P09_Final SOW_621-23-104.doc

STATEMENT OF WORK

Architect-Engineer Services for

Project No. 621-23-104 Relocate Police Dispatch James H. Quillen VA Medical Center

Mountain Home, Tennessee

PART I – HISTORY

The James H. Quillen VA Medical Center located in Mountain Home (Johnson

City), Tennessee has an existing Police Dispatch located on the first floor of Building 204. It has been determined that the existing Police Dispatch needs upgrades to be in compliance with the current Physical Security and Resiliency Design Manual.

PART II – GENERAL

A/E Design Services Scope: The A/E shall provide all Architectural and Engineering services necessary for the design of a construction project to renovate an existing space in Building 204 to create a Police Dispatch. The area will consist of a security vestibule with a mantrap configuration, a data closet, a break area, locker area and an existing bathroom as depicted on the Concept drawing dated 04/03/2023. The new Police Dispatch will be located on the ground floor of Building 204, directly beneath the existing one which is located at the emergency entrance of the Emergency Department at the James H. Quillen VA Medical Center, Mountain Home (Johnson City), Tennessee.

Design will include, but is not limited to, modification of existing building structure, infrastructures, and utility systems, demolition of existing, new structural, new walls and doors, ceilings systems, flooring, interior finishes, casework, new mechanical HVAC, electrical, plumbing, fire sprinkler, fire alarm, data and communications systems, all applicable security elements including access control and video surveillance systems and modification of all applicable existing systems as necessary for a complete and usable renovation project.

Design shall comply with the U.S. Department of Veterans Affairs’ PHYSICAL SECURITY & RESILIENCY DESIGN MANUAL.

a. The A/E services shall include but is not limited to:

1. On site investigations and survey of existing conditions and as-builts on record.

2. Design charrettes/reviews.

3. Design narrative, analysis, and engineering calculations.

4. Basis of Design report(s).

5. Preliminary sketches, schematic plans, design development plans, 3D renderings and final construction drawings & specifications.

6. Infection Control plans.

7. Detailed cost estimates.

b. The A/E shall coordinate with COR and work with clinical and administrative staff to provide a project design to include the following functional general requirements as allowed by the project budget:

Security Vestibule:

· Two single doors with card reader access, interlocked with each other

· Mantrap configuration with monitoring

· UL 752 level 3 ballistic construction

· LED lighting fixture Bathroom:

· Infill door on the south wall

· UL 752 level 3 ballistic partition installed on south side

· Match existing finishes (as well as the affected room to the south)

Main Dispatch Room:

· LVT floor with rubber base

· New Independent HVAC system

· ACT ceiling

· UL 752 level 3 ballistic partitions

· Lockers

· Break Area

· Casework

· Sink

· Refrigerator

· Table and chairs

· Normal power outlets

· Workstation Area

· Two VA provided consoles to be placed.

· Data

· Emergency power outlets Data Closet:

· Repurpose existing equipment rack for police equipment.

· Relocate Bio-Med cables and equipment to Bio-Med Workshop

Bio-Med Workshop:

· Move door to the existing corridor entryway.

· Construct small closet for relocated data cables and equipment rack and cable tray.

c. VA construction, maintenance, repair, and renovation projects shall be designed in compliance with applicable standards and codes described in VA Program Guides and design materials. Master Construction Specifications Index, VA Construction Standards Index, VA Standards Index, and Criteria are available in the Technical Information Library (TIL) on VA Website address: http://www.cfm.va.gov/til/ The project design shall comply with the Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings set forth in the Federal Leadership in High Performance and Sustainable Buildings Memorandum of Understanding (2006) by providing work consistent with the Green Building Initiative Green Globes principles for Continual Improvement of Existing Buildings (CIEB).

d. The design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia.

e. The A/E shall, when requested, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits in connection with the performance of services. The A/E shall, without additional expense to the Government, be responsible for assuring that the work is in compliance with requirements of applicable codes, ordinances, and regulations.

f. The A/E shall not divulge or release any information, oral or written (including electronic), developed or obtained in connection with performance of this contract of any possible construction based on the results thereof (including, but not limited to, reports, plan, specifications, location, time, estimated cost of construction or estimated Value Engineering savings) except to authorized Government personnel or upon prior written approval of the Contracting Officer.

g. The VA shall evaluate the overall performance of the A/E by professional discipline after completion of design and construction in accordance with FAR (48 CFR) Subpart 42.1502 (f) by completion of DD Form 2631. The A/E shall be informed, in writing, by the Contracting Officer, of overall performance denoting strengths and weaknesses.

1. Approved Construction Budget: The project shall be developed within an estimated base construction cost of $1,500,000.

2. Completion Time: Final Construction Drawings for Bid (Sealed by Architect/Engineer) including cost estimates, specifications, and calculations, shall be completed within 180 calendar days after Notice to Proceed (NTP). The A/E schedule shall rigidly follow the schedule outlined in Part III, Item 2 below. If the VA Comment & Review Period is longer than projected in the schedule, the Completion Time (period of performance) will be extended only by the amount of the overage.

3. Ownership of Original Documents: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be the sole property of the Government and may be used on any other work without additional compensation to the Architect-Engineer. With respect thereto, the Architect-Engineer agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. The Architect-Engineer, for a period of no less than 3 years after completion of the project, agrees to furnish and provide access to all retained materials (including electronic) upon request of the VA. Unless otherwise provided in this contract, the Architect-Engineer shall have the right to retain copies all such materials beyond such period.

PART III – DESIGN EXECUTION AND PROVISION OF CONSTRUCTION DOCUMENTS

1. Design Requirements: The A/E shall ascertain the requirements of the work and shall prepare, for approval by the VA, Construction Documents and other documents setting forth in detail the requirements for bidding and contracting for the construction of the project and as further described in A/E Design Submissions Requirements (PG-18-15) Volume C – Minor and NRM Projects (https://www.cfm.va.gov/til/ae/aesubmin.pdf).

The A/E shall be responsible for the professional quality and technical accuracy of all documents prepared. Design Services shall include the following documents as applicable to the project scope of work defined in Part I, Sect. 1.

a. Architectural Design Documents setting forth in detail the architectural construction requirements including complete floor and roof plans, elevations, sections, details, schedules, material and color selection, discipline coordination and fire safety systems and controls.

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

c. Mechanical Design Documents setting forth in detail the mechanical construction requirements including all mechanical plans, elevations, sections, details, and schedules for heating, ventilating, air conditioning, refrigeration, plumbing and sanitary engineering.

d. Electrical Design Documents setting forth in detail the electrical construction requirements including all electrical plans, elevations, sections, details, diagrams, and schedules showing transformers, vaults, electrical and telephone closets, power distribution systems, auxiliary power systems, switchgear, generator, lighting fixtures, switching power outlets, and signal system.

e. Cost Estimates setting forth in detail quantities of materials, labor, profit, overhead, insurance, taxes, etc. for each separate technical discipline within the project scope. The A/E shall develop detailed construction cost estimates on form similar to VA Form HO-18b. All categories of work involved including quantities and unit type cost shall be included.

f. Specifications for all sections of the work utilizing the VA Master Specifications (PG-18-1), available in the Technical Information Library (TIL) on VA Website address (http://www.cfm.va.gov/til/), setting forth in detail all requirements for the construction fully coordinated with the drawings and other Construction Documents.

g. CAD Standards: VA has adopted the U.S. National CAD Standard (NCS) (https://www.nibs.org/projects/united-states-national-cad-standard-ncs) available from National Institute of Building Sciences (NIBS). The U.S. National CAD Standard has been modified by VA as explained in the VA BIM & CAD Standards (PG-18-13) (https://www.cfm.va.gov/til/projReq.asp). CAD drawings shall be compatible with AutoCAD Version 2012, native format (.DWG). All files (base files, reference files, cell libraries) shall be compatible with the VA target system. Layering guidelines shall conform to applicable VA and AIA standards.

2. Review Submissions: Submit the following documents for VA review and comment to the James H. Quillen VA Medical Center COR (Mountain Home), the VISN 9 Construction Manager (Murfreesboro), and/ or the Third-Party Safety and Fire Protection Review Firm (contact information to be provided by COR) as further specified below: (VA review of the A/E's work product shall not be construed by either party to relieve the A/E from its professional responsibility to execute drawings, specifications and other work submissions with due care and in accordance with acceptable professional standards.)

Days

a. Initial Site Visit, Survey & Charrette Report shall be submitted no later than 20 calendar days after NTP. Submission shall be electronic and consist of the initial design charrette minutes and preliminary sketches depicting functional floor plans. It shall be submitted in CAD and pdf format to the COR.

b. Conceptual/Schematic Design Submission (35% SD) shall be submitted no later than 55 calendar days after NTP. The Concept Design (35%) shall be electronic and consist of project concepts, preliminary drawings, field investigation narrative reports indicating analysis of existing conditions, economic analysis, and proposed scheme of work. It shall also include a tentative Table of Contents showing proposed specification sections to be used. It shall be submitted in CAD and pdf format to the COR.

c. Design Development Plans Submission (65% DD) shall be submitted no later than 125 calendar days after NTP. The Contractor will incorporate the 35% review comments into the 65% submission as well as findings from the second site visit. The Interim Design shall be electronic and consist of drawings, redlined specifications, updated design analysis, revised cost estimate, and draft design reports. Drawings, specifications, and design analysis will be updated by all comments and project development. The basis for changes will be documented. Submission shall include A/E responses to the 35% review comments. Submission shall also include responses to Third Party Safety and Fire Protection Review comments. It shall be submitted in CAD and pdf format to the COR.

d. Design Development Plans Submission (95% DD) shall be submitted no later than 150 calendar days after NTP. The Contractor will incorporate all 65% review comments into the 95% submission. The 95% interim design shall be electronic and comprise the Final Progress Design. This submission is equivalent to the CD submission and shall be complete in the final format and accurate in the best judgment of the Contractor, except for minor typographical errors and pencil-in corrections. Submission shall include A/E responses to the 65% review comments. Submission shall also include responses to Third Party Safety and Fire Protection Review comments. It shall be submitted in CAD and pdf format to the COR.

e. Final Design Development Submission (100% complete design Not for Bid – Review Copy Only) shall be submitted no later than 170 calendar days after NTP. The Contractor will incorporate the 95% review comments into the 100% submission. This submission shall be electronic and consist of completed drawings, specifications, submittal registry, cost estimates, design analysis, reports, and responses to the 95% design comments. If it is determined by the VA that all necessary comments were not incorporated into the final submittal, the Contractor shall, at no additional cost to the VA, make immediate correction to the contract documents. The final design analysis shall be complete and support the requirements of the project. Final design drawings, specifications, cost estimate, and other deliverables shall have been thoroughly checked with all comments incorporated. The Contractor shall submit with the final design a written certification that the Independent Technical Review was completed prior to submitting to the Government. It shall be submitted in CAD and pdf format to the COR.

f. Final Construction Drawings for Bid (Sealed by Architect and Engineer): Electronic part of the submission shall be submitted no later than 177 calendar days after NTP. Hard Copy submission shall be submitted no later than 180 calendar days after NTP. Electronic submission shall consist of cost estimates, final drawings, and specifications on two compact discs to the COR. Hard Copy part of the submission shall consist of two (2) sets of full-size drawings (hard copies) along with two (2) copies of bound and edited specifications. The COR will forward the electronic submission to Contracting Officer to issue for bid.

g. Certification of A/E Seal: At the final review, the A/E will present the completed set of contract documents. Each Contract Drawing shall bear the seal and signature of the registered professional architect or engineer responsible for its design. The seal and signature shall be affixed for the final scheduled review stage of each phase of the Construction Documents section. Before the final contract documents are issued for bidding, a principal of the A/E firm under contract to the VA will be required to provide a signed certification that all drawings and calculations have been properly signed and sealed by the appropriate individual for each discipline, in accordance with the rules and regulations of the local State licensing authority. This certification shall be forwarded to Contracting Officer upon the completion of the Contract Documents.

h. RFIs & Bidding: A/E shall provide responses to RFIs during bidding and issue any amendments as required.

3. VA Standards: The A/E shall use VA Program Guides, Design Manuals and Master Specifications, available in the Technical Information Library (TIL) on VA Website address: (http://www.cfm.va.gov/til/), in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government, he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

4. Accuracy of Planning Information: The A/E shall visit the project site to investigate the information shown on the Government-Furnished drawings, record (as-built) drawings and other planning documents provided by VA. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG18-10.

5. Discrepancies in Planning Information: The A/E shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E's failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.

- - - E N D - - -

PAGE