Attach 1 -SOW Sewer Water Survey 6-29-22.docx

6/29/2022

A/E SCOPE OF WORK

VA Medical Center Providence, RI Existing Water, Stormwater, & Sewer Utilities Investigation and Documentation

PROJECT 650-23-106

1. GENERAL:

Provide services for the Survey and Documentation of the results of the survey to locate all subsurface water distribution, stormwater, and sewer utilities on the Providence Veterans Affairs Medical Center (VAMC) campus. Services will include all labor, transportation, materials, apparatus, tools, equipment, and permits necessary to complete the detailed survey work.

The work shall include survey and documentation of all components such as piping, valves, manholes, catch basins, rim and invert elevations, headwalls, vaults, dry wells, cleanouts, meters, retention/detention systems, outfalls, fire hydrants, water test pits, and building tie-ins outside the buildings of the Providence VAMC campus at 830 Chalkstone Avenue Survey using appropriate tools in accordance with ASCE 38-02 standards. Also included as part of the survey are all off-campus utility tie-ins to the City of Providence’s systems, Narragansett Bay Commission’s (NBC) Combined Sewer Overflow (CSO) system(s) in Davis Park, and the property at 500 Valley Street. The intent is to combine existing drawings data into an integrated, up-to-date set of as-built record drawings and electronic file(s) accurately detailing all system components noted on Providence VAMC property.

In addition, a condition assessment/inspection of all stormwater and sewer system comments shall be performed. Provide a detailed report of defects found. Provide a cost estimate for any recommended repairs.

The Providence VAMC campus includes approximately 34 acres and nearly 30 buildings including the 500 Valley Street property. A maximum of 30 acres requires surveying minus approximately 150,000 GSF of building footprints. Much of the site was developed in 1947. The VAMC will provide base and additional plans in AutoCAD format to the A/E for use in preparing the record drawings. Site plans showing existing utility information are available but not fully validated.

2. PROJECT SCOPE OF WORK:

The A/E shall provide professional services as follows:

1. The A/E shall provide all project management for the project.

2. Prepare surveys in accordance with ASCE 38-02, Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data for Level B data accurate to within 2 feet. Any exceptions to this standard are to be noted in the proposal.

3. The firm conducting site surveys should have a minimum of 3-5 years of experience in survey of existing utilities.

4. Conduct a detailed survey of underground water, drainage, and sewer utility system components in accordance with ASCE 38-02 Level B standards. In addition, rim elevations and all pipe inverts shall be included as part of the survey. The Providence VAMC will provide AutoCAD layered site drawing(s) for use as the base data. The base mapping was provided to the Providence VAMC by NBC. In addition, the Providence VAMC will provide drawings as reference documents to supplement the baseline survey. Many are over 40 years old, but some are quite recent. Several recently completed projects also provide utility information including limited ground penetrating radar data, which will be provided by the VA as reference documents. The A/E shall confirm or modify the data provided in the VA-furnished reference drawings and documents and add components not included. The existing AutoCAD site plan shall be used as a baseline platform if possible.

5. Verification and documentation of the connectivity of each systems’ components is critical. The A/E shall fully investigate and incorporate non-destructive and/or minimally intrusive investigation methods as necessary to verify the connections between system components. Investigation methods shall be submitted to the VAMC for review and approval before implementing and preforming such methods. Unit costs for various investigative methods should be included in the proposal from the A/E.

6. The A/E shall be responsible for documenting all tie-in locations to the City of Providence’s (Chalkstone Avenue, Valley Street, Regent Avenue, and Wolcott Street) and the NBC’s CSO (Davis Park) sewer, stormwater, water, and combined systems. Where field verification is unable to determine tie-in locations, the A/E shall be responsible for coordinating and conducting appropriate document research with the City of Providence, NBC, or any other utility entity to determine their locations.

7. The A/E shall verify and document an existing 72” concrete pipe bypass that connects the Pleasant Valley Brook at Chalkstone Avenue to NBC’s CSO in Davis Park. The CSO flows under Davis Park. In addition, all existing interceptors flowing under Chalkstone Avenue into VAMC property shall be verified and documents. The VAMC will provide record documentation to assist in the verifications and documentation.

8. The survey documentation shall provide a numbering system for all catch basins, drainage manholes, and sewer manholes. The numbering system shall be coordinated with VAMC staff. A table shall be provided within the final plan set containing at a minimum: structure numbers, rim elevations, all invert elevations, and connecting structures.

9. Traffic controls shall follow the most current version of the FHWA’s Manual on Uniform Traffic Control Devices (MUTCD).

10. A professional assessment of the condition of the stormwater and sewer systems is required. The assessment shall include a visual inspection and detailed documentation of defects found. A report detailing conditions found including colored pictures and sketches, where required, shall be provided to the VAMC. The intent is not to inspect all piping; however, where defects may appear evident, an investigation shall be made to verify and document existing problems and defects.

11. A cost estimate of recommended repairs based on the assessment of the stormwater and sewer systems shall be provided.

12. The Professional Engineer or Professional Land Surveyor in responsible charge of the work shall perform a final review of, seal, and sign all applicable submittals, including but not limited to original field notes and sketches, hard copies of electronic data, and plan drawings.

13. After the survey is delivered, the A/E shall conduct a training brief for engineering staff to acquaint them with the content and use of the survey documentation.

14. Deliverables shall include:

a) One bound colored hard copy and an electronic version of a preliminary utility survey plan set shall be furnished to the COR three weeks after completion of the survey for VAMC review and comment. Five (final) bound colored hard copies of sealed survey plan record drawings shall be delivered to the government within two months after the completion of the survey and shall incorporate VAMC comments as necessary. Two copies shall be full size and three shall be half size.

b) One hard copy and an electronic version of a draft assessment report including all cost estimates shall be furnished to the COR three weeks after completion of the survey for VAMC review and comment. Five (final) bound hard copies of the assessment report, including all cost estimates, shall be delivered to the government withing two months after the completion of the survey and shall incorporate VAMC comments as necessary.

c) A final electronic submission shall be made per Section 12.

d) One briefing following the submittal of the final survey plans and meetings per Section 7.

e) Additional deliverables that shall be submitted to the VAMC are specified below.

The A/E shall be responsible for the entire work of this project. The A/E shall prepare written limitations on work operations and include these limitations in a letter to the Providence VAMC. Such limitations on work operations shall ensure the continued safe operation of the existing hospital campus during the project.

Prepare an infection control risk assessment in accordance with Infection Control Policies and Procedures of this VAMC for each portion of the existing facility that is impacted by the project. Revise the risk assessment until the VAMC concurs with the results of the risk assessment. Prepare a detailed infection control plan for the A/E team to follow, based on the results of the risk assessment. This plan shall be based on medical center infection control policies and shall be site specific for the areas involved in the project.

The survey work must minimize any negative effects to the normal operations of the medical center and its buildings. Any disruptions to existing operations of this VAMC that are proposed by the A/E must be approved by the VAMC.

Provide any required Interim Life Safety Measures (ILSM) for the project that are necessary during the work in order that the occupied portions of the buildings will continue to comply with NFPA 101, The Life Safety Code throughout the project.

Coordination and Maintainability

Coordination is required to ensure that the documentation of all disciplines, and of the documents within each discipline (plans, sections, details, reports, etc.) agree with each other, convey the same information, and do not have conflicts. It is a requirement that A/E dedicates the appropriate time and staff to fully review and ensure coordination of all project documents before submission to avoid request for information (RFI), change orders and delays.

Maintainability means the facility is designed and constructed in a manner which promotes efficient and high-quality maintenance procedures with minimal impact to facility function and operations. The A/E shall take this into account when providing recommendations, concepts for maintainability shall be shared with facility personnel to obtain their input. A facility design with maintainability as part of its central planning will result in increased user satisfaction, greater equipment longevity and lower life cycle costs.

3. PROJECT FUNDS LIMITATION: Deleted

4. PROPOSED SCHEDULE:

Work shall commence upon receipt of a Notice to Proceed (NTP) from the government and shall be completed within 150 calendar days after receipt of the NTP.

Work hours for this project are 7:00 AM to 4:30 PM, Monday through Friday, holidays excepted, unless other times are arranged in advance and approved in writing by the Project Manager. When the contractor’s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the Project Manager.

5. COST ESTIMATING REQUIREMENTS:

a. The A/E shall develop a detailed cost estimate as described in Section 2 above.

b. As costs for the Providence, Rhode Island, area is substantially different from other areas, particularly Boston, the A/E is required to confirm each section with appropriate databases, manufacturers, sub-contractors, and general contractors to ensure that the various sections are accurate. Also, as the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes.

c. The cost estimate for this project shall be prepared in conformance with the VA Manual for Preparation of Cost Estimates for Hospital Projects and VA Program Guide PG-18-15.

6. PLANNING INFORMATION/STANDARDS:

a. General Codes and Standards: The applicable portions of Government criteria in conjunction with industry standards shall govern the design and preparation of contract drawings, specifications, cost estimate, and design analysis. The design shall also satisfy applicable State of Rhode Island criteria. Emphasis is placed on the following documents that establish minimum requirements. This includes but is not limited to the following:

1. International Building Code (latest edition)

2. National Fire Protection Association 101 Life Safety Code, (latest edition)

3. International Mechanical Code (latest edition)

4. International Plumbing Code (latest edition)

5. National Standard Plumbing Code (latest edition)

6. The National Electrical Code (latest edition)

7. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the Facilities Guidelines Institute (FGI), American Society of Healthcare Engineering (ASHE)

8. Architectural Barriers Act Accessibility Standards (ABAAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to ABAAS

9. United States National CAD Standard and VHA National CAD Standard Application Guide

10. VHA Program Guide 18-1, Master Construction Specifications

11. VHA Program Guide 18-3, Design and Construction Procedures

12. VHA Program Guide 18-4, Standard Details and CAD Standards

13. VHA Program Guide 18-10, VA Design Manuals

14. VHA Program Guide 18-14, Room Finishes, Door and Hardware Schedules

15. VHA Program Guide 18-15 A/E Submission Requirements – Volume C

16. VA Manual for Preparation of Cost Estimates and Related Documents

17. Physical Security and Resiliency Design Manual for VA Facilities

18. Sustainable Design and Energy Reduction Manual (VA Facilities)

19. VA Seismic Design Requirements H-18-8

20. Providence VAMC Design & Construction Standards

b. The A/E shall obtain all data necessary to prepare the documents required. The A/E shall confirm all existing conditions and field verify the as-built drawings provided by the VA. The A/E is wholly responsible for both the accuracy and the level of completeness of the final product and failure to verify information is not acceptable. Information (drawings and other documentation) provided to the A/E by the VA or any other government source shall be used for reference only.

c. Environmental Regulatory Permits - Responsibilities for environmental permits include:

1) The designer shall contact the appropriate Federal, State, local, and interstate pollution and environmental control agencies to determine the permits required and the procedures and documentation necessary to obtain them. A written record of each such contact shall be prepared and furnished within five working days to the Project Manager with copies to all parties involved.

2) Where formal documents are required to be submitted to obtain permits, the designer shall prepare all such documents and provide them in a "ready for signature" condition. This includes necessary copies of the plans, specifications, design analyses, and other required supporting documentation. After review by the VA and comment incorporation, the corrected documents will be forwarded by the VA to the installation for signature by the appropriate official and submission to the appropriate agency. Permit requirements shall be ascertained and documented by the designer during the Concept Design stage.

3) The designer shall provide the following information and data for each required permit with the Concept submittal:

a) Permitting authority (State, local, etc.).

b) Type of permit required (construction, operation, etc.).

c) Procedure and time necessary to complete the permit application.

d) Fees required.

e) Statement that the project is covered by variances or that permits are not required. If a variance is required, the procedures for obtaining the variance shall be provided. If a permit is not required, reasons and supporting justification (i.e., cite State, local, and/or other regulations) shall be furnished.

f) An evaluation of all State and/or local regulations to determine if monitoring devices are needed. Where required, monitoring devices shall be included in the project design.

4) The designer shall provide the completed permit applications not later than the Interim submittal or 60 days prior to the Final submittal, whichever is earlier. Permit applications shall be ready for signature by the appropriate official and submission to the approving authority.

5) With the Final submittal, the designer shall provide all supporting documents, plans, and specifications. The designer shall also have accomplished the necessary coordination to obtain permit application approvals.

d. NEPA Compliance: Complete the VA’s NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use and similar projects will have a significant impact on the environment. Conduct additional environmental reviews as required by the results of this initial evaluation. Ensure the project complies with NEPA requirements in accordance with VA practices and policies.

e. NPDES Compliance: The NPDES storm water program requires construction site operators engaged in clearing, grading, and excavating activities that disturb 1 acre or more, including smaller sites in a larger common plan of development or sale, to obtain coverage under an NPDES permit for their storm water discharges. Rhode Island is authorized to implement the Storm water NPDES permitting program. Operators of regulated construction sites are required to develop and implement storm water pollution prevention plans and to obtain permit coverage from the State of Rhode Island. Comply with Rhode Island Pollution Discharge Elimination System (RIPDES) Storm Water Discharge Associated with Construction Activity:

1. For any construction project that will disturb greater than one (1) acre (including but not limited to, clearing, grading, excavation, and filling) but less than five (5) acres requires the submission of a Notice of Intent (NOI) in accordance with Part III.A.9 & 10 of the RIPDES Regulations. The proper forms can be found by following the below link and clicking on “Notice of Intent” in the Table of Contents: http://www.dem.ri.gov/pubs/regs/regs/water/ripdesca.pdf

2. For any construction project that will disturb an area equal to or greater than five (5) acres, authorization to discharge will only be granted upon notification from the RIDEM after review of the NOI and Storm Water Pollution Prevention Plan.

f. Storm Water Control: Comply with Title IV, Subtitle C, Section 438 of the Energy Independence and Security Act of 2007: This act provides that "the sponsor of any development or redevelopment project involving a Federal facility with a footprint that exceeds 5,000 square feet shall use site planning, design, construction, and maintenance strategies for the property to maintain or restore, to the maximum extent technically feasible, the predevelopment hydrology of the property with regard to the temperature, rate, volume, and duration of flow. Consider the storm water generated by the project and design the project to Natural Ground Cover (i.e. Forest like) conditions. Documentation required by the A/E to meet these conditions include:

· A site evaluation and soils analysis

· Calculations for the 95th percentile rainfall event

· Site design and storm water management practices incorporated into the design.

· Design calculations for each storm water management practice

· Volume of storm water managed by each storm water management practice implemented above

· Operations and maintenance protocols implemented in the design to manage storm water

7. MEETINGS:

The A/E shall attend meetings at the time and place requested by the Contracting Officer and/or their Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Contracting Officer or their Representative. Meetings shall include the following:

a. Project Kickoff Meeting - The A/E shall meet with the Contracting Officer and/or their Representative (from Facilities Management Service), and, if applicable, the Using Service's Representatives, to determine project requirements and to clarify the scope of work as necessary.

b. Progress Meetings - The A/E shall attend meetings with the Contracting Officer and/or their Representative (from Facilities Management Service), and, if applicable, the Using Service's Representatives during field investigations and for review conferences as needed to advance progress of the work.

8. SITE VISITS:

The A/E shall visit the proposed project site to obtain the details and specifics of the relevant existing field conditions in order to fully complete the work of this project without omission. Arrangements for visits should be made by contacting Facilities Management Service, at least 48 hours before the visit.

9. ANSWERING INQUIRIES & ISSUING AMENDMENTS:

The A/E shall provide prompt answers and recommendations to inquiries made by the Government. In the event of error or omission, The A/E shall issue amendments to the project documents to clarify the documents. Those amendments required to correct omissions or errors made by the A/E shall be at no additional cost to the Government.

10. FIRE CODE REVIEWS - Deleted

11. QUALITY ASSURANCE/QUALITY CONTROL

The A/E is responsible for the quality of the project and all deliverables. The A/E shall develop, execute, and demonstrate that the project plans, reports, and documents have gone through a rigorous review and coordination effort. Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of the project. The A/E shall include all sub-consultants in the QA/QC Plan. The plan shall include a process where a senior member of the firm verifies compliance with all elements of the firm’s QA/QC Plan.

12. DOCUMENT SUBMISSIONS:

The A/E shall retain file copies of all items forwarded to the Contracting Officer or their Representative under various document submissions. Intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development. The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or their Representative. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the level (draft, final, etc.) of submission. Each submission shall incorporate the comments made by the VA at the prior review stage.

a. Reports: Provide reports, in letter size format, bound together, and divided into appropriate sections by discipline, if necessary. Each report shall describe in detail (with all assumptions specifically identified), (1) the scope of work (as the A/E understands it) with the specific objectives of the project, (2) reports of site visits, (3) meeting minutes, (4) results of assessments, and (5) all other relevant data. Reports shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E.

b. Drawings: Base all original drawings on standard VA guidelines. 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 when possible to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawing as "XREFS" bound to the drawing for submission purposes and final issue only. All other usage shall be drawing from a common Master Set, daily if required, from a source maintained on the architect’s master database. The database shall be available by modem to all design disciplines and the VA. The purpose of this requirement is to ensure consistency and to eliminate design conflicts by guaranteeing that common elements of the design stay common elements throughout the design life of the project.

Drawings shall be independent for architectural, mechanical, electrical, structural, civil, and any other design disciplines for the project, and shall show, on separate views required demolition and reconstruction details for each function.

Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic version of drawings shall be submitted using IBM compatible "AutoCAD" 2017 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2017 release. Final drawings shall be plotted in ink on 30" x 42" polyester film sheets. Sepias are not acceptable as original drawings. Final drawings submitted by the USACE shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information.

Final drawings shall bear the VA title block and nomenclature on polyester sheets as are the sample sheets supplied by the VA. All drawings in a project set shall be on the same type and size sheets. All drawings are required to show existing conditions as of the date of the design submission.

All contract drawings shall be produced with a view to the use of half-size reductions. Pertinent criteria to assure this result are as follows:

a) Drawings shall provide uniform photographic quality.

b) Minimum lettering height shall be not less than 1/8 inch.

c) Legends and symbols as well as size, spacing and location of notes, dimensions, etc. shall be such as to produce legible half-size reproductions.

d) No lettering, shading or marking on the reverse side is acceptable.

e) Clearly distinguish between new work and existing work.

f) Graphic scales shall be provided on all drawings.

c. Minimum Requirements for Submissions to VAMC Providence: The cost of reproduction of all review materials is included in the contract amount. Submissions shall be made to VAMC Providence in accordance with the requirements of VA Program Guide PG-18-15 Volume C, A/E Submission Instructions for Minor and NRM Construction Program dated November 2008, and the following:

FINAL DOCUMENT SUBMISSION: Upon completion of all revisions, submit the following items:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM, and each copy containing the following:

· CAD/BIM drawings in IBM compatible "AutoCAD" version 2017, and Autodesk “Revit” version 2019.

· drawings in Portable Document Format (pdf)

· final cost estimates in Microsoft Excel

· Final Analysis Report in a single file in Portable Document Format (pdf).

(b) 1 copy of A/E responses to VA comments of previous submission

(c) 1 copy of documentation that demonstrates compliance with the A/E’s QA/QC Plan

a. Contract Number and date.

b. Format and version of operating system software, name and version of utility software used for preparation and copying files to media.

c. Sequence number of digital media.

d. List of file names on the digital media

3. Quality Assurance/Quality Control: Before a file is placed on the delivery digital media the following shall be performed:

a. Remove all extraneous graphics outside of the border area and set the active parameters to a standard setting.

b. Check to ensure that all reference files are attached without device or directory specifications.

c. All digital files shall be delivered to the Government uncompressed.

d. Include all files both graphic and non-graphic required for the project (i.e. color tables, pen tables, font libraries, symbol libraries, user command files, plot configuration files, AML plot routines, etc.).

e. Make sure that all support files such as those listed above are in the same directory and that references to those files do not include device or directory specifications.

f. Include any standard sheets (i.e. abbreviation sheets, standard symbol sheets, etc.) necessary for a complete project.

g. Document any fonts, tables, symbols, cells/blocks, line styles/types, details, reference drawings, etc., developed by the contractor, or not provided among the Government furnished materials. The contractor shall obtain Government approval before using anything other than the Government standards.

h. Each finished CAD drawing or map shall have its own separate plot file. The plot file for each finished drawing shall be provided to the Government in a specified plotter configuration.

e. Ownership: All electronic files created and reimbursed for this project shall be the property of the Department of Veterans Affairs.

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