502-23-392 Replace Roof on Emergency Generator Building 39 AE SOW-Needed Corrections.doc

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER

Alexandria, Louisiana

A/E DESIGN SCOPE OF WORK

Replace Roof on Emergency Generator Building 39 I. Definition and Acronyms:

I. Pre-Construction Risk Assessment (PCRA), Interim Life Safety Measures (ILSM), Request for Proposal (RFP), Certified Independent Third-Party Safety Professional (CITP) National Fire Protection Association (NFPA), The Joint Commission (TJC), Facilities Condition Assessment (FCA). Competent Person (CP), Contracting Officer’s Representative (COR), Central Energy Plant (CEP)

II. GENERAL REQUIREMENTS

1. The Architectural/Engineering Consultant (A/E) shall provide all architectural and engineering services necessary to prepare complete contract documents consisting of specifications, drawings, and any other documents for bidding purpose and A/E construction period services for preparation of construction documents, cost estimates and other items as indicated to accomplish the replacement of the roof on emergency generator building 39 and repair of interior/mold abatement.

2. Work shall include, but is not limited to, the above detailed requirements which are to be considered a basic part/minimum requirement of this project and shall be fully developed by the A/E, discussed and resolved with Alexandria VA Health Care System staff.

3. The A/E shall schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of plans and VA specifications for the replacement of the building 39 roof and repair of the interior/mold abatement.

4. The A/E shall perform any other necessary investigative work, i.e, meet with or communicate with VA staff regarding design layout.

5. The design and resulting construction must, as a minimum, be in accordance with all applicable codes, (NFPA, JCAHO, NEC, UPC, UMC, ASME, ASHRAE, EPA), Controlled Environment Testing Association (CETA) and Department of Veterans Affairs (VA) publications, Master Construction Specifications, Construction Standards, Design Guides and Standards.

6. All design and work will conform to the current edition of the VA Master Specifications and VA Design Standards as published at the following site: www.cfm.va.gov; ASME, ASHRAE, OSHA, IBC 2009, IPC 2009, IMC 2009, NFPA, ABA, ABAAS, ADAAG and NEC building codes and standards.

III. INVESTIGATIVE WORK:

The A/E, with the aid of VA staff is to perform all necessary testing and investigative work required to adequately design the project. Utilizing “as-built” drawings provided by the VA and design staff site visits, the A/E will investigate scope of required new construction. The A/E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

IV. DESIGN CONSIDERATION:

1. Design shall include, but is not limited to, the following:

a. VA specification guidelines.

b. Construction drawings

c. Construction cost estimate

d. ASHRAE design considerations

e. Other necessary design considerations.

V. DESIGN Requirements:

The Architectural/Engineering Consultant (A/E) shall provide all Architectural and Engineering Services necessary to prepare complete contract documents consisting of specifications, drawings, and any other documents for bidding purposes and A/E construction period services to replace the building 39 roof at VAMC, Alexandria, La. The project includes general re-design and removal of existing roof and interior repair of Bldg. 39/mold and asbestos abatement. Contractor shall remove old roofing system on building 39 and replace with new TPO roof to include flashing and curbing. This will include removal of all the existing tar roof, install a base sheet, black torch and graduate cape sheet. The work will include tear off, replacement, reseal and re-coat. Contractor shall provide a warranty for this work. All materials shall be approved by the COR before demolition of old roof. At no time shall generator room be unprotected against the elements if inclement weather is imminent. All work shall comply SOW, specifications, drawings, manufacturer’s instructions, OSHA and all listed standards for roofing materials and installation. Contractor shall field verify all measurements and comply with national roofing contractors association: roofing and waterproofing manual. The ASHRAE standard 90.1-2007 minimum acceptable average R value is 33. Contractor shall ensure positive slope occurs for proper drainage. All disposal costs and fees for debris removal will be the contractor’s responsibility. The contractor will be responsible for cleanliness of the building area both interior and exterior. The contractor shall protect all interior items during demolition and clean up. Proposed materials include metal cap nails, black spray primer, base layer tar paper, cap sheeting (decking or ISO board), asphalt or tar coated layers of fiberglass membrane and gravel coating. Additional repair work will include the following: Mold abatement and asbestos abatement where necessary, sheetrock replace and repaint, wall repair and repaint and replace lighting where removed. Asbestos abatement will be necessary in the event that any areas being replaced that contain asbestos are being disturbed.

Schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer, Maintenance and Operations, and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of plans and VA specifications to replace the building 39 roof and repair interior.

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 180 days from Notice to Proceed.

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or A/E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

COST ESTIMATE

A detailed estimate of construction cost (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission.

DRAWINGS

This project will utilize AutoCad, latest version. All VA design guides and requirements can be found online at: http://www.cfm.va.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent requirement shall govern. All drawings must be bundled using the “e-transmit” function.

UTILITY SURVEY

During the design phase, the A/E will coordinate with Alexandria VA Health Care System Staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to extent necessary by the A/E.

HAZARDOUS MATERIAL ABATEMENT SURVEY

During the design phase, the A/E will coordinate with Alexandria VA Health Care System Staff to perform a hazardous material abatement survey to facilitate the design. The A/E shall survey the areas of conflict in question to incorporate into the design documents accordingly.

FIRE PROTECTION ENGINEER REVIEW & CERTIFICATION

The A/E shall have the design plans and specifications reviewed by a registered Fire Protection Engineer (FPE) to ensure the design proceeds in accordance with Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) codes. The FPE’s review comments shall be provided along with each design submittal starting with the 50% Design Development drawings. With the Final 100% Construction Documents submittal, provide a FINAL certification letter from a registered FPE stating that the FINAL plans and specifications are in compliance with the current LSC and NFPA codes.

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the latest edition of the Physical Security Design Manual for VA Facilities, Life-Safety Protected/Mission Critical Facilities as applicable.

HANDICAP ACCESSIBILITY

The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), ABAAS (Architectural Barriers Act Accessibility Standards) and PG-18-13 (Barrier Free Design Guide) in all areas.

GOVERNMENT FURNISHED INFORMATION

The following is a list of government furnished information found on the VA’s Technical Information Library website (http://www.cfm.va.gov/TIL/) to be used for this project, as applicable:

PG-18-1

Master Construction Specifications

PG-18-3

Design and Construction Procedures

PG-18-4

Standard Details and CAD Standards

PG-18-10 Design Manuals (by discipline)

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

Uniform Federal Accessibility Standards (UFAS)

ABAAS (Architectural Barriers Act Accessibility Standards)

Physical Security Design Manual for VA Facilities, Life-Safety Protected

NOTE: Utilize the latest version of guidance at time of design award.

VI. SUBMISSION OF DOCUMENTS:

The VA staff shall have 14 calendar days between submissions to review. If the VA workload does not allow for a thorough review within this timeframe, the A/E shall not proceed to the next design phase until comments have been received from the VA. The AE will be entitled to a time only contract extension for the number of VA review days beyond what is specified above.

The following specifies the documents, etc., required to be submitted by the consultant to the Contracting Officer for distribution for each scheduled review and the due dates for each submission. Dates indicated must be strictly adhered to.

Working Drawings:

General:

a. The Architect/Engineer shall design and estimate so that all applicable codes are met. The A/E and their design teams will be required to attend a 0% pre-design meeting with the Alexandria VA Health Care System personnel to outline the scope of the design project. The A/E should be prepared to walk through the work site, take pictures, ask questions, take measurements, review as‑built drawings and VA specifications and gather any other pertinent information necessary to fully understand the scope of the design task

b. The A/E shall take written minutes of the pre-design meeting and all design reviews, in which he is in attendance, and provide the Alexandria VA Health Care System with them within two (2) working days.

c. The A/E shall establish a construction schedule.

d. The A/E shall prepare a list of equipment and material submittals required by this project as separate specification section in the contract package.

e. In each submission, the A/E shall incorporate all materials, procedures, etc., specified and all revisions according to comments made by either the Health Care System, Regional Safety & Fire Protection Engineer or VA Central Office where applicable.

1. 50% - 50% design submission required within forty (40) calendar days after conclusion of the 0% design meeting.

f. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 50% Review.

g. Specifications — Consultant shall provide (1) set of edited, assembled and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

h. Drawings — Consultant shall provide a (1) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends and other schedule information.

(3) Also show complete details, notes, sections and locations.

i. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(a) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

j. This submission will be reviewed and one (1) copy of the plans and specifications returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

2. 95% – 95% Design is required within forty (40) calendar days after notice to continue is issued by Contracting Officer or the COR.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 95% Review.

b. Specifications — Consultant shall provide (1) sets of edited, assembled and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide (1) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends and other schedule information.

(3) Also show complete details, notes, sections and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(1) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

e. This submission will be reviewed and one (1) copy returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

3. 100%—100% Design two (1) sets of specifications, drawings and cost estimates are required within twenty five (25) calendar days after notice to continue is issued by Contracting Officer or the COR.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 100% Review.

b. Specifications — Consultant shall provide (1) sets of edited, assembled and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide a (1) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends and other schedule information.

(3) Also show complete details, notes, sections and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(1) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

e. This submission will be reviewed and one (1) copy of the plans and specifications returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

f. In accordance with the previous review requirements, with all review Specification — consultant shall provide to the COR/engineer specifications, complete comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general construction sections.

4. Final submission — after completion of all the 100% review comments and corrections, the final contact documents shall be prepared, and submitted within ten (10) calendar days after notice to continue is issued by Contracting Officer or the COR.

a. Submittal letter — consultant shall provide a submittal letter stating that the changes and corrections noted on the previous review have all been evaluated and incorporated in the documents submitted for the final submission. List these documents:

(1) Provide as a minimum a 650mb recordable disk containing digital drawings and technical specifications and two hard copies.

(a) Drawings to be in AutoCAD and PDF format

(b) The Combined Specifications to be in Word and PDF Format

(i) The most current VA Master Specifications shall be used on this final documentation submission and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

(2) A final cost estimate based on revisions made at 100% review and cost estimate of bid items if required.

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

(3) A final set of design calculations (where applicable).

(4) A&E Design and AS-BUILTS only:

(a) The CD case shall have the full name of the firm, address, contact phone numbers, Project number (station number, year, the number of the project) and Set 1 of CDs if more the one CD is required, on the inside of the CD case only there shall be an index of drawings with page numbers and drawing numbers.

(b) The CD face shall contain the same information as the CD case except “the index”. The CD shall not have anything to unbalance it.

(c) All information shall be neatly typed and legible without the aid if any type of magnifying devises.

(d) All CAD data and project specifications shall be delivered on Compact Disk(s) (CD) 650MB or greater. All data files shall be organized using the directory structure (path) as outlined in the CAD Standards, Naming Conventions section of this document. All files shall be free of corrupted or unusable data.

(e) All CAD data shall be supplied in the latest version of the translation format, DWG. The contractor will be responsible for ensuring that all files shall translate to the VAHS's target CAD system, latest version of AutoCAD.

(f) The A&E shall ensure a separate layer identified as SQUARE FOOTAGE, with the length, width, and square footage of all mechanical, office, and patient area, corridors, etc. this layer shall have the total of existing renovated space, total of new construction and the total square footage of the entire renovated area.

VII. Period of performance – 180 days

1. Notice to proceed

2. 50% submission – NTP + 40

3. R1 Review – NTP + 54

4. 95% submission – NTP + 94

5. R2 Review – NTP + 108

6. 100% submission – NTP + 148

7. R3 Review -NTP + 168

8. Final Submission – NTP + 180 VIII. PRE-BID CONFERENCE — the A/E is required to attend the pre-bid conference, which will be scheduled by the Alexandria VA Health Care System, contracting and procurement section, prior to the bid opening date for the purpose of answering questions and clarifying the project specifications and drawings with prospective bidders. The project site will also be visited to verify existing field conditions and dimensions.

IX. PRE-CONSTRUCTION MEETING — the A/E is required to attend the pre-construction meeting for the project which will be scheduled by the Alexandria VA Health Care System for the purpose of answering questions and clarifying the bid documents, etc., with the contractor. The A/E is to provide two (2) complete sets of contract drawings and specifications to the construction contractor at this meeting. The A/E shall take written minutes of the pre-construction meeting and provide the Alexandria VA Health Care System with them within five (5) working days.

X. CONSTRUCTION PERIOD SERVICE REQUIREMENTS

1. Review of submittals — Consultant shall review all material submittals, shop drawings and test reports. Reviews shall be completed and submittals returned to the COR/ engineer with fifteen (15) calendar days from receipt of request.

2. Review analysis of change order and costs — consultant shall provide prompt response when contacted by resident engineer to review and provide analysis of change orders and costs.

3. Site visits — Consultant shall provide weekly site visits throughout the duration of construction activities and one (1) final inspection for the project. (Please include price for additional site visits should they be desired by resident engineer.) The architect/engineer will also make a written inspection report within two (2) working days after each site inspection.

4. Weekly Construction Phase Meeting --- Consultant shall be required to attend all weekly construction phase meeting in person or via tele-conferencing to discuss any issues or concerns the VA staff or contractor may have.

5. One set of drawings / Markup Drawings shall be on site or in Job shack with all documented changes to the project. Must be legible and ready at any time for the COR to review while in the area. Once completion of construction this set of drawing will be turned into the COR so it can be given to the A&E to make all changes and create the final set of “AS- BUILT“drawings. In accordance with Alexandria VA Healthcare Systems Computer Aided and Drafting Standards.

XI. MISCELLANEOUS:

1. Following approval of the final (100%) review material, the A/E will provide the government with electronic sets of the approved contract, drawings and specifications. Drawings shall be furnished in latest version of AutoCad® electronic format and one set of drawings in .pdf for distribution. The specifications shall include those sections prepared and edited by the Contracting Officer and shall be furnished in MS Word format. Specifications shall be of the most recent version on the VA Master Specifications TIL

2. A/E will provide additional services as outlined in Special Provisions (Architect-Engineer Contract) including construction period services, site surveys, as-built drawings, etc.

3. Design to be in accordance with applicable federal, state, and local codes (ASCE, ASME, ASHRAE, NFPA, JCAHO, OSHA, VA design guides and Master Specifications, etc.).

4. Design shall be in accordance with Program Guide, PG-18-15, and Volume C of the TIL.

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