36E77619R0026-001.docx

-- Attachment 1 Scope of Work (SOW) --

PROVIDE: professional Architect/Engineer (AE) and healthcare planning services necessary to perform a thorough, detailed, and comprehensive structural evaluation for a seismic study (up to and including Tier III) of the Ralph H. Johnson VA Medical Center (VAMC) located at 109 Bee Street, Charleston, SC, 29401. The final report shall identify existing seismic deficiencies throughout the Medical Center and recommend a seismic retrofit solution, following protocols in VA Seismic Design Handbook H-18-8 and ASCE 41-17, Seismic Evaluation and Retrofit of Existing Buildings.

Part Ia – Preparation of Existing Conditions and Conceptual Alternatives –Investigative Services: Preparation of existing conditions plan and conceptual concepts which includes site investigation for structural and seismic elements. Assessment of architectural, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices as they relate to structural/seismic bracing and systems coordination shall be provided. Perform project site investigation in accordance with the ‘Site Investigations’ section of this scope of work.

Acronym Definitions:

AE – Architect/Engineer or Designer of Record.

BSE-1N- Basic Safety Earthquake-1 for use with the Basic Performance Objective Equivalent to New Building Standards, as defined in ASCE 41-17.

CO – Contracting Officer.

COR – Contracting Officer’s Representative.

DHEC – South Carolina Department of Health and Environmental Control.

FPE – Fire Protection Engineer.

IPT – Integrated Project Team.

PCRA – Pre-Construction Risk Assessment.

NFPA – National Fire Protection Association.

NTP – Notice to Proceed (official start date of the contractual period of performance) RFI – Request for Information.

SEPS – Space and Equipment Planning System.

TIL – Technical Information Library, http://www.cfm.va.gov/til/index.asp.

VA – Veterans Affairs; typically refers to the Ralph H. Johnson main facility or the Contracting Officer’s Representative.

VAMC – Veterans Affairs Medical Center; refers to the Ralph H. Johnson VA facility.

VA-defined Deficiency Category:

Category 1: Building is in danger of collapsing in the Design Earthquake (BSE-1N).

Category 2: Building may not collapse, but will be heavily damaged in the Design Earthquake (BSE-1N).

Category 3: Building will be damaged in the Design Earthquake (BSE-1N).

Category 4: Building is structurally compliant (but may have non-structural deficiencies).

-- Project Scope --

GENERAL REQUIREMENTS:

AE is responsible for providing professional services with necessary licensed individuals to perform all work described within this scope of work. Team members shall have demonstrated professional experience with seismic structural retrofit design projects of similar size and complexity.

VA requires as a minimum the following contractor personnel be engaged in this study:

· A Senior Licensed Structural Engineer (SE) with demonstrated professional experience with seismic structural retrofit design projects

· A Senior Licensed Architect

· A Senior Licensed Electrical Engineer

· A Senior Licensed Mechanical Engineer

· A Senior Cost Estimator

A minimum of two (2) conceptual alternatives that address the identified needs will be presented to the Department of Veterans Affairs (VA) for review. Prior to submission of the conceptual alternative material, the AE shall meet with the VAMC’s COR to discuss proposed options and their implementation means/methods and impacts to the medical center. These requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Designers approach to the design solution. The AE shall be responsible for documenting the requirements given by the VA in their submission.

The AE shall provide a narrative describing the feasibility, rough order of magnitude cost estimate (with cost of patient care factored into the economy/feasibility), projected construction duration and a color sketch for each of the two conceptual alternatives submitted. Detailed calculations are not expected for the alternatives. The narrative shall include advantages and disadvantages of each alternative and address the overall impacts to patient care/medical center operations. For each alternative the AE shall include phasing requirements the VA would need to consider to effectively execute the project. Cost estimates shall include direct construction cost for retrofitting the building for seismic safety, replacement/restoration of finished systems necessary to upgrade the seismic structure, and modifications required for seismic safety improvements of nonstructural components/equipment.

The AE shall recommend one of the two alternatives presented for VA consideration for acceptance as the best solution. The AE shall take the chosen alternative and provide a conceptual seismic retrofit solution, including detailed calculations and sketches of the recommended structural and nonstructural strengthening, that will be utilized by the VA as a foundation for a full design scope of work to be performed through a separately solicited request for proposal.

Minimize impacts to continuity of care at all times, a requirement inclusive for site investigation and in preparation of conceptual retrofit solutions.

SPECIFICS:

The AE shall perform all due diligence, site investigations and information gathering necessary to analyze the seismic/structural integrity of the Ralph H. Johnson VAMC and its nonstructural components. The AE shall provide documented as-built conditions, a detailed study/analysis, executive summary, calculations and a conceptual retrofit scheme with sketches that develops a seismic structural retrofit solution to any discovered code variances. The AE is required to have specialized professional engineering experience with seismic structural retrofits similar in size and complexity.

Assessment of architectural, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/security, telecommunications, healthcare technology systems and devices as they relate to structural/seismic bracing and systems coordination shall be included.

The AE shall verify and document the facility’s as-built structural conditions. Reference the Site Investigations section of this Scope of Work for detailed requirements. The documented as-built conditions shall include information discovered by the AE through their investigative services. The preparation of as-built condition plans will be the foundation for a full design scope of work to be performed through a separately solicited request for proposal. Material conditions and structural properties shall be identified on the as-built drawings.

The detailed study/analysis will:

1. Assess the as-built conditions for deterioration of integrity (by nature or by a designed construction modification)

2. Assess the requirements/impacts to correct any seismic and structural deficiencies

3. Assess building additions and structural/seismic modifications on the overall seismic infrastructure and at existing building expansion joints analyze for sufficient seismic response

4. Assess nonstructural bracing/restraint retrofits that would be required to other building systems

5. Provide requirements and limitations for future designs on the existing/repaired seismic infrastructure for future vertical expansion

The AE shall provide an executive summary of the completed study. The AE shall use simple language (simple language is defined as verbiage that can be understood by an individual without technical knowledge of engineering principals and theories) in the summary and should cite specific relevant examples (relevant examples is defined as examples that would be required for an engineer to make an informed design decision) and commentary on issues related to:

· performance objectives,

· data collection,

· materials testing and knowledge factors,

· primary versus secondary components,

· overturning,

· foundation design,

· soil-structure interaction,

· level of seismic evaluations (tiers),

· evaluation and recommended retrofit solution of material-specific systems including steel moment frame, steel braced frame, concrete shear wall, and unreinforced masonry systems.

The executive summary will provide:

1. A listing of the requirements incorporated by the AE that were necessary to meet or exceed VA requirements as outlined in H-18-8 and ASCE/SEI 41-17.

2. The method(s) and level(s)/Tier(s) of testing, verification and evaluation that were used in the assessment of each component.

3. The evaluation and identification of seismic deficiencies to each structure and nonstructural components and equipment throughout the Ralph H Johnson VAMC.

4. The AE’s opinion of the VA-defined Deficiency Category for each structure based on the identified seismic deficiencies, as defined in the Summary of Services section of this SOW.

Below is a listing of building information of concern, expected level of tiered evaluation and future vertical expansion considerations. In addition to the expected minimum higher-level tiers shown below, and initial Tier 1 evaluation shall be conducted for each building. A graphical representation of the facility and its additions are depicted in Appendix C.

1. Building 1 (1966 (floors 1-6), Concrete Frame with infill Masonry Shear Walls, 500,081 SF.) (A seismic retrofit project occurred in this building in 1983 for which the record documents are available). Tier 3 analysis

2. G Building (1969 (first floor), Concrete Frame with infill Masonry Shear Walls; 1986 (second floor), Light Steel Moment Frame tied in to Concrete Frame, 14,000 SF) Tier 2 analysis – Vertical expansion considerations.

3. Clinical Addition Expansions AA & BB (1985 (first and second floors), 2007 (third floor), 2016 (first floor - OEF/OIF), 2017 (first floor - Front Lobby), 2018 (third floor - SPS), 2019 (first floor - Pharmacy); total 64,000 SF) Tier 2 analysis – Vertical expansion considerations.

4. Ambulatory Care Expansion CC (1997 (first and second floors) Steel Moment Frame, 10,694 SF) Tier 2 analysis – Vertical expansion considerations.

5. 2-story MRIs (1999 (first and second floors) Steel Braced Frame, 4,178 SF) Tier 2 analysis – Vertical expansion considerations.

6. H Building (2010 (first and second floors) Precast Concrete Shear Walls, 12,072 SF) Tier 3 analysis – Vertical Expansion capabilities.

7. J Building (2013 (first floor), 2018 (second floor), both floors Steel Frame with concrete shear walls, 14,050 SF) Vertical expansion considerations.

8. DD Building (2015 (first floor), Precast Concrete Shear Walls, 17,042 SF) Tier 3 analysis – Vertical Expansion capabilities.

-- Site Investigations --

EXPECTATION: AE will make site visits as necessary to survey and document existing conditions.

The AE shall make site visits to the extent required to determine existing as-built conditions affecting this project. Note: Information, including drawings and other documentation, provided to the AE shall be used as reference only. The AE is responsible for verifying existing site conditions. All additional references and specifications are available in the Technical Information Library (TIL)(https://www.cfm.va.gov/TIL/) . Coordinate visits with the COR as assigned at the NTP. The AE shall arrange for and oversee the performance of such investigations necessary for the proper coordination of the project. AutoCAD background drawings shall be provided by the VA upon request and shall be used as reference only. The AE shall field verify every aspect that relates to the project.

Perform Photographic Documentation during Investigative Services; files are to be maintained for future reference of existing conditions for construction documents and unforeseen unit costing basis.

The site investigation will be a complete and comprehensive structural/seismic study/ analysis of typical structural/seismic components exposed, or not visible (including sub structures accessible by crawl space - piles, pile caps, grade beams, shear connections, etc.) to determine size and material strength/integrity. To examine all components, methods to be explored should include visual, x-ray (or other reliable means), core samples and as a last resort demo of finishes and systems to visually assess otherwise non-visible components.

Evaluation/analysis of non-visible elements shall be conducted to minimize impacts to continuity of care. Phase work as required to minimize impacts to continuity of care as the work is being completed.

Minimize impacts to continuity of care at all times, inclusive for site investigation and in preparation of conceptual retrofit solutions.

-- Submission Schedule --

EXPECTATION: Submit review package so they are received on the noted day.

Schedule Submission Item Calendar Days after NTP

Note: The issuance of the NTP will be done in writing. The introduction of the AE team to the IPT may be virtual. The IPT shall consist of key stake holders of the Medical Center including Executive staff members, engineering, safety and any other members of the VA or outside entities who have vested interests in the design, compliance, and accreditation for the VAMC. The period between the NTP and the initial IPT meeting shall be used for the AE to gather data/information to be well prepared to discuss their intent/approach and to ensure project requirements/restraints are understood to make a highly productive meeting at the initial IPT meeting. This time shall also be used to gather as-builts and begin investigative services. The AE shall attend and take minutes at each meeting. Minutes shall be submitted electronically to the COR and CO within five (5) business days of each meeting. The AE is responsible for documenting through written meeting minutes all comments, actionable items, responsible parties and due dates discussed at the IPT on-site reviews, including hand-written, typed, drawing mark-ups and comments given by members of the IPT to the design team during discussion. The meeting minutes will be submitted to all attendees for review prior to being published as final. There will be a five (5) day review period for the IPT team to submit corrections to the meeting minutes prior to the meeting minutes being published.

The VA shall determine minimum acceptability of each submission within five (5) business days of submission by the AE. If the VA finds the seismic study submission to be unacceptable, the AE shall resubmit the submission. VA review time shall not be impacted and shall remain the same number of allotted days, including five (5) business days for the VA to determine acceptability of the seismic study submission. The AE shall be responsible for maintaining the overall completion date and is responsible for making up lost time due to unacceptable submissions. An incomplete/not minimally acceptable/unacceptable submission is defined as a submission lacking any piece of information outlined in Appendix A and B of this SOW or incompleteness of any piece of information in Appendix A and B.

All documents submitted shall comply with the VA Building Information Model Standards.

-- Submission Requirements --

REQUIREMENTS: Submit the complete package in accordance with the following requirements

Deliver all packages shall be sent to the COR on the established dates to allow the VA IPT to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information required for each submittal as outlined in Appendix A and B.

All submissions shall be accomplished in accordance with VA guidelines and specifications, which are available at http://www.cfm.va.gov/til/. As a minimum, the submission shall comply with the applicable sections from the following VA standards and guidelines found at the web site above:

· Cost Estimating Requirements

COST ESTIMATING:

Estimate conceptual seismic mitigation costs and prepare an estimate of the work identified and/or work required to mitigate the seismic deficiencies found. AE shall include any phasing that will be required for mitigation. The scope of mitigation work recommended and associated cost estimates shall be limited for direct construction for retrofitting the building for seismic safety, including replacement of nonstructural components temporarily removed to access the structure.

Timing of Submission - Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other submission documentation. The AE is responsible for managing workflow and communications to ensure that this shall be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date information possible, with a narrative of any late developments that could affect cost.

Appendix A

Conceptual Alternatives Submission Requirements 2 Options

Deliver the following (labeled with Conceptual Alternatives (2 options)) and include this Appendix as a checklist with your submission:

· 3 full sized sets of the documented as-built conditions.

· 3 half sized sets of the documented as-built conditions.

· 3 bound and tabbed copies of the narrative describing the feasibility, rough order of magnitude cost estimate (with cost of patient care factored into the economy/feasibility), projected construction duration, and phasing requirements for each of the two conceptual alternatives submitted. The AE shall provide a recommendation on the most efficient and effective seismic retrofit plan/layout and the reasons for the preference.

· 1 CD containing

· As-built drawings in AutoCAD 2016 and pdf format

· Narrative in pdf format

· Conceptual Alternative drawings in AutoCAD 2016 and pdf format

· Copies of the photographic/other electronic documentation from investigative services organized in an electronic report format (sortable by system, floor/wing/room)

***Achieve a consensus on one option prior proceeding to the Recommended Conceptual Retrofit Solution Submission Requirements, Selected Option***

Appendix B

Recommended Conceptual Retrofit Solution Submission Requirements Selected Option

Deliver the following (labeled with Conceptual Retrofit Solution (Selected Option)) and include this Appenix as a checklist with your submission:

· 3 bound and tabbed copies of the detailed study/analysis evaluation report and narrative, executive summary, calculations, cost estimate, estimated duration of construction retrofit solution sketches and phasing requirements addressing items listed in the ‘Project Scope’ section of this Scope of Work for the selected option.

· 1 CD containing

· Study/analysis evaluation report and narrative in pdf format. Calculations and models utilized in analysis for selected option shall be detailed out.

· All drawings in AutoCAD 2016 and pdf format

· Copies of the photographic/other electronic documentation from investigative services organized in an electronic report format (sortable by system, floor/wing/room)