SOW Construct Pharmacy Bonham - Final 01 23 24.pdf

Sam Rayburn Memorial Veterans Center VA North Texas Health Care System January 11, 2024 1201 E. 9th St. Bonham, Texas 75418

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

CONSTRUCT PHARMACY ADDITION AND PHARMACY RENOVATIONS

PROJECT NO: 549-160

PROJECT NAME: CONSTRUCT PHARMACY ADDITION AND PHARMACY RENOVATIONS

ESTIMATED CONSTRUCTION COST: VAAR Magnitude of Construction of $5,000,000 - $10,000,000.

DESIGN PERIOD OF PERFORMANCE: 271 Calendar Days

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 Sam Rayburn Memorial Veterans Center, VA North Texas Health Care System, Bonham, Texas, in accordance with this design scope of work.

This project (Phase I) will expand Pharmacy operations with a new construction building addition not to exceed 9,000 Gross Square Feet (GSF) (7,500 GSF is for pharmacy operations and 1,500 GSF is for common wait and mechanical/electrical/data spaces), as well as renovation of the existing pharmacy space not to exceed 1,000 GSF. The total construction and renovation areas for Phase I are not to exceed 10,000 GSF. The new pharmacy building addition will be located in the grassy area on the southeast wing of Building #1. There is a Phase II which will be a future and stand-alone project to include designs for 4,132 GSF of construction to expand the Phase I building addition and a 2,801 GSF renovation of the remaining current pharmacy footprint.

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, percent-loaded construction schedule, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project for Phase I for the construction of the New Pharmacy along with the renovation of existing space; Phase I also includes identifying the path forward and VAMC’s intention to include a 4,132 GSF building expansion to this new expansion design, and include an additional 2,801 GSF of renovation in the current pharmacy, both of which will be on a future separate and stand-alone Phase II project. The completed design will satisfy all requirements assuring compliance with all applicable local, state and VA/federal codes and guidelines. The A/E will carry out all due diligence to verify existing conditions and be prepared for unforeseen conditions. The proposed designs should include the following requirements: Complete architectural, structural, electrical, civil, mechanical, communication, and fire protection system design. All other work related to provide a complete and usable project based on the scope outlined above. Design must comply with the new U.S. Pharmacopeial Convention (USP), USP 797, USP 800 codes, regulations, and requirements included in the VA TIL Pharmacy Design Guide, and PG18-12 Pharmacy Service latest publication.

During the design period the A/E shall make visits to the project site. The A/E shall visit the site prior to commencing the design to meet with the VAMC Engineering Project team for a kick-off of the Design.

The A/E is required to verify as-built drawings through thorough site investigations coordinated through

1201 E. 9th St. Bonham, Texas 75418 the assigned Contracting Officer Representative (COR). Two (2) additional visits will be made during the VAMC review of the Design Development (DDs) and Construction Document (CDs) phases.

The AE shall meet with design team consisting of key VA staff (COR, engineering, key personnel, etc.) to conduct interviews to ensure that design will meet VA needs. Design team meetings are suggested after each submission. The number of meetings may vary based on AE experience and design progress. VA submission review comments may be verbal, noted directly on review sets, or written list. The AE shall be responsible for compiling and addressing review comments. AE shall produce and distribute meeting notes or minutes for VA review within in accordance with SOW Section 13, Meeting Minutes.

The AE shall provide as-built drawings as part of this project. Building layout drawings are provided as a government furnished item to this contract. Any discrepancies shall be verified in the field during the inspection and corrected in the as-built drawings. The Architect/Engineer of Record (A/E) shall develop a Critical Path Method (CPM Schedule) plan and schedule demonstrating fulfillment of the contract requirements as designated in VA PG 18-15, shall keep the CPM up-to-date in accordance with the requirements of this section and shall utilize the plan for scheduling, coordinating, and monitoring work under this contract

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 commissioning kick off, commissioning/final acceptance, construction project conferences, review of construction material submittals and shop drawings, approximately three (3) non-commissioning site visits during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, 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. Additionally, the AE shall include commissioning verification services to verify balancing and Siemens Apogee connections of new mechanical climate control systems. During the Construction Period Services phase the A/E shall make a minimum of three (3) visits to include all commissioning personnel to the project site through to Final Commissioning and VA project acceptance to support the active construction project phase. 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 VA North Texas Health Care System Bonham, TX record drawings 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 05 – Bonham Campus Map will give AE firm a basic understanding of the VA North Texas Health Care System Bonham, TX campus.

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.

Commented [GKD(1]: Finalize number of site visits during design, during solicitation, and during CPS.

Commented [TDD2R1]: Revisions in red text are acceptable to move forward.

1201 E. 9th St. Bonham, Texas 75418

If at any time an employee of the A/E firm becomes ill, they should not remain or report to work at the VA North Texas Health Care System Bonham, TX.

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 as stated in FAR 52.236-22, Design Within Funding Limitations. The AE shall notify the COR and CO if the estimated construction cost is higher than the government’s estimated construction cost.

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:

PG-18-1 Master Construction Specifications SOW Attachment 01 VHA Required Division 01 Specification Section List PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] Specifically Topic 15 - energy efficient and sustainable design policy for VA new construction Specifically Topic 16 - sustainable buildings policy for new and VA Renovation construction

PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp

1201 E. 9th St. Bonham, Texas 75418

PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020) Physical Security and Resiliency Design Manuals (01 Oct 2020 rev 01 Jan 2024)

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

VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

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 17 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 VA North Texas Health Care System Bonham, TX. 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

Commented [GKD(3]: Is this required?

Commented [TDD4R3]: Yes, building 1 addition for Pharmacy has strict security rqmnts and must comply with various standards.

http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

1201 E. 9th St. Bonham, Texas 75418 and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security and Resiliency Design Manual (Oct 2020) for critical facilities located on the TIL at: (https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf).

The A/E shall ensure that all aspects of the applicable VA Physical Security and Resiliency Design Manual 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,” February 2016 (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. BASIS OF DESIGN AND SUBMITTAL REQUIREMENTS:

Basis of Design: Design shall comply with current VA specifications, guidelines, design alerts, manuals, details, criteria, instructions, procedures, standards, etc. Refer to the VA TIL. When series standards are not available or are incomplete for a specific function/space, contractor shall apply the standards and guidelines of another series for that specific function or a similar function. Compliance to these standards, National Fire Codes, International Building Codes, and OSHA Standards will be reflected in the completed design and construction documents. Refer to VA Construction Standard CD-30. Conflicting criteria shall be brought to the attention of VA.

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 dated November 2008. This document is included as SOW Attachment 04. These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances, in which critical decisions need to be made, sufficient and relevant information has to be provided timely in order for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified.

Questions in regard to the applicability of specific requirements shall be resolved with the health care system staff prior to any submission deadline. 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 02.

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.

https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

1201 E. 9th St. Bonham, Texas 75418

All drawings and construction document submittals shall be submitted at the 10%, 35%, 65%, 95% and 100% design phases. All submittals must receive VA concurrence prior to starting the next phase. 100% design drawings shall be approved by the VA.

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan o To reduce construction errors and omissions, the design team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

o The design team shall submit a detailed QA/QC plan describing each task that will be taken during development of the various phases of design for the submission packages.

Each task should be project specific, and include the name of the Design team member responsible for QA/QC for Contracting Officer (CO) approval. Each task shall be initialed and dated by the responsible Design team member.

o The QA/QC shall also cover the construction period services of the project and accompany the 100% final design document submittal package.

Design CPM Schedule updated for all milestones submissions.

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 (DD) – 65% Construction Documents (CD)- 95% Final Bid Documents (Bid) – 100%

12. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD)] available at http://www.cfm.va.gov/til/projReq.asp.

13. SUBMITTAL FORMATS:

Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), and AutoCAD (.dwg) files are acceptable. 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 Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) 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 http://www.cfm.va.gov/til/projReq.asp http://www.section508.gov/

1201 E. 9th St. Bonham, Texas 75418

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

• Meeting purpose, Roll call, 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 dated March 8, 2011. 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 electronic format.

Basis of Design (BD) 10% One (1) CD with REVIT, CAD, and PDF Files One (1) full-size drawing set Two (2) half-size drawings and preliminary cost estimate Updated CPM design schedule Space summary that shows individual departmental gross sf, and total project gross sf. Note:

All spaces that are enclosed and conditioned are considered occupiable and are to be included in the space calculations.

Schematic Design (SD) 35%

One (1) full-size drawing set Two (2) half-size drawings and preliminary cost estimate Updated CPM design schedule Space summary that shows individual departmental gross sf, and total project gross sf. Note:

Design Development (DD) 65%

One (1) full-size drawing set Two (2) half-size drawings and preliminary cost estimate One (1) set of specifications Updated CPM design schedule Space summary that shows individual departmental gross sf, and total project gross sf. Note:

Construction Documents (CD) 95% Memo annotating what was not upgraded and corresponding justifications.

One (1) CD with REVIT, CAD, and PDF Files One (1) full-size drawing set http://www.cfm.va.gov/cost/index.asp

1201 E. 9th St. Bonham, Texas 75418

Two (2) half-size drawings One (1) set of specification and an intermediate cost estimate Updated CPM design schedule Space summary that shows individual departmental gross sf, and total project gross sf. Note:

Final Bid Documents (Bid) 100%

One (1) full-size drawing set Two (2) half-size drawings One (1) set of specifications and final cost estimate Updated CPM design schedule Space summary that shows individual departmental gross sf, and total project gross sf. Note:

All spaces that are enclosed and conditioned are considered occupiable and are to be included in the space calculations.

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 and PDF files of specifications.

Drawings shall be completed in latest version of Revit, AutoCAD, and PDF.

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.

1201 E. 9th St. Bonham, Texas 75418

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)

RFI responses shall be submitted within three (3) calendar days of RFI submittal to the A-E.

Submittal Reviews Submittal reviews shall be submitted within seven (7)calendar days of submittal to the A-E

Site Visit Reports Site visit reports shall be submitted within seven (7) 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 (7) calendar days 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.

Third-Party Commissioning

The A-E shall provide a third-party Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning

Commented [GKD(5]: David to review

Commented [TDD6R5]: Yes, pls include, see red text edits below.

https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF

1201 E. 9th St. Bonham, Texas 75418 specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

• HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

• Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

• Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

• Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

• Fire Alarm and Suppression Systems (VA Master Specification Section 28 31 00 and Fire Protection Design Manual)

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 located in SOW Attachment 03 - 01 32 16.01 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. At each submission, all drawings and support material shall be dated and appropriately labeled above the title block.

Design Kick-off Meeting 7 calendar days after Notice of Award

QA/QC Submittal Plan and CPM Schedule 14 days after Notice of Award

10% BD Submittal 45 calendar days after Kick-off Meeting

DP 10% Submittal Review Meeting 7 calendar days after VA receipt of DP 10% Submittals

35% SD Submittal 35 calendar days after acceptance of DP 10% Submittal

35% SD Review Meeting 14 calendar days after VA receipt of 35% SD Submittal

1201 E. 9th St. Bonham, Texas 75418

65% DD Submittal 60 calendar days after VA acceptance of 35% SD Submittal

65% DD Submittal Review Meeting 14 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 45 calendar days after VA acceptance of 65% DD Submittal

95% CD Submittal Review Meeting 14 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 30 calendar days after VA acceptance of 95% CD Submittal

Total Part One Services/Design Phase Schedule

271 calendar days

The 271 days listed in part one project schedule may fluctuate based on when submittals meet all VA guidelines and acceptance is issued. If submittals are 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 VA North Texas Health Care System Bonham, TX Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the VA North Texas Health Care System Bonham, TX Engineering Service Project Section 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.

Commented [GKD(7]: Update if not accurate

Commented [TDD8R7]: Correct.

Commented [GKD(9]: Update if not accurate

Commented [TDD10R9]: Correct.

1201 E. 9th St. Bonham, Texas 75418

17. WORK HOURS AND REPORTING REQUIREMENTS

Most of the AE work is expected to be completed during normal working hours (Monday-Friday, 7:30a- 4:30p). The Contractor may be able to work after hours and weekends but shall be coordinated with the COR prior to doing so due to security restrictions.

During normal working hours, the Contractor shall be required to report to the VA Engineering Service (Building 9, Conference Room) to log in and obtain Contractor ID badge during normal working hours.

This check-in is mandatory. Issued badges must be returned at the end of the workday.

The VAMC is an active hospital and therefore will require consideration to those areas with patients and staff. The Contractor shall be responsible for the administration and management of all aspects of this SOW. This includes responsibility for all Contractor employees, subcontracts, agents, and anyone acting for or on behalf of the Contractor.

Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, rain gear, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

The parties agree that the Contractor’s personnel working as a result of this contract shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

18. SECURITY REQUIREMENTS:

This project has been determined to be low security risk to the Department of Veterans Affairs.

The Contracting Officer’s Representative (COR) and Contracting Officer (CO) of this contract shall assure that:

• No information, except that inclusive of delivery of this contract, will be shared with the contractor in any follow up communications.

• None of the information in this contract includes any personal identifiable (employee) information (PII) or personal health information (PHI).

The A/E is responsible for assuring that all employees and consultant employees working on the project comply with these regulations.

1. Employees, subcontractors, agents, and anyone acting for or on behalf of the contractor shall not be on site without appropriate badge. Such persons are responsible for reporting to the VA COR to obtain temporary contractor badging. VA approved badge shall be worn with the identification facing forward and visible above the waist. The employees may also be subject to inspection of their personal effects when entering or leaving the facility.

2. No photography or video recording of VA premises is allowed without prior authorization.

3. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering

Office shall be returned each day.

Commented [GKD(11]: Check this yellow section for applicability to your project.

Commented [TDD12R11]: Strikethrough much of this as extraneous or overkill for this SOW, captured in FAR references .

1201 E. 9th St. Bonham, Texas 75418

4. Before starting any work, the A-E shall submit an electronic security memorandum describing the approach to following goals and maintaining confidentiality of “sensitive information”.

5. The A/E is responsible for safekeeping of all drawings, project manual and other project information. This information shall be shared only with those with a specific need to accomplish the project.

6. All paper waste or electronic media such as CD’s and diskettes shall be shredded and destroyed in a manner acceptable to the VA.

7. Contractors do not need and shall not be allowed access to any VA personnel or VA patients Personal Health Information (PHI) or Personally Identifiable Information (PII) in the performance of the requirements of this SOW. Additionally, the contractor does not need and shall not be allowed access to VA sensitive information in the performance of the requirements of this SOW.

8. The contractor shall not connect contractor-owned IT devices (laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network.

Computer certification and accreditation requirements do not apply, and a security accreditation package is not required.

9. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

19. SOW 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) Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 02) 01 32 16.01 Architecture and Engineering CPM Schedule (See SOW Attachment 03) Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM

Construction program dates November 2008 (See SOW Attachment 04) Bonham Campus Map and Floor Plans (See SOW Attachment 05) Bldg. 1 1st floor pdf (See SOW Attachment 06) BonB1-1stfl.dwg (See SOW Attachment 07)

End of SOW

Commented [GKD(13]: This is in our template but without any description in the actual SOW. We could add up in the SOW the language from the spec - "The Architect/Engineer of Record (A/E) shall develop a Critical Path Method (CPM Schedule) plan and schedule demonstrating fulfillment of the contract requirements as designated in VA PG 18-15, shall keep the CPM up-to-date in accordance with the requirements of this section and shall utilize the plan for scheduling, coordinating and monitoring work under this contract."

Commented [TDD14R13]: Agreed. Add as you see fit.