Attachment 1 SOW Design Construct Security Dispatch Logistics Warehouse.docx

DESIGN SCOPE OF WORK

Project 593-405

CONSTRUCT SECURITY DISPATCH, STORAGE DISTRIBUTION TO MEET PHYSICAL SECURITY

VA Southern Nevada Healthcare System

DATE: July 7, 2020

PROJECT IDENTIFICATION:

Project Title: Construct Security Dispatch, Storage Distribution to meet Physical Security Project Location: Las Vegas VA Medical Center, 6900 N. Pecos Rd., North Las Vegas, NV. 89086

Additional Locations: |X| NO |_| YES (list other addresses):

PROJECT BACKGROUND:

Project Purpose: This project will provide complete architectural, civil, electrical, mechanical, communication, fire protection and structural design for the Security Command Center (SOC), Logistics Storage & Distribution, and mailroom. This project will correct deficiencies identified in the Physical Security Design Manual survey. The identified deficiencies include the current SOC, and mailroom areas needing its own segregated ventilation, which they do not currently have. It will also increase efficiency in storage and distribution operations, increase inventory efficiencies for logistics workers, and result in a more efficient footprint, consolidating functions to the Medical Center and eliminating a $600,000/yr. lease requirement.

SCOPE:

The A&E firm shall provide the design for a 20,000 SF warehouse to include a new Security Command Center (SOC), Logistics Storage & Distribution area, and a mailroom area. The A/E shall provide investigative and professional services as required for this Statement of Work (SOW) to produce contract documents for schematic design, design development, construction documents, specifications, and cost estimates. A/E shall also provide construction period services during construction of the new facility. The A/E design shall meet applicable VA Design and Construction criteria in the Technical Information Library (TIL), all applicable local, state and federal codes and guidelines as defined in the SOW. The final output of this design project shall be a Construction Document package that will be used as contract documents to procure Construction Services for construction of the new SOC. Storage Distribution to meet Physical Security. The proposed designs should include the following requirements.

The A/E design shall incorporate the following:

1. The new warehouse shall include approximately 20,000 gross square feet of space to accommodate Security Command Center, mailroom, logistics storage, environmental management storage, storage for nutrition service and storage for engineering services and enough space to house mechanical, electrical, and IT equipment.

2. Design shall include a separate loading dock for the following areas:

a. Clean Receiving Area,

b. Separated Soiled Exiting Area (trash, recyclables including cardboard breakdown, hazardous material),

c. Nutrition and Food Service Receiving (to include Frozen Food Storage),

d. Full Gas Cylinder Receiving & Empty Gas Cylinder Outgoing.

e. Flammable Storage.

f. Receiving Distribution.

3. Design shall include connection to campus existing utility system to include complete architectural, structural, electrical, civil, mechanical, communication, plumbing, and fire protection system design. As architect and/or engineer of record on this project, contractor shall be required to submit professional stamped architectural and/or engineering drawings necessary for contract solicitation.

4. Design to incorporate Storage Space Design Considerations shall include high capacity racking system types, and any associated technical advances to improved operations and inventory control.

5. Comprehensive study of methods for moving items shall include cost and benefits of each type.

6. Design to incorporate Delivery Vehicle Traffic Flow and any modification required for the new warehouse dock approach.

7. Building automation and control shall be specified with Johnson Controls equipment. The warehouse environmental automation and control system (barcode reader, computerized inventory control system, etc.) shall integrate into existing Metasys Building Automation System via existing campus utility system.

8. Designer shall recommend haul routes, contractor parking, and laydown area for construction operations, while the Medical Center is in full operation

9. Design is to include options for improved interior and exterior signage to identify areas of operation.

10. Design shall include infrastructure for police monitoring of cameras & IT systems.

1.1DESIGN PHASES AND REQUIREMENTS

1.1.1 Design Analysis Document

Provide a Design Analysis (DA) divided into appropriate technical disciplines (Civil, Architectural, Mechanical, etc.). A DA shall be submitted with each submittal package at each design submission per this SOW. The DA at each submittal shall reflect any changes from previous design reviews. The design analysis shall at a minimum provide the following items:

1. Provide a Basis of Design Narrative. The narrative shall be a presentation of facts, sufficiently complete, to demonstrate full understanding of the project concept, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. The narrative shall summarize the A/E’s understanding of the project scope, code analysis for each discipline, type of construction, building systems, and existing site conditions.

2. Provide design calculations for each discipline (architectural, structural, civil, mechanical, electrical, fire protection, etc.).

3. Summarize applicable federal, state, and local regulations, codes and standards, with distinction made as to which reviews, approvals, and permits are required before, during, and after the construction stage.

4. Shall reflect the current state of design at each stage of submission and reflect changes in the design development due to review comments, formal changes to the contract, or any other official communication (written or oral) between VA and AE.

5. Each DA submittal shall include design review comments with A/E responses from respective design phase.

1.1.2. Schematic Design (SD) Phase (10%, 25%, 35%)

The objectives of the SD phase will be to develop the Program for Design (PFD), floor plan, cost estimate, outline specification, and a 3D conceptual model of the building to be used as the foundation for the Design Development phase. The SD phase will consist of 2 mini charrettes to be held at the VASNHS North Las Vegas campus and associated submittals as defined within the SOW. The AE shall coordinate with VA Contracting Officer Representative (COR) to schedule dates and develop agendas for both Charrettes within the time requirements provided within this SOW.

The Charrette process objective will be to reach consensus on the SD and provide a clear and accurate definition of the project. Charrettes will be a collaborative process including AE team, VA Engineering, and VA stakeholders.

Mini-Charrette 1: The objective of this Charrette will be to kick-off the design process and develop a consensus on design priorities. The Charrette shall at a minimum include discussions on the following topics:

1. Team introductions.

2. Summary of project scope by A/E.

3. A/E modeling capabilities relative to providing 3D model of building for VA to interact with during SD phase. A/E shall provide a demonstration to the VA team on 3D modeling and the interface allowing VA interaction.

4. Definition of design priorities.

Mini-Charrette 2: The objectives of this charrette will be to consolidate VA’s feedback from the 10% submittal and A/E responses to refine design priorities and identify a design path forward for site location, building orientation, floor plan, and exterior design.

The Charrette shall include discussions on the following topics:

1. Review of 10% Charrette submittal and A/E responses to VA 10% review comments.

2. Preliminary floor plans, exterior shape/design, building orientation.

3. Location of major mechanical, electrical, plumbing systems.

4. Discuss possible bid deducts items.

5. Refine design priorities.

Schematic Design Submittals: SD submittals shall be submitted per the submittal table. SD submittals for Charrette 1 and 2 shall include 2 unique options of floor plan, exterior shape/design, and building orientation. The options shall also address conceptual location of major building systems (Major HVAC equipment, Electrical, Utility Inputs to the building), general landscaping concepts, and pedestrian circulation. These options are meant to stimulate thought and discussion between A/E and VA staff to assist VA in selecting options that best fit the user and patient needs. The Final Schematic Design submittal at 35% shall show site location and organization, building footprint, floor plan, model of exterior shape, and an outline specification showing the expected divisions that will be developed during the Design Development phase.

VA Engineering will approve Final Schematic Designs at 35% via an approval memo to the Contracting Officer. The Contracting Officer will issue an NTP to allow Contractor to move to Design Development.

VA will provide A/E with comments after each SD submittal. Comments will generally fall in the following categories:

1. General Design Comments

2. Drawing Comments

3. Design Analysis Comments

4. Cost Estimate Comments

5. Specification Comments

1.1.3. Design Development (DD) Phase (65%, 95%)

Design Development will begin after issuance of a Notice to Proceed (NTP) from VA Contracting Officer. The NTP will be preceded by an Engineering approval of the final SD package.

Design development includes work by the A/E required to represent the project as a set of drawings conveying the major intent of the project. At this stage of project design the physical layout of the new facility and systems should be developed and refined for each submittal. The A/E shall submit DD submittals in a single package per the phases and submittals defined in the submittal table. VA will provide design review comments after each design submittal DD review comments returned by VA to A/E will generally cover the following:

1. General Comments

2. Drawing Comments

3. Specifications Comments

4. Cost Estimate Comments

5. Schedule Comments

1.1.4. Construction Documents (CD) Phase (100%)

The construction documents submission shall combine updates of all earlier sets of specifications and drawings and any other relevant project information (meetings, other discussions, etc.) making up a complete set of project documents. The quality and level of detail in the CD submission should be such that no further changes are required before soliciting the package to construction contractor. The CD submission shall incorporate all changes needed from earlier reviews and that a quick review shall show all information is presented in clear and concise format. The A/E shall submit CD submittals in a single package per the phases and submittals defined in the submittal table.

1.1.5. Design Schedule

1. A/E shall develop and submit a design schedule within 5 business days of NTP. The schedule shall be developed base on the critical path Method (CPM) showing at a minimum the milestones and durations in the table below. A/E shall maintain the schedule to reflect any changes made throughout the design period. A/E shall re-submit the schedule if changes are made. A/E shall develop durations for all items below that do not have durations. Complete design schedule must fall within the period of performance as defined in the SOW.

35 Percent Schematic Design Review Meeting

* Duration defined by A/E in schedule submittal

1.1.6. Submission Requirements for Deliverables

Upon completion of each design phase the A/E shall furnish the required documents in accordance with the Submittal Table below.

All deliverables submitted as PDF files shall be searchable and contain a bookmarked Table of Contents linked to respective sections, title pages, etc. Drawings in PDF shall have bookmarks for each drawing page within a table of contents to allow quick navigation to individual drawing sheets. Specifications in PDF shall have a linked Table of Contents down to the Subpart level (Example Section 23 21 13 Hydronic Piping, Part 1 – General, 1.1 – Description). Each level shall have a respective link in the TOC). All digital files shall be submitted on a DVD. Submittal title pages or DVD labels shall contain at minimum the following; Project Name, Client Name (VA Southern Nevada Health Care System), Contract Number, Project Number, Submittal phase, Name of AE, Submittal Date. Provide hard copies of all submittals per the Submittal Table below.

Submit all 2D design drawings in AutoCAD 2019 (DWG) and Adobe PDF. Submit all BIM files as Autodesk Revit 2019 (RVT).

SUBMITTAL TABLE

ARCH C – 18 inches by 24 inches

PDF, RVT, DWG

Parametric Cost Estimate

PDF, RVT, DWG

3D Model

RVT

ARCH C – 18 inches by 24 inches

PDF, DWG

ARCH C – 18 inches by 24 inches

PDF, DWG

Design Analysis

ARCH C – 18 inches by 24 inches

PDF, DWG

Design Analysis

PDF, DWG

2.1.1. Bid Deducts

A/E shall identify bid deduct items totaling a minimum 10% of the construction cost. Bid deduct items shall be designed so that, if deducts are used to award construction within the approved total project cost, the project remains a stand-alone project and can be activated according to its intended function upon completion.

2.1.2 Stamping of Contract Deliverables

The A/E shall stamp/seal and date construction document drawings and specification as follows:

1. Each deliverable (drawings and specifications) shall have a certified cover document showing for each discipline the name and stamp or seal of the professional who supervised the work, and the date each stamp or seal was affixed; or

2. An electronic equivalent that indicates for each discipline the name, stamp or seal of the professional who supervised the work, and the date each stamp or seal was affixed.

2.1.3 References

The references below provide essential but not all-inclusive references. Refer to individual technical documents in the Technical Information Library for all VA Design and Construction Criteria. The A/E will be responsible for reviewing the guidelines in the TIL and incorporating the applicable criteria into the design and construction documents.

Comprehensive VA design guidelines and specifications can be found at the Technical Information Library (TIL) at http://www.cfm.va.gov/TIL.

Conflicting criteria shall be brought to the attention of the VA Contracting Officer for resolution.

VA Standard Title/Section

PG 18-15: Volume C, A/E Submission Instructions for Minor and NRM Construction Program

Design Manuals PG-18-10: Architectural Design Manual

Design Manuals PG-18-10: Site Development

PACT (Patient Aligned Care Team) Space Module Design Guide

VA BIM Manual Version 2.2

DESIGN AND CONSTRUCTION PROCEDURES PG-18-3 Topics: 01 Codes, Standards and Executive Orders; 02 Drawings; 11 Noise Transmission Control, 12 Future Vertical Expansion

Program Guide PG-18-9: Space Planning Criteria; Chapter 258: Women Veterans Clinical Service

Design Alert - 149: Design for Patient Privacy and Women Veterans’ Health

Manual for Preparation for Cost Estimates and Related Documents for VA Facilities

Program Guide PG-18-1 Master Construction Specifications

Program Guide PG-18-3 Design and Construction Procedures

Program Guide PG-18-4 Standard Details and CAD Standards

Program Guide PG-18-5 Equipment Guide List

Program Guide PG-18-9 Space Planning Criteria and VA-Space & Equipment Planning System

Program Guide PG-18-10 Design Manuals

Program Guide PG-18-12 Design Guides

Program Guide PG-18-13 Barrier Free Design Standard

Program Guide PG-18-14 Room Finishes, Door, and Hardware Schedule

VA Handbook H188 Seismic Design Requirements

VA Sustainable Design Manual

Environmental Compliance Manual (PG-18-17)

2.2 SCOPE AND COST LIMITATIONS

The completed design will not exceed the construction cost limit of $10,000,000. The A/E shall be responsible for design of the project within the funding limitations. If any criteria provided to the A/E prevents them from meeting the cost limitations, the A/E shall notify the Contracting Officer immediately. The A/E shall list the criteria and explain the negative impact on the design cost.

2.3 CONSTRUCTION ESTIMATE REQUIREMENTS

A/E will provide a ``cost estimate as defined in the submittal table. The cost estimate at the SD phase may be a Parametric estimate. Cost estimates at each DD phase shall be progressively more detailed through addition of Level 2 (Group Element) and 3 (Individual Element) line items within the Uniformat II Work Breakdown Structure (WBS). Separate cost estimates shall be developed for each bid deduct item. Cost estimates at Construction Document phase shall be developed from most of the Level 4 (Assemblies) items under the Uniformat II WBS.

2.4 CONSTRUCTION SCHEDULE REQUIREMENTS

A/E shall provide an estimated construction schedule at each phase per the submittal table. The schedule shall be task oriented, indicating the number of calendar days, after Notice to Proceed, by which milestones are to be achieved. The critical path Method (CPM) shall be used to generate the construction schedule. The schedule will clearly show the critical path for the overall estimated completion of construction. The schedule, as a minimum, shall show the milestones in the table below.

Grade Site - Building Pad

X

Under-slab Utilities

X

Slab on Grade

X

Roof Frame - Deck

X

Roofing

Exterior Walls and Windows

Interior Walls - Framing

X

Permanent Power

X

Wall Finish

Mechanical/Electrical Rough-in

X

Pluming

Mechanical/Electrical Above Ceiling

X

Flooring

X

Doors - Hardware

X

HVAC - Ducting

Ceiling Finish

X

Finish Paint

X

Mechanical/Electrical Systems

Site Work - Utilities

X

HVAC TAB

Landscaping

X

2.5 CONSTRUCTION PERIOD SERVICES

A/E shall provide the following services during the construction period of this project:

1. Review of Construction Contractor Submittals: A/E shall review all material submittals, shop drawings, test reports, and any other items requiring review in the construction package specifications. Reviews shall be completed, and submittals returned to the VA COR within 10 calendar days from the A/E's receipt of the submittal.

2. Review of Requests for Information (RFI), Change Orders, and Costs: A/E shall provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. RFI response time shall be 10 calendar days from the A/E's receipt of RFI.

3. Site Visits: Site visits shall be made only by registered architects and engineers familiar with the project based on the table below. A/E shall summarize each site visit in a report covering details of inspections conducted, issues found, and recommendations to address issues.

Pre-Construction Conference

Periodic Site Visits by Structural, Mechanical, Electrical, Architectural, Civil staff to inspect critical milestones related to respective disciplines.

HVAC Commissioning

Pre-Final Inspection

Final Inspections

4. A/E shall develop As-built drawings based on red-line drawings from the construction contractor.

2.6 DESIGN QUALITY ASSURANCE/QUALITY CONTROL

To reduce design errors and omissions, the Design team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

After receipt of Notice of Award, the Design team shall submit a QA/QC plan describing each task that will be taken during development of the various design submission packages of the project; name of Design team member responsible for QA/QC for Contracting Officer approval. Each task shall be initialed and dated by the responsible Design team member.

The QA/QC shall also cover the construction phase of the project and accompany the 100% final design document submittal package.

(QA/QC) plan:

a. Submit and maintain a Design Quality Control (DQC) Plan as an effective quality control program which assures that all services required by this contract are performed and provided in a manner that meets professional architectural and engineering quality standards. As a minimum, all documents must be technically reviewed by competent, independent reviewers identified in the DQC Plan. The same element that produced the product may not perform the independent technical review (ITR). Correct errors and deficiencies in the design documents prior to submitting them to the Government.

b. Include the design schedule in the master project schedule, showing the sequence of events involved in carrying out the project design tasks within the specific Contract period. This should be at a detailed level of scheduling enough to identify all major design tasks, including those that control the flow of work. Include review and correction periods associated with each item. This should be a forward planning as well as a project monitoring tool. If the schedule is changed, submit a revised schedule reflecting the change within 5 business days. Include in the DQC Plan the discipline-specific checklists to be used during the design and quality control of each submittal. Submit at each design phase as part of the project documentation these completed discipline-specific checklists. Design Review Checklists are located on the TIL website under the PG-18-15 Minimum Requirements for A/E Submissions.

c. Implement the DQC Plan by a Design Quality Control Manager who has the responsibility of being cognizant of and assuring that all documents on the project have been coordinated. This individual must be a person who has verifiable engineering or architectural design experience and is a registered professional engineer or architect. Notify the Contracting Officer, in writing, of the name of the individual, and the name of an alternate person assigned to the position.

2.7 SITE INVESTIGATION DATA

2.7.2 Topographic Survey

A/E shall follow requirements of pg-18-10 Site Development Design Manual for survey requirements.

2.7.3 Geotechnical Investigations

Upon request the Government will furnish the A/E with the original geotechnical report that was completed for design/construction of the main hospital buildings. This document is for reference only and to assist the A/E in developing the project.

The A/E shall be responsible for conducting all geotechnical investigations required to determine the existing soil conditions of the selected site and to incorporate those findings into the design. The resulting report, to include findings and recommendations, shall be included in the design narrative and shall be used in the design of footings, foundations and any other item that may depend upon the soil conditions of the site for its integrity.

2.7.4 Drainage

Upon request the Government will furnish the A/E with a campus wide drainage study. This document is for reference only and to assist the A/E in developing the project.

2.8 PROJECT MEETINGS

The A/E shall attend the following meetings. The meetings will be held at the VA Las Vegas campus.

1. Design Kick-off meeting (Kick-off meeting shall be held within 5 business days of Schematic Design NTP)

2. Mini-charrette 1

3. Mini-charrette 2

4. 35% Design Review Meeting

5. 65% Design Review Meeting

6. 95% Design Review Meeting

A/E shall schedule weekly design meetings. Design meetings shall be held via teleconference. The A/E shall record minutes for all conferences and meetings. The minutes shall be sent to all attendees within 3 business days of meeting for review and comment. The A/E shall incorporate comments, finalize meeting minutes, and send final minutes to all attendees within 5 business days of respective meeting or conference.

2.9 PERIOD OF PERFORMANCE

The Period of Performance will begin upon issuance of a Notice to Proceed from VA Contracting. The project requires all tasks defined within this SOW be completed within 270 calendar days after NTP

3 REFERENCE MATERIALS

The government will provide the following materials to the contractor for reference during the design phases:

VA Warehouse Consolidated Study for Las Vegas HCS

Las Vegas, NV

Notes:

1. These designs will be in Design Development during the Schematic Design phase of the Construct Security Dispatch, Storage Distribution to Meet Physical Security. The Design Development submittal packages of these projects will be provided to the Construct Security Dispatch, Storage Distribution to Meet Physical Security A/E once they are reviewed and approved by VA.

4 PRICING

The A/E shall provide a fee for the required services using the format applicable to the Request for Proposal document issued by the Government Contracting Officer.

The contractor will describe how they will structure a team, the approach to manage and accomplish the work, and list professional experience of team members to include a Project Management Plan.

5 GOVERNMENT REVIEWS

The government requires 10 business days to review and respond to submittals and RFIs unless otherwise modified by this SOW.

5.1 Hours of Operation and Holidays

Normal duty hours are 8:00 AM – 4:30 PM, Monday thru Friday not including standard Federal Holidays. Federal Holidays can be obtained on OPM’s website (www.opm.gov). All work performed shall be coordinated and scheduled thru the COR. Any off-duty work must be coordinated with the COR at least 2 weeks prior to the work taking place.

5.2 VA Security Requirements for Contractors and Subcontractor Employees

a. All contractor’s and subcontractor’s personnel shall be subject to VA Directive 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, Federal laws, regulations, standards, and VA Handbooks like VA personnel regarding information and information system security.

b. Non-Personal Identity Verification (PIV) Card requests shall be submitted to VA COR (Contracting Officer Representative) by the contractor. Request submission is the contractor’s responsibility to properly fill out the documents identified below. These documents will become a package for submission of Non-PIV Card application.,

1. VA Fingerprinting form

2. Declaration for Federal Employment (OF306), if there are any questions that were answered “yes” on item 9-13 on this form, fill out the appropriate addendum and include in the package.

3. Authorization for Release of Information (VA Form 0710)

4. Self-Certification of Continuous Service

5. Contractor Background Investigation Request

c. Non-PIV Card process may take 30-45 days, depending on the contractor’s personnel background check, Special Agreement Check (SAC). SAC is an automated records check conducted by the Federal Bureau of Investigation in collaboration with the Office of Personnel Management (OPM).

d. Non-PIV Card Applicant is subject to National Agency Check with written Inquiries (NACI) conducted by OPM. This investigation covers a period of 5 years and a review of current records in the OPM Security Investigation Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and FBI fingerprint check as well as written inquiries from previous employers and references on the application for employment. It is used for Non-sensitive or Low Risk positions in VA.

e. Once all documents are completely and properly filled out, hand carry and submit to VA COR. Do not send completed forms through email due to Personal Identifiable Information.

f. VA COR will then provide all documents to Engineering Service’s VA PIV Sponsor/Manager to initiate the Non-PIV process.

g. PIV Sponsor/Manager will notify each applicant when to proceed for fingerprinting appointment.

h. Each applicant shall be fingerprinted at VA Southern Nevada Healthcare System’s PIV Office, located first floor in Building 6 (Administration Building), 6900 N. Pecos Road, N. Las Vegas, NV 89086. Each applicant shall sign in at the Security Desk.

i. VA COR or PIV Sponsor/Manager will provide status of each applicant’s Non-PIV Card.

j. Non-PIV Card is critical for the construction start date, as the contractor’s personnel without Non-PIV Card may result with a restricted, limited, or no access to the job site. See attached blank forms/documents that is required for submission of Non-PIV Card application for each of contractors/sub-contractors

6 INNOVATION

Requirements indicated are not intended to limit innovative service delivery of the Contractor. The government will consider variations from the Statement of Work, if the proposed change is within the schedule and budget limitations, meets the objectives for the project, and results in an improved outcome. The government must approve all proposed changes in the Statement of Work.