01 - AE Design SOW - 402-23-794 Modernize Campus Corridors.docx

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Modernize Campus Corridors

PROJECT NO: 402-23-794

PROJECT NAME: Modernize Campus Corridors – Togus, ME

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the VA Maine Health Care System (Togus) in accordance with this design scope of work.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to modernize all campus corridors. This project will replace floorings, roofing, interior finishes, and improve HVAC.

The scope of this project includes, but is not limited to, the following infrastructure improvements: Electrical (electrical panel upgrade, power (normal & emergency)), Building Management System interfaces, assess for new and upgrades to existing HVAC, and renovation of existing space (demo, new construction, finishes, etc.).

The selected A/E shall prepare all required National Environmental Policy Act (NEPA) analysis and Environmental Assessment reports and documentation for any improvements made as part of this project.

A/E Part Two Services of this design project (also known as Construction Period Services) includes analysis of contractor’s bid pricing and estimate, responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

The A/E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, “OCFM Whole Building Commissioning Process Manual.” See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (will facilitate), commissioning specification reviews (will facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (will facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A/E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

1. HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

2. Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

3. Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System.

4. Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of VA Maine Health Care System (Togus VAMC) record will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 06 – Togus Campus Map will give AE firm a basic understanding of the VA Maine Health Care System (Togus VAMC) campus.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on the VA Maine Health Care System (Togus VAMC) campus must show documentation, and meet, the following additional requirements before starting site investigations on campus. Requirements are subject to change:

1. Negative TB Test, documented within the past calendar year

2. N95 fit tested and documented

3. Negative COVID-19 test prior to entry into sensitive areas with immune-compromised patients (Including but not limited to: CLC, SCU, Inpatient Wards on 3N & 3S)

4. Daily visit at an active check-in station for COVID-19 and temperature screening including answering all screening questions

a. Sticker/device must be worn visibly

5. Annual influenza vaccination is required for all staff performing work at VA Maine Healthcare System (Togus VAMC)

6. Completion of a full COVID-19 vaccination series (Moderna, Janssen, or Pfizer) at least 2 weeks prior to arrival onsite

7. Contractor badge must be obtained and worn by contractor, or representative, at all times while on campus Screening for COVID-19 is performed on the VA Maine Health Care System (Togus) campus and must be performed immediately when the contractor enters the main medical center complex on site. Please refence the below documents

· Seasonal influenza with Vaccines (SOW Attachment 07A)

· COVID Vaccinations (SOW Attachment 07B)

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s magnitude of construction between $1,000,000 and $5,000,000.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 1 staff, and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VA Maine Health Care System (Togus VAMC), Augusta, ME. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY DESIGN: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (DESIGN MANUALS (PG-18-10) - Office of Construction & Facilities Management (va.gov)). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

11. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 06. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement & Lead Abatement requirements in PG-18-15 are applicable at VA Maine Health Care System (Togus VAMC), Augusta, ME due to the age of the campus (construction of some existing buildings began in the 1890’s and continued through the present. Buildings dating from all decades are present on the Togus campus).

The following submittals will be required for this project:

· Quality Assurance/Quality Control (QA/QC) Plan

· Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

· Schematic Design (SD)- 35%

· Design Development One (DD) – 65%

· Construction Documents (CD)- 95%

· Final Bid Documents (Bid) – 100%

12. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. Software shall be AutoCAD 2020 or the latest version available to VA Maine Healthcare System (Togus VAMC). Verify latest version available at the project’s design kickoff meeting.

The A/E shall provide various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and coordination.

VA Maine Healthcare System (Togus VAMC) 1 VA Center 04/20/2022 Augusta, ME 04330

VA Maine Healthcare System (Togus VAMC) buildings are extremely congested with existing utilities. Completed and submitted drawings shall clearly show the exact pathways, with dimensions, of all telecommunications and electrical utility runs under this project. Pathways shall be fully researched during design and graphically depicted in detail to clearly identify the route of each pathway for conduit and cable infrastructure which will meet all EHRM design requirements. Schematically showing pathways and circuits will not be accepted as part of a complete drawing submission for the electrical and telecommunications disciplines.

13. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and AutoCAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. 794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents shall be in the electronic formats listed above.

Minimum meeting minutes requirements

· Project name, number, meeting host, Meeting Name

· Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

· Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

· Meeting purpose, Roll call, COVID-19, and Additional Items

· Agenda items (Decisions, action items, and fixes or next steps)

· Next meeting date and time

· Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated February 1, 2019. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

· All documents in any of the electronic formats listed above.

Basis of Design (BD)

· All documents in any of the electronic formats listed above.

· Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

· All documents in any of the electronic formats listed above.

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD)

· All documents in any of the electronic formats listed above.

· Memo annotating what was not upgraded and corresponding justifications.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

Final Bid Documents (Bid)

· PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

· Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

· Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

· Word files of specifications.

· Revit and AutoCAD files of drawings.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

Construction Period Services (CPS)

Requests for Information (RFI) Requests for Information shall be reviewed with responses submitted to VA within three (3) calendar days of submittal to the A/E.

Submittal Reviews Submittal reviews shall be reviewed with responses submitted to VA within seven (7) calendar days of submittal to the A/E.

Site Visit Reports Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents shall be in any of the electronic formats listed above.

Modification/Change Order Requests Modification requests shall be reviewed with responses submitted to VA within seven (7) calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. Record drawings shall be in AutoCAD (.dwg) format and fully compliant with all VA CAD standards.

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural And Engineering CPM Schedules, which is located in SOW Attachment 05 - Engineering CPM Schedule. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

The 168 days listed in the part one project schedule may fluctuate based on when each submittal, especially the 95% CD submittal, is determined to meet all VA guidelines and acceptance is issued. If any submittal is not accepted due to insufficient design requirements or failing to meet all VA contract, submittal, and content requirements and additional time is deemed necessary, it is the responsibility of the AE firm to cover all costs associated with such delays and required revisions.

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

15. CONTRACT OVERSIGHT Only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

CO shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the VA Maine Healthcare System (Togus VAMC) Facilities Management Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the VA Maine Healthcare System (Togus VAMC) Facilities Management Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

16. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The current version for this standard is version 3.1, dated July 1, 2021

A/E is responsible for any updates to this standard that have been made up to the time of award.

(https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at The VA Maine Healthcare System (Togus VAMC) must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment and supporting physical space and equipment.

17. VISITOR SECURITY & REPORTING REQUIREMENTS:

All contractor personnel will be required to complete a background check by VA Police and receive a badge prior to being permitted to work on campus. This check is mandatory and will be conducted by VA Police based on information provided by the personnel who will be onsite. The selected AE will be provided the background check forms to fill out during the ‘Administrative Time’ portion of the schedule. These forms shall be returned to the COR during this same portion of the schedule.

Upon their first visit to campus, personnel shall check in with the COR at the designated time and location. They will then be escorted to the VA Police to receive their badge. Badges can be issued for up to 1 year if the same personnel will be returning to site during future visits.

Once badges have been obtained, personnel are required to check in with the COR upon arrival and upon departure from campus each day. Badges must be worn in a visible location at all times when contractor personnel are onsite.

18. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

· VHA Required Div 01 Specification Sections (See SOW Attachment 01)

· Connecting Corridor Drawings (SOW Attachment 02)

· Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM Construction program dates November 2008 (SOW Attachment 03)

· Seasonal influenza with vaccines (SOW Attachment 04A)

· COVID-19 Vaccinations (SOW Attachment 04B)

· VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (SOW Attachment 05)

· Campus Map (SOW Attachment 06)

End of SOW