03 - AE Design SOW - Fisher House Settlement Analysis.docx

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Fisher House Settlement Study

PROJECT NO: 402-23-100

PROJECT NAME: Fisher House Settlement Study – Togus, ME

1. GENERAL INTENT:

The Contractor (herein referred to as “AE”) shall provide Architect/Engineer (AE) services to evaluate existing conditions and propose remedial measures at the VA Maine Health Care System (Togus) in accordance with this design scope of work.

2. PROJECT BACKGROUND

This VA Maine Fisher House, completed 2019, has been experiencing wall & floor cracking, floor movement/settlement, door & window racking, pavement settlement, and other irregularities since opening. The building condition has continued to worsen since completion and in April of 2022 the VA Maine Healthcare System had a Settlement Review performed to outline the extent of the issues. SOW Attachment 01– Fisher House Settlement Review contains a report of the firm’s findings with attached photos. Since completion of this review, more concerning issues have been brought to the surface, including failure of the sanitary piping system, significant steam and condensate loss from the main steam service line and more. A full analysis of the sanitary system is scheduled to be completed in February 2023 and a report will be provided to this contractor.

3. STATEMENT OF WORK:

AE is to perform a full investigation of foundation and structural conditions, including settlement, which is believed to be causing a multitude of issues impacting the main building systems and the overall integrity of the Fisher House. Services for this project include site visits, field investigation, review of existing plans and studies, and personnel interviews. Following investigative services, the A/E is to provide a final report diagnosing the issues, determining causation, advising if future issues are possible with expected probability, and recommending potential measures for remediation. Rough orders of magnitude cost estimates for potential remedial work should be included with the report and recommendations.

Additional scope details include, but is not limited to, the following:

The AE will perform an independent technical analysis of both the design, and actual construction of, the Fisher House located at VA Maine. In doing this, the AE is to determine the cause of settlement of the foundation. This includes review of design, as-builts, and existing conditions of the building. With this information the AE will determine if the original design & design components were sufficient for the site conditions and the Fisher House structure as they relate to the settlement problems. SOW Attachment 02 - Design Submittal has been included as a reference for a basis of design based on ground conditions and soil testing of the site provided in the Submittal. Construction as built drawings have been included (SOW Attachment 03 – As Built Drawings).

During the month of October of this past year (2022), it was discovered that sewage was backed up and flowing out of drains into one of the mechanical rooms. Ultimately it was determined that there was likely a sewer pipe failure under slab. An emergency sewer investigation was conducted. The findings from that investigation have been included in this SOW and should be used as a reference as part of this Settlement Study (SOW Attachment 04 – Emergency Sewer). In addition to reviewing this study, AE is to Investigate all house utilities (domestic water, sanitary sewer, storm sewer, electrical, steam, etc.) and utility main service feeds from their initial point of entry to the house or utility/mechanical rooms extending a minimum of 15ft away from the house’s perimeter walls for settlement or other problems which may be related to the house settlement. Investigate the house’s main steam service line from “Manhole 1” to its point of entry/connection within the house boundaries to determine if this service line is intact and serviceable or if it requires repair/replacement due to settlement issues.

It will be the responsibility of the AE to determine if the design or construction was insufficient and to indicate what areas/elements are insufficient and now require correction. Perform a survey of the entire structure, including current top of floor slab elevations, and compare to the required elevations given in the design. Prepare a drawing showing originally required survey data compared to actual survey data The AE will determine reasons for the excessive settlement experienced onsite and develop corrective action recommendations for stabilizing the structure and its foundation. Review all paving and flatwork designs and construction. Determine what steps can or should be taken to stabilize sidewalks, patios, etc. to ensure differential settlement is minimized and tripping hazards don’t continue to develop.

Recommendations for any necessary repairs to the building as well as budgetary cost estimates should be included. Please indicate if settlement is expected to progress, and to what degree, if no corrective action is taken as well.

After completion of all investigative work, AE is to provide a professionally sealed report and engineering judgement detailing existing conditions and discussing all aspects of the cause of settlement and options/recommendations for repair. Provide cost estimates for correction/remediation which can be used for budget purposes.

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 AE shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project SOW Attachment 05 – Togus Campus Map will give AE firm a basic understanding of the VA Maine Health Care System (Togus VAMC) campus and the location of the Fisher House.

The AE 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 AE shall further provide meeting minutes for all meetings held under this design project.

Contractor to meet all requirements put in place to protect health and safety:

1. COVID, Influenza and TB

- Requirements follow national VA guidelines for vaccination and testing.

- Attachment 06A – Seasonal flu vaccine…

- Attachment 06B – COVID vaccination requirements

- All contractor employees to visit VA checkpoint daily to complete required screening. VA COR to provide locations upon award, as these are subject to change.

2. Badging

- All contractors are required to obtain a VA issued badge prior to starting any work on station.

- Badging form and directions for procuring one will be provided by the COR at the project kick-off meeting.

4. DRAWING FORMAT:

All drawings produced as part of this analysis 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 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 11/01/2022 Augusta, ME 04330

7. 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 AE/E shall provide meeting minutes for all formal meetings and conferences held with the VA. 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.

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.

Final Reports, Estimates and Action Plans Final investigative reports, estimates and associated action plans shall be submitted within sixty (60) calendar days after Notice to Proceed. All documents shall be in any of the electronic formats listed above. In addition, two (2) paper bound sets of reports, calculations, estimates and action plans should be provided to the VA.

8. 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. (SOW Attachment 08 - PIV Badge Template)

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.

9. SOW and ATTACHMENTS:

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

· SOW Attachment 01 - Fisher House Settlement Review

· SOW Attachment 02 - Design Submittal

· SOW Attachment 03 - As Built Drawings

· SOW Attachment 04 - Emergency Sewer

· SOW Attachment 05 - Togus Campus Map

· SOW Attachment 06A - Seasonal Influenza with Vaccines

· SOW Attachment 06B - COVID Vaccinations

· SOW Attachment 07 - VHA Required Division 01 Specification Section List

· SOW Attachment 08 - PIV Badge Template

End of SOW