Attachment A - 590-25-101 SOW_Final_16JAN25.docx

Hampton VA Medical Center

Architect Engineer (A/E)

SCOPE OF WORK

Renovate Building 135 Project # 590-25-101

-- Services --

Provide professional Architect/Engineer services to include:

1. Site investigation including permits.

2. Architectural, Civil, Structural, Mechanical, Electrical, Plumbing, Commissioning, Fire Protection, Telecom and Environmental (e.g., soil boring)

3. Environmental survey e.g., lead, asbestos, mold identification

4. Construction drawings and specifications

5. Third party construction estimates

6. Construction period services

6.1. Submission review with recommendations and approvals (e.g., change proposals, Requests for Clarification, product submittals, shop drawings, tests)

6.2. Site visits per VA request

6.3. Update drawings as-built conditions from contractor record drawings, VA correspondence during construction.

6.4. Air monitoring during abatement/remediation

6.5. A/E will respond either by phone, email, or on-site within a two-hour period when requested.

6.6. Final Inspection

7. Conduct Infection Control Risk Assessment (ICRA) in conjunction with VA Safety/ Infection Control staff. See attached VHA Infection Control Risk Assessment template.

-- Project Scope --

GENERAL:

The Architect/Engineer (A/E) shall provide design and construction period services for NRM construction project 590-25-101 Renovate Building 135. The building consists of 26,988SF of administrative space, including the Director’s Suite. The project includes complete demolition of interior architectural finishes (flooring, windows, ceilings, bathrooms, etc.), HVAC system (including ductwork, heating/cooling piping and controls), plumbing, sewer, lighting, electrical power, etc. and complete renovation to bring the spaces up to the latest code requirements and VA design standards. The current 2-pipe heating/cooling system is to be replaced with a 4-pipe system. The existing public address and telecom systems are to remain and modified as necessary to accommodate the renovation. The building structure is to be evaluated and any deficiencies found shall be addressed in the design.

To facilitate construction, the A/E shall incorporate the use of temporary office trailer(s) located on campus. The trailers shall include all utilities including telecom, HVAC, domestic water, sewer, electrical power, etc. The A/E will need to determine where to locate the trailer(s) and where and how the trailer(s) will connect to existing facility utilities. The utility connections shall remain after the trailers are removed from the campus and be designed so they may be re-used in future projects.

Design shall comply with all applicable requirements on the Technical Information Library (TIL) at https://www.cfm.va.gov/til/index.asp. VA guidelines, design manuals and specifications can be found at https://www.cfm.va.gov/til/criteria.asp. Design shall also meet all applicable codes and standards. No deviations from VA TIL, codes or standards requirements will be accepted. If the VA discovers the design does not meet requirements of the TIL, the A/E shall make corrections at their expense (and maintain project completion date) regardless of what stage in the design/development process the deficiency is discovered. If A/E feels compliance is not possible, they must notify the Contracting Officer in writing why compliance is not possible. A/E shall provide any information needed to support their position. Proposed work is located at Hampton VA Medical Center, Building 135.

Design for a construction budget between $10,000,000 and $20,000,000. Completed design shall result in a cost that is within the budget limitations. To ensure this, the A/E shall set up one or more bid deduct alternatives totaling 10% of the construction cost. If the base bid cost exceeds budget and deduct alternates do not bring the project within the construction budget, the A/E shall re-design or take necessary steps to reduce the cost so that budget limitations are not exceeded.

The A/E shall include in his design any environmental permits (i.e. Virginia Pollutant Discharge Elimination System (VPDES)) and ensure proper erosion control measures are also included in the contract documents for construction.

Provide Fire safety systems design to extend and or reconfigure existing systems. Provide complete systems including fire suppression, isolation, alarm, and sensing. Project documents will be approved by a licensed professional Fire Protection Engineer. Fire safety review will include a review of impact on life safety of adjacent spaces and coordination with all drawings including MEP drawings. The fire safety systems design shall include the temporary office trailers, not just building 135.

Utility design. Extend existing systems where feasible. Include telephone, data, TV, public address, PME, storm systems. The A/E shall identify all electrical panels that need to be secured in order for construction contractor to perform their work. Work with VA staff to identify any temporary utilities or equipment that may need to be provided by construction contractor to minimize impact to VA staff and patients. Construction documents shall identify location of all water related isolation valves needed to safely de-energize and drain the lines prior to start of construction work. If special construction methods are required (freezing pipes in order to stop water flow) these shall be noted in the documents.

Hazardous materials investigations. All areas affected by construction will receive a thorough investigation for hazardous materials. A certified industrial hygienist will be retained by the designer to complete all site investigations and testing. The VA will make available existing records. If destructive testing is required, access holes will be provided by the VA as directed by the Industrial Hygienist (IH). The designer shall provide removal/containment documents and cost estimate. Provide air monitoring during investigation.

The A/E shall make a thorough investigation of the existing site for the proper design of the project. Existing conditions shall be determined by verifying information from field investigations and any documentation that may be available. A survey shall be conducted to obtain sufficient information to permit designers to develop a detailed cost estimate and schematics. The entire Veterans Affairs drawing files (if existing) will be made available and accessible along with reproduction materials, but the A/E shall provide the manpower to reproduce prints. AutoCAD drawings are also available for use contingent they are existing. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E investigation of field conditions shall be performed in a competent, professional manner in accordance with Architectural Design Manual PG 18-10. Site utility locations will be verified by the A/E (VA staff will not mark utilities but will assist with locating if workload permits).

Provide Mechanical design including complete demolition of existing mechanical, plumbing, control system and sanitary systems as well as detail of the new mechanical construction requirements for heating, ventilating, air conditioning, refrigeration, fire and safety, plumbing and sanitary engineering. Include commissioning of HVAC system. Design shall comply with the most current ASHRAE 90.1 and the VA Sustainability Program. Any HVAC equipment to be installed on rooftop will need to be in an enclosed structure per VA design requirements. Equipment schedules shall be shown on the construction documents. In addition, provide the schedules in a Microsoft Excel format. A copy of the file can be downloaded from the Standard Details, Division 23 of the Technical Information Library at https://www.cfm.va.gov/til/sDetail.asp#23.

Provide Electrical design documents which include electrical, data and telephone closets, power distribution systems, auxiliary power systems, lightning protection, lighting, telecom, switching, fire and safety, public address, security, and signal systems. Existing systems (except public address and telecom) will be demolished back to their source and replaced with new. If electrical panels are not up to latest codes, or do not have spare capacity, they shall be replaced with new. The existing public address and telecom systems shall be evaluated and reused, extended or modified where feasible. If new equipment is required, it shall be installed so that it is compatible with the existing systems. The project will be designed utilizing emergency power panels per VA standards. The building will be designed to utilize combined infra-red/motion occupancy sensors, day lighting control for spaces with windows or skylights, and VA Required Foot-candle lighting levels shall be maintained within the lighting densities listed in the most current ASHRAE 90.1.

Provide Structural design setting forth in detail the structural construction requirements including all structural plans, elevations, sections, structural construction requirements, schedules, and calculations sizing all columns, beams, slabs, and coordinate the work with other design disciplines, especially the mechanical and architectural disciplines.

Provide Architectural design including facility floor and roof plans, sections, elevations, details, schedules, selection of building systems and materials, discipline coordination and fire safety systems and controls. The roof is estimated to be 20yrs old. Evaluate the condition of the roof and include replacement if warranted. Remove any unused antennae and equipment on roof and infill any penetrations that are no longer needed.

Provide bound specifications and 100% construction drawings. Construction documents will be furnished in hard copy, electronic drawing files in either AutoCAD® or Revit® formats. See section “Construction Period Services” for additional information about AutoCAD® and Revit® requirements. A/E must also provide complete PDF files in an organized file system of the submission package as mentioned in “Construction Period Services” of this document.

Cost estimates detailing quantities of materials, labor, profit, overhead, insurance, taxes, etc. in the format found at https://www.cfm.va.gov/cost/index.asp.

Life safety and infection control will be taken into account during all phases of design. Final construction documents will detail measures to be taken by the contractor to assure life safety and infection control. Laydown areas and storage for materials shall be identified in the early stages of the design. A preconstruction risk assessment will be completed and included in project submissions.

Plans for phasing construction to minimize impact on the medical center will be incorporated into the construction documents. Plan construction to include impacts on the medical center such as relocating patient and staff equipment, providing temporary barriers, providing temporary utilities, minimizing impact on patient flow, etc.

Provide construction period services to include shop drawings review, site inspections, and RFI response. In addition, the A/E shall provide scope of works, and estimates for any RFI response that causes a cost change due to design errors and omissions.

Incorporate in the preliminary drawings the infection control risk assessment/evaluation as shown in Attachment A.

*The location of all Activity Hazard Analyses and Control Plans (excavation, dust, pollution, etc.) as applicable shall be identified on this permit and shall be made available to all workers on the job.

All design submissions will be submitted in accordance with the Program Guide PG-18-15, Volume C; A/E Submission Instructions for Minor and NRM Construction Program. These submission requirements may be found at the following web site https://www.cfm.va.gov/til/aeDesSubReq.asp. Each review submission will require 1 CD with all documents included, 1 full size, bound sets of plans, 3 C size bound sets of plans, and 1 complete set of specifications, bound in 3 ring binders with specification sections clearly tabbed. Only 1 bound copy of calculations and cost estimates is required. Other applicable program guides can be found at http://www.cfm.va.gov/contract/ae.asp.

-- Applicable References --

The references listed below are not intended to be all inclusive. The A/E shall ensure that all applicable references and/or standards are followed.

-- Site Investigations --

EXPECTATION: A/E shall make site visits as necessary to survey existing conditions.

Make site visits as required to determine existing as-built conditions affecting this project. Note: Information including drawings and other documentation provided to the A/E is used as reference only. All additional references and specifications are available in VHA’s Technical Information Library at the following address https://www.cfm.va.gov/til/ A/E shall field verify every aspect that relates to the project. Coordinate visits with the Project Manager/Contracting Officer Representative (COR) as assigned after award.

Hampton VAMC drawing files will be made available upon written request; however, the Architect/Engineer shall provide the manpower and cost to reproduce prints. Refer to “PROJECT SCOPE” in “GENERAL” for additional information concerning existing drawings. The A/E shall field verify all dimensions, wall layouts, etc. A/E shall field verify every aspect that relates to the project.

-- Design Review Schedule --

EXPECTATION: Submit review package so they are received on the noted day.

Note: NTP will be issued at award. A/E will be required to attend and take minutes from each PDT meeting. Minutes will be submitted electronically to the Project Manager/COR and Contracting Officer within three calendar days of each meeting.

-- Design Requirements/Submissions –

EXPECTATIONS:

Submit complete review package in accordance with the following requirements and guidelines outlined in https://www.cfm.va.gov/til/aeDesSubReq.asp. Please pay specific attention to the schematic, design and construction submission requirements. As appropriate depending upon the complexity of the design, the A/E with VA approval, may elect to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects). Design shall comply with the VA BIM & CAD standards located on the TIL at VA BIM & CAD Standards (https://www.cfm.va.gov/til/projReq.asp).

COST ESTIMATING:

Philosophy - Cost management is the task – the cost estimate is the tool. The A/E shall manage the execution of the project within the VA programmed construction budget. The VA programmed construction budget will not be made known until after design award. The entire A/E design team will take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding. The cost estimator’s role must be viewed as a critical element of project cost management. Rather than limiting responsibilities to simply reporting costs, the estimator must be an integral part of the design team, continually interacting and providing input to design decisions at every stage of development.

Objective - Cost estimates for the base bid shall be within the VA programed construction budget. If the cost estimate is outside of the construction budget, the A/E is responsible for notifying the VA of potential budget issues, providing non-scope impacting recommendations to get the estimate with the required budgeted construction cost while providing design documents that correspond accordingly. Design submissions with cost estimates greater than the allowable budget are grounds for rejecting a design submission. The final construction document submission estimate shall not be greater than the VA programed construction budget and not less the -5% of the VA programed construction budget.

Recapitulation and Level of Detail - Refer to VA Cost Estimating Manual.

Timing of Submission - Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other design submissions. The A/E is responsible for managing workflow and communications to ensure that this can be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that will affect cost.

DEDUCTIVE ALTERNATES, A/E INDEPENDENCY LETTER AND EQUIPMENT/SYSTEM DECISION TREE:

The A/E shall provide a design identifying a minimum of 10% of the construction budget as deductive alternates. Each alternate shall be progressively deductive in nature and shall be non-scope impacting. The VA and A/E shall work collaboratively to ensure project remains viable for medical center operations within the allotted budget. The VA will have the final determination on the A/E recommended bid deducts. Items removed as bid deducts shall be evaluated to determine impacts to the remainder of the design. Certain bid deducts could require a separate design to keep the design intent viable. Items identified as ‘yes’ in question 1 of the below decision tree shall not be removed as bid deductive alternates. Items identified as ‘yes’ in question 2, 3, or 4 of the below decision tree shall not be removed as bid deductive alternates without explicit consent from the Contracting Officer through the facility Chief Engineer. Items identified as ‘no’ in question 4 shall not be included as part of the construction project, however, utilities and site prep for such equipment (or future equipment) is permissible.

The A/E shall include a letter of independency certifying that the design project is independent of any other project and/or source of funding to activate. This letter will be required at 100% design completion. The following decision tree provides guidance on what is allowed to have an alternate source of funding (not through the construction project).

Decision Tree

1. Is the item necessary to meet requirements for an occupied building? This includes all governing code required items, such as fire alarm. If yes, the item is to be funded within the construction project. If no, proceed to question 2.

2. Is the item covered by OCFM's Master Construction Specifications PG-18-1, Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the item is to be funded within the construction project. If no, proceed to question 3.

3. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Division 27 and not IT equipment*? If yes, the item is to be funded within the construction project. If no, proceed to question 4.

4. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the item is to be funded within the construction project. If no, then the equipment must be funded by the facility’s respective equipment fund from medical care appropriations.

*IT equipment includes: computers, monitors, keyboards, docking stations, phones, printers, scanners, etc. Cabling and raceways for IT equipment is not included as part of IT equipment.

Other Non-IT equipment includes: physical access control systems, data closet racks, WI-FI (both patient and medical), temp track, testing and punch down of the information systems etc.

· FOR EACH SUBMISSION DELIVER ONE (1) CD CONTAINING ALL SUBMISSION DOCUMENTATION AND ONE (1) FULL SIZE, THREE (3) HALF SIZE DRAWINGS, AND ONE (2) SPECIFICATIONS BOOK AND (1) NARRATIVE REPORT PER SUBMISSION. Provide written Statement of Compliance stating the design meets all requirements of the Technical Information Library (TIL). If design is not in full compliance, list all deficiencies and include supporting documentation to support a deviation request. In addition, provide:

Schematic Submission:

· Provide proposed equipment, utility/infrastructure requirements, roof assessment, etc.

· Budget estimate for proposed with breakouts for equipment, materials, labor.

· Achieve a consensus on design approach before proceeding to 35% design.

· Complete SS1 and SS2 Checklist

Design Development (DD1) 35%:

· Address all comments from the Schematic Submission review

· Identify all design calculations.

· Identify all existing utilities and utilities requirements.

· Complete DD1 Checklist, initiate remaining DD checklists.

· Preliminary Estimate

· Provide written Statement of Compliance stating the design meets all requirements of the Technical Information Library (TIL). If design does not, all deviations must be noted in writing and supporting documentation stating why requirements can’t be met.

Design Development (DD2) 65%:

· Address all comments from the DD1 Submission review.

· Complete DD2 and remaining DD Checklists

· Updated Estimate

· Color boards showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the VA Interior Designer. The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples. All finishes to be approved by Director.

Design Development (CD1) 95%:

· Address all comments from the DD2 Submission review.

· Design all finishes

· Finalize required submittals.

· Complete CD1 Checklist

· Updated Estimate

· Provide a 3D model that includes FFE- furnishings and equipment (if vendor models are available). The model shall be able to be opened by Revit 2020.

· The Signage & Way-Finding Plan shall identify each type of sign and the planned location.

Contract Documents (Bid documents):

· Submit an updated, complete package of all contract requirements including final estimate. The Drawing Cover Page shall be submitted for approval signatures. If necessary, update and submit until approved by the VA.

· Provide a submittal register containing all necessary submittals by specification section in an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

· Complete project related sections of Standard Detail-Div 23-Schedules.xlsx (https://www.cfm.va.gov/TIL/sDetail.asp#23)

· Provide a Gantt chart of the estimated construction schedule showing work that is expected to last 30 or more days in duration, including submittals. Include expected material lead times.

-- Construction Period Services –

PROVIDE:

· The Architect/Engineer shall provide assistance to Hampton VAMC to determine whether the contractor or subcontractor meets qualification requirements, supported by written recommendations of any problems or litigation encountered in the past based on firsthand knowledge.

· The Architect/Engineer shall review and approve all specified equipment and installation submittals and shop drawings within fourteen (14) calendar days. In addition, any discrepancies shall be brought to the attention of the Hampton VAMC assigned Contracting Officer Representative for resolution.

· The Architect/Engineer shall review and provide responses to contractor generated RFIs, when required by the Hampton VAMC’s assigned Contract Officer Representative, within seven (7) calendar days.

· The Architect/Engineer shall review the contractor's cost estimates and provide recommendations and/or responses to the Hampton VAMC’s assigned Contracting Officer Representative.

· The Architect/Engineer shall make site visits at the requests of the Hampton VAMC and prepare written reports to include agreed upon changes in design as determined necessary during construction. Visits made based on errors and omissions in design will be at no cost to the Hampton VAMC.

· The Architect/Engineer shall attend the pre-construction conference to review and confirm project scope. During construction, the Architect/Engineer shall allow for a minimum of six (6) site visits as directed and scheduled by the Hampton VAMC’s assigned Contracting Officer Representative.

· The Architect/Engineer shall participate in partial and/or final acceptance inspections as scheduled and generate punch list items for completion. The punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.)

· The Architect/Engineer shall prepare as-built drawings on the original set of Construction Documents with the original Architect/Engineer’s stamp, date and signature, based on record drawings that the contractor kept during construction. Architect/Engineer is to transpose contractor’s as-builts to digital format according to Architectural/Engineer’s original method of production for Construction Documents.

· As-built (Record Drawings) submission are as follows:

1. Folder labeled “Bid Documents”

0. All specifications bound in one (1) word document (make sure spec sections are separated by page breaks and that new sections start on right hand page)

0. All drawing sheets in one combined PDF file.

0. Folders labeled per discipline with each sheet in PDF format per discipline.

1. DRAWINGS

1. Project shall be submitted in Revit® format in it’s original formatting/setup:

0. Access to the Architect/Engineer’s “Autodesk® Documents” / BIM360® site for the project for the Contracting Officer Representative and/or Alternate Contracting Officer Representative to download the folders set aside for the Hampton VAMC’s required submission packages as mentioned in this “Statement Of Work.” Revit model is to be detached from central and in the state of the submission package placed in a separate folder identified by the % of submittal package and date. DO NOT RENAME REVIT MODEL.

1. The Hampton VAMC must be able to reproduce (print) files as per submission. Architect/Engineer is to provide all necessary supporting files for the project as they would producing the electronic/digital project (files) in office.

1. Folder labeled “PDF sheets” containing separate folders per discipline with .pdf documents for each discipline.

1. Folder labeled “cost estimate” containing a copy of the final construction cost estimate documents.

1. Folder labeled “calculations” containing final calculation documents.

1. Folder labeled “specifications” with a word document for each spec section.

1. Folder labeled “Misc.” for IH reports, materials testing, VPDES permit, soils tests, sustainability checklist, etc.

1. Upon construction completion, red line drawings will be furnished to the A/E to prepare as built drawings. Final as built drawings will be furnished as master building drawings in a format prescribed by the VA.

· The A/E shall review and approve all specified equipment and installation submittals and shop drawings. During construction, the A/E shall allow for a minimum of six (6) site visits as directed and scheduled by the COR. The A/E shall also attend the final inspection and provide the COR with an itemized punch list.

-- Period of Performance –

· Design completion: 345 calendar days; includes VA design reviews.

· Procurement timeframe: 180 calendar days; designer shall answer pre-bid RFIs and provide updated construction documents to capture any changes made through the procurement process.

· Construction period services: 365 calendar days from construction award date.

· Total contract period: 890 calendar days.