24-00461 SOW 1.docx

SUPPLEMENT B

STATEMENT OF WORK

SEISMIC RETROFIT AND RENOVATE BUILDING 16

Project Number 653-105 (As of 9/13/2023)

1. DESCRIPTION OF WORK

1.1. Seismic Retrofit and Renovate Building 16. The project scope is to include all design services needed to assess, provide a detailed seismic feasibility study, site verify the existing conditions and produce a design to seismically retrofit structural and non-structural components and address existing Facility Condition Assessment (FCA) deficiencies to Building 16 as allowed by seismic program requirements. Building 16 is a 3 story, 16,569 gross square feet structure. It was originally built in 1936. This project is located at the Roseburg VAMC Campus, 913 NW Garden Valley Blvd, Roseburg Oregon. The A/E shall provide all labor, materials and equipment for the design, construction period services, and post construction services needed to complete the project. The design shall meet all VA standards and criteria, and all applicable local, state, and federal codes. This includes but is not limited to:

1.1.1. Part A Services: Preliminary Plans and Special Services (15%, 35%, and 65% Design Development), for Building 16. A/E shall provide a detailed seismic study and feasibility study of Building 16 to include the following items:

Investigative services including but not limited to:

i. Determination of program requirements, including schematic or preliminary plans and estimates.

1. Evaluate Building 16 for any existing building deficiencies as they relate to the VA Physical Security and Resiliency Design Manual (PSRDM). The scope of mitigation of these issues shall be limited to those items which require resolution per the PSRDM for projects listed under the alteration/renovation category. Refer to the PSRDM for more information.

2. Conceptual drawings shall be generated which; identify existing deficiencies, highlight affected items, identify proposed options for mitigation as well as any phasing which may be required to ensure the uninterrupted operation of the facility. The drawings shall include details to the extent necessary to adequately illustrate the work being proposed.

3. Narratives shall be written describing the deficiencies identified and the details of the work involved as well as the advantages and disadvantages of the various mitigation options. The narratives shall also include discussion of the phasing needed.

4. Provide detailed cost estimates at each design milestone: 15%, 35%, and 65%.

5. A/E shall address FCA deficiencies to ensure operational continuity, safety, and structural integrity as defined by Seismic Program requirements.

ii. Determination of feasibility of proposed project.

1. A recommendation of the preferred solution, as determined by the AE, shall also be included as part of the study. This recommendation shall include narrative which justifies the position taken.

iii. Preparation of measured drawings of existing facility.

1. Building 16

iv. Subsurface investigation.

1. As applicable

v. Structural, electrical, and mechanical investigation of existing facility.

1. Perform a detailed structural evaluation and seismic study of the existing building. Validate level of structural evaluation required (i.e., Tier 1 and 2 or Tier 3). Notify the CO if a Tier 3 is required.

2. Evaluate and identify seismic deficiencies to the main structure and nonstructural components and equipment by performing a Tier 1 and Tier 2 analysis per the latest H-18-8 VA Seismic Design Requirements manual available on the VA Technical Information Library (TIL) located at http://www.cfm.va.gov/TIL/. This work will primarily require structural engineering services, but should include limited coordination with architectural, mechanical, electrical, plumbing engineering and cost estimating disciplines to determine the impacts to other building systems caused by any seismic retrofit work that might be recommended because of this structural study and any nonstructural bracing/restraint retrofits that would be required.

3. Electrical investigation as required.

4. Mechanical investigation as required.

vi. Surveys: topographic, boundary, utilities, etc.

1. As applicable

vii. Environmental services.

1. Work to mitigate the presence of hazardous construction materials (asbestos, lead, etc.) which will have to be undertaken to achieve the project goals shall be considered in the study and the predicted costs.

2. Where mitigation is necessary and could be achieved in multiple ways, at least two options shall be presented for consideration.

viii. Geo-Tech studies

1. Geologic hazards and site-specific ground response reports according to VA Handbook H 18-8 section 5.0. This is in addition to a standard geotechnical investigation report required by the building code.

ix. Feasibility studies.

1. Cost benefit analysis comparing seismic retrofit versus new construction.

x. Other.

1. Coordinate directly with the Oregon State Historic Preservation Office (Oregon SHPO) on any work proposed. Given the historic nature of this building, the study shall anticipate the requirements and costs associated with compliance with Oregon SHPO.

2. Building commissioning with 3rd party commissioning agent hired by A/E.

1.1.2. Part I Services: Preparation of Contract Drawings and Specifications (90%, 100%, and Final Design) to include the following items:

1. A/E shall design a full seismic retrofit of Building 16 according to VHA Seismic Design Handbook H-18-8, latest edition.

2. A/E shall design Seismic Bracing to be installed on non-structural building components such as, but not limited to, clay tile roof, mechanical and plumbing, ductwork, piping, equipment, plumbing and medical gas piping, plumbing equipment, incoming water service, fire protection piping, sprinklers, equipment, electrical light fixtures, conduit, equipment, as well as securing tall cabinets and furniture to prevent toppling.

3. A/E shall provide a detailed cost estimate at each design phase.

1.1.3. Part II Services: Construction Period Services to include the following items:

1. A/E shall provide a registered structural engineer with experience in seismic rehabilitation to oversee the construction of this project.

1.1.4. Part III Services, Site visits not associated with Part I services.

1.2. The construction budget (A/E Design Within Funding Limit, DWFL) for this project is: $14,561,000.

1.3. Project Management: Regularly scheduled project meetings shall be required of the A/E and the A/E's design consultants to facilitate this communication. Meeting attendance of the A/E and all consultants on the design team shall be mandatory, most of these meetings will be teleconferences.

2. Schedule (All days are consecutive calendar days. Design Period Services begin at the issuance of the Design notice to proceed, NTP/Kickoff).

2.1. Part A Services: Preliminary plans, studies, and special services (15%, 35%, and 65%):

2.1.1. 15% Seismic Study and Feasibility Study: Due 90 Days after NTP (This includes 10 days for Government Review).

2.1.2. 35% Design Development Due 150 Days after NTP (This includes 10 days for Government Review).

2.1.3. 65% Design Development Due 210 Days after NTP (This includes 10 days for Government Review).

2.2. Part I Services: Preparation of Construction Drawings and Specifications (90%, 100%, and Final Design)

2.2.1. 90% Construction Documents Due 240 days after NTP (This includes 10 days for Government Review).

2.2.2. 100% Construction Documents Due 270 days after NTP (This includes 10 days for Government Review).

2.2.3. Final Design Construction Documents Due 300 days after NTP (This includes 10 days for Government Review).

2.3. Project Design: 300 days.

2.4. Record Drawings: Due 20 days after final construction inspection.

2.5. Estimated Project Construction Period Services: 365 days plus 20 days for preparation of Record Drawings, Total 385 days.

3. Project Management

3.1. Project meetings shall be held on a once every two-week basis or more frequently if needed.

3.2. The A/E shall plan and coordinate the project meetings.

3.3. VA meeting room facilities may be utilized for project meetings. The A/E shall coordinate with Facilities Management Service (Building 10) for use of VA facilities.

4. Design Submittals

4.1. The marked boxes represent required design submittals for this project:

Part A Services - Preliminary Plans and Special Services (15% and 35%)

a. Based on site verification and information gathering through meeting with VA staff and end users prepare a study and investigative report verifying the project scope, analysis of infrastructure systems and recommendations defining the design approach, any existing conditions and/or design considerations unique to the project area.

b. Initial concept design in accordance with VA Roseburg Healthcare System Guidance Site visit(s) for field investigation and meet with functional area users & technical staff. Design intent for all aspects of the project shall be clearly explained in this submittal.

c. Provide detailed cost estimates at each phase for retrofit and replacement Part A Services (65% Design Development)

a. Prepare drawings and specifications in preparation for full contract drawings and specification for the approved design based on the approved schematic design.

b. Provide cost estimates at each phase for project construction.

c. Response to VA’s prior review comments, if applicable.

Part I Services (90%, 100% Construction Documents, Final Design)

a. Prepare contract drawings and specifications for the approved design based on the approved schematic design.

b. Provide cost estimates at each phase for project construction.

c. Response to VA’s prior review comments, if applicable.

Part II Services – Construction Period Services

a. The A/E shall provide all necessary construction period services to include but not limited to construction contractor submittal review, RFI review, Change Order review, periodic construction inspections and reports, telephone consultation, and design changes as necessary.

b. Preparation of one complete set of Record Drawings based on contractor submitted as-built drawings.

c. A/E representation at weekly project construction meetings is required (Teleconference call-ins by the A/E will be allowed).

Part III – Site Visits not associated with Part I services

5. Submittal Format Requirements

5.1. A/E design submissions shall be in strict accordance with VA A/E Design Submission Instructions, PG-18-15, volume C.

5.2. The Contractor shall provide three copies of all documents scheduled for review.

5.3. 100% Submittal shall include:

5.3.1. Original, signed, stamped, and printed sets of the drawings to include the specifications. Drawings are to be submitted in Arch. D (24”X36”) format.

5.3.2. Electronic Copies containing 100% drawings and specification in pdf format, 100% Specifications in MS word format, 100% Drawings in AutoCAD 2022 DWG format, including all referenced images, CTB files etc. and Revit.

5.4. Record Drawings shall conform to the format requirements for the 100% submittal.

5.5. The Design Team A/E shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the Department of Veterans Affairs RFP and prevailing codes.

6. Construction Estimates

6.1. Preliminary Construction Estimate: Estimate shall include all direct construction costs broken down by major specification divisions. Costs shall include line items for construction contractor profit, overhead and risk.

6.2. Detailed Construction Estimate: Estimate shall include all direct construction costs broken down by individual specification section. The estimate shall show all costs and level of effort associated with work items included in the contract. Costs shall include line items for construction contractor profit, overhead and risk. All items over one thousand dollars shall be broken down to the smallest unit practicable. This estimate will be used to create the Schedule of Values against which the Contractor will invoice for construction work performed.

6.3. A/E shall use the Cost Estimating Requirements for Veterans Affairs Facilities, Latest Edition when developing cost estimates.

7. Design Submittal Review

7.1. The review submission packages will incorporate the comments from the previous review. If any package is not complete for the required stage a post review may be required, the cost of which will be borne by the A/E.

7.2. Each review submission package shall be submitted in electronic format. It shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be submitted to the VA COR.

7.3. The VA will review the design submission package according to the timelines set forth in Section 2.0 Schedule, and provide comments or approvals, either electronically, by fax, or by hard copy delivery.

7.4. Professional Licensing: The A/E who prepares the construction documents shall be a professional architect or engineer licensed in the state in which the design work is completed.

7.5. The professional seal indicating such license by the state shall appear on the final construction documents. A category in the plan set can only be stamped by an architect or engineer whose professional degree is in the same field. (e.g. The electrical category in the plan set can only be stamped by a professional electrical engineer.) The architect or engineer whose seal is shown will be known as the architect or engineer of record. The A/E shall certify compliance with this statement of work, VA design criteria, and all applicable codes.

7.6. If the final construction documents submission package is not complete; a post submittal may be required, the cost of which will be borne by the A/E.

8. Drawings

8.1. All original drawings and specifications shall be based on standard Department of Veteran Affairs guidelines, Program Guide PG-18-3 Design & Construction Procedures and Program Guide PG-18-15 Contractor Submission Instructions for Minor & NRM Construction Program and all supplements listed herein. The VA may provide the A/E with AutoCAD drawings for use as background information. A/E shall field verify all information used from Government furnished documentation prior to incorporating the information into the design.

8.2. Drawings shall be done in plan-view at a minimum scale of 1/8" = 1'-0", where necessary, and, generally, 1/4" = 1'-0" or larger. Details will be done in minimum scale of 1/4" = 1'-0" or larger. Drawings shall be independent for architectural, electrical, mechanical, etc., design and shall denote, on separate views, the required demolition and reconstruction details on the same sheet for each function, where possible. Drawings shall be provided to the Government in 2022.dwg format and layouts shall be Arch. D (24” X 36”) plan sheets. All drawings in project set shall be on same type and size sheets. All symbols, abbreviations, notes etc. shall be coordinated throughout the drawing set. Demolition and new work shall be shown on separate sheets. New work shall be clearly identified on all drawing sheets.

8.3. All views, elevations, sections, details, nomenclatures etc., shall be complete to ensure Contractor compliance without fault to misunderstanding of incomplete or improper views, elevations, sections, details, nomenclatures etc.

8.4. All drawings shall contain an engineers’ stamp with professional seal along with name, expiration and address of firm when necessary.

8.5. All correspondence with Contracting Officer shall be signed by the Official of the firm with whom contract was negotiated and may not be re-delegated to another person in the same firm.

8.6. Use of VA furnished drawings and specifications shall not release the A/E from any responsibility. The A/E shall verify all typical drawings for re-use and is to take full responsibility.

8.7. Background Information: Information, including drawings and other documentation, provided to the Contractor, shall be used for reference only. The Contractor shall field check everything and shall not use any drawings provided for plan or elevation views. The final drawings submitted by the Contractor shall be originals and shall be the result of his field check, and shall not be take-offs or tracings, for any drawings or other information provided.

8.8. All drawings for 100% submission must be stamped by a licensed architect and/or engineer.

9. Specifications

9.1. Specifications shall be based on the Department of Veterans Affairs Master Construction Specifications with A/E revisions, additions, deletions, etc. as required to assure all phases and facets of work are specifically covered without omission.

9.2. The A/E will be responsible for reviewing the specification sections used. VA standard specifications are to be edited by the A/E so that they are tailored to the current project. The A/E shall revise, add, delete, etc. prior to providing the finished specification package to the Department of Veterans Affairs. Unnecessary items shall be deleted in entirety. The intent is to provide a complete set of construction documents for the project.

9.3. Where multiplicity is referenced in the provided specifications, the A/E shall consult Facilities Management Service to eliminate such multiplicity. The construction contractor shall not be given alternatives or choices but must provide specific items as detailed in the specifications.

9.4. The A/E during visits with Facilities Management Service shall obtain the name and type of materials currently used and necessary for use on the contract for which they are responsible. In the specifications, the items shall be named specifically with an add-on statement such as: "or approved equal.” The only variation wherein that may occur is when an item cannot be substituted due to maintenance requirements. Information on such items shall be provided to the A/E by the Department of Veterans Affairs.

9.5. Included in each Construction Section of the specifications should be a paragraph entitled "Submittal of Samples and Shop Drawings.” Under that Section, the A/E shall list all the items within that particular section of the specifications for which samples and shop drawings are required, with the added words, "but not limited to."

9.6. All VA master specifications, design manuals, and other relevant information can be accessed at internet site http://www.cfm.va.gov/TIL/. Compliance to all known applicable codes will be reflected in the completed design and construction documents. The VA follows the most current ICC federal codes along with applicable local jurisdiction codes.

9.7. Custom specifications may need to be developed for this project. All custom specifications shall be produced in the same format as the master specification and shall be written in accordance with VA requirements.

9.8. Project Phasing: The Contractor shall prepare an independent specification section "SR - SPECIAL REQUIREMENTS," wherein detailed phasing of work to be accomplished will be described in sequential order. Section shall be prepared using standard format of other specification sections.

10. Construction Period Services

10.1. The A/E shall provide all necessary construction period services to include but not limited to construction contractor submittal review, periodic construction inspections and reports, structural special inspections and testing, telephone consultation, review of change order proposal, provide a detailed cost estimate when needed and design changes as necessary. Construction period services shall occur through the duration of the construction contract.

10.2. A/E will attend the pre-bid site visit (In person), pre-construction conference and OAC meetings held once every two weeks. The pre-construction conference and OAC meeting attendance can be via conference call or in person.

10.3. Review of submittals

10.3.1. The A/E shall develop a “Submittal Register” based on the included specification sections. After submittals are reviewed for compliance, the A/E shall log them in the submittal register. A copy of the submittal register will be returned with reviewed submittals to the VA.

10.3.2. Submittal review time shall be limited to (10) calendar days per submittal, excluding federal holidays. It is however expected that the A/E limit full use of the review time period to large and complex submittals. Smaller submittal packages should be reviewed in a timelier manner.

10.3.3. All submittals shall be submitted per 1.3.2, Submittal format requirements.

10.3.4. The A/E shall retain copies of everything submitted.

10.3.5. All submittals must be reviewed by the VA.

10.4. Construction Change Orders

10.4.1. The A/E shall review contractor change proposals and provide the contracting officer a technical analysis of each proposal.

10.4.2. The A/E shall develop detailed cost estimates for all construction change order work. These estimates are to be used in the technical analysis of each proposal and shall be provided to the contracting officer and COR as part of the analysis.

10.4.3. Technical analysis shall include a comparison of the proposal and A/E cost estimate with narrative explanation of where and why the two documents disagree. A completion time shall be limited to (10) calendar days per change order, excluding federal holidays.

10.5. Request for Information (RFI)

10.5.1. The A/E shall respond to RFI’s submitted by the contractor within 7 calendar days.

10.5.2. RFI responses shall be limited to answering the questions submitted. A/E or A/E consultant opinions on contract document clarity, legitimacy of change requests, etc. shall be submitted via email to the COR and Contracting Officer separately from the RFI response.

10.6. Quality Control

10.6.1. Design: The A/E shall design and implement a quality control plan to ensure that design is performed in accordance with the requirements of this statement of work and VA design criteria.

10.7. Site Visits

10.7.1. All A/E owners, employees, and consultants shall adhere to the Roseburg VAMC security and safety requirements while on site.

10.7.2. The A/E shall visit the site to obtain details of the specific areas covered by this contract to fully complete the drawings and specifications without omission.

10.8. Construction Costs

10.8.1. The A/E shall prepare a construction cost estimate. The estimate will be broken down by major areas of work and will be comprehensive in nature, identifying all areas of cost related to the construction. The A/E, with input from and final approval by the VA, shall create a schedule of values based on specification sections developed during design phases.

10.8.2. The schedule of values shall not be confused with the preliminary and detailed construction estimates that are due as part of the design submittals.

10.9. Payment

10.9.1. Design: Payment for preparing construction drawings and specifications will be at the Contract lump sum amount for the pay item “Design”. Payment for a design submittal will be authorized upon acceptance of the submittal. Payment will be according to the following schedule:

Part A Services: Preliminary Plans and Special Services

Part I Services: Preparation of Construction Drawings and Specifications

Part II Services: Construction Period Services

Part III Services: Site Visits not associated with Part I services

* Construction period services shall be billed based on actual work performed.

10.10. References

The following criteria shall be used to develop the design (including but not limited to):

Technical Information Library http://www.cfm.va.gov/TIL/ Physical Security Design Manual for VA Mission

CAD: National CAD Standard, VHA Application

(All related Chapters) http://www.cfm.va.gov/TIL/planning.asp

Joint Commission Criteria

NFPA 2017

VA Fire Safety Criteria

Seismic Program Scope Requirements “Allowable Scope for Seismic Project” 3-3-2021 image1.wmf