AE SOW 521-21-105 Replace Failing MAU-1 and Medical Gas Storage Ventilation.doc

A/E STATEMENT OF WORK

PROJECT #521-21-105

Replace Failing MAU-1 and Medical Gas Storage Ventilation

1. GENERAL:

A. The Architect/Engineer (A/E) shall provide professional technical services, including construction period and commissioning services for the complete design for Project No. 521-21-105, Replace Failing MAU-1 and Medical Gas Storage Ventilation. Required documents typically include schematics preliminary plans, working drawings, specifications, cost estimates, and construction documents (final drawings, specifications, and cost estimate). The scope of this project is to correct ventilation issues in the Operating Room Suite Medical Gas Storage Room and to replace the make-up air unit supplying this area. High and low exhaust registers and duct work are needed per NFPA codes. The project will correct FCA Deficiencies 344892 and 344607 within existing space on the 4th and 5th Floors of the Birmingham VA Medical Center. Work may include, but is not limited to, architectural, electrical, HVAC, fire protection and plumbing.

B. The A/E shall prepare all documents for this project from interaction and planning with the VA Engineering Service staff, as well as in accordance with the attached concept drawings. The A/E shall meet with the VAMC staff as required to accomplish the task described in the scope of work. The A/E shall make site surveys, verify as-built drawings, analyze existing utility systems as necessary, and complete any and all work necessary to furnish complete Construction Documents in accordance with VA Program Guide PG-08-15, Volume C, "A/E Submissions Instructions for Minor and NRM Construction Programs (Available at http://www.va.gov/facmgt/standard/).

2. CONSTRUCTION GUIDELINES:

A. At minimum, the A/E shall utilize VA Construction Standards, VA Master Construction Specifications, VA Standard Details, VA Design Guides, VA Design Manuals, VA Design Alerts, and VA Design and Construction Procedures in preparation of the contract documents. These items may be downloaded from the VA website, http://www.va.gov/facmgt/standard/.

B. Other guidelines that the A/E shall utilize are the National Electric Code (NFPA-70), Life Safety Code (NFPA-101), National Building Code, and any other applicable codes and/or standards. All codes and standards used in the design of this project shall be the latest editions in effect at time of contract award.

C. All projects shall be designed to achieve an energy consumption level that is at least 30% below the level achieved under ASHRAE Standard 90.1-2004, if life-cycle cost effective. Use Appendix G of ASHRAE Standard 90.1-2004 to document the energy savings.

Should the 30% reduction in energy consumption prove not to be life-cycle cost effective, then the A/E shall evaluate alternative designs at 5% successive decrements in order to identify the most energy-efficient design that is life-cycle cost effective.

The following parameters shall be used for performing the analysis:

· 20 year life-cycle period for system comparison

· Use Public domain programs such as TRACE, E-CUBE, Carrier E20-II, EnergyPlus, etc.

· 3% Discount Factor

· Do not include taxes or insurance while computing costs.

3. DESIGN SUBMISSION/REVIEW SCHEDULE:

A. The A/E shall conduct an initial programming meeting with VA Engineering Service staff and others, be on site taking field notes, and verifying VA furnished drawings and other planning documents within 15 calendar days after receiving notification to proceed. Period of performance for design activities is 330 calendar days after receipt of notice to proceed.

B. The A/E shall provide the required submissions as indicated below:

(1) Design Development Submission #1 (DD#1, Construction Documents (35%)) in accordance with VA Program Guide PG-08-15, Volume C is due 90 days after acknowledgment of notification to proceed. VA will return review comments and approvals or disapprovals within 15 calendar days of submission.

(2) Construction Documents Submission #1 (CD#1, Construction Documents (65%)) in accordance with VA Program Guide PG-08-15, Volume C is due 90 days after approval of first submission. VA will return review comments and approvals or disapprovals within 15 calendar days of submission.

(3) Construction Documents Submission #2 (CD#2, Construction Documents (100%)) in accordance with VA Program Guide PG-08-15, Volume C is due 90 days after approval of second submission. VA will return review comments and approvals or disapprovals within 15 calendar days of submission.

After final VA comments have been incorporated in the Construction Documents, the A/E shall furnish 2 sets of the technical specifications, 5 sets of black and white drawings, and 1 full set of drawing files on CD-ROM (in latest ACAD and .pdf format) or ZIP disk for computer storage purposes. Specifications shall be typewritten on 8 ½" x 11" unbound bond paper, single-sided, with the upper right corner of each page blank (free of any headers). Provide corresponding electronic files on CD-ROM in ‘Microsoft Word’ format. Furnish three copies of the detailed cost estimate. Provide corresponding electronic files on CD-ROM in ‘Excel’ format. All documents shall be furnished 14 days after receipt of VA final documents.

4. VAMC RESPONSIBILITY:

The VAMC will prepare advertisement for bids, instructions to bidders, General and Special Conditions, General Requirements and other related material of the non-technical nature. The VAMC shall select the contractor, award and administer the construction contract and provide interim on-site observation during construction period.

5. CONSTRUCTION PERIOD SERVICE AND SITE VISIT: (Optional Service).

a. The A/E shall provide construction period service which will include:

(1) Timely review of shop drawings and material submittals.

(2) Answer inquiries and provide clarifications on design and contract issues.

(3) Preparation of cost estimates for any change order or extra work required.

b. An estimated six (6) A/E site visits will be required, in addition to the final inspection and site visits made necessary by clarification of design, contract, or existing conditions not properly addressed in the contract documents. On each visit a field inspection of all contract work will be conducted and assessment of progress made, and a written inspection report prepared and submitted to the VA Medical Center.

c. The A/E shall participate in the final inspection of the project work upon completion by the contractor.

d. The A/E shall submit a written report to the Contracting Officer or his Representative for each site visit performed. Additionally, the A/E shall maintain a record of site visits, recording thereon the date of each visit, the hours thereof, the purpose of the visit, their personnel involved, VA personnel contacted, and conversations made. The site visits made by the A/E for his own benefit or because of deficiencies in the A/E's performance shall be at no additional expense to the government.

e. Estimated period of performance for Construction Period Services is 500 calendar days after notice to proceed is issued to construction contractor.

6. RECORDS MANAGEMENT

a. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

b. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

d. Birmingham VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Birmingham VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Birmingham VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Birmingham VAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Birmingham VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Birmingham VAMC policy.

h. The Contractor shall not create or maintain any records containing any non-public Birmingham VAMC information that are not specifically tied to or authorized by the contract.

i. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

j. The Birmingham VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Birmingham VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

l. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

m. Flow down of requirements to Subcontractors

n. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

o. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

PROJECT #521-21-105

Replace Failing MAU-1 and Medical Gas Storage Ventilation