561-26-101 Improve and Upgrade Electric System - AE Design SOW - 20251124.pdf

STATEMENT OF WORK (SOW)

Project # 561-26-101

Improve and Upgrade Electric System 11/24/2025

1. Contract Title.

Furnish professional Architectural/ Engineering (A/E) services to provide survey, evaluation, and design to Improve and Upgrade Electric System at the VA New Jersey Health Care System (VANJHCS), East Orange (EO), NJ.

2. Background.

Project is to conduct specific studies for the entire East Orange campus inclusive of all buildings/ structures. The studies are necessary to comply with all current regulations.

Focus is on renovating and upgrading emergency generators and associated components such as Automatic Transfer Switches (ATS’s) within their spaces at VA East Orange Buildings 1 and 7. Although intentions is to focus on Building 1 and 7, any urgent deficiencies discovered during study and site investigations for any other building/structure should be incorporated into the design.

The existing emergency generators are beyond their life cycle and must be replaced.

Enclosures and locations of these generators need renovations to prevent water leaks and comply with physical security requirements. ATS’s must comply with current regulations. Several electrical panels, distribution components and similar items in each of the buildings are beyond their life expectancy.

New generators along with their components within renovated infrastructure spaces, and any other electrical component will provide the required reliability needed to keep the electrical system on for life-safety, critical and equipment systems in case of any unforeseen outages.

3. Scope.

This project mainly involves complete renovation, addition and upgrading of the interior and exterior of existing generator spaces, as well as replacement of generators and all associated electrical components in Building 1 and 7. In addition all other electrical components (ATS, electrical panel etc.) in all the buildings/ structures throughout the campus shall be studied and potentially renovated as per urgent needs.

Where necessary, new spaces may have to be constructed to comply with current codes and allow for new equipment placement and installation.

All essential generators and electrical components must be evaluated and replaced to meet all current codes. All work must be designed in a way to provide back-up to any life-safety, critical and equipment systems.

The A/E shall perform a complete survey, necessary studies and evaluation of the existing conditions including but not limited to mechanical, electrical, plumbing, walls, ceilings, floors, sub-floors, drainage system, equipment, etc., and provide recommendation list with phasing and functionality to the VA for selection. Upon approval, the A/E will develop and prepare the complete construction document package with bid alternatives that can be readily identified and listed in the procurement documents. The A/E shall provide construction period services and post-construction services for the project.

4. Specific Tasks.

A. The A/E with the top-rated proposal and interview shall conduct a brief pre-bid site survey of the campus. This will be arranged through the Contracting Officer (CO) and will be conducted by the VA Project Engineer (VA PE)/Contracting Officer’s Representative (COR). The Consultant will be given access to the spaces associated with this scope of work. This visit will serve to help ensure the Consultant fully understands the design scope, is aware of the current site conditions, and enables the Consultant to determine an accurate and comprehensive design fee and associated schedule for evaluation by the Government.

B. The A/E contract shall be for a complete construction package including initial Survey/Study Report, preliminary drawings, schematic/design/contract drawings, contract specifications, applicable documents as per PG-18-15 vol C, and a detailed cost estimate to the pending equipment installations and construction spaces in

VANJHCS EO, NJ.

a. Scope of Work shall include but is not limited to:

i. Complete study to determine options for providing essential systems in Buildings 1,2,5,5A,6,7,8,11,15,15A,15B,16,17,18 and if applicable any other buildings on the campus. This shall include the life safety branch, critical branch, and equipment branch. Findings will be evaluated and incorporated into the project as per most critical needs and available funding limits.

ii. Provide a report regarding all buildings/ structures (based on study and site investigations) with recommendations and a rough estimate to fit within funding limitations. Report may include but is not limited to:

1. Recommended systems and equipment

2. Physical security options, constraints

3. Structural options

4. Rough estimate costs

5. Priority/Urgent equipment replacement list

6. Life safety and accessibility code compliance report.

iii. Based on the study/report incorporate where feasible for all buildings:

1. Automatic transfer switches to comply with NEC, NFPA 70 and NFPA 99 and all applicable codes.

2. Electrical panel replacement

3. Replacement of any urgent electrical component

4. Changes to emergency generator systems.

iv. The replacement of three (3) emergency generators A, B and C in Building

1 and one (1) for Building 7.

v. Renovation/Restructure of existing vaults including, but not limited to, HVAC, plumbing, roof, walls, doors, fences, access points, utilities, storm water management, etc.

vi. Creation of new spaces, if necessary, to accommodate new generators and associated components. As well as any other necessary space for ATS, electrical panel or other electrical component renovations/ upgrades

vii. As part of the scope of this project, it is anticipated that certain existing electrical panels may require replacement due to age, condition, or incompatibility with new system requirements. The contractor shall assess the condition of all relevant panels during the initial site evaluation and provide recommendations for replacement. Any panel replacements deemed necessary will be coordinated with the project team and executed in compliance with applicable codes and standards.

viii. Evaluation of VANJHCS EO physical security report, survey of the areas, and implementation of all applicable requirements of physical security to the design, either interior or exterior.

ix. Evaluation of VANJHCS EO Asbestos Report/Drawings, survey of the area and implementation of applicable requirements to the design.

b. East Orange FCA Report deficiencies planned to be corrected under this project:

i. 36012

ii. 354204

iii. 218961

iv. 35005

v. 416833

C. The A/E shall design all necessary construction and renovation as intended which will be compliant with applicable current codes and criteria referenced in VA CFM Technical Information Library website: http://www.cfm.va.gov/til.

Although all applicable VA Design Manuals must be adhered to, the VA Design Manuals that have significant importance to this design effort include:

a. Electric Design Manual

b. HVAC Design Manual

c. Cost Estimating Design Manual

d. Research & Development Design Manual

e. Physical Security and Resiliency Design Manual

f. Site Design Manual

g. Structural Design Manual

h. Fire Protection Design Manual http://www.cfm.va.gov/til

D. The A/E shall review and include any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other applicable codes.

i. Based on VA Handbook 7545 the A/E shall:

1. Coordinate with the State of New Jersey to address all items in relation to Historic Building Preservation. Note that VANJHCS EO Campus is on the National Register of Historic Places.

2. Evaluate and complete NEPA CATEX throughout the design progress. If deemed necessary, conduct NEPA EA.

E. The A/E will review the needs of multiple stakeholders and provide recommendations. In addition, if applicable, the project shall be phased to provide the least impact to the VANJHCS EO, NJ.

F. The A/E will make site visits as required to determine existing as-built conditions affecting this project. Note: Information, including drawings and other documentation provided to the A/E should be used as reference only. A/E shall field verify every aspect that relates to the project. Concurrently with each site visit, AE will be required to provide the VA a site visit report.

G. A/E 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 (latest update November 2008), and specifically adapted for VANJHCS EO, NJ.

a. VA will not start the design review process until both paper and electronic copies of the submissions are delivered to the VA PM/COR.

A/E shall properly plan for the submission to avoid delays in the review period.

Event Calendar Days from NTP Total Days from NTP Deliver 10% Initial Submission 30 30 Review 10% Initial Submission 10 40 Deliver 35% Schematic Design 60 100 Review 35% Schematic Design 20 120 Deliver 65% Design Development 120 240 Review 65% Design Development 20 260 Deliver 95% Construction Documents 60 320 Review 95% Construction Documents 20 340 Deliver 100% Bid Documents 20 360 Review 100% Bid Documents 20 380 Deliver Final Bid Package (Stamped) 10 390

H. The A/E is responsible for the development of an independent construction cost estimate at several points throughout the design process. The Consultant shall advise the Contracting Officer (CO) in writing if the anticipated cost of the construction effort is considerably different from the construction limitation dollar amount (i.e., the funds allocated for the construction effort). A/E is responsible for an accurate cost estimate aligned with all applicable standards per the latest Cost Estimating Design Manual.

I. The A/E shall provide competent design and construction period services utilizing those adequately knowledgeable of the various subordinate design disciplines including, but not limited to:

a. Architectural

b. Structural Engineering

c. Mechanical Engineering

d. Electrical Engineering

e. Plumbing Engineering

f. Civil/site Engineering

g. Physical Security

h. Life and Fire Safety

i. Fire Protection Engineer https://vatilms.va.gov/vatilms/criteria-viewer/93480?type=application%2Fpdf&title=Scope,%20Qualifications- Fire%20Protection%20Engineer&name=FPEngr-2021-06.pdf

J. The A/E shall provide a PIH/CIH consultant for review of the VA EO Medical Center asbestos inspection report. The PIH/CIH consultant shall coordinate with A/E to ensure that fully coordinated drawings are provided for all asbestos abatement and related restoration work. The PIH/CIH construction period services shall include submittal/RFI reviews. Air monitoring should be included in the construction period services during asbestos abatement activities. A/E to account for at least 3 mobilizations in their proposal. (One Mobilization may be for 1 or multiple days, depending on the required work)

K. The A/E shall provide the Chief, Facility Management Service (FMS), with complete specifications and working drawings as further described in the contract. All contract drawings shall be prepared for AutoCAD Release 2020 or latest, and delivered to VANJHCS EO, NJ. The A/E is required to follow all PG-18-15 Volume.C delivery guidelines.

L. The A/E will develop and prepare the construction document package with bid/deduct alternates that can readily be identified and listed in the procurement documents.

M. The A/E will be responsible for development and preparation necessary any documents when design guide waiver/ equivalencies will be required.

N. The A/E shall account for in-person meetings at each design submission. It is recommended that Project manager and most critical discipline is in person, other disciplines can participate through phone call/ virtual meeting.

https://vatilms.va.gov/vatilms/criteria-viewer/93480?type=application%2Fpdf&title=Scope,%20Qualifications-Fire%20Protection%20Engineer&name=FPEngr-2021-06.pdf https://vatilms.va.gov/vatilms/criteria-viewer/93480?type=application%2Fpdf&title=Scope,%20Qualifications-Fire%20Protection%20Engineer&name=FPEngr-2021-06.pdf https://vatilms.va.gov/vatilms/criteria-viewer/93480?type=application%2Fpdf&title=Scope,%20Qualifications-Fire%20Protection%20Engineer&name=FPEngr-2021-06.pdf

O. The A/E shall provide construction period services to include, but not limited to:

a. Any pre-bid Request for Information (RFI) and provide answers to the CO and VA PM/COR so that an amendment to the bid solicitation can be issued.

b. Review/comment on all project submittals and RFI’s. Written responses are to be provided to the VA PM/ COR for each submittal/RFI within 5 (five) calendar days, so COR can evaluate answers and, if required, discuss the responses with A/E before sending them to the General Contractor (GC).

c. Cost estimates for any existing conditions and/or unforeseen conditions that result in change orders which are to include labor, materials, profit/overhead, etc. The A/E shall provide negotiation services as requested.

d. Record drawings from the field markups (As-builts/Redlines) obtained from the construction contractor and COR and identified during periodic field visits and meetings.

e. Visit the site at the request of the CO, VA PM/ COR to answer technical questions and/or provide clarification of documents due to errors or omissions at no additional cost to the government. These visits will not count against the construction site visits set forth below.

f. Perform periodic site visits to inspect the quality and compliance of equipment installations and construction, in comparison to the contract documents. These site visits are intended to coincide with construction progress. Additionally, the A/E shall provide site visits when requested by the CO, VA PM/ COR, to address field issues and to oversee the construction of critical periods. The A/E shall be able to be onsite within 5 (five) business days of notification. These site visits may be used to answer technical questions and/or develop minor changes due to site conditions. Any changes must be communicated to the VA PM/COR and CO. Changes must be approved by the CO and directives to modify the project/contract must be issued by the CO, even if the change is at no additional cost.

g. Review submittals and keep an up-to-date submittal log in comparison to GC’s submittal log, and provide a copy of the logs as requested by VA

PM/COR.

h. Review RFI’s and keep up to date RFI log in comparison to GC’s RFI log, and provide copy of the logs as requested by VA PM/COR.

P. The A/E shall attend bi-weekly progress meetings from design through construction.

a. A/E shall provide the agenda and meeting minutes for bi-weekly meetings -design portion only. Meeting minutes are to be reviewed for accuracy prior to distribution. Meeting minutes should be structured into clear, logical sections rather than presented as a raw transcript or automatically/ AI generated notes

Q. The A/E shall utilize approved by VA project management software for all submissions, RFI’s, schedule, meeting minutes etc. from Desing through Construction

R. The A/E shall utilize approved by VA project management software to ensure real-time collaboration, version control, and centralized document access.

5. Performance Monitoring.

The designated VA PM/COR will monitor the contract performance and make sure the A/E adheres to VA standards and designated project milestones as well as provide all necessary support required to complete the subject design.

A/E will be evaluated at least annually for performance and conformance to the requirements. Main issues to be evaluated throughout the Design and Construction period including (but not limited to):

• Quality:

o Ability to maintain quality control o Ability to address and review comments o Independent Technical Review o Are plans coordinated with specifications o Coordination between disciplines o Compliance with design criteria o Reviews of materials and shop drawings o Identification and correction of deficient work

• Schedule:

o Completing the design/engineering services activities in a timely manner o Meeting administrative milestone dates o Appropriate corrective action of A/E own fault or negligence o Furnishing all required deliverables on or ahead of schedule o Completing the administrative activities in a timely manner, such as review and response to submittals and RFI’s o Furnishing updated project schedules on a timely basis

• Cost Control – Not required for Fixed Price contract

• Management:

o Orientation towards the customer o Interaction between A/E and VA o Management responsiveness to the program as it relates to meeting contract requirements o The extent to which the A/E identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks and actions required by contract; communicates appropriate information to affected program elements in a timely manner.

o Risk management practices, especially the ability to identify risks, and to formulate and implement risk mitigation plans.

o The adequacy of the A/E mechanisms for tracking contract compliance, recording changes to planning documentation and management of cost and schedule control system, and internal controls, o Performance relative to management of data collection, recording, and distribution as required by the contract.

o Performance of personnel who filled the key positions, as described in the contract

• Utilization of small businesses:

o Compliance with all terms and conditions in the contract relating to Small

Business participation

• Regulatory Compliance:

o Compliance with all terms and conditions in the contract relating to applicable regulations and codes o Compliance with all contract clause requirements o Compliance with all Scope of Work requirements o Compliance with the reporting requirements of the contract o Compliance with VA design guides, manuals, directives, and specifications

6. Security Requirements.

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor’s employees may require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

The A/E shall obtain Personal Identity Verification (PIV) Flash Cards for all personnel who will be on site. This should be established when the contract award takes place, when the Notice to Proceed (NTP) is issued. A/E personnel and subconsultants must have their PIV Flash Cards available and visible while working on VA NJ campus.

7. Government-Furnished Equipment (GFE)/Government-Furnished Information

(GFI).

Not Used

8. Other Pertinent Information or Special Considerations.

a. Identification of Possible Follow-on Work.

Not Used

b. Identification of Potential Conflicts of Interest (COI).

Not Used

c. Inspection and Acceptance Criteria.

The VA PM/COR is responsible for certifying that the work done under the contract is performed on schedule and with all applicable standards and requirements.

9. Risk Control

A/E shall take all measures for safety & infection control and provide all material necessary for protecting existing equipment and property in affected areas of survey against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered.

A/E shall permit access to Department of Veterans Affairs personnel and patients through survey areas which serve as routes of access to such affected areas and equipment.

Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center operations will continue during on-site investigations/surveys.

A/E shall have a project manager or similar representative on site or available for instant communication for any subcontractor work needed as part of the investigation/ survey.

The Consultant is responsible for obtaining/providing, inspecting, and maintaining any required Personal Protective Equipment (PPE) necessary to perform services identified in this SOW.

10. Place of Performance.

The place of performance shall be at 385 Tremont Ave., East Orange NJ 07018.

All A/E activities must minimize interference with the flow of Medical Center traffic, keep roads, walks and entrances to grounds, parking and occupied areas of buildings clear of survey equipment, debris and vehicles.

11. Period of Performance.

Contractor to start immediately after receiving the NTP, estimate completion time is 390 calendar days.