03 - 632-26-102 - Scope of Work for Design Phase of Repair Fa_ade Building 13.pdf

632-26-102 Repair Façade Building 13

November 12, 2025

Scope of Work for Design Phase of the project titled Repair Façade Building 13, numbered, 632-26-102

This document outlines the design phase Scope of Work (SOW) of the Repair Façade Building 13 project located at the Northport VA Medical Center, 79 Middleville Road, Northport, NY 11768. The building currently houses the laundry operations serving the VA Medical Center, provides storage areas for the facility shops and will remain in operation without interruption during all phases of the project. The building exterior is compromised by delayed maintenance.

Building 13 is not a contributing building to the National Register of Historic Places.

The goal of the design phase is to develop comprehensive plans and specifications that will guide the repair, restoration, demolition and installations of the building's exterior components to provide a building envelop that separates the outdoor and the indoor environments, promoting and maintaining a dry, energy compliant conditioned interior, while improving the overall appearance of the building.

The primary objectives of the design phase are:

Conduct and document a comprehensive inspection of the building's exterior components including but not limited to; façade finishes, trim, foundation walls, doors, door frames, hardware, windows, lintels, cast stone, trim, stairs, stairwells, guardrails, bulkheads, louvers, crawl space access points, areaways, expansion joints, openings that are no longer in use and should be sealed, spalled concrete, elements requiring structural repairs and other exterior elements to identify damage, deterioration, and potential issues.

Identify where modifications to mechanical, electrical, stormwater and plumbing elements need to be modified and develop plans to accommodate new work.

Identify any hazardous materials present and develop an abatement plan.

Develop existing conditions drawings.

To develop detailed repair, restoration or replacement plans for the exterior components identified as damage, deteriorated, or as potential issues.

Identify where site modification can be made to improve drainage away from the building.

Identify and document ICRA, PCRA and WICRA requirements for the project.

To ensure the design is in compliance with VA-adopted codes and standards including, but not limited to the NFPA, VA Directives, VA Design Manuals, VA Master Specifications, VA Design Criteria and other documents found on the Technical Information Library website (https://www.cfm.va.gov/til).

To prepare technical specifications and construction documents.

November 12, 2025

Roof areas have been recently replaced and are excluded from this project but integration/modification of existing roof elements with new façade work shall be included as required. The design for repair of the truck dock coiling doors, bumpers, seals and vehicle restraints are excluded from this project.

The Architect-Engineer (A/E) shall adhere to the minimum requirements for each submission as outlined in the attached “AE Submission Instructions PG 18-15” and as noted below.

I. SCHEMATICS; Initial Assessment and Documentation - The Architect-Engineer (A/E) shall review the program materials furnished by the VA to ascertain the requirements of this phase of work, perform a detailed site survey and subsurface investigation (as required) to prepare Schematic Documents for review and approval of VA as further described in the A/E Submission Instructions, which details the minimum requirements for various A/E submissions.

A/E services under this phase shall include, but not be limited to the following:

1) Site Design, including plans for; GPR identification of subsurface objects (to a minimum of 25 feet beyond the building perimeter), existing topography, proposed regrading around the building as required to improve drainage and reseeding of lawn areas.

2) Architectural Design including drawings, plans, sections, and elevations, preliminary selection of building systems and materials, including a minimum of three (3) separate façade treatment systems with physical samples for VA’s review and the selection. One system shall be selected to move forward into design development. Design concepts for the facade repair shall consider the building's and adjacent buildings architectural style, materials, and structural integrity.

3) Project Specifications: proposed specification list.

4) Construction Phasing Plans.

5) Design Narrative, Condition Assessment Report, Required Calculations and any other support information.

Prepare a detailed report summarizing the findings of the site inspection.

Include photographs, descriptions of observed issues, drawings and any other information to support findings.

Provide preliminary recommendations for repair.

6) Cost Estimating and other work as necessary and outlined in the A/E Submission Instructions. Develop a preliminary cost estimate based on the initial design concepts and condition assessment. Each façade treatment provided shall include an order of magnitude cost estimate, that reflects the overall projects construction budget and aid in the selection process.

II. DESIGN DEVELOPMENT DOCUMENTS; The A/E shall review the program materials furnished by VA and all prior submissions to ascertain the requirements of this phase of the work and shall prepare Design Development Documents illustrating the scale and relationship of

November 12, 2025 project components for review and approval of VA as further described in the A/E Submission Instructions. Refine the schematic design based on client feedback and additional analysis from project teams. A/E services under this phase shall include, but not be limited to the following:

1) Site Design including drawings for; GPR identification of subsurface objects (to 25 feet beyond the building perimeter), existing topography, re-grading around the building to improve drainage and reseeding of lawn areas.

2) Architectural Design includes drawings with; plans, sections, elevations, details, schedules etc. that further develop the detailed repair of selected façade treatment systems and other building elements. Identify and specify appropriate materials and products for the repair, ensuring compatibility with the existing structure. Provide physical samples and product data to aid in the client review and approval.

3) Project Specifications; updated showing preliminary edits.

4) Construction Phasing Plans.

5) Design Narrative, Condition Assessment Report, Required Calculations and any other support information

6) Cost Estimating and other work as necessary and outlined in the A/E Submission Instructions.

III. CONSTRUCTION DOCUMENTS; Based upon the approved Schematics and Design Development Documents, other program materials furnished by VA, and any further adjustments in the design scope or quality of the Project, the A/E shall ascertain the requirements of this phase of the work and shall prepare, for approval by VA, Construction Documents and Final signed and sealed documents. The developed detailed construction drawings shall be clear, accurate, and include all necessary dimensions, notes and information required for the repair work. A/E services under this phase shall include, but not be limited to the following:

1) Site Information and Design finalized.

2) Architectural Design including plans, sections, elevations, details, schedules, etc. as required to demonstrate the design intent. Detailing of selected building systems and materials.

Provide sample boards with physical samples and product data to aid in the client review and approval.

3) Project Specifications: Prepare comprehensive technical specifications for all repair and restoration activities. Include detailed descriptions of materials, methods, and quality standards.

4) Construction Phasing Plans

5) Design Narrative, Condition Assessment Report, Required Calculations and any other support information

November 12, 2025

6) Cost Estimating and other work as necessary and outlined in the A/E Submission

Instructions.

IV. SITE SURVEYS, SUBSURFACE AND OTHER INVESTIGATIONS. The A/E shall obtain the services of subcontractors as necessary to conduct any topographic surveys, test pits, subsurface utility survey and other such investigations as required for the proper design of the Project. The reports from these investigations shall be included in the Design Narratives along with a document summarizing the findings and proposed recommendations to address any deficiencies. All excavation work shall adhere to OSHA and VA requirements. All the above is included in the scope of work.

V. PROJECT INDUSTRIAL HYGIENIST. The A/E shall retain the services of a Certified Industrial Hygienist (CIH). The CIH will prepare the ACM abatement drawings coordinated with A/E designs. The CIH consultant shall have qualifications as further described in the AE Submission Instructions. The CIH consultant shall provide to the A/E all services as further described in the A/E Submission Instructions. The services include all A/E CIH services associated with asbestos for the Schematics, Design Development and the Construction Documents stages of the VA design process and the Construction Period Services of the Project. The A/E shall be responsible for providing all design documents for the Project. The CIH consultant shall coordinate with the A/E to ensure that fully coordinated drawings are provided for all asbestos abatement and related restoration work.

VI. BID ALTERNATES. Throughout the design phases, at each submission, the A/E shall identify deduct alternates for a minimum of 10 percent of construction costs that can be taken as potential bid deducts in the event construction bids received are higher than anticipated. The alternates shall be selected so that, if required to award the bid within the approved project budget, the project remains a stand-alone project and can be activated according to its intended function upon completion. The AE shall submit a cost estimate, including bid deduct alternates, with each submission package.

VII. SERVICES DURING BIDDING PERIOD. The A/E shall attend authorized conferences, including Pre-Bid Walk-thru and Pre-Construction Conference, as requested by the Contracting Officer or the COR. The A/E shall at a minimum provide representatives of the following professional registered disciplines for each conference: Architectural and Site Civil Engineer.

VIII. SERVICES DURING THE CONSTRUCTION PERIOD. The A/E shall act in an advisory and consultant capacity to the Contracting Officer. The A/E, when requested, shall assist the Contracting Officer and the Resident Engineer to interpret the construction documents and shall: (1) recommend any action(s) he/she deems suitable for the satisfactory prosecution of the construction work; (2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents; and (3) assess the preparation of Construction Contract Modifications initiated by or through VA to be executed in accordance with the Construction Documents. The A/E shall review all Government initiated and/or the Construction Contractor's cost proposals for construction modifications when requested by the COR/Resident Engineer. The A/E's reply regarding his/her review of cost

November 12, 2025 proposals and recommendations shall include an independent breakdown of costs in detail with quantities and unit prices and shall cover both additions and deductions of labor, materials and equipment. The A/E shall review the Construction Contractor's shop drawings, product cut-sheet submittals, schedules, manufacturer’s product literature and samples, testing laboratory reports, field test data and reviewing the materials for compliance with the construction documents (drawings and specifications). The A/E shall recommend approval, disapproval, or recommend to revise and resubmit based on comments provided on the submittal/shop drawing. The AE shall perform the review and return the submittal/shop drawing to the COR in a timely manner (preferably within seven calendar days of receipt). The A/E shall notify the Resident Engineer in writing of any deviations from the requirements of the construction documents that he/she has found in the Construction Contractor's submittals and shop drawings by marking them up. The A/E shall visit the construction site when requested to do so by the COR. The A/E shall perform periodic inspections when requested by the COR, advising the COR/Resident Engineer of any deviations or deficiencies in a Field Report to be submitted in a timely fashion following the visit (within three business days of the site visit). The A/E is to include photos in the Field Report as necessary. The AE shall respond to RFIs submitted by the contractor in a timely manner (preferably within seven calendar days of receipt). The AE shall submit As-Builts at the completion of the project which will be based on red-line or electronic drawings received from the contractor as well as a site survey at the completion of work. The A/E shall provide registered architects and professional engineers who are familiar with the project design work to act as advisors to the VA team conducting interim inspections, partial final and/or final inspection(s) and Punch List inspections of the Project.

IX. POST-CONSTRUCTION SERVICES. For a period of one (1) year after final payment, the A/E shall be obligated to furnish advisory or consulting services which are normal to such a professional contract and necessary to assure the proper functioning of elements of the A/E design. The Construction Contractor shall furnish to the A/E a marked-up (or CAD format updated) set of drawings showing all changes made during the construction period. The A/E shall incorporate into their as-Built drawings all changes marked-up by the Construction Contractor and, any changes made by solicitation amendments and construction contract modifications. The A/E shall prepare record drawings (As-Builts) by making changes on the original contract drawings. The As-Builts shall be signed and sealed. Submission shall be subject to the approval of the Contracting Officer as to their accuracy.

X. CONTRACT SECURITY. This contract does not involve VA sensitive information and contractor personnel do not require access to VA systems. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of VA.

When A/E personnel and/or their Sub-Contractors are on site, those personnel will need to read and sign the “VA Privacy Training for Personnel without Access 20939” form and turn in the completed forms to the project COR. Form template may be obtained from the project COR.

November 12, 2025

This contract does not involve VA sensitive information/data.

XI. Construction Management Platform Requirements:

1) Construction contractors and A/E design firms, selected by award to perform work at VISN 2 VA facilities, are required to utilize VISN 2 Autodesk Build Construction management platform, also called Autodesk Construction Cloud (ACC). Access to the platform and training portal will be provided by VISN 2 through project Contracting Officer Representative (COR) at no cost for the duration of the project. Autodesk Build is the management and collaborative environment that VISN 2 uses for all its Non-Recurring Maintenance (NRM), Minor Program projects, Feasibility Studies, Commissioning and Retro-Commissioning contracts. There is no user, license, or subscription fee to the contractor for using this cloud-based platform.

2) Contractor shall accomplish and complete the following tasks upon award of contract:

A. Request access to ACC platform and ProductivityNOW eLearning Site to project VA

COR NLT 14 days from contract award.

B. Only staff that shall utilize the platform to be granted access. Examples: Project manager, sub-contractors POC, Site manager, Safety officer, etc.

C. The access request shall be in writing and include a list of staff. The list shall include the following information:

1. Full Name

2. Company Name

3. Email Address

4. Role/Position on the project (i.e., Project manager, site super)

D. Upon granting access, staff shall complete required ACC training through ProductivityNOW platform within 12 Calendar days.

E. Upon successful completion of training, contractor shall submit certificates of completion to COR NLT 2 business days.

3) Access to ProductivityNOW eLearning will expire after 12 Calendar days after online access is granted. Contractor shall complete ACC training within that period.

4) Additional Staff and Subcontractors can be added at any time with a request submission to the project COR as described above.

5) The contractor shall only use the ACC platform for contract required submissions, official project correspondence to be acknowledged, reviewed, and actioned by the responsible party. No additional time shall be added to the contract, nor an increase in contract amount be provided for the contractor’s failure to utilize the ACC platform as the project’s official communication and collaboration system. Any correspondence out of platform shall not be the governing authority contradicting direction and will be at the contractor’s expense. Official project correspondence and collaboration includes but not limited to:

RFIs, submittals, schedules, shutdown requests, actionable tasks, reports, testing, safety inspections, photos, and site surveys.

6) Contractor must inform the COR of any staff changes NLT 2 business days from the change. Staff changes pertains to staff who was granted access to the ACC platform.

November 12, 2025

Contractor shall request termination of access, replacement of personnel and/or any other action that might impact the contractor ability to maintain required utilization of the platform.

7) Contractor submission requirements cannot be accepted for work to begin without meeting all ACC Platform requirements outlined herein, including completing required ACC platform training.

XII. CONCLUSION

This Scope of Work outlines a comprehensive, phased approach to the design and repair of the building facade, ensuring quality, accuracy, and compliance with VA standards, and setting a foundation for the construction phase’s success.