Attachment 1 - Statement of Work.doc

December 2020 635-418 Replace Friendship House

Statement of Work (SOW) for Professional Design Services

Oklahoma City Department of Veterans Affairs Medical Center

921 NE 13th St Oklahoma City, Oklahoma 73104 Project Title: Replace Friendship House

VA Project Number: 635-418

SCIP: VHA19-635-2016-28929

The Department of Veterans Affairs, Veterans Health Administration (VHA), hereafter referred to as the “VA”, “VAMC”, or the “Government”, has a requirement to demolish and replace the Friendship House, an Inpatient Residential Rehabilitation facility, hereafter referred to as the “Project” at the VA Medical Center (VAMC) in Oklahoma City, Oklahoma. The Architect and Engineer (A/E) team responsible for the design will hereafter be referred to as the “Contractor”.

SCOPE OF WORK

Replace VA owned Friendship House with new construction due to building and infrastructure age, deterioration of structure and systems (FCA score of F), inefficiencies, lack of handicap ADA standards, and lack of fire code NFPA 101 standards which forced occupancy limit to be capped at 16 beds (inspected by FP&C Consultants).

Demolish approximately 6892 square feet of existing house and approximately 4674 square feet of existing shop building and construct approximately 11,566 square feet of new facility accommodating minimum 24 beds, including storage/warehouse space on the existing Friendship House property. This can be two-story construction consisting of mainly living area and kitchen on the first floor and bedrooms/common room on the second floor. Work includes site landscaping, site preparation, and a parking lot for ten cars with one handicap spot.

The anticipated cost of construction is $7,200,000.00 which cannot be exceeded. Reference FAR 36.609-1 for the Contractor’s responsibility to design within the funding limitations. Reference FAR 36.609 for the Contractor’s responsibility for design errors or deficiencies.

The Contractor shall ensure that space layout complies with the current VA Space Planning Guidelines for Small House Model design which can be found at https://www.cfm.va.gov/til/dGuide.asp, and the Small House Model Space Planning Criteria which can be found at https://www.cfm.va.gov/til/space.asp. The Contractor’s design shall incorporate sustainable design methodology and comply with the VA Sustainable Design and Energy Reduction Manual as can be found at http://www.cfm.va.gov/til/ and the VA Directive 0055 for VA Energy and Water management Program. The Contractor’s Project design shall have the ability to attain VA sustainable building requirements. Contractor shall ensure that its Project design include renewable and innovative energy systems where possible. Mechanical, plumbing, electrical, medical gases, and fire and life safety systems will meet current codes and standards. All structures and utilities will be designed to meet VA’s criteria as detailed in its Physical Security Design Manual for VA Facilities, Life-Safety Protected and Mission Critical Facilities as applicable. The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), the Americans with Disabilities Act (ADA) and PG-18-13 (Barrier Free Design Guide) in all areas.

The Contractor shall ensure that it will provide services to accomplish additional Project-related tasks, such as site analysis and field verification of existing conditions that will be interfaced with for this Project.

Contractor shall closely coordinate the design with all trades and use parametric Building Information Modeling (BIM) in developing this design. The VA BIM Standard BIM Manual V2.2 is available in the VA’s Technical Information Library: https://www.cfm.va.gov/til/projReq.asp.

Contractor shall place emphasis on cost and scope management. An estimate of construction cost based on level of design detail will be required at each design phase. Refer to the appended A/E Submission Instructions for Minor and NRM Construction Program (VA Guide PG-18-15) for minimum deliverable requirements at each phase. Also include any other submittal requirements detailed in this SOW.

Program for Design

General Requirements:

· The Contractor shall be responsible to verify all existing conditions. Review VA’s as-built and historical drawings, however existence and accuracy of as-built drawings is limited for the original facility. All drawings are provided as a courtesy verification of accuracy is the responsibility of the awardee A/E Contractor.

· The project design will be fully functional and not dependent on any other Station Level, NRM or Minor project.

· Architect shall provide full equipment layout and furniture layout, design and selections.

· The designer shall prepare a Space and Equipment Planning System (SEPS) plan, Equipment and Furniture Plan and Layout, and Furniture Equipment Lists, suitable for activation of the space.

· Security requirements shall be in conformance with VA Handbook 0730/2, Security and Law Enforcement.

· Identify alternatives for a minimum of 10% of the construction cost that can be taken as potential bid deducts in the event construction bids received are higher than anticipated. The alternates must be designed so that, if required to award the bid within the approved total project cost, the project remains a stand-alone project and can be activated according to its intended function upon completion.

Site Layout and Utilities:

· The new building will impact existing utilities and these utilities may need to be relocated as part of this project. Contractor to verify the location of all utilities.

· The addition shall connect to the existing utilities. Contractor shall verify the size and capacity for the additional demands on the existing systems.

· Access roads and parking areas may be impacted as a result of this project. Contractor will design any modifications to access roads or parking areas. Designs shall follow minimum standoff distances in accordance with the VA Physical Security Design Manual.

· The design shall consider any ADA or accessibility issues. Provide accessible sidewalks to all building exits.

· The new facility shall incorporate provision for Lightening protection.

Design of the Project shall consider the following items:

· During the Pre-Design phase, the Contractor shall coordinate with VA Staff to obtain accurate and up-to-date information on the existing facility, space planning requirements, and associated Departmental needs.

· Contractor shall provide graphical mockups for typical resident rooms for VA review and approval. Mockup shall include location of all furniture and equipment.

· The Contractor shall have an Acoustic Consultant as part of the design team. The space and systems (especially mechanical) shall be designed for Noise Transmission Control. Special consideration will be given to reducing noise transmission or vibration travel from the mechanical spaces to adjacent occupied areas.

OTHER PROFESSIONAL SERVICES

Site and Topography Survey

The contractor shall conduct a ground based topographic survey. Survey limits set by the boundaries noted on the project site campus plan. During the Request for Proposal period the VA will provide a site plan indicating the area to be surveyed.

The survey will include the following:

a. Location and description of existing improvements, within and immediately adjacent to the site and identify them on the boundary line map prepared for this project.

b. Tree survey within the project limits locating the tree base both horizontally and vertically and measurement of the diameter. The tree type and diameter shall be shown on the survey.

c. Location of all Buildings, utilities, drives, sidewalks, and significant features.

Geotechnical Survey

The Contractor shall perform a geotechnical field exploration and laboratory testing program to obtain information on subsurface conditions to evaluate the geotechnical aspects of the project. The scope of the services performed shall include:

a. Compiling and reviewing available geotechnical and geologic data pertinent to the project vicinity to identify subsurface soil, rock and groundwater conditions on the site to the depths that would be required in accordance with the proposed footing and foundation design.

b. Conducting a field exploration and laboratory-testing program to supplement the available information on subsurface conditions.

c. Preparing a report of the results of the geotechnical field exploration, laboratory testing program, discussion of the geotechnical issue and geotechnical recommendations. Regarding earthwork, including grading and excavation, backfilling and compaction, the treatment of in-place soils for the support of foundations, pavement and identification of possible construction issues.

Utility Survey

The Contractor shall provide the necessary professional services to conduct a site utility survey to identify all above and below ground utilities in the vicinity of the subject project. An analysis of the capacity of the existing utilities to serve the buildings associated with the new project shall be performed. The result of the study shall be a comprehensive report that reflects current system capacities and conditions that may influence the facility and proposed construction.

The consultant shall conduct a study of the following systems:

a. Electrical distribution and loading

b. Current Site feeder capacity and site transformer capacity

c. Emergency power and condition of equipment

d. Emergency power capacity

e. Utility tunnel spare capacity

f. Chiller systems and capacities

g. Heating water systems and capacities

h. Sanitary flow increases and impact to local utility system – city system capacity, connection requirements, etc.

i. Water Supply/Fire Flow Requirements

j. Storm Sewer increases and impact to local utility system – city system capacity, etc.

k. Others as identified during the study

Energy Efficient and Sustainable Design, Guiding Principals The Contractor shall provide services to meet the requirements of the Energy Policy Act (EPACT) of 2007, and the Federal Guiding Principles for High Performance Sustainable Buildings. Apply sustainable design principles from both Green Globes and LEED into the new construction design. This project will not be seeking LEED certification. Reference the current VA Sustainable Design Standards here: https://www.cfm.va.gov/til/sustain.asp.

The following are the required A/E deliverables to support the sustainable design effort and are based on the federally mandated Guiding Principles:

1) Background Research Analysis

i. Current Report of the Dynamic Cost Model

ii. Report of Federal Mandates Kick-Off Meeting & background Research Analysis Results

2) Optimize Energy Performance

i. Project Energy Models

ii. Define Distributed Generation Systems and Renewable Energy Goals

iii. Report on Use of Energy Star Products

iv. Metering

3) Protect and Conserve Water

i. Report on Reducing Indoor Water Use

ii. Report on Reducing Outdoor Water Use

iii. Water for the Reduction of Energy

iv. Water Efficient Products

4) Enhanced Indoor Environmental Quality

i. Day lighting Plan

5) Reduce Environmental Impact of Materials

i. Report on amount of recycled and Bio-based content used

ii. Report on Construction Waste Recycling

Physical Security Consultant

Provide the necessary services of a physical security consulting engineer. The consultant shall provide the following to the design team:

1. Review Physical Security Design Manuals as applicable for mission critical facilities and life safety plus facilities at https://www.cfm.va.gov/til/spclRqmts.asp#PHS

2. Provide a design narrative to document the fundamental design assumptions.

Executive Overview Presentations The Contractor shall prepare and deliver a presentation to the VA’s designated personnel at the completion of each design phase as requested by the contracting officer. These presentations will take place at the VA Medical Center. This presentation shall include all visual aids necessary to describe the status of the design project for each phase of design including, but not limited to, large format presentation boards, power point slides, renderings (elevations and perspective views), and 8 ½” x 11” copies of all materials presented.

Construction Period Services

The Contractor shall provide construction period services during the construction of the project. These services shall include but not be limited to the following:

· Construction administration support

· Submittal review and tracking

· RFI responses and tracking

· Review of change orders and preparation of plans, details, supplemental specifications, and cost estimates to support the change.

· Monthly construction inspections (Architectural, Civil, Mechanical, Plumbing, Electrical)

· Participation in weekly construction progress and planning meetings

· Final inspection and punch list preparation.

· Preparation of As-built record drawings

Coordinating with Commissioning Agent

The VA may hire a 3rd Party Commissioning Agent who shall provide services during design and construction for new HVAC, Electric Systems, Electronic Systems, Building Management Systems, Fire Sprinkler Systems, Domestic Water Distribution and Plumbing Systems installed or modified. The Contractor shall coordinate with the Commissioning Agent as required and respond to review comments provided by the Commission Agent at each phase of the design.

CODES, STANDARDS AND EXECUTIVE ORDERS

Follow the latest edition of codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

· VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

· PG-18-1

Master Construction Specifications

· PG-18-3

Design and Construction Procedures

· PG-18-4

Standard Details and CAD Standards

· VA BIM Manual V2.2

· PG-18-5

Equipment Guide List

· H-18-8 VA Seismic Design Handbook

· PG-18-9

Space Planning Criteria

· PG-18-10

Design Manuals (by discipline)

· PG-18-12

Design Guides (graphical, by function)

· PG-18-13

Barrier Free Design Guides

· PG-18-14

Room Finishes, Door, and Hardware Schedules (consult COR for local standards)

· PG-18-15

Minimum Requirements for A/E Submissions

· PG-18-17

Environmental Compliance Manual

· H-7545 VA Cultural Resource Management

· Small House Model Design Guide

· VA Handbook 0056, Sustainable Building Program

· VA Directive 0056, Sustainable Building Program

· VA Directive 0055, VA Energy and Water Management Program

· NFPA 101 Life Safety Code

· NFPA National Fire Codes

· International Building Code (IBC) and all other International Code Series (IPC, IMC, IECC, IFGC, etc.) when applicable or referenced in VA Design documents/ guides.

· Occupational, Safety and Health Administration (OSHA) Standards.

· National Electrical Code (NEC)

· Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1.

· ASME Code for Pressure Piping

· Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, Barrier Free Design Guide (PG-18-13)

· Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318)

· Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

· Energy policy Act of 2007 (EPAct)

· DOE Interim Final Rule: Energy Conservation Standards for New Federal, Commercial and Multi-Family High-Rise Residential Buildings and New Low-Rise Residential Buildings, 10 CFR Parts 433, 434 and 435.

· Federal Leadership in High Performance and Sustainable Buildings: Memorandum of Understanding (MOU)

· Executive Order 13834: Efficient Federal Operations

· The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification.

· Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1- 2013.

· Safety Standard for Refrigeration Systems – ASHRAE Standard 15 – 2016.

QUALITY ASSURANCE/ QUALITY CONTROL (QA/QC)

Contractor QA/QC of Design:

The Contractor shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Two (2) Weeks after the NTP: The Contractor shall submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

2. 95% Submittal: The Contractor shall submit the completed QA/QC Plan along with the latest marked‑up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed. The design should essentially be complete at the 95% Submittal, awaiting final VA review and comments.

Contractor QA/QC of VA Review Comments:

The VA Engineering department will provide formal submittal review comments on the design/ narrative/ specifications at the 35%, 65%, and 95% deliverables. The Contractor shall review and respond to those reviews per the QA/QC process guidelines at the 65%, 95%, and 100% deliverables. The QA/QCed documents will be a required part of the submittal at each of these deliverables, the design package will not be accepted without them.

This is a two-person QA/QC process for the Contractor. The “RESPONDER” and the “BACK CHECKER” may not be the same individual, the “BACK CHECKER” must be a senior staff member of the “RESPONDER”.

Responsibilities of the “RESPONDER”:

· Review the Oklahoma City Engineering Department Review comments (either redlined on a plan/ document or provided in the format of a list).

· Comments that the Contractor agrees with are to be incorporated into the plans/ narrative/ specifications for the next deliverable and highlighted by the “RESPONDER” in GREEN.

· Comments that the Contractor does not agree with are to be commented on in BLUE expressing why the Contractor does not agree with the VA review and why the review comment was not incorporated into the next deliverable.

Responsibilities of the “BACK CHECKER”:

· After the “RESPONDER” has completed their review and incorporated all the revisions into the revised plans/ narrative/ specifications, the “BACK CHECKER” is to review the QA/QCed documents against the revised documents.

· For comments highlighted in GREEN by the “RESPONDER”, put a blue check mark next to the highlighted comment, verifying it has been incorporated.

· For comments in BLUE provided by the “RESPONDER”, put a blue check mark next to the comment indicating concurrence.

On each sheet/ page of the review comment document provided by the VAMC, the Contractor shall digitally place the “Design Team QA/QC Stamp” and complete per the example below.

DEADLINES AND DELIVERABLES

During the Conceptual Phase, the Contractor shall conduct a Design Charette with the VAMC Integrated Project Team (IPT) with representatives from all departments relevant to the Project. A preliminary Space and Equipment Planning System (SEPS) plan will be provided to the Contractor detailing identified space requirements. The Contractor shall work with the Government to identify and finalize space and departmental requirements for the design.

The conceptual review material shall be a result of the Design Charette which will include a refined SEPS plan, and a preliminary floor plan indicating functional relationships of the required spaces, and a preliminary plan indicating the footprint of the addition and extent of renovation area.

Upon completion of the design documents, the Contractor shall assist the Government in preparation of bidding documents for construction. This includes, but is not limited to, preparing a bid tabulation broken down by division and major scope items that will be included with the solicitation and completed by the Construction Contractor. This bid tabulation will enable better analysis of contractor’s bid pricing to aid in determining fair and reasonable pricing.

Deliverable Materials

a. Prepare drawings for review submittals, bidding and construction in accordance with instructions in A/E Submission Instructions for Minor and NRM Construction Program (VA Guide PG-18-15).

b. At each deliverable detailed below, submit review drawings on bond paper, one copy of full-size drawings, one copy of half size drawings, two bound copies of narratives/ reports/ cost estimates, one bound copy of specifications, and one standard format CD with digital copies of all review documents. Digital copies of files may be electronically transferred if coordinated with the COR. The required QA/QC documents may be provided digitally.

c. Submit final construction drawings (100%) on bond paper, two (2) copies of full-size drawings, one copy of half size drawings, two bound copies of narratives/ reports/ cost estimates, one bound copy of specifications, and one standard format CD. The required QA/QC documents may be provided digitally. The CD of electronic copies shall contain project drawings in .dwg and .pdf files of each drawing individually and combined PDF sets of not more than 50 Mb in size. The BIM model for the project shall also be included. Project Manual document in .doc and .pdf files of each project manual document or specification section and combined PDF sets of not more than 50 Mb in size. Each CD will be labeled as to station #, project #, date, etc.

d. Electronic files shall conform to National CAD Standard and VA Application Guide.

PROJECT DELIVERABLES

TIMELINE

(Contractor shall submit a CPM schedule

(Number of Days in Phase/ for design delivery that aligns with these dates) Calendar days after NOA

PRE-DESIGN SUBMITTALS

30 / 30 Days after NOA

· QA/QC Plan

· Site Survey, Geotechnical, and Utility Studies

CONCEPTUAL PHASE

30 / 60 Days after NOA

· Conduct Design Charette with the VA Integrated Project Team (IPT)

· Deliver Conceptual Review Material to VA

· On-site Meeting to Review Conceptual Design Material with VA

SCHEMATICS PHASE (35% Submittal)

45 / 105 Days after NOA

· Deliver Schematic Review Material to VA

· On-site Meeting to Review Schematic Design Material with VA

· Government Submittal Review – 14 Days

DESIGN DEVELOPMENT (DD) PHASE (65% Submittal)

45 / 150 Days after NOA

· Deliver Design Development Material to VA and Contracting Officer not later than 30 Days after approval of Schematics Phase Submittals

· On-site Meeting to Review Design Development Material with VA

· Government Submittal Review – 14 Days

CONSTRUCTION DOCUMENTS (CD) PHASE (95% Submittal) 45 / 195 Days after NOA

· Deliver Construction Document Material to VA and Contracting Officer not later than 30 Days after approval of Design Development Submittals Review

· On-site Meeting to Review Construction Document Material with VA

· Government Submittal Review – 14 Days

FINAL FOR-CONSTRUCTION DOCUMENTS (100% Submittal) 30 / 225 Days after NOA

· Deliver Final Construction Document Material to VA and Contracting Officer not later than 15 Days after approval of Construction Document Submittals Review

CONSTRUCTION PERIOD SERVICES

(As-built Drawings, Construction Administration support, bid tour, construction meetings, etc.)

· Anticipated length of Construction is 12 to 18 months with 3 months for solicitation of construction contractor.

· Deliver Final As-built Materials to VA and Contracting Officer not later than 30 Days after Substantial Completion of Construction Contract “The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her 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 Request for Proposals for anticipated changes.”

Contract Deliverables Review, Acceptance, Rejection durations and process

The Government shall have twenty (20) calendar days to review each of the above stated deliverables, unless otherwise noted, for Government’s acceptance or rejection. Should the Government reject any deliverable, the Contractor shall resubmit the rejected deliverable to the Government within 7 days of the Government’s notice of rejection for Government’s second review. Should the Government determine to reject any deliverable a second time, it will issue the Contractor a cure notice requesting the Contractor’s corrective action plan prior to taking any termination for default action under this Contract.

Travel

The contractor shall not charge travel costs to the Government.

Federal Legal Holidays:

The following Federal legal holidays are observed by this facility:

New Year’s Day

January 1

Martin Luther King’s Birthday Third Monday in January

President’s Day

Third Monday in February

Memorial Day

Last Monday in May

Independence Day

July 4

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veteran’s Day

November 11

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25

ATTACHMENTS

FRIENDSHIP HOUSE-Preliminary Designs FINALCONCEPT