Final SOW Project 549-220 Correct Bonham CLC - 3-18-2025.pdf

March 18, 2025 Sam Rayburn Memorial Veterans Center 1201 E. 9th St. Bonham, Texas 75418

Design SCOPE OF WORK

Project # 549-220

Project title: Correct Bonham CLC for Patient Privacy

Estimated Construction Cost (ECC): $13,675,000

PROJECT DESCRIPTION

This Design project will engage an Architect Engineering (A/E) firm to provide Contract

Drawings, Functional Layouts, Specifications, Construction Cost Estimates, Engineering

Calculations, and subsequent Construction Period Services located at VA Medical Center

Bonham, TX.

VAMC is soliciting Design Services to expand Community Living Center operations with new construction approximately 5,000 square feet of new space which consist of eight new single rooms and six new restrooms and renovate approximately 11,200 SFT which will provide fourteen privacy room and sixteen restrooms, mechanical /electrical/data spaces.

Phase 1 will be in Wing B, in the current facility. This project will also bring HVAC standards up to new pandemic readiness criteria. Design must comply with the Small House (SH)

Model Design guide https://www.cfm.va.gov/til/dGuide.asp, and requirements included in the

VA TIL.

OBJECTIVES

1. A/E PART I Services, also known as Design Phase includes site visits, field investigation, studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work, and provide a complete construction ready design, Scope of Work, construction cost estimate and percent-loaded construction schedule for the construction of the New Community Living Center along with the renovation of existing space; this includes identifying the critical path forward and VAMC’s intention to include a 5,000 GSF building expansion to this new expansion design, and include an additional 11,200 renovation both on a future separate and stand-alone 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 scoped objectives outlined above.

2. OPTION LINE ITEMS: A/E PART II Services, also known as Construction Period Services

(CPS) Phase, includes responding to construction contractor Requests for Information

(RFIs) during the solicitation and construction phases of the construction project, attendance at pre-bid, post- award and project commissioning/final acceptance, review of construction material submittals and shop drawings. Include a minimum of six (6) total CPS site visits during construction 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, 1201 E. 9th St. Bonham, Texas 75418 March 18, 2025 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.

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 will provide estimate support requested by the COR for Request for Proposals for anticipated changes.

2. OPTION LINE ITEMS: A/E PART II Services, known as Construction Period Services, also includes Solicitation Support Services (which will be part of the CPS Option in the Price Schedule).

Solicitation Support Services:

Pre-bid Site Visit: The A/E shall attend the pre-bid site visit, to include meeting and project walk-around. Contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

Technical Questions/RFIs: The A/E shall answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked following the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. The A/E shall provide technical question responses 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.

Addenda and Revisions: 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 that require edits to the issued specifications and/or drawings, the A-E shall provide any final revisions to the 100% Construction Documents as part of the construction contract. The A-E shall make these changes within 14 calendar days of closing of the solicitation. These documents shall be labeled Final Construction.

Construction Period Services:

Review of Submittals: A/E shall review all material submittals, shop drawings, test reports (as applicable), etc. Reviews shall be completed, and submittals returned to the VA COR within Seven (7) calendar days of the A/E's receipt of the submittal.

Review Analysis of Requests for Information (RFI), Change Orders, and Costs: 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. The A/E shall provide a prompt response when contacted by the CO, or COR, to review and provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. RFI response time shall be five (5) calendar days.

Site Visits: A/E shall provide 40 additional site visits (1 person for 3 hours onsite) during the construction period, in addition to mandatory A/E site visits for pre-bid conferences, in-wall inspection, above ceiling inspections, controls optimization and programming, and final inspection. The A/E shall produce an observation list(s) and a narrative with each site visit within two (2) calendar days. A site visit “unit” is defined as a visit to the site by one individual for any part of a day when requested by the Contracting Officer or an authorized representative. On this job, a site visit should last 3 hours and may require the use of multiple “units” when more than one individual or an extended period is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The COR has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the COR of their presence on site, before any work is performed, to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the COR of any deviations, deficiencies, and recommend appropriate corrective actions.

The A/E, when requested, shall assist the CO and COR to interpret the construction documents and shall: (1) recommend any action(s) deemed suitable for the satisfactory execution of the construction work; (2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents;

and (3) assess the preparation of Construction Contract Modifications initiated by or through VA to be executed in accordance with the Construction Documents.

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.

Punch List: The A/E shall visit the project site to perform a punch list inspection at substantial completion of construction and shall submit a written report of findings to the COR within three (3) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

"Record Drawings" Requirement: A/E shall revise the solicitation documents if necessary and provide a complete set of all drawings showing actual, completed construction, and reflecting any changes incorporated in the work on hard (bond) copy and on electronic media within 30 calendar days after VA acceptance of the construction project. Electronic media drawings shall be in a recent version AutoCAD and always electronically stamped. A/E shall load and demonstrate full AutoCAD compatibility at VA site. Compatibility means that data can be accessed directly by the target system without translation or processing of data files. Problems shall be corrected to the satisfaction of VA. Final electronic media specifications shall be in recent version of Microsoft Word and Adobe PDF.

Logs and Minutes: The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log, submittal log, and provide meeting minutes for weekly construction meetings throughout the duration of construction. Logs and minutes shall track item statues.

3. 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 this project design services. Copies of the 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.

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.

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 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.

Deliverables

All drawings and construction document submittals shall be submitted at the 15% programing, 35%, 65%, 95% and 100% design phases, unless otherwise noted. All submittals must receive VA concurrence prior to starting the next phase. 100% design drawings shall be approved by the VA

15% programing document/drawings in digits with REVIT, CAD, and PDF files to the VA

COR

35% Construction Documents: in digits with REVIT, CAD, and PDF files to the VA COR

65% Construction Documents: in digits with REVIT, CAD and PDF files Drawings and

Specifications VA COR.

95% Construction Documents: in digits with REVIT, CAD and Drawings, Specifications, and an Intermediate Cost Estimate

100% Construction Documents: in digits REVIT, CAD and PDF files, 1 Sets of Full Size

Drawings, 2 sets of ½ Size Drawings, 1 Set of Specifications and final Cost Estimate

All time frames are exclusive of VA review time.

AE will write up meeting minutes, receive and review submittals for VA final approval.

Basis for Design

A. Design shall comply with current VA specifications, guidelines, design alerts, manuals, details, criteria, instructions, procedures, standards, etc. Refer to the VA Technical Information Library at http://www.cfm.va.gov/TIL/ or the VA Design

Manual at https://www.cfm.va.gov/til/dManual.asp). 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.

B. 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.

C. Comply with current applicable state, local, & federal building codes as well as codes from other recognized authoritative bodies.

D. The AE shall design for a total construction budget of a ECC of $13,675,000.

E. The AE shall review FAR 52.236-22 “Design within Funding Limitations”.

F. Other related referenced standards and VA guidance:

1) Review AE Quality Alerts from the TIL

2) VA TIL, PG-18-3, Desing and Construction Procedures

a) Topic 15 - energy efficient and sustainable design policy for va new construction

b) Topic 16 - sustainable buildings policy for new and va Renovation construction

Detailed Submission Requirements

A. Program Guide PG-18-15, establishes the guidelines for the AE submissions.

Design shall be performed and submitted in accordance with VA AE Submission Instructions for Minor and NRM Construction Program. Refer to:

http://www.cfm.va.gov/contract/aeDesSubReq.asp. 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 must be provided timely 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 regarding the applicability of specific requirements shall be resolved with the health care system staff prior to any submission deadline.

B. If submission packages, including the final construction documents. are not http://www.cfm.va.gov/TIL/ https://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/contract/aeDesSubReq.asp complete, the A/E must resubmit the package in its entirety. The total calendar days listed in the Part One project schedule may fluctuate based on when 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary, it is the responsibility of the A/E firm to cover all costs associated with such delays.

C. At each submission, all drawings and support material shall be dated and appropriately labeled above the title block. The number of submissions and review times are listed in the below table:

D.

Design Phase Copies Total Duration

Design Kick-off Meeting 01 Calendar Day

15% programing digits 45 Calendar Days

Schematics – 35% digits 30 Calendar Days

VA Review digits 21 Calendar Days

AE provide corrected 35% briefed 07 Calendar Days

Design Development – 65% digits 30 Calendar Days

VA review digits 21 Calendar Days

AE Provide corrected 65% briefed 07 Calendar Days

Construction Documents 95% digits 30 Calendar Days

VA Review digits 21 Calendar Days

AE Provide corrected 95% briefed 07 Calendar Days

Construction Documents 100% digits 30 Calendar Days

VA review digits 07 Calendar Days

AE Provide corrected 100% 3 Hard copies/briefed 21 Calendar Days

278 Calendar Days

E. VA submission review comments may be verbal, noted directly on review sets, or written list. The AE shall be responsible for compiling & addressing review comments. AE shall produce & distribute meeting notes or minutes for VA review within two (2) days after each submission review meeting.

F. Design Team Meetings: 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. For each submission, furnish 3 copies of all drawings (provide 2 half size and 1 full size drawing sets and CD with drawings), specifications, estimates, and supporting documents (except Bid Document review as stated above).

G. Each design submission to address:

a. Cost Estimate / Budget

b. Physical Security Compliance

c. 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.

H. Final bid documents shall be reproduced as part of the contract. An initial 2 sets (1 full size and 1 half size and digits of drawings in Revit, Cad, and PDF) of the Construction Bid Documents are to be delivered to the COR along with electronic media. Specifications shall be PDF and MS Word. Drawings shall be completed in latest version of Revit, AutoCAD, and PDF.

I. Total time to accomplish Schematics, DDs, Digits and IGCE and SOW to construct the Community Living Center.

J. Notice of Award through to final reproduced bid documents shall be 278 Calendar Days. The AE shall propose a submission schedule based upon their understanding of the design and their staffing workload. The schedule is negotiable so that the timeframes are mutually agreeable to the AE and VA.

K. Construction Period Services (including Solicitation Support Services) shall be performed for the length of time the option(s) is/are exercised and acceptance of the Construction Completion. The VA has 365 calendar days from final acceptance of the design to unilaterally exercise the option(s) for Construction Period Services.

As-Built Drawings

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.

Construction Documents

The AE shall provide complete construction documents through to As-Built drawings, scheduling, phasing, construction cost estimating and construction period services. The A/E team will be inclusive of a RCCD certified Engineer, certified Physical security Engineer, Structural Engineer, Architect, Geotechnical Engineer, MEP Engineers, IH Engineer Fire

Protection engineer and others as determined by during Design In design of the project the

AE must use VA specifications located at http://www.cfm.va.gov/TIL/spec.asp. Material submittals must be reviewed and approved in conjunction with the COR.

Records Management Statement:

All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System and must be returned to VA North Texas

Health Care System at the end of contract or destroyed in accordance with Veterans Health

Administration Record Control Schedule (RCS)10-1.

http://www.cfm.va.gov/TIL/spec.asp

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).

INNOVATION

Requirements indicated are not intended to limit innovative service delivery of the

Contractor. The government will consider variations from the Statement of Work, if the proposed change is within the schedule and budget limitations, meets the objectives for the project, and results in an improved outcome. The government may approve all proposed changes in the Statement of Work.

GOVERNMENT FURNISHED MATERIALS

The Government will provide the following materials to the contractor after contract award to assist with the project.

Attachments

1. BONHAM CAMPUS MAP 2021

2. Community Living Center floor Plans.

3. PG 18-15 Volume C

A/E QUALITY ASSURANCE/QUALITY CONTROL

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.

Within 14 Calendar day after receipt of Notice of Award, the design team shall submit a

QA/QC plan describing each task that will be taken during development of the various design submission packages of the project: name of 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.

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

RISK CONTROL

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.

The Government shall report to the VA Police regarding 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.

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.

Contractor’s personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA grounds. I.D. badges shall have an identification picture and shall state the name of the individual and the company they represent. The VA will issue an ID badge upon the completed fingerprinting process.

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.

SECURITY

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.

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.

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.

SITE VISITS

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 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.

During the Construction Period Services phase the A/E shall make visits to the project site through to Final Commissioning and VA project acceptance to support the active construction project phase.

APPLICABLE REFERENCES

The references listed below are not intended to be all inclusive. The AE Shall ensure that all applicable references and/or standards are followed.

# VA Standard Title/Section

1 Master Construction Specifications Index (PG-18-1)

2 VHA PROGRAM GUIDE (PG-18-3 Design and Construction Procedures)

3 National CAD Standard Details (PG-18-4)

4 Equipment Guide (PG-18-5)

5 Equipment Inspection Manual (Program Guide 7610.2)

6 Equipment Reference Manual (PG-18-6)

7 VA Handbook H-18-8, Seismic Design Requirements

8 Space and Facility Planning (PG-18-9) (Handbook 7610)

9 Design Manuals (PG-18-10)

10 Design Guides (PG-18-12)

11 Accessibility (PG-18-13)

12 Room Finishes, Door and Hardware Schedule (PG-18-14)

13 A/E Submission Instructions (PG-18-15)

14 A/E Design Submission Requirements (Submittal Guide PG-18-15)

15 Environmental Compliance Manual (PG-18-17)

16 Fire Protection Design Manual - Fourth Edition

17 VA Cost Estimating

18 Physical Security Design Manuals for VA Facilities - Mission Critical Facilities

19 VA Signage Design Guide

20 Sustainable Design and Energy Reduction Manual (Final Draft)

21 NATURAL DISASTERS NON-STRUCTURAL RESISTIVE DESIGN (formerly CD-54)

22 International Building Code 2012

23 National Electric Code – Latest Edition

24 VHA Directive 1061

25 VA Plumbing Design Manual

26 VA OHI Report No. 13-01189-267

Most of the A/E work is expected to complete during normal working hours, Monday – Friday, 7:30am – 4:30pm.

IT Security Statement: This project has been determined to be low security risk to the

Department of Veterans Affairs.