Attachment 2 - SOW.docx

679-316 The Cottages, Phase 3 - page 2

“A/E- The Cottages, Phase 3” Project No. 679-316

PART I - SCOPE OF WORK:

OVERVIEW:

· The Architect – Engineer (A/E) team, including architects, engineers, surveyors, and professional consultants shall provide design services for the development of specifications and drawings to construct a new 20 Bed Cottage for the Tuscaloosa Veteran Affair’s Medical Center (VAMC). This single floor approximately 19,000 square foot Cottage will be governed by the Veteran Affair’s (VA) Small House Design Guide and be eventually staffed by the Geriatric and Extended Care service. This Cottage will be integrated into the existing Cottage system at the Tuscaloosa VAMC. The architectural style will mimic the existing Cottages to create a cohesive community. The intention of this project is to construct a building that is “modular” in the fact that it has a central area that can eventually support additional wings/beds beyond the initial 20 beds. The building will also enhance the existing Cottages abilities to serve the patient population. This design shall follow all applicable Federal guidelines, all applicable law, and applicable codes and standards. This design will include but not be limited to the following disciplines: Architectural, Civil, Communications, Electrical, Fire Protection, Interior Design, Mechanical, Plumbing, Structural, Landscaping etc.

· VA estimated construction cost: $13,826,000

· A/E completion date: FY23

· NOTE: Department of Veterans Affairs "as-builts" are not up to date and must be field verified. A/E will take minutes of all design review meetings and provide the Department of Veterans Affairs with a copy in 3 working days of meeting. Department of Veterans Affairs assumes no responsibility for the correctness of the current “as-builts”.

PART II SCHEMATIC/PRELIMINARY DESIGN

GENERAL NOTES

· Before design work is to begin, the A/E is to conduct a thorough site survey. The A/E is to develop a list that summarizes the VA’s Small House Design Guide requirements. The A/E is to organize several Charettes that will be held to establish the exact wants and needs of the facility. After an option is chosen from the Charette Phase, the A/E will begin the drafting of the 35% documents.

· Preliminary design concept submission will be required, and an initial meeting to determine general scope for 35% submission will be planned. (See requirements for 35% submission below).

· After submission of the 35% documents to the VA, A/E is expected to continue work as thoroughly as possible until the VA returns their comments. Work on the design should not cease during the review period.

· If the State Historical Preservation Office (SHPO) needs to be consulted, A/E and the Tuscaloosa VAMC will be in regular communication with SHPO. SHPO is required to respond officially within 30 days of reception of letters. The A/E shall account for the stated timeframe within their scheduling. Communication with SHPO may be more than what is listed in this Scope Of Work.

· The A/E shall provide a metric of tracking their work and provide it to the COR.

· Reference VA program guide H-08-15 AE Submission Requirements for specs, drawings, and estimate.

Scope Clarification Period (Preliminary)

1. The A/E is to develop a list that summarizes the VA’s Small House Design Guide requirements. This list will be distributed to the Charette participants in order to help clarify requirements to non-technical staff. This list should consist of approximate square footages required, square footage suggested, key technical requirements (emergency power, certain finishes, etc.), and anything that would not be obvious to a non-technical staff member. This list should be created before the first Charette.

2. The A/E is to perform a site survey of the suggested location. This shall identify utility locations within the suggested location’s physical space. This survey shall also extend to any utility that will need to connect to the new Cottage from the existing campus. These utilities may include but are not limited to the following: sanitary, storm water, domestic water, fire suppression water, fire alarm, communications, steam and condensate, etc. All existing conditions shall be identified and incorporated into the contract documents. Provide impact statements in regards to relocation of utilities, system modifications, and functions.

3. The A/E is to organize several Charettes that will be held to establish the exact wants and needs of the facility. The first Charette shall occur after the A/E has developed the list of essential VA’s Small House Design Guide requirements. There shall be as many Charettes as necessary to develop the following: allocation of space, necessary equipment, necessary utilities, Physical Security Design requirements, Geriatric Extended Care requirements, Information Technology requirements, etc. VA services to be included in the Charettes are as follows: Geriatric Extended Care (GEC), Engineering (Projects, Interior Design, HVAC, Plumbing, Electrical, Maintenance, Grounds), Office of Information Technology (OIT), Police, Executive Leadership Team (ELT), Safety, Women’s Health, Therapy (Physical, Kinesiology, etc.), Pharmacy, Safe Patient Handling, Infection Control, Nutrition, Patient Safety Manager. This list is not inclusive. The Charettes shall involve every group listed or suggested during the meetings. Each Charette meeting does not have to include all the listed services, but all services shall be consulted. To ensure the Charettes are more productive, the A/E, with the VA’s assistance, shall develop primers/questions for the participants that shall be delivered to the participants in advanced. The goal will be to ensure adequate time for the participants to develop their needs. The A/E will then generate a report detailing the Charettes and distribute it to the participating services.

4. If necessary, architect to provide preliminary architectural designs for coordination with the VA’s end users. These designs shall be used in a Charette meetings with the end users to determine specific requirements. 35% documents should incorporate these requirements within reason.

5. Discuss/develop list of equipment relocation’s, salvage, and new installations.

6. Provide input for determining which type of bidding process the VA should use i.e. competitive, 8a set aside, competitive 8a bid, etc. Future estimates for construction shall be based on selected bid process.

7. A preliminary Cost estimate shall be developed from information gathered during the survey, Charettes, VA’s Small House Design Guide requirements, and Bidding requirements.

8. After all preliminary information has been gathered, the A/E shall hold a scope confirmation meeting with the Engineering team, GEC, ELT, OIT, and Safety. This meeting will develop or confirm the scope that will be developed in the 35% documents.

9. The A/E shall develop and submit a letter of intention to the State Historical Preservation Office (SHPO). SHPO letter shall include an overview of the project with details about the purpose and scope of the project. This letter will show the location of the project on the Tuscaloosa Campus compared to the historic district and give an overview of the architectural design intentions. This may include any preliminary documents developed during this phase.

DESIGN REVIEW SUBMISSION REQUIREMENTS (35% REVIEW)

1. Develop the following 35% Package:

a. A list of Specification Sections for Construction Documents.

b. 50% architectural drawings showing room and space layouts, typical architectural details. It shall incorporate any SHPO comments as agreed upon by the Tuscaloosa VA.

c. Preliminary site plan.

d. Preliminary single line construction drawings showing equipment layouts, schedules showing general information, schematics, general details and notes, and any other information necessary to assess that the AE team and VA agree on the project requirements.

e. Preliminary cost estimate that incorporates 10-20% bid deducts

2. Deliver 35% Packages consisting of all documents in physical and digital form (PDF) to the Tuscaloosa VAMC – (2 paper copies, only half size drawings (18”x24”). The Tuscaloosa VAMC will then distribute the digital copies to the following for review.

a. VA Central Office of Capital Asset Management (OCAM)

b. If necessary, VISN 7 CAM

c. If necessary, SHPO. SHPO package shall include a letter detailing any disagreements with the SHPO’s original comments and show how the 35% conforms to comments that the Tuscaloosa VAMC agrees on. Any disagreements shall include the reasoning why the Tuscaloosa VAMC cannot conform to the comments.

3. After the A/E delivers the 35% preliminary design documents, the A/E shall host a 35% design review with the Engineering team, GEC, ELT, OIT, and Safety.

Part III. Construction Documents DD, and CD

GENERAL NOTES

· Develop construction documents (drawings, equipment specifications, etc.). The development of construction documents will be done in accordance with all VA criteria and construction standards.

· Drawings shall be drafted in such a fashion typical to the Tuscaloosa VAMC and shall be legible in a manner that is clear, concise, consistent, and discernable by any potential contractor bidding on the documents. Drafting styles shall conform to industry standard drafting protocol as much as possible.

· Scale shall be indicated by note and by graphic scale on each drawing. The drawings scales shall be both numeric and metric.

· Plan sheets shall have north arrow indications.

· Section symbols shall note the sheet location of detail involved.

· Details other than standard details shall note the sheet number and drawing location of detailed features.

· Where a portion of a plan or elevation appears on a sheet, a key plan shall be provided to show the location of the portion with aspect to the other portion.

· The relationship of details, plans, elevations and sections shall be indicated by cross-reference.

· Standard abbreviations, identical to any listed in the specifications for the same item, shall be used when possible.

· Equipment capacities, if required shall be carefully delineated to distinguish between new, existing and replacement items or work. All drawings shall be carefully delineated to distinguish between new, existing and replacement items or work.

· All drawings shall reflect the detail and accuracy of the percent design complete. Contract drawings shall be on paper reproducible.

· These specifications shall be developed using VA Master Specs and shall reflect the accuracy and detail of the percent design complete.

· After submission of the 65% and 95% documents to the VA, A/E is expected to continue work as thoroughly as possible until the VA returns their comments. Work on the design should not cease during the review period.

· Drawing scale shall be both US Imperial and numerical. Both dimensions shall be detailed on all drawings.

DESIGN DEVELOPMENT SUBMISSION (65% REVIEW) DD

1. Develop the following 65% Package:

a. A response to the comments brought up during the 35% design review, OCAM review, SHPO review or VISN 7 CAM review. All 65% documents shall incorporate those comments.

b. Pre-Construction Risk Assessment

c. Environmental/Stormwater Impact Assessment

d. Hazardous Waste Assessment

e. Red lined Specification Sections for Construction Documents.

f. 65% construction documents to have fully developed architectural and civil site plans that would only require minor alterations and engineering plans are to be 50% complete with standard details.

g. Cost estimate that incorporates 10-20% bid deducts.

2. Deliver 65% Packages consisting of all documents in physical and digital form (PDF) to the Tuscaloosa VAMC – (3 paper copies, only half size drawings (18”x24”)). The Tuscaloosa VAMC will then distribute the digital copies to the following for review.

a. Third Party Fire Protection and Life Safety review

b. If necessary, VISN 7 CAM

c. If necessary, SHPO. SHPO package shall include a letter detailing any disagreements with the SHPO’s original comments and show how the 65% conforms to comments that the Tuscaloosa VAMC agrees on. Any disagreements shall include the reasoning why the Tuscaloosa VAMC cannot conform to the comments. If disagreement persists with SHPO past the 35%, A/E and Tuscaloosa VAMC shall escalate the concerns to the VA Central Office (VACO) historical office. A/E and Tuscaloosa VAMC shall develop a plan to reach a Memorandum Of Understanding (MOU) with the SHPO without compromising the fundamentals of the design.

3. After the A/E delivers the 65% preliminary design documents, the A/E shall host a 65% design review with the Engineering team, GEC, ELT, OIT, and Safety. Discuss/develop final list of new equipment plan, demolition plan, and hazardous waste removal plans to be incorporated into the 95%.

DESIGN DEVELOPMENT SUBMISSION (95% REVIEW) DD

1. Develop the following 95% Package:

a. A response to the comments brought up during the 65% design review, OCAM review, SHPO review, VISN 7 CAM, Pre-Construction Risk Assessment, Environmental/Stormwater Impact Assessment, Hazardous Waste Assessment, or Third Party Fire Protection and Life Safety review. All 95% documents shall incorporate those comments.

b. Complete Specification Sections for Construction Documents.

c. 95% construction documents should be fully complete to the best of the architect and engineer’s abilities. The construction documents should require only minor alterations to meet the VA’s staff’s needs.

d. Cost estimate that incorporates 10-20% bid deducts.

2. Deliver 95% Packages consisting of all documents in physical and digital form (PDF) to the Tuscaloosa VAMC – (4 paper copies, 3 half size drawings (18”x24”), 1 full size drawing (30”x42”)). The Tuscaloosa VAMC will then distribute the digital copies to the following for review.

a. VA Central Office of Capital Asset Management (OCAM).

b. If necessary, VISN 7 CAM

c. If necessary, SHPO. The A/E shall incorporate the MOU with SHPO into the 95% documents.

3. After the A/E delivers the 95% preliminary design documents, the A/E shall host a 95% design review with the Engineering team, GEC, ELT, OIT, and Safety. 95% documents shall incorporate the responses and suggestions of the Fire Protection and Life Safety review.

CONSTRUCTION DOCUMENTS SUBMISSION (FINAL 100%) CD

4. Develop the following Construction Document Package:

a. A scope of work for the future construction contract.

b. A Construction Risk Report, Environmental/Stormwater Impact Report, and Hazardous Waste Report detailing appropriate mitigation requirements for the construction contractor.

c. A response to the comments brought up during the 95% design review, OCAM review, SHPO review, VISN 7 CAM, or Third-Party Fire Protection and Life Safety review. All 100% documents shall incorporate those comments.

d. Complete Specification Sections for Construction Documents.

e. 100% construction documents should be fully complete to the best of the architect and engineer’s abilities. The construction documents shall require no corrections.

f. Detailed cost estimate that incorporates 10-20% bid deducts.

5. Deliver 100% Packages consisting of all documents to the following locations/entities in physical and digital form (PDF and AutoCAD 2020):

a. Tuscaloosa VAMC – (4 paper copies, 3 half size drawings (18”x24”), 1 full size drawing (30”x42”))

PART IV – DESIGN PERIOD OF PERFORMANCE:

PART V – CONSTRUCTION PERIOD SERVICES:

The A/E will provide construction period services starting after the Final design has been accepted. These services will consist of but are not limited the following:

1. Solicitation/Bid Services

2. Site Visits

a. Below Slab Inspection (MEP)

b. In-Wall Inspection (MEP)

c. Above Ceiling Inspection (MEP)

d. Final Inspection (Full design team)

e. Final Punchlist Verification (Appropriate members)

f. Commissioning

g. 2 extra site visits on an as needed basis. This shall include 4 members of the A/E team each.

3. The A/E will develop a commissioning template during the design to be used during CPS. At minimum it shall consist of the following:

a. Building Envelopes

b. Communications

c. Electrical

d. Emergency Electrical Systems

e. HVAC

f. Plumbing

i. Water Heaters/Boilers

ii. Pumps

g. Lighting

h. Fire Protection Systems

4. Create Submittal Register

5. Submittal Review

6. Request For Information/ Request For Pricing review

a. Technical Evaluation

b. Cost Estimation

c. Construction Document Modification

7. Operations and Maintenance Manual Review

8. Creation of As-Built drawings based of any modifications and the contractors Red Lines. A/E to provide full size Mylars for reproduction after completion of the project and will include all redlined deviations to the project accepted by the A/E VA signatures plus 2 red line copies (1 full size & 1 half size). All files will be provided to the Tuscaloosa VAMC in digital formats also.

PART VI – GENERAL REQUIREMENTS:

· Prior to assignment of any work on-site, the contractor, along with all sub-contractors, shall procure and wear VA issued ID badges at all times. The ID procedure will be discussed at the pre-con meeting.

· Contractor shall not take any photographs or videos without the authority of the contracting officer in writing. Contractor, along with VA personnel, shall discuss work assignments and check-in check-out procedures at the pre-con meeting.

· VA designated employee will escort contractor during work in patient care areas and IT closets.

· Upon completion or termination of the applicable contract(s) or agreement(s), return and/or destroy, at Covered Entity’s option, VA information gathered, created, received, or processed during the performance of the contract(s) or agreement(s). No data will be retained by Business Associate, or contractor, subcontractor, or other agent of Business Associate, unless retention is required by law and specifically permitted by Covered Entity. As deemed appropriate by and under the direction of Covered Entity, Business Associate shall provide written assurance that all VA information has been returned to Covered Entity or destroyed by Business Associate. If immediate return or destruction of all data is not possible, Business Associate shall notify Covered Entity and assure that all VA information retained will be safeguarded to prevent unauthorized Uses or Disclosures.

· Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.