of photograph, location of photographer, orientation and description of photograph. The above captioned information shall be labeled below each photograph in the report.
2. Construction Cost Estimate
a. Estimates shall be prepared by the A-E and the top and bottom of each sheet of the cost estimate(s) shall be marked “FOR OFFICAL USE ONLY”. The final cost estimate submittal shall also include an electronic version. Cost estimates shall reflect current prices for labor, materials, and equipment at the proposed location of the work. The estimates shall be itemized by the major items of construction. Lump sum amounts for major items, which cannot be readily analyzed, will not be accepted. All cost estimates shall be provided in U.S. dollars and projected to mid-point of construction using current Engineering News Record Construction Cost Indexes, Consumer Price Index or other indices appropriate for the location in which the project is to be constructed. A-E shall provide all sources used for preparing cost estimates such as RS Means. Construction cost estimates will be utilized in preparing Government estimates for evaluating bids and as such will become confidential material for official use only. Such material shall not be divulged to anyone other than the Contracting Officer (CO) or his/her representative.
b. Forecast costs: Forecast cost estimating, for five year planning or as specified in task order, shall be itemized in the same format as Cost Estimates. Forecasts shall include the projected increase or decrease in costs, per year, should construction bidding and contracting be delayed.
c. Value Engineering (VE) – The A-E shall cooperate with VA designated “outside” (i.e., a third party) VE consultant when directed by the CO. This may require the A-E to respond to VE recommendations and incorporated recommendations of the VE consultants into the design. If the A-E is required to incorporate VE changes to the design documents, this work may be included at the direction of the CO.
3. Design Narrative And Analysis Report
a. This is one of the most important design documents and yet probably receives the least attention. EVERY DESIGN MUST INCLUDE A WRITTEN DESIGN NARRATIV DOCUMENT WITH THE 30% SUBMITTAL AND LATER with subsequent updates as the design progresses.
b. For simple projects the design analysis may consist of only a few short sentences or paragraphs, upon CO approval. The presence or absence of asbestos or lead based paint must always be addressed. The reasons for selection or non-selection of the type of HVAC system should be included. Capacity and condition of existing HVAC and electrical systems must be addressed. Potential environmental, historical or permitting impacts to the project shall be addressed and described in terms of schedule delay and relative cost increase.
c. The design narrative shall include a report of the initial and subsequent site visits. Time, date and personnel present shall be listed. All findings that impact design decisions shall be documented within this report. Reported findings shall include but are not limited to: VA design requirements, safety and code violations in the existing facility (as it pertains to the scope of the task order), environmental impacts, potential scope impacts, construction phasing or lay down impacts, potential permitting requirements, or specialized equipment design requirements.
d. The design narrative/analysis report shall include the assessment of the energy efficiency measures of the existing and/or new utility systems. Life cycle cost analysis of measures shall be included. All supportive engineering calculations shall be included in an appendix. Design analysis shall be submitted with all preliminary and final phases of design.
e. The design analysis shall support the design recommendations pertaining to the major technical sections of the work such as structural, architectural, heating, plumbing, electrical and mechanical for any project which requires the calculation of size and strength, or the rendering of engineering decisions, regardless of the cost or size of the projects.
f. This design narrative/analysis report shall conform to the deliverable requirements for reports and be capable of reproduction and will have a standard heading to indicate the project, the type of type of computation, the name and date of the designer and the checker. A one-inch binding margin is to be provided on the left side of the page. The analysis will be cumulative and include but not be limited to the following:
1) Short descriptions of the work involved.
2) The designer’s assumptions for the design.
3) The standard works or references used on computations as they occur.
4) The equations, tables or curves used or developed, with references cited where they are taken from non-standard sources.
5) The actual computations in all the detail necessary to establish the design.
6) Suitable free-hand sketches to illustrate the designer’s intent such as steel sizing arrangement, pipe arrangement, beam layout, etc.
7) Size selection of equipment where computations are not involved; this may consist, for example, “a 60 gallon steel tank, basis of design model XYZ”. Where necessary, a few statements to show the basis for the selection are to be included. All calculations and sources of information shall be shown in an orderly and logical manner to permit review and final checking.
8) Provide edited catalog cuts for the equipment specified.
g. The following statement will be in each design analysis: “This design has been reviewed from a value engineering standpoint and has been planned to achieve the required function at the lowest life cycle cost, not merely the lowest initial cost.”
4. Minimum Required Copies Of Design Deliverable Material
a. The A-E shall also furnish all the required material above to the Contracting Officer.
b. In addition, submittals are normally reviewed by more than one person. In order to expedite the review process, provide one half-size drawing set, specifications, cost estimate, CID (and corresponding SID) for each submittal. One possible exception might be the Color Boards if they are sent early enough to arrive with or before the 90% submittal.
c. The A-E shall furnish one copy of all required CID information to the Contracting Officer.
d. Minimum submittal requirements for deliverables are summarized in the following table unless specified otherwise in the delivery order:
| |Design Phases | | | | |
| |SD-1 |SD-2 |DD-3 & 4 |CD-5 & 6 |CD-7 & 8 |
|Deliverable |Phase I |Phase II |Phase III |Phase IV |Phase V |
|Design Narrative / Report |NA |2 sets |2 sets |2 sets |1 set |
|Drawings |2Full Size/ |2Full Size/ |2Full Size/ |2Full Size/ |2Full Size/ |
| |4Half-Size** |4Half-Size** |4Half-Size** |4Half-Size** |4Half-Size** |
|Specifications |NA |2 sets* |2 sets* |2 sets* |2 sets* |
|Cost Estimate |2 sets |3 sets |2 sets |2 sets |3 sets* |
|CID |NA |1 set | 1 set | 1 set |1 set *** |
|Color Boards |NA |1 |1 |1 |1 |
|Marked-up Comments |NA |2 sets (1) |2 sets (2) |2 sets (3) |1 set (4) |
|NOTES: | | | | | |
|* Electronic copy and post to FTP | | | | | |
|site | | | | | |
|**CADD files and PDF files and post to FTP site | | | | |
|***Order data sheets could be delayed, based on construction schedule | | | |
|# Post to secure FTP site | | | | | |
|(1) Marked-up 10% comments included with 30% submittal. | | | |
|(2) Marked-up 30% comments included with 60% submittal. | | | |
|(3) Marked-up 60% comments included with 90% submittal. | | | |
|(4) Marked-up 90% comments included with 100% submittal. | | | |
5. Project Schedule Format
a. The A-E shall use the following format in communicating design and construction scheduled information. This schedule format shall be included in the design narrative report. Alternate schedules shall be used by VA approval only. This schedule format of contract deliverables is inclusive of VAMC review time. The deliverable schedule may be adjusted only by mutual agreement by both parties and each party will maintain a submittal tracker to ensure timelines for delivery (by Design Service Contractor) and review of submittals (by VAMC) are met.
b. The following table is an example of the format that shall be used by the A-E to document and communicate design progress to the VA. Values shown like Milestones and Phase Duration will vary based on the agreed upon schedule defined in the task order.
Table 1 Example Contract Deliverable Schedule
|Milestone/ Package |Phase description |Phase Duration|Due Date |
| | |(days) |(days from |
| | | |NTP) |
|SD-1/ OPR development |Schematic Design | | |
|VAMC Review of SD-1 |Schematic Design | | |
|SD-2 | | | |
|VAMC Review of SD-2 |Design Development | | |
|DD-3 | | | |
|VAMC Review of DD-3 |Design Development | | |
|DD-4 | | | |
|VAMC Review of DD-4 |Design Development | | |
|CD-5 | | | |
|VAMC Review of CD-5 |Construction Documents | | |
|CD-6 | | | |
|95% VAMC Review CD-6 |Construction Documents 95% | | |
|CD-7 | | | |
|100% Final Review CD-7 |Construction Documents 100% | | |
|CD-8 | | | |
|Note: All days listed are calendar days | |
|Note: Review times are inclusive. VAMC reviews will be furnished to the A-E 10 days after |
|receipt of each package unless stated otherwise. The A-E shall address owner comments no later|
|than the following package listed submission. |
V. RESPONSABILITIES
1. Administration of Contract
The Contracting Officer is responsible for the administration of the contract. No change shall be made in the provision of this contract without written authorization of the Contracting Officer.
a. Re-submittal – In the event that documents submitted for review, as described in this document, are deficient or incomplete as specifically defined in the task order for a particular stage of completion, the A-E shall correct the deficiencies and resubmit the documents. No partial re-submittals will be permitted. The Contractor shall assume all costs and schedule requirement due to the re-submittal of documents.
2. Government Furnished Information
The Government, through the office of the Contracting Officer, will furnish within five days after issuance of a delivery order, applicable data and information (as available) for the prosecution of the described work. Data shall be returned to the Contracting Officer upon completion of the individual work order. This data is on file in the Engineer’s Office and maybe obtained for review by the A-E during negotiations.
a. The data will include where applicable and available the following:
1) General Site Plan
2) Small scale layout drawing or sketch showing possible arrangement of space (to serve as guide only).
3) Basic floor plan showing locations of project (as required).
4) Existing record drawings as available.
5) Topographic data as available.
6) Existing utilities information as available.
7) Special requirements for preparation of drawings, reports, specifications, cost estimates, and design analysis.
8) Government-furnished equipment list, if applicable.
b. Accuracy of Planning Information. The A-E shall visit the project site to investigate the information shown on the Government Furnished drawings, record (as- built) drawings and other planning documents which are part of this contract. This information is the best available but the Government does not guarantees its accuracy or completeness. The A-E shall investigate field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG 18-10.
c. Discrepancies in Planning Information. The A-E shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A-E shall make no adjustments for this work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A-E. The A-E's failure to report any such discovered discrepancy or to wait for Contracting Officer's determination shall be at his risk and expense.
3. Channels For Obtaining Information
a. Except as specified herein, all requests for information necessary for the execution of this work shall be made to the Contracting Officer/COR.
b. The A-E shall at all times maintain close liaison with the Contracting Officer by the appropriate means in order to assure maximum coordination in accomplishment of the work.
c. The A-E shall appoint a project engineer/manager for each project to serve as the single point of contact and liaison between the A-E and the Government. Upon issuance of the Delivery Order, the A-E shall advise the Contracting Officer in writing of the name of the individual so designated. The A-E’s project engineer/manager shall be responsible for the complete coordination of all work required for the Delivery Order.
d. The A-E shall advise the Contracting Officer of any discrepancies, ambiguities and lack of clarity noted in plans and specifications furnished for use in connection with each Delivery Order.
e. During the execution of the work under each Delivery Order, the Architect-Engineer shall keep in close liaison with the Contracting Officer who will coordinate the work with the using agency and other agencies.
f. All letters, reports, plans, sketches, specifications, estimates, computation sheets and other documents prepared by the A-E shall be marked “FOR OFFICIAL USE ONLY”.
4. Site Analysis And Field Work
The A-E shall perform all fieldwork necessary to determine the existing conditions at the site of the work. The A-E shall be responsible for verifying the accuracy of drawings furnished by the Government.
5. Design Information
In general, the requirements presented are design objectives and the A-E is encouraged to suggest changes where they would not seriously deviate from the overall requirements and would result in substantial economics and improved performance in arriving at the end results. Design of structure and appurtenant facilities will comply, where applicable, with such regulations and criteria that exist for the Erie VA Medical Center and objectives of the projects as furnished by the Contracting Officer.
a. Facility Master Plans and as-built drawings are available to the A-E for reference from the VAMC Engineering Office. Information provided within master plans is for general reference. The A-E must is responsible to field verify all as-built building features and conditions
6. Marked-Up Review Comments
It is essential that a copy of the marked up comments generated by the VAMC and A-E responses to the comments is provided with each subsequent submittal. An accurate marked-up copy of comments saves considerable time during the review process.
a. This response to review comments shall include a line by line written response from the A-E addressing specifically to the review comments. Responses shall indicate the solution provided in the current design package or explain what action that was taken to resolve issues identified. The A-E design team shall insure that the copy of marked-up comments reflects changes ACTUALLY MADE. A-E replies to Government comments will be submitted electronically in the same format as submitted to the A-E.
b. Annotations shall include specific references where applicable. For example, if the comment was “Where is stair detail?” the annotation should be “Detail A added on Dwg A-4”. Most responses can be handled in this brief manner. Occasionally, a separate written response may be required, especially when the A-E disagrees with the comment.
7. Responsibilities of the Architect-Engineer
a. Notwithstanding any review, acceptance or approval by the Government, the A-E shall be responsible for the professional and technical quality of all designs, drawings, specifications, and other material produced under this contract. The A-E shall be held responsible for the design complying with VA design standards.
1) The A-E is responsible to provide designs that conform to all VA design requirements unless explicitly directed otherwise by the EVAMC engineering department.
2) Standards – All designs, drawings, and specifications shall be prepared in accordance with applicable codes and regulations applicable to the country and state in which the project will be developed and shall conform to sound engineering practices. All criteria, factors, assumptions and codes upon which the design is based are to be provided as well as the justification for the selection of these criteria.
b. The A-E shall also be responsible for the professional quality and adequacy of the service and materials furnished and for compliance with design criteria specified by the Government for use under this contract. The A-E is responsible for the completeness and accuracy of all work performed under this contract, and for compliance with all parts of the contract, task order, and with properly identifying the correct design and/or study conclusions requirements under all laws and regulations. The Government will rely upon the professional quality of the work that The A-E shall perform.
1) Reassignment of A-E design responsibilities to construction contractor(s) or product vendors. This includes but is not limited to the following: structural steel detailing, fire sprinkler design, stair systems, retaining wall systems, and structural framing systems. This practice is not be permitted by the Government unless by written approval from the EVAMC on a case by case basis by an authorized representative. If these instances should occur, then this by no way relieves the A-E of their review responsibility of these items: the A-E will be asked to approve and shall certify all “delegated” designs for conformance to the project design analysis. The A-E shall carry all liability and fiduciary responsibility for delegated design features including but not limited to errors and omission s and construction administration support.
c. Timely response
As time is of the essence, the A-E shall perform all aspects of the work on this contract and take prompt action upon all the VA's requests. The VA shall state a time requirement if less than 15 days otherwise 15 days shall be the requested response time. If the scope of the required action is extensive, the A-E shall notify the Contracting Officer and request additional time, estimating the time needed to process the work. This request for additional time shall not relieve the A-E of his duty to process this work in a timely fashion.
d. Certification of drawings and other documents
The A-E, or their authorized representative, shall stamp and sign the original drawings and the first page of all specifications, estimates or similar documents under the A-E’s printed name and over the affixed replica of his professional seal (or his registration certificate number and including the state of insurance).
1) In addition, as part of the 100% submittal, an engineer must certify in writing that the plans and specifications are in compliance with the most current edition of the VA Fire Protection Design Manual, and all applicable criteria.
e. Interior Design
1) Structural Interior Design (SID): Required whenever interior finishes (wall coverings, floors, ceilings, etc.) are involved. SID must be submitted to include interior and exterior finish color binders with actual sample of proposed finishes required in the design of a project. Color boards are required at various submittal phases as noted in the project’s scope of work. SID must be submitted on standard 8½” x 11”, 3-ring binders with pockets on the inside of covers. Include the Color Schedule or the Room Finish Schedule and Finish Color Schedule from the drawings. The interior designer must coordinate the SID binder format with the Erie VAMC’s interior designer.
2) Interior Signage: Include in any project in which a large portion of a facility is being renovated, or a large addition constructed. Signage must be in accordance with The Erie VA Medical Center’s signage standard. Samples must be included in the color board submittal. Signage is a part of Comprehensive Interior Design (CID) when CID is required.
3) Furnishings, Fixtures And Equipment (FF&E)/Comprehensive Interior Design (CID):
a. The CID or FF&E submittal is used for procurement of furnishings for new or renovated facilities. It includes anything not permanently attached to the building. CID/FF&E information and samples are submitted in 8 ½” X 11” format using three ring binders with pockets on the inside of the covers. The design submittal requirement will include, but is not limited to the following: Narrative of Interior Design Objectives, Point of Contact List, Itemized Furnishings Cost Estimate, Best Value Determination, Item Code Legend, Item Installation List, Furnishings Order Forms, Furnishings Illustration Materials, Manufacturers List, and Furniture Plans.
4) Due to project construction timing, the furniture order data sheet completion may be delayed by the VA Interior Designer until approximately six months before the construction complete date. The timeline will be determined for each individual delivery order.
f. Permitting
1) The A-E shall coordinate, prepare, document and apply for all necessary permits, licenses and approvals from all local, state/federal authorities having jurisdiction as necessary for the performance of the services. Permitting support shall include performance of additional engineering analyses, studies, computations, and preparation of applications and drawings necessary to obtain all required permits for construction and operation of proposed or constructed facilities.
2) The A-E shall, when requested by the Government, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits in connection with the performance of its services. The A-E shall, without additional expense to the Government, be responsible for assuring that the work is in the compliance with requirements of applicable codes, ordinances and regulations.
g. Environmental Impact and Historical Preservation Compliance Permitting
1) The A-E is required to evaluate the need and obtain all environmental permits for construction with all authorities having jurisdiction (i.e. City of Erie, Erie County Conservation District, PA Bureau for Historic Preservation, etc.). The following are examples of environmental permits but are not limited to these. If work is within 50 ft. of the tributary boundary that runs along the installation boundary, a GP-3 permit must be obtained. If any new air emissions source, the requirement for an air permit must be evaluated and obtained when necessary.
2) The A-E shall include the following features within soil and erosion control features:
a. All projects shall include in the design soil and erosion control measures;
b. Projects disturbing greater than 5000 SF but less than 1 acre, develop a stand-alone soil and erosion control plan;
c. Projects disturbing greater than one acre, develop a stand-alone soil and erosion control plan and have it approved by the Erie County Conservation district (1927 Wager Road; Erie PA 16509).
3) The definition of disturbed area on a project includes all areas disturbed, including lay down and staging areas, site access, etc., not just the project site footprint. The A-E shall document potential site impacts from the disturbed area of each project. The A-E shall include the calculation of project area used to determine soil and erosion control requirement in the design analysis.
4) The A-E shall be responsible for any “processing” and “expediting”, etc. fees. The design will not be considered complete until the approved plan and approval documentation are provided to the government.
5) For each task order project, the A-E shall complete and submit to the VA a National Environmental Policy Act (NEPA) evaluation checklist. The checklist shall identify if the project is eligible for a categorical exclusion (CATEX) within the NEPA process or an environmental assessment or environmental impact statement is warranted. The evaluation shall follow the approved VA formats (CATEX simple form, and Advanced CATEX) printed in the VA document, “NEPA Interim Guidance for Projects” as approved by the EVAMC. For further details please see: .
6) The A-E shall formally report to the Contracting Officer of potential project impacts from the following sources no later than the end of schematic design. The A-E shall provide detailed guidance on potential cost and schedule impacts from the sources hereto listed. The sources include but are not limited to the following:
a. Air Emissions including GHGs
b. Liquid Effluent
c. RCRA or CERCLA Sites
d. Asbestos
e. Petroleum Storage
f. Wetlands
g. Excess Noise
h. Solid Waste
i. Permit Modification
j. Utility Modification
k. Hazardous Waste
l. Chemical Use/Storage
m. Soil Disturbance
n. Biological Resources
o. Aesthetics
p. Water Treatment
q. Radioactive Waste
r. Water/Well Use
s. Water Flow Modification
t. Mixed Waste
u. Historical Preservation Requirements (state and federal).
7) State historical Preservation Officer Coordination is mandatory for all projects. Application preparation is mandatory for all projects that demolish existing buildings and structures. For additional guidance on VA historical preservation policy please see the VA office of Construction and Facility Management.
h. Energy Analysis and Sustainable Design
1) In order to meet the objectives of the 1999 Presidential Executive Order 13123, Greening the Government Through Efficient Energy Management, and as amended by the Energy Policy Act of 2005, the A-E shall maximize the efficiency of HVAC and other energy consumption systems and equipment by accomplishing a life-cycle analysis of each such applicable system. The life-cycle analysis leading to major design decisions shall be documented as part of the Design Analysis submittal.
2) Sustainable principles, to include Life Cycle cost-effective practices, will be integrated into the design in accordance with Executive Order 13423, 10 USC 2802 (c), and other applicable laws and Executive Orders.
3) The A-E shall provide energy usage analysis for proposed design configurations and propose multiple design configurations that conserve VAMC energy resources. The AE shall comparatively analyze the proposed system choices including but not limited to use of energy conservation measures (i.e. heat recovery, high efficiency equipment). Such results shall be presented within a the design narrative ads a separate energy study.
4) Green Performance: The project shall demonstrate an effort to achieve Leadership in Energy & Environmental Design (LEED®) Silver Certification or 3 Green Globes. The A-E shall provide documentation that the design and construction has attempted to conform to one of these two standards. The latest version of LEED® or Green Globes available shall be used. The standards specific to new or existing construction shall be applied based on the scope of this project. An estimation of the points that would be achieved if the project is assessed by the Green Building Institute (GBI) or the US Green Building Counsel (USGBC). The estimate shall be included in the final CD phase design narrative. Please see: .
5) Sustainability Compliance-The project shall endeavor to meet the sustainability intent of the 2006 federal memorandum of understanding, "Federal Leadership in High Performance and Sustainable Buildings", (see more at: ). This effort shall be demonstrated by the A-E by included an estimate of the compliance rating (0-100%) this project would earn under third party compliance assessment of the executive order 13514 "Guiding Principles" criteria. The compliance estimate shall be included in the final CD phase design narrative. Please see:
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b. ;
c.
6) Public Law 93 291 (93rd Congress) provides for the preservation of historical and archeological data (including relics and specimen) which might be lost due to alteration of the terrain of a site due to any Federal construction project. The A-E shall notify the Contracting Officer immediately upon discovery of any possible historical or archeological data that may warrant investigation. Any historical or archeological survey mitigation plan or salvage operation shall not be a part of this contract unless otherwise agreed.
i. A-E Cost Proposal Submittal
1) For each delivery order the A-E shall submit a proposal in the format approved by the EVAMC. The submittal will be considered incomplete unless each item in the attachment is complete. Incomplete submittals will not be accepted.
j. Quality Assurance: The A-E shall demonstrate a quality assurance (QA) process for all designs and deliverables. The QA plan shall be summarized in each Design Narrative report. The QA plan shall be directly maintained by the A-E designated project manager/point of contact.
1) In an effort to reduce construction change orders due to design errors and omissions, VA Office of Construction Management has initiated a Quality Assurance/Quality Control program.
2) The A-E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:
a. Fee Proposal: The A-E shall provide an outline of the actions that the firm will take during the design process along with its associated fee.
b. 2 Weeks after the NTP: The A-E shall 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.
c. (3) 100% Submittal: The A-Eshall 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.
k. Work Plan – When required by a specific task order, the A-E shall submit a Work Plan (WP). The WP shall describe the detailed approach for the performance of the task order, based upon the Government’s Scope of Work. At minimum, the WP shall contain the following elements:
1) Introduction: A general explanation documenting the task and goals.
2) Work Plan Approach: Explanation of how the activities will satisfy the requirements.
3) Key Personnel: Identification of key personnel to be used on the project and their responsibilities.
4) Quality Control: A description of the quality control organization, including a chart showing lines of authority and acknowledgement that the quality control plan shall be implemented for all aspect of the work specified in the task order.
5) Schedule: An overall schedule for the execution of the work required by the task order shall be included in the WP. The schedule shall identify major project phases (environmental, planning, design, and construction and shall be prepared using the Critical Path Method (Microsoft Project 2010, latest edition, or as specified in task order).
8. Safety and Security
a. Safety: The services to be supplied shall meet all applicable safety requirements of the Occupational Safety and Health Act (OSHA). The construction specifications and drawings provided by the individual work order shall specify the OSHA standards in detail or by explicit reference, e.g., (1) Handrails and guardrails will be provided as required by OSHA standards 1910.23 or (2) Ladders will be constructed in accordance with OSHA Standard 1910.27.
b. Security Information: EVAMC security regulations will be followed by all members of the A-E firm who are working on this project. Precautions shall be taken and every effort shall be made to prevent public disclosure of any information made available to the A-E during the performance of this contract. All data shall be treated as privileged information.
1) Photography and Picture Taking: If the A-E desires to take photographs of facilities at the Erie VA Medical Center, written requests must be submitted to the Contracting Officer for approval no later than seven days before the requested date to take the pictures. Photography of adjacent properties that are not under the ownership and management of the EVAMC is prohibited.
9. Other Considerations
The Government strongly promotes the use of recycled-content [and bio based]* products. Recycled-content products are identified in the Environmental Protection Agency’s Comprehensive Procurement Guidelines (CPG.) [Bio based products are designated by the USDA.]*. These materials and products must meet the requirements of the Specifications, must not delay the progress of the work, and must not be cost prohibitive. CPG items [and USDA designated bio based products]* are the minimum that should be considered when evaluating environmentally preferable materials; other materials and products commonly used in industry should also be considered. Material and product submittals for all recycled-content items should list the recycled and recovered materials used and the percent content (by weight). [Submittals for bio based products should describe the bio based materials used, and the percent content (by weight). Bio-based products shall be required in project specifications as soon as USDA has published their list of bio based items.]
a. The Government’s policy is to acquire supplies and services that promote energy and water efficiency, advance the use of renewable energy products, and help foster markets for emerging technologies. When contracting for services that will include the provision of energy-using products, including contracts for design, construction, renovation or maintenance of a public building, the specifications must require that the contractor provide ENERGY STAR or other energy-efficient products.
b. The A-E shall also be alert to methods and products that will contribute to waste minimization and reduction and incorporate them into the project design to the greatest extent practicable. A statement or listing of recovered materials to show that these items have been addressed should appear in the design analysis and design narrative document.
c. The A-E shall consider and incorporate green building and sustainable design practices and elements into project designs to the greatest extent practicable. Project designs will be developed in accordance with the Leadership in Energy and Environmental Design (LEED) or the Green Globes green building rating systems as chosen by the EVAMC. It is the preferred self-assessment metric and can also be used as a resource in applying sustainable design principles. Green and sustainable alternatives shall be presented during the project concept phase and evaluated by the A-E for cost feasibility.
VI. ADDITIONAL REQUIREMENTS
1. Architect-Engineer Qualifications
The Architect-Engineer must submit a completed Standard Form 330, which will contain information about their professional qualifications, to be considered for this SOW.
2. Ownership of Documents and Intellectual Properties
The VA has ownership of the rights to all CAD files, BIM Model, engineering calculations and Facility Data developed for the Project. The VA may make use of this data following any deliverables. All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remain the sole property of the Government and may be used on any other work without additional compensation to the Architect Engineer. With respect thereto, the Architect Engineer agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. The Architect Engineer for a period of 3 years after project closeout agrees to furnish and provide access to all retained materials on the request of the Contracting Officer. Unless otherwise provided in this contract, the Architect Engineer shall have the right to retain copies all such materials beyond such period.
3. TASK ORDER PROCEDURES
The following will be the procedures followed for issuance of a Task Order under this contract:
a. The Contracting Officer will issue a "Letter of Intent" to issue a Task Order. A statement of work and any other related project documents will be attached to the letter. The letter will also indicate a date and time for a Criteria Review Conference. The A/E shall review all of the document attached to the "Letter of Intent" and formulate any questions that they may have regarding the project.
b. The AE shall attend the Criteria Review Conference. The Criteria Review Conference will be used to clarify any issues with the Statement of Work and the review the contracting procedures for the project. The Criteria Review Conference will also afford the A/E a chance to perform some preliminary Site Investigation necessary to provide a cost proposal.
c. AE will submit a cost proposal based upon the rates identified in this contract and a preliminary design schedule.
d. Government will review the cost proposal and schedule negotiations as necessary.
e. Government will issue a Task Order
f. Government will issue “Notice to Proceed” for the first phase of work.
4. Privacy Training
a. VA Privacy and Information Security Awareness and Rules of Behavior Course (text version) must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place.
b. The A-E shall provide to the VA COTR a copy of the completed training certificate(s).
c. VA Privacy and Information Security Awareness and Rules of Behavior Course (text version) must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place.
d. The design service contractor shall provide to the VA COR a copy of the completed training certificate(s).
e. Certification and accreditation requirements do not apply, and a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.
f. VA Privacy and Information Security Awareness and Rules of Behavior Course (text version) must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place
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5. General Site Visit Requirements
a. Security: All employees of the contractor (e.g. A-E and subcontractors working for the A-E) shall comply with the VA security management program and obtain permission of the VA police, be identified by the project and employer and restricted from unauthorized access. All A-E team members (contractor and subcontractors) shall apply for and, if qualified, be badged for general unescorted access per VA Security Directive requirements.
b. OSHA compliance: Prior to commencing work, the A-E team shall provide proof that an OSHA certified “competent person” (CP)(29 CFR 1926.20(b) (2) will maintain a presence at the work site whenever the A-E team members are present on site (OSHA 30 hour supervisor training).
c. Infection Prevention: Implement the requirements of the EVAMC’s Infection Control Risk Assessment (ICRA) group. The EVAMC ICRA group will monitor dust in the vicinity of site visit investigation and construction work and may require contractors to take corrective action immediately if the safe levels are exceeded. The A-E shall comply with all ICRA requirements and direction while on site both pre-construction and during construction.
6. Liability
The A-E shall be responsible for all damages to property or injuries to persons that occur as a result of his fault or negligence.
7. Standards And References
a. The following standards and references are provided for convenience. This list is not exhaustive. The A-E shall use professional judgment to cite and reference any additional standards or references that are pertinent to the design analysis being conducted. The A-E shall minimally verify all analysis and design recommendations against relevant regulatory standards and requirements.
b. NFPA 101 primarily addresses life safety and fire protection features, while the International Building Code (IBC) addresses a wide range of considerations, including, but not limited to, structural strength, seismic 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 NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the IBC.
c. Should a conflict exist between VA requirements and VA-adopted nationally recognized codes and standards, the conflict shall be brought to the attention of VA immediately. The resolution of the conflict shall be made by VA.
d. The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100-678 requires Federal agencies to follow national recognized "model" building codes. The Federal Participation in the Development and Use of Voluntary Standards, Office of Management and Budget (OMB) Circular A-119, requires all executive agencies to rely on voluntary standards, both domestic and international, whenever feasible, and to participate in voluntary standard bodies. As a Federal agency, VA is required to comply with Executive Orders. VA has adopted 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 A-E shall cite all standard used in furnished recommendations. The recommendations shall differentiate between best practices versus VA policy requirements or external regulatory standards.
1) Air Conditioning Contractors of America Manual N for Commercial Load Calculations 5th Edition.
2) AIA/FGI (American Institute of Architects/Facility Guidelines Institute):Guidelines for Design and Construction of Healthcare Facilities2006
3) ANSI/ASHRAE Standard 62.1 - Ventilation for Acceptable Indoor Air Quality 2007 (subject to revision)
4) ANSI/ASHRAE Standard 90.1 - 2007 Energy Standard for Buildings except Low-Rise Residential Buildings shall be used for all minimum energy efficiency standards.
5) ANSI/ASHRAE Standard 170 - Ventilation of Healthcare Facilities 2008
6) Architectural Barriers Act Accessibility Standards (ABAAS, 36 CFR Part1191)2004
7) ASHRAE Handbook of Fundamentals 2005
8) ASHRAE Handbook of Refrigeration 2006
9) ASHRAE Handbook of Applications 2007
10) ASHRAE Handbook of Systems and Equipment 2008
11) ASME Boiler and Pressure Vessel Code 2007
12) ASME Code for Pressure Piping 2004CODES / STANDARDS EDITION
13) ASPE Data Book, Volume 1: Fundamentals of Plumbing Engineering 2004
14) ASPE Data Book, Volume 2: Plumbing Systems 2004
15) ASPE Data Book, Volume 3: Special Plumbing Systems 2004
16) Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318) 2008
17) Illuminating Engineering Society (IES), The Lighting Handbook 10th edition.
18) International Building Code (IBC), with the exception of Chapter 10, unless locally adopted2009
19) International Energy Conservation Code (IECC) 2009
20) International Fuel Gas Code (IFGC) 2009
21) International Mechanical Code 2006
22) International Plumbing Code (IPC) 2009
23) Manual of Steel Construction, Load and Resistance Factor Design
24) Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC) 2005
25) NFPA 101 - Life Safety Code 2009
26) All Remaining NFPA National Fire Codes with the exception of NFPA 5000and NFPA 900
27) Current as published in May 2009
28) National Standard Plumbing Code (NSPC) 2006
29) Occupational Safety & Health Administration (OSHA) Standards (Healthcare) 2004
30) Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1 2007
31) Safety Standard for Refrigeration Systems - ASHRAE Standard 15 2007
32) SMACNA - HVAC Duct Construction Standards: Metal & Flexible 2005, 3rdEdition
33) SMACNA - HVAC Air Duct Leakage Test Manual 1985
34) US Pharmacopeia (USP) Revised General Chapter Pharmaceutical Compounding-Sterile Preparations2008
35) VA Barrier Free Design Guide, PG-18-13 2007
36) VA Physical Security Design Manual - Life-Safety Protected 2007
37) VA Seismic Design Requirements, H-18-8 2008
38) VA Space Planning Criteria (PG-18-9)
39) VA Standards for Construction. See
40) VHA National CAD Standard Application Guide 2006
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