SOW AE Design - Fisher House Utilities.pdf

VA Maine Healthcare System (Togus VAMC) 1 VA Center 6/4/2024 Augusta, ME 04330

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Fisher House Utilities

PROJECT NO: 402-24-113

PROJECT NAME: Fisher House Utilities – Togus, ME

Magnitude of Construction: Between $1,000,000 and $5,000,000

1. GENERAL INTENT:

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

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies, coordination with existing studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to run the required utilities from the Togus Campus to the new location of the Fisher House site. Utilities must be run within 5 feet of Fisher House site perimeter. Project will include extensive site investigation services to determine the layout of the existing utilities. AE to investigate and determine best locations in which to pull from existing utilities. Utilities to be run to the Fisher House site include the following:

Electric Utilities:

• 480v 3p normal electric power to site.

Domestic Water Utilities:

• 4” Fire Sprinkler Service w/ minimum 75 psi. Line size is critical to the fire sprinkler system functioning per code.

o If existing VA pressure is below 75 psi a fire sprinkler pump or a different water source with at least 75 psi will be needed. This possibly will need to be separate from the domestic water line. If a fire sprinkler pump if required, and if the VA primary source of power run to FH is deemed not reliable to run the pump, a backup source of power specific for the fire sprinkler pump will need to be incorporated into the design.

• 2” Domestic water line to site.

• 6” Fire Main to site for Fire Hydrants, if needed.

• Water meter

Sanitary Sewer Utilities:

• 6” line to the site

Other:

• Dedicated phone line for elevator to be run to site.

• Connection to the VA facility central monitoring point for Fire Alarm Systems and Life Safety

Devices to be run to site or configured.

• Telephone, internet, and data cabling to be run to site.

The selected A/E shall review all documents provided by the VA for required National Environmental Policy Act (NEPA) analysis, Environmental Assessment reports and Archeological site review. Prepare any additional documentation and record any improvements made as part of this project.

AE shall provide Option pricing for 3rd Party IH services if any abatement required per the design.

3rd Party IH Services (optional Line Items), if any abatement is required per design, will be a separate line item to be awarded when such services are needed.

A/E Part Two Services of this design project (also known as Construction Period Services) includes analysis of contractor’s bid pricing and estimate, responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, and maintain RFI log. All Part Two Services are optional line items and will not be exercised at the time of award.

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 A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of VA Maine 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 prior to the start of design work and conduct site investigations as necessary throughout the design. A/E is responsible for verifying all existing site conditions. 03-02 Attachment 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

Wytas, Elizabeth M.

AE shall provide Option pricing for 3rd Party IH services if any abatement required per the design.

IDK how you want to incorporate this, or where, but we should start including this EVERYWHERE.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities.

4. 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 in the includes those items to 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.

1. 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:

PG-18-1 Master Construction Specifications SOW Attachment 01 VHA Required Division 01 Specification Section List PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

H-7545 VA Cultural Resource Management Procedures 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.

6. 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 contractors, 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.

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VA Maine Health Care System (Togus VAMC), Augusta, ME. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY DESIGN: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (DESIGN MANUALS (PG-18-10) - Office of Construction & Facilities Management (va.gov)). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

11. 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 dated November 2008. This document is included as 03-04 SOW Attachment. 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).

http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf https://www.cfm.va.gov/til/dManual.asp#PSR https://www.cfm.va.gov/til/dManual.asp#PSR 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 Asbestos Abatement & Lead Abatement requirements in PG-18-15 are applicable at VA Maine Health Care System (Togus VAMC), Augusta, ME due to the age of the campus (construction of some existing buildings began in the 1890’s and continued through the present. Buildings dating from all decades are present on the Togus campus).

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 Bid Documents (Bid) – 100%

12. 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.

The A/E shall provide various 3D renderings to present to VA throughout the design phase 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) buildings are extremely congested with existing utilities.

Completed and submitted drawings shall clearly show the exact pathways, with dimensions, of all telecommunications and electrical utility runs under this project. Pathways shall be fully researched during design and graphically depicted in detail to clearly identify the route of each pathway for conduit and cable infrastructure which will meet all EHRM design requirements. Schematically showing pathways and circuits will not be accepted as part of a complete drawing submission for the electrical and telecommunications disciplines.

http://www.cfm.va.gov/til/projReq.asp

13. 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, 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.

Quality Assurance/Quality Control (QA/QC) Plan All documents in any of the electronic formats listed above.

Basis of Design (BD)

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

Schematic Design (SD)

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 http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp

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

Construction Period Services (CPS)

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

Submittal Reviews Submittal reviews shall be reviewed with responses submitted to VA 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 shall be in any of the electronic formats listed above.

Modification/Change Order Requests Modification requests shall be reviewed with responses submitted to VA 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.

Record Drawings Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. Record drawings shall be in AutoCAD (.dwg) format and fully compliant with all VA CAD standards.

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/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 03- 06 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.

Administrative Time 5 calendar days after receipt of Notice of Proceed QA/QC Submittal & Basis of Design (BD) 10% Submittal

10 calendar days after end of Administrative Time

QA/QC and BD 10% Submittal Review Meeting

5 calendar days after VA receipt of QA/QC & BD 10% Submittals

35% SD Submittal 20 calendar days after acceptance of QA/QC & BD 10% Submittals

35% SD Review Meeting 10 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 20 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 15 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 15 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 5 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 10 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting 5 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule

120 calendar days

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.

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 3 years from final acceptance of the design to exercise the option(s) for Construction Period Services.

15. 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.

A COR from the VA Maine Healthcare System (Togus VAMC) Facilities Management Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

16. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The current version for this standard is version 3.1, dated July 1, 2021

A/E is responsible for any updates to this standard that have been made up to the time of award.

(https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at The VA Maine Healthcare System (Togus VAMC) must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment and supporting physical space and equipment.

https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf

17. 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.

End of SOW

List of SOW attachments:

03-01 SOW Attachment 02- VHA Required Div 01 Specs Sections 03-02 SOW Attachment – Togus Campus Map 03-03A SOW Attachment – Seasonal Influenza with Vaccines 03-04 SOW Attachment – SOW Attachment PG 18-15 A-E Submission Req Vol C 03-05 SOW Attachment - VHA Directive 1061 03-06 SOW Attachment – A/E CPM Schedules 03-07 SOW Attachment - PIV Badge Template