P01 AE Design SOW Attachment 1 - EHRM Training and Admin Space Support.pdf

George E. Wahlen Veteran Affairs Medical Center 500 Foothill Drive 2/11/2021 Salt Lake City, UT 84148

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

EHRM Training and Admin Space Support

PROJECT NO: 660-21-703

PROJECT NAME: EHRM Training and Admin Space Support – Salt Lake City, UT

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 George E Wahlen Veteran Affairs Medical Center (VAMC) in accordance with this design scope of work.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes 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 provide site prep of land, including dirt work and/or paving, power, water, fiber, cable, and other necessary utility connections required for modular trailers that will be used for admin space and training space. The approximate square footage of indoor space will be approximately 7,000 square feet of admin space and approximately 20,000 square feet of classroom space. See SOW Attachment 02 – OEHRM Universal Training Space Requirements for full list of space requirements.

A/E Part Two Services of this design project (also known as Construction Period Services) includes 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 2 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, 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. 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 comprises 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 George E Wahlen Veteran Affairs Medical Center (VAMC) 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 –will give AE firm a basic understanding of the location of the construction project.

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.

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.

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 in the 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 and Facility 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

H-18-8 Seismic Design Handbook

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 Guides

PG-18-15 Minimum Requirements for A/E Submissions http://www.cfm.va.gov/til/index.asp 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/seismic.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

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

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.

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 19 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. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, 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:

Asbestos: The A/E firm is required to conduct an asbestos identification survey for the VA in the project area referred to as a NESHAP that would be required to perform destructive testing and patching as required in addition to visual inspections. The A/E firm shall have a Certified Industrial Hygienist (CIH) that will review survey in conjunction with design renovation work and determine whether abatement will be required within the design documents (this determination is to be reviewed/approved by the VA certified asbestos subject matter expert(s) to ensure congruent with VA standards for abatement). If abatement is deemed necessary, then the CIH employed by the A/E is to perform duties during construction phase in accordance with VA asbestos specifications including monitoring.

a. NOTE: If A/E determines that site investigation work will be required in asbestos contaminated areas, the A/E is to have their personnel trained for Class 3 Asbestos Work (Maintenance & Operations within Asbestos Contaminated areas).

1. The A/E shall provide all documentation (i.e., calculations, reports, recommendations, etc.)

that is appropriate to support the design effort and to keep the VA fully informed of all issues or potential problems.

2. The A/E shall provide an investigation and explanation of code requirements incorporated into the design. Furnish a copy of each code quoted or used in the design, when necessary to provide additional understanding of design decisions.

Storm Water Pollution Prevention Plan: A/E is to assist in doing Storm Water Pollution Prevention

Plan (SWPPP) required by Utah Department of Environmental Quality (UDEQ). This will be a requirement if any of the work includes outdoor upgrades which will disturb at least 5,000 sq. ft either in one spot or collectively, or near Red Butte Creek since an impaired water. This will be a collaborative effort between the AE/VA and the construction contractor to develop the initial http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2

SWPPP document for the project. Some aspects are delineated in Utah General Construction

Permit as needing P.E. input for SWPPP however is also intended to have input from the construction contractor as they are controlling the site.

9. TELECOMMUNICATIONS DESIGN: In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” February 2016 (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

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 07. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO).

This memo is included as SOW Attachment 05, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

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 Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at George E Wahlen Veteran Affairs Medical Center (VAMC) Salt Lake City due to the age of the campus (construction began in 1950’s).

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. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

▪ Schematic Design (SD)- 35%

▪ Design Development One (DD) – 65%

▪ Construction Documents (CD)- 95%

▪ Final Bid Documents (Bid) – 100%

12. SUBMITTAL FORMATS: Submittals shall be submitted in editable electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), files are acceptable. Submittals shall additionally be compliant with Section 508 of the https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949

Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the editable electronic formats listed above.

Minimum meeting minutes requirements

• Project name, 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 Check box)

• 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 Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates are to be provided in an editable version of the attached SOW Attachment 10.

COST ESTIMATE SUBMISSION REQUIREMENTS: The A/E shall submit a construction cost estimate for all trade disciplines at each project submission. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Therefore, if it is shown, it must be priced.

If it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. The A/E shall use construction cost estimation format provided by the VA which is structured by construction divisions in accordance with the VA Master Construction Specifications.

Provide an electronic copy of cost estimates with each submittal.

Quality Assurance/Quality Control (QA/QC) Plan

▪ All documents in any of the electronic formats listed above.

Basis of Design (BD)

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

▪ Two (2) paper bond sets of specifications – 2 to VA

▪ Two (2) paper bond sets of investigation reports, design calculations, space planning data http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD)

▪ Memo annotating what was not upgraded and corresponding justifications.

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

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

▪ Two (2) paper bond sets of specifications – 2 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 - 2 to VA

Final Bid Documents (Bid)

▪ All Electronic Documents must be submitted in editable versions.

▪ 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/full functional.

▪ Word files of specifications.

▪ AutoCAD files of drawings.

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

▪ Two (2) half-size paper bond sets of drawings – 2 to VA

▪ Two (2) paper bond sets of specifications – 2 to VA

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

Construction Period Services (CPS)

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

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

Site Visit Reports Site visit reports shall be submitted within seven (7) 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 (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 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 Request 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. AutoCAD (.dwg) format.

13. 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 16.10 Architectural And Engineering CPM Schedules, which is located in SOW Attachment 06 - 01 32 16.01 EHRM Architectural and Engineering CPM Schedule. 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.

REVIEW MEETINGS: The A/E is required to lead an in-person design review meeting at each submission during the design process and provide meeting minutes to the VA for approval and distribution.

Administrative Time 14 calendar days after receipt of Notice of Award

QA/QC Submittal & Basis of Design (BD) 10% Submittal

21 calendar days after end of Administrative Time

QA/QC and BD 10% Submittal Review Meeting

14 calendar days after VA receipt of QA/QC & BD 10%

Submittals

35% SD Submittal 28 calendar days after acceptance of QA/QC & BD 10%

Submittals

35% SD Review Meeting 14 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 35 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 21 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 35 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 14 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 28 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting 14 calendar days after VA receipt of Final Bid Documents

Submittal

Total Part One Services/Design Phase Schedule

238 calendar days

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 AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services (optional 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(s) for Construction Period Services.

14. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); 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 George E Wahlen Veteran Affairs Medical Center (VAMC) Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the George E Wahlen Veteran Affairs Medical Center (VAMC) Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under 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.

15. BADGING REQUIREMENTS:

All employees of A/E firm and subcontractors shall comply with VA security management program and obtain VA badges. This will likely require fingerprinting and background checks of each individual. The employees of the A/E will obtain permission of the VA Human

Resources, be identified by project and employer, and restricted from unauthorized access.

TRAINING:

1. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information

Security Awareness and Rules of Behavior Training.

2. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

3. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

16. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

▪ OEHRM Universal Training Space Requirements ( See SOW Attachment 02)

▪ Campus Map (See SOW Attachment 03)

▪ VHA Required Div 01 Specification Sections (See SOW Attachment 04)

▪ Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 05)

▪ 01 32 16.01 EHRM Architecture and Engineering CPM Schedule (See SOW Attachment 06)

▪ Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM

Construction program dates November 2008 (See SOW Attachment 07)

▪ Seasonal influenza with vaccines (See SOW Attachment 08)

▪ VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW Attachment

09)

▪ Blank IGCE (SOW Attachment 10)

▪ VA OEHRM Site Infrastructure Reqs 1.9 (SOW Attachment 11)

▪ Training and Admin Support Planning Guide (SOW Attachment 12)

End of SOW