JULY 2005
Construction Issues
developed by the CO can be used to ensure that
all actions are covered by the Lessor's schedule.
The purpose of the list is to ensure that all
Narrative
actions required by the SFO are performed.
This section addresses issues which occur
After receiving the Lessor's schedule, the
during the construction period.
Defects or
omissions that occur during the preparation of
and reasonableness. The COTR/RE may reject
the premises, if not corrected, may create long
the schedule outright or may ask for modifica-
term and/or severe problems for the Lessor and
tions and resubmittal of the schedule. If the
VA. Regular and thorough inspections can avert
COTR/RE requires additional guidance or
potential problems.
assistance to evaluate the schedule, contact
CPM Office within Central Office.
APPOINT COTR
If a Resident Engineer (RE) has not already
POST-AWARD MEETING
been appointed as the Contracting Officer
As soon as possible after award, the CO should
Technical Representative (COTR) the CO
convene a post-award meeting to bring together
does so now. The COTR will acknowledge the
the CO, COTR/RE, representatives of the
appointment. [Refer to Appendix A for sample
Requesting Service, the Lessor, and others as
Memo to Assign Resident Engineer as COTR
deemed necessary by the CO. The CO will
and Letter to Lessor Regarding Designation of
chair the meeting. If an IDIQ Contractor is
COTR.]
providing support during the construction period,
he/she may need to attend the meeting. The
(RE)
and
other
Resident
Engineers
purpose of the meeting is to explain the roles of
Contracting Officer Technical Represen-
all participants in establishing procedures to be
tatives (COTR) new to the leasing process
used for communications, submittals, record
should be aware that the procedures used to
drawings, interpretation of construction docu-
deal with the Lessor and contractor will be
ments, interpretation of lease documents,
different than those to which they are
project meetings, inspections, testing, commis-
accustomed. In design-bid-build or design-build
sioning, etc. The outline of the agenda for a
projects, VA will own the completed building. In
preconstruction conference in VA Handbook for
a build-tosuit lease project, VA is in the role of
Resident Engineers may be used.
Lessee. As the Lessee, VA has no direct
contractual relationship with the contractor
The SFO proposes partnering by the Govern-
building the new OPC; and VA does not make
ment and Lessor as a means to create a
progress payments to the contractor or Lessor
relationship between the parties that promotes
during the construction period.
mutual and beneficial goals. The partnering may
occur at the Post-Award Meeting and result in a
RELOCATE COTR/RE TO CONSTRUCTION
written agreement signed by all parties.
SITE
The COTR/RE will be relocated to the
REVIEW OF SUBMITTALS
construction site with a field office at a VA
The COTR/RE will review required submittals,
facility, or the Lessor shall provide a field office
including shop drawings, samples product data,
as set forth in the SFO.
etc., for compliance with the requirements of the
SFO. For technical portions of the submittals,
DEVELOP CHECKLIST
the COTR/RE may be assisted by Engineering
The CO develops and provides to the Lessor
Service, IDIQ Contractor, and Other Tech-
and COTR/RE a list showing the time
nical members of the team as necessary. Any
constraints for significant actions required by the
deviations from the requirements of the Lease
SFO. This list may be used as a tool for
documents shall be noted and communicated to
monitoring the timely activities of the Lessor. In
the CO with recommendations for corrections or
addition, the CO shall require the Lessor to
substitutions. The CO will notify the Lessor of
provide a schedule that shows design and
any deviations and request the appropriate
construction activities to meet the established
corrective action.
delivery date shown in the lease. The list
VA DESIGN GUIDE
LEASE BASED OUTPATIENT CLINICS
SECTION 8-1
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