Final SOW - Pensacola JACC Minor Design.pdf

ARCHITECT-ENGINEER and RELATED PROFESSIONAL SERVICES FOR

PROGRAMMING, PLANNING, DESIGN, AND CONSTRUCTION PERIOD SERVICES

FOR

PROJECT NO. 520-331

CONSTRUCT ADDITION AND RENOVATIONS TO

JOINT AMBULATORY CARE CENTER

PENSACOLA, FLORIDA

1.1 STATEMENT OF WORK

1.2 PURPOSE

This statement of work is to describe the requirements of the solicitation and resulting contract for architect‐ engineer (A/E) and related professional services. Design services to be provided are multi‐disciplinary in nature and primarily focused on Architectural, Structural, Civil, Mechanical, Electrical, and Plumbing (MEP) Designs. The resulting contract shall be a Firm Fixed Price Task Order.

Services performed under this contract will be for the Department of Veterans Affairs Joint Ambulatory Care

Center located in Pensacola, Florida. The campus includes one existing two‐story building approximately 205,000 square feet in size as well as expansive surrounding parking areas.

The A/E firm must be properly staffed and be capable of responding to and working on the task order with consistent dedication from the Notice of Award to the project’s conclusion.

The following Scope Of Work is intended to be a supplement to Program Guide, PG‐18‐15, Volume C, Nov 2008:

Department of Veterans Affairs VA Medical Center Projects; A/E Submission Instructions for MINOR and NRM

Construction Program: Schematics, Design Development, Construction Documents (SOW Attachment 1). All information listed in the following Scope of Work and in PG‐18‐15 that is pertinent to execute the project fully and completely shall be included as part of the A/E responsibilities.

1.3 A/E SCOPE OF WORK

A/E and related professional services shall include all consulting and support work required for programming, planning, design, production of construction documents and specifications, and construction period services required to add approximately 25,500 square feet of new floor space to the facility. The new square footage is to be added to the second floor over top of existing first floor space. (Note: The existing structural system was designed to accommodate this additional square footage). The new square footage will support Phlebotomy and

Laboratory Services (approx. 7,200 square feet), Infusion Clinic (approx. 3,800 square feet), Various Administrative

Support Services (approx. 14,500 square feet). In addition, approximately 4,000 square feet of existing space will be renovated on the first floor to support Logistics and Engineering Services. A 65,000 SF (approx.) parking lot expansion will be included as part of the project.

The required A/E and related professional services are to include but may not be limited to, performance of various studies of the existing facility and infrastructure to the extent needed to ensure design feasibility, architectural, interior design, civil, electrical, mechanical, plumbing, structural, cost estimating, fire protection, materials testing, information technology and communications design integration, security system integration, building information modeling (BIM – Autodesk Revit Architecture) and all other related professional services required to complete the work.

The A/E firm shall have either in‐house or through consultants, licensed/registered professionals in the following disciplines (1) Architecture; (2) Structural; (3) Civil; (4) Mechanical; (5) Electrical; (6) Environmental; (7) Value

Engineering; (8) Cost Estimator; (9) Scheduler; (10) Risk Analyst; (11) Fire Protection; (12) Quality

Assurance/Quality Control; (13) Construction Administration, see section 1.3.5 for additional information regarding required local representation; (14) Any other consultant as necessary to complete the work.

1.3.1 Studies. Various types of studies will be required, including:

1. Feasibility studies.

2. Program development.

3. Planning.

4. Environmental impact statements.

5. Project investigations to identify existing conditions and alternatives followed by a report of findings, recommendations, and cost estimates.

6. Life cycle cost analyses.

7. Various capacity studies (i.e. water, sewer, electrical, traffic, etc.).

Note: Certain Studies, investigations, or other work may be required to take place outside of normal clinic operating hours. i.e. Any work that:

a) May Interfere with the care of veterans.

b) May Interfere with VA employees’ ability to work.

c) Could make excessive noise.

d) The COR determines necessary to be conducted after hours.

Any work conducted on site, at any time, must be approved and coordinated with the COR.

1.3.2 Schematic Design/Design Development. Schematic and design development will include, but is not limited to:

1. Space planning using VA Space Planning Criteria, and VA Space Equipment Planning System and other information provided by VA.

2. Architectural and engineering analysis and validation. The A/E shall coordinate in‐person or virtual meetings with VA as is necessary to fully understand and develop all aspects of the project, including all architectural and engineering trades. All communication and coordination of meetings will be made through the Contracting Officer’s Representative.

3. Feasibility studies (existing conditions), research, testing, defining the work and presenting information required for project design.

4. The A/E shall provide a preliminary evaluation of the project scope, schematic drawings, schedule, and construction budget.

5. Schematic design: planning and design services, with drawings for renovation, demolition and alterations to existing facilities, interior design, and space planning based on the need as presented by

VA.

6. Alternative approaches to design and construction are to be investigated during this phase.

7. Design development documents include, but are not limited to, drawings and other documents that fix and describe the dimensions and characteristics of the project.

8. Architectural, civil, structural, mechanical, electrical systems (including various low‐voltage systems), and other elements are included as appropriate.

1.3.3 Construction Drawings and Specifications. Contract drawings and specifications include, but are not limited to, full Structural‐Architectural‐Mechanical‐Electrical construction documents, interior design and finish plans, design narratives, design analyses to include assumptions and calculations, production of plans, specifications, detailed construction cost estimate(s) in current CSI format. Specifications shall be provided in the current

Department of Veterans Affairs Master Specifications (PG‐18‐1) and shall be altered by the A/E as required and approved by VA to ensure expected materials and quality is maintained for all aspects of the work. (Note: Any and all alterations to the VA‐provided Master Specifications shall be reviewed and approved by VA).

1.3.3.1 The A/E will ensure that all design documents are thoroughly and completely cross‐checked between all discipline categories (architectural, structural, mechanical, electrical, etc.). Specifications against drawings and drawings against specifications. All documents shall be cross‐checked back to the solicitation SOW to verify the intent of the SOW is fully met.

1.3.4 Solicitation Support Services (Option Item).

AE shall provide solicitation support services during the construction period’s solicitation phase.

o 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.

o The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

o Questions from contractors may come at multiple times and cover several or a few 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.

o Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE 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 AE is required to comply with the five (5) calendar day requirement.

o Throughout the solicitation period, the AE 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 AE shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

1.3.5 Construction Period Services (Option Items). The A/E firm shall, to assist in Construction Period Services, have either in‐house or through consultants, a local project representative based within 200 radial miles of the project site for the duration of the project. The professional representative shall have the authority to perform the Architect’s Construction Period Services as described in this Scope of work and in the agreement. These services include, but are not limited to:

Conducting pre‐award and post‐award site visits. To include approximately (2) site visits per month for the duration of the construction period (both scheduled and emergent) to ensure compliance with the design drawings and specifications.

Typical site visits include:

1. General Contractor’s monthly progress meeting.

2. Observing various tests, inspections, and other important construction milestones as required for the project.

In general, upon completion of a site visit, the professional representative shall furnish to the

Government within (7) calendar days of the visit:

a. A written summary (report) of the work observed along with representative photographs.

b. A list and status of any nonconforming and/or rejected work observed.

c. A status report regarding the project schedule as physically observed. The representative shall alert the Government to conditions that may affect the Contractor’s ability to complete the work in accordance with the schedule.

Review of Requests for Information (RFI). Requests for Information shall be submitted within three (3) calendar days of submittal to the A/E.

Review of Construction Submittals. Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

Review and analysis of modifications and contract change requests including value engineering.

Modification requests shall be submitted within seven (7) 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 Independent Government Cost Estimate 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 Request for Proposals for anticipated changes. All documents shall be in the electronic formats specified in section 1.5 below. 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 shall be in the electronic formats specified in section 1.5 below.

Record Drawings. A/E shall review and verify record drawings as provided by the General Contractor.

Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

1.3.6 Building Information Management (BIM). BIM is required for this project. As such, the A/E shall be responsible for providing a complete and compliant As‐Built BIM model as per guidelines set forth in the VA BIM

Guide (TIL). The model shall be provided in Autodesk Revit 2020 format. In addition, all as‐built construction sheets shall be exported and provided in AutoCAD 2020 .dwg format.

1.3.7 Construction Estimates. Construction estimates shall be developed for the project at each phase of development. i.e. Schematic Design, Design Development, and the 100 percent Construction Documents phase.

Construction estimates shall also be required for each contract change encountered during the period of construction. A/E shall have RS Means capability as some estimates will be required to be completed in RS Means.

A/E shall also use history of similar projects in the region when developing cost estimates.

1.3.8 Inspection and Testing Services. The A/E shall provide technical services for the inspection of construction and the testing/inspection of materials as required for the project and outlined in the specifications. A report of findings for each inspection of work and/or testing/inspection of materials will be provided to the COR.

1.3.9 Project Phasing/Scheduling/Delay Analysis. Phasing of the construction will be an important part of this project. The A/E will develop and document in the drawings and specifications a plan to accurately describe and define the phases of construction to ensure the critical path schedule of project completion is maintained. VA will consult the A/E and give final concurrence to the phasing plan. The A/E shall be fluent in the various forms of schedule or delay analysis and shall recommend the most appropriate method(s) of analysis for the CORs concurrence.

1.3.10 Construction quality assurance/quality control (QA/QC). At regular intervals as specified in 1.3.5 above, the A/E firm and/or other consultants as necessary shall provide on‐site quality assurance and control through witnessing performance tests of various types of structural, electrical, HVAC equipment, sprinkler systems, fire alarm, IT and communications systems and other systems integral to a fully operational building project. Prepare reports resulting from on‐site inspections or analyses of test reports, review of submittal material, and evaluation of contract modifications, cost estimates, daily logs, and preparation of requests for information (RFI). Monitor return of submittals and other duties assigned by the Project COR. Prepare reports associated with on‐site investigations of material, equipment, and systems.

1.4 DESIGN STANDARDS AND REFERENCE DATA

1.4.1 Technical Information Library. The A/E shall incorporate all standards set forth in the VA Office of

Construction and Facilities Management (CFM) Technical Information Library (TIL), latest version, including all amendments, into the investigation and design services for the project. The CFM website is located at http://www.cfm.va.gov/.

1.4.2 Facility Drawings. Record drawings of existing conditions will be provided by the Gulf Coast Veterans Health

Care System to the selected A/E firm. These drawings may or may not be fully accurate. The A/E is responsible for performing sufficient on‐site investigations to completely and accurately document the existing conditions for the design project.

1.4.3 Accessibility Codes and Guidelines. The A/E shall determine applicability of the Uniform Federal Accessibility

Standards (UFAS), the Americans with Disabilities Act (ADA) Accessibility Guidelines, and the VA’s Barrier Free

Design Guide, latest versions. As applicable to the project, these guidelines shall be incorporated into the design.

VA’s Barrier Free Design Guide will trump all discrepancies between the various codes and guidelines.

1.4.4 Responsibility. It is the A/E’s responsibility to become familiar with the information in the TIL and understand what is expected in a design submission package and which guides, manuals, code, etc. documents are applicable to the project. The VA will not provide an exhaustive list of references for compliance. In the event the VA wishes to exclude a specific reference, the exclusion will be provided by VA in writing.

1.4.5 Deviations. In the event it becomes necessary to deviate from guidance provided in the TIL, a written request for waiver shall be provided to the contracting officer and the COR. The waiver shall cite the specific reference for which the deviation is being requested and shall provide a fully detailed rationale for the deviation. This should include, but is not limited to, the various options the A/E has considered including the determination and rationale for each option.

1.4.6 International Building Code. For the design and construction of new VA owned buildings, adoption of the

2018 edition of the International Building Code (IBC) is required, and all future editions shall be adopted within 2 years of issuance, subject to agency determination that each future edition is a nationally recognized building code and to the extent permitted by law for leased buildings. For existing buildings, adoption of the latest version of the Standards of Seismic Safety for Existing Federally Owned and Leased Buildings is required.

1.4.7 National Fire Protection Association Codes (NFPA). The VA always adopts the latest version of the NFPA codes. A/E shall be proficient in these codes and design accordingly. If NFPA does not address a specific issue, the

International Building Code (IBC), latest adapted version may be used.

1.4.8 VA Design and Program Guides, Specifications, Standards and Other Information. VA‐specific planning and design criteria are located at http://www.cfm.va.gov/TIL/.

1.5 DOCUMENT FORMATS

The A/E shall provide all documents, except drawings, in MS Word (DOCX) format. The final construction set, including drawings, shall also be provided in Adobe Portable Document Format (PDF). Project record drawings and other deliverables shall be provided in PDF, DWG, and Autodesk Revit format. All designs shall be completed using

AutoDesk Revit 2020. Design shall be provided to the VAMC in hard‐copy and digital format. Digital copies shall include both .dwg and .rvt formats. Specifications and drawings shall be organized in an appropriate manner into as few files as possible, but never exceeding 25mb in size. The final construction set, including drawings and other deliverables, shall be provided to the Contracting Officer’s Representative (COR) and the Contracting Officer on a

CD.

1.6 CONTRACT DIRECTIONS

The A/E shall comply only with the directions from the Contracting Officer and the COR. The Contracting Officer is the only person authorized to make changes to the contract in terms of scope, schedule, or cost.

1.7 SITE SURVEYS

The A/E shall conduct all necessary survey(s) as needed of the site and all affected areas for the purpose of determining information necessary to both the investigation and design services for the project.

1.8 RELEASE OF INFORMATION

The A/E shall NOT release to the public any information regarding number, type, or estimated costs of the project.

All questions shall be referred to the Contracting Officer.

1.9 CONSULTANTS

In the event the A/E wishes to change any of the consultants that were proposed as part of the A/E team for the project, a written request must be provided to the Contracting Officer for approval. The request must include a description of the event necessitating the change and a completed SF330 for the replacement firm. The

Contracting Officer will review the information provide and will approve or deny the request based on a variety of factors.

1.10 CONSTRUCTION CLAUSE COMPLIANCE

The A/E is responsible for ensuring that all construction specifications and drawings comply with the following:

1.10.1 FAR Part 6 Competition Requirements – Requires full and open competition for the procurement of goods and services, including construction equipment, components, and materials. Contractor shall not design in sole‐ source requirements.

1.10.2 FAR Part 11 Describing Agency Needs – Prohibits writing agency requirements that require a particular brand‐name product or feature of a product peculiar to one manufacturer thereby precluding consideration of a product manufactured by another company unless certain conditions exist.

1.10.3 FAR Part 23 Environment, Conservation, Occupational Safety and Drug‐Free Workplace – requires the use of sustainable designs, equipment, materials, and products.

1.10.3.1 FAR 52.223‐2 Affirmative Procurement of Biobased Products Under Service and Construction

Contracts

1.10.3.2 FAR 52.223‐15 Energy Efficiency in Energy‐Consuming Products

1.10.3.3 FAR 52.223‐17 Affirmative Procurement of EPA‐Designated Items in Service and Construction

Contracts

1.10.4 FAR Part 25 Foreign Acquisition – requires the use of American‐made equipment, components, materials, and products.

1.10.4.1 FAR 52.225‐11 Buy American Act – Construction Materials under Trade Agreements

1.11 VARIANCES

In the event that compliance with any of the conditions stated above cannot be maintained, the A/E shall contact the contracting officer directly for guidance. The A/E shall be prepared to submit a written request for a variance which includes a full and detailed explanation. The proposed variance will go to HEFP for review and approval.

2.0 A/E LIABILITY

In the event problems arise during construction which are directly attributable to the failure of the A/E to fully execute the requirements stated herein, the VA will consider the problem to be design deficiency and will hold the A/E liable for correction of the deficiency. Reference FAR 52.236‐23 Responsibility of the Architect‐Engineer

Contractor.

3.0 PERIOD OF PERFORMANCE

The Period of Performance is to include all design services through completion of design. All work is to be performed in strict compliance with this Scope of Work.

Final Design: Final Document Submission (100%) shall be submitted 365 calendar days after Notice of Award

(NOA). It is the A/E’s responsibility to ensure all prior comments are incorporated into the design. All costs of correcting and resubmitting final stamped sets due to omissions or code/requirement violations are the responsibility of the A/E. The A/E is also responsible for following specification Section 01 32 16.01 Architectural

And Engineering CPM Schedules, which is located in SOW Attachment 2 ‐ AE CPM Schedule Specs. 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.

1. Schematic Design Submission (25%) VA will review the submittal package and provide feedback within

14 calendar days. This will include a subsequent in‐person or virtual design review meeting of the entire team as is necessary to fully vet the submission. The meeting will be scheduled as early as possible to allow for as many team members present as possible.

2. Design Development Submission (50%) VA will review the submittal package and provide feedback within 14 calendar days. This will include a subsequent in‐person or virtual design review meeting of the entire team as is necessary to fully vet the submission. The meeting will be scheduled as early as possible to allow for as many team members present as possible.

3. Construction Documents Submission(s) –

a. First submission (75%) VA will review the submittal package and provide feedback within 21 calendar days. This will include a subsequent in‐person or virtual design review meeting of the entire team as is necessary to fully vet the submission. The meeting will be scheduled as early as possible to allow for as many team members present as possible.

b. Final submission (100%) VA will review the submittal package and provide feedback within 21 calendar days. If necessary, as determined by VA, this will include a subsequent in‐person or virtual design review meeting of the entire team as is necessary to fully vet the submission. The meeting will be scheduled as early as possible to allow for as many team members present as possible.

Submission Design Review Completion Schedule

25% Deliver Schematic Design Submission to COR no later than 90 calendar days after NOA.

25% VA response due 14 calendar days after receipt of the submission.

50% Deliver Design Development Submission to COR no later than 210 calendar days after NOA.

50% VA response due 14 calendar days after receipt of the submission.

75% Deliver First Construction Documents Submission to COR no later than 270 calendar days after NOA.

75% VA response due 21 calendar days after receipt of the submission.

100% Deliver Final Construction Documents Submission to COR no later than 330 calendar days after NOA.

100% VA response due 21 calendar days after receipt of the submission.

100% Deliver final design to Contracting Officer no later than 365 calendar days after NOA.

A separate Notice of Award will be issued for the Option Items exercised for Solicitation Support Services and

Construction Period Services. The Solicitation Support Services and Construction Period Services (Option Line

Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of

Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option line item(s) for Solicitation Support Services (see 1.3.4) and Construction Period Services (see 1.3.5).

SUBMISSIONS

a. Failure by the A/E to diligently execute his/her work to successfully meet the required delivery dates will be sufficient grounds for the Contracting Officer to terminate the contract.

b. The completion dates may be extended in the event performance is delayed due to causes beyond the control and without the fault or negligence of the A/E as determined in writing by the Contracting

Officer.

c. The A/E shall provide Computer‐Aided files for Backgrounds upon request by the Contracting Officer or

COR.

STANDARD SERVICES (SUMMARY OF PREVIOUSLY LISTED REQUIREMENTS IN THIS SCOPE OF WORK – REFER TO

ENTIRE DOCUMENT FOR COMPLETENESS)

The A/E shall:

1. Provide professional architectural, engineering, and other consulting services as required for the preparation of working drawings, specifications, cost estimates, and (any) possible impact costs for multi‐discipline services for the project.

2. Furnish progress submission(s) of the work. All work required for each submission shall be as outlined in VA Medical Center Projects A/E Submission Instructions for MINOR and NRM Construction Program, PG‐18‐15, Volume C, Nov. 2008 (SOW Attachment 1). Any additional clarifications or questions shall be directed to the Contracting Office or COR. The Request for Information process will be utilized. Refer to section 1.5 Document Formats.

3. Closely coordinate A/E’s work performed in his/her office with the related work of the Government staff personnel.

4. Promptly report to the Contracting Officer any ambiguities or discrepancies discovered in the project requirements, criteria, or documents, involving their work or the work of the Government.

5. Assist VA Medical Center in conferring and coordinating with state and local Government agencies, as required.

6. Visit the project site, hold conferences and discussions with the Government representatives in the

A/E’s office or in VA’s office, and take such other action as may be necessary for the design development, and to coordinate and complete the required services and documents under each work order.

7. Check and recommend to the Government approval or rejection of shop drawings, samples, equipment lists, and data applicable to the A/E’s part of design work, during the construction period.

8. A/E shall analyze and verify utility systems and structure feasibility as necessary and as part of their proposal. Note: On‐site investigations of existing conditions will be necessary. See 1.3.1 Studies for more information.

9. A/E shall provide final As‐Built drawings utilizing final construction markups for subsequent submission to the COR for the project or other designated Government representative.

10. The A/E shall advise the Contracting Officer and COR as to the recommended construction timeframe for each construction Bid Item and entire project. A/E team shall design the project for multiple Bid alternative Items if requested.

11. All correspondence shall be emailed to the Contracting Officer and COR.

12. The Design shall include all (related) work which represents a complete project.

13. The A/E shall use the most current Veterans Affairs Master Specifications which can be found at:

http://www.cfm.va.gov/til/spec.asp and shall edit (accordingly) to suit the project.

14. The A/E shall document and distribute to the contracting officer and the COR all site visits, meeting minutes, provide a record of all phone messages, and reports monthly if requested.

15. A/E shall provide specifications for Phasing and Coordination of utility shutdown(s) with VA Representative (COR).

16. Prepay shipping charges on all charts, sketches, drawings, and documents that are sent to the

Contracting Officer and/or COR.

17. A/E is responsible for physical surveys and investigations (to minimize construction change orders) of existing conditions, which may include sewer surveying, hydrant flow analysis, and accuracy of existing studies and data. Investigative services may require destructive demolition.

18. CRITICAL PATH SCHEDULING: The A/E shall develop a critical path schedule demonstrating fulfillment of the contract requirements through appropriate construction phasing and shall utilize the plan for scheduling, coordinating and monitoring work under this contract, including all activities of the A/E.

KEY PERSONNEL

The A/E shall employ the required professional personnel to perform the services required under this contract.

No substitution will be made without the advance written approval of the Contracting Officer. The A/E shall provide an explanation of the necessary change. No increase in salary rates will be allowed when personnel substitution is authorized.

STATEMENT OF WORK ATTACHMENTS:

SOW Attachment 1 ‐ PG 18‐15, Volume C ‐ AE Submission Instructions

SOW Attachment 2 ‐ AE CPM Schedule Specs

SOW Attachment 3 ‐ Proposed Layout Drawings 2‐18‐2021

‐END OF SCOPE‐