5 528A5-26-505 Can Dry Sprinklers AE Statement of Work.pdf

528A5-26-505 CANANDAIGUA VAMC 2025 12 12

A/E STATEMENT OF WORK

PROJECT NO. 528A5-26-505 UPGRADE SPRINKLERS AND FLUSH DRY SYSTEMS

STATEMENT OF WORK 1 OF 15

This project is to provide architectural and Engineering design service to design the complete replacement of the existing dry sprinkler system and provide construction monitoring, and project closeout services for demolition and replacement of current dry sprinklers in many of the buildings in

Bath, station of the VA Finger Lakes Health Care system.

Overall project will consist of the design effort for existing dry system replacement. In addition to providing A/E service during the construction service period until the closeout of the construction phase.

Design will incorporate all existing dry system components and associated equipment, interfacing with existing sprinkler and fire alarm control system.

Planning will encompass all aspects of a construction project from mobilization, through demolition and installation, and into demobilization and project closeout. Will include during design cycle decision points on riser replacements in patient rooms, historical areas, and maintenance and inspection access.

The design will be completed in such a manner that the estimated construction cost is within the VA budget.

All concepts and implementation(s) will follow but are not limited to Veterans Administration (VA)

Guides and Specifications, Project Specifications.

1 TABLE OF CONTENTS

1 TABLE OF CONTENTS 1

2 EXISTING CONDITIONS 2

2.1 CANANDAIGUA STATION

2.2 Personnel Required for Design Effort

3 A/E SCOPE OF SERVICES 3

3.1 Contract execution: Design Phase

3.2 Conceptual (0%-10%)

528A5-22-504 FINGERLAKES HEALTH CARE SYSTEM VAMC 2025 12 12

STATEMENT OF WORK 2 OF 15

3.3 Design Development (35%)

3.4 Mid-Design (65%)

3.5 Pre Final Design (90%)

3.6 Final Design (100%)

3.7 Contract execution: Construction Phase both sites

3.8 Project Completion and Closeout

4 COMMUNICATIONS AND STANDARDS 11

5 VA SUPPLIED INFORMATION AND DOCUMENTATION. 13

2 EXISTING CONDITIONS

As part of several VA audits, and VA Finger Lakes Health Care System maintenance records, the dry sprinkler systems have been found to be aged, and in need of updates for maintenance and code compliance. All the buildings are or older than 50 years old, and have multiple issues such as leaks, compressor failures, compliance and code issues, pitching problems and the absence of low point drains.

Some of the system components are not easily accessible for inspections and maintenance. Most of the buildings are early twentieth century brick and plaster with many updates and improvements. The fire alarm systems range in age from 10 – 30+ years in age, some require updates per VA policy.

All parts of the dry systems are to be replaced from basements to attics. Risers to be replaced. This includes but not limited to sprinkler heads and their layout, pipe sizes and routing, drainage systems, low point drains, with proper pitch and accessibility, dry pipe valve assemblies, air compressors, all associated equipment located throughout buildings, all riser sprinkler system, associated systems, trim kit/components, all dry system piping, trim kits/components, and integration, testing, and commissioning with the existing sprinkler and fire alarm systems

All dry sprinkler equipment to be replaced unless instructed otherwise by the VA

2.1 CANANDAIGUA STATION

The Canandaigua VAMC is situated at 400 Fort Hill Avenue, Canandaigua, NY 14424. There are 7 total buildings with existing dry sprinkler systems at the facility.

STATEMENT OF WORK 3 OF 15

A. Building 4 attic Administrative offices and Gym

B. Building 5 attic Auditorium Recreation

C. Building 6 attic Offices for EVS, HSPC

D. Building 7 attic Inpatient Care Pharmacy

E. Building 8 attic Inpatient Care

F. Building 36 attic Call Center offices

G. Building 37 attic OIT Offices

2.2 Personnel Required for Design Effort

A. Certified and Registered Fire Design Professional with demonstrated familiarity with

1. New York State and Federal standards and regulations

2. Developing systems that are easily maintained and serviceable in early 20th century buildings

B. Certified and Registered Architect with demonstrated familiarity with

1. New York State and Federal historical preservation

2. Working in patientcare and treatment areas

3 A/E SCOPE OF SERVICES

Perform full design service for replacing the existing dry systems in Canandaigua VAMC, the service shall including but not limited to development a completed design package, design drawings, specifications, and construction cost estimate. The A/E service shall include, construction period service, construction monitoring, provide as-built drawings and support the construction project closeout.

Documented concept/design to determine, plan, and document the most effective replacement of the dry sprinkler systems and impacts of riser replacement. This will include full study on what the system usage needs are and provide information and options for VA selection into project.

Services will include all Site, Mechanical, Electrical, Fire and Security needs and any other Engineering or Architectural work associated with this project until completion.

3.1 Contract execution: Design Phase

A. Plan for conceptual, 10%, 35%, 65%, 90%, and final design review/gate meetings.

1. Attend design review/gate meetings, act as official note taker.

STATEMENT OF WORK 4 OF 15

2. 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.

3. Assess the intent and scope of this project and work with the Medical Center staff to develop the design and cost estimate to best suit the needs and constraints of the government.

4. Incorporating VAMC Engineering, VA Network 2, or any other government comments.

5. Completion of documentation packages, including final design, contract drawings, specifications, and cost estimate is to be 180 days from contract award.

6. AE Firm to have and develop a full Quality Assurance and Quality Control plan for this project design.

7. Use the Finger Lakes tailored for project version of VA Master Specifications, supplied by VAMC in editable format, Word. Edited and supplied by the project COR. The A/E to coordinate with the

COR

8. The A/E contract is to produce and develop complete drawings and specs for this project.

9. To be in reproducible AutoCAD, Word, and PDF formats

10. Develop, maintain and update plans, specifications, and documentation in ACC until project closeout.

11. Specifications to be the ruling documentation.

12. Utilize the VA supplied construction database tool AutoDesk Construction Cloud, Build platform

(ACC) for all construction support documentation and record documents.

a. It is the large file transfer protocol for VAMC during all phases of project.

13. Use VAMC specified design formats and title blocks supplied by VAMC and VA Technical

Information Library in editable format.

14. Provide asbestos and hazardous material survey ensuring NFPA / Life Safety Code and all building code compliant project.

15. Provide written constructability review and phasing plans. Prepare presentation for VA and construction bidders.

16. Propose, draft, and update Work Break Down Structure (WBS) with dictionary and possible project phasing concepts to aid contractors in preparing bids and VAMC to monitor work

17. Work with VAMC on the Pre Construction Risk Assessment (PCRA) process

STATEMENT OF WORK 5 OF 15

18. Develop and document ADA / Life Safety contingency plans for ADA/ Life Safety compliance use during construction.

19. Propose, draft, and update Quality Assurance Surveillance Plans to assist VAMC and ensure project meets requirements. Ensure criteria and methods are described.

20. Provide written construction cost and timeline estimates.

21. Develop draft maintainability matrix to ensure adequate and necessary maintenance and service information is collected from project contractors for VAMC Maintenance, Police, and Fire groups.

22. Develop, draft and follow commissioning and test plans for technical aspects of project.

23. Develop and manage a “as built” project documentation process. Relies on periodic (monthly) collection and communication sessions and periodic updates to full project team on status.

3.2 Conceptual (0%-10%)

A. Initial site visits to become familiar with VA Facilities personnel, the site and site conditions.

1. Meetings as needed to fully understand VA needs for

a. project deliverables

b. project documentation

c. safety and security needs

d. documentation methods for drawings and specifications

B. This includes full study on what is effectively needed and options for VA selection into project.

1. Concept design and recommendations defining the design approach.

2. This is a complete replacement project.

3. Confirm design approach, deliverables, and schedule.

4. 10% Gate Review Meeting

a. A/E access and interface

b. Stakeholder list development.

c. PCRA

d. WBS, Dictionary, and Phasing

e. Maintainability

STATEMENT OF WORK 6 OF 15

f. Constructability

g. As Built Process

h. ACC

i. Constraints Review

3.3 Design Development (35%)

A. Meetings as required. At a minimum, AE may hold separate meetings with stakeholders for input

/ requirements (trades, IT/EMS/end user)

B. Site investigation and surveys. Include written description of identified site obstructions and plans for joining to old work.

1. Visits to site

a. Review documentation available

b. Maintenance

c. Design

d. Upgrades that have occurred

C. Analysis of subject utility and support services.

D. Project level design plans to include at minimum layout options.

E. Project Level cost and schedule estimate for budget check.

F. Project level Work Breakdown Structure and phasing.

G. 30% Gate Review and Documentation Package

3.4 Mid-Design (65%)

A. Advanced design and architectural/engineering planning.

B. Outline and draft specifications, schedule of submittals in ACC.

C. Draft drawings.

D. Revised Cost and schedule estimate.

E. Work Breakdown Structure, dictionary, and phasing

F. Preliminary Quality Assurance Surveillance Plan (QASP)

STATEMENT OF WORK 7 OF 15

G. Site survey reports and analysis,

1. hazardous materials,

2. special conditions.

H. Constructability planning

I. Maintainability planning

J. PCRA documentation developed.

1. Complexity may require briefing meeting, A/E to VA PCRA team.

K. Interim Life Safety Plans

L. Infectious Control Plans

M. Emergency Contingency Plans

N. Water Resources Plans

O. Environmental Protection Plans

P. Commissioning Plans

Q. Response to all previous review comments.

R. VA Third Party Reviews

S. 50-60% Gate Review and documentation set.

3.5 Pre Final Design (90%)

A. Final design submission shall include drawings and documentation including;

1. Phased drawings showing the continuous use of the affected buildings and station.

2. Abatement of hazardous materials

3. Demolition of existing dry sprinkler systems.

4. Construction of new dry sprinkler systems

5. WBS, Dictionary, and full description of phases for project

6. Specifications, final schedule of submittals in ACC.

7. Finish Schedules

8. Finish cost and schedule estimate.

STATEMENT OF WORK 8 OF 15

9. Quality Assurance Surveillance Plan (QASP)

10. Site survey reports completed

11. Constructability report.

12. Maintainability report.

13. PCRA documentation.

14. Construction Statement of Work amplifying General Conditions specification 01 00 00 sections.

15. Response to all previous review comments.

B. Narrative Walk

1. Prior to the submission of the un-reviewed final drawings and specifications,

2. Demonstrate that the work shown on the drawings can be physically constructed as depicted.

3. Includes pertinent trades from VA staff.

4. Sub-contractor designers shall be present at the walk-thru which will encompass all the physical areas affected by the project.

5. Upon completion of the walk-thru, the VA will give direction to the Architect-Engineer whether the design may proceed to completion as shown or whether some re-design is necessary.

6. Schedule walk-thru to allow corrections before the un-reviewed final submission due date.

C. Review by VA third parties.

1. 90% Gate Review and documentation set and documentation set

3.6 Final Design (100%)

A. Response and incorporation of all review comments.

B. 100% Gate review and documentation set

C. Submittal of Construction Bid Package to the VA (COR).

1. Stamped by a licensed engineer.

3.7 Contract execution: Construction Phase

A. During Bidding:

1. Provide bidding assistance and evaluation.

STATEMENT OF WORK 9 OF 15

2. Attend construction pre-bid job walk.

3. Take attendance.

4. Provide meeting minutes.

5. Provide expeditious written clarifications to questions, about the specifications and drawings that are submitted by prospective bidders and/or offerors prior to submission of offers.

6. Written responses shall be prepared and forwarded to the VA Contracting Officer and Contracting

Officer Technical Representative (COR) and not to the bidder/offeror.

7. Provide bulletins for omissions and updates.

8. Provide review and evaluation of contractor’s fee proposals and contract changes to the Contracting

Officer and the Contracting Officer’s Technical Representative as required.

B. Construction

1. Provide minimum of 2 on-site inspections for observation and critical testing required by the project per building/system

a. Ensure proposal includes cost by visit for more visits

2. The Architect-Engineer is expected to be available within 48 hours after the VA requests a site visit.

3. Attend construction meetings.

4. Provide contractor shop drawing and material submittal review, recommendation and approval evaluation for the Contracting Officer’s Technical Representative (COR).

5. Provide written clarifications to questions (RFI) about the specifications, drawings, and site conditions for the Contracting Officer’s Technical Representative (COR).

6. In-process field inspection of critical testing required by project and specifications.

7. Conduct “As Built” status meetings monthly ensuring correct information and reports are being processed and incorporated.

8. Input and monitoring for QASP and required inspections.

9. Provide planning for third party monitoring of any hazardous material abatement efforts.

C. Final inspection, commissioning, and final punch list.

1. Conduct pre inspection briefing to VA and contractors.

a. Criteria

STATEMENT OF WORK 10 OF 15

b. Documentation

c. Close out process

2. Conduct Inspection

3. Inspection, testing, and commissioning report

4. Follow up inspections and reports.

3.8 Project Completion and Closeout

A. Record Documentation Sets

1. Upon completion of the project, develop record documentation set within 3 months of construction completion.

2. Record documentation sets include updated;

a. Specifications

b. Drawings including:

1) contractor actual modifications, “redlines”

2) submittal data incorporated.

3) RFI data incorporated.

c. Actual locations of all devices and appliances, include;

1) wiring diagrams,

2) configurations,

3) layouts,

4) all systems installed and structures built.

3. Record sets to be stamped by an licensed engineer, marked “as built” documentation sets, and provided to VA in VA reproducible AutoCad and PDF formats.

4. Inspection, Testing, and Commissioning Report of technical performance of project.

B. After Project Report

1. Comparison of actual contractor performance to planning. Include:

a. Project performance to plan.

STATEMENT OF WORK 11 OF 15

b. Lessons learned

2. Modifications report. Include:

a. Impacts

b. Costs

c. Root causes

4 COMMUNICATIONS AND STANDARDS

A. All contract direction, changes, financials, and contract performance are the responsibility of the

VAMC Contracting Officer (CO).

B. Contracting Officers Technical Representative (COR) is responsible for day-to-day operations in project and the primary point of contact (POC) for project.

1. Communications to/from VAMC.

2. Technical communications, submittals, RFI’s, change orders

3. On site visits for study, design, construction and sub-contractors

4. Design and Construction coordination

5. Site work

C. Project is required to use the Autodesk Construction Cloud Build (ACC) Platform

1. VAMC will provide licensing, permissions, and online training for this cloud-based tool at no cost to architect and contractors. No additional costs to the government for using the cloud-based tool.

2. Architect required to actively use Build on ACC for project documentation and coordination.

3. Online training available for the tool, both initial and through project duration

4. ACC is the location of record for project drawings and specifications.

5. No Personal Identifying Information (PII), Personal Health Information (PHI), or financial information is to be stored in ACC.

D. Applicable Codes

The design effort to be in accordance with

1. All applicable codes indicated in the Department of Veterans Affairs (VA) Design Manuals with project specific edits (https://vatilms.va.gov/vatilms)

STATEMENT OF WORK 12 OF 15

a. PG 18 03 Design and Construction Procedures

b. PG 18 05 Equipment Guide Lists

c. PG 18 10 Design Manuals

d. PG 18 13 Topic Specific Standards and Criteria

1) VA BIM

2) VA Drawing Deliverable Requirements (DRR)

e. PG 18 15 Minimum Criteria for A/E Submissions

1) A/E Submission Instructions for Minor and NRM Construction Program

2. VA/VAMC Publications

a. PG 18 1 Master Construction Specifications FLHCS has tailored to project.

3. State, Federal, and Industry Safety, Design, and Construction Standards

4. National Fire Protection Association (NFPA),

5. Underwriters Laboratory,

6. International Building Code IBC 2003,

7. National Electric Code (NEC),

8. VA Information Security Handbook 6500.6,

9. Hazardous Materials

a. New York State Code Rule 56

b. AHERA regulations 40 CFR Part 763.86, 763,87

c. OSHA 1926.1101(k)(1).

E. Documentation

1. Any and all paper documentation for graphics is Architectural E1 (30” x 42”)

2. Regular documentation is Letter (8.5” x 11”) One inch (1”) margins

3. Every submission/gate set requires four (4) paper sets of documentation.

F. File Formats

1. AutoDesk AutoCAD, most recent versions

STATEMENT OF WORK 13 OF 15

a. any/all design files

b. include all reference files as part of each document. See PG 18 13

2. PDF is project official format of all record documentation

3. ACC Build is project official database and repository.

a. ACC Submittal Register is the base for all submittal records

4. MS Word/Excel Latest version to be used

G. AutoDesk Revit, most recent versions

H. Due Date for after project documentation is 90 days after notice of project completion.

I. The C&A Information Technology requirements do not apply, and a Security Accreditation

Package is not required.

J. Design Review and Completion Schedule Inputs, actuals will differ upon gate review results

1. See other section for items to add to schedule

2. Remember to add time for VA review, suggest 10 + days for each review period.

5 VA SUPPLIED INFORMATION AND DOCUMENTATION.

A. Access to VA facilities and personnel.

B. Access and copies of existing station and building documentation.

C. Access to and copies of VA/VAMC documentation

D. Word copies of project specific edited VAMC Master Specifications

E. Licensing, permissions, and online training for Autodesk Construction Cloud Build (ACC).