01 - AE Design SOW - 5 Year Landscape Design Revised.docx

VA Maine Healthcare System (Togus VAMC) 1 VA Center 04/20/2022 Augusta, ME 04330

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

5-Year Landscape Master Plan

PROJECT NO: 402-24-600P

PROJECT NAME: 5-Year Landscape Master Plan

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a 5-year in-house maintenance project at the VA Maine Health Care System (Togus) in accordance with this design scope of work.

2. STATEMENT OF WORK:

A/E to provide design services to create a 5-year master plan for the beautification of the Togus VA campus. A/E to provide a full set of drawings, specifications and cost estimates for the VA campus grounds team to use as a guide to relandscape the Togus VA Campus over a 5-year span. This work is intended to be done in-house and with low maintenance, native plantings, and minor, low impact hardscape installations. Design is not to include any work in wetlands, forest, cemeteries, or trails. Services to also include a study from a certified arborist on the existing trees with recommendations on pruning, other types of care or removal. Arborist services not to include off site sample testing. Landscaping to be broken into two factors of design depending on location, see attached map labeled Landscaping Color Coded Map and below Landscaping Zones:

Zone A – Landscaping color coded in Red on the map is to include:

· Inspection of all existing trees and plantings, including services from the arborist. Design of landscaping items including flower beds w/ mulching and minor hardscape.

Zone B – Landscaping color coded Blue on the map is to include:

· Inspection of all existing trees and plantings, including services from the arborist only. Minor low maintenance landscaping design w/ no flower beds or hardscape.

Attached map is also broken down into areas of importance with Area 1 being most critical and Area 4 being least critical. The VA requests that the 5-year plan be broken out with most critical items happening in year 1 of the master plan.

The selected A/E shall prepare all required National Environmental Policy Act (NEPA) analysis and Environmental Assessment reports and documentation for any improvements made as part of this project.

Health Care System (Togus VAMC) record will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings submitted with this scope of work prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 02 – Togus Campus Map will give AE firm a basic understanding of the VA Maine Health Care System (Togus VAMC) campus.

The A/E 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 A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on the VA Maine Health Care System (Togus VAMC) campus must show documentation, and meet, the following additional requirements before starting site investigations on campus. Requirements are subject to change:

1. Negative TB Test, documented within the past calendar year

2. Annual influenza vaccination is required for all staff performing work at VA Maine Healthcare System (Togus VAMC)

3. Contractor badge must be obtained and worn by contractor, or representative, at all times while on campus

3. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design must meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

4. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 1 staff, and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these groups, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

5. SUBMITTAL REQUIREMENTS: Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

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; 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 following submittals will be required for this project:

· Quality Assurance/Quality Control (QA/QC) Plan

· Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

· Schematic Design (SD)- 35%

· Design Development One (DD) – 65%

· Construction Documents (CD)- 95%

· Final Design – 100%

6. DRAWING FORMAT:

All drawings 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.

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 Meeting minutes for 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. 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, 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.

Quality Assurance/Quality Control (QA/QC) Plan

· All documents in any of the electronic formats listed above.

Basis of Design (BD)

· All documents in any of the electronic formats listed above.

· Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

· All documents in any of the electronic formats listed above.

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD)

· All documents in any of the electronic formats listed above.

· Memo annotating what was not upgraded and corresponding justifications.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

Final Bid Documents (Bid)

· PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

· Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

· Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

· Word files of specifications.

· Revit and AutoCAD files of drawings.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

8. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules, which is located in SOW Attachment 05 - Engineering CPM Schedule. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

The 120 days listed in the part one project schedule may fluctuate based on when each submittal, especially the 95% CD submittal, is determined to meet all VA guidelines and acceptance is issued. If any submittal is not accepted due to insufficient design requirements or failing to meet all VA contract, submittal, and content requirements and additional time is deemed necessary, it is the responsibility of the AE firm to cover all costs associated with such delays and required revisions.

9. CONTRACT OVERSIGHT Only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

CO shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the VA Maine Healthcare System (Togus VAMC) Facilities Management Service Project Section and have the technical knowledge required to monitor and oversee the project.

10. 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.

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.

11. SOW and ATTACHMENTS:

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

· 03-01 SOW Attachment - VHA Required Div 01 Spec Sections

· 03-02 SOW Attachment - Togus Campus Map

· 03-03 SOW Attachment - Landscape Scope Map

· 03-04 SOW Attachment - Seasonal Influenza with Vaccines

· 03-05 SOW Attachment - A-E CPM Schedules

· 03-06 SOW Attachment - PIV Badge Template

End of SOW