AE Statement of Work (1).docx

Renovate 3C for Laboratory Architectural/Engineering Design Services Project: 565-24-103 VAMC Fayetteville, NC Statement of Work I. General Intent II. Scope of Work III. Materials Provided to AE after Award IV. Design Requirements V. Review Requirements and Time Frames A. Concept Review B. 30% Review C. 60%Review D. 95% Review.

E. Final Submission VI. Schedule VII. Construction Services VIII. CAD Requirements

I. GENERAL INTENT:

Provide professional engineering services to include conceptual drawings, investigative surveys and reports, planning, consultation and visits, design work, preparation of contract drawings and specifications, preparation of cost estimates and provision of construction period services as necessary for all demolition, modification, construction, inspection, testing and certification for all construction components for project 565-24-103, Renovate 3C for Laboratory. The area is for approximately 9,500 sqft on the 3rd floor, C-wing of Building no. 1. The construction budget is approximately $10,000,000.

The intent of this project is to work under review authority of the VAMC Staff to design and prepare a set of complete construction documents for all architectural, structural, mechanical, plumbing, electrical, life safety and other applicable components of this project.

II. SCOPE OF WORK:

This project will engage an Architectural Engineering (AE) firm to provide a Memorandum of Agreement, Conceptual Drawings, Contract Drawings, Functional Layouts, Specifications, Construction Cost Estimates, Engineering Calculations, and subsequent Construction Period Services for the above referenced project. The Design team is responsible for coordinating with the Contracting Officer’s Representative (COR) and appropriate VA personnel.

A. DEMOLITION/SITE WORK: Demolition of utilities as needed.

B. NEW WORK: This project will renovate around 9,500 sqft to become the facility’s new laboratory with ancillary areas to support a laboratory (e.g., offices, mechanical room, waiting room, etc.). Design shall include new air handling unit to serve this area.

The Concept phase of the contract will involve the A/E Designer first meeting with VA staff to include laboratory leadership, Facilities Management Service, and Director/Administration Service to go over basic plans and expectations for the new space. The Concept phase of the contract will involve the A/E Designer providing three separate concept plans for the area. The concept design will take into consideration all impacts to surrounding areas. Once the concept design is selected, construction documents for all architectural, mechanical, plumbing, electrical, and other applicable components will be required. Note: Separate energy and fire protection reviews will be conducted at the 60% design review stage by a VA Energy Engineer and VA consultants.

The new area shall meet all VA standards. Three-dimensional (3D) drawings will be required for each design submission to assist VA end-user staff in visualizing the area.

As part of the design process the A/E shall utilize a 3D scanning tool for above ceiling surveying of existing utilities, structures, etc.

III. MATERIALS PROVIDED TO AE AFTER AWARD:

A. PLANS:

1. The facility record drawings and AutoCAD files are available for the AE’s use. NOTE: Not all record drawings are available on AutoCAD. Additionally, it is emphasized that the accuracy of facility record or as-built drawings will need to be completely field verified by the AE. Prints of any existing drawings shall be made available to the AE during any of their site visits if requested. The VA Engineering Department drawing files, large size copier and paper will be made available for use by the AE for this purpose.

B. SPECIFICATIONS, STANDARDS, ETC:

The project design shall be completed in accordance with this AE scope and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The AE shall retrieve all VA design information and standards from the VA Facilities Web Site (http://www.cfm.va.gov/til/index.asp). Station level modified specifications for certain specification sections will be provided by the VA after the notice to proceed as been issued. These documents and all national, state and local codes adopted and used by the VA shall be incorporated in the design of this project and reflected in the construction cost estimate. The following references, as applicable, shall be utilized for planning and design purposes:

A. Master Construction Specifications (PG-18-1) B. Design and Construction Procedures (PG-18-3) C. Standard Details and CAD Standards (PG-18-4) D. Equipment Guide List (PG-18-5) E. Space Planning Criteria, and VA-Space & Equipment Planning System (PG-18-9) F. Design Manuals (PG-18-10) G. Design Guides (PG-18-12) H. •Barrier Free Design Guide (PG-18-13) I. Room Finishes, Door, and Hardware Schedules (PG-18-14) J. Minimum Requirements for A/E Submissions (PG-18-15) K. Environmental Planning Guidance (PG-18-17) L. National Electric Code M. Life Safety Codes N. Government-furnished Record Drawings (AE to field verify conditions) O. National Fire Protection P. Underwriters Laboratory Q. Cultural Resource Management Procedures, Handbook 7545 (H-7547) R. Cultural Resource Management, Directive 7545 (D-7545) S. Cultural Resource Management Checklist (Section 106)

IV. DESIGN REQUIREMENTS:

A. GENERAL:

1. The project shall be designed with viable deductive alternates equal to approximately 10 percent of the construction funding limitation to ensure construction award within program budget limitations. The number of deductive alternates shall be between three and five.

2. Estimate of construction project costs and duration including simplified schedule to include progress and final inspections and all work required for the base bid and the bid alternatives. Cost estimates and schedules shall be revised for each design submittal.

3. Meeting Minutes: The AE shall take minutes of all meetings, conferences, site visits, etc. A copy of the minutes shall be provided to the Contracting Officer and COR for concurrence signatures.

4. Contract Drawings: Provide fully developed Contract Drawings in BIM/3D Revit to level 300 (or higher) and provide Revit/AutoCAD and PDF drawings electronically and in hard copy. Hard copy drawings shall be plotted at 1/8" or 1/4" scale, minimum. A larger, more appropriate scale shall be used for sections and details. The final contract drawings (as-builts) shall be black ink on E size (30" x 42") paper. (See also CADD requirements Section V.).

5. Specifications: Provide fully developed and edited specifications in a MICROSOFT WORD 2016 (or newer) format. Specifications shall be printed on 8 ½" x 11" bond paper, font type Times New Roman, 12 pt.

6. Statement of Work: Provide fully developed executive summary of the construction work required with an estimated construction period MICROSOFT WORD 2016 (or newer) format. Specifications shall be printed on 8 ½" x 11" bond paper, font type Times New Roman, 12 pt.

7. Construction Cost Estimate: Construction cost estimate shall be organized using the fifty (50) division format developed by the Construction Specifications Institute (C.S.I.). The Engineer shall use MICROSOFT EXCEL 2016 (or newer) in preparation of the cost estimates. The cost estimate shall include various categories of work involved, quantities, and unit cost. The estimate shall also be based on the anticipated start date for construction, plus an inflation allowance for the Fayetteville, NC area for the anticipated time of bidding.

8. Conduct NESHAP investigation and provide a report to the VA. Design to incorporate removal of any hazardous materials from the area.

9. Commissioning: The A/E shall employ commissioning practices tailored to the size and complexity of the area and its system components in order to verify performance of the building components and systems and help ensure that design requirements are met. The work to achieve Commissioning shall be included in the A/E fee negotiation(s).

This should include a designated commissioning authority, inclusion of commissioning requirements in construction documents, a commissioning plan, verification of the installation and performance of systems to be commissioned, and a commissioning report. Commissioning initiates and maintains an integrated project team in all stages of a project’s planning and delivery.

Further guidance and deliverables are detailed in The VA SUSTAINABLE DESIGN & ENERGY REDUCTION MANUAL, available on the internet at: http://www.cfm.va.gov/til/sustain/sustain.pdf Also reference the VA Technical Information Library, Master Specifications Sustainable Design Requirements Section 01 81 11, and General Commissioning Requirements Section 01 91 00 at:

http://www.cfm.va.gov/TIL/spec.asp#33

B. DEMOLITION & SITE WORK:

1. Show on the plans all components to be demolished and altered.

2. Show demolition of any abandon utilities in the construction area.

C. ARCHITECTURAL:

1. Show structures, doors, equipment and mechanical shafts. Show exterior spaces impacted by the project and within 32' (in scale) of the surrounding context. Label each room or space with a room title and room number. Room titles on drawings shall be the same as those used in the Space Planning Criteria.

2. Provide all necessary plan, detail, and section views as necessary to convey necessary construction work involved.

D. PLUMBING AND SANITARY:

1. Show on the plans the locations and sizes of all new supply and drain lines.

2. Show on the plans the locations and sizes of all new roof drain lines.

3. Show on the plans the locations and sizes of all new fire sprinkler lines.

E. MECHANICAL:

1. Show on the plans the locations of all new HVAC equipment including air handler units, chilled water and steam pre-heat coils.

2. Show on the plans the locations and sizes of all new ductwork, dampers, and vents.

3. Show on the plans the locations and sizing of all new piping and ductwork insulation.

F. ELECTRICAL & COMMUNICATIONS:

1. On the plans indicate all new communications and electrical systems and components.

2. On the plans indicate all new connections to the existing electrical systems both normal and emergency.

3. Show on the plans all new fire alarm devices.

4. On plans indicate the locations and sizes of all new HVAC control systems components and connections to the existing Energy Management and Control System.

V. REVIEW REQUIREMENTS

A. CONCEPTUAL DESIGN REVIEW

1. Electronic copies of work completed to date. Email with AUTOCAD Version 2016, drawings and construction cost estimates.

B. 30% REVIEW: Schematic Contract Drawings, and Specification Sections

1. Two (2) Arch D (24”x36”) and one (1) half size copies of work completed to date. Indicate work remaining to be done and/or information yet to be incorporated.

2. One electronic copy of proposed specification sections to date. Indicate work remaining to be done and/or information yet to be incorporated.

3. Email drawings and specification sections.

C. 60% REVIEW: Design Development Contract Drawings, Specifications, and Construction Cost Estimates

1. Two (2) Arch D (24”x36”) and one (1) half size copies of work completed to date. Indicate work remaining to be done and/or information yet to be incorporated.

2. Electronic copy of edited specifications to date. Indicate work remaining to be done and/or information yet to be incorporated.

3. Email drawings, specifications, and construction cost estimates.

D. 95% REVIEW: Design Development Contract Drawings, Specifications, and Construction Cost Estimates

1. Two (2) Arch D (24”x36”) and two (1) half size copies of work completed to date. The drawings shall be complete in every respect and shall have been checked.

2. CAD drawing files shall be complete in every respect and shall be reviewed by the AE of record. File format and delivery shall be as outlined in CAD requirements Paragraph V.

3. Provide DWG and PDF drawings via email.

4. Electronic copy of specs shall be complete in every respect and shall have been checked.

5. Electronic copy of construction cost estimate. Estimate shall be complete in every respect and shall have been checked.

E. FINAL SUBMISSION: Construction Documents Submission to VA:

1. One (1) Arch D (30”x42”), one (1) Arch D (24”x36”) and two (2) half size Xerox copies of final drawings. Sheet size and title block shall be the same as the sample provided by COR.

2. One set of final indexed and bound specifications double sided in MICROSOFT WORD 2016 format.

3. One set of electronic PDF format drawings and specifications. Provide one PDF file of all construction drawings together and individual files of construction drawings with the sheet number as the file name. Provide one PDF file of all construction specifications together and individual files of construction specifications with the specification number as the file name.

4. Final submittal register.

5. Electronic copy of final cost estimate.

VI. SCHEDULE

1. Concept Design Submission due 20 calendar days from receipt of the Notice to Proceed.

2. Concept Design Review Comments due 14 calendar days from receipt of Concept Design Submission.

3. 30% Schematic Design Submission due 30 calendar days from the Concept Design Review.

4. 30% Schematic Design Submission review comments due 14 calendar days from receipt of 30% design submission.

5. 60% Design Development Submission due 30 calendar days from return of 30% Schematic Design Submission review comments.

6. 60% Design Development Submission review comments due 14 calendar days from receipt of 60% design submission.

7. 95% Design Development Submission due 30 calendar days from return of 60% Design Development Submission review comments.

8. 95% Design Development Submission review comments due 14 calendar days from return of 95% Design Development Submission review comments.

9. 100% Final design submission due 14 days from receipt of 95% Design Development Submission review comments.

10. Total calendar days from Notice to Proceed to 100% Final Design Submission: 180 days.

VII. CONSTRUCTION SERVICES (starts once construction notice to proceed is issued)

A. PRECONSTRUCTION MEETING: Participate and facilitate this meeting in conjunction with the Contracting Officer and COR, contractor, and representatives of the Building Committee as needed. At this meeting the staging area and work site rules shall be discussed again with the contractor (these should already be included in the specifications). Contract specifications should require a construction schedule submitted within 5 working days from the Notice to Proceed.

B. BIWEEKLY SITE INSPECTIONS: Designer shall meet biweekly with the contractor, COR and others needed to inspect the progress of the construction and report any deficiencies to the same. Designer to plan on 13 site visits to inspect the work and progress but must be requested by the COR or CO to conduct the site visit. Only site visits requested by the COR or CO will be approved for payment.

C. CONSTRUCTION CHANGE ORDERS: Designer shall prepare the Statement of Work and Cost estimates (returned within 10 working days) as needed.

D. SUBMITTTAL REVIEW AND LOGS: Designer shall prepare and maintain a log of key submittals and RFIs and provide the same to the Contracting Officer and COR. Reviewed submittals are to be returned within 10 working days to the COR. Designer is fully responsible for review of all submittals, retaining a record copy of submittals for turn over to the owner upon project completion, and communication with the contractor regarding any deficiencies or changes required to the submittals.

E. MONTHLY PROGRESS MEETINGS: Designer shall hold formal progress meetings with contractor, contracting officer, and COR. At these meetings the agenda shall contain a narrative of work completed the previous month, work upcoming, submittals or RFIs outstanding, schedule update, any special coordination items requiring actions, and discussion of change orders or time extension requests. Again, minutes of this meeting shall be issued within 3 working days of the meeting.

F. PROJECT CLOSEOUT: Designer shall receive notice of intent for final inspection from the contractor, and contractor shall propose a time and place for this to occur in conjunction with the Contracting Officer and the COR. Following the final inspection, the designer shall issue a punch list. Contract documents shall specify that the contractor has 15 working days to complete the punch list and notify the designer for re-inspection. Following re-inspection and project acceptance the closeout phase will occur.

Release of Claims for Design Project: Prior to the final payment under this design contract or prior to settlement upon termination of the design contract, and as a condition precedent thereto, the AE shall execute and deliver to the Contracting Officer a release of all claims against the Government arising under or by virtue of this contract, other than such claims, if any, as may be specifically excepted by the AE from the operation of the release in stated amounts to be set forth therein

G. PROJECT DOCUMENTATION: Designer shall coordinate with the contractor to gather record copies of submittals, as-built documents, mechanical test and balance reports, maintenance manuals, coordinate owner training sessions, and provide the same to the owner.

Upon completion of construction and incorporation of all revisions required to complete the record drawings, the following items shall be submitted:

A. Electronic as-built plans in AUTOCAD Version 2016 format.

H. SUBMITTAL EXCHANGE: Designer shall utilize a web-based project tracking/administration software during construction period services. Software will track inspections reports, construction change orders, submittals, RFIs, RFPs, progress meeting reports, and any other applicable documents. Application will be accessible by construction contractor, VA COR, and VA CO. Recommended applications: Primavera Submittal Exchange, Procore, or equal.

VIII. CAD REQUIREMENTS:

A. DRAWINGS: Full size two-dimensional drawings, electronically submitted. The completed drawing files shall be fully operational in AUTOCAD Version 2016; a PDF copy will additionally be needed.

B. DELIVERY FORMAT: Media and archive procedure for transfer of all drawing files to be done through an electronic file sharing method.

C. NAMING CONVENTIONS: Files will be unique and use a maximum of 8 alphanumeric characters, the file name and extension will be separated by a period. The file layer structure will follow the VA approved standard "CAD LAYER GUIDELINES" Recommended Designations for Architecture, Engineering, and Facility Management Computer-Aided Design as prepared by The Task Force on CAD Layer Guidelines.

The A/E Designer will be required to visit and inspect the project site prior to providing their A/E proposal for this project design.