653-24-100 Remodel B71 SOW AE revised 5-7-2024.docx

Statement of Work 653-24-100 Building 71 Remodel VA Roseburg, Oregon Campus

The scope for this project is to obtain an A/E firm to design a remodel for Building 71 (1st and 2nd floors) including, but not limited to: all spaces within the 1st floor including the canteen and seating areas, administration areas, and kitchen and site prep areas for new equipment, convert room A102 to male and female restrooms respectively; with the exception of the coolers and freezers (Rooms D101, D102, D104, D105, D107, and D108B) that are not included in this remodel project, the relocation of all IT components in Room BS101 to a new IT closet on the upper floor. The work shall include architectural, electrical, mechanical, plumbing, HVAC, fire protection, communication, and all such systems and components as may be necessary to achieve the project goals.

I. BACKGROUND

The purpose of this project is to upgrade the 1st and 2nd floors of Building 71. This area includes the main kitchen and prep areas used to prepare meals for the hospital. Building 71 was built in 1993 with the coolers and freezers being replaced in 2019 (Project Number 653-19-110).

II. SCOPE OF WORK

A. Project Scope and Objectives: The project objectives of the VA are but not limited to as follows:

Within project limits, demolition of:

· existing wall tile and chases,

· existing ceiling tile and plaster ceiling,

· existing lighting,

· unnecessary mechanical, HVAC, electrical, plumbing, natural gas, fire protection, communications, etc. systems, and

Within project limits, installation of:

· new floors including broken or damaged tiles during construction

· new ceiling including hard lid, ceiling grid and tiles

· new LED lighting

· new patio tables with concrete slab and metal roof canopies

· new mechanical, HVAC, electrical, plumbing, natural gas, fire protection, communications, etc. systems to support kitchen equipment and functions.

1. Review the locations of existing architectural, electrical, structural, mechanical, plumbing, fire protection, HVAC, communication, kitchen equipment, etc. system’s drawings within the project area and document and verify their locations.

The A/E shall design a full demolition survey shall be performed in a manner to protect the occupants of the space. Space will be occupied during construction.

Evaluate the structural integrity of the main floor above the basement and their capability of supporting equipment as needed.

Ensure Power Infrastructure can support equipment installation.

2. Provide planning 35% design documents, design development 65% documents, 95% documents and 100% design documents for architectural, electrical, mechanical, plumbing, HVAC, fire protection, communication, phasing, demolition and construction of improvements within the project limits.

3. Provide facilities staging plan to provide for kitchen, canteen and associated spaces full functionality during construction.

B. Design Scope – General: The A/E shall develop and provide a set of drawings and specifications for conceptual, design development and final design purposes which meets project objectives.

C. General Requirements: The A/E shall produce designs that comply with the latest editions of all applicable DVA guidelines (e.g. Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, JC, Federal and State codes pertinent to the project scope.

1. Quality Control Plan: The A/E shall specify the applicable standards and method of development for a Quality Control Plan. The A/E shall not be responsible for the development, but only for identifying and specifying the appropriate standard forms for Quality Control inspections that will become part of the overall plan.

2. Utility Shutdowns: The VA has a mandatory requirement to obtain approval for utility shutdowns. The A/E shall provide a list of all utility shutdowns required for this project design. This will include, but not be limited to, electrical, mechanical and plumbing tie-ins. The A/E shall provide estimated time of each outage and provide a narrative to the impact of the shutdown.

D. Site Survey: The A/E shall conduct on-site survey (s) as necessary to verify as-built conditions.

E. Code Study: The A/E shall conduct a code study to determine code compliance of the proposed design. This shall also include a life safety plan.

F. Construction Cost and Bid Alternatives: The A/E shall provide a design for this project taking into account phasing. At least 20% of the estimated cost/scope of the project shall be identified as deductive bid alternatives to provide some flexibility at the time of construction bid. The specific deductive items shall be developed at the 35% design submission and refined through final design.

III. ADMINISTRATIVE PROCEDURES

A. A Pre-proposal Meeting of the A/E, the VA Contracting Officer and the Contracting Officers Representative (COR) will be held prior to preparation of the A/E’s proposal. The Statement of Work and the existing conditions of the site proposed for work will be reviewed. At this time, the A/E will have the opportunity to review and obtain copies of As-Built Drawings and other VA materials as necessary to prepare a proposal. Availability and accuracy of as-built drawings cannot be confirmed and shall be verified by the A/E.

B. After award of a Task Order and issuance of the Notice to Proceed, the A/E will coordinate all site visits through the COR.

C. All A/E personnel, their sub-contractors and representatives visiting VA sites will be required to sign in upon arrival and sign out upon leaving in a log book which is kept in the Engineering Design and Development Section in Building 10. Each visiting individual will be required to enter their name, their company’s name, VA project title, date, reason for the visit, and the times of arrival and departure. Additionally, all persons must be badged. Arrangements for after hour site visits must be made in advance and approved by heads of the kitchen and canteen.

IV. MATERIAL TO BE PROVIDED TO THE A/E BY THE VA

A. If available the VA shall provide the A/E with copies of As-Built site plans, master floor plans, elevations, and structural plans in AutoCAD or .pdf format. Otherwise, copies of drawings will be hardcopy prints. These drawings will be provided for reference purposes only. The A/E shall be responsible for verifying all such plans for dimensional accuracy and other features and representations critical to the design prior to their use in production of final plans.

B. Specific sections of the VA Master Construction Specifications, Design and Construction procedures, Standard Details and CAD standards, Design Manuals, etc. can be found via the internet for acquisition and editing by the A/E at http://www.cfm.va.gov/TIL/

V. DELIVERABLES

The A/E shall develop and provide to the VA the following:

A. Meeting Minutes: The A/E shall take minutes of all conferences and other meetings with the VA (including site visits) and shall provide a copy to the Contracting Officer for a concurrence signature.

B. Drawings: The A/E shall deliver to the VA fully developed Drawings on current year Autodesk Revit. Hard Copy drawings shall be plotted at a (1/8”=1’) scale minimum. Larger more appropriate scales shall be used for sections and details.

C. Specifications: The project specifications shall be prepared in Microsoft Word by the A/E from the VA Master Specifications. The general format shall include; Part 1-General, Part 2-Products, and Part 3-Execution. Part 1 shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. Part 2 shall include description of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A/E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA Master Specs, the A/E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8 ½” x 11” bond paper using 12pt Times-New-Roman fonts.

The A/E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions. The A/E shall provide two (2) final copies in Microsoft Word and .PDF format to the VA.

D. Construction Cost Estimates: The A/E shall prepare a Detailed Construction Cost Estimate in Microsoft Excel using the CSI 34-division format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overhead, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with 65%, 95% and 100% design reviews and include a cost breakdown for each alternative.

E. Submittal Register: The A/E shall develop a list of all submittals required by the specifications in Section 1 of each individual specification. The register should include specification reference, and item to be reviewed approved.

F. Narratives: Written narratives shall be used as part of each design submission. The narrative, or basis of design, should be used to elaborate on and provide an explanation of key design decisions by A/E and/or the VA, objectives, obstacles, alternatives and resolutions, design issues or decisions relating to constructability, and in general to communicate all information relevant to the design submission.

G. Construction Schedule: The A/E shall also establish a preliminary construction schedule indicating the entire length of time estimated for the completion of the construction contract, measured in weeks. The A/E shall provide a commensurate Gant chart for the construction activities to include critical path items. For example, utility shutdowns. This schedule shall include pre-construction activities (such as submittals and mobilization), specific construction activities/events, special phasing requirements and final activation of the space.

H. Phasing: The A/E shall develop a phasing plan taking into consideration minimal disruption to current staff, maintaining emergency egress, storage of construction equipment and materials, security and access, debris removal and maintenance of the clean environment. The VA will notify the A/E on the availability of the entire work area or if partial areas will be required for the duration of construction.

I. Reproduction: The A/E shall be responsible for all reproduction during design through project completion.

VI. DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

The following design submissions will be required:

The A/E shall examine the schedules set forth below and recommend to the VA any improvements in the allocations of time allowed for each phase, the net effect of which would be to either provide more time for phases needing more time or to shorten the entire design schedule.

A. First Submittal As-built Schematic Design Submission (35%) For this submission, the A/E shall produce a clean and up to date physical schematic.

a. Narrative:

Provide a written narrative with a summary of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of the design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team prior to the schematic design submission should be documented. The schematic design narrative shall also identify each and all required systems, utilities (including preliminary HVAC calculations) and major (built-in) equipment with a brief description of its type, location, use and extent. The A/E shall address constructability issues and their impact on project construction cost.

b. Drawings:

The A/E shall provide preliminary schematic drawings that show kitchen improvements within the project limits.

Identify and verify as-built conditions in walls and overhead spaces in those areas that will be impacted and propose solutions to re-route existing utilities or avoid utility conflicts.

The A/E shall provide preliminary schematic drawings that show plans to improve the kitchen within the project limits.

Review existing environmental reports covering the project area. Identify existing asbestos, lead based paint, and other environmental hazards locations that will be impacted and identify locations that require further testing.

Two “D” size Drawings and electronic version of CAD work completed to date.

c. Specifications:

The A/E shall provide an index of all VA Master Specifications which are anticipated to be used for this project.

d. Cost Estimates:

The A/E shall provide a complete cost estimate with as detailed a breakdown as possible for this stage of design. Separate cost estimate figures shall be given for design alternatives being presented for consideration as part of the schematic design.

e. Construction Schedules and Phasing Plans:

The A/E shall provide a preliminary construction schedule and phasing plan.

f. The A/E shall provide a completed VA infection control form addressing all areas.

g. The A/E shall provide a completed A/E Review Checklist for all applicable disciplines.

h. 35% Review Schedule:

The 35% schematic package shall include preliminary concepts of the proposed alternatives. This shall be submitted 45 calendar days after Notice to Proceed (NTP).

The VA will provide 35% review comments to A/E no-later than 60 calendar days after NTP.

The 35% schematic review package meeting with the VA at 75 calendar days after NTP.

B. Second Submittal Design Development Submission (65%) This submission is set up to review the first detailed plans.

a. Narrative:

Provide a written narrative that builds upon the Schematic narrative and continues to document key decisions and be used to further describe and explain important aspects of the design, especially those not yet appearing in the form of a drawing. As an element of the Design Development narrative, include an outline of work yet to be completed and included on the drawings as part of the Design Development submission (details, elevations, schedules, etc.). The A/E shall further develop constructability issues and their impacts on project construction cost and schedule. Engineering Calculations shall be included as an appendix.

b. Drawings:

The A/E shall provide design development drawings that show detailed plans to improve the kitchen within the project limits.

Two D size (24”x36”) and one electronic version of CAD and Autodesk Revit work completed to date.

c. Specifications:

The A/E shall provide a complete redlined set of Specifications based on criteria established at the initial design meeting as required for supplementing the construction drawings. A Table of Contents shall be provided as part of the specification set.

The A/E shall provide one electronic version and one copy of unbound proposed-Specification sections.

d. Cost Estimates:

The A/E shall provide an accurate and detailed cost estimate which will show that the scope and the design of the project are within the project budget. Deductive bid options should be broken out separately to show that they account for 5% of the overall budget for construction award.

e. Construction Schedules and Phasing Plans:

The A/E shall provide a detailed construction schedule and phasing plan to support the design.

f. The A/E shall provide a completed VA infection control form addressing all areas.

g. The A/E shall provide a completed A/E Review Checklist for all applicable disciplines.

h. 65% Review Schedule:

The 65% design development package shall include detailed design. This shall be submitted 105 calendar days after Notice to Proceed (NTP).

The VA will provide 65% review comments to A/E no-later than 120 calendar days after NTP.

The 65% review package meeting with the VA at 135 calendar days after NTP.

C. Third Submittal Final Submission For this submission, the A/E shall produce detailed final drawings.

a. Narrative:

The A/E shall provide a written narrative with a concise and complete record of the design process including all key design decisions and the background and reasons for the intent of these design decisions. The narrative shall include all records of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team should be documented. The design narrative shall also identify each and all required systems, utilities, and major (built-in) equipment with a brief description of its type, location, use and extent. The A/E shall address constructability issues and their impacts on project construction cost and schedule. Engineering Calculations shall be included as an appendix.

b. Drawings:

The A/E shall provide detailed final drawings and calculations based on information collected, and VA comments on the 65% design submittal.

Two D size (24”x36”) and one electronic version of CAD and Autodesk Revit.

c. Specifications:

Provide all Specifications that are required for the construction package. The specifications shall be free of writer’s notes and any editing comments. All information that is not required for this project shall be removed from each individual specification section during the 65% design stage.

The A/E shall provide one electronic version and one copy of unbound proposed-Specification sections.

d. Cost Estimates:

A complete takeoff detailed cost estimate based on the Construction Documents Submission.

e. Construction Schedule and Phasing Plans:

Provide a detailed Construction Schedule and Construction Phasing Plan. All utility shutdowns shall be included.

f. Safety Plan Provide a list of all applicable standards, method of plan development, a VA infection control form, and address all Interim Life Safety Measures.

g. Quality Control Plan Provide a list of all applicable standards and method of plan development of a Quality Control Plan.

h. The A/E shall provide a completed VA infection control form addressing all areas.

i. Completed A/E Review Checklist:

Provide a completed A/E Review checklist for all applicable disciplines.

j. 100% Review Schedule:

The 100% final design package shall include final detailed design. This shall be submitted 165 calendar days after Notice to Proceed (NTP).

The VA will provide 100% review comments to A/E no-later than 180 calendar days after NTP.

Final Design Review (100%) comments meeting with VA at 195 calendar days after NTP.

The A/E shall issue all final revised 100% final design documents to the VA at 225 calendar days after NTP. The A/E shall deliver to the VA the following documents:

k. Final 100% Construction Set

One set of original 100% Final Design Drawings.

One set of indexed and bound Specifications.

Electronic versions each of;

1. Final Concept Drawings in AutoCAD (to include PDF versions of each sheet),

1. Specifications,

1. Construction Cost Estimate,

1. Construction Duration Estimate,

1. Phasing Requirements, and

1. Narrative with Engineering Calculations, Safety Plan and Quality Control Plan.

1. Equipment List

J. For bidding purposes upon final approval by the VA of all 100% construction documents (the A/E shall deliver to the VA; two (2) sets of D-size Drawings, CAD and Autodesk Revit drawing files, and one (1) set of bound specifications.

VII. CONSTRUCTION PERIOD SERVICES (To be awarded only at time of construction award.)

A. General: The Contracting officer reserves the right to terminate any construction period services, without payment for services completed, if such services are not needed or are not being adequately completed.

B. Response to RFIs: The A/E shall be responsible for evaluating RFIs to determine if a change will be required. The A/E shall then provide recommendations to the Contracting Officer. Within 48 hours, the A/E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A/E shall include a cost/credit estimate for RFIs which result in a change to contract cost.

C. Submittal Review: The A/E shall review Contractor submittals. The A/E will be required to review contract submittal for adherence to contract requirements and then forward their recommendation of approval/disapproval to the VA contracting officer within 7 calendar days. The COTR shall take final action of approval/disapproval on each submittal and shall prepare and send a formal return of submittal to the contractor.

D. Commissioning: The A/E shall provide a 3rd Party Commissioning Agent company to develop a Commissioning plan to activate the upgraded kitchen space.

E. Site Visits: Day to day construction administration will be performed by the COR. The A/E shall make site visits during construction as well.

F. Asbestos and Lead Inspection: The A/E shall perform all inspection and documentation services required during asbestos and lead abatement activities.

G. Photographic Documentation: The A/E shall be required to prepare photographic documentation in accordance with VA master specifications during the period of construction including prior to demolition.

H. Record drawings: The A/E shall verify as-built conditions from contractor- supplied marked up prints, and prepare as-built documents for the VA. Delivered in AutoCad Revit. A/E to provide as-built for 100% of building 71 at the end of construction. As-built drawings are to include 100% Architectural, Mechanical, Electrical and Plumbing that exist in building 71. As-built drawings will not be limited to only areas of construction and alterations during this project. One D size Hard copy and electronic versions of CAD and Autodesk Revit work.

END OF STATEMENT OF WORK