570-26-315 Replace OPC _SOW Rev4.pdf

Statement of Work (SOW) VA Central California Health Care System (VACCHCS)

Fresno, CA 2615 East Clinton Ave, Fresno, CA 93703 AE Design Services on Project 570-26-315

Replace OPC AHU, OPC, 1st Floor, 2nd Floor & 3rd Floor

12-19-2025

1. INTRODUCTION

A. This Statement of Work (SOW) defines the work activities, deliverables, and timelines a vendor must execute in performance of specified work for a client. The vendor for this SOW shall be an Architectural & Engineering (AE) firm. The client for this SOW document shall be: The VA Central California Health Care System (VACCHCS) located at 2615 E. Clinton Ave, Fresno, CA 93703-2286.

B. This SOW presents submission requirements focused on design and construction documents to be specified in the AE contract terms and conditions.

C. The AE firm shall provide services as outlined in this SOW document.

D. The AE shall comply with FAR 36.601-3 Applicable Contracting Procedures.

E. Two weeks after Receipt of the Notice to Proceed, the AE shall submit to the VA a Quality

Assurance/Quality Control (QA/QC) plan that designates a certified independent third-party (CITP) firm with a licensed architect engineer or registered engineer to act as a QA Officer. The detailed QA/QC Plan shall describe each step that will be taken during the development of the various phases of design. No exceptions. The development of the QA/QC plan shall be prepared in accordance with the Program Guide, PG-18-15: AE Submission Instructions for Minor and NRM Construction Program (https://www.cfm.va.gov/til/). The QA/QC plan and the designated QA Officer shall be approved by the VA before concept development meetings are scheduled.

Each deliverable provided by the AE shall include a QA/QC progress update signed by the QA Officer with a statement of compliance to PG-18-15.

F. The AE shall provide all the necessary professional architectural and engineering services required to include the following:

1. Investigative and feasibility design services.

2. Schematic design development drawings, construction documents, specifications, calculations, cost estimates and narratives.

3. Tools, equipment, materials, labor, travel, per diem, and incidentals.

4. Expertise, supervision, testing, analyses, and specialty services to accomplish all items and requirements outlined in this SOW.

G. The Certification and Accreditation authorization (C&A) requirements do not apply; A Security

Accreditation Package is not required.

H. The intent of this SOW is that the AE firm will not include and/or need access to VA sensitive information; the AE firm will issue a letter verifying that VA sensitive information was not accessed during this project. Any need to access VA sensitive information, the AE shall immediately notify the CO and COR.

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

2. SCOPE OF DESIGN

A. The objective of this project will focus on replacing (3) Air Handling Units (AHU) in the

Outpatient Clinic (OPC) building and all necessary ancillary components of the AHU and air and cooling distribution including return, exhaust, humidity control and monitoring equipment.

One AHU is located in the Basement mechanical room and serves the entire first floor of the OPC. The second AHU is in the OPC Penthouse and serves the entire second floor of the OPC.

The third AHU is in the OPC Penthouse and serves the entire third floor of the OPC. This project will require the transition from a dual duct system to a single duct VAV reheat system.

This project includes all the necessary electrical, plumbing, low voltage, architectural and structural changes necessary to support equipment replacement, expansion, or modification to meet current design criteria for these types of systems. All new AHUs shall provide 100% outside air mode to operate in an emergency epidemic event. This emergency epidemic mode (100% OSA) system must be activated manually. Below is a current floor layout (rooms/area affected are shown).

OPC Basement:

OPC 1st Floor:

OPC 2nd Floor:

OPC 3rd Floor:

OPC Penthouse:

B. The AE shall develop a “Scope of Work Spreadsheet” to identify references described in section 2A. Coordination and approval of the scope of work spreadsheet shall be communicated with

COR.

C. The AE shall understand that services are to remain operational during construction; impacts from construction are to be minimized. A construction phasing approach shall be emphasized in the design along with addressing ICRA requirements during construction.

D. The design shall include detailed provisions for proper phasing in support of VA daily operations and temporary equipment to accomplish the requirements.

3. BUDGET

A. The budget for the designed construction portion of this project is not to exceed

$18,796,000.00. The AE shall design this construction project strictly within the approved budget for construction. If the AE determines that the cost for the specified items in Section 2 and/or design elements exceeds funding, the AE shall immediately notify the CO and COR.

Upon contract award, the AE shall be solely responsible for meeting the budget funding limitations. Any re-design effort shall be at the expense of the AE to meet the budget funding limitations. Project phasing drawings shall be broken out to reflect the budget funding.

4. GENERAL REQUIREMENTS

A. The AE firm shall review all pertinent VA design and construction criteria available in the

Technical Information Library (TIL) found at the following website: https://www.cfm.va.gov/til/.

B. The AE shall be a professional architect licensed in any state of the United States of America or licensed engineer in any state of the United States of America. The AE firm shall maintain all professional licensing, certifications, and accreditation information, along with any other credentials and qualifications for all workers involved in this project and provide a copy of such to the VA upon request.

C. The AE professional seal shall appear on all deliverables with signature. The Architect or Engineer whose seal is shown will be known as the Architect-of- Record, or the Engineer-of- Record. The Design AE shall certify compliance with the SOW and all applicable codes.

D. A preliminary pre-proposal site visit is recommended and must be coordinated with the Contracting Officer. The Contracting Officer is the Site Visit POC for solicitation period and will coordinate with the COR to meet station’s needs and schedule. The AE must take appropriate safety precautions when conducting such field investigations, and notify the COR of encountered hazardous material, substances and/or circumstance discoveries.

E. The AE is required to attend design review meetings (online) after each submission during the design process.

F. Provided in this package are as-built AutoCAD facility drawings for applicable disciplines (Site, Architectural, Fire Protection, Mechanical, Electrical/Power, Lighting, Plumbing, and Telecom).

Any additional documents can be requested from the COR.

G. The AE is responsible for determining and requesting any additional drawings not provided.

The AE shall assume responsibility for all field verifications of drawings regardless of source.

H. The AE shall conduct a thorough site investigation to evaluate the accuracy of the as-built drawings. The AE shall make site visits necessary to locate all existing improvements impacted by this SOW’s work. The AE shall field verify elevations, building locations and dimensions as required. The existing as-built drawings only provide approximate locations, and the stated dimensions may not be accurate.

I. The AE shall not rely solely on as-built drawings (mechanical, electrical, plumbing, architectural, etc....). The AE shall utilize site measurements and verification of actual site conditions to validate or correct information available on as-built drawings provided by the VA. At each design submission, the AE shall furnish a marked-up set of "As-Built" drawings for each discipline showing deviations between site conditions and the drawings.

J. The AE is responsible for incorporating all requirements and guidelines into the design of this project. The VA is mandated to follow the most stringent codes, standards and regulatory requirements; therefore, the AE firm shall also review all applicable VA, Federal, State, County, City and Industry design guides, codes, standards, regulations and policies. The AE shall notify the VA in writing of discrepancies between requirements, and the VA shall make the final determination as to which requirement shall govern design.

K. This package will contain the most current VA asbestos survey for the areas applicable to this SOW for the AE’s review. The AE shall notify the COR of all untested suspect asbestos and lead building components that may be disturbed during the work or investigation. The VA will be the responsible party for taking samples and laboratory tests to determine the presence of lead or asbestos. Any positive findings by the VA shall be identified, accurately quantified and a report is to be provided to the AE for inclusion in the contract documents for abatement prior to demolition.

L. The AE shall evaluate necessary demolition work to construct the items presented in Section (2) of this SOW. The demolition work shall be coordinated with the COR and will need to be phased and completed as part of this project. The AE shall detail the phasing of demolition activities in the construction documents. The AE shall coordinate with the COR to identify all demolition by the contractor and materials to be retained and reused or transferred to the VA.

M. The AE shall evaluate existing structures and/or structural systems impacted by this SOW. Any new structural work or modification to existing structures shall be designed by a Structural Engineer (SE). The AE shall perform and provide all calculations to validate structural design.

The AE shall provide design assumptions, loading conditions (vertical and lateral), member analysis and foundation analysis and any other justification of design for new structures and modification to existing members.

N. The AE shall evaluate any and all impacts of this SOW’s work to the existing electrical, mechanical, plumbing systems, equipment, and related components at VACCHCS. The AE shall provide written reports on affected systems. Reports shall include calculations, data sheets and narratives to support the AE’s assessment of the systems and validate design selections. The design shall include modifications, additions and/or possible relocations of the existing plumbing systems.

O. The AE shall evaluate electrical systems within the project area and impacted by the project is required. Design modifications, additions and possible relocation to existing electrical equipment or systems will be required. The AE firm shall perform and provide all computations and sizing calculations for new electrical loads anticipated and altered existing loads. The AE shall also submit written reports of findings and narratives to support assessment of systems and design selections.

P. The AE shall evaluate the impact of this SOW’s work to existing fire safety systems and include the possible relocation of existing systems including fire alarm, fire sprinkler, smoke detector, fire extinguisher and all other items required per the National Fire Protection Association (NFPA) to maintain a complete fire safety system. All impacts shall be reported to the COR.

Q. The AE shall evaluate the impact of this SOW’s work on existing data systems, phone systems, panic alarm systems, surveillance systems, public address systems, access control systems and other automated systems. All impacts shall be reported to the COR.

R. The AE shall evaluate the impact of this SOW’s work on all existing equipment. The design shall include new equipment and modifications, additions and relocations of existing equipment.

Upon equipment selection, the AE shall consult with the selected vendor to coordinate design of equipment areas. The AE shall include the COR in these coordination efforts.

S. The final design drawings, calculations and specifications shall be reviewed for compliance with applicable national and local codes and standards. This review shall also include a constructability assessment. The AE shall submit the qualifications and credentials of the proposed Certified Independent Third-Party (CITP) review firm and individuals who will conduct the review for VA approval. The AE shall provide to the VA all review comments made by the CITP reviewer and the subsequent AE response to each item. The AE shall also provide a certification on the CITP company letterhead indicating all review comments have been satisfied.

T. Evaluation shall follow applicable standards and codes described in the VA Program Guides located in the TIL (https://www.cfm.va.gov/til/).

U. AE shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

V. The AE shall conduct phasing review sessions with the VA as required by Program Guide, PG-18- 15: AE Submission Instructions for Minor and NRM Construction Program (https://www.cfm.va.gov/til/) and shall incorporate phasing into the construction documents.

The AE shall also develop requirements of environmental controls and shall incorporate into the documents. Environmental controls include but are not limited to barriers, temporary partitions, infection control, sound emission limits, best practices, etc.

W. Delays in the schedule caused by the A/E, as determined by the VA, including failure to provide acceptable submissions, the A/E shall be responsible for taking all necessary actions to ensure that succeeding work and submissions remain on schedule. In such event, the A/E shall submit for VA approval a plan for getting back on schedule.

5. DELIVERABLES

A. The AE firm shall obtain the complete VA Construction Specifications from the VA Facilities

Management Technical Information Library at web site/page: http://www.cfm.va.gov/til/.

B. Unless otherwise specified in this SOW, the AE shall submit all documents required herein and

Program Guide, PG-18-15: AE Submission Instructions for Minor and NRM Construction Program (https://www.cfm.va.gov/til/). The following documents are specifically required at the submission stages identified in Section (6). Submit three (3) hard copies of drawings, 1 full size (ARCH E1 30” x 42”) and 2 half size (ARCH C 18” x 24”); two (2) copies of cost estimates;

two (2) copies of specifications; two (2) copies of calculations, computations, and engineering data; two (2) copies of narratives, reports and other deliverables; one (1) copy of marked up as built drawings (reference Section 7H).

C. The AE shall present schematic designs and written phasing narratives for the VA to consider for the removal and replacement of systems and components described in this SOW to facilitate the best practical, efficient and economical approach.

D. Specifications shall be submitted at each submission at and beyond the DD submission with the following level of detail:

1. Design Development: cover sheets with a list of VA master specifications and AE developed specifications intended for use on this project.

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

2. Construction Document: Editing and mark-ups shall easily identify modifications, deletions, and insertions. "Catch-all" terms and generalizations shall be avoided. Items not relative to the project shall be strikethrough prior to deletion. The specifications shall be substantially complete as to content, checked and coordinated at the 65% submission and only minimal corrections and additions required beyond this stage.

3. CITP Review shall be submitted at the 100% Not for Construction Submission both electronically and two (2) hardcopies.

E. The AE shall provide electronic and hard copies of drawings at each submission. Drawings shall be generated in the latest version of AutoCAD or its companion products or approved equivalent. Electronic copies shall be provided in DWG format (AutoCAD 2012 version or newer) and in PDF format provided at each submission. The full drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e. layer/level structure, fonts, font sizing, file naming conventions, etc.) is the latest edition of the National CAD Standard.

F. Information requested in electronic form (digital, etc.) shall be in the following formats:

1. Drawings and details: AutoCAD 2012 or newer

2. Written documents: Microsoft Word 2010

3. Spread sheets, charts, graphs: Microsoft Excel 2010

4. Reproductions of manufacturers specifications, blueprint “mark-ups”, pictures and similar items: Adobe Acrobat XI Pro or Blue Beam REVU G. The AE shall provide the final typed specifications on CD in Microsoft Word and PDF formats.

Furnish digital final specifications both broken out by division and merged together in one document, with each specification section starting on a new page, in MS Word and PDF. The project title and number shall be on each page, top right-hand corner within the header section.

The final specifications shall be submitted in three (3) sets of colored, 3” D-ring loose-leaf binders, double sided, paginated sequentially, with identification labels on the binding & cover so the project title and number are readily visible and with tabbed dividers between each specification section. Specifications shall also be submitted via PDF.

H. The AE shall submit a construction cost estimate for all trade disciplines with the drawings at each project submission. This estimate shall show the cost of construction most likely to be reflected by the construction contractors' bids, if the bids were submitted on the same date as the estimate.

The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply shown; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Estimates shall be broken down by construction divisions. The first page will be a summary page showing alternate bid items, contractor mark-ups, overhead, profit, and bonding to reflect true construction costs.

Refer to “Manual for Preparation of Cost Estimates” which is located on the TIL (https://www.cfm.va.gov/til/) for more information.

I. The AE shall provide other documentation (eg. calculations, reports, recommendations, etc.)

that is appropriate to support the design effort and to keep the Government fully informed of all issues or potential problems. The AE shall provide computations and sizing calculations for new anticipated loads, altered loads and existing loads for electrical, plumbing, sanitary, and structural designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures. Provide an investigation and explanation of code requirements incorporated into the design. All additional documentation shall be provided digitally on CD in pdf format.

J. The site evaluation (site evaluation to be in person) programing, schematic design stage (Phase

1) shall include a minimum of two (2) user meetings and a formal presentation. The design development (preliminary drawing) phase (Phase 2) shall include a formal 65% presentation, submission and review phase. The contract document (construction drawing) phase (Phase 3) shall include 100% Not for Construction and 100% For Construction submissions and review meeting for each submission. Additional meetings may be required to facilitate collaboration and coordination between the AE and the VA.

6. CONTRACT DURATION

A. AE Design

1. Period of Performance is 245 calendar days after issuance of Notice to Proceed (NTP). The submission schedule is shown below. The AE shall provide the VA with a design schedule to reflect the submission milestones below. The AE may request an alternate submission schedule and submit it to the VA for review, however, unless approved by the CO and COR, the AE is required to comply with the milestones listed below. Schedule shall be submitted within 14 days of the Project Kick Off meeting (work hours are Monday

– Friday 8am – 5pm PST, unless otherwise approved by the COR).

Phase 1 – Site Evaluation/Programing/ Schematic Design Stage “35% SD”

(1) Begin Phase I - Design Kick-Off Meeting –21 calendar days

(2) Submit Schematic Design –28 calendar days

(3) Review Meeting and Return 35% SD Submission –14calendar days

Subtotal: 35% SD = 63 calendar days

Phase 2 - Design Development Stage “65% DD”

(1) Begin Design Development (Upon 35% SD VA Approval) – 7 calendar days

(2) Submit Design Development (65% DD) – 42 calendar days

(3) Review Meeting and Return DD Submission – 14 calendar days

Subtotal: 65% DD = 63 calendar days

Phase 3 - Contract Document (CD) Stage “100% Not for Construction (NFC) & For Construction (FC) CDs”

(1) Begin Contract Drawings (Upon 65% DD VA Approval) – 7 calendar days

(2) Submit Contract Documents (100% NFC CD) – 56 calendar days

(3) Review Meeting and Return 100% Submission – 14 calendar days

Subtotal: 100% NFC CD = 77 calendar days

(4) Submit Contract Documents (100% FC -100% Not for Construction) – 14 calendar days

(5) Review Meeting and Return 100% Not for Construction Submission – 14 calendar days

(6) Submit Final Contract Documents (CD- For Construction) – 14 calendar days

Subtotal: 100% NFC & FC CD = 42 calendar days

Total: 245 calendar days until completion of Design

7. Construction Period Services (CPS)

A. The Contracting Officer may exercise the option to begin AE Construction Project Services, which includes Bidding Support Services and Construction Period Services (CPS).

B. AE shall provide bidding support services during the construction period’s solicitation phase.

Services to be performed are to include:

1. Assisting VA in answering any contractor questions from the pre-bid site visit.

a. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

b. The Contractor will submit all questions to the Contracting Officer and the questions will be distributed to the AE. Answers shall be logged by the AE and submitted to the CO and COR.

C. Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

1. Questions from contractors may come at multiple times over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

2. Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement.

3. Throughout the solicitation period, the AE shall provide addendums as necessary if required to revise specs and drawings.

D. In response to any technical questions and/or addendums issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as part of the construction contract.

These documents shall be labeled Final Construction.

E. Post award, the AE firm shall review and respond to all design related RFI’s within seven (7) calendar days, review all submittals for the project within fourteen (14) calendar days, and perform acceptance inspection on behalf of the VA for select building and utility systems.

F. The AE shall review, evaluate, and respond to all contractors change order proposals and value engineering proposals within (7) calendar days. All change order proposals and value engineering proposals due to design error shall be reviewed as part of the AE contract. The Contracting Officer will review submitted change order requests to the AE contract for approval, as required. The VA reserves the right for final approval/disapproval.

G. As requested by the VA, the AE shall be required to make periodic site visits to monitor, inspect and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements. A minimum of 30 site visit hours shall be required at various phases of demolition and construction as negotiated with the COR. Site visit scheduling shall be coordinated with the COR. The AE may request an alternate number of site visit hours at the time of bid proposal. Written reports shall be submitted on all site visits. These site visits are in addition to all mandatory site visits mandated by commissioning requirements and any on-site monitoring/inspection required by the specifications which shall be included in the AE base fee proposal.

H. At project completion, the marked-up (red-line) "as-built" drawings will be provided to the AE from the contractor. The AE shall incorporate the as-built drawings from the contractor and furnish an updated set of full-size drawings (ARCH E1 30” x 42”), with both PDF and AutoCAD format. The AutoCAD drawings shall each be bound (without external references) but not assembled in a book format.

8. PAYMENT

A. The AE shall submit a Schedule of Values (SOV) with the proposal for review and approval. The SOV shall reflect deliverable-based payment according to the Payment schedule noted in Section 9. Schedule of Values – Table 1. The AE may request deviation from the payment schedule for CO and COR review during bid negotiation; however, all payment shall be deliverable based. Progress payment not supported by submission and approval of a deliverable item will not be accepted. All payment requests shall be submitted for review and approval by the COR and CO prior to uploading to Tungsten.

9. SCHEDULE OF VALUES

TABLE 1

Item Number Item Payment Schedule

1 VA approval of QA/QC plan 3%

Initial programming/schematic coordination meetings

10%

3 VA approval of Schematic Design Documents 20%

4 VA approval of 65% Design Development Documents 22%

5 VA approval of 100% (For Construction Documents 23%

6 Construction Administration 15% (To be paid in progress payments)

7 Completion of Final Site Visit and Commissioning 3%

8 VA Acceptance of As-Built Documents 4%

END OF STATEMENT OF WORK

Attachments:

OPC1 1979

OPC2 1985

VLogic OPC

Submittal 13_VA Fresno ACM Asbestos Study