Attachment 1 - 762-302_Design_SOW.pdf

PROJECT DESIGN SCOPE OF WORK

Project Name: Construct Emergency Pharmacy Building at Tucson CMOP Project Number: 762-302 SCIP Number: VHA99-762-2021-42938 Date: September 27, 2024

INTRODUCTION

The Tucson Consolidated Mail Outpatient Pharmacy (CMOP) needs professional Architect-Engineer (A-E) services to design a construction project for a new building that will house an Emergency Pharmacy Service (EPS) tractor trailer, storage, and administrative space.

The building will be located across the street from the CMOP facility. The address is 3670 E. Britannia Drive, Tucson, Arizona, 85706. The facility will not be open to the public and the parking lot is access controlled.

Since the property is federally owned, city permitting is not required. The construction documents shall be stamped by individuals licensed through the Arizona State Board of Technical Registration.

SCOPE

A-E Part One Services (also known as Design Phase Services) for this design project include 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 a building to house an Emergency Pharmacy Service (EPS) tractor trailer, storage, and administrative space. The maximum square footage of the building is 23,433 (219’ x 107’) and the minimum is 17,500. The exact size will depend on the space plan, whether two floors can be utilized, and budget. The scope of this project includes but not limited to the following: Civil (i.e. utilities, grading, and drainage), Architectural (i.e. space plans, floor plans, FFE, and landscaping), Structural (i.e. exterior walls and roof), Mechanical (i.e. floor plans, sequence of operations, and equipment), Electrical (i.e. floor plans, equipment, integration of solar PV system, and one-lines), Telecommunications (i.e. floor plans and integration with main CMOP building), and Physical Security (i.e. access controls, intrusion detection, video surveillance, and integration with main CMOP building and parking lot).

A-E Part Two Services (also known as Construction Period Services) for this design project include 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 4 site visits 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 (see Third-Party Commissioning under section 14);

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.

The above paragraphs constitute a basic outline of the work to be accomplished, and in no way comprise 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.

The current drawings, conceptual site plan, geotechnical report, and survey will be made available to the highest rated A-E firm. The A-E will verify the validity of the documents prior to the start of design work and conduct site investigations as necessary throughout the design.

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.

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 construction contract price of $13,955,880. The design project must comply with VAAR 836.606-71, Application of 6 percent architect-engineer fee limitation.

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 & Facilities 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 PG-18-5 Equipment Guide List H-18-8 Seismic Design Requirements

PG-18-9 Space Planning Criteria

PG-18-10

Design Manuals (by discipline) [Including but not limited to: Electrical, Fire Protection, HVAC, Interior Design, Lighting, Plumbing, Signage, Site, and Sustainable Design, and Telecom.

PG-18-12 Design Guides (graphical, by function) PG-18-14 Room Finishes, Door, and Hardware Schedule

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.

INDEPENDENT LIFE SAFETY REVIEW:

The A-E shall incorporate any comments from the VA 3rd party life safety review.

DELIVERABLES

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. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification - For Official Use Only (FOUO). This memo is included as SOW Attachment 01, as it is hosted on a non-public VHA site.

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 Statement of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan. Electronic.

Basis of Design (BD) - 10%. Electronic. Space Plan in an Excel, spreadsheet, format and rough order of magnitude cost estimate. No other narratives or documents required.

Schematic Design (SD) - 35%. Electronic.

Design Development (DD) - 65%. Electronic.

Construction Documents (CD) - 95%, including the submittal register. Electronic.

Final Bid Documents (Bid) - 100%. Hard copy half-size drawing set to the Tucson CMOP. All other documents, electronic.

SITE VISITS

The design team shall perform an on-site investigative site visit that covers all aspects and disciplines of the design. Photos are permitted if they do not include staff or protect information covered by HIPAA.

The team shall interview all necessary VA, municipality, and utility company staff to acquire information.

MEETINGS

The design team shall lead recurring, virtual, meetings as well as document and distribute meeting minutes. Agendas and other required documents for all status update meetings will be provided to the Post-Award CO/CS and COR a minimum of 24 hours in advance of the meeting. At the initial status update meeting, the frequency of subsequent status update meetings will be established and mutually agreed to.

Meeting minutes for all formal meetings and conferences held with the VA, including weekly construction meetings, shall be submitted within seven calendar days of the meeting or conference. The minutes shall include the following minimum info:

Project name, project 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, email, attended meeting (yes/no)) 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

SCHEDULE

The A-E shall perform Part One Services/Design Phase work according to the schedule shown below. The A-E is also responsible for following Specification Section 01 32 16.01, Architectural and Engineering CPM Schedules. 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.

Investigative Site Visit, QA/QC Submittal, & 10% BD Submittal 30 calendar days after receipt of Notice of Award

QA/QC & 10% BD Review Meeting 10 calendar days after VA receipt of QA/QC & 10% BD Submittals

35% SD Submittal 60 calendar days after VA acceptance of QA/QC & 10% BD Submittals

35% SD Review Meeting 15 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 90 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 15 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 90 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 15 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 30 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting

10 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule 365 calendar days

The 365 calendar days listed for Total Part One Services in the project schedule may fluctuate based on when 95% CD Submittal meets all VA guidelines and acceptance is issued. If 95% CD Submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary, it is the responsibility of the A-E firm to cover all costs associated with such delays.

Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option Line Items) and Third-Party Commissioning (Option Line Item) 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 Solicitation Support Services, Construction Period Services, and Third-Party Commissioning.

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.

OPTION ITEM REQUIREMENTS

1) Solicitation Support Services

a. 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.

b. 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.

c. 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.

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

e. 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.

2) Construction Period Services (CPS)

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

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

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

d. 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.

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

f. 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.

3) 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.

See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process. The following are minimum systems to be commissioned:

a. HVAC (VA Master Specification Section 23 08 00)

b. Electrical (VA Master Specification Section 26 08 00)

c. Communications (VA Master Specification Section 27 08 00)

d. Electronic Safety and Security (VA Master Specification Section 28 08 00)

SOW ATTACHMENTS

The following documents are attached to this SOW for A-E use and incorporation into the project documents:

Sensitive Infrastructure Data Classification Memo - FOUO (SOW Attachment 01) Tucson CMOP Conceptual Site Plan with Future Building (SOW Attachment 02). The file is a PDF.

CAD is available, but DWG files cannot be uploaded to SAM.GOV.