Attachment_1 AE IDIQ SOW.pdf

AE IDIQ DESIGN AND ENGINEERING

SERVICES

Veterans’ Health Administration Central Alabama Veterans Health Care

System 215 Perry Hill Road

Montgomery, AL 36109

Statement of Work (A/E IDIQ Design and Engineering Services)

1. SUMMARY – STATEMENT OF WORK (SOW) FOR ARCHITECH-ENGINEER (A-E)

ENGINEERING AND DESIGN SERVICES:

Indefinite Delivery/Indefinite Quantity (IDIQ) contract for multi-discipline A-E engineering and design services for the Central Alabama Veterans Health Care System (CAVHCS) located at 215 Perry Hill Rd, Montgomery, AL 36109, 2400 Hospital Rd, Tuskegee, AL 36083, and other off-site locations within the CAVHCS.

Provide professional architectural/engineering services necessary for various multidiscipline projects, CAVHCS master planning; field survey; site and facility investigation; preparation of special technical studies; analyses of structural systems;

feasibility and concept studies; material investigation and color studies; preparation of engineering studies and/or investigation and preparation of A-E documents, reports, and construction bid documents for projects with associated Structural, Civil, landscaping, Mechanical, Electrical, Historic Preservation, Environmental subsurface soil investigations and incidental work; Regulatory Compliance Reviews/Assessments;

Preparation of design documents to include building and ground alteration, maintenance, repair, and minor construction; cost and schedule estimates; and Construction Period Services (CPS) or Construction Administration Services including monitoring and evaluating the construction progress for conformance to plans and specifications including review of required submittals by the contractor.

The IDIQ contract term is five (5) years from date of award for multi-discipline Architectural Design and usual and customary service; subject to cumulative contract amount not to exceed $7,000,000.00. The guaranteed minimum amount for this IDIQ contract is $1,000.00.

The minimum value of any individual task order is $5,000.00 with a maximum task order value of $1,250,000.00. Multiple task orders may be awarded with similar completion schedules and overlapping delivery dates. The Government at its option may, in a rare case, award a task order that will exceed the $1,250,000.00 threshold. However, contractors will not be obligated to nor required to accept such task orders under the general terms of the contract.

2. EACH TASK ORDER AWARDED TO THE A-E FIRM SHALL:

A. Have pricing based on the rate schedule for each discipline as specified in the A- E Rate Schedule (appendix A) and as amended per each option year.

B. Have a projected completion date per task order award.

C. A requirement to submit a progress report monthly to the Contracting Officer’s Representative (COR), or as specified in the task order.

D. Be required to conform with FAR 52.232-10 Payments under Fixed-Price Architect-Engineer contracts when requesting payments.

E. Invoice approval to the A-E will be commensurate with the percentage of work completed for each task order.

F. Require site visits, coordinate with the COR to schedule, and hold conferences and discussions with the Government representatives and other stakeholders, and any other action necessary to obtain the necessary data.

G. Require preparation of drawings and submissions during the design period.

H. Review of shop drawings and submissions during the construction period.

I. Require that timely responses (not to exceed 5 business days) to the requests for information by the construction contractor be provided in coordination with the assigned COR(s).

J. The A-E shall employ appropriately licensed and/or certified professional personnel to perform the services required. Substitution of assigned/authorized without the advance written approval of the Contracting Officer shall constitute breach of the contract terms and conditions.

3. MASTER INDEFINITE DELIVERY/INDEFINITE QUANITYT (IDIQ) CONTRACT

A. This is a master contract obligating the A-E to provide the input of multi-discipline design efforts and other consulting and support services for the locations within the CAVHCS.

B. On certain projects, the A-E may be requested to provide most or all the professional services necessary.

C. All task orders placed under this contract will adhere to FAR 16.505(b), FAR 36.6 and VAAR 836.6.

D. Certification & Accreditation (C&A) requirements – The C&A requirements do not apply; a security accreditation package is not required.

4. TYPES OF SERVICES

a. Under this contract, the A-E may be required to furnish multi-discipline engineering services for reports, planning, and programming studies, investigations, site selection, design concepts, tentative design, working drawings and specifications; environmental compliance reviews and reports; review of shop drawings, samples, equipment, data, quality assurance surveillance plans, construction period services (CPS) and other related documents. Drawings are to be completed on Auto-CAD® Release 2022, or later version, compatible with the existing CADD System and software.

b. This may include general renovation of medical center space to include architectural changes of walls, ceiling, floors, finishes, masonry, doorways including hardware, plumbing including storm sewer, sanitary, hot and cold water, heating, ventilation, air conditioning (HVAC) to include package units, variable air and constant air volume terminals with reheat, variable frequency drive air handlers, steam and condensate piping, primary and secondary electrical circuits, digital controls, fire protection to include sprinkler systems, central fire and security alarms, audio paging systems, asbestos abatement and all work to return space to finished, functioned condition.

a) SCHEMATIC DESIGN/PLANNING

i. The preparation, evaluation, review and recommendation of all architectural and engineering discipline calculations, specifications, reports, system analyses, drawings and cost estimates meeting the approved space program and Design Program in accordance with the A-E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C. Schematic drawings for construction projects are a means of identifying alternative approaches to correcting physical and functional deficiencies. The development of these schematic drawings is an interactive process between the VA Medical Center staff and the A-E in order to produce a narrative and graphical description of possible program alternatives.

ii. The Planning Phase is to include but not limited to making site investigations, collecting data, performing analysis, making presentations, and conducting other factfinding studies as might be necessary to support the procurement of the design contracts for the design-bid-build contracts or for the design-build contracts of the project(s) or the serve as the design team. Task orders may include economic analysis and feasibility studies and developing scopes for programmed projects. Under this contract, the A-E may be required to furnish multi-discipline engineering services for reports, planning, and programming studies, investigations, site selection, design concepts, tentative design, working drawings and specifications, environmental compliance reviews and reports. Services may also include additional consultant services as necessary based on specific project scope.

b) DESIGN DEVELOPMENT

iii. The final approved Schematic Plans shall be the basis for the development of the Design Development phase. Any changes from these plans must be approved by the COR prior to proceeding with the Design Development Drawings. The result of this phase will be a set of design documents defined to the point that no further functional decisions are required. All plans will be reviewed for functional and aesthetic relationships.

c) CONSTRUCTION DOCUMENTS (CDs)

a. The Construction Document phase involves the production of complete drawings, specifications, and other documents necessary for the bidding and construction of the project, prepared from the approved Design Development documents. Also, included at this phase are the final cost estimate, the final phasing plan, Infection Control Risk Assessment (ICRA), safety plan, and the construction schedule.

1) It is the A-E's responsibility to provide a quality set of documents.

Related documents shall be complete, fully coordinated, and ready for reproduction for contract. Prior to reproduction for issue for construction bids, make any changes to the documents identified as necessary during the final Construction Documents review conference with Veterans Affairs Medical Center staff.

d) CONSTRUCTION PERIOD SERVICES

a. The Construction Period Services, when required at the task order level, are for review of contractor submittals, site investigations, technical advice, and closeout documentation. The Contractor shall provide construction period services which shall consist of submittal reviews and approval recommendations for products within the contract documents, responding to construction contractor requests for information, site visits, quality control/quality assurance regarding project drawings and plans, attendance at project meetings with the construction contractor.

Submittals may consist of cut sheets, manufacturers data/performance sheets, samples, and shop drawings. Submittal reviews may include compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Review duration will meet requirements established by the CO.

The contractor shall conduct site visits and participate in intermediate inspections as well as the final inspection of completed construction. The number of site visits and intermediate inspections to be conducted will be identified within the specific task orders issued. Construction period services shall also include the review and/or development drawings and cost estimates related to design errors/omissions and unforeseen conditions.

b. Construction Period Services may include commissioning services, consultation and visits, design work as related to inquiries and modifications, hazardous material abatement plans, preparation of cost estimates including contractor bid analysis and recommendations, and participation in any pre-bid and preconstruction conferences. All Task Orders may remain open until after the competition of the construction contract to allow for the full use of construction period services. on the respective task order requirements.

Work shall be accomplished in accordance with the VA and VHA Codes, Regulations, Standards, Directives, Executive Orders, Design Criteria, Design Guidelines, Manuals, Handbooks, Alerts, and Memorandums and other applicable codes and standards published and available from appropriate professional organizations and most current at the time when individual Task Orders are issued a Notice to Proceed, or when designs are stamped as applicable. Where deviations exist, codes and standards are subject to appropriate authority having jurisdiction taking precedence. The VA publications are available at https://www.cfm.va.gov/til/prototypes.asp, http://www.cfm.va.gov/til , https://www.cfm.va.gov/til/TILSiteMap.asp, and https://www.va.gov/vapubs/ .

A. ARCHITECTURAL:

(1) VHA Architectural Design Manual, latest version

(2) Building Prototypes

(3) Prototype of standardized design and Construction Community -Based

Outpatient Clinics, May 16, 2014

(4) Small House Model Prototype home, November 2016

(5) Dialysis, Freestanding Outpatient Centers

(6) Healing Environment design guidelines, September 2016

(7) PG 18-14 Room Finishes, Door, & Hardware Schedule Program Guide

April 10,2017 Rev. July 1, 2022

(8) Architectural Barriers Act Accessibility Standards (ABAAS)

(9) VA Signage Design Guide

(10) Equipment Guides for Veterans Health Administration

(https://www.cfm.va.gov/til/equip.asp)

(11) PG-18-1 Master Construction Specifications

(12) VHA National CAD Standard Application Guide, dated May 2006

(13) PG-18-4 Standard Details

(14) PG-18-5-Equipment Guide List, September 1, 2022

(15) VA Space and Equipment Planning System (SEPS)

(16) PG-18-9 Space Planning Criteria

(17) PG-18-10 Design Manuals

(18) PG-18-12 Design Guides

(19) PG-18-13 Barrier Free Design Guide

(20) PG-18-14 Room Finishes, Door, Hardware Schedules

(21) PG-18-15 Design Submission Instructions

(22) The Facility Guidelines Institute Guidelines for Design and Construction of Health Care Facilities

(23) International Building Code, 2021

(24) International Existing Building Code, 2021

(25) VA BIM and CAD Standards (https://www.cfm.va.gov/til/projReq.asp)

(26) Interior Design Manual, November 2020

B. PLUMBING:

(1) PG 18-10 Plumbing Design Manual, dated 6/1/2022

(2) National Plumbing Code

C. HVAC:

(1) PG-18-10 HVAC Design Manual, dated October 1, 2022

(2) ASHRAE

D. ELECTRICAL:

(1) PG-18-10 Electrical Design Manual, December 1, 2019

(2) NFPA 70, National Electric Code, 2020 Edition

E. ACCESSIBILITY CRITERIA:

(1) PG-18-13 VA Architectural Accessibility, Barrier Free Design Standard

(2) Architectural Barriers Act Accessibility Standards (ABAAAS)

F. FIRE PROTECTION:

(1) A-E shall retain the services of a Fire Protection Engineer in accordance with the “Qualifications and Scope of Services Project Fire Protection Engineer”, June 1, 2021

(2) Latest edition of the National Fire Codes (NFPA) is adopted for the design of all fire and safety features.

(3) Fire protection features not included in the National Fire Codes shall be designed in accordance with the latest edition of the Uniform Building Code (UBC).

(4) NFPA 101, Life Safety Code 2021 Edition

(5) NFPA 99, Health Care Facilities Code, 2021 Edition

G. ENGINEERING CONTROLS FOR THE PREVENTION OF HOSPITAL

ACQUIRED INFECTIOUS DISEASES:

(1) Guidelines for Preventing the Transmission of Mycobacterium Tuberculosis in Health-Care Settings, 2005.

(2) Designated Agency Safety & Health Standards.

(3) VHA Directive 1061 for the Prevention of Health Care Acquired

Legionella Disease and Scald Injury from Water Systems, September 26, 2022

H. PHYSICAL SECURITY AND RESILIENCY

(1) VHA Physical Security and Resiliency Design Manual, October 1, 2020, rev 1/1/2021, 4/1/2021, 3/1/2022, 7/1/2022

I. COST & SCHEDULE ESTIMATION SERVICES

(1) VHA Physical Security and Cost Estimating Requirements for Veterans Affairs Facilities, Dated August 1, 2022, or an equivalent latest version.

J. STRUCTURAL ENGINEERING SERVICES

(1) Structural Design Manual – October 1, 2022

(2) ASTM International

(3) American Welding Society Publications (AWS)

(4) Precast Prestressed Concrete Institute (PCI)

K. ENVIRONMENTAL COMPLIANCE REVIEWS/REPORTS

(1) All applicable federal, VA, State, and Local Codes and Standards

(2) PG-18-17 Environmental Planning Guidance

(3) Site Surveys (https://www.cfm.va.gov/til/spec.asp#02)

(4) Asbestos Abatement Specifications January 2021

(5) Lead-Based Paint Removal and Disposal, January 2021

(6) D-7545 Cultural Resource Management

(7) H-7545 Cultural Resource Management Procedures

L. CONSTRUCTION PERIOD SERVICES

(1) Design and Construction Procedures

5. TASK ORDER PROCEDURES

A. As the need for services covered by this contract may arise, the Government will issue to the awarded A-E firm Notice of Proposed Task Order with all necessary documentation or project requirements under cover of a written Task Order Request for Proposal (TO-RFP) sent to the A-E firm to perform the required services. The TO-RFP will consist of the task order statement of work (SOW), the A-E Fee Proposal Spreadsheet form and any other information needed to convey the design project requirements. As applicable and as requested, the Government shall hold a meeting with the A-E to discuss specific project requirements.

B. The A-E shall promptly submit a proposal which includes a detailed cost or pricing breakdown on form VHA 10-6298 (or comparable as approved by the Contracting Officer). Unless other circumstances arise or stated differently in the task order, the standard response time for proposed task orders pricing will be twenty-one (21) calendar days which includes time for meeting with the Government to discuss the design project.

C. The A-E proposal shall include a detailed breakdown of the labor categories and number of hours for each along with any incidental costs, etc. The A-E maybe asked to justify the drawing sheet count, design hours per sheet and task-specific man-hours per discipline.

D. Additionally, the A-E shall confirm acceptance of the stated period of performance in the SOW or propose an alternate period of performance expressed in calendar days, which will be subjected to negotiation. The period of performance is measured from the issuance of the Notice to Proceed to the completion date.

E. When agreement has been reached on services to be performed, fee, and time for completion, the parties shall execute a task order to this contract, reflecting all terms agreed upon.

F. If agreement cannot be reached, neither party will be under any obligation to the other, with respect to the services covered by the draft task order.

G. No work shall be performed on an individual task order until the Contracting Officer has signed and awarded the task order.

6. REPETITIVE FAILURE TO AGREE

If, in the opinion of the Contracting Officer, the A-E has unreasonably failed to agree during negotiations on a number of task orders, the Government may terminate this contract; such termination will come into effect upon satisfactory completion of all previously executed task orders.

7. HOURLY RATE BASIS, OVERHEAD AND PROFIT

A. Direct salary rates shall be the actual hourly rates for each discipline as of the date of award, as published in the IDIQ base contract. Annual cost adjustments will be negotiated before award of base contract for all potential option years.

B. Profit and Overhead (O/H) rates for the type of projects proposed for the life of the contract can be anticipated and are expressed as percentages.

C. The purpose for having predetermined the hourly rates, overhead rates, and profit is to limit task order negotiations and follow firm fixed price VA contracting guidelines.

8. CONTRACT ITEM

Task orders under this contract may be mutually signed by the A-E and the Contracting Officer at any time within the contract period, provided that the total contract amount and the maximum contract amount for one project are not exceeded. The actual performance of the work may extend beyond the contract period.

9. RENEWAL

This contract may be renewed at the completion of the first and subsequent years, but, under no circumstances, is the total contract performance period to exceed five (5) years in duration.

10. DELIVERABLES/SCHEDULE

A. Each task order will establish deliverable requirements and a performance schedule.

B. Failure by the A-E to diligently prosecute their work to successfully meet the required delivery dates will be sufficient grounds for the Contracting Officer to terminate this contract.

C. The completion dates may be extended in the event performance is delayed due to causes beyond the control and without the fault or negligence of the A-E as determined by the Contracting Officer.

11. STANDARD SERVICES

A. The A-E shall:

(1) Furnish progress reports of their work as applicable/requested.

(2) Furnish shipping charges on all charts, sketches, drawings, and documents they send to the Contracting Officer and the COR.

(3) Closely coordinate the A-E’s work performed in their office with the corresponding work of the Government staff personnel.

(4) Promptly reports to the Contracting Officer any ambiguities or discrepancies found in the project requirements, criteria, or documents involving their work or the work of the Government.

(5) Assist VA Medical Center in conferring and coordinating with State and local Government agencies as required.

(6) Visit the project sites, hold conferences and discussions with the Government representatives in the A-E’s office or in VA’s office, and take such other action as may be necessary for the design development, and to coordinate and complete the required services and documents under each task order.

(7) Where relevant for a task order, check and recommend to the Government approval or rejection of shop drawings, samples, equipment lists, and data applicable to the A-E’s design work during the construction period.

(8) Where relevant for task orders, prepare any additional explanatory drawings required for the A-E’s part of the design during the construction period.

B. The Government will furnish:

(1) Will provide task orders specifying the services to be performed by the A-E.

(2) VA standard design data, standard details, guides, specifications, and other information as practicable.

(3) VA Form 10-6298; the A-E shall use this form for each of the Fee Proposal submission for each of the task orders.

C. The Government will:

(1) Review all material submitted by the A-E in a timely manner.

(2) Obtain bids, award contracts, approve material and samples, and administer and inspect the construction when required.

12. 6% STATUTORY FEE LIMITATION (836.606-73 Application of 6 percent Architect-Engineer fee limitation):

The total cost of the A-E services contracted for must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities such as those shown below.

The 6 percent fee limitation does not apply to the following architect or engineer services:

A. Investigative services include, but are not limited to:

Determination of program requirements, including schematic or preliminary plan and estimates.

Determination of feasibility of proposed project.

Preparation of measured drawings of existing facility.

Subsurface investigation.

Structural, electrical, and mechanical investigation of existing facility; and Surveys: topographic, boundary, utilities, etc.

B. Special consultant services that are not normally available in organizations of architects or engineers and that are not specifically applied to the actual preparation of working drawings or specifications of the project for which the service is required.

C. Other:

Reproduction of approved designs through models, color renderings, photographs, or other presentation media.

Travel and per diem allowances other than those required for the development and review of working drawings and specifications.

Supervision or inspection of construction, review of shop drawings or samples, and other services performed during the construction phase.

All other services that are not an integral part of the production and delivery of plans, designs, and specifications.

D. The cost of reproducing drawings and specifications for bidding and their distribution to prospective bidders and plan file rooms.

13. KEY PERSONNEL

The A-E shall employ the required licensed/registered or otherwise appropriately certified professional personnel to perform the services required under this contract. No substitution will be made without the advance written approval of the Contracting Officer. The A-E shall provide an explanation of the necessity for the change. No increase in salary rates will be allowed when personnel substitution is authorized.

14. CONTRACTING OFFICER REPRESENTATIVE

A. With the award of each Task Order, the CO will provide a delegation letter that will designate a Contracting Officer’s Representative (COR) to assist in monitoring the work under this contract. The delegation letter will state the duties and limits of authority of the COR. The COR’s duties include, but are not limited to: technical advice, substantive guidance, processing of invoices, and such other purposes as deemed necessary under the contract.

B. **NOTE** The CO is the only individual who can legally commit or obligate the Government for the expenditure of public funds, or change the terms and conditions of the contract. The technical administration of this contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the CO.

15. FEE AND PAYMENT

A. The Government shall pay the A-E for all services and materials in accordance with the Federal Acquisition Regulation (FAR) Clause 52.232-10: Payments under Fixed-Price Architect-Engineer Contracts.

B. The Government shall pay the A-E the guaranteed minimum contract fee in the amount of $5,000.00 as outlined in this contract within 30 days of an accepted invoice by the VA. The actual fee will be established by subsequently issued task orders.

C. The maximum amount of any single project shall NOT exceed $1,250,000.00. A minimum amount of $5,000.00 for a task order has been established.

D. Progress payments for each task order shall be paid based on the percentage of services completed and approved by the Government. Completion of task orders shall constitute final payment for all services furnished in connection with the task order under this contract.

E. The A-E shall furnish the Government with a release of all claims against the Government, other than such claims as the A-E may expect for each task order issued. He/she shall describe and state the amount of each expected claim.

16. TRAVEL

Travel required to be performed in connection with a task order will be included in the detailed cost breakdown when the A-E makes their proposal for the project. All other travel expenses shall be without additional expense to the Government.

17. RELEASE OF INFORMATION

The A-E during the performance of this contract will not disseminate any information concerning the specific projects without prior approval of the Government.

18. INFORMATION SECURITY

The Certification and Accreditation (C&A) requirements do not apply. A Security Accreditation Package may be required for individual task orders.

19. UNAUTHORIZED COMMITMENTS

Changes may only be made by a written modification which is formally executed by the contractor and the CO.

20. ADDITIONAL MINIMUM REQUIREMENTS

A. Provide Professional Engineering services to prepare working drawings, specifications, cost estimates, and possible impact costs for multi-discipline services for various projects within the Central Alabama Health Care System, Montgomery/Tuskegee, Alabama.

B. A-E must analyze and verify utility systems and structure as necessary, per individual task order requirements.

C. A-E must modify original tracings from construction drawings to make final as-builts.

D. A-E to follow applicable NFPA and VA Construction Codes.

E. The Construction Period Services are for review of contractor submittals and site investigation.

F. A preliminary and final design construction cost estimate is required.

G. Phasing Schedule and Network Analysis, as applicable, are required as part of the working drawings.

H. Typical design times allotted will be as indicated below. However, the actual design times will be negotiated with each individual project task order.

1. Begin Pre-Design Studies/Charrette - After Notice to Proceed

2. Receive Preliminary Reports - After prerequisite studies

3. Receive 35% “Schematic Design (SD)” - 6 weeks after studies drawings, specifications, and cost estimates

4. Review 35% “Schematic Design (SD)” - 8 weeks after studies by Veterans Affairs (VA) Medical Center

5. Receive 65% “Design Development (DD)” - 12 weeks after studies drawings, specifications, and cost estimate

6. Review 65% “Design Development (DD)” - 14 weeks after studies by Veterans Affairs (VA) Medical Center

7. Receive 95% “Construction Documents (CD)” - 18 weeks after studies

Drawings, specifications, and cost estimate

8. Review 95% “Construction Documents (CD)” - 20 weeks after studies with Veterans Affairs (VA) Medical Center

9. Receive 100% “Construction Documents (CD)” - 23 weeks after drawings, specifications, and cost estimate.

Specific milestone schedules will be negotiated before award of each task order, depending on the complexity of project.

I. A-E to provide two (2) copies of working drawings and specifications and estimates at each review unless otherwise specified in task order scope of work.

Engineering Service, Central Alabama Health Care System will provide existing drawings as needed and available.

J. Final original drawings and specifications to be turned over to the VA at 100% drawings and specifications. Auto CAD drawings, compatible with existing CADD system at the Central Alabama Health Care System are required;

drawings shall be turned over to the VA in hard copy/paper and electronic format.

Current VA Auto CAD version is AutoCAD 2022.

K. A-E to stamp drawings and specifications for review at 35%, 65%, and 95% design with a note on each drawing sheet “NOT FOR CONSTRUCTION”.

L. A-E to stamp final drawings and specifications at 100% design with a note on each drawing sheet to read “BID DOCUMENTS”.

M. A-E to advise as to construction time they recommend, for each bid item and entire project. A-E to design project for multiple bid items as discussed.

N. All technical correspondence to be mailed to the COR or Chief of Projects, Engineering Service. All contract correspondence to be mailed to the Contracting Officer.

O. Design includes all related work for complete project, including separation of basics as required for multiple bid items.

P. Actual Design Engineer or Architect of record to be present at reviews.

Q. A-E to use Veterans Affairs Master Specifications edited to suit project.

R. A-E to sign in/out at Engineering Service Office, Central Alabama Health Care

System, Alabama.

S. Asbestos Impact Statement (if applicable).

T. Phasing and coordination of utility shutdown, temporary measures, PCRA and

ICRA with VA representative – A-E to provide specification.

U. A-E is responsible for survey of existing conditions, sewer surveying hydrant flow analysis, electrical metering and verifying accuracy of existing study and data.

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