27-503_SOW - FLAT ROOF REPLACEMENT - CAN.doc

SCOPE OF WORK

Project No. 528A5-27-503 A/E Replace Flat Roofs Canandaigua, VA Medical Center, 400 Fort Hill Avenue Canandaigua, NY 14424 General Intent:

The scope of this project is to develop a conditions-report and design documents for replacing the existing flat roofs on buildings 4, 5, 6, 7, 8, 10, 36, 37, 118, and various connecting tunnels. The conditions report shall be prepared after a thorough investigation of the existing conditions with estimated costs and improvements. The following design will include all selected repairs and improvements from the conditions report that fit within VA construction budget.

As part of the report and design effort, the existing conditions shall be tested and verified, including evaluation of the drainage, materiality, masonry, fall protection, equipment, ACM, insulation, and structural integrity. New work may include redesign / reconstruction of support structures, drainage, roof type change, and parapet wall restoration to ensure water intrusion and legacy issues are mitigated. In addition to repairs and modifications, all interior drainage piping shall be replaced minimum 10’ from roof drain unless, otherwise discussed with VA for convenience or practical reasons or as needed due to conditions of ease or degradation.

Existing Conditions:

The existing flat roofs are in variable states of condition, many with poor drainage and leaking issues. Flat roofs tend to be isolated to individual building elements and vary in size from 150sf to roughly 16,000sf. See attachment for estimated areas and locations. Some roofs contain various HVAC equipment while others are vacant. Some flat roofs are located over portico type structures with significant structural integrity issues which may involve design and repair work beyond the roof including full reconstruction of portico structure. Investigation at these locations shall include the overall structure. All roofs have drainage issues, and some may consider replacement with traditional pitched roof or other style of roofing where possible. Surrounding masonry shall also be inspected for damage such as spauling and joint failure including terra cotta caps and decorative elements. Survey shall include surrounding parapet walls, wall tie ins, scuppers, etc. Design proposals shall account for repairs and replacements of such material for consideration in costs, repairs, summary document, and potential final design deliverable.

Existing structures date from the 1930s and 1970s with unknown replacements. Hazardous materials are likely present and suspect materials shall be tested. Age also requires considerations of Historic Preservation. Flat roofs may tie into existing slate and faux slate pitched roofs and these shall be included in the investigation and survey only where applicable for continuity into the flat roofs or if proposed new roof requires tie in, modification, or other. Most existing flashings are suspected copper, and all shall be installed with new copper. Gutters are not anticipated but shall be considered in a similar manner if adjacent to, affected by, or in any way, part of existing or planned work and are therefore not exclusively excluded from this scope. This principal includes any and all other possible conditions or elements not disclosed in this document or attachments which may or may not be known to the VA at time of solicitation. The VA has limited drawings and documentation of existing buildings. The VA will provide access to available documents to the AE. The AE will be responsible for verifying and producing accurate plans and shall not assume or rely on accurate or complete drawings from the VA. Errors in plans provided shall be corrected by the AE as part of this contract work.

A/E Scope of Services:

The reporting services shall include, but are not limited to:

1. Full survey of all flat roofs on indicated buildings for;

a. Hazardous materials including ACM per NYSCR56

b. Composition

i. Cores of roofs shall be taken as needed to document makeup and condition. All testing or destructive investigation shall be patched appropriately to maintain watertightness.

c. Saturation and water intrusion

i. Use of thermal imaging or other is permitted

d. Condition of surroundings

i. masonry construction

ii. tie ins

iii. doors

iv. caps

v. privacy or fall protection screens

vi. drains / scuppers / gutters

vii. adjacent sloped roofs

e. Mechanical, Plumbing, and Electrical equipment and penetrations

f. Drainage

g. Structural Integrity of roof structure

i. Deck

ii. Portico entire structure

iii. Etc.

h. Other hazards and conditions

2. Full summary of survey;

a. Narrative of overall conditions

b. Grade of overall roof conditions with photos, A-F and indicate urgency.

c. Notes regarding findings listed in item 1

i. Roof components and adjacent associated elements such as masonry, drains, structure, etc.

ii. All items (or groups of) shall be graded A-F and indicate urgency.

d. Recommended repairs with estimated costs

e. Estimated cost for total replacement of each entire roof system at each location AND for overall building

f. Recommended improvements plans and estimated costs for each building.

g. NOTE; AE shall submit format template with examples to VA for review and approval prior to use as final document and retains the right to change or alter the format of the final document to ensure clarity and completeness of final deliverable.

3. Final deliverable shall be the summary as well as the architect’s final recommendations (3 proposals) to perform the design work portion of the contract within the VA’s budget allowance for all of the buildings included. This may vary from item f above and may include repairs, replacements, and improvements. Design shall focus on the following criteria;

a. Overall value

b. Critical conditions to building integrity

c. Auxiliary conditions in and out of budget such as major structural or system repairs or replacements

d. Ease and cost to work around or relocate existing equipment

e. Safety and condition concerns and improvements

The design services shall include, but are not limited to:

1. Preparation of design documents based on the decisions of the VA for final scope as determined by the survey summary and perform any additional investigation services to prepare said documents.

2. Develop a detailed phasing plan(s) and any other preparatory plans including traffic, staging, access control, fall protection, temporary signage (interior and exterior), abatement, surveying, and site specific requirements such as PCRA, ICRA, etc.

3. Provide investigative and schematic design services, construction documents, working drawings, specifications, cost estimate, shop drawing review and construction period services as required to replace the roofs. Services will include all Site/Civil, Electrical, Mechanical or other Engineering work with this project as needed. Provide for necessary additions and relocations of all MEP items to support the project and operations including phasing and temporary services as needed. All aspects of the design must adhere to the design manuals posted on the VA technical information library (see below).

4. Provide contract specifications utilizing as a template the VA Master Specifications available at www.cfm.va.gov/TIL/. Edited specifications are to be provided to the Canandaigua VAMC electronically by email or on ACC. All edited specifications shall be edited to be project specific and have all impertinent specs and information removed. The designer shall provide to the VAMC a comprehensive electronic spreadsheet listing, by specification, all required submittals for the project for use as a submittal log and shall include submittal type, number, reference, if physical samples are required, etc. TIL specifications are a guideline, and the AE is responsible for correcting all errors, formatting, missing, or necessary modifications to serve the project.

5. Although all applicable VA Design Manuals must be adhered to, the VA Design Manuals that have significant importance to this design effort include:

· HVAC Design Manual

· Plumbing Design Manual

· Electrical Design Manual

· Physical Security and Resiliency Design Manual

· Site Design Manual

6. The A/E shall review and include any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes

7. The A/E will make site visits as required to determine existing as-built conditions affecting this project. Note: Information including drawings and other documentation provided to the A/E is used as reference only. A/E shall field verify every aspect that relates to the project.

8. Attend design review meetings and make all necessary site visits during design to gather information necessary from the existing sites, building plans, utility plans, etc. to provide a complete assessment of the proposed work. This should include an identified number of visits included in the proposal. The VA shall provide access to hardcopy files of existing drawings, and the AE shall conduct all searches of these files for any required reference materials to support design efforts.

9. A/E shall include comprehensive design to and shall itself take all measures for safety & infection control necessary for protecting existing equipment and property in affected areas of survey and work against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered.

10. The invoices and payments will be based on the percentage of the project's actual design progress only upon acceptance of the deliverables by the VA.

11. Meeting/Conference 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. The VA will provide the meeting minutes form.

12. The A/E 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. The VA will not start the design review process until both paper and electronic copies of the submissions are delivered to the VA PM/ COR.

13. Any and all destructive investigation shall be patched to ensure weather and water tightness and maintain any applicable ratings. Repairs shall match composition and maintain structural integrity. All repairs shall be considered permanent as it is understood the design and construction portion of the contract may not include all areas tested destructively for the investigative services.

All designs will follow, but not be limited to, VA Space Planning Specifications, in conjunction with the VA Master specifications as outlined in VA Handbook 7610. The design will be completed in a manner that the estimated construction cost is within the VA budget of $5 Million.

A/E Design Deliverables:

1. 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 Attachment 1; 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 requirements in PG-18-15 and compliance with NYSCR56 are applicable at VA Finger Lakes Health Care System (FLHCS) - Canandaigua Campus.

The following submittals will be required for this project:

· Survey Plan

· Initial Site Visit to become familiar with the VA facilities personnel, site, and conditions.

· Proposed plan for investigation including schedule, equipment, process, and work plan.

· Access may require specialized lists, permits, and access control for safety.

· Survey Summary / Proposals

· Contents of summary shall include information as described above including but not limited to:

· Findings and conditions

· Recommended repairs

· Estimated costs for repairs and replacements

· Proposed design alterations to improve conditions

· 3 proposed plans for final work within budget

· *Submit template format for review prior to submission*

· VA acceptance of proposal

· VA will accept or negotiate proposals with AE for design portion. VA reserves the right to re-evaluate budget at time to change budgetary restrictions and modify contract based on the findings and urgency of conditions.

· AE and VA shall have formal meeting to discuss final design direction and approach prior to commencement of design services portion of work.

· Conceptual Design 10%

· Additional site visits and investigations as needed.

· Document for proposed sheet organization

· Proposed design intent

· Materials

· Preservation

· Quality Control (QA/QC) Plan.

· Schematic Design (SD)- 30%

· Design Development One (DD) – 60%

· Phasing, traffic, safety, and ISLM/ICRA plans required for approval

· Construction Documents (CD)- 90%

· Unstamped Final Document– 100%

· Bid Documents (BD)-100%

2. The A/E will provide (1) full-size drawing copies (at 95% and later only) and electronic (for all) and bound paper copy of all documents (at 95% and later only, digital for all submissions) at each review stage Provide an electronic set and (1) set of drawings stamped and signed by a Professional Engineer specifications word and PDF, and cost estimates at final design submission. Electronic set at 100% final stage is to be provided in PDF and AutoCAD 2020 and/or REVIT formats.

3. Design Review and Completion Schedule:

Deliver each identified submittal to the COR on or before the date specified below:

a. Survey schedule and approach [investigation) 15 days after the contract is awarded.

b. VA review [] 10 days…25 days after the contract is awarded.

c. Complete survey [investigation] 35 days… 60 days after the contract is awarded.

d. Deliver Summary and Proposals format + VA review [Shall be performed during survey and returned]

e. Deliver Summary and Proposals [design plan] 30 days… 90 days after the contract is awarded.

f. VA review for [Summary and Proposals] 15 days…105 days after the contract is awarded.

g. --DESIGN MEETING REQUIRED TO PROCEED--

h. Deliver Conceptual plan [10% complete] 150 days after the contract is awarded.

i. VA review for [10% complete] 15 days…165 days after the contract awarded.

j. Deliver Schematic design [30% complete] 35 days...100 days after the contract awarded.

k. VA [30% complete] 15 days ...115 days after the contract is awarded.

l. Deliver Design Development [60% complete] 60 days...175 days after the contract awarded.

m. VA /3rd Part [60% complete] 20 days …195 days after the contract awarded.

n. Deliver construction documents [90% complete] 25 days ... 220 days after the contract awarded.

o. VA [90% complete]/ 15days …235 days after the contract awarded.

p. Deliver Unstamped final documents (100%) 10 days….245 days after the contract awarded.

q. VA [100% complete]/ 5 days …250 days after the contract awarded.

r. Deliver Bid documents (100%) 5 days….255 Days to complete.

>>>>AE shall coordinate with VA COR and CO if the schedule above needs adjustment<<<<

Design attachments:

Construction Period Services (CPS) During Bidding:

a. Provide bidding assistance and evaluation.

b. Provide expeditious written clarifications to questions (RFI) about the specifications and drawings that are submitted by prospective bidders and/or offerors prior to submission of offers. Written responses shall be prepared and forwarded to the VA Contracting Officer and COR and not to the bidder/offeror.

c. Attend pre-bid job walk and provide all engineering responses to questions asked by potential bidders and issue an addendum, if necessary

Requests for Information (RFI):

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

Submittal Reviews:

Submittal reviews shall be submitted 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 in any of the electronic formats listed above.

Modification/Change Order Requests:

Modification requests shall be submitted 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. Autodesk Revit Project (rvt) format and AutoCAD (dwg) format.

AUTODESK BUILD CONSTRUCTION MANAGMENT PLATFORM.

The contractor is responsible for completing and completing the following Requirements:

a. 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.

b. The contractor shall accomplish and complete the following tasks upon award of contract:

1. Request access to ACC platform and Productivity NOW eLearning Site to project VA COR NLT 14 days from contract award.

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

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

· Full Name

· Company Name.

· Mail Address.

· Email Address.

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

4. Upon granting access, staff shall complete required ACC training through the Productivity NOW platform within 12 Calendar days.

c. Access to Productivity NOW eLearning will expire after 12 Calendar days after online access is granted. The contractor shall complete ACC training within that period.

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

e. 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 the contract amount 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 include but not limited to: RFIs, submittals, schedules, shutdown requests, actionable tasks, reports, testing, safety inspections, photos, and site surveys.

f. The contractor must inform the COR of any staff changes NLT 2 business days from the change. Staff changes pertain to staff who were granted access to the ACC platform. The contractor shall request termination of access, replacement of personnel and/or any other action that might impact on the contractor’s ability to maintain the required utilization of the platform.

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