SOT 516-22-120 Structural Assessment FINAL.docx

Professional Engineering Services for Assessment of an Existing Structure – Correct Structural System for Building 1, Bay Pines VA Medical Center, FL

STATEMENT OF TASK

Professional Engineering Services for Assessment of an Existing Structure Project No. 516-22-120 Correct Structural System for Building 1 Bay Pines VAHCS Bay Pines, Florida 33744

1. Overview:

a. The government requests a third-party engineering assessment of the existing conditions of Building 1 located at the Bay Pines VA Medical Center (BPVAMC). The assessment will evaluate the structural conditions of the building’s roofs, envelope, first floor, basement, and crawl space. Also, will determine termite damage and activity for the entire building.

b. Due to the inclement weather conditions and high-water table of the Bay Pines area, the building shows structural deterioration that requires structural forensics evaluation to determine the severity and urgency of the repairs.

c. Building 1 is a historic building constructed circa 1931 and it is one of the structural landmarks in Bay Pines and the VAMC. The engineering firm performing the assessment must consider the historic value of the building during the evaluation, recommendation, and cost estimation.

d. As part of this assessment, the Professional Engineering firm (P/E) shall conduct site visits to the building areas and evaluate its conditions against the original construction documents, record drawings, and drawings from undergoing projects. Additionally, forensic testing, such as but not limited to, structural scans, cores, crack analysis, corrosion potential, drone inspection, material testing, etc., are expected to support and validate the evaluation and recommendations for the building areas above mentioned.

e. As part of this assessment, the P/E must ensure the proposed recommendations to retrofit the areas/surfaces/structural components of the building must allow the structure to meet its intended capacity, use and improve its life span. The recommendations shall also comply with the VA standards and requirements for historic buildings.

2. Scope:

This Statement of Task (SOT) is to perform an engineering assessment of the existing partially completed structure for the 516-22-120 “Correct Structural System for Building 1” project. The P/E performing this SOT must provide to the Bay Pine VAMC an assessment, professional opinion, and recommendations on the following:

· Determine the conditions and severity of the building areas/surfaces/structural components mentioned in the Overview section.

· Determine the urgency of retrofitting the building areas/surfaces/structural components mentioned above.

· Determine the requirements and provide recommendations to make the areas in question to be permanently safe and structurally sound.

· Provide temporary solutions to make the areas in question safer until the retrofitting process is completed.

· Estimated cost and schedule for the remedial actions proposed in the assessment.

As part of the analysis to determine the professional opinion and recommendations of the items above, the P/E firm must provide, but is not limited to, the following services:

· Structure Forensics and Evaluation:

· Concrete/brick walls.

· Concrete/steel beams.

· Concrete/steel columns.

· Concrete slabs and composite decks

· Exposed foundations

· Corrosion potential.

· Other steel members.

· Welding.

· Flooring.

· Wood.

· Building envelope.

· Other structural members/components and finishes.

· Roofs condition assessment.

· Steel condition assessment.

· Document review of the original design, record drawings, and construction documentation.

· Slabs assessment (in case of differential settlement or structural cracks).

· Material testing.

· Provide cost and schedule estimates (schematic figure cost estimate) for the following:

· Design fees and schedule to accomplish the recommendations in the assessment.

· Construction cost to remediate the existing structure following the recommendations in the assessment.

· Schedule Estimate must follow the Critical Path Method (see PG-18-15 & CPM) with a work breakdown structure (WBS) between three to six levels of subdivided activities.

· Cost data shall conform with VA form number 10-6238.

· Provide reports/narratives signed and sealed by a Professional Licensed Engineer in the State of Florida.

· The P/E is required to retain an Architect with expertise in historic buildings and licensed by the State of Florida, to be part of the evaluation and recommendation Team during the assessment of this building. The Architect must sign and seal his/her recommendations.

· Provide termite damage and activity assessment for the entire building:

· The P/E is required to retain a professional pest control company with expertise in termite species and licensed and certified with the State of Florida, to be part of the evaluation and recommendation Team during the assessment of this building. The professional must sign his/her recommendations.

· All services provided must comply with F.A.R. 36.

· The anticipated period of performance for this assessment is 91 calendar days after “Notice to Proceed” (NTP).

· The following schedule shall be closely adhered to by the P/E. The VA may alter the schedule at their discretion.

1) Site Investigation & Data Gathering: Due 14 calendar days from the “Notice to Proceed” date.

2) VA Review of the Site Investigation & Data Gathering: 14 calendar days minimum from the date of the P/E submission package. The P/E will provide meeting minutes 5 days after the VA review meeting.

3) Preliminary Assessment Submittal: Due 7 calendar days from VA’s review and package return date.

4) VA Review of the Preliminary Assessment Submittal: 14 calendar days minimum from the date of the P/E submission package. The P/E will provide meeting minutes 5 days after the VA review meeting.

5) Assessment Submittal: Due 14 calendar days from VA’s review and package return date.

6) VA Review of the Assessment Submittal: 14 calendar days minimum from the date of the P/E submission package. The P/E will provide meeting minutes 5 days after the VA review meeting.

7) Final Submittal: Due 7 calendar days from VA’s review and package return date.

8) VA Review of Submittal & Final Coordination with the P/E: 7 calendar days minimum from the date of the P/E submission package. The P/E will provide meeting minutes 1 day after the VA review meeting.

The VAMC will provide available record drawings, design drawings, and other information regarding the project. The P/E should not expect that these drawings will be accurate in all respects. Consequently, the P/E will verify all existing conditions affecting the building via rigorous field investigation.

3. General Requirements:

a. P/E discussions with the Medical Center personnel concerning project requirements, site access, existing drawings, and other project-specific items, will be arranged by and participated in, by the Contracting Officer’s Representative (COR) and the Contracting Officer.

b. Drawings (original construction documents, record drawings, and drawings from undergoing projects) showing architectural and other features of the buildings are available in the files of the Bay Pines Project Section. The P/E should not expect that these drawings will be accurate in all respects. Consequently, the P/E will verify all existing conditions affecting this project via rigorous field investigation. Field investigation includes non-destructive inspection, and if necessary, destructive testing.

c. Engineering Manuals for each discipline are also available online at the Office of Construction and Facilities Management website http://www.cfm.va.gov/til/.

d. At the time of final submission, the P/E shall deliver all documents on CD-R or DVD-R to the COR. Report/s must be in Microsoft (MS) Word and PDF formats, cost estimate in MS Excel and PDF, estimated schedule in MS Project and PDF formats, drawings in PDF and AutoCAD formats, and photos in jpeg format. The PDF documents must be signed and sealed with a digital signature approved by the State of Florida. Three (3) signed and sealed hard copies must be provided. The report/s must follow the industries standards and should include but are not limited to, the title page, executive summary, table of contents, introduction, body (with the existing condition, methodology, findings, considerations, alternatives, etc.) conclusions, and recommendations, and references and appendices (with the field reports, analyses, models, cost estimates, videos, photos, etc.).

e. Photographic documentation elements:

1. Each digital image shall be taken with a professional-grade camera with a minimum size of 6 megapixels (MP) capable of producing 200x250mm (8 x 10 inch) prints with a minimum of 2272 x 1704 pixels and 400x500mm (16 x 20 inch) prints with a minimum 2592 x 1944 pixels.

2. The indexing and navigation system shall utilize actual AUTOCAD or PDF drawings, making such drawings interactive on an offline and online interface. For all documentation referenced herein, indexing and navigation must be organized by both time (date-stamped) and location throughout the project.

3. Documentation shall combine indexing and navigation system with inspection-grade digital photography designed to capture actual conditions throughout the assessment. Documentation shall be accessible offline and online through the use of an internet connection. Documentation shall allow for secure multiple-user access, simultaneously, online.

4. Resources:

All analysis/assessment/recommendation shall comply with the Contract Documents as well as applicable sections of the latest VA standards and publications, and all references therein. . VA standards are required to be accessed on the World Wide Web at www.cfm.va.gov/TIL/ (see below for example page). 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 the VA to ensure consistency department-wide.VA publications and standards applicable to this project shall include but not be limited to the following:

a. Federal Facility Criteria:

https://www.wbdg.org/ffc/federal-facility-criteria?l=02

b. TIL - Master Construction Specifications:

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

c. Office of Construction & Facilities Management Site Map:

http://www.cfm.va.gov/sitemap.asp

d. The Technical Information Library (TIL): Use http://www.cfm.va.gov/TIL/ and https://www.cfm.va.gov/til/catalog.asp to access,

1. PG-18-1 Master Construction Specifications

2. PG-18-3 Design and Construction Procedures

3. PG-18-4 Standard Details and CAD Standard

4. PG-18-5 Equipment Guide List

5. H-18-8 Seismic Design Handbook

6. PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS)

7. PG-18-10 Design Manuals (by discipline)

8. PG-18-12 Design Guides (graphical, by function)

9. PG-18-13 Barrier Free Design Standard

10. PG-18-14 Room Finishes, Door, and Hardware Schedule

11. PG-18-15 Minimum Requirements for A/E Submissions

12. PG-18-17 Environmental Planning Guidance

13. D-7545 Cultural Resource Management

14. H-7545 Cultural Resource Management Procedures

15. Special Topic Criteria https://www.cfm.va.gov/til/spclRqmts.asp#PHS

16. VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference

17. Cost Estimating.

18. Provide a Design Narrative on each of the project’s submittals.

19. HVAC Design Manual for Hospitals and Clinics

20. Lighting Study.

21. Information Security Directive and Handbook VA 6500

22. Environmental Compliance Management Directive and Handbook VA 0062

23. Environmental Management Program VA Directive 0057

24. Energy Reduction Manual (latest edition)

25. Special Topic Criteria https://www.cfm.va.gov/til/TILSiteMap.asp

26. Miscellaneous Criteria https://www.cfm.va.gov/til/spclRqmts.asp

27. Commissioning Process https://www.cfm.va.gov/til/spclRqmts.asp#Cx

e. Office of Construction & Facilities Management:

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

1. VA Office of Facilities Management citations of the AIA design standards are found on the world wide web at https://www.cfm.va.gov/til/

2. VA Office of Health and Safety (OHS)

3. Construction Infection Control Risk Assessment Memorandum

4. Construction Safety Guide

f. Other design and construction standards and publications that shall be applied to this work include, but are not limited to:

1. American Society of Heating, Refrigerating and Air-Conditioning Engineers Manual (ASHRAE)

2. National Fire Protection Association (NFPA) Codes & Standards - www.nfpa.org

3. OSHA Rules and Regulations

4. International Building Code (ICC) latest edition

5. Life Safety Code (NFPA 101) latest edition

6. The Joint Commission (TJC) Accreditation manual (latest edition)

7. Sustainable Design Requirements (01 81 11)

8. Construction Waste Management (01 74 19)

9. The National Environmental Policy Act (NEPA)

g. Particular attention is called to CD4, Symbol Identification of Contract Drawings.

h. Equipment symbols shall be in accordance with PG-18-6, Equipment Reference Manual (previously List of Equipment Symbols, H-08-6).

i. Standard Drawing Details, in accordance with PG-18-4, shall be utilized to the greatest extent practicable.

j. Cost estimates shall be developed in strict conformance with VA’s Manual for Preparation of Cost Estimates & Related Documents for VA Facilities.

http://www.cfm.va.gov/til/dManual/dmCost.pdf

k. VHA Publications (for example, Directives, Handbooks, Operational Memos, etc.) https://www.va.gov/vhapublications/index.cfm.

l. Guidelines for Design and Construction of Health Care Facilities, Latest Edition, published by The Facilities Guidelines Institute (FGI). http://www.fgiguidelines.org/

m. Physical Security Standard, compliance VHA Handbook 0730/2 dated May 27, 2010 “Space Key Control”.

n. Plumbing System Design & Water Treatment/Design to prevent Legionnaires. VA Plumbing Design Manual and VHA Directive 2008-010, prevention of legionella disease, and VHA directive 2009-009, domestic hot water temperature limits for legionella prevention and scald control.

o. VHA Directive 1061 – Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems.

p. Example of Technical Information Library screenshot:

https://www.cfm.va.gov/til/

Figure 1. This VA site is commonly referred to as “the TIL”.

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