Bldg 119 SOW_Final-Revised.pdf

STATEMENT OF WORK

PROJECT 552-19-201

RENOVATE CATHOLIC CHAPEL, B119

DAYTON VETERANS AFFAIRS MEDICAL CENTER

4100 WEST THIRD STREET

DAYTON, OHIO 45428

Table of Contents

1. General

2. Scope

3. Design Guidance

4. Quality Control

5. Submittals

6. Performance Period

7. Construction Period Services

1. General

1.1. Provide complete design services, including all necessary schematics, design development, cost estimates, construction drawings and specifications, and construction period services (CPS) for solicitation to renovate Catholic Chapel Building 119. The work is located at the Dayton VA Medical Center, 4100 West Third Street, Dayton, OH 45428.

1.2. The intent of this project is to renovate and rehabilitate the B119 by investigating and addressing the architectural, electrical, HVAC, plumbing, information technology and structural systems. The Design Firm (A/E) must research and provide long term solutions, alternatives including, but not limited to, requirements outlined in section 2.

Scope.

2. Scope

2.1. The A/E must meet with Contracting Officer Representative (COR), Contracting Officer (CO), Service Users, VA committees, VA consultants, OHPO, local/state regulatory agencies, etc to review data and improve understanding of any ongoing activities that address potential areas of concern associated with the design. The A/E must use this information to facilitate development of design solutions. The VA must provide the A/E with copies of drawings of trades per their request. The accuracy of the drawings is not guaranteed and must be used only for general information. Actual conditions must be field verified by the A/E and all consulting firms.

2.2. The building design requirements include architectural systems, electrical systems, HVAC systems, structural systems and plumbing systems. Architectural systems include but are not limited to exterior masonry, interior finishes, repairs to existing walls, repairs to organ loft handrail, painting requirements of lower level stained windows, ADA compliant restrooms and staircases and recreating the confessional booth. Structural systems include but are not limited to choir loft structural improvements, significant plaster removal and replacement. Electrical systems include but are not limited to audio system for the church, egress lighting, audio visual devices per NFPA code, lighting fixtures and associated items, lightening protection and electric panels. HVAC systems include but not limited to air conditioning requirements, duct work requirements, DDC controls, steam piping, air distribution and ventilation. Plumbing systems include but not limited to life safety systems/components, piping, plumbing fixtures and water heater.

2.3. The design must include general debris removal plan, excavations, shoring, construction fences, road way, curb restoration, utility units restoration, path identification for heavy equipment traverse, land and grass restoration.

The design firm shall utilize the services of a competent structural consultant to investigate the structural elements of the design portion.

3. Design Guidance

3.1. The construction cost for this project is $844,000

3.2. The A/E must develop a design with a phasing plan and four prioritized deduct bid alternates not to exceed 20% of the construction cost.

3.3. The A/E must develop the project using Building Information Modeling software.

3.4. All plans must be at the same scale to facilitate coordination between drawings.

3.5. The A/E must become familiar with the following VA publications: These publications, in addition to those identified in section 3. Design Guidance, must be used to design the modifications necessary to address potential deficiencies with the plumbing systems in applicable DVAMC buildings. All schematics, design development and construction drawings and specification documents must be developed in accordance with applicable Federal, State, and Local code requirements;

NFPA, OSHA, ANSI, and JCAHO standards; and VA requirements, particularly the sections contained in the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications

PG-18-3 Design and Construction Procedures

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 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-18-15 Minimum Requirements for A/E Submissions

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/cfm/til/spclRqmts.asp#EC http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=312&FType=2

3.6 Building 119 was constructed in 1871 and is considered to be an important structure that is architecturally significant and hence this project shall consider and abide by all applicable federal, state and local historical regulatory agency statutes. In view of this, no permanent exterior alterations may be incorporated into the planning, design and execution of the project without approvals from appropriate agencies. The A/E shall consult with and/or retain a qualified historic preservation specialist.

3.7 The A/E is expected to be familiar with all referenced design guides and manuals. The A/E must prepare project-specific specifications based on the latest VA Master Construction Specifications. Some items are reiterated from the design guides in this document to place special emphasis upon them. In some cases there are slight modifications from the design guides relevant to the particular project or the internal processes at the Dayton VAMC. The A/E is required to meet with the contracting officer (CO) and/or contracting officer’s representative (COR) to discuss and clarify all expectations of the A/E before any work is begun on the design.

3.8 The A/E must carefully review all requirements of the latest edition of the Accreditation Manual for Hospitals, and the Joint Commission for Accreditation of Hospitals, with respect to design and operating requirements; and report all conflicting conditions in writing.

3.9 Accuracy of Planning Information: The A/E must visit the project site to investigate the information shown on the Government furnished drawings, record (as-built) drawings and other planning documents which are part of this contract. This information is the best available, but the Government does not guarantee its accuracy or completeness.

3.10 With regards to this project, a report of existing facility conditions has been prepared.

For planning purposes, this report shall be used as a source document.

4. Quality Control

4.1. An A/E quality assurance/quality control (QA/QC) plan is required. The A/E must perform all necessary quality control and design review to identify and correct all design errors and omissions and must not rely on Government review for such purposes. Any errors or discrepancies identified in the design documents and specifications by the Government must be corrected prior to the next stage of design documents submittal. The A/E must ensure that the design documents submittal is free from all errors and omissions prior to submission to the Government.

5. Submittals

5.1. The A/E must meet with Veteran Affairs personnel after each of the design submissions to address the needs of the using service, interim life safety measures, phasing of the work, constructability issues to minimize the effect on normal Medical Center operations and/or seasonal work, training of Government personnel, and interior design considerations. All changes to design submissions must be approved by the COR.

5.2. A/E must accept directions from CO or COR during the design and any changes requested by service users have to be approved by the CO or COR in writing.

5.3. The A/E must provide submissions in strict accordance with Program Guide 18-15 Volume C (PG-18-15) and must provide submissions for Schematics, Design Development, and Construction Documents for Government review, unless otherwise specified by the COR. The A/E must also provide a Bid Issue submission which includes all documents required for a complete bid package. In each submission, the A/E must resubmit the materials specified in the prior submission, revised according to the comments made by the VA resulting from the prior review(s). All submissions must be provided on a CD and address requirements for specific submission phases in additional to those outlined in Program Guide 18-15, as identified below:

5.3.1. Schematic Submission:

5.3.1.1.A/E must submit a report of the field findings in word as well as pdf format via electronic media. The report must contain all findings that must be utilized during the design. The findings that do not match with the information provided by the government in the forms of drawings or reports must be listed out separately.

5.3.2. Design Document Submission: 65 percent and 95 percent.

5.3.2.1.A/E must submit drawings and specifications at each of the above percentage completions. Submissions must include Two half sized drawings, electronic copy of the specifications and drawings in word and pdf format, cost estimate in excel and pdf format. All electronic submissions must have appropriate labelling for identification purpose. The information submitted at each of the milestone must depict the actual percentage completion.

5.3.3. Construction Documents submission: Issue for Bid

5.3.3.1.A/E must submit a completed set of drawings and specifications. Submissions must include One full sized drawing and Two half sized drawings, electronic copy of the specifications and drawings in word, pdf and AutoCAD format, cost estimate in excel and pdf format. All electronic submissions must have appropriate labelling for identification purpose. Submission must also include a complete and accurate project-specific submittal schedule showing all submittals, certifications, tests, and inspections required, per drawing and specification section.

http://www.cfm.va.gov/CFM/contract/aeDesSubReq.asp

6. Performance Period

6.1 Schematic Submission: The A/E will have 30 calendar days to perform this phase. The …Government must have 15 calendar days for review.

6.1.2 65% stage: The A/E will have 45 calendar days to perform this phase. The Government must have 15 calendar days for review.

6.1.3 95% stage: The A/E will have 30 calendar days to perform this phase. The ………. Government must have 15 calendar days for review.

Final Bid Documents: The A/E will have 20 calendar days to perform this phase. The A/E must provide all deliverables, including completed construction drawings and specifications (electronic media and TWO hard copies), cost estimates, and complete CPM network schedule (electronic media and hard copies).

6.2 The A/E must complete all work within 170 calendar days of award/issuance of task order notice to proceed (NTP). The performance period includes all times for Government review of design.

7.Construction Period Services

6.3 The A/E must provide construction period services for the Dayton, Veterans Affairs Medical Center, including, but not limited to: evaluate and recommend submitted documents including construction schedules, participate in progress meetings (2 per month) through telephone conference and two jobsite construction inspections, and provide record drawings utilizing the as-built drawings. In addition to progress meetings, the A/E must attend meetings on site required to clarify design. Record drawings and supporting documents must be provided to the Government via electronic media and must be in editable REVIT software format, or as otherwise directed, and PDF formatted electronic files. The A/E, in coordination with VA Engineering staff, must incorporate Record drawings into the facility’s master Building Information Model.

6.4 The A/E must provide to the government a complete and accurate project-specific submittal schedule showing all submittals, certifications, tests, and inspections required, per drawing and specification section. The A/E must also develop a shared-access filing system accessible via internet by the Contractor and the VA for document submission (submittals and RFIs), review, and approval, with the following general requirements:

6.4.1 The website must be developed with https protocols, with user id and password log-in requirements.

6.4.2 The Contractor can access and post files (e.g. submittals, submittal schedule, RFI log); the Contractor must not have access beyond the files for which he has contracted.

6.4.2.1 The Contractor must develop a submittal schedule/log and an RFI log that accommodates A/E review comment/recommendation and VA COR review comment/decision.

6.4.2.2 Once the Contractor has populated the submittal schedule with all expected submittals, certifications, tests, and inspections required, per drawing and specification section, the A/E must review the Contractor’s submittal schedule against the A/E’s submittal schedule (developed during Construction Document submission) and provide comment to the VA. The VA-approved submittal schedule must become the master submittal schedule for the project.

6.4.2.3 The master submittal schedule must be maintained on the A/E’s shared-access filing system; however, the A/E must weekly make a back-up copy of the master submittal schedule.

6.4.3 The A/E must develop a process document that clearly defines how documents are to be posted and delineates the review process:

6.4.3.1 The Contractor posts a submittal to the website and e-mails the A/E representative, copying the VA COR and VA CO, requesting submittal review; contractor updates the submittal log.

6.4.3.2 The A/E reviews, enters comments into submittal log, provides recommendation, and e-mails the VA COR, ccing the VA CO.

6.4.3.3 The VA COR reviews and e-mails Contractor and A/E, ccing the

VA CO.

6.4.3.4 The Contractor updates the submittal log with VA COR date and status of approval and acts on/responds to comments as appropriate.