Attachment 1 - 653-25-103 AE SOW R4.23.24.pdf

Roseburg VAMC FMS Engineering, Bldg. 10

653-25-103 SOW R4.23.24 Page 1 of 11

SUPPLEMENT B

STATEMENT OF WORK

Update Security Camera System

Project Number 653-25-103

1. Description of Work

1.1. Roseburg Veterans Affairs Medical Center, Update Security Camera System.

1.1.1. The project scope is to include all design services needed to assess, inspect, and site verify the existing conditions and produce a detailed design to update the software and hardware of the Roseburg security camera system up to current facility needs and Enterprise Risk Management (ERM) requirements.

1.1.2. This project is located at the Roseburg Veterans Affairs Medical Center (VAMC)

Campus, 913 NW Garden Valley Blvd, Roseburg Oregon to include the North Bend and Brookings Community Based Outpatient Clinic (CBOCs). The A-E shall provide all labor, materials and equipment for the design, and post construction services needed to complete the project.

1.1.3. This project shall unify the Roseburg security monitoring system with the North

Bend and Brookings CBOCs. To make a unified system a new OEM supported software package will be installed on an updated hardware system. The software and hardware must be ERM approved. The software/hardware package shall enable the complete communication between Roseburg and the CBOCs when uploaded to the VA Network.

1.2. Part A Services: Preliminary Plans and Special Services (15%, 35%, and 65%

Design Development), for the Security Camera System. A-E shall provide a detailed

Security Camera System risk assessment study of Roseburg VAMC, North Bend CBOC, and Brookings CBOC shall include the following items:

1.2.1. Investigative services include:

1.2.1.1. Determination of program requirements, including schematic or preliminary plans and estimates:

1.2.1.1.1. Evaluate all three locations for any existing Security Camera

System risks and or gaps (gaps = risks); which shall include, VA network integration for all three locations, 30-day searchable video storage, and license plate recognition cameras located appropriately. Risks shall be identified for any existing as-built condition relating to the VA Physical

Security and Resiliency Design Manual (PSRDM) and ERM requirements latest editions.

1.2.1.1.2. Conceptual drawings shall be generated which identify existing deficiencies, highlight affected items, and identify proposed options for

653-25-103 SOW R4.23.24 Page 2 of 11 mitigation, as well as any phasing which may be required to ensure the uninterrupted operation of the facility. The drawings shall include details to the extent necessary to adequately illustrate the work being proposed.

1.2.1.1.3. Narratives shall be written describing the deficiencies identified and the details of the work involved as well as the advantages and disadvantages of the various mitigation options. The narratives shall also include discussion of the phasing required.

1.2.1.1.4. Provide detailed estimates at each design milestone: 15%, 35%, and 65%.

1.2.1.2. Determination of feasibility of proposed project:

1.2.1.2.1. A recommendation of the preferred solution, as determined by the

A-E, shall also be included as part of the study. This recommendation shall include a narrative which justifies the position taken.

1.2.1.2.2. Investigations:

1.2.1.2.2.1. Subsurface Applicable as required.

1.2.1.2.2.2. Electrical investigation is required.

1.2.1.2.2.3. Network investigation is required.

1.2.1.2.2.4. Surveys such as topographic, boundary, utilities, etc. are applicable as required.

1.2.1.2.2.5. Environmental impact study as required.

1.2.1.2.2.6. Geo-Technical study as required.

1.2.1.2.3. Feasibility studies at Roseburg VAMC, North Bend CBOC and

Bandon CBOC:

1.2.1.2.3.1. Network integration study is required. This shall detail how

Roseburg VAMC will be able to operate as the central hub for security system monitoring and communications.

1.2.1.2.3.2. All communications with organizations and companies shall be included and or consulted in this study by the A-E.

1.2.1.2.3.3. Compatibility of existing hardware and new hardware and software.

1.2.1.2.3.4. System modularity for future additions such as radios, additional cameras, and additional Network Video Recorders

(NVR), etc.

1.2.2. Part I Services: Preparation of Contract Drawings and Specifications (90%, 100%, and Final Design) to include the following items:

1.2.2.1. A-E shall design a full Security Camera System Upgrade to VHA

Specifications, the PSRDM and the ERM, latest editions.

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1.2.2.2. A-E shall provide a detailed cost estimate at each design phase.

1.2.3. Part II Services: Construction Period Services to include the following items:

1.2.3.1. A-E construction management and review

1.2.4. Part III Services: Site visits not associated with Part I services.

1.2.4.1. Site Visits not associated with Part 1 services.

1.2.4.2. Commissioning of integrated network for the VA security system.

2. The construction budget (A-E Design Within Funding Limit, DWFL) for this project is:

$1,674,000.

3. Schedule: All days are consecutive calendar days. Design Period Services begin at the issuance of the Design notice to proceed, NTP/Kickoff.

3.1.1. Part A Services: Preliminary plans, studies, and special services (15%, 35%, and

65%).

3.1.2. 15% Site Study Submittal: Due 30 days after NTP (5 Days for Government review).

3.1.3. 35% Schematic Design Submittal: Due 65 days after NTP (10 Days for

Government review).

3.1.4. 65% Schematic Design Submittal: Due 115 days after NTP (10 days for

Government review).

3.1.5. Part I Services: Preparation of Construction Drawings and Specifications (90%, 100%, and Final Design)

3.1.6. 90% Design Development Submittal: Due 135 days after NTP (10 Days for

Government review).

3.1.7. 100% Construction Documents Submittal: Due 155 days after NTP (5 Days for

Government review).

3.1.8. Final Design Construction Documents: Due 160 days after NTP

3.1.9. Project Design: 160 days.

3.1.10. Estimated Project Construction Period Services: 160 days plus 20 days for commissioning and 20 days for preparation of Record Drawings: Total 200 days.

3.1.11. Record Drawings: Due 20 days after final construction inspection.

4. Project Management

4.1.1. Project meetings shall be held once per week. Schedule with the project COR.

4.1.2. The A-E shall plan and coordinate the project meetings and record meeting minutes.

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

5. Design Submittals – Required to Include

5.1. Concept A Services (Site Study, 15%, and 35%)

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

5.1.2. Initial concept design in accordance with VA Roseburg Healthcare System

Guidance Site visit(s) for field investigation and meet with functional area users & technical staff. Design intent for all aspects of the project shall be clearly explained in this submittal.

5.2. Design B Services (65%)

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

5.2.2. Provide preliminary cost estimate for project construction.

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

5.3. Design B Services (90%)

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

5.3.2. Provide detailed cost estimate for project construction.

5.3.3. Response to VA’s 65% review comments, if applicable.

5.4. Design B Services - Contract Drawings and Specifications (100%)

5.4.1. Prepare contract drawings and specifications.

5.4.2. Response to VA’s 90% review comments, if applicable.

5.4.3. Provide detailed cost estimate for project construction.

5.5. Construction C Services - Construction Period Services

5.5.1. The A/E shall provide all necessary construction period services to include construction contractor submittal review, Request for Information (RFI) review, Change Order review, periodic construction inspections and reports, telephone consultation, and design changes as necessary.

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

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

(Teleconference call-ins by the A/E will be allowed).

6. Submittal Format Requirements

6.1. A/E design submissions shall be in strict accordance with VA A/E Design Submission

Instructions, PG-18-15, volume B.

6.1.1. Use of Procore or similar recommended for submittals.

6.2. The Contractor shall provide three copies of all documents scheduled for review.

6.2.1. 100% Submittal shall include:

6.2.1.1. Original, signed, stamped, and printed sets of the drawings to include the specifications. Drawings are to be submitted in Arch. D (24”X36”) format.

6.2.1.2. Electronic Copies containing 100% drawings and specification in pdf format, 100% Specifications in MS word format, 100% Drawings in AutoCAD

2021 DWG format, and all referenced images, CTB files etc.

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

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

(RFP) and prevailing codes.

7. Construction Estimates

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

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

8. Design Submittal Review

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

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

Representative (COR).

8.3. The VA will review the design submission package according to the timelines set forth in Section 2.0 Deliverables, and provide comments or approvals, either electronically, or by hard copy delivery.

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

8.5. The professional seal indicating such license by the state shall appear on the final construction documents. A category in the plan set can only be stamped by an architect or engineer whose professional degree is in the same field. (e.g. The electrical category in the plan set can only be stamped by a professional electrical engineer.) The architect or engineer whose seal is shown will be known as the architect or engineer of record.

The A/E shall certify compliance with this statement of work, VA design criteria, and all applicable codes.

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

9. Drawings

9.1. All original drawings and specifications shall be based on standard Department of

Veteran Affairs guidelines, Program Guide PG-18-3 Design & Construction Procedures and Program Guide PG-18-15 Contractor Submission Instructions for Minor & NRM

Construction Program and all supplements listed herein. The VA may provide the A/E with AutoCAD drawings for use as background information. A/E shall field verify all information used from Government furnished documentation prior to incorporating the information into the design.

9.2. Drawings shall be done in plan-view at a minimum scale of 1/8" = 1'-0", where necessary, and, generally, 1/4" = 1'-0" or larger. Details will be done in minimum scale of 1/4" = 1'-0" or larger. Drawings shall be independent for architectural, electrical, mechanical, etc., design and shall denote, on separate views, the required demolition and reconstruction details on the same sheet for each function, where possible. Drawings shall be provided to the Government in 2019.dwg format and layouts shall be Arch. D

(24” X 36”) plan sheets. All drawings in project set shall be on same type and size sheets. All symbols, abbreviations, notes etc. shall be coordinated throughout the drawing set. Demolition and new work shall be shown on separate sheets. New work shall be clearly identified on all drawing sheets.

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9.3. All views, elevations, sections, details, nomenclatures etc., shall be complete to ensure

Contractor compliance without fault to misunderstanding of incomplete or improper views, elevations, sections, details, nomenclatures etc.

9.4. All drawings shall contain an engineers’ stamp with professional seal along with name, expiration and address of firm when necessary.

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

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

9.7. Background Information: Information, including drawings and other documentation, provided to the Contractor, shall be used for reference only. The Contractor shall field check everything and shall not use any drawings provided for plan or elevation views.

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

9.8. All drawings for 100% submission must be stamped by a licensed architect and/or engineer.

10. Specifications

10.1. Specifications shall be based on the Department of Veterans Affairs Master

Construction Specifications with A/E revisions, additions, deletions, etc. as required to assure all phases and facets of work are specifically covered without omission.

10.2. The A/E will be responsible for reviewing the specification sections used. VA standard specifications are to be edited by the A/E so that they are tailored to the current project. The A/E shall revise, add, delete, etc. prior to providing the finished specification package to the Department of Veterans Affairs. Unnecessary items shall be deleted in entirety. The intent is to provide a complete set of construction documents for the project.

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

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

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10.5. Included in each Construction Section of the specifications should be a paragraph entitled "Submittal of Samples and Shop Drawings.” Under that Section, the A/E shall list all of the items within that particular section of the specifications for which samples and shop drawings are required.

10.6. All VA master specifications, design manuals, and other relevant information can be accessed at internet site http://www.cfm.va.gov/TIL/. Compliance to all known applicable codes will be reflected in the completed design and construction documents.

The VA follows the most current ICC federal codes along with applicable local jurisdiction codes.

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

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

11. Construction Period Services

11.1. The A/E shall provide all necessary construction period services to include but not limited to construction contractor submittal review, periodic construction inspections and reports, telephone consultation, review of change order proposal, provide a detailed cost estimate when needed and design changes as necessary. Construction period services shall occur through the duration of the construction contract.

11.2. A/E will attend the pre-construction conference and OAC meetings held once every two weeks. OAC meeting attendance can be via conference call or in person.

11.3. Review of submittals

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

11.5. Submittal review time shall be limited to (10) calendar days per submittal, excluding federal holidays. It is however expected that the A/E limit full use of the review time period to large and complex submittals. Smaller submittal packages should be reviewed in a timelier manner.

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

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

11.8. All submittals must be reviewed by the VA.

12. Construction Change Orders

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

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

12.3. Technical analysis shall include a comparison of the proposal and A/E cost estimate with narrative explanation of where and why the two documents disagree. A completion time shall be limited to (10) calendar days per change order, excluding federal holidays.

13. Request for Information (RFI)

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

13.2. RFI responses shall be limited to answering the questions submitted. A/E or A/E consultant opinions on contract document clarity, legitimacy of change requests, etc.

shall be submitted via email to the COR and Contracting Officer separately from the RFI response.

14. Quality Control

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

VA design criteria.

15. Site Visits

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

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

16. Construction Costs

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

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

17. Payment

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

Project Milestone

% of Project Fee Paid at

Completion

Concept, Type A services

Site Study Submission 10%

35% Design Submission 15%

Design, Type B services

65% Design Submission 25%

90% Design Submission 15%

100% Design Submission 5%

Construction, Type C services

Shop Drawing Review *15%

RFI/Change Order Review *10%

As-Built Drawings 5%

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

18. References

18.1. The following minimum criteria shall be used to develop the design:

Technical Information Library http://www.cfm.va.gov/TIL/

Physical Security Design Manual for VA Mission Critical Facilities PG-18-10

Master Construction Specifications PG-18-1

Design & Construction Procedures PG-18-3

CAD: National CAD Standard, VHA Application Guide and

Standard Details

PG-18-4

Equipment Guide List PG-18-5

Design Manuals PG-18-10

Design Guides PG-18-12

Accessibility and Barrier Free Design Guide PG-18-13

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A/E Design Submission Instructions PG-18-15

Environmental compliance Manual PG-18-17

Hardware (Equipment) Symbols H-08-6

Cultural Resource Management Procedures H-7545

Space Planning Criteria (All related Chapters) http://www.cfm.va.gov/TIL/planning.asp

H-7610

VA Interior Finish Standards Mem. 138.13

Joint Commission Criteria NFPA

VA Fire Safety Criteria

Sustainable Design & Energy Reduction Manual Latest Edition.

AFGE Master Agreement Latest Publication

International Electrical Testing Association Latest Edition

VA Handbook 0730 Security and Law Enforcement Latest Edition

Mental Health Environment of Care Checklist (MHEOCC) 3/2/2022