36C24220R0032-001.docx

RENOVATE BUILDING 13CD FOR RESIDENTIAL

SUBSTANCE ABUSE REHABILTATION PROGRAM AT FDR

(AE SERVICES)

PROJECT 620-20-106

STATEMENT OF WORK

Background

The current trend for the Department of Veteran’s Affairs (VA) is to provide “Patient-Centered Healthcare”. This includes the design and planning of on-site domiciliary facilities for transitioning Veterans contending with substance abuse back into the community, through the Domiciliary Residential Rehabilitation and Treatment Program. Domiciliary programs provide a safe, secure, therapeutic, home-like environment designed to facilitate attainment of each resident’s optimal level of functional independence through active participation in individually developed treatment plans and job placement programs. To address the high rate of Veteran self-destructive dependencies and its predisposition to homelessness and associated elevated suicide rate, the FDR Campus has been identified as a facility for the construction of a domiciliary for providing shelter for Veterans recovering from substance abuse. Building 13, Ward CD will be converted to accomplish this task. Building 13 ward CD is approximately 17,300 square feet and is the third-story of a three-story building. The ground and second stories shall be assumed to be occupied during construction. Also, there is some risk that separate construction activities may occur simultaneously on the second story of the building. This should be a consideration during the design phase of the project.

Objectives

The objective of this acquisition is for the planning, design and construction management for the renovation of the third floor of Building 13 Ward CD, otherwise known as “13 CD”, to provide living accommodations for Veterans recovering from substance abuse. Supplementary to current technical manuals, codes, and other VA criteria, the following VA Design Guides are to be consulted during the design phase of the project:

· PG 18-3 Design and Construction Procedures

· PG 18-9 Space Planning Criteria

· Chapter 202: Substance Abuse

· Chapter 312: Domiciliary

· PG 18-13 VA Barrier Free Design Standard

The goal is to use the space to provide a 100% ADA Compliant design that meets the VA Domiciliary design criteria as per the Domiciliary Residential Rehabilitation and Treatment Program. The above listed documents in combination with the VA Technical Information Library (TIL) are intended to provide the standards to the AE for the baseline of this renovation.

The approximately 17,300-square foot renovation shall include a minimum of:

· 30 individual patient quarters consisting of bedroom and bathroom

· 5 quarters reserved for female patient needs

· 7 offices for medical professionals to meet with patients

· 1 group room large enough to accommodate all patients and staff together

· 1 dayroom

· 1 galley-style kitchen

· 1 nursing station (designed with the expectation that it will be staffed 24/7)

· 1 conference room

· 2 staff bathrooms (M/F)

· 2 public bathrooms (Unisex)

· 1 staff breakroom with adjacent locker rooms

· 1 Pyxis™ MedStation™ medication storage room

· 1 laundry room

Period of Performance

The period of performance for design shall be 320 days from Notice to Proceed (NTP). The Construction award date is unknown. Construction Period Services are required until full completion of the project and final acceptance made to the General Contractor whereby the VA can take beneficial use of the space or 5 years from date of award due to appropriation law, whichever occurs first.

The Supplement B document included in the contract documents shall define requirements for the deliverable design milestones, construction period services, and shall be used as a basis for progress payments.

Place of Performance / Place of Delivery

The place of performance for this contract is the care facility located at VA Hudson Valley Healthcare System, Montrose Campus, 2094 Albany Post Road, Montrose, NY 10548.

Scope or Tasks (for services)

Provide A/E Services which outlines the Design submission phase services and Construction phase service requirements for the renovation of Building 13 CD for Residential Substance Abuse Programs at FDR.

This project includes the review and field verification for completeness of existing record drawings and other contract documents for preparation of new As-built drawings. Through the Contracting Officer’s Representative (COR), VA shall provide existing record drawings to the AE for review and field verification. Field conditions may not be identical to existing record drawings; therefore, field surveying shall be performed by the AE as needed to prepare new up-to-date As-built drawings. The AE shall then utilize the new As-built drawings to develop a new set of Contract documents (Drawings and Specifications). Coordination with the client shall be required for any equipment layout modifications to complete the project design.

Perform work specified herein and comply with the VA’s design guide PG 18-3, PG 18-9 and PG 18-13 in addition to applicable design guides, regulations, procedures and conditions for work at the medical center and any applicable codes as per requirements of all governing agencies within and outside of the VA requirements.

Work shall include:

1. General Requirements:

a. Life safety panels are to be energized and functional always. Interruptions of power to hospital is to be coordinated off hours with no impact to patient care.

b. A preliminary engineering report shall be submitted along with plans to all agencies with the 35% preliminary plans. The package must be reviewed and approved in full before the 65% preliminary plans will be considered complete.

i. Preliminary engineering report shall include a minimum of three (3) different proposed conceptual designs for review and approval by VA.

c. A final engineering report shall be submitted along with plans to all agencies with the 65% Working Drawing. The package must be reviewed and approved in full before the 100% Working Drawings will be considered complete.

d. The Architect will be responsible for all necessary coordination, meetings, and submissions as required.

e. Project Documents shall include, but not be limited to:

i. All required submissions listed in the VA A/E Design Submission Requirements (PG-18-15), which can be found here: http://www.cfm.va.gov/contract/ae/aesubmin.doc

ii. All deliverables as outlined in the document labeled “Supplement B” that is included in this solicitation (preliminary and construction documents including drawings and specifications).

iii. All calculations and reports as outlined in the VA HVAC Design Manual

iv. Cost estimates for Construction

v. Site visit reports for design reviews and field investigations.

f. The AE Firm shall provide a survey to identify any possible asbestos, lead, and PCB hazards in work areas. This evaluation will be done by a qualified NYS licensed Certified Industrial Hygienist (CIH) to perform asbestos abatement and lead abatement for the project. These tasks are outlined in the Supplement B document of this solicitation. Monitoring and verification of work shall be provided in the construction period services.

g. Modification of Fire suppression system in accordance with all NFPA codes

h. HVAC installation in accordance with applicable VA guidelines and all other applicable standards for surgical suites.

2. Design Submission Phase Services (including but not limited to):

a. Review and verify the completeness of the VA supplied existing As-Built drawings and construction documents associated with Building 13 CD.

b. Prepare As-Built drawings based on the existing VA supplied information along with the field verification process as identified in VA guidance documents. Perform field survey as necessary for accurate field verification.

c. Provide a design narrative/analysis for each technical discipline (e.g. architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

d. Prepare contract drawings and specifications to address but not limited to anticipated Asbestos, Lead, PCB’s or other Environmental hazardous abatement within the renovation work areas.

e. Provide computations and sizing calculations for electrical, mechanical (HVAC, plumbing and steam), sanitary, structural and fire protection designs in accordance with VA guidance documents. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output and description of program procedures.

f. Provide individually packaged drawings for each submission to each unit specified in the “Distribution of A/E Materials” in PG-18-15 Volume C.

g. Provide Commissioning services for Electrical, Fire Protection and HVAC systems. The Commissioning Agent (CA) shall be a third-party entity, shall be a Professional Engineer (PE) experienced, certified and approved by the VA COR.

h. Provide design services of a CIH for Asbestos, Lead, PCB’s or other hazardous environmental tasks as outlined in the Supplement B.

3. Construction Phase Services (including but not limited to):

a. Provide contractor construction shop drawings, specifications, review requirements and other items in accordance with VA guidance documents.

b. Answer questions from prospective bidders about the project design.

c. Review contractor’s submittals to ensure items are in accordance with VA construction documents.

d. Conduct periodic construction site inspection services as defined in construction documents. The A/E will submit a survey report summarizing the conditions found at the construction site to the VA seven (7) calendar days after each site visit.

e. Review change orders/contract modifications as needed to assist in remedy, for appropriateness, feasibility, etc.; provide detailed itemized cost estimates for the increase/decrease of amounts.

f. Develop and perform punch list items in accordance with contract documents for project close out.

g. Develop and provide final As-Built drawings, specifications and construction documents in accordance with relevant VA construction criteria, guidance manuals and procedures.

h. Provide services of a Project Monitor for Asbestos and Lead which shall include Air monitoring during Construction Period services. The Project Monitor shall be independent of the CIH firm that was involved in the design phase and have no affiliations with each other.

Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

The AE firm will be furnished with paper copies of any available utility drawings for all work areas. The AE is responsible to verify Government-furnished documents for accuracy prior to relying on any Government-furnished drawings.

Security Requirements

The AE firm shall obtain day passes for any site visits from the police station. If personnel from the AE firm are expected to be on site more than five (5) days (cumulative) during the design, they shall file paperwork to obtain a permanent ID for the station. Necessary paperwork can be obtained from the COR.

AE staff is required to conform to VHA’s security and privacy requirements as described below.

All AE personnel must have in their possession for inspection by VA Police Department a valid state or government issued identification such as drivers’ license or passport.

Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government property.

Any AE personnel who intend to take photos must inform the COR at least 48 hours ahead to time of such intentions.

Safety Codes / Certification / Licensing

The AE firm shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NY state and federal Standards, regulatory codes, National Electric Code (NEC), NFPA and VA Design Guide and manuals, Joint Commission Standards, OSHA, Industrial Code Rule 56, VA Design Guides and Manuals, etc. Labs used by the AE firm shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the engineering reports. All drawings shall be approved and sealed with engineering stamp.

Travel

No travel for government employees because of this project is anticipated. Employees of the AE firm will be required to travel from their place of business to the place of performance indicated above for the purposes of field investigations, design reviews, pre-construction meetings, interim and final inspections, and closeout documentation preparation.

Special Material Requirements

No special materials are anticipated for this contract.

Any Other Requirements unique to the solicitation.

None

NARA Records Management Requirements.

The following standard Items relate to records generated in executing this contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.