659-26-500 SOW.pdf

Statement of Work

Project No. 659-26-500 Project Title: B6, 13, & 18 Roof Replacement

A/E SCOPE OF SERVICES

Project Scope

General:

The Architect/Engineer (A/E) shall provide design services necessary to furnish: Schematics, Design Development, Construction Documents, Technical Specifications, Construction Period Services, Site Visits, Cost Estimates, As- Built Documentation, and all other related information for Project 659-26-500 B6, 13, & 18 Roof Replacement. This project will occur at W.G. Bill Hefner Veterans Affairs Medical Center 1601 Brenner Avenue, Salisbury NC 28144 and will correct roofing deficiencies and provide associated work. The project involves the removal of the existing roof membrane, cover board to the surface of the insulation board and base flashing, infrared testing, removal of the existing roof insulation and its replacement (repair), installation of new coverboard and base flashing, installation of roof membrane and required warranties of three (3) buildings. The existing rolled roof on buildings 13 and 18 have exceeded their useful life and need complete replacement. The roof on building 6 has been partially replaced and the remaining portions that cover the office, tunnels / connectors, theater, and gym areas should be replaced. Building 18 roof access provisions should be updated as the ladder anchorages are failing, and the ladder is constructed without a safety cage. Scope of the proposed new roof systems to include all flashings, penetrations, traffic pads, and all related accessories (ladders, etc.) for a complete roofing system with proper drainage slope gradients. It will require Roof Edge Fall Protection. Scope of the proposed new roof systems includes the replacement of unsuitable/damaged coping, flashings, penetrations, traffic pads, blocking, curbs, roof boots, pads/pavers, walk pads, pipe supports, lightning protection, term bars, roof drains, cants, ladders and anchorages, ladder safety cages, and all related accessories for a complete roofing system with proper drainage slope gradients, as well as the disposal of all materials and accessories. If more than one (1) roof layer exists, the project shall require the Contractor to remove the roof and insulation to deck.

The three buildings are outlined below:

Building 6 – 31,300 sf (approx.) of roof area.

Building 13 – 6,410 sf (approx.) of roof area.

Building 18 – 9,058 sf (approx.) of roof area.

Some roof areas, curbs, and mechanical boots have failed. Roof surfaces may have alligatored contributing to roof leaks leading to waterlogged ceiling tiles and wet floors. The roof surface on B13 is over 20 years old and has exceeded its service life.

The AE will produce a completed project for the contractor to provide all labor, tools, equipment, devices, materials, and supervision to test for unsuitable substrate and perform all operations necessary for required work. The work will include the removal of the existing roof membrane/coverboard/base flashing to the existing insulation and the removal of specified percentages (an option to repair 25% and an option to repair an additional 50%) of the total roof surface to include removal of unsuitable insulation and coverboard. The work will also include a total 100% roof recover to include closed cell insulation where removed, coverboard, and KEE membrane: new coverboard and KEE membrane to cover the entire roof surface. The contractor will provide new insulation to match thickness of the remaining adjacent insulation.

All design will be done according to VA Specifications, Design Guides, Infection Control Guidelines and all applicable Codes. The design will be structured to require minimum interruption of space function during construction. All work shall meet applicable Building Codes including all Architectural, Electrical, Mechanical, Plumbing, and Structural Engineering associated with this project.

Provide VA Form 10-6298 AE Fee Proposal for this solicitation.

Facility design must meet VA requirements first and foremost, followed by requirements laid out in the most recent editions.

Project Title: B6, 13, & 18 Roof Replacement

A/E SCOPE OF SERVICES

Attend design review meetings and make all necessary site visits during design to gather information necessary from the existing sites, building plans, utility plans, etc. to provide a complete assessment of the proposed work. A thorough as-built shall be conducted of the existing site conditions to complete a full detailed set of documents.

Assess the intent and scope of this project and work with the Medical Center staff to develop a final design and cost estimate to best suit the needs and constraints of the government, while incorporating VAMC Salisbury Engineering/Facilities Management Service, Safety and Contracting Officer comments into the final design package.

Project completion of construction documents, including final design, contract drawings, specifications, and cost estimate is to be 180 calendar days from Notice to Proceed (NTP).

The estimated Period of Performance for this project with be 180 calendar days for design, 270 days for Procurement from the time Engineering submits package to contracting, and 365 days for construction (the construction period time is subject to change based on the time calculated by the AE in design) from construction award date for a total contract period: 815 calendar days.

Project must remain within the approved project scope, time frame, and construction budget between $1,000,000 and $2,000,000.00 or the project will be canceled and require re-submittal and competition process. Planning must include in the project a total of 20% of deductive bid alternate that will need to be identified and incorporated as part of the bidding documents.

Recommend bid alternatives as necessary to meet the budget limitations if the project becomes over budget. Note: the AE shall be fully responsible for providing a complete and functional design for the VA within noted budget limitations. Bid alternates will be required to the amount of 20% of the project budget, but bid alternates are not to be used to bring the overall scope within budget. The base bid shall be in budget and bid deduct alternates shall be supplied to the VA to reduce the budget by 20% from the base bid (max budget) price.

Construction will be addressed in phases to allow operations to continue during construction to the extent possible. Phasing will be incorporated as part of the schematic design options presented during the submission, due to the high probable cost of the phasing and its impact upon final system design option selections. Phasing must work within budget and allow the VA to continue operations at minimal interference.

Attend pre-bid job walk and provide all engineering responses to questions asked by potential bidders and issue an addendum, if necessary.

Provide expeditious engineering responses to all design/conflict questions encountered during the construction term.

Provide construction period services to review all shop drawings and submittals prior to sending them to the VA for final approval.

Provide construction period site visits to review progress of construction activities and milestones during construction.

Provide final Record Drawings (pdf and AutoCAD) which will be developed based on construction period site visits, RFI’s, submittal responses, and As-Built drawings from the contractor within 30 calendar days after completion of construction.

All designs shall be accomplished in accordance with VA guidelines and specifications, which are available on the Internet at http://www.cfm.va.gov/TIL/.

Services http://www.cfm.va.gov/TIL/

Provide Professional Architect/Engineer (A/E) and healthcare planning services to include but not limited to:

Site investigation – architectural, structural, electrical, plumbing, and mechanical and control replacement, electrical, and site modifications. Prior request for notice to inspect must be coordinated and scheduled for times and dates.

Contract drawings and specifications for construction.

Cost Estimates that include attention to phasing and ICRA as well as all other items associated with design.

Construction period services - review of submissions, provide recommendations and estimates regarding contractor change proposals, 6 site visits per VA's request and add to drawings as-built conditions from contractor's record drawings; A/E will respond within a twenty-four (24) hour period when requested.

Provide File Transfer (FT) system for use throughout duration of project. Site must be in place within 30 days of contract award. Site must remain open until final construction contract is complete. This site is intended for AE, VA, and contractor use. Site must be compatible with transferring large files of types including AutoCAD, all Microsoft Office programs (Word, Excel, Project), and pdf files. Site must meet VA OIT rules when transferring the files which will provide encryption during the transfer.

Note: Due to requirements for certain construction submittals (i.e. finishes, profiles, shop drawings, etc.), these must be delivered to COR. Any hand delivered submittals must also have a backup copy of the cover sheet on A/E FT Site. A/E FT site must be secure (password protected), user friendly for uploading and downloading of files, and organized for easy file retrieval by the VA COR, Contracting Officer (CO), and contractors. Site must be organized with folders indicating each level of submission as outlined in this scope of work and corresponding to the required files. Must also submit hard copies to the VA for Design Review Drawings, Specifications, and Construction Documents.

Comply with VHA Safety & Fire Protection Program to have drawings and specification submittals reviewed by VA at 65% and 95% submissions. Review based on VA standards, codes and regulations.

Provide responses back to the VA Fire review comments to verify that the comments have been reflected in the project drawings. Bid documents will be re-reviewed to ensure compliance with VA Fire review comments. Items that have not been addressed require changes to the Bid Documents until all review items have been addressed.

Comply with VA Green Energy Management System (GEMS) program as per specifications.

Comply with VA Design Guides and applicable codes as outlined in the VA Design Guides (most recent versions of all the codes).

Infection Control Risk Assessment: The AE shall work with the VA Infection Prevention and Control (IPC) staff to determine required infection risk assessment levels and shall incorporate VA IPC recommendations into project drawings.

Project scheduling and phasing. Phasing drawings shall also have provisions for safety and fire protection measures to be taken during construction. These measures are to be fully developed through coordination with VA Safety Department.

Site Investigation

EXPECTATION: A/E will make site visits as necessary to survey existing conditions.

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 is used as reference only. The AE is expected to perform their own site survey to verify the accuracy of existing drawings and to locate any additional utilities / obstructions in each area to provide quality new project drawings. All additional references and specifications are available in VHA’s Technical Information Library at address http://www.cfm.va.gov/TIL/. Electronic AutoCAD background drawings will be provided by the VA upon request. A/E shall field verify every aspect that relates to the project. The A/E shall field verify all dimensions and utility connections. AE shall take precautions during field surveys to comply with all requirements. The AE shall coordinate site visits with the COR as determined after award.

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

The A/E shall arrange for and oversee the subsurface exploration and other such investigations as he/she determines are required for the proper design of the project.

Design Review Schedule

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

Submissions:

Submit review packages so they are received on the noted day (workdays after NTP) or earlier:

Initial PDT Meeting ................................................................................................................ 0 days Design Development Documents (35%) ...........................................................................44 days (PDT Meeting) ...........................................................................................................58 days Design Development Documents (65%) ...........................................................................78 days (PDT Meeting) ...........................................................................................................92 days Design Development Documents (95%) .........................................................................112 days (PDT Meeting) .........................................................................................................126 days Design Development Documents 100%) .........................................................................144 days (PDT Meeting) .........................................................................................................156 days Final Construction Bid Documents ................................................................................168 days (PDT Meeting) .........................................................................................................180 days (3 Sets of Drawings and Specifications)

Note: The issue of the Notice to Proceed (NTP) may be combined with the first Project Design Team (PDT) Meeting. A/E will be required to attend and take minutes of each PDT meeting. Minutes will be submitted electronically via e-mail to the COR and Contracting Officer within three calendar days of each meeting.

Design Requirements / Submissions

EXPECTATIONS: Submit complete review package in accordance with the following requirements and guidelines outlined in https://www.cfm.va.gov/til/aeDesSubReq.asp; Volume C Document.

Please pay specific attention to the schematic, design and construction submission requirements.

Deliver all design packages electronically and hardcopies to the Project Manager on the established dates to allow the VA Project Development Teams to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information as follows and as outlined in the attachments for each submission. Information required for each submittal is outlined in Program Guide PG-18-15 Volume C. The manual is at the following address:

https://www.cfm.va.gov/til/aeDesSubReq.asp.

Design Development 35%: See Attachment - A, 35% Submission Requirements

• Requirements for the 35% Design Development Documents Submission.

• Provide spreadsheets of VA project requirements and their completion status.

• Define the design elements based on the selected option and submit all information required by the

Physical Security Design Manual.

https://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/til/aeDesSubReq.asp

• Identify Working Drawings scope within the construction budget.

• Identify all design calculations.

• Develop plans and mark up specifications to meet all applicable federal and state codes/requirements.

• Identify all existing utilities and utilities requirements.

• Identify all potential “bid deduct” alternatives.

• Identify phasing requirements for construction and their implications to the VA. Construction of project to be performed in a manner that makes phasing to be a minimal impact to the VA.

• Provide a cost estimate of proposed construction.

• Provide an Activation List determined during design.

Design Development 65%: See Attachment - B, 65% Submission Requirements

• Requirements for the 65% Design Development Documents Submission.

• Address all comments from the Schematic 35% Submission review.

• Provide spreadsheets of VA review comments and their completion status.

• Provide spreadsheet response to VA Fire review comments and their completion status.

• Define the design elements based on the selected option and submit all information required by PG-18-

15 (Design Development).

• Identify Working Drawings scope within the construction budget.

• Identify all design calculations.

• Develop plans and mark up specifications to meet all applicable federal and state codes/requirements

• Identify all design calculations.

• Identify all existing utilities and utilities requirements.

• Identify all potential “bid deduct” alternatives.

• Identify phasing requirements for construction and their implications to the VA. Construction of project to be performed in a manner that makes phasing to be a minimal impact to the VA.

• Provide a cost estimate of proposed construction.

• Provide an Activation List determined during design.

Construction Documents 95%: See Attachment - C, 95% Submission Requirements

• Requirements for the 95% Design Development Documents Submission.

• Address all comments from the 65% review.

• Provide spreadsheets of VA review comments and their completion status.

• Provide spreadsheet response to VA Fire review comments and their completion status.

• Provide Design finishes, required submittals.

• Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

• Revise and update cost estimate.

• Preparation of project scope for CBD/ negotiated advertisement and account for any bid deduct alternatives developed in the 65% design submission.

• Finalize all design calculations.

• Finalize all potential “bid deduct” alternatives.

• Finalize all phasing requirements for construction.

• Address all comments from the VISN Safety & Fire Protection Review.

• Finalize an Activation List determined during design

Final Construction Documents Submission (CD): See Attachment D

• Provide spreadsheets of VA review comments and their completion status.

• Provide spreadsheet response to VA Fire review comments and their completion status.

• Submit a complete document of all contract requirements for approval signatures.

• Continue to update and submit until approved.

As-Built Drawings: See Attachment E

• Submit a complete document of all as-built drawings for VA review and approval. Continue to update and submit until approved.

• Update the record drawings for both campuses, associated floors to include all renovations for this project. Final submitted record drawings should be incorporated into most current floor plan submitted by VA at close of documents.

Construction Period Services

Expectations: Respond to submittals requests in fifteen (15) workdays.

Provide services:

* Assist the VA to determine whether the contractor or subcontractor meets qualification requirements, support by written recommendations of any problems or litigation encountered in past based on first-hand knowledge.

* The AE shall call into bi-weekly construction meetings with the VA.

* Review all submissions and provide recommendations to the VA within fifteen (15) workdays or upon request.

* Review and provide replies to the contractor’s generated RFIs when required by the project manager within fifteen (15) workdays.

* Review and provide recommendations for the contractor’s generated RFPs and cost estimates within fifteen (15) workdays.

* Make four (4) site visits at a minimum on requests of the VA and prepare written reports to include agreed upon changed in design as determined necessary during the construction. Visits made based on errors and omissions in design will be at no cost to the VA.

* Participate in partial/final acceptance inspections as scheduled and generate punch list items for completion. The punch list shall refer to the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.).

* Prepare as-built drawings on original set with A/E’s stamp, based on record drawings that the contractor kept during construction and with correspondence performed during construction. Transpose contractor’s as-builts to AutoCAD file type and provide a set of updated as-builts and specifications on CD and on A/E FTP site within 30 days to the COR. These should be posted on A/E FTP site for VA retrieval.

Attachment A

Design Development 35% Submission Requirements

Deliver the following (labeled with 35% submission) and include this attachment as a checklist with your submission: (In addition, all submissions to be uploaded to the AE FTP site on the same day.)

1 copy of a narrative report addressing items listed in the design requirements and any additional A/E recommendations.

2 sets of all drawings updating all previous comments required by project produced on Auto CAD. Provide 1 full and 1 half size set of drawings. Show equipment to be used in each room/area. All drawings shall be 1/8” scale.

1 copy of updated itemized cost estimate by spec section or trade (labor, material and equipment) and also by VA criteria.

1 copy of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

1 copy of drawings in AutoCAD and in PDF and specifications in Microsoft Word on AE FTP Site.

Provide 1 CD of entire submittal package with delivery of hard copy design layouts and documents.

Attachment B

Design Development 65% Submission Requirements

Deliver the following (labeled with 65% submission) and include this attachment as a checklist with your submission: (In addition, all submissions to be uploaded to the AE FTP site on the same day.)

2 copies of a narrative report forwarding the design developed 35% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager and any design calculations or analysis.

3 sets of all drawings updating all previous comments required by project produced on Auto CAD. Provide 2 full size sets and 1 half size set of working drawings. Show equipment to be used in each room/area. All drawings shall be 1/8” scale.

2 copies of updated itemized cost estimate by spec section or trade (labor, material and equipment) and

2 copies of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

1 copy of drawings in AutoCAD and in PDF and specifications in Microsoft Word on AE FTP Site.

Attachment C

Design Development 95% Submission Requirements

Deliver the following (labeled with 95% submission) and include this attachment as a checklist with your submission:

2 copies of a narrative report forwarding the design develop 65% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager and any design calculations or analysis.

3 sets of all drawings updating all previous comments required by project produced on AutoCAD software.

Provide 2 full size sets and 1 half size set of working drawings.

2 copies of updated itemized cost estimate by spec section or trade (labor, material and equipment) and

2 copies of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

1 copy of drawings in AutoCAD and PDF format, and specifications in Microsoft Word on (CD).

1 copy of drawings in AutoCAD and in PDF and specifications in Microsoft Word on AE FTP Site. All CAD drawings are to be bound files with the engineering / architect stamps removed.

Attachment D

Contract Document Submission Requirements

Expectation: Submit complete bid document for final review prior to solicitation. Continue to submit until all changes are incorporated by the A/E for final signature prior to solicitation. Upon approval duplicate copies as required.

Deliver the following (labeled with Contract Documents Submission) and include this attachment as a checklist with your submission:

2 sets of all drawings updating all previous comments required by project, produced on Auto CAD software – for final VA review. If approved final sets to be submitted with signed off cover sheet. 1 full and 1 half set of drawings.

1 copy of the Cover Sheet (AutoCAD) for final VA signatures. VA will return the signed Cover Sheet (CS) to AE. AE will scan CS post to AE FTP Site.

Upon signature approval, provide and deliver to COR (2) full size sets of final Contract Documents (complete with VA signed Cover Sheet). Provide and deliver to COR (3) ½ size sets of final drawings.

2 copies of final project specification (one bound; one loose) prepared in Microsoft Word software. Include a master submittal list in the specifications.

Provide 2 CDs of entire submittal package with delivery of hard copy design layouts and documents.

Posted to AE FTP o All drawings in AutoCAD and in PDF file. All CAD drawings are to be bound files with the engineering / architect stamps removed.

o All specifications in Microsoft Word.

o Submittal Spreadsheet via Excel spreadsheet – identifying all the submittals required to be submitted by the Contractor for review. The list shall be organized by division and specification.

o Final copy of itemized cost estimate by spec section or trade (labor, material and equipment) and by VA criteria.

Attachment E

As-Builts Requirements

1 set complete set in Auto Cad, uploaded to A/E’s FTP site. Set to include all final marks from contractor site set and Architect. All CAD drawings are to be bound files with the engineering / architect stamps removed.

2 copies of complete set (1 full size, 1 half size) prepared in Auto Cad.

Standards/Codes/Requirements/Regulations

Meet all applicable and current federal and state codes/requirements, i.e.:

OSHA Occupational Safety and Health Administration EPA Environmental Protection Agency NFPA 101 Life Safety Code TJC The Joint Commission AHERA Asbestos Hazard Emergency Response Act NESHAPS National Emission Standards for Hazardous Air Pollutants NFPA Applicable codes published by the National Fire Protection Association ASTM ASTM International (formerly the American Society for Testing and Materials UFAS Uniform Federal Accessibility Standards

Design using the following VA publications http://www.cfm.va.gov/TIL

(End of Scope) http://www.cfm.va.gov/TIL

General: