AE SOW 653-24-110 9-14-2023.docx

SUPPLEMENT B

STATEMENT OF WORK

Correct AHEC Deficiencies Project Number 653-24-110

1. DESCRIPTION OF WORK

1.1. Correct AHEC Deficiencies: This project is located at the Roseburg VAMC Campus, 913 NW Garden Valley Blvd, Roseburg Oregon. The project scope is to include all design services needed to assess, inspect, and site verify the existing conditions and produce a design to build a secure pharmacy cache (AHEC) in building 13. This project will correct AHEC deficiencies by remodeling the existing AHEC space. The A/E shall provide all labor, materials and equipment for the design, and post construction services needed to complete the project. This includes but is not limited to:

1.1.1. A/E shall provide complete Concept A Services (Site Study, 15% and 30% Design) of the AHEC existing conditions.

1.1.2. A/E shall provide complete Design B Services (60%, 90%, 100% Final Design).

1.1.3. A/E shall provide complete Construction C Services (Construction Period Services).

1.1.4. A/E shall design an AHEC per the PSRDM.

1.1.5. A/E design shall be applicable to VA directives and subject matter expert (SME) guidelines.

1.1.6. A/E design shall address the structural integrity of building 13 to accommodate the added AHEC structure.

1.1.7. A/E shall design the demolition and clearing of the area needed for AHEC space.

1.1.8. A/E shall provide HVAC design to replace the existing system.

1.1.9. A/E shall design humidity control for new installation.

1.1.10. A/E shall upgrade as need the existing intruder alert system for new installation.

1.1.11. A/E design shall perform fire system review and design alterations.

1.1.12. A/E shall design new truck dock leveler demolition and installation.

1.1.13. A/E shall design handrail for the existing raised sidewalk location.

1.2. The estimated construction budget (A/E Design Within Funding Limit, DWFL) for this project is: $500,000.00 – $1,000,000.00. A/E to provide a 5% Bid Deduct value to ensure the total project doesn’t exceed.

1.3. Sight Verification: The A/E shall provide all site verification work required in the scope of this project. All site verification work shall be performed under the supervision of the A/E.

1.4. Design: The design shall meet all VA standards and criteria, and all applicable local, state, and federal codes.

1.5. Project Management: Regularly scheduled project meetings shall be required of the A/E and the A/E's design consultants to facilitate this communication. Meeting attendance of the A/E and all consultants on the design team shall be mandatory, most of these meetings will be teleconferences.

2. Deliverables (All days are consecutive calendar days. Design Period Services begin at the issuance of the Design Notice To Proceed, NTP/Kickoff).

2.1. NTP to be issued within 30 days after award.

2.2. 15% Site Study Submittal: Due 20 days after NTP (Government review will not exceed 5 days).

2.3. 30% Schematic Design Submittal: Due 45 days after NTP (Government review will not exceed 5 days).

2.4. 60% Schematic Design Submittal: Due 90 days after NTP (Government review will not exceed 5 days).

2.5. 90% Design Development Submittal: Due 105 days after NTP (Government review will not exceed 5 days).

2.6. 100% Construction Documents Submittal: Due 120 days after NTP (Government review will not exceed 5 days).

2.7. Project Design: Period of performance 120 days.

2.8. Record Drawings: Due 20 days after final construction inspection.

2.9. Estimated Project Construction Period Services: 120 days plus 20 days for preparation of Record Drawings, Total 140 days.

3. Project Management

3.1. Project meetings shall be held on a once every two-week basis or more frequently if requested by the COR.

3.2. The A/E shall plan and coordinate the project meetings.

3.3. VA meeting room facilities may be utilized for project meetings. The A/E shall coordinate with Facilities Management Service (Building 10) for use of VA facilities.

4. Design Submittals

4.1. The marked boxes represent required design submittals for this project:

Concept A Services (Site Study, 15%, and 30%)

a. Based on site verification and information gathering through meeting with VA staff and end users prepare a study and investigative report verifying the project scope, analysis of infrastructure systems and recommendations defining the design approach, any existing conditions and/or design considerations unique to the project area.

b. Initial concept design in accordance with VA Roseburg Healthcare System Guidance Site visit(s) for field investigation and meet with functional area users & technical staff. Design intent for all aspects of the project shall be clearly explained in this submittal.

Design B Services (60%)

a. Prepare drawings and specifications in preparation for full contract drawings and specification for the approved design based on the approved schematic design.

b. Provide preliminary cost estimate for project construction.

c. Response to VA’s 30% review comments, if applicable.

Design B Services (90%)

a. Further prepare drawings and specifications in preparation for full contract drawings and specification for the approved design based on the approved schematic design.

b. Provide detailed cost estimate for project construction.

c. Response to VA’s 60% review comments, if applicable.

Design B Services - Contract Drawings and Specifications (100%)

a. Prepare contract drawings and specifications.

b. Response to VA’s 90% review comments, if applicable.

c. Provide detailed cost estimate for project construction.

Construction C Services - Construction Period Services

a. The A/E shall provide all necessary construction period services to include but not limited to construction contractor submittal review, RFI review, Change Order review, periodic construction inspections and reports, telephone consultation, and design changes as necessary.

b. Preparation of one complete set of Record Drawings based on contractor submitted as-built drawings.

c. A/E representation at weekly project construction meetings is required (Teleconference call-ins by the A/E will be allowed).

5. Submittal Format Requirements

5.1. A/E design submissions shall be in strict accordance with VA A/E Design Submission Instructions, PG-18-15, volume B.

5.2. The Contractor shall provide electronic (PDF) copies of all documents scheduled for review, hard copied to be provided upon COR request.

5.3. 100% Submittal shall include:

5.3.1. Original, signed, stamped, and printed (2) sets of the drawings to include the specifications. Drawings are to be submitted in Arch. D (24”X36”) format.

5.3.2. Electronic Copies containing 100% drawings and specification in pdf format, 100% Specifications in MS word format, 100% Drawings in AutoCAD 2019 DWG format, and all referenced images, CTB files etc.

5.4. Record Drawings shall conform to the format requirements for the 100% submittal.

5.5. The Design Team A/E shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the Department of Veterans Affairs request for proposal (RFP) and prevailing codes.

6. Construction Estimates

6.1. Preliminary Construction Estimate: Estimate shall include all direct construction costs broken down by major specification divisions. Costs shall include line items for construction contractor profit, overhead and risk.

6.2. Detailed Construction Estimate: Estimate shall include all direct construction costs broken down by individual specification section. The estimate shall show all costs and level of effort associated with work items included in the contract. Costs shall include line items for construction contractor profit, overhead and risk. All items over one thousand dollars shall be broken down to the smallest unit practicable. This estimate will be used to create the Schedule of Values against which the Contractor will invoice for construction work performed.

7. Design Submittal Review

7.1. The review submission packages will incorporate the comments from the previous review. If any package is not complete for the required stage a post review may be required, the cost of which will be borne by the A/E.

7.2. Each review submission package shall be submitted in electronic format. It shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be submitted to the VA COR.

7.3. The VA will review the design submission package according to the timelines set forth in Section 2.0 Deliverables, and provide comments or approvals, either electronically, by fax, or by hard copy delivery.

7.4. Professional Licensing: The A/E who prepares the construction documents shall be a professional architect or engineer licensed in the state in which the design work is completed.

7.5. The professional seal indicating such license by the state shall appear on the final construction documents. A category in the plan set can only be stamped by an architect or engineer whose professional degree is in the same field. (e.g., The electrical category in the plan set can only be stamped by a professional electrical engineer.) The architect or engineer whose seal is shown will be known as the architect or engineer of record. The A/E shall certify compliance with this statement of work, VA design criteria, and all applicable codes.

7.6. If the final construction documents submission package is not complete; a post submittal may be required, the cost of which will be borne by the A/E.

8. Drawings

8.1. All original drawings and specifications shall be based on standard Department of Veteran Affairs guidelines, Program Guide PG-18-3 Design & Construction Procedures and Program Guide PG-18-15 Contractor Submission Instructions for Minor & NRM Construction Program and all supplements listed herein. The VA may provide the A/E with AutoCAD drawings for use as background information. A/E shall field verify all information used from Government furnished documentation prior to incorporating the information into the design.

8.2. Drawings shall be done in plan-view at a minimum scale of 1/8" = 1'-0", where necessary, and, generally, 1/4" = 1'-0" or larger. Details will be done in minimum scale of 1/4" = 1'-0" or larger. Drawings shall be independent for architectural, electrical, mechanical, etc., design and shall denote, on separate views, the required demolition and reconstruction details on the same sheet for each function, where possible. Drawings shall be provided to the Government in 2019.dwg format and layouts shall be Arch. D (24” X 36”) plan sheets. All drawings in project set shall be on same type and size sheets. All symbols, abbreviations, notes etc. shall be coordinated throughout the drawing set. Demolition and new work shall be shown on separate sheets. New work shall be clearly identified on all drawing sheets.

8.3. All views, elevations, sections, details, nomenclatures etc., shall be complete to ensure Contractor compliance without fault to misunderstanding of incomplete or improper views, elevations, sections, details, nomenclatures etc.

8.4. All drawings shall contain an engineers’ stamp with professional seal along with name, expiration and address of firm when necessary.

8.5. All correspondence with Contracting Officer shall be signed by the Official of the firm with whom contract was negotiated and may not be re-delegated to another person in the same firm.

8.6. Use of VA furnished drawings and specifications shall not release the A/E from any responsibility. The A/E shall verify all typical drawings for re-use and is to take full responsibility.

8.7. Background Information: Information, including drawings and other documentation, provided to the Contractor, shall be used for reference only. The Contractor shall field check everything and shall not use any drawings provided for plan or elevation views. The final drawings submitted by the Contractor shall be originals and shall be the result of his field check, and shall not be take-offs or tracings, for any drawings or other information provided.

8.8. All drawings for 100% submission must be stamped by a licensed architect and/or engineer.

9. Specifications

9.1. Specifications shall be based on the Department of Veterans Affairs Master Construction Specifications with A/E revisions, additions, deletions, etc. as required to assure all phases and facets of work are specifically covered without omission.

9.2. The A/E will be responsible for reviewing the specification sections used. VA standard specifications are to be edited by the A/E so that they are tailored to the current project. The A/E shall revise, add, delete, etc. prior to providing the finished specification package to the Department of Veterans Affairs. Unnecessary items shall be deleted in entirety. The intent is to provide a complete set of construction documents for the project.

9.3. Where multiplicity is referenced in the provided specifications, the A/E shall consult Facilities Management Service to eliminate such multiplicity. The construction contractor shall not be given alternatives or choices but must provide specific items as detailed in the specifications.

9.4. The A/E during visits with Facilities Management Service shall obtain the name and type of materials currently used and necessary for use on the contract for which the A/E is responsible. In the specifications, the items shall be named specifically with an add-on statement such as: "or approved equal.” The only variation wherein that may occur is when an item cannot be substituted due to maintenance requirements. Information on such items shall be provided to the A/E by the Department of Veterans Affairs.

9.5. Included in each Construction Section of the specifications should be a paragraph entitled "Submittal of Samples and Shop Drawings.” Under that Section, the A/E shall list all of the items within that particular section of the specifications for which samples and shop drawings are required, with the added words, "but not limited to."

9.6. All VA master specifications, design manuals, and other relevant information can be accessed at internet site http://www.cfm.va.gov/TIL/. Compliance to all known applicable codes will be reflected in the completed design and construction documents. The VA follows the most current ICC federal codes along with applicable local jurisdiction codes.

9.7. Custom specifications may need to be developed for this project. All custom specifications shall be produced in the same format as the master specification and shall be written in accordance with VA requirements.

9.8. Project Phasing: The Contractor shall prepare an independent specification section "SR - SPECIAL REQUIREMENTS," wherein detailed phasing of work to be accomplished will be described in sequential order. Section shall be prepared using standard format of other specification sections.

10. Construction Period Services

10.1. The A/E shall provide all necessary construction period services to include but not limited to construction contractor submittal review, periodic construction inspections and reports, telephone consultation, review of change order proposal, provide a detailed cost estimate when needed and design changes as necessary. Construction period services shall occur through the duration of the construction contract.

10.2. A/E will attend the pre-construction conference and OAC meetings held once every two weeks. OAC meeting attendance can be via conference call or in person.

10.3. Review of submittals

10.3.1. The A/E shall develop a “Submittal Register” based on the included specification sections. After submittals are reviewed for compliance, the A/E shall log them in the submittal register. A copy of the submittal register will be returned with reviewed submittals to the VA.

10.3.2. Submittal review time shall be limited to (10) calendar days per submittal, excluding federal holidays. It is however expected that the A/E limit full use of the review time period to large and complex submittals. Smaller submittal packages should be reviewed in a timelier manner.

10.3.3. All submittals shall be submitted per 1.3.2, Submittal format requirements.

10.3.4. The A/E shall retain copies of everything submitted.

10.3.5. All submittals must be reviewed by the VA.

10.4. Construction Change Orders

10.4.1. The A/E shall review contractor change proposals and provide the contracting officer a technical analysis of each proposal.

10.4.2. The A/E shall develop detailed cost estimates for all construction change order work. These estimates are to be used in the technical analysis of each proposal and shall be provided to the contracting officer and COR as part of the analysis.

10.4.3. Technical analysis shall include a comparison of the proposal and A/E cost estimate with narrative explanation of where and why the two documents disagree. A completion time shall be limited to (10) calendar days per change order, excluding federal holidays.

10.5. Request for Information (RFI)

10.5.1. The A/E shall respond to RFI’s submitted by the contractor within 7 calendar days.

10.5.2. RFI responses shall be limited to answering the questions submitted. A/E or A/E consultant opinions on contract document clarity, legitimacy of change requests, etc. shall be submitted via email to the COR and Contracting Officer separately from the RFI response.

10.6. Quality Control

10.6.1. Design: The A/E shall design and implement a quality control plan to ensure that design is performed in accordance with the requirements of this statement of work and VA design criteria.

10.7. Site Visits

10.7.1. All A/E owners, employees, and consultants shall adhere to the Roseburg VAMC security and safety requirements while on site.

10.7.2. The A/E shall visit the site to obtain details of the specific areas covered by this contract to fully complete the drawings and specifications without omission.

10.8. Construction Costs

10.8.1. The A/E shall prepare a construction cost estimate. The estimate will be broken down by major areas of work and will be comprehensive in nature, identifying all areas of cost related to the construction. The A/E, with input from and final approval by the VA, shall create a schedule of values based on specification sections developed during design phases.

10.8.2. The schedule of values shall not be confused with the preliminary and detailed construction estimates that are due as part of the design submittals.

10.9. Payment

10.9.1. Design: Payment for preparing construction drawings and specifications will be at the Contract lump sum amount for the pay item “Design”. Payment for a design submittal will be authorized upon acceptance of the submittal. Payment will be according to the following schedule:

Concept, Type A services

Design, Type B services

Construction, Type C services

* Construction period services shall be billed based on actual work performed.

10.10. References

The following criteria shall be used to develop the design (including but not limited to):

Technical Information Library http://www.cfm.va.gov/TIL/ Physical Security Design Manual for VA Mission

CAD: National CAD Standard, VHA Application

(All related Chapters) http://www.cfm.va.gov/TIL/planning.asp

Joint Commission Criteria

NFPA 2017

VA Fire Safety Criteria

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