S02 Togus AE SOW.pdf

VBA Regional Of f ice, Togus, ME

STATEMENT OF WORK

7.17.2024

Department Of Veterans Affairs Veterans Benefits Administration Office of Facilities (20M31)

Statement of Work

July 17, 2024

Full Design Services Full Renovation for VBA Regional Office, Togus, ME 1st, 2nd, and Basement Floors

The Department of Veterans Affairs (VA) is seeking the services of an Architecture and Engineering firm (A/E) to assist the Veterans Benefits Administration (VBA) in Developing Design Intent Drawings (DID) or Schematic Design (SD), Design Development (DD) and Construction Documents (CD) Packages and prepare all necessary drawings and specifications for a full service, full renovation of Class A, meeting Gold LEED certification requirements (preferred), but minimum of Silver LEED Certification for Veterans Benefits Togus Regional Office (RO) located at existing Building 248, Togus Campus at 1 VA Center, Augusta, ME 04330.

A. Introduction

The purpose of this Delivery Order is to secure the services of an A/E to assist VBA to design a complete renovation of Togus, ME RO existing building currently on the grounds of the Togus Campus.

This project will include re-design of existing building (2 stories and a basement) of approximately 42,518 gross square feet (GSF) First, Second and Basement to house approximately 352 RO staff and 19 Veterans Service Organization (VSO) staff.

Initial stage of design will specifically cover, Predesign

Investigative Study of the air handling unit systems, mechanical piping, ductwork, and terminal units serving the Togus RO, Building 248.

Secondly structural analysis of the Togus RO, Building 248, to determine if the A/E recommended replacement HVAC equipment could be supported in a rooftop Penthouse or the A/E shall determine a suitable location for placement of ground level pad-mounted HVAC unit(s).

Department Of Veterans Affairs Veterans Benefits Administration Office of Mission Support

The building shall be a LEED Silver certified or higher by the United

States Green Building Council.

The A/E shall produce a design solution reflective of local best practices for similar private sector Class A office space modified to meet VBA’s specific needs.

The project is being funded through a Minor Construction program and will be procured through Design/Bid/Build procurement.

The construction budget will be established in Schematic Design

Deliverable and verified and refined at every milestone.

B. General Project Requirements

Background drawings such as base building architectural and MEP engineering drawings will be provided either electronically or hard copy by VBA, and field verified by the contractor (Attachment 2).

Design documents shall be of sufficient programmatic and technical detail as to permit the VA to successfully solicit and award a contract for construction of Togus RO building complete renovation.

The DID package shall be of sufficient information and technical detail to permit the VBA’s furniture contractor to furnish the project through the Federal Acquisition Regulation (FAR) and Department of Veterans Affairs Acquisition Regulation (VAAR) procurement process.

Plans shall be drawn using standard professional drafting skills, scales, standards, and techniques.

All drawings shall be delivered electronically in the most recent version of AutoCAD, and the most recent version of Adobe Acrobat PDF, and in hard copy in quantities specified in the next item. Specifications and Narratives shall be delivered electronically in the most recent version of Microsoft Word or Excel, and hard copy in quantities specified in the next item.

Throughout project development, the A/E shall coordinate with VBA

Office of Mission Support (OMS), in Washington, DC; the management of the Togus RO; and the assigned VA Contracting Officer. The A/E shall submit a total of five (5) printed copies, one (1) set signed and stamped, and one (1) electronic copy of the and final documents to the key personnel listed below. This should include all final graphic design files in PDF format on DVDs.

Intermediate submissions can be limited to Two (2) hard copies and One (1) electronic.

Provide all necessary printing/plotting/CDs for review submissions and post electronic copies of bid documents to prospective bidders for the Design/Bid/Build contract (RFP).

The A/E shall assign a Project Manager as the primary Point of

Contact for this Contract, and the Project Manager shall remain involved in the effort until completion. The A/E will perform a thorough quality control on all deliverables.

The final submission will be due within 115 calendar days of

Notice to Proceed.

C. Scope of Architectural-Engineering Design and Construction Administration Services

Provide the necessary professional services to develop a DID space plan based on interviewing the Togus RO end users, provide space program (Attachment 1) as a guide, a n d using established/approved Architectural Design Standards and other VBA furniture standards. The task includes preparation of minimum of 3 (three options) of conceptual design followed with full service (Architectural, life Safety, HVAC, Plumbing, Electrical) DID drawings and construction documents based on an approved schematic design, including ‘First Impressions’ - environmental graphics and signage, and construction administration services for the renovation of the First, Second and Basement Floors, (Basement Floor – partial) of the building 248 at Togus Medical Center. The documents shall include design-intent generic Fixtures, Furnishings and Equipment (FF&E) layout plans to assist the VBA Regional Office’s selected vendor to develop furniture and equipment procurement documents and installation drawings for all floors.

Full HVAC Mechanical, Plumbing, Electrical, Fire Protection Engineering, Data/Communication, IT, Security Design Services, shall be provided for the entire Building 248.

The following deliverables are the minimum required for the development of complete construction documentation packages for this Delivery Order:

D. Deliverables

Schematic Design or Design Intent Drawings with construction Phasing. Up to 3 Options (Duration 3-4 weeks)

Design Development Drawings with Phasing (Duration 4-6 weeks)

Construction Documents (Duration 5-7 weeks) Construction Administration (Duration of Construction)

Scope of Work - Design Services

E.1 Space Programming/Planning and Pre-design

Meet with VBA staff in Washington (Central Office) and with the end user to review the final space programming requirements and design intent comments. Conduct documentation research and review to establish design criteria.

Verify the number of occupants of the new building, the function each occupant performs, and the department or group to which each occupant belongs.

Tour the existing RO and interview the RO management team members to determine the positive and negative attributes of the existing RO.

Confirm and fine tune space allocation program (Attachment 1) to include building occupants (employees and visitors), files, equipment, and support spaces such as training room, conference room, hearing room, and canteen, if required.

E.2 Schematic Design Phase or Design Intent Drawings (DID) Set

Schematic Design Phase will be equivalent to 10%. An intermediate submission (5 % design) is required and will have 3 options to choose from. Each Option will be planned as at least 2 Phase project to allow for continued and uninterrupted presence at Togus MC. Once 5% Selection is made Contractor will further develop selected Scheme to full 10% of Design. This will complete DIDs.

Produce a design narrative for each major discipline.

Prepare all drawings required to properly illustrate design intent. At a minimum, include the following drawings:

1. Dimensioned conceptual architectural floor plans. 3 Options.

2. Phasing Plans.

3. Conceptual HVAC, MEP, Life Safety Plans. Conduct a utility analysis.

4. Any additional drawings as needed

5. Conceptual Site Plan (If needed)

6. Exterior Conceptual Elevations (if needed)

7. Furniture and equipment conceptual plans. This document will lead to procurement of furniture vendor who shall be responsible for final delivery and installation of furniture and equipment.

8. Environmental Graphic Design (EGD)

Perform a code review and analysis of all applicable national, state, local codes, and VBA guidelines for construction of a new office building.

Provide a Schematic Design construction cost estimate.

E.3 Design Development Phase (Selected Option)

Design Development Phase will be equivalent to 70% of design.

There shall be 35% intermediate progress review.

Prepare all drawings required to properly illustrate design intent. At a minimum, include the following drawings:

1. Dimensioned architectural floor plans

2. Life Safety Plans

3. Phasing Plans

4. Reflected ceiling plans

5. Any additional drawings and details as needed.

6. Door, Windows, Wall types, Hardware Schedules

7. HVAC, MEP, Safety and Security Plans. (Power and

Voice/Data plans, indicating outlet locations)

8. Finish plans

9. Site Plan (If needed)

10. Exterior Elevations (if needed)

11. Furniture and equipment plans. Furniture Renderings

(up to 3 Options).

12. EGD details and low resolution composed images/drawings 13 Presentation Color Boards with 3D Visualization renderings.

Prepare Outline Specifications.

Update the design narratives.

Coordinate Interior design finishes and furniture materials and finishes.

Interior Design Development finishes boards (3 Options).

Provide a detailed construction cost estimate.

Review meeting with the VBA OMS, and the Togus RO management.

E.4 Construction Documents Phase (Selected Option)

Construction Documents Phase will be equivalent of 100% of design.

There will be 90% intermediate progress review.

Develop a construction documentation package, including but not limited to all final standard material specifications/schedules, all details, in anticipated millwork areas, graphics, as described below and full engineering documents including mechanical, plumbing and electrical.

1. Dimensioned architectural floor plans.

2. Life Safety Plans.

3. Phasing Plans.

4. Reflected ceiling plans.

5. Any additional drawings and details as needed.

6. Door, Windows, Wall types, Hardware Schedules.

7. HVAC, MEP, Safety and Security Plans. (Power and

Voice/Data plans, indicating outlet locations).

8. Finish plans.

9. Site Plan (If needed).

10. Exterior Elevations (if needed).

11. Furniture and equipment plans with power/data locations and quantity of the furniture units to facilitate the VBA’s furniture contractor to complete the work for the intended renovation.

12. EGD High Resolution Drawings and fabrication Details.

Prepare Specifications.

Update design narratives.

• Prepare supporting calculations for plumbing, mechanical, and electrical systems.

Interior Design finishes final boards (Single Option).

Provide a detailed construction cost estimate.

The submissions shall be consistent with the standard of care as stipulated in the AIA B141 contract. Specifications shall be in AIA Masterspec format and shall allow for three (3) approved manufacturers.

Review meeting with the VBA OMS, and the Togus RO management.

E.5 Construction Administration

Provide construction administration and review of all submitted shop drawings during construction. Such review will be consistent with the standard of care as stipulated in the AIA B141 contract.

Provide for a total of twelve (12) combined construction meetings (can be teleconferenced). 2 site observation review visits by the A/E Team including Punch List.

Provide direction in response to Vendor’s Requests for Information.

Provide interpretation of Vendor’s requests for change proposals.

Provide a list of items observed during the course of field reviews and prepare a punch list of construction deficiencies noted during the substantial completion review visit.

E.6 Solicitation Phase

Respond to bidders’ questions during solicitation phase through the VA Contracting Officer.

F. Components of Design Services

Design Services comprised of components that shall be presented and approved at each stage of the design progress (SD, DD, CD) and are as follows:

F.1 Architectural and Engineering service (described above) F.2 Furniture, Furnishings & Equipment (FF&E) F.3 Signage and Environmental Graphic Design (First Impressions)

F.1 Scope of Architectural and Engineering services

Described above.

F.2 Scope of Furniture, Furnishings & Equipment

(FF&E) FF&E Planning and Design Phase

The Furniture, Fixture, and Equipment (FF&E) RFP Package shall be of sufficient programmatic and technical detail as to permit the General Contractor to solicit Furniture and Equipment from an independent vendor, or otherwise VA to successfully solicit and award a contract for new FF&E for the renovated Togus RO through the Federal Acquisition Regulation (FAR) and Department of Veterans Affairs Acquisition Regulation (VAAR) procurement process.

The color/finish design for the furniture package shall be coordinated with the Building’s Interior design color/finish schedule. Evaluate the building’s Interior Design color design and make recommendations for changes in quality and/or color for compatibility with furniture design.

Prepare a budget estimate for the new furniture procurement.

FF&E Solicitation Phase

Respond to bidders’ questions during solicitation phase through the VA Contracting Officer.

FF&E Installation Phase

Meet with the successful furniture vendor or vendors to review contract details and installation schedule.

Review dealer’s installation drawings for accuracy and coordinate placement of all power and Voice/Data feeds for systems furniture with the Construction Documents

Assist in the final selection of fabrics and finishes.

Witness the placement of furniture to site.

In conjunction with the VA Resident Engineer, create a furniture punch list by floor and area.

F.3 Scope of Signage and Environmental Graphic Design (EGD) (First Impressions)

The A/E shall provide the necessary professional services to prepare concept and design development for the implementation of Signage and Environmental Graphic Display(s) with images that memorialize the support and care services provided by the U.S. Department of Veterans Affairs and the Regional Offices of Veterans Benefits Administration (VBA). The graphic display is to utilize the developed Graphic Design Guidelines. The A/E shall prepare site-specific recommendations and implementation documents for the fabrication and installation of graphic display for the above referenced project location. Anticipated locations for First Impressions installations are:

- Veterans’ waiting Area,

- One or two other locations on the second floor (could also include Director’s office). The following deliverables are required as a part of this Contract:

EGD ADMINISTRATION

Client meeting to discuss project needs and available materials.

Research Client’s submitted materials (includes photographs and scans).

EGD (First Impressions) SCHEMATIC DESIGN

Develop a Graphic Display design for the designated project location that enhances the visual impact of the designated spaces. The Graphic Display Design is to capture the unique vernacular of the location while providing a consistent First Impression Graphics aesthetic that depicts the Agency’s mission.

Review VBA OMS’s Environmental Graphics Design Guidelines, Design Development and a sample Graphic package.

Prepare sketches, strategies, notes, and material ideas.

Photo research.

Design composition.

Client meeting to present two (2) options for client to review.

EGD DESIGN DEVELOPMENT

Graphic design to include: search for images, re-sizing, re-formatting;

creation of low-resolution graphic composition files based upon design composition; creation of materials, color, and text placement design intent; development of scaled fabrication drawings; modification of initial concept up to two revisions per individual graphic collage; preparation of files for issue to fabricator.

Modify design of selected concept option.

Develop scaled intent drawings (plans, elevations, and details).

Output color prints to finalize color selections.

Finalize design intent.

Client meeting to present modified design

VBA Regional Office, Togus, ME

EGD CONSTRUCTION DOCUMENTS

Based on the approved design concept, prepare the necessary Production Documents for the production and installation of the Graphic Display by a professional graphics services fabricator, and required supporting millwork, related attachment or suspension details for graphic display for the proposed Regional Office Graphics Displays.

Provide estimates of probable costs based on completed Production Documents.

Coordinate with fabricators.

Final changes to design intent file.

Create high resolution graphic files per fabricator’s evaluation of specifications.

Prepare production files and write CDs to send to fabricator.

EGD CONSTRUCTION ADMINISTRATION

Review and approval of shop drawings from the fabricator Review and approval of submitted material samples Review and approval of submitted proofs (test prints) Walk-through site and generate punch list comments to send to fabricator Final approval

G. OTHER General Requirements

1) Anticipate the following travel and presentation requirements:

Travel o Travel to Togus, ME to verify and locate all required HVAC components and electrical devices.

o During construction, four (4) anticipated trips by the Architect, one (1) anticipated trip by the Interior Designer, and two (2) anticipated trips to Togus, ME for meetings by the MEP team.

o One punch-list walk through for construction by the combined Architect, Interior Design, and MEP team.

o One punch-list walk through for graphics.

VBA Regional Office, Togus, ME

Presentations o Work session with OMS to produce 5% options o Presentation to Togus, RO, and OMS, 5% 3 options o Presentation to Togus, RO, and OMS, Schematic Design Package o DD Work session with OMS and RO, Design Development o Presentation to Togus, RO and OMS, Design Development package.

o CD Work session with OMS and RO, Construction Documents.

o Presentation to Togus, RO and OMS, First Impressions, EGD package.

o Presentation to Togus, RO and OMS, Construction Documents package

H. Key Personnel Director, VBA Togus RO Chief, Support Services Division, VBA Togus RO Project Manager – VBA OMS

K. Exhibits

Attachment 1 – Togus RO Program of Requirements Attachment 2 – VBA OIT Infrastructure Manual Attachment 3 – VBA Design Guidelines