Attachment 08 - SOW_436-116_Minor Emergency Response Center.pdf

VA Montana Healthcare System: Station Code 436 3687 Veterans Drive 11/01/2023 Fort Harrison, MT 59636

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

CONSTRUCT EMERGENCY CONTROL CENTER

PROJECT NO: 436-116

PROJECT NAME: Construct Emergency Control Center

VAAR ESTIMATED COST of CONSTRUCTION is BETWEEN: $5M - $10M

1. GENERAL INTENT: The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the VA Medical Center Fort Harrison MT in accordance with this design scope of work.

• Primary goal of the project is to erect a new 5,000 GSF Fire Service Living Quarters. The Fire

Service Living Quarters addition is to include a Turn Out Gear Room, Decontamination Area, Additional Fire Turn Out storage, SCBA/Cascade and Maintenance Storage area.

• Adjoining the Fire Service addition will be a new 2,900 GSF Combined Service Classroom Training Facility for Fire, Police, Ambulance and Emergency Management Services. Attached to the Combined Service training facility will be 1,800 GSF of new Ambulance and EMS trailer apparatus bays and storage.

• The existing Fire Service Quarters are housed in a historic structure, Building 16 (original Fort Harrison Bakery). Building 16 is to be renovated to provide Ambulance Service Living Quarters, EMS Administration area and Police Service Alternate Dispatch Center and equipment storage.

As a protected, historical structure, Building 16 (1,952 USF) will require preservation of the original architectural and aesthetic values of the building as part of this scope of work.

2. BACKGROUND AND FACILITY:

• Building 16: Fire Service Living Quarters. Building 16 is a 1-story brick vernacular-style building.

The hip roof is sheathed in asphalt and rests on a rough-faced stone foundation with a granite water table. The hip roof has a monitor roof with four 3-light casement windows on the façade and rear façade of the monitor. Constructed as a bakery in 1895 and used as such until 1936.

From 1936 to 1945 the building was possibly used as a laundry. In 1945 the building was converted for use as the post fire station and garage. In 1952 a 10’-0” addition was added to house a new fire apparatus to long for the original building footprint. The original front façade consisted to two windows and a door. Subsequent renovations replaced the original façade with two large bay doors. The bay doors have since been filled in. There is evidence of earthquake damage on all the elevations. The interior was renovated in 2009 to begin service as the fire service living quarters.

• Building 16A and Connector: Fire Service Apparatus Garage. Building 16A is a single-story, clear-span, pre-engineered metal building (PEMB) apparatus addition. Connector to Building 16 is via a metal stud construction, connecting corridor. Construction was finished in 2010. Construction was completed by: Armor Steel Buildings, Inc., 200 S. Wilcox St. #328, Castle Rock, CO 80104.

3. STATEMENT OF WORK: A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to Construct Emergency Control Center. This project will construct an approximately 5,000 gross square feet Fire Service Living Quarters and an estimated 4,700 Combined Service Classroom Training Facility and Ambulance, EMS Trailer apparatus bays and storage. Approximately 5,000 Useable Square Feet of Building 16 and Building 16A are to be renovated to provide an EMS Administration area and Police Service alternate dispatch center. Scope to incorporate the following agency specific requirements.

Site/Landscaping:

• The proposed facility additions and surrounding grounds/landscaping shall have a site development area of not more than 1.5 acres.

• Site Investigation is required for this project to ensure accuracy of design. Consultant work regarding existing site conditions, geo-technical reports and site surveys are required.

• The new Fire Service Living Quarters and Combined Service Classroom Training Facility addition will be sited South of Buildings 16 and 16A. Proposed site will replace an existing enclosed/fenced equipment parking area. The site slopes slightly uphill toward the edge of the Stations property line. The Station property line runs Northeast to Northwest and abuts State land. To the East of the site is a drainage ditch for water run-off. To the Northwest and rear of Building 16A is the Stations irrigation pump house.

• An existing perimeter gas line (located to the rear of Buildings 16 and 16A) and a portion of the irrigation supply line will require re-routing for the proposed new structure(s).

• Employee parking, visitor parking, including accessible parking is required.

• Surface parking for five (5) 34’ EMS trailers, three (3) Bus/RV vehicles and five (5) reserved parking spots for various equipment is required. If possible, pull-through parking for the EMS trailers and Bus/RV parking is preferred if the proposed design will allow. Existing GSA Parking lot located Northwest of the proposed project site can be expanded to incorporate this requirement. See Add Alternate #3 for additional requirements.

• Canopy parking with outdoor power (20A/110V) for two (2) Police cruisers and two (2) side by side vehicles is required.

• A 25’ minimum setback is required from rear property line.

• Due to recurring maintenance costs, landscaping is to be kept at a minimum, primarily sod, concrete edging, and gravel ground cover.

• Special attention for landscaping around the building will be focused on the Fire Service living quarters. Native materials and plants shall be specified.

• Outdoor spaces such as patio areas for outdoor dining and cooking are required for both the

Fire and Ambulance living quarters.

• Access to the outdoors from the Shared Training room is preferred if the proposed design will allow.

Architecture General:

• New structures and building additions are not to exceed one story in height.

• New structures architecture/design should be designed to blend with the existing surrounding buildings.

Building 16:

• Abatement and removal of exterior painted fascia, trim, and soffit material. Removal of gutters and downspouts. Dispose of with the assumption of lead-based paint (LBP) present.

• Removal of existing roofing materials. Replace with new metal roofing that closely matches existing and/or historical aesthetic.

• Abatement and removal of interior painted walls, trim and ceiling materials. Dispose of with the assumption of lead-based paint (LBP) present.

• Removal and replacement of all windows with fixed glazed windows. Rail, stile and mullions are to match the existing lite size and elevation composition and/or historical aesthetic.

• Existing sub floor system has approximately four levels of varying height. Remove existing sub floor system as required and provide a new sub-floor topping as needed for a smooth, contiguous, level surface.

• Garage bay was installed for fire apparatus. Bay is flanked by fully slugged CMU walls. Replace walls with new structural assembly to allow for a more open floor plan.

• Original garage door was infilled with a stud exterior wall and vinyl siding. Remove/replace infill with a new elevation to align with structures historical aesthetic.

• Roof monitor of the original structure originally allowed sunlight into the original bakery.

Utilizing the monitor to allow natural sunlight into the renovated building design is encouraged.

• Reuse of existing MEP systems, kitchen, bathrooms, sleeping areas etc. is not required. New design to provide new MEP systems, kitchen, bathrooms for Ambulance Quarters and administrative area, EMS and Police alternate dispatch office and storage as indicated in the Program for Design (PFD).

• The “rear” 10’-0” of the building is an addition/extension to the original structure created to house the original truck apparatus. The addition is considered part of the historic value of the building and must be retained.

• The existing brick veneer has been painted. The existing brick veneer also requires tuck pointing. Paint remediation and/or alternate solution enhancing the preservation of the brick veneer is required to maintain the historic value of the building.

• Original garage door was infilled with wood stud exterior wall and vinyl siding. Remove/replace infill with a new elevation to align with structures historical aesthetic.

Building 16A and Connector:

• Building 16A to be modified as needed for Program requirements and Fire Service requirements.

• Connector to be retained for use by either EMS, Police or Ambulance service.

Fire Service Living Quarters:

• The Fire Service living quarters will be connected to Building 16A via a connecting corridor.

Connecting corridor to provide direct access to both the “Yellow Zone” decontamination, Gear Room and Laundry areas and the “Red Zone” storage, Cascade and maintenance areas.

Connecting corridor size to be kept to a minimum as much as possible to reduce interruption of Fire service during construction and renovation.

• Fire Service living quarters shall have direct access to the newly created Shared Service Training Room, Fire Administration areas and Conference Room.

• Exterior Finish: Use of standard face brick masonry units is not required.

• Exterior Finish: Use of metal panel, fiber cement board rain exterior finish systems are acceptable. Use of rain screen systems will be considered if appropriate and/or cost effective.

• Exterior glazing systems to match Fort Harrison building standard. Use of aluminum framed store front glass as a design element is desired. Aluminum frame color will be determined during the design phase.

• Sheet roofing systems are preferred. EPDM shall be used for the basis of design. KEE and TPO Roofing should be incorporated as Add-Alternates into the bid documents. Batten beam metal roof assemblies, fluid applied roofing, hot-mopped roofing and sprayed roofing will not be considered.

Fire Protection

• The building(s) described within, will be fully sprinkled and be equipped with a fire alarm system in compliance with NFPA.

Interior Design

• The focus of the interior design of the living quarters will be homelike, but maintainable and durable. Colors and materials will be chosen for their appropriate use and appearance.

• Windows, glass storefront will be used at every opportunity to bring natural lighting into the building.

• Manual roller shades will be required at all windows. Mechanized roller shades will be provided on large glazing assemblies where control would be beneficial to operation.

• Wayfinding and room signage will match the existing standard for Fort Harrison.

Structural

• A Geotechnical report will need to be performed in support of this design effort.

• Unless determined otherwise, the new structures, excluding the PEMB addition, shall be constructed with steel tube columns and steel beams with steel braces and/or moment frames.

The floors and roof will be comprised of bar joists and metal decking with normal weight concrete topping.

Code Standards

• 2018 International Building Code (IBC)

• ASCE 7-16, “Minimum Design loads for Buildings and other Structures.

• AISC “Steel Construction Manual” Latest Edition

• AISC 360-10, “Specification for Structural Steel Buildings”

• ACI 318-14, “Building Code Requirements for Structural Concrete and Commentary”

• AISI S100-12, “North American Specification for the Design of Cold-Formed Steel Structural

Members”

Structural Design Criteria

Risk Category: III Snow Load: 33 psf Including the importance factor increase + drifting (non-reducible) Is = 1.1 Live loads (structured areas only = roof loading only):

• Minimum live load: 20 psf.

• Mechanical Room: 150 psf. (non-reducible)

• Mechanical Room Roof: 20 psf. plus snow 33 psf. + drift Wind:

• 120 mph (3 sec gust, Risk Category III) ultimate strength

• Exposure C

Seismic:

• Site Class and Seismic Design Category - unknown until geotechnical report is completed

• Ie = 1.25 Frost Depth: 48”

Plumbing

• The plumbing system is designed to meet or exceed the minimum requirements by the latest 2014 VA Plumbing Design Manual.

Sanitary Sewer Services

• A new sanitary sewer system will be tied into the existing sewer utility pipe located plan North parallel to Independence Way Drive.

Storm Sewer Services

• Storm water will be managed using roof drains, gutters, and downspouts.

• Stormwater shall be designed to discharge on grade and sheet drain to the drainage ditch East of the proposed site.

• Heat tracing shall be provided for all gutters, downspouts, and stormwater piping/drains exposed to freezing temperatures.

HVAC

• Existing Structures, New Structures and Additions shall be provided with conditioned air to meet or exceed the minimum requirements by the latest 2017 VA HVAC Design Manual.

• Provide a high efficiency, 85% redundant, boiler system to provide heating hot water for the air handler, cabinet heaters, unit heaters, and VAV reheat system.

• At this time, due to the remote location of the ERC, the intent is to not tie into the existing Fort Harrison steam loop.

• Provide roof top exhaust fans as required by code.

• Provide mechanical units as needed for the increased HVAC load in the OIT rooms.

• For all new apparatus bays, heating system to utilize ceiling suspended natural gas heating elements.

• For all new apparatus bays, provide vehicle exhaust removal system for each new apparatus bay.

Electrical

• The combined Fire Service Living Quarters, Combined Service Classroom Training Facility and Ambulance/EMS trailer apparatus bays will have a main electrical room to house the new Switchboard. The switchboard will feed various electrical panel service rooms throughout the building for general power, lighting, HVAC, emergency and other miscellaneous power loads.

Buildings 16, 16A and Building 17 will utilize their current electrical service(s). Project to address any upgrades to these existing services as needed to meet code.

• Transformer will be connected to the existing site utility service and will have 208V, 3-Phase, 4- Wire secondary.

• The ERC is required to be connected to the campus emergency power/stand-by source.

• Dimmable LED lighting shall be provided controlled via low voltage switching and occupancy sensors. Lighting design to meet individual space requirements and exterior requirements.

Telecommunications

• The communication system for the facility will extend the existing backbone cable, i.e. fiber-optics, coax or copper cable, to a new OIT closet and OIT Entrance Room (DMARC) to the combined Fire Service Living Quarters, Combined Service Classroom Training Facility and Ambulance/EMS trailer apparatus bays building.

• The OIT closet located in Building 16A currently serves Building 16. Due to potential conflict in the new design and ERC addition, a new 10’x10’ OIT closet will be required to serve Building 16, 16A and the 16A PEMB expansion. A new backbone cable extension may be required from the nearest underground service location. Re-cabling of Building 16 and 16A is expected.

• From the OIT Entrance Room, the backbone will be converted to CAT6e cable for distribution to OIT Closets and Building Services Rooms located in each area of the new facility.

• Distribution from the OIT Entrance Room and to building OIT Closets and Building Services Rooms via approved communication system raceway.

• Structured cabling, conduit pathways and cable trays are required.

• Provide a dedicated wireless access system for VA Business WiFi. Supporting equipment for VA

Business Wifi to be located in the dedicated OIT Closet.

Building Services

• Building Services rooms are intended to house all other low voltage systems and controls not dedicated to OIT and Business Wifi.

• Building services systems are to include but not limited to the following:

• Physical Access Control System, PACS.

• Security Access Detection systems.

• Intrusion Detection systems.

• Video Surveillance System

• Fire Detection and Alarm System

• Public Address and Mass Notification System. Wired IC system approved to connect to separate communication system i.e. VOIP telephone.

The design shall conform to all VA requirements outlined in Fire Protection Handbook, Chapter 12, Fire Rescue Stations and Fire Service Training Centers, ADA, ABAAS, ANSI, SMACNA, IBC, NEC, NFPA as well all requirements of the VA design manuals posted by discipline in the VA Technical Information Library at the following web address: http://www.cfm.va.gov/til/dManual.asp

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visit per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

http://www.cfm.va.gov/til/dManual.asp

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of VA Medical Center Fort Harrison record drawings will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachments 02 through 05 will give AE firm a basic understanding of the VA Medical Center Fort Harrison campus and the buildings associated with the proposed project.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on VA Medical Center Fort Harrison campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. Face mask with no vent. Must be replaced when damaged or soiled

3. Annual influenza shot is required for all staff performing work on VA Medical Center Memphis campus

4. Contractor badge must be obtained and worn by contractor or representative at all times while on campus If at any time an employee of the A/E firm becomes ill, they should not remain or report to work at VA Medical Center Fort Harrison.

4. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated total construction contract cost (ECC). The ECC will be released to the most highly rated firm for negotiation. The VAAR magnitude of construction is estimated between $5M - $10M.

5. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

6. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility http://www.cfm.va.gov/til/index.asp

Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] PG-18-4 Standard Details and CAD Standards H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function) PG-18-13 Topic Specific Standards and Criteria PG-18-14 Room Finishes, Door, and Hardware Schedule PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures

OIT Infrastructure Standard for Telecommunications Spaces v4.0 (June 1, 2023)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

7. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 19 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

8. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

9. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VA Medical Center Fort Harrison. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

10. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

11. TELECOMMUNICATIONS DESIGN: In accordance with “Infrastructure Standard for Telecommunications Spaces (ISTS) Version 4.0, Dated: June 1, 2023 (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces-v4-0.pdf).

12. 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 dated November 2008. (https://www.cfm.va.gov/til/ae/aesubmin.pdf)

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. See Section 15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE for SD/DD/CD submittal schedule.

13. DRAWING FORMAT: All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD)] available at http://www.cfm.va.gov/til/projReq.asp.

14. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), and AutoCAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf http://www.cfm.va.gov/til/projReq.asp http://www.section508.gov/

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting

(yes/no Check box)

• Meeting purpose, Roll call, and Additional Items

• Agenda items (Decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan All documents in electronic format.

Schematic Design (SD) All documents in electronic format.

One (1) half-size paper bond sets of drawings to VA.

One (1) paper bond sets of specifications to VA.

One (1) paper bond sets of investigation reports, design calculations, space planning data and cost estimate to VA

Design Development (DD), and Construction Documents (CD) All documents in electronic format.

One (1) full size paper bond sets of drawings to VA.

One (1) paper bond sets of specifications to VA.

One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate to VA.

Final Bid Documents (Bid) PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

Word files of specifications.

AutoCAD files of drawings.

One (1) full size paper bond sets of drawings to VA.

Two (2) half-size paper bond sets of drawings to VA.

Two (2) paper bond sets of specifications to VA.

One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate to VA.

http://www.cfm.va.gov/cost/index.asp

15. OPTION ITEM REQUIREMENTS

Solicitation Support Services

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A-E within five calendar days of the date the questions are sent to the A-E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A-E is required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract.

These documents shall be labeled Final Construction.

Construction Period Services (CPS)

Requests for Information (RFI)

Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews

Submittal reviews shall be submitted within seven calendar days of submittal to the A-E

Site Visit Reports

Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests

Modification requests shall be submitted within seven calendar days (check all against Dan’s email) of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A-E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above.

Note: If major modification, VA will provide additional time and document format guidance.

Punch List

Punch list shall be submitted within seven calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings

Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

Third-Party Commissioning

The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document.

The objective of commissioning is to provide documented confirmation that a facility fulfills the functional and performance requirements of VHA, occupants and operators. To reach this goal, it is necessary for the commissioning process to establish and document Owner’s Project Requirements, which are criteria for system function, performance, and maintainability (design intent); and to also verify and document compliance with these criteria throughout design, construction, start-up, and the initial period of operation. In addition, complete operation and maintenance (O&M) manuals, as well as training on system operation, shall be provided to the building operators to ensure the building continues to operate as intended.

The commissioning agent shall be involved throughout the project from design development through the warranty phase. The primary role of the commissioning agent during the overall Design Stage is to review the design to ensure it meets VHA objectives and develop detailed commissioning specifications. During construction, the commissioning agent coordinates the execution of a testing plan, which includes observing and documenting all systems’ performance to ensure that the systems are functioning in accordance with the Owner’s Project Requirements and the contract documents. The commissioning agent is not responsible for design or general construction scheduling, cost estimating, or construction management, but may assist with problem-solving or resolving nonconformance issues or deficiencies.

The commissioning agent will provide commissioning services required by other sections of this A/E scope of work. The commissioning agent will serve as an objective advocate of the owner, oversee and coordinate the commissioning process, and present final recommendations to the owner regarding the performance of the commissioned building systems. The commissioning https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF agent works in conjunction with the project design team through the design process, prepares a commissioning plan, and a Final Commissioning Record.

Minimum A/E Firm Requirements A/E Firm shall have a minimum of 10+ years of historical preservation experience. Use of a historical preservation consultant is required. A/E shall have completed a minimum of three (3) Fire Service Quarters and Fire Apparatus garage projects from initial design to final construction.

Use of consultant firms well versed in Fire House Quarters and Fire Apparatus garage design is required if experience is not within the A/E firms background.

Project Phasing Phasing is to be expected as a necessary component of design to maintain access to necessary Fire Service operations. In order to mitigate impact to Fire Service operations, the project shall be constructed in not less than two (2) Phases and potentially (but not limited

to) as many as four (4) phases.

16. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Notice of Award (NOA) 14 calendar days Administrative Lead Time Basis of Design (BD) per PG-18-15 14 calendar days after Administrative time (28 days from NOA) Quality Assurance/Quality Control (QA/QC) Plan

14 calendar days after receipt of BD.

Design Program (DP) 40% Submittal 21 calendar days after receipt of QA/QC.

DP 100% Submittal Review Meeting 7 calendar days after VA receipt of DP 40% Submittals

SD 50% Submittal 35 calendar days after acceptance of DP 100% Submittals

SD 100% Review Meeting 14 calendar days after VA receipt of SD 50% Submittal

DD1 50% Submittal 70 calendar days after VA acceptance of SD 100% Submittal

DD2 100% Submittal Review Meeting 63 calendar days after VA receipt of DD1 50% Submittal

CD1 60% Submittal 70 calendar days after VA acceptance of DD2 100 % Submittal CD2 95% Submittal Review Meeting 63 calendar days after VA receipt of CD1 60% Submittal CD Checkset 99% Submittal 28 calendar days after VA acceptance of CD2 95% Submittal

CD Checkset 99% Submittal Review Meeting

14 calendar days after VA receipt of CD Checkset 99% Submittal

Final Bid Documents (Bid) Submittal 21 calendar days after VA acceptance of CD Checkset 99% Submittal

Total Part One Services/Design Phase Schedule

448 calendar days

The 448 days listed in part one project schedule may fluctuate based on when submittals meet all VA guidelines and acceptance is issued. If submittals are not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

17. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the VA Medical Center Fort Harrison Facilities Management Service and have the technical knowledge required to monitor and oversee the project.

A COR from the VA Medical Center Fort Harrison Facilities Management Service shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

18. REPORTING REQUIREMENTS: The Contractor shall be required to report to the VA Medical Center Fort Harrison Facilities Management Service (Building 141, Room 208) to log in during normal working hours. Report to VA Police Service (Building 154, Room 155) after normal working hours. This check-in is mandatory. Issued badges must be returned at the end of the workday.

19. BID SCHEDULE: For each item described below, the A/E shall provide an expected design service cost and a corresponding rough construction cost estimate as part of the proposal.

• Base Bid: The A/E is to provide design and construction period services to complete all work as found in this scope of work.

• Add Alternate #1: Kee Roofing System in lieu of EPDM roofing system.

• Add Alternate #2: TPO Roofing System in lieu of EPDM roofing system.

• Add Alternate #3: Expansion of existing GSA parking lot to incorporate parking for EMS trailers and vehicles/equipment outlined previously. Provide new 8’-0”H, perimeter chain link fencing for the existing lot and new lot addition. Provide manual gates as needed for snow removal.

Provide power and data connection as needed for a new access-controlled gate, security cameras and parking lot light poles.

20. INFORMATION SECURITY & PRIVACY REQUIREMENTS: The C and A requirements do not apply, and a Security Accreditation Package is not required. Incidental exposure may exist from accessing the facility. Staff will follow all privacy and security practices.

21. SOW and ATTACHMENTS: The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

Attachment 01: 436_VA Fort Harrison Master Utility Drawing Attachment 02: VA Fort Harrison Building 16 Drawings Combined Attachment 03: VA Fort Harrison Building 16A Drawings Combined Attachment 04: VA Fort Harrison Site Plan Attachment 05: Seasonal Flu Vaccine Requirement Attachment 06: Post award CD checklist

End of SOW