C1DA--518-22-112 Corridor Abatement

Project #518-22-112 Asbestos Abatement: Corridors 1. OVERVIEW 1.1 Government Agency Department and Address: Edith Nourse Rogers Memorial Veterans Hospital 200 Springs Rd. Bedford, MA 01730 1.2 Project Title, Number and Location: Project Title: Asbestos Abatement: Corridors Project Number: #518-22-112 1.3 Scope of Work Provide all professional architectural and engineering (A/E) services necessary to develop complete construction drawings, specifications, cost estimates, project phasing s, site visits, and construction period administration associated with an abatement project. The intent of this project is to abate the Asbestos containing flooring and mastic in the connecting and building corridors that comprise the closed pedestrian circulation loop on the Bedford Campus and replace it with a durable, aesthetically pleasing flooring material that projects the health and stimulating environment veterans and staff deserve. It is of equal importance to plan the work in phases to minimize service interruptions, given the importance of this corridor system to the daily functioning of the VA Medical Center Work will include, but not be limited to, architectural, and other relevant specialty consultants required within the constraints of the construction budget consistent with the VA s project team goals as prioritized during project meetings and field surveys. A/E will include phasing plan, or additional impact needs and costs, to reduce impact to VAMC.. 2. DESCRIPTION OF WORK 2.1 General: Conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA s project team (Engineering Svc), and presentation of preliminary detail plans with proposed alternatives to the Facilities Engineering Group. Based on User Group meetings and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction budget consistent with the VA s project team goals. All design submission requirements shall be in accordance to A/E Contract and conform to all VA criteria and standards, in addition to Commonwealth of Massachusetts state codes and regulations. 2.2 Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a standalone project (i.e., not as part of another project) and all cost for this replacement including but not limited to asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall then be submitted for approval to the Contracting Officer s Representative (COR). 2.3 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be corrected under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and heat loss calculations, a design documentation report, engineering considerations and options report shall be developed for this project. 2.4 Asbestos: The proper identification Asbestos to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos Assessment of the facility will be made available to the A/E. Additionally proper asbestos abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E. All A/E staff and subcontractors must have 16 hours of asbestos training to enter crawlspaces. 3. GENERAL DESCRIPTION of SERVICES A/E shall provide the services indicated in this Overview, Supplement A, Supplement B and Supplement C. These services will be provided in distinct phases: Conceptual Preliminary User Group Meetings & Field Surveys 35% Submittal Schematics 65% Submittal DD Design Development 95% Submittal CD Construction Documents essentially complete barring VA approval. 100% Submittal Bid [Final] Documents Construction Period Services Project Close Out Submittal As-Built Construction Documents 3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure. 3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at http://www.va.gov/facmgt/standard/cadd/VHACADAppGuide.doc . 3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement B sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA COR at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks. 3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed as D sized sheets (24 inches by 36 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2014. Drawing file names must relate to the VA project name, discipline and subject as approved by the VA COR. Drawings shall utilize world coordinate system with standard cross hairs. Adobe Acrobat PDF files for each AutoCAD file shall be provided. 3.2 Specifications: 3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections. 3.2.2 Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement B sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA COR at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks. 3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location. 3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers. The use of trade names may be used to establish the standard of quality to be met. 3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc). 3.3 Quantity and Cost Estimates: 3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.va.gov/facmgt/standard . 3.3.2 Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form. The A/E is responsible for establishing internal controls for keeping the project design within projected construction funding. The A/E will be required to revise design and resubmit cost estimates as necessary (at no cost to the VA) should cost estimates exceed construction funding. 3.3.3. Proposed Phasing and Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of required construction. 3.4 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, design objectives, design assumptions and calculations applicable to the project s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA. 3.5 Quality Control: 3.5.1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum: Identification and discussion of all organizational and technical interfaces Design team members and their areas of responsibility Team members responsible for checking the design Team members responsible for checking the electronic files Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts Project Schedule showing key milestones and review periods 3.5.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at http://vaww.va.gov/facmgt/ . 3.5.2. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions but, this review is general in nature and should not be considered as part of the A/E s Quality Control Plan and/or Quality Assurance. 3.5.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission. 3.6 Site Visits, Meetings/Conferences, and Discussions: 3.6.1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation. 3.6.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but, will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed. 3.6.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to COR within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission. Project Design Schedule Facility: ENRM Veterans Hospital Bedford MA Firm: Project Title: Building 3 Renovation Project Number: 518-22-109 Notice to Proceed: Contract: Duration: 35 Weeks ID Milestone Task Description Duration Sch Date Type A Services 1 Preliminary Mtg (Review Scope/Site Visit) 1 Day NTP+10 2 Preliminary Investigation of Existing Conditions 3 Wks NTP+30 3 Submit Conceptual Layout Schemes with Proposed Alternates 2 Wks NTP+44 3a VA User Group Conceptual Layout Schemes Review 2 Wks NTP+58 4 User Group Mtg (Review Proposed Schemes) 1 Day 5 Submit Revised Conceptual Layout Plans with Proposed Alternates 1 Week NTP+65 5a User Group Mtg (Review Conceptual Plans) 1 Day Type B Services 7 Prepare 30% Schematic Design Package 3 Wks NTP+86 (Survey Existing Conditions, Coordinate Design with Consultants & VA Comments) 8 Submit 30% Schematic Design Package 1 Week NTP+93 9 VA Engineering 30% Review 2 Wks (Min) NTP+107 9a User Group 30% Design Review Meeting 1 Day 10 Prepare 60% DD1 Design Development Package 5 Wks NTP+142 (Confirm Existing Conditions, Coordinate Design with Consultants & VA Comments) 11 Submit 60% DD1 Design Development Package 1 Week NTP+149 12 VA Engineering 60% Review 2 Wks (Min) NTP+163 12a User Group 60% DD1 Review Meeting 1 Day 13 Prepare 90% DD2 Design Development Package 3 Wks NTP+184 (Coordinate Design with Consultants, VA Comments and Existing Conditions) 14 Submit 90% DD2 Design Development Package 1 Week NTP+191 15 VA Engineering 90% Review 2 Wks (Min) NTP+205 15a User Group 90% DD2 Review Meeting 1 Day 16 Prepare 100% CD Construction Bid Documents 2 Wks NTP+219 (Finalize Coordination with Consultants, User Group Comments and Existing Conditions) 17 Submit 100% CD Construction Bid Documents with PE Stamps 1 Week NTP+226 18 VA Engineering 100% Review 1 Week (Min) NTP+233 18a User Group 100% Review Meeting 1 Day 19 Submit revisions to 100% CD Construction Bid Documents with PE Stamps 1 week NTP+240 20 Bid Opening Date and/or Negotiate with General Contractor TBD 3.7 Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors. 3.8 A/E Services during Construction Construction Period Administration (CPA): CPA Services shall include, but are not limited to, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP); cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations. Site visits (10 at minimum) as required and/or requested by the VA COR for inspection during design and of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA COR within one (1) week after the visit; verification of as-built conditions from contractor supplied marked up prints, and preparation of as-built documents in accordance with Supplement B which the VA will retain permanently. IH services associated with any asbestos abatement identified in the project. The Government may issue a change order for the A/E to provide additional services to such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction. 4. INCORPORATED REFERENCES The following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. Design Copies of these may be found on internet at http://www.cfm.va.gov/. Asbestos Abatement Design Manual (by referenced) Construction Standards (H-18-3); latest revision (by reference) Master Specifications (PG-18-1); as revised by facility supplemented with PG-18-1 as needed (by reference) DVA National CAD Standard Application Guide (by reference) DVA National CAD Standards & Detail (PG-18-4); latest revision (by reference) Volume 1 Architectural; latest revision National Standard Plumbing Code (NAPHCC) (by reference) National Electrical Code; latest revision (by reference) NFPA; latest revision (by reference) Applicable VA Quality Alerts (by reference) A/E Representations and Certifications (attached) A/E General Provisions (attached) A/E Special Provisions (attached) A/E Contract Procedures (attached) A/E Architectural Review Checklist (attached) A/E HVAC Review Checklist (attached) Manual for Preparation of Cost Estimates (by reference) Applicable VA Energy Conservation & Sustainability Program requirements (by reference) Preparation and Issuance of Construction Solicitation Contract Documents Manual (by reference) A/E Submission Instructions for Minor and NRM Construction Program (PG-18-15) (by reference) 5. DESIGN BUDGET 5.1 A/E is responsible to develop a project that can be built within budget and function as intended without change orders. The design must be based on the reality of existing conditions and limiting interruption of pedestrian circulation. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction. 5.2 Cost Estimating: A/E shall be responsible, as part of the Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the COR immediately if and when estimated construction costs exceed the construction budget. The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government. 5.3 Magnitude of Construction: Between 1,000,000.00 and 2,000,000.00 5.4 Deduct Alternates: Shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding. These alternates are designed to assure a contract award and are in addition to the requirement to have a project design and estimate at or below construction funding. 5.5 Add Alternates: Shall not be used. E N D