Final SOW - Lexington CLC Minor Design - 2-2-23.pdf

Lexington VA Health Care System – Franklin R. Sousley Campus 2250 Leestown Road 2/2/2023 Lexington, KY 40511

ARCHITECT‐ENGINEER DESIGN STATEMENT OF WORK

Construct Replacement CLC – Complex Care

PROJECT NO: 596‐334

PROJECT NAME: Construct Replacement CLC – Complex Care

VAAR Magnitude of Construction is between $10,000,000 and $20,000,000

**The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

1. GENERAL INTENT:

The Contractor (herein referred to as “A‐E”) shall provide Architect‐Engineer (A‐E) services to design a construction project at the Lexington VA Health Care System – Franklin R. Sousley campus in accordance with this design statement of work.

2. SCOPE OF WORK:

A‐E Part One Services (also known as Design Phase Services) for this design project include site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to construct a 10‐bed Small Home to support

Complex Care as a part of the CLC Community on the Franklin R. Sousley campus. Anticipated square footage of the building is approximately 13,970 square feet. This project will require site work to include, but not limited to, supporting roads, parking and sidewalks as required to be incorporated into the existing CLC Community. The existing CLC Community consists of Buildings 201, 202, 204 and 205. The new Building 203 will integrate into the existing community and be constructed of similar materials and outward appearance. Buildings will also be required to integrate into existing infrastructure to include, but not limited to: campus fire alarm system, campus building automation system (BAS), nurse call system, patient wander management system and others.

A‐E Part Two Services (also known as Construction Period Services) for this design project include responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project; attendance at pre‐bid, post‐award, and commissioning kick off construction project conferences; review of construction material submittals and shop drawings; approximately three (3) site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications; preparation of site visit reports to be submitted within 72 hours of visit;

coordination with project commissioning requirements; review of any construction project modifications for cost and technical acceptability; attendance and participation during the final acceptance inspection; preparation of the punch list; and preparation of record drawings of the completed construction project based on the construction contractor’s as‐built drawings. The A‐E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log, and provide meeting minutes for weekly construction meetings throughout the duration of construction. A‐E to provide assistance for revision of Kentucky Air Emissions Permit, see Section 13 for further detail on assistance required. All Part Two Services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished, and in no way comprise all the details for design of this project. The A‐E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Lexington VA Health Care System – Franklin R.

Sousley campus record drawings will be made available to the highest rated A‐E firm; the A‐E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 03 ‐ Lexington VA Health Care System Franklin R. Sousley Campus Map will give the A‐E firm a basic understanding of the Franklin R. Sousley VA Health Care System Campus.

The A‐E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A‐E shall further provide meeting minutes for all meetings held under this design project.

Third party commissioning will be awarded on a separate contract for this project.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A‐E to permit the award of a construction contract, using Federal Acquisition

Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price that will be provided to the highest rated firm. This design shall incorporate 10% deductive alternates.

4. DESIGN INDEPENDENCE, FURNITURE, AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A‐E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A‐E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design includes those items to meet code requirements for building occupancy; items covered in the

VA’s Master Construction Specifications (PG‐18‐1) Divisions 1 through 10, 13 through 26, or 28 through 48; non‐

IT equipment items covered by Division 27; and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00, and 12 36 00.

The A‐E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA:

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA

Office of Construction & Facilities Management and is the master repository for all VA Numbered Standards for

Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning, and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA

TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG‐18‐1 Master Construction Specifications

PG‐18‐3

Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG‐18‐4 Standard Details and CAD Standards

PG‐18‐5 Equipment Guide List

H‐18‐8 Seismic Design Requirements

PG‐18‐9 Space Planning Criteria

PG‐18‐10

Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG‐18‐12 Design Guides (graphical, by function)

PG‐18‐13 Barrier‐Free Design Standard

PG‐18‐14 Room Finishes, Door, and Hardware Schedule

PG‐18‐15 A‐E Submission Requirements

PG‐18‐17 NEPA Interim Guidance for Projects

H‐7545 VA Cultural Resource Management Procedures

PG‐18‐12 Small House (SH) Model Design Guide dated January 2017, Revised March 2019

The following references should also be used to complete the design documents:

The Franklin R. Sousley campus is classified as a historic district, and the A‐E shall assist with Section 106 compliance for this project. This includes completion of Cover Sheet for Section 106 Review and

Compliance (See SOW Attachment 05) and all required tasks for its submission.

Per SOW Attachment 07 outlining LFUCG Ordinance “Reduction of Soil Erosion” Chapter 16, Article X, Division 5, this project will require a LFUCG Land Disturbance Permit (LDP). A‐E shall follow SOW

Attachment 06 for roles and responsibilities in the LDP process. A‐E shall also be prepared to assist contractor for preparation of ESC Plan, SWPPP or other required documents as a part of construction period services.

This project is anticipated to include the installation of new equipment that will require modification to the existing Kentucky Air Emissions Permit. A‐E shall assist the VA in the submission of the permit modification application. See Section 13 for requirements as a part of CPS.

Where conflicts exist between VA adopted codes and standards, and the documents on the TIL, the A‐E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for

VA to ensure consistency department‐wide. Any modifications to the design guide during the design process must be noted and followed by the A‐E.

6. DESIGN COLLABORATION:

During this design project, the A‐E shall collaborate with the Lexington VA Health Care System, VISN 09, and the

Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. VISN deliverables shall be coordinated with the A‐E’s design submittals to ensure compliance with all requirements is met. The A‐E is required to ensure all elements of the design adhere to the Life Safety Code prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW:

The A‐E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION:

The A‐E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the Lexington VA Health Care System. If the NEPA assessment results in potential environmental impacts, the

A‐E shall be responsible for completing any auxiliary documentation required per PG‐18‐17, NEPA Interim

Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid

Documents submittal.

9. PHYSICAL SECURITY:

The A‐E must include a certified physical security specialist. The specialists must be involved with the design, beginning with the concept phase, and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the VA

Physical Security and Resiliency Design Manual (PSRDM) revised September 1, 2021, located on the TIL

(https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf). The A‐E shall ensure that all applicable aspects of the VA PSRDM are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A‐E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase and assist the VA with waiver requests as necessary.

10. SUBMITTAL REQUIREMENTS:

Design submittals shall follow the requirements of Program Guide, PG‐18‐15, Volume C, A‐E Submission

Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW

Attachment 02.

The A‐E shall deliver design submittal documents that follow the iterative phase breakdown for design work in

PG‐18‐15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG‐18‐15. It is expected for the phase of design that each of the checked items in the

SD/DD/CD columns will be completed for the submittal. The A‐E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Statement of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan

Basis of Design (BD) ‐ 10% ‐ In addition to the requirements in PG‐18‐15, a Basis of Design is required.

Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details and their ultimate presentation in the final drawings and specifications will be based on sound architectural and engineering decisions. Two (2) conceptual floor plan options and the initial cost estimate will additionally be included. BD will also address constructability and two (2) alternatives for construction site access with the assumption

Buildings 201, 202, 204 and 205 are all occupied.

Schematic Design (SD) ‐ 35%

Design Development (DD) ‐ 65%

Construction Documents (CD) ‐ 95%

Final Bid Documents (Bid) ‐ 100%

11. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and

Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit

2019 or the latest version available to Lexington VAMC.

The A‐E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions, and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect record drawing conditions (possibly incorporating into the Lexington VAMC’s Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD, and CD design phases shall be developed to include as many of (but not limited to) the systems described below as are necessary and appropriate at that design phase.

Architectural/Interior Design

Square Footage/Volume

Room Names and Numbers

Architectural Schedules

Architectural Specialties and Woodwork

Doors

Windows

Louvers

Roof

Floors

Ceilings

Vertical Circulation

Walls/Curtain Wall Sizes, Shapes, & Material Data

General Signage

Schedules

Furniture

Equipment

Structural

Foundations

Mechanical

HVAC

Plumbing

Electrical/Telecommunications

Power and Lighting

Other Engineering Data as Required

Exterior Building Information

Nurse Call System

Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead Paging)

Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms)

Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition, and Strategic Capital Investment Program Department Definition)

12. SUBMITTAL FORMATS:

Submittals shall be provided in electronic and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), and Autodesk Revit Project (.rvt) files are acceptable. The A‐E must establish a submittal exchange service or SharePoint site to provide all electronic copies of required submittals. The A‐E must ensure the submittal exchange service is accessible by VA personnel and provide station personnel and PCAC with the information necessary to access the service. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at https://section508.gov/. The A‐E shall be responsible for providing:

Meeting/Conference Agendas and Minutes

Agendas and other required documents for all status update meetings will be provided to the Post‐Award CO/CS and COR a minimum of 24 hours in advance of the meeting. At the initial status update meeting, the frequency of subsequent status update meetings will be established and mutually agreed to by the contractor, VA station personnel, and the Post‐Award CO/CS.

Meeting minutes for all formal meetings and conferences held with the VA, including weekly construction meetings. Meeting minutes shall be submitted within three (3) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

Project name, project number, meeting host, meeting name

Date, time, meeting ID, call‐in number, duration, and consecutive number of total related meetings

Participant list (name, title, phone number (office and mobile), email, attended meeting (yes/no))

Meeting purpose, roll call, COVID‐19, and additional items

Agenda items (decisions, action items, and fixes or next steps)

Next meeting date and time

Detailed attachment list

Construction Cost Estimates

Construction cost estimates shall comply with the VA Manual for Preparation of Cost Estimates & Related

Documents for VA Facilities dated February 1, 2019, located on the TIL (http://www.cfm.va.gov/cost/index.asp).

All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

All documents in any of the electronic formats listed above.

Basis of Design (BD)

All documents in any of the electronic formats listed above.

Two (2) half‐size paper bond sets of drawings to VA

Schematic Design (SD)

All documents in any of the electronic formats listed above.

Two (2) paper bond sets of specifications to VA

Two (2) paper bond sets of investigation reports, design calculations, space planning data, and cost estimate to VA

Completed Historic Preservation Cover Sheet (SOW Attachment 05)

Design Development (DD) and Construction Documents (CD)

All documents in any of the electronic formats listed above.

Memo annotating what was not upgraded and corresponding justifications.

One (1) full‐size paper bond sets of drawings to VA

Two (2) half‐size paper bond sets of drawings to VA

Two (2) paper bond sets of specifications to VA

Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW), and cost estimate to VA

Final Bid Documents (Bid)

PDF files of drawings, specifications, and any miscellaneous design analysis documents, such as submittal log and physical security compliance report

Certified memo annotating what areas/times were not upgraded and the corresponding justifications

Certified memo that the A‐E design is independent of future projects and includes all equipment required for the project to be activated/fully functional

Word files of specifications

Revit and AutoCAD files of drawings

Two (2) full‐size paper bond sets of drawings to VA

Three (3) half‐size paper bond sets of drawings to VA

Two (2) paper bond sets of specifications to VA

One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW, and cost estimate to VA

13. OPTION ITEM REQUIREMENTS:

Solicitation Support Services

Pre‐bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period.

Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A‐E within five calendar days of the date the questions are sent to the A‐E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A‐E is required to comply with the five‐calendar‐day requirement.

Throughout the solicitation period, the A‐E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A‐E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

Construction Period Services (CPS)

Requests for Information (RFI)

Requests for Information shall be submitted within three calendar days of submittal to the A‐E.

Submittal Reviews

Submittal reviews shall be submitted within seven calendar days of submittal to the A‐E.

Air Emissions Permit modification

A‐E shall assist in the Kentucky Air Permit revision application for all new equipment to be added that may create air emissions to include generators, water heaters, boilers and other fuel fired equipment. Upon receipt and approval of all submittals from the construction contractor, A‐E shall create a complete set of applicable DEP7007 series application forms for the VA to submit to the Kentucky Division of Air Quality.

See Attachment 04 for the most recent permit application completed.

LFUCG Land Disturbance Permit

A‐E shall be prepared to assist construction contractor while they apply for LDP on LFUCG website.

Assistance may include preparation of KYR10, ESC Plan (or SWPPP) and other applicable permits with the

LDP application. See SOW Attachment 06 for LDP process.

Site Visit Reports

Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests

Modification requests shall be submitted within seven calendar days of submittal to the A‐E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. 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 Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

Punch List

Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings

Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. One full size paper bond set of drawings, Autodesk Revit Project (.rvt) format and

AutoCAD (.dwg) format.

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A‐E shall perform Part One Services/Design Phase work according to the schedule shown below. The A‐E is also responsible for following Specification Section 01 32 16.01, Architectural and Engineering CPM Schedules, located in SOW Attachment 01. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or

Weekends.

Notice of Award (NOA) 0 calendar days after NOA NOA + 0 days

QA/QC Submittal & 10% BD Submittal 78 calendar days after NOA NOA + 78 days

QA/QC & 10% BD Review Meeting 21 calendar days after VA receipt of 10% Submittal NOA + 99 days

35% SD Submittal 42 calendar days after VA acceptance of 10% Submittal NOA + 141 days

35% SD Review Meeting 21 calendar days after VA receipt of 35% Submittal NOA + 162 days

65% DD Submission 42 calendar days after VA acceptance of 35% Submittal NOA + 204 days

65% DD Review Meeting 28 calendar days after VA receipt of 65% Submittal NOA + 232 days

95% CD Submission 42 calendar days after VA acceptance of 65% Submittal NOA + 274 days

95% CD Review Meeting 28 calendar days after VA receipt of 95% Submittal NOA + 302 days

Final Bid Documents Submittal 42 calendar days after VA acceptance of 95% Submittal NOA + 344 days

Final Bid Documents Acceptance 21 calendar days after VA receipt of BD NOA + 365 days

The 365 calendar days listed for Total Part One Services in the project schedule may fluctuate based on when 95%

CD Submittal meets all VA guidelines and acceptance is issued. If 95% CD Submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary, it is the responsibility of the A‐E firm to cover all costs associated with such delays.

Solicitation Support Services shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services shall be performed for the length of time between the time the option is exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Solicitation Support Services and

Construction Period Services.

15. CONTRACT OVERSIGHT:

Only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract.

These changes may involve the contract award amount, contract period of performance, issuance of stop work orders, and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A‐E’s performance under the design project contract. The COR shall be a representative of the Lexington VA’s Engineering team and have the technical knowledge required to monitor and oversee the project.

A COR from the Lexington VA’s Engineering team shall also be designated for the construction project contract.

This designation under the construction contract shall be considered equivalent to the industry standard of

“Owner’s Representative” and does not supersede or eliminate the A‐E’s responsibility for Part Two

Services/Construction Period Services. The A‐E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

16. SOW ATTACHMENTS:

The following documents will be provided to the highest rated firm with the Request for Fee Proposal:

01 32 16.01 EHRM Architectural and Engineering CPM Schedules (SOW Attachment 01)

Program Guide, PG‐18‐15 Volume C ‐ A‐E Submission Instructions for Minor and NRM Construction Program dated November 2008 (SOW Attachment 02)

Lexington VA Health Care System Sousley Campus Map (SOW Attachment 03)

Sample Air Emissions Permit Application Revision (SOW Attachment 04)

Kentucky Heritage Council Cover Sheet for Section 106 Review and Compliance (SOW Attachment 05)

Land Disturbance Permit (LDP) Infrastructure Development Process (SOW Attachment 06)

Summary of LFUCG Ordinance “Reduction of Soil Erosion” (SOW Attachment 07)

COVID‐19 Safety Protocols 12‐14‐21 (SOW Attachment 08)

End of SOW