653-26-101 SOW AE Correct Campus Security Deficiencies.pdf

SUPPLEMENT B

STATEMENT OF WORK

UPGRADE CAMPUS SECURITY EXTERIOR LIGHTING

Project Number 653-26-101

1.0 DESCRIPTION OF WORK

1.1 Roseburg Veterans Affairs Medical Center, Update Campus Security Exterior Lighting, located at 913 NW Garden Valley Blvd., Roseburg, OR.

The project requires the Architect/Engineer (A/E) to assess, inspect, and site verify the existing lighting fixture locations and conditions and produce a design to accomplish a complete existing and proposed new lighting fixture locations. This will be completed in accordance with the Correct Campus Security Deficiencies report by Force Protect, Physical Security Resiliency Design Manual (current edition) with input from the VA Handbook 0730/5 Security and Law Enforcement. The A/E shall provide all labor, materials and equipment for the design, and post construction services needed to complete the project. This includes but is not limited to:

1.1.1 The A/E Design Team must include a Certified Physical Security Specialist in accordance with the PSRDM.

1.1.2 Drawings shall be provided in PDF electronically as well as in AutoCAD 2022 or newer. VA existing drawings will be made available to the A/E in formats available.

1.1.3 A/E will assess existing circuit loads for existing campus lighting.

1.1.4 Specify if existing circuits are sufficient for existing and new campus lighting.

1.1.5 Specify if existing feeder sizes are sufficient for existing and new campus lighting.

1.1.6 Replace existing non-LED lights with new LED-lighting systems.

1.2 Construction Inspection:

The Contractor shall develop and implement a Quality Control plan that includes project inspection of the duration of the construction period of the project in accordance with specification.

1.3 Sight Verification:

The A/E shall provide all site verification work required in the scope of this project. This includes but is not limited to design, gathering pertinent design information of the

DRAFT

UPGRADE CAMPUS SECURITY EXTERIOR LIGHTING ONLY PROJECT #: 653-26-101

ROSEBURG VA MEDICAL CENTER – ROSEBURG, OR STATEMENT OF WORK (SOW)

existing lighting fixtures. Verification by a Certified Physical Security Specialist is also required. All site verification work shall be performed under the supervision of the A/E.

1.4 Project Management:

This project will require a high level of coordination with VA staff. Regularly scheduled project meetings shall be required of the A/E and the A/E's design consultants to facilitate this communication. Meeting attendance of the A/E and all consultants on the design team shall be mandatory.

1.5 Fire/Life Safety:

The A/E’s design shall be in strict accordance with NFPA 101 Life Safety Code, latest edition, VA Fire Protection Design Manual Latest, and the International Building Code (IBC) latest edition. When life safety is impacted, the Contractor shall design interim life safety measures as part of the construction documents.

2.0 Deliverables:

All days are consecutive calendar days and begin at the issuance of the construction notice to proceed.

2.1 Design study, 15% Schematic Design Submittal: Due 30 days from NTP. 10 Days for Government review.

2.2 35% Schematic Design Submittal: Due 70 days after Design Study review. 10 Days for Government review.

2.3 65% Design Development Submittal: Due 110 days after 30% submittal review. 15 Days for Government review.

2.4 90% Design Development Submittal: Due 145 days after 60% submittal review.

15 Days for Government review.

2.5 100% Construction Documents Submittal: Due 170 days after 90% submittal review. 10 Days for Government review.

2.6 Record Drawings: Due 30 days after final inspection.

2.7 Project Design: 180 days after NTP plus an additional 30 days for As-Builds to begin after final acceptance.

2.8 Estimated Project Construction Perion Services: 240 days.

3.0 Project Management

3.1 Project meetings shall be held on a weekly basis, day, and time to be determined.

3.2 The A/E shall plan and coordinate the project meetings, provide the agenda and meeting minutes to be distributed following project meeting.

3.3 VA meeting room facilities may be utilized for project meetings. The A/E shall coordinate with Facilities Management Service (Building 10) for use of VA facilities.

4.0 Design Submittals

4.1 The marked boxes represent required design submittals for this project:

Schematic Design (30%)

a. Based on site verification and information gathering through meeting with VA staff and end users prepare a study and investigative report verifying the project scope, analysis of infrastructure systems and recommendations defining the design approach, any existing conditions and/or design considerations unique to the project area.

b. Initial concept design in accordance with VA Roseburg Healthcare System guidance Site visit(s) for field investigation and meet with functional area users & technical staff. Design intent for all aspects of the project shall be clearly explained in this submittal.

Design Development (60%)

c. Prepare drawings and specifications in preparation for full contract drawings and specification for the approved design based on the approved schematic design.

d. Provide preliminary cost estimate for project construction.

e. Response to VA’s 30% review comments, if applicable.

Final Design Development (90%)

f. Further prepare drawings and specifications in preparation for full contract drawings and specification for the approved design based on the approved schematic design.

g. Provide detailed cost estimate for project construction.

h. Response to VA’s 60% review comments, if applicable.

Contract Drawings and Specifications (100%)

i. Prepare contact drawings and specifications.

j. Response to VA’s 60% review comments, if applicable.

k. Provide detailed cost estimate for project construction.

Construction Period Services

l. The Contractor shall provide all necessary construction period services to include but not limited to construction contractor submittal review, periodic construction inspections and reports, telephone consultation, review of change order proposal, and design changes as necessary.

m. Preparation of one complete set of Record Drawings based on contractor submitted as-built drawings.

n. A/E representation at weekly project construction meetings is required.

5.0 Submittal Format Requirements

5.1 A/E design submissions shall be in strict accordance with VA A/E Design Submission Instructions, PG-18-15, volume B.

5.2 The Contractor shall provide three (3) copies of all documents scheduled for review.

5.3 100% Submittal shall include:

5.3.1 Two original, signed, stamped, and printed sets of the drawings to include the specifications.

5.3.2 Two CD’s each containing 100% drawings and specification in pdf format, 100% Specifications in MS word format, 100% Drawings in AutoCAD2013 DWG format, and all referenced images, CTB files etc.

5.4 Record Drawings shall conform to the format requirements for the 100% submittal.

5.5 The Design Team A/E shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the Department of Veterans Affairs RFP, and prevailing codes.

6.0 Construction Estimates

6.1 Preliminary Construction Estimate: Estimate shall include all direct construction costs broken down by major specification divisions. Costs shall include line items for construction contractor profit, overhead and risk.

6.2 Detailed Construction Estimate: Estimate shall include all direct construction costs broken down by individual specification section. The estimate shall show all costs and level of effort associated with work items included in the contract. Costs shall include line items for construction contractor profit, overhead and risk. All items over one thousand dollars shall be broken down to the smallest unit practicable. This estimate will be used to create the Schedule of Values against which the Contractor will invoice for construction work performed.

7.0 Design Submittal Review

7.1 The review submission packages will incorporate the comments from the previous review. If any package is not complete for the required stage a post review may be required, the cost of which will be borne by the A/E.

7.2 Each review submission package shall be submitted in electronic format. It shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be submitted to the VA COR.

7.3 The VA will review the design submission package according to the timelines set forth in Section 1.1 Deliverables, and provide comments or approvals, either electronically, by fax, or by hard copy delivery.

7.4 Professional Licensing: The A/E who prepares the construction documents shall be a professional engineer licensed in the state in which the design work is completed.

7.5 The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the architect of record. The A/E shall certify compliance with this statement of work, VA design criteria, and all applicable codes.

7.6 If the final construction documents submission package is not complete; a post submittal may be required, the cost of which will be borne by the A/E.

8.0 Drawings

8.1 All original drawings and specifications shall be based on standard Department of Veteran Affairs guidelines, Program Guide PG-18-3 Design & Construction Procedures and Program Guide PG-18-15 Contractor Submission Instructions for Minor & NRM Construction Program and all supplements listed herein. The VA may provide the A/E with AutoCAD drawings for use as background information. A/E shall field verify all information used from Government furnished documentation prior to incorporating the information into the design.

8.2 Drawings shall be done in plan view at a minimum scale of 1/8" = 1'-0", where necessary, and, generally, 1/4" = 1'-0" or larger. Details will be done in minimum scale of 1/4" = 1'-0" or larger. Drawings shall be independent for architectural, electrical, mechanical, etc., design and shall denote, on separate views, the required demolition and reconstruction details on the same sheet for each function, where possible. Drawings shall be provided to the Government in 2013.dwg format and layouts shall be 24” X 36” plan sheets. All drawings in project set shall be on same type and size sheets. All symbols, abbreviations, notes etc. shall be coordinated throughout the drawing set.

Demolition and new work shall be shown on separate sheets. New work shall be clearly identified on all drawing sheets.

8.3 All views, elevations, sections, details, nomenclatures etc., shall be complete to ensure Contractor compliance without fault to misunderstanding of incomplete or improper views, elevations, sections, details, nomenclatures etc.

8.4 All drawings shall contain an engineers’ stamp with professional seal along with name and address of firm.

8.5 All correspondence with Contracting Officer shall be signed by the Official of the firm with whom contract was negotiated and may not be re-delegated to another person in the same firm.

8.6 Use of VA furnished drawings and specifications shall not release the A/E from any responsibility. The A/E shall verify all typical drawings for re-use and is to take full responsibility.

8.7 Background Information: Information, including drawings and other documentation, provided to the Contractor, shall be used for reference only.

The Contractor shall field check everything and shall not use any drawings provided for plan or elevation views. The final drawings submitted by the Contractor shall be originals and shall be the result of his field check, and shall not be take-offs or tracings, for any drawings or other information provided.

8.8 All drawings for 100% submission must be stamped by a licensed engineer.

9.0 Specifications

9.1 Specifications shall be based on the Department of Veterans Affairs Master Construction Specifications with A/E revisions, additions, deletions, etc. as required to assure all phases and facets of work are specifically covered without omission.

9.2 The A/E will be responsible for reviewing the specification sections used. VA standard specifications are to be edited by the A/E so that they are tailored to the current project. The A/E shall revise, add, delete, etc. prior to providing the finished specification package to the Department of Veterans Affairs.

Unnecessary items shall be deleted in entirety. The intent is to provide a complete set of construction documents for the project.

9.3 Where multiplicity is referenced in the provided specifications, the A/E shall consult Facilities Management Service to eliminate such multiplicity. The construction contractor shall not be given alternatives or choices but must provide specific items as detailed in the specifications.

9.4 The A/E during visits with Facilities Management Service, shall obtain the name and type of materials currently used and necessary for use on the contract for which he is responsible. In the specifications, the items shall be named specifically with an add-on statement such as: "or approved equal.” The only variation wherein that may occur is when an item cannot be substituted due to maintenance requirements. Information on such items shall be provided to the A/E by the Department of Veterans Affairs.

9.5 Included in each Construction Section of the specifications should be a paragraph entitled "Submittal of Samples and Shop Drawings.” Under that Section, the A/E shall list all the items within that section of the specifications for which samples and shop drawings are required, with the added words, "but not limited to."

9.6 All VA master specifications, design manuals, and other relevant information can be accessed at internet site http://www.cfm.va.gov/TIL/. Compliance to all known applicable codes will be reflected in the completed design and construction documents. The VA follows the most current ICC federal codes along with applicable local jurisdiction codes.

9.7 Custom specifications may need to be developed for this project. All custom specifications shall be produced in the same format as the master specification and shall be written in accordance with VA requirements.

9.8 Project Phasing: The Contractor shall prepare an independent specifications section "SR - SPECIAL REQUIREMENTS," wherein detailed phasing of work to be accomplished will be described in sequential order. Section shall be prepared using standard format of other specification sections.

10.0 Construction Period Services

10.1 The A/E shall provide all necessary construction period services to include but not limited to construction contractor submittal review, review of change order proposal, and design changes as necessary. Construction period services shall occur through the duration of the construction contract.

10.2 A/E will attend the pre-construction conference and OAC meetings held as scheduled. OAC meeting attendance can be via conference call or in person.

10.3 Review of submittals

10.3.1 The A/E shall develop a “Submittal Register” based on the included specification sections. After submittals are reviewed for compliance, the A/E shall log them in the submittal register. A copy of the submittal register will be returned with reviewed submittals to the VA.

10.3.2 Submittal review time shall be limited to (20) calendar days per submittal, excluding federal holidays. It is however expected that the A/E limit full use of the review period to large and complex submittals. Smaller submittal packages should be reviewed in a timelier manner.

10.3.3 All submittals shall be submitted per 1.3.2, Submittal format requirements.

10.3.4 The A/E shall retain copies of everything submitted.

10.3.5 All submittals must be reviewed by the VA.

10.4 Construction Change Orders

10.4.1 The A/E shall review contractor change proposals and provide the contracting officer a technical analysis of each proposal.

10.4.2 The A/E shall develop detailed cost estimates for all construction change order work. These estimates are to be used in the technical analysis of each proposal and shall be provided to the contracting officer as part of the analysis.

10.4.3 Technical analysis shall include a comparison of the proposal and A/E cost estimate with narrative explanation of where and why the two documents disagree.

10.5 Request for Information (RFI)

10.5.1 The A/E shall respond to RFI’s submitted by the contractor within 7 calendar days.

10.5.2 RFI responses shall be limited to answering the questions submitted. A/E or A/E consultant opinions on contract document clarity, legitimacy of change requests, etc. shall be submitted via email to the COR and Contracting Officer separately from the RFI response.

10.6 Quality Control

10.6.1 Design: The A/E shall design and implement a quality control plan to ensure that design is performed in accordance with the requirements of this statement of work and VA design criteria.

10.6.2 Construction: The quality control plan shall include a minimum of one construction inspection per week at the job site and at critical junctures to ensure compliance with the specifications. Copies of all inspection reports, commissioning reports, materials testing reports and safety inspections shall be provided to the COR.

10.7 Site Visits

10.7.1 All A/E owners, employees, and consultants shall adhere to the Roseburg VAMC security and safety requirements while on site.

10.7.2 The A/E shall visit the site to obtain details of the specific areas covered by this contract to fully complete the drawings and specifications without omission.

10.7.3 Site visit shall include thorough inspection of normally enclosed or inaccessible areas. Where necessary, A/E shall arrange to have excavations made to physically determine existing conditions.

10.8 Construction Costs

10.8.1 The A/E shall prepare a construction cost estimate. The estimate will be broken down by major areas of work and will be comprehensive in nature, identifying all areas of cost related to the construction. The A/E, with input from and final approval by the VA, shall create a schedule of values based on specification sections developed during design phases.

10.8.2 The schedule of values shall not be confused with the preliminary and detailed construction estimates that are due as part of the design submittals.

10.9 Payment

10.9.1 Design: Payment for preparing construction drawings and specifications will be at the Contract lump sum amount for the pay item “Design”. Payment for a design submittal will be authorized upon acceptance of the submittal. Payment will be according to the following schedule:

Project Milestone % of design fee paid at completion.

30% Design Submission 25%

60% Design Submission 25%

90% Design Submission 25%

100% construction documents 10%

Construction period services *15%

* Construction period services shall be billed based on actual work performed.

10.10 References

The A/E shall utilize the US Department of Veterans Affairs, Office of Construction & Facilities Management Technical Information Library (TIL) for all design and construction activities. The TIL contains technical publications related to the planning, design, leasing, and construction of VA facilities. The information contained in the TIL, in addition to all Federal, State, and Local codes, shall be utilized by the A/E during the design of this project. The TIL can be found at Technical Information Library (TIL) - Office of Construction & Facilities Management. DRAFT https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cfm.va.gov%2Ftil%2Findex.asp&data=05%7C02%7C%7C43415f6e47b24525d46408dd3fe1e0bc%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638736961542451769%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ToHK%2BBDeC95JAuOazlyDTNpJ27%2Fg0beN3uV4%2BeNjUfU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cfm.va.gov%2Ftil%2Findex.asp&data=05%7C02%7C%7C43415f6e47b24525d46408dd3fe1e0bc%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638736961542451769%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ToHK%2BBDeC95JAuOazlyDTNpJ27%2Fg0beN3uV4%2BeNjUfU%3D&reserved=0