36C25625R0053 SOW 052125.docx

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER

Alexandria, Louisiana

A/E DESIGN SCOPE OF WORK

Boiler Plant Soft Water System for Building 14, 502-25-145

I. DEFINITION AND ACRONYMS:

I. Pre-Construction Risk Assessment (PCRA), Interim Life Safety Measures (ILSM), Request for Proposal (RFP), Certified Independent Third-Party Safety Professional (CITP) National Fire Protection Association (NFPA), The Joint Commission (TJC), Facilities Condition Assessment (FCA). Competent Person (CP), Contracting Officer’s Representative (COR). Alexandra VA Health Care System (AVAHCS)

II. GENERAL REQUIREMENTS

1. The Architectural/Engineering Consultant (A/E) shall provide all architectural and engineering services necessary to prepare complete contract documents consisting of specifications, drawings, and any other documents for bidding purpose and A/E construction period services for preparation of construction documents, cost estimates and other items as indicated to accomplish the installation of a soft water system for the boiler plant for building 14 as well as relocation of the natural gas valve from the exterior to the interior of the boiler plant, and erosion control around the boiler plant. AE must consider that the installation of the soft water system and relocation of the natural gas valve may result in revisions to supporting structural components. Location of work is Building 14 at the Alexandria Veterans Affairs Health Care Center, 2495 Shreveport Highway, Pineville, Louisiana 71360. Work must be coordinated closely with the COR and must be completed within 98 calendar days from Contracting issuing the Notice to Proceed.

2. Work shall include, but is not limited to, the above detailed requirements which are to be considered a basic part/minimum requirement of this project and shall be fully developed by the A/E, discussed and resolved with AVAHCS staff.

3. The A/E shall schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of plans and VA specifications for the installation of the soft water system. At least two (2) additional site visits are necessary during the design phase.

4. The A/E shall perform any other necessary investigative work, i.e, meet with or communicate with VA staff regarding design layout.

5. This entire project shall conform 100% to all VA standards and specifications, Federal Regulations, OSHA, AIA Construction Guidelines, Joint Commission Environment of Care Standards, and applicable building codes. In addition, any part of any VA specification that is not up to current design and construction practice shall be brought to the attention of the CO and COR for further evaluation. Design is to follow all information outlined in VA Technical Information Library (TIL) located at http://www.cfm.va.gov/til/spec.asp unless otherwise approved in writing by VA. The design and resulting construction must, as a minimum, be in accordance with all applicable codes, (NFPA, JCAHO, NEC, UPC, UMC, ASME, ASHRAE, EPA), Controlled Environment Testing Association (CETA) and Department of Veterans Affairs (VA) publications, Master Construction Specifications, Construction Standards, Design Guides and Standards.

6. All design and work will conform to the current edition of the VA Master Specifications and VA Design Standards as published at the following site: www.cfm.va.gov; ASME, ASHRAE, OSHA, IBC 2009, IPC 2009, IMC 2009, NFPA, ABA, ABAAS, ADAAG and NEC building codes and standards.

7. The A/E, with the aid of VA staff is to perform all necessary testing and investigative work required to adequately design the project. Utilizing “as-built” drawings provided by the VA and design staff site visits, the A/E will investigate scope of required new installation. The A/E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

8. Survey report will be generated 2 weeks after NTP.

III. INVESTIGATIVE WORK:

The A/E, with the aid of VA staff is to perform all necessary testing and investigative work required to adequately design the project. Utilizing “as-built” drawings provided by the VA and design staff site visits, the A/E will investigate scope of required new construction. The A/E shall develop and execute as well as demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

IV. DESIGN CONSIDERATION:

1. Design shall include, but is not limited to, the following:

a. Project Narrative

b. VA specification guidelines.

c. Construction drawings

d. Construction cost estimate

e. ASME design considerations

f. Other necessary design considerations

V. DESIGN REQUIREMENTS:

The Architectural/Engineering Consultant (A/E) shall provide all Architectural and Engineering Services necessary to prepare complete contract documents consisting of specifications, drawings, and any other documents for bidding purposes and A/E construction period services to include but not limited to the following:

· Reseal any penetrations or cracks

· Expansion joints, seals, leaks, abuttment joints, etc.

· Any points for water infiltration

· Survey report 2 weeks after NTP

· Lead and asbestos survey

· Prime/subcontractor will be responsible for abatement of lead and asbestos that affect the completion of this project

· Replace Cinderblocks and the Stucco where necessary.

The design will include installation of a soft water system, relocation of the natural gas valve from the exterior to the interior, and erosion control around the boiler plant.

This is an occupied office and major utility building; this project will require phasing the construction to minimize the disruptions to the VA Medical Center. The A/E will evaluate the entire project and make recommendations how to phase the soft water system installation. This contract will provide for complete site investigation, design (construction documents), construction period services and construction site visits.

A/E will identify the construction time periods for shutdowns and lengths on the phasing drawings. Also, identify construction that will be required to occur outside of normal operational hours (Monday -Friday, 8:00 a.m.-4:30 p.m.).

Schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer, Maintenance and Operations, and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of plans and VA specifications to install a soft water system for the boiler plant (building 14).

Design for soft water system shall include a structural analysis of the existing structural components that will support the new system.

PERIOD OF PERFORMANCE

The delivery date for this contract shall be within 98 days from Notice to Proceed.

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or A/E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

UTILITY SURVEY

During the design phase, the A/E will coordinate with VA Staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to extent necessary by the A/E. A/E shall procure any services (to include, but not limited to any applicable utilities for building 14 soft water system installation) required to adequately test and determine the capacity of the existing utility system.

Note: Some site investigation work may be in asbestos contaminated areas and will require the A/E to have their personnel trained for Class 3 Asbestos Work (Maintenance & Operations within Asbestos Contaminated areas).

HAZARDOUS MATERIAL ABATEMENT SURVEY

During the design phase, the A/E will coordinate with AVAHCS Staff to perform a hazardous material abatement survey to facilitate the design. The A/E shall survey the areas of conflict in question to incorporate into the design documents accordingly.

The A&E shall be responsible for surveying the areas of work for hazardous material and include the abatement of the hazardous material in the design documents. There may be other non-related local utilities that need to be relocated or modified to facilitate renovation. The A&E shall design plans that will expedite the construction process. Proper construction phasing of work with time limitations shall be included. Also, the replacements shall be done without interrupting hospital operations throughout the entire replacement process. A report of the hazardous material finding will be submitted with the 50% design submission.

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the latest edition of the Physical Security Design Manual for VA Facilities, Life-Safety Protected/Mission Critical Facilities as applicable.

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides

PG-18-15 A/E Submission Instructions for Minor and NRM Construction Program

VI. SUBMISSION OF DOCUMENTS:

1. Review Timeline-The VA staff shall have a minimum number of calendar days to review and coordinate each A/E design submissions broken down as follows: Schematic Design Submission- seven (7) days after receipt, 50% Design Submission - seven (7) days after receipt, 100% Design Submission - fourteen (14) days after receipt. If the VA workload does not allow for a thorough review within this timeframe, the A/E shall not proceed to the next design phase until comments have been received from the VA. The AE will be entitled to a time only contract extension for the number of VA review days beyond what is specified above.

2. The following specifies the documents, etc., required to be submitted by the consultant to the Contracting Officer for distribution for each scheduled review and the due dates for each submission. Dates indicated must be strictly adhered to.

3. Working Drawings:

General

a. The Architect/Engineer shall design and estimate so that all applicable codes are met. The A/E and their design teams will be required to attend a 0% pre-design meeting in person with the AVAHCS personnel to outline the scope of the design project. The A/E should be prepared to walk through the work site, take pictures, ask questions, take measurements, review asbuilt drawings and VA specifications and gather any other pertinent information necessary to fully understand the scope of the design task.

b. The A/E shall take written minutes of the pre-design meeting and all design reviews, in which he is in attendance, and provide the AVAHCS with them within two (2) working days.

c. The A/E shall establish a construction schedule.

d. The A/E shall prepare a list of equipment and material submittals required by this project as separate specification section in the contract package.

e. In each submission, the A/E shall incorporate all materials, procedures, etc., specified and all revisions according to comments made by either the Health Care System, Regional Safety & Fire Protection Engineer or VA Central Office where applicable.

4. Schematic – Schematic design submission required within fourteen (14) calendar days after conclusion of the design kick off meeting.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for Schematic Design Review.

b. Specifications — Consultant shall provide (2) sets of edited, assembled and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide one (1) full size and (1) half size set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends and other schedule information.

(3) Also show complete details, notes, sections and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(a) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

e. This submission will be reviewed, and one (1) copy of the plans and specifications returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

5. 50% – 50% Design is required within twenty-one (21) calendar days after VA acceptance of the Schematic design.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 50% Review.

b. Specifications — Consultant shall provide (2) sets of edited, assembled and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide one (1) full size and one (1) half size set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends and other schedule information.

(3) Also show complete details, notes, sections and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(1) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

e. This submission will be reviewed, and one (1) copy returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

6. 100% —100% Design of two (2) sets of specifications, drawings and cost estimates are required within twenty-one (21) calendar days after notice to continue from 50% is issued by Contracting Officer.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 100% Review.

b. Specifications — Consultant shall provide (2) sets of edited and assembled technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide one (1) half size and (1) full size set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends and other schedule information.

(3) Also show complete details, notes, sections and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(1) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

e. This submission will be reviewed, and one (1) copy of the plans and specifications returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

f. In accordance with the previous review requirements, with all review Specification — consultant shall provide to the COR/engineer specifications, complete comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general construction sections.

7. Final Design submission — after completion of all the 100% review comments and corrections, the final contact documents shall be prepared, and submitted within seven (7) calendar days after notice to continue is issued by Contracting Officer.

(1) Provide as a minimum a 700mb recordable disk containing digital drawings and technical specifications and two hard copies.

(a) Drawings to be in AutoCAD and PDF format

(b) The Combined Specifications to be in Word and PDF Format

(i) The most current VA Master Specifications shall be used on this final documentation submission and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

(2) A final cost estimate based on revisions made at 100% review and cost estimate of bid items if required.

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

(3) A final set of design calculations (where applicable).

(4) A&E Design and AS-BUILTS only:

(a) The CD case shall have the full name of the firm, address, contact phone numbers, Project number (station number, year, the number of the project) and Set 1 of CDs if more the one CD is required, on the inside of the CD case only there shall be an index of drawings with page numbers and drawing numbers.

(b) The CD face shall contain the same information as the CD case except “the index”. The CD shall not have anything to unbalance it.

(c) All information shall be neatly typed and legible without the aid if any type of magnifying devises.

(d) All CAD data and project specifications shall be delivered on Compact Disk(s) (CD) 650MB or greater. All data files shall be organized using the directory structure (path) as outlined in the CAD Standards, Naming Conventions section of this document. All files shall be free of corrupted or unusable data.

(e) All CAD data shall be supplied in the latest version of the translation format, DWG. The contractor will be responsible for ensuring that all files shall translate to the VAHS's target CAD system, AutoCAD 2019.

(f) The A&E shall ensure a separate layer identified as SQUARE FOOTAGE, with the length, width, and square footage of all mechanical, office, and patient area, corridors, etc. this layer shall have the total of existing renovated space, total of new construction and the total square footage of the entire renovated area.

VII. Design Schedule:

VIII. PRE-BID CONFERENCE — the A/E is not required to attend the pre-bid conference. The conference will be scheduled by the AVAHCS, contracting and procurement section, prior to the bid opening date for the purpose of answering questions and clarifying the project specifications and drawings with prospective bidders. The project site will also be visited to verify existing field conditions and dimensions.

IX. PRE-CONSTRUCTION MEETING — the A/E is required to attend the pre-construction meeting for the project which will be scheduled by the AVAHCS for the purpose of answering questions and clarifying the bid documents, etc., with the contractor. The A/E is to provide three (3) complete sets of contract drawings and specifications to the construction contractor at this meeting. The A/E shall take written minutes of the pre-construction meeting and provide the AVAHCS with them within five (5) working days.

X. CONSTRUCTION PERIOD SERVICE REQUIREMENTS

1. Review of submittals — Consultant shall review all material submittals, shop drawings and test reports. Reviews shall be completed, and submittals returned to the COR/ engineer with fifteen (15) calendar days from receipt of request.

2. Review analysis of change order and costs — consultant shall provide prompt response when contacted by resident engineer to review and provide analysis of change orders and costs.

3. Site visits — A minimum of three (3) periodic site visits will be coordinated with the COR throughout the duration of construction along with one (1) final inspection. The architect/engineer will also make a written inspection report within two (2) working days after each site inspection.

4. Biweekly Construction Phase Meeting --- Consultant shall be required to attend all biweekly construction phase meetings via tele-conferencing to discuss any issues or concerns the VA staff or contractor may have. AE to provide meeting minutes for all weekly calls and drawing reviews.

5. One set of drawings / Markup Drawings shall be on site or in Job shack with all documented changes to the project. Must be legible and ready at any time for the COR to review while in the area. Once completion of construction this set of drawing will be turned into the COR so it can be given to the A&E to make all changes and create the final set of “AS- BUILT” drawings. In accordance with AVAHCS Computer Aided and Drafting Standards.

6. A punch list will be generated from final walk around and must have cash amounts accompanying.

XI. MISCELLANEOUS:

1. Following approval of the final (100%) review material, the A/E will provide the government with electronic sets of the approved contract, drawings and specifications. Drawings shall be furnished in AutoCAD 2019 electronic format and one set of drawings in .pdf for distribution. The specifications shall include those sections prepared and edited by the Contracting Officer and shall be furnished in MS Word format. Specifications shall be of the most recent version on the VA Master Specifications TIL

2. A/E will provide additional services as outlined in Special Provisions (Architect-Engineer Contract) including construction period services, site surveys, as-built drawings, etc.

3. Design to be in accordance with applicable federal, state, and local codes (ASCE, ASME, ASHRAE, NFPA, JCAHO, OSHA, VA design guides and Master Specifications, etc.).

4. Design shall be in accordance with Program Guide, PG-18-15, and Volume C of the TIL.

5. Design to identify any tasks that require extended hours and shall detail the requirements for the general contractor.