S02 - SF330 Request Attachment - AE Design SOW - San Francisco FINAL 04102024.pdf

San Francisco VA Medical Center 4150 Clement St San Francisco, CA 94121 3/27/2024

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Construct Hybrid Operating Suite – San Francisco

PROJECT NO: 662-630

PROJECT NAME: Construct Hybrid Operating Suite

ESTIMATED CONSTRUCTION COST: Within the VAAR Magnitude of Construction estimate price of $10,000,000 - $20,000,000

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 San Francisco VA Medical Center in accordance with this design scope of work.

The VA expectation is that the A/E will provide sufficient design services to utilize this construction budget with fees in accordance with the Brooks Act commensurate with consideration that much of the technical work is pre-existing. The designer shall assume designer of record status irrespective of the reuse of previous design work. Prior to extensive design work, a constructability review is required of the baseline documents that considers the ability to construct given confined working and laydown areas, the requirement to maintain an operational Emergency Department, and expectations that curtailment of the adjacent Operating Rooms are to be minimized. An initial ROM cost estimate will be required for the expansion as a means of informing remaining budget authority to execute additional requirements; this may inform what the government elects to advance to design within the 6,000 SF renovation limitation.

The VA will require a preliminary deliverable which will serve to cross-reference the previous construction documents with any substantial changes required as a result of further system degradation, changes to design criteria, or obvious revisions related to previous design oversight. Two Schematic Design deliverables (35% and 65%), one Design Development Deliverable (95%), and one Construction Document Deliverable (100% followed by stamped finals incorporating any revisions for Final Bid Documents) will be required. The A/E will provide an initial itemized construction cost estimate as part of the 35% submission from which the VA Contracting Officers Representative (COR) may elect to reduce scope to match budget OR expand the scope to fully utilize the anticipated budget. Deducts are expected to be incorporated in a manner that allows for segregation at the Construction Document stage. The cost estimate shall be carried forward and modified to reflect changes on each subsequent submission. The 95% submission shall be produced in RS Means and carried forward accordingly.

Design of the above documented project scope must meet all applicable codes, regulations, and standards. This includes but is not limited to NFPA Codes, NEC, EPA, OSHA 1926, ASTM and TJC Standards. Additionally, the A/E is required to meet all applicable laws and regulation not explicitly stated in this document.

2. STATEMENT OF WORK:

The San Francisco VA Medical Center requires the services of a qualified Architect / Engineer (A/E) firm to provide design services for project 662-630, Construct Hybrid Operating Suite. This project is a direct

San Francisco, CA 94121 3/27/2024 replacement of a project that was previously fully designed and awarded for construction that unfortunately was terminated due to cost overruns. Complete construction documents are available in AutoCAD to utilize as baselines saving significant effort though some revisions were made post-construction award.

This requirement is primarily concerned with an expansion of the SFVA surgical department extending laterally above Building 200D, resulting in a total 5,800 SF addition that is partly cantilevered. This addition accommodates three specialized Operating Rooms and accords circulation space. This primary component is reflected in Attachment 01 - OR 200D Expansion Floorplan. Aside from addressing current standards and product availability, this component of the design is to remain unchanged aside from validation of compliance to any changes in design criteria. This façade falls within sight lines of the historic district and as such, Section 106 consultation as per the National Historic Preservation act is required consistent with the attached “SFVA LRDP Programmatic Agreement”. Consultation was previously initiated and is incorporated into said Programmatic Agreement however will have to be updated to reflect a revised design which is expected to require consume schedule commensurate with the Programmatic Agreement. Performance of this effort will be conducted by the government absent any significant changes from the previous design that would impact sight lines in a significant manner.

As such, there should be no cost impacts to the design team.

Additional requirements include a renovation of the Post-Anesthesia Care Unit as well as pre and post operative areas. These are represented on Attachment 02 – Original Phasing Plan. The depictions relative to PACU are still generally valid however in the intervening duration, priorities specific to floor segregation and functional realignments have been identified which need to be introduced into design.

The phasing from this point indicates what has been previously designed however the inclusion of these phases is subject to construction cost estimates. It should be assumed that areas, if included, will require limited modifications from the previous design. Total renovation should be assumed to be limited to 6,000 SF; a significant portion of which will be limited to upgrading finishes.

Existing Site Conditions

The space directly adjacent to the addition is the Operating Suite and will remain in service throughout the duration of construction. As such, access for site investigation will be impeded to a high degree and require additional diligence and coordination to successfully complete.

Space below comprises areas of Radiology administration but generally not clinical areas. This space should not be presumed to be vacated as part of construction; however, it is reasonable to phase areas to accommodate work above. It would be impacted by critical lifts.

Phased work occurs in areas that will continue to be occupied for pre- and post-operative care. Original phasing allowed for incremental construction. This should be maintained in this iteration of design with sufficient detail to preclude a need for reduction in services. Existing drawings are relatively accurate but not fully complete. Floor Plans should be regarded as close approximations however government provided documents related to MEP systems will require extensive verification.

Projects are to be assessed for impact to Patient Care utilizing an Infection Control Risk Assessment (ICRA). Where the IRCA is found to represent significant impact to the means and methods of construction of severable phases, the requirements of the IRCA will be included on separate drawing sheets for each phase. Additional impacts identified by the VA may be required to be included in the

San Francisco, CA 94121 3/27/2024 drawing sets to address other impacts to construction as a means of ensuring continuation of clinical operation is maximized throughout the construction period.

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. 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.

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.

Meetings to review the submissions shall be conducted via electronic conferencing (voice and/or video) if determined to be necessary by the VA. Site visits by the A/E shall be made at the request of the VA COR (site visits not requested by the VA will not be billable) but shall not exceed ten (10) appearances throughout the design phase. The A/E will provide a list of qualified personnel along with their technical certifications who are able to conduct the site visits for acceptance by the VA. Personnel shall have the necessary knowledge, skills, and abilities to perform the tasks required by the VA for each site visit. In addition to physical site visits the A/E shall perform video conferencing during the design period at the request of the VA to address design issues. Video conferences shall be a maximum of two (2) hours with no more than one (1) occurrence per week.

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 estimated cost of construction as stated in the Design Within Funding Limitations clause.

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, San Francisco, CA 94121 3/27/2024 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 TIL VHA Required Division 01 Specification Section List 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 PG-18-5 Equipment Guide List 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 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 v4.0 (June 2023)

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. Where design criteria cannot reasonably be met without significant impacts including cost and schedule, a Deviation Request is required. The AE shall be responsible to fully support any such request as per the provided “Engineering Deviation Request Template” and “Deviation Request Process Notes.”

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 21 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 San Francisco VA Medical Center. 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

San Francisco, CA 94121 3/27/2024 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,” 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. 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 05. 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 hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

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.

San Francisco, CA 94121 3/27/2024

Schematic Design (SD1) – 35% - Stamped “NOT FOR CONSTRUCTION” Schematic Design (SD2) – 65%- Stamped “NOT FOR CONSTRUCTION” Design Development (DD) – 95%- Stamped “NOT FOR CONSTRUCTION” Construction Documents - 100% Final Bid Documents

12. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. Software shall be Autodesk with BIM software being Revit and 2D software being AutoCAD drawn on current version as well as backdated (if necessary) to the software iteration utilized by SFVA at time of submittals.

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, clash detection based on sequence of installation, and to reflect record drawing conditions. The deliverable model at the SD, DD, and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

Architectural/Interior Design Square Footage/Volume Room Names and Numbers Architectural Schedules Architectural Specialties and Woodwork Doors Windows Louvers Roof Floors Ceilings Vertical Circulation Walls/Curtain Wall Sizes, Shapes, & Material Data General Signage Schedules Furniture Equipment Structural Foundations Shafts and Pits Mechanical

HVAC

Plumbing Electrical/Telecommunications

San Francisco, CA 94121 3/27/2024

Power and Lighting Steam Distribution Other Engineering Data as Required Exterior Building Information Nurse Call System Asbestos/Hazardous Material Info Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead Paging) Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms) Departmental Ownership (By Common Name)

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/. Production submittals shall be mailed with tracking numbers and may be required as partial shipment to two addresses at the direction of the VA COR at time of production. The A/E shall be responsible for providing:

A. 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 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

B. Construction Cost Estimates: Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated. 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.

C. Quality Assurance/Quality Control (QA/QC) Plan

All documents in any of the electronic formats listed above.

D. Basis of Design (BD)

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

San Francisco, CA 94121 3/27/2024

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

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

Memo annotating what was not upgraded and corresponding justifications.

Two (2) half-size paper bond sets of drawings – 2 to VA One (1) full-size paper bond set of drawings – 1 to VA One (1) paper bond sets of specifications – 2 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 – 2 to VA

G. Final Bid Documents (Bid)

PDF and dwg files of drawings, PDF, word and hard copies of 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 and PDF files of specifications.

Revit and AutoCAD files of drawings.

Two (2) half-size paper bond sets of drawings – 2 to VA One (1) full-size paper bond set of drawings – 1 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

H. Requests For Information (RFI): Requests For Information shall be submitted within three (3) calendar days of submittal to the A/E.

I. Submittal Reviews: Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

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

K. 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 his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, San Francisco, CA 94121 3/27/2024 materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request 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.

L. Punch List: Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

M. Record Drawings: Record drawings shall be delivered to the VA within thirty (30) calendar days after VA provides contractor redlines to the A/E. Autodesk Revit Project (.rvt) format, AutoCAD (.dwg) format, PDF format. Stamped AS-BUILT

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. The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

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):

Construction Period Services (CPS) – CPS shall be provided for entire duration of construction Contract.

Although the AE is directed to design the construction project for a duration of twelve

San Francisco, CA 94121 3/27/2024

(12) months from the effective date of the exercised option, which accounts for potential differing site conditions, design errors, and requirement changes; this duration may change with the exercising of an option line item.

Requests for Information (RFI)

Requests for Information shall be submitted within three calendar days of submittal to the A-E.

When necessary for contract in-scope changes to construction project requirements, prepare construction cost, completion schedule estimates and Construction Bulletins (CBs). AE RFI review time shall not exceed 7 calendar days. When CB is not for a design deficiency, VA will issue an RFP to the AE for re-design during CPS. Otherwise, CB shall be at no added cost to government. CBs include narrative cover page, stamped drawings or sketches, and edited/added specifications as well as a construction cost estimate. A full CB, if required, is due to VA within same 7 calendar day RFI response timeline. A CB is not required for simple clarifications, selections among options in contract specifications, nor for as-built markups within tolerance qualifying as “field adjustment” by Construction Contractor. CBs are required when any change occurs to scope, schedule, cost, or quality standards. CB drawings shall consist only of full-size drawing sheet edits, with numbered clouds and title bar notation in format to be given by VA. If additional details are needed, they shall be inserted into existing detail sheets. If they do not fit, a new detail sheet will be created, and cover sheet with TOC shall be updated accordingly. AE shall maintain an electronic version of Contract Set of drawings and specifications that reflects CBs through current version. From that date forward, Construction Contractor will use updated set as their as-built set for “field adjustment” markups.

Submittal Reviews

Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E. This service includes reviewing and providing comments and recommendations to government on items such as construction contractor’s quality control plan, initial and final network schedules, bar chart schedules, schedules of prices, safety plan, shop drawings (including MEP coordination drawing, shop drawings, diagrams, layouts, catalog cuts, performance and test data, samples finish chips, etc.), operation and maintenance manuals, and as-built drawings. For items that are shown as "CONDITIONAL, RE-SUBMITTAL REQUIRED", or "REJECTED" AE shall include an explanation that clearly describes reason(s) for recommended action.

Cost Proposals The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her 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 Request for Proposals for anticipated changes.

Attendance at Meetings

San Francisco, CA 94121 3/27/2024

Attendance at various meetings such as pre-construction (kick-off) conference, routine quality control meetings, safety meetings, change order negotiations, claims meetings, scheduling meetings, and other conferences between government and construction contractor may be required by government. These meetings primarily pertain to weekly construction meetings but may include other various meetings, change order negotiations, claims meetings, scheduling meetings, and other conferences between government and construction contractor as may be called by government. AE should plan on a senior architect/engineer familiar with entire design, to attend each construction meeting phone call and furnish meeting minutes during the construction period.

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 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. AE shall prepare Record Drawing set at construction completion. Add any new drawings and review Construction Contractor’s annotated drawings. Verify accuracy of contractor interim record drawings and as-built conditions as construction contractor document changes occur. Receive and review contractor “red-line” in preparation for production of final as-builts. Deliver electronic (AutoCAD) and hard copy record drawings to VAMC COR within 30 days of receipt of full as-built package from General Contractor. AutoCAD files shall not include external references. Autodesk Revit Project (.rvt) format, AutoCAD (.dwg) format, PDF format.

Stamped AS-BUILT

Third-Party Commissioning

The A-E shall edit Specifications Section 01 91 00 GENERAL COMMISSIONING REQUIREMENTS to fit the requirement in construction. The resulting specification should indicate work appropriate

San Francisco, CA 94121 3/27/2024 to be performed under the purview of the general contractor as the “Commissioning Agent” and identify work to be performed by a 3rd Party Commissioning Agent.

Sufficiently complex portions of the project including but not limited to primary HVAC systems, isolated electrical systems, and flash sterilization systems shall be structured into a Performance Work Statement with tasks 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. It is anticipated that the Commissioning Agent will participate in the following:

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 Commissioning Agent shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, and integrated system test checklists.

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.

Basis of Design (BD) 10% Submittal 45 calendar days after Notice of Award

BD 10% Submittal Review Meeting 15 calendar days after VA receipt of DP 10% Submittals

35% SD1 Submittal 15 calendar days after acceptance of DP 10% Submittals

35% SD1 Review Meeting 15 calendar days after VA receipt of 35% SD Submittal

65% SD2 Submittal 45 calendar days after VA acceptance of 35% SD1 Submittal

65% SD Submittal Review Meeting 15 calendar days after VA receipt of 65% SD2 Submittal

95% DD Submittal 30 calendar days after VA acceptance of 65% SD2 Submittal

95% DD Submittal Review Meeting 15 calendar days after VA receipt of 95% DD Submittal

100% CD Checkset Submittal 30 calendar days after VA acceptance of 95% DD Submittal

100% CD Checkset Submittal Review Meeting

15 calendar days after VA receipt of 100% CD Checkset Submittal

San Francisco, CA 94121 3/27/2024

Final Bid Documents Submittal 20 calendar days after VA acceptance of 100% CD Checkset Submittal

Total Part One Services/Design Phase Schedule

260 calendar days

The 260 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 Hot Springs VAMC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the SFVAHCS Engineering 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 Engineering Capital Programs Office, BLDG 16 to check in during normal working hours. After hours site investigation shall be scheduled with the VA COR.

Identification badges will be sponsored by the COR and scheduled with the VA Police Service. When the service is completed, the Contractor shall document services rendered on a legible field service report.

The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working hours or send to the COR the next business day if after hour services are performed.

18. SECURITY REQUIREMENTS:

The C&A requirements do not apply, and that a Security Accreditation Package is not required.

Records Management Language

San Francisco, CA 94121 3/27/2024

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the

Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

San Francisco, CA 94121 3/27/2024

19. Badging Requirements

All employees of A/E firm and subcontractors shall comply with VA security management program and obtain VA badges. This will likely require fingerprinting and background checks of each individual. The employees of the A/E will obtain permission of the VA Human Resources, be identified by project and employer, and restricted from unauthorized access.

20. Training

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

21. SOW and ATTACHMENTS:

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

OR 200D Expansion Floorplan (See SOW Attachment 01) Original Phasing Plan (See SOW Attachment 02) BLDG 200-3 ACM Survey Report (See SOW Attachment 03) SFVA LRDP Programmatic Agreement (See SOW Attachment 04) PG-18-15 Volume C 662-630 (See SOW Attachment 05) Engineering Deviation Request Template (See SOW Attachment 06) Deviation Request Process Notes (See SOW Attachment 07) Post Award Specs-Drawings Review Checklist (See SOW Attachment 08)

End of SOW