P01_SOW_FINAL.pdf

VA Montana Healthcare System: Station Code 436 3687 Veterans Drive 03/20/2024 Fort Harrison, MT 59636

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

CONSTRUCT EMERGENCY CONTROL CENTER

PROJECT NO: 436-116

PROJECT NAME: Construct Emergency Control Center

ESTIMATED CONSTRUCTION COST: $7,850,000

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 VA Medical Center Fort Harrison MT 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 to Construct Emergency Control Center. This project will construct an approximately 5,000 gross square feet Fire Service Living Quarters and an estimated 4,700 Combined Service Classroom Training Facility and Ambulance, Emergency Management Service (EMS) Trailer apparatus bays and storage. Approximately 5,000 Useable Square Feet of Building 16 and Building 16A are to be renovated to provide an Emergency Management Service (EMS) Administration area, Ambulance Service Living Quarters and Police Service alternate dispatch center.

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 construction project conferences, review of construction material submittals and shop drawings, approximately two (2) site visit per month 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 and shall prepare statements of work and independent cost estimates for modifications at the direction of the Government. 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 Medical Center Fort Harrison 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 Attachments 02 through 06 will give AE firm a basic understanding of the VA Medical Center Fort Harrison campus and the buildings associated with the proposed project.

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 and shall prepare and maintain a log of all VA comments related to design submittals along with the A/E's responses to those comments.

The A/E firms’ representatives performing site investigations on VA Medical Center Fort Harrison campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. Face mask with no vent. Must be replaced when damaged or soiled

3. Annual influenza shot is required for all staff performing work on VA Medical Center Fort

Harrison campus

4. Contractor badge must be obtained and worn by contractor or representative at all times while on campus If at any time an employee of the A/E firm becomes ill, they should not remain or report to work at VA Medical Center Fort Harrison.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The A/E shall design this project such that the cost of construction will not exceed the design within funding limitation set forth in FAR clause 52.236-22 and will be responsible to evaluate and determine to what degree this budget can accomplish the scope and priorities stated for this project. The construction project is anticipated to be awarded in the winter of 2026. The construction contract will most likely be awarded to a Service-Disabled Veteran-Owned Small Business (SDVOSB) through a best value procurement process. A/E cost estimates for the project shall be representative of the cost to make an award to a general contractor for construction and should therefore include such items as overhead and profit of general and sub-contractors. The A/E shall be required to design the project with at least ten

(10) percent of the estimated cost/scope of the project identified as deductive bid alternates to provide some flexibility at the time of the construction procurement.

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 http://www.cfm.va.gov/til/index.asp 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

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG-18-4 Standard Details and CAD Standards

H-18-8 Seismic Design Handbook

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 Topic Specific Standards and Criteria

PG-18-14 Room Finishes, Door, and Hardware Schedule (for general reference only)

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 v4.0 (June 1, 2023)

The design shall also conform to all VA requirements outlined in the NFPA Fire Protection Handbook, Chapter 12, Fire Rescue Stations and Fire Service Training Centers.

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 19 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 Medical Center Fort Harrison. 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 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/seismic.asp 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 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/dmPhySec.pdf).

Security design to include VA Physical Security and Resiliency Design Manual Appendix A1 and Appendix A2. 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 “Infrastructure Standard for Telecommunications Spaces (ISTS) Version 4.0, Dated: June 1, 2023

(https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces-v4-0.pdf).

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 dated

November 2008. (https://www.cfm.va.gov/til/ae/aesubmin.pdf)

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. See Section 15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE for SD/DD/CD submittal schedule.

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.

http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf http://www.cfm.va.gov/til/projReq.asp http://www.section508.gov/

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, 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.

Schematic Design (SD)

▪ All documents in electronic format.

▪ One (1) half-size paper bond sets of drawings to VA.

▪ One (1) paper bond sets of specifications to VA.

▪ One (1) paper bond sets of investigation reports, design calculations, space planning data and cost estimate to VA

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

▪ All documents in electronic format.

▪ One (1) full size paper bond sets of drawings to VA.

▪ One (1) paper bond sets of specifications to VA.

▪ One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate 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 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.

▪ AutoCAD files of drawings.

▪ Revit files of drawings.

▪ One (1) full size paper bond sets of drawings to VA.

▪ Two (2) half-size paper bond sets of drawings to VA.

▪ Two (2) paper bond sets of specifications to VA.

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

http://www.cfm.va.gov/cost/index.asp

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. In addition, A/E shall upload Site Visit Report with any

Site Visit invoices.

Modification/Change Order Requests

At the direction of the Government, the A/E shall perform any (or all) of the following services for proposed change orders (PCO), requests for equitable adjustment (REA), and requests for proposals (RFPs). Services include: review, comment, and recommendation of acceptance or rejection of PCO. Analysis of PCO shall include scope and cost comparisons to original CD set and

ECC during solicitation. Government acceptance of PCO shall initiate an A/E task for applicable documentation; including some or all of the following - SOW, revised/added/omitted Spec and/or Drawings, calculations or other technical deliverable as needed, and estimated cost. A/E is responsible for resourcing appropriately for adequate expertise. A/E may also be tasked with providing technical and cost expertise in evaluating REA and shall provide review, comment, and recommendation, to include counter-position. RFP services include some or all of the following:

production of SOW, revised/added/omitted Spec and/or Drawings, calculations or other technical deliverable as needed, and estimated cost. Cost estimates shall include a breakdown of costs in detail, quantities, and unit prices, cover both additions and deductions of labor, materials, and equipment, and have applicable markups for general conditions, bonds, insurance, profit, and other commonly approved price calculations. A/E to provide documents in any of the electronic formats listed herein. Modification requests shall be submitted within seven calendar days of submittal to the A-E. 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 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 objective of commissioning is to provide documented confirmation that a facility fulfills the functional and performance requirements of VHA, occupants and operators. To reach this goal, it is necessary for the commissioning process to establish and document Owner’s Project

Requirements, which are criteria for system function, performance, and maintainability (design intent); and to also verify and document compliance with these criteria throughout design, construction, start-up, and the initial period of operation. In addition, complete and finalize operation and maintenance (O&M) manuals, as well as training on system operation, shall be provided to the building operators to ensure the building continues to operate as intended.

The commissioning agent shall be involved throughout the project from design development through the warranty phase. The primary role of the commissioning agent during the overall

Design Stage is to review the design to ensure it meets VHA objectives and develop detailed commissioning specifications. During construction, the commissioning agent coordinates the execution of a testing plan, which includes observing and documenting all systems’ performance to ensure that the systems are functioning in accordance with the Owner’s Project

Requirements and the contract documents. The commissioning agent is not responsible for https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF design or general construction scheduling, cost estimating, or construction management, but may assist with problem-solving or resolving nonconformance issues or deficiencies.

The commissioning agent will provide commissioning services required by other sections of this

A/E scope of work. The commissioning agent will serve as an objective advocate of the owner, oversee and coordinate the commissioning process, and present final recommendations to the owner regarding the performance of the commissioned building systems. The commissioning agent works in conjunction with the project design team through the design process, prepares a commissioning plan, and a Final Commissioning Record.

Minimum A/E Firm Requirements

A/E Firm shall have a minimum of 10+ years of historical preservation experience. Use of a historical preservation consultant is required. A/E shall have completed a minimum of three (3)

Fire Service Quarters and Fire Apparatus garage projects from initial design to final construction.

Use of consultant firms well versed in Fire House Quarters and Fire Apparatus garage design is required if experience is not within the A/E firms background.

Project Phasing

Phasing is to be expected as a necessary component of design to maintain access to necessary Fire Service operations. In order to mitigate impact to Fire Service operations, the project shall be constructed in not less than two (2) Phases and potentially (but not limited

to) as many as four (4) phases.

15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. 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.

Quality Assurance/Quality Control (QA/QC) Plan

30 calendar days after Notice of Award (NOA).

Administrative Notice to Proceed, ANTP.

Basis of Design (BD) per PG-18-15 42 calendar days after NOA.

Design Program (DP) 40% Submittal 21 calendar days after BD submission.

DP 100% Submittal Review Meeting 7 calendar days after VA receipt of DP 40% Submittals

SD 50% Submittal 35 calendar days after acceptance of DP 100% Submittals

SD 100% Review Meeting 14 calendar days after VA receipt of SD 50% Submittal

DD1 50% Submittal 70 calendar days after VA acceptance of SD 100% Submittal

DD2 100% Submittal Review Meeting 63 calendar days after VA receipt of DD1 50% Submittal

CD1 60% Submittal 70 calendar days after VA acceptance of DD2 100 %

Submittal

CD2 95% Submittal Review Meeting 63 calendar days after VA receipt of CD1 60% Submittal

CD Checkset 99% Submittal 28 calendar days after VA acceptance of CD2 95% Submittal

CD Checkset 99% Submittal Review Meeting

14 calendar days after VA receipt of CD Checkset 99%

Submittal

Final Bid Documents (Bid) Submittal 21 calendar days after VA acceptance of CD Checkset 99%

Submittal

Total Part One Services/Design Phase Schedule

448 calendar days

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 180 calendar days from the acceptance of the design to exercise solicitation support services, with an expected duration of 120 calendar days. The VA has 365 calendar days from the completion of solicitation support services 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.

The Contracting Officer 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 Medical Center Fort Harrison Facilities Management Service and have the technical knowledge required to monitor and oversee the project.

A COR from the VA Medical Center Fort Harrison Facilities Management Service 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. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the VA Medical Center Fort Harrison Facilities Management Service (Building 141, Room 208) to log in during normal working hours. Report to VA Police Service (Building 154, Room 155) after normal working hours. This check-in is mandatory. Issued badges must be returned at the end of the workday.

18. BID SCHEDULE:

For each item described below, the A/E shall provide an expected design service cost and a corresponding rough construction cost estimate as part of the proposal.

Base Bid The A/E is to provide design and construction period services to complete all work as found in this scope of work.

Deductive Alternate #1 The A/E is to eliminate any requirements related to Ambulances Service Living quarters from the scope of work.

Deductive Alternate #2 The A/E is to eliminate work related to additional surface parking for trailers and buses.

19. INFORMATION SECURITY & PRIVACY REQUIREMENTS:

The C and A requirements do not apply, and a Security Accreditation Package is not required. Incidental exposure may exist from accessing the facility. Staff will follow all privacy and security practices.

20. SOW and ATTACHMENTS:

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

▪ Attachment: Agency Specific Requirements (ASR) Construct Emergency Response Center

▪ Attachment: 436_VA Fort Harrison Master Utility Drawing

▪ Attachment: VA Fort Harrison Building 16 Drawings Combined

▪ Attachment: VA Fort Harrison Building 16A Drawings Combined

▪ Attachment: VA Fort Harrison Site Plan

End of SOW