P09 - Final SOW - 523A4-23-703.docx

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

EHRM TRAINING AND ADMIN SUPPORT SPACE – MODULAR TRAILER SITE PREP

PROJECT NO: 523A4-22-703

PROJECT NAME: EHRM Infrastructure Upgrades – West Roxbury, MA

ESTIMATED CONSTRUCTION COST: $4,305,000

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the West Roxbury VA Medical Center (VAMC) in accordance with this design scope of work.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project. The intent of project is to prepare a site and provide utilities to support modular trailer installation to provide Electronic Health Record Modernization (EHRM) training and administrative support spaces. The project scope does not include any work inside the modular buildings and ends where the utility services connect to the modular buildings. A/E shall include design services to provide and install power, water, sewer, fiber, cables and all other necessary utilities (as needed), brought to the junction box or can be distributed to exterior of each unit. Water and sewer may be provided by filling and pumping services through the rental contract or a separate maintenance/service contract for water tank and sewer pump station.

The project shall include design services to prepare the site for placement of the modular trailers including earthwork and pavements. The design shall include provision of ~15000 SF (required space, SOW Attachment 9, Space planning guide) of modular space in WR, target location is either in-front of Building 88 or behind the new parking structure to provide EHRM training space, and admin support space. Two proposed locations (sample layout) for modular trailer are included in SOW Attachment 10-- VAMC Campus Map.

OPTION 1)

Two Double wide modular trailers (24 X 60) located in the parking spaces in front of Administrative Trailer (Building 88) on the West Roxbury VA campus.

OPTION 2)

Eleven Double wide modular trailers (24 X 60) located in the parking lot next to Garage (97) on the West Roxbury VA campus.

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and kick off construction project conferences, review of construction material submittals and shop drawings, approximately two site visits during construction (before and after modular trailer placement) to ensure compliance with the design drawings and specifications, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of West Roxbury VAMC record drawings and the EHRM infrastructure readiness assessment documents will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 10-- VAMC Campus Map will give AE firm a basic understanding of the West Roxbury VAMC campus and trailer location & Layout.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on VA West Roxbury VAMC campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. N95 fit tested and documented

3. Clear Face Shield

4. N95 mask with no vent. Must be replaced when damaged or soiled

5. Pre and weekly negative COVID test while working in patient care areas

6. Daily visit at check-in station for COVID and temperature screening

7. Annual influenza shot is required for all staff performing work on West Roxbury VAMC campus

8. Contractor badge must be always obtained and worn by contractor or representative while on campus

If at any time an employee of the A-E firm is found in deficiency of the listed requirements, a stop work order will be issued for the safety of West Roxbury VAMC campus patients. Any further questions, please reference SOW Attachment 07 - Seasonal Influenza with Vaccines. When working in or travelling to VHA locations, the A-E must comply with the requirements detailed in VHA Supplemental Contract Requirements for Combatting COVID-19 dated December 14, 2021. This document is included as SOW Attachment 12.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $4,305,000. The design project must comply with VAAR 836.606-71, application of 6 percent architect-engineer fee limitation.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA:

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

The following references should also be used to complete the design documents:

· 00 VA OEHRM Site Infrastructure Requirements v2.0 (SOW Attachment 02)

· Training and Admin Support Space Planning Guide (SOW Attachment 09)

· Modular Trailer Site Layout (SOW Attachment 10)

· Utilities in Garage Parking Lot (SOW Attachment 11)

· WR specific design comments (SOW Attachment 13)

· WR Electrical background & noise study (SOW Attachment 14) Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. DESIGN COLLABORATION:

The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 1, and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW:

The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION:

The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the West Roxbury VAMC. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY:

The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. TELECOMMUNICATIONS DESIGN:

In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

11. SUBMITTAL REQUIREMENTS:

Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program (latest version). This document is included as SOW Attachment 6. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is included as SOW Attachment 4, as it is hosted on a non-public VHA site

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The following submittals will be required for this project:

· Quality Assurance/Quality Control (QA/QC) Plan

· Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

· Schematic Design (SD)- 35%

· Design Development One (DD) – 65%

· Construction Documents (CD)- 95%

· Final Bid Documents (Bid) – 100%

12. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) OR Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019 or the latest version available to West Roxbury VAMC.

The A-E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions, and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect record drawing conditions (possibly incorporating into the West Roxbury VAMC’s Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD, and CD design phases shall be developed to include as many of (but not limited to) the systems described below as are necessary and appropriate at that design phase.

VA Medical Center

1400 VFW PKWY 02/07/2023

West Roxbury, MA

· General Signage & Space Layout

· Mechanical

· Plumbing

· Electrical/Telecommunications

· Power and Lighting

· Steam Distribution

· Other Engineering Data as Required

· Life safety & Security System Information

13. SUBMITTAL FORMATS:

Submittals shall be provided in electronic and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), and Autodesk Revit Project (.rvt) files are acceptable. The A-E must establish a submittal exchange service or SharePoint site to provide all electronic copies of required submittals. The A-E must ensure the submittal exchange service is accessible by VA personnel and provide station personnel and PCAC with the information necessary to access the service. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Agendas and Minutes Agendas and other required documents for all status update meetings will be provided to the Post-Award CO/CS and COR a minimum of 24 hours in advance of the meeting. At the initial status update meeting, the frequency of subsequent status update meetings will be established and mutually agreed to by the contractor, VA station personnel, and the Post-Award CO/CS.

Meeting minutes for all formal meetings and conferences held with the VA, including weekly construction meetings, shall be submitted within seven calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

· Project name, number, meeting host, Meeting Name

· Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

· Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

· Meeting purpose, Roll call, COVID-19, and Additional Items

· Agenda items (Decisions, action items, and fixes or next steps)

· Next meeting date and time

· Detailed attachment list

Construction Cost Estimates

Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities (latest version). This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

· All documents in any of the electronic formats listed above.

Basis of Design (BD)

· All documents in any of the electronic formats listed above.

· Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

· All documents in any of the electronic formats listed above.

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD)

· All documents in any of the electronic formats listed above.

· Memo annotating what was not upgraded and corresponding justifications.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

Final Bid Documents (Bid)

· PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

· Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

· Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

· Word files of specifications.

· Revit and AutoCAD files of drawings.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

14. OPTION ITEM REQUIREMENTS:

Solicitation Support Services Pre-bid site visit to include meeting and project walk around. 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.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions 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.

Answers to RFIs will be required from the A-E within five calendar days of the date the questions are sent to the A-E 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 A-E is required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

Construction Period Services (CPS) Requests for Information (RFI) Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews Submittal reviews shall be submitted within seven calendar days of submittal to the A-E Site Visit Reports Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests Modification requests shall be submitted within seven calendar days (check all against Dan’s email) of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A-E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules, which is located in SOW Attachment 05 - 01 32 16.01 EHRM Architectural and Engineering CPM Schedule. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

The 165 days listed in part one project schedule may fluctuate based on when 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

16. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the West Roxbury VAMC Engineering team and have the technical knowledge required to monitor and oversee the project.

A COR from the West Roxbury VAMC Engineering team shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

17. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The latest version of Infrastructure Standard for Telecommunications Spaces is located on VA’s Technical Information Library (TIL). The design for this project at VAMC in West Roxbury, MA must meet fiber requirements of the Infrastructure Standard for Telecommunications Spaces. https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at VAMC in West Roxbury, MA must meet fiber requirements of the Infrastructure Standard for Telecommunications Spaces.

18. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS:

Any variances or exemptions to SOW Attachment 02, most recent version, must be referenced, documented and discussed with CO, COR and HEFP SEP. Following approval of variance or exemption, AE shall submit documentation describing variance or exemption, indicating reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with CO, COR and HEFP SEP.

19. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the entrance of Building #3 for screening during 7AM to 4.30 PM, Eastern time, Monday through Friday, excluding Federal Holidays and weekends. This check-in is mandatory. The visitor sticker will be issued to be wear during the trip. The Contractor is now cleared to report to Engineering Project Section, Facility Management Service, BLDG #5 during 7AM to 4:30 PM, Eastern time, Monday through Friday, excluding Federal Holidays and weekends.

19. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

· VHA Required Div 01 Specification Sections (See SOW Attachment 01)

· 00 VA OEHRM Site Infrastructure Requirements 2.0 (See SOW Attachment 02)

· VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW Attachment 03)

· Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 04)

· 01 32 16.01 EHRM Architecture and Engineering CPM Schedule (See SOW Attachment 05)

· Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM Construction program dated November 2008 (See SOW Attachment 06)

· Seasonal influenza with vaccines (See SOW Attachment 07)

· Training and Space Planning Workbook (See SOW Attachment 08)

· Training and Admin Support Planning Guide (See SOW Attachment 09)

· Modular Trailer Site Layout (See SOW Attachment 10)

· Single Modular Layout (See SOW Attachment 10A)

· Existing Utilities in Parking Lot (See SOW Attachment 11)

· Covid-19 Supplemental Contract Requirement (See SOW Attachment 12)

· West Roxbury General Design Comments (See SOW Attachment 13)

· West Roxbury Electrical Background & Noise Study (See SOW Attachment 14)

· PCAC Post Award Spec Drawings Checklist (See SOW Attachment 15)

· HEFP SEP Design Alerts 1-9 (See SOW Attachment 16)

End of SOW