P9 - SOW - Norman OK - Final.docx

635-423 Page 8 of 15

Statement of Work (SOW) for Professional Design Services Oklahoma City Department of Veterans Affairs Medical Center

1210 W Robinson St.

Norman, OK 73069 Project Title: Renovate Specialty Hospital VA Project Number: 635-423

The Department of Veterans Affairs, Veterans Health Administration (VHA), hereafter referred to as the “VA”, “VAMC”, or the “Government”, has a requirement to design the Norman Specialty Hospital, hereafter referred to as the “Project” at the VA Medical Center (VAMC) in Oklahoma City, Oklahoma. The Architect and Engineer (A/E) team responsible for the design will hereafter be referred to as the “Contractor”.

A. SCOPE OF WORK:

The Oklahoma City Veterans Affairs Medical Center (VAMC) is seeking architect / engineering firms to provide all A/E services for the investigation, design, cost estimating, preparation of construction documents, and construction administration services for the specialty hospital will help serve patients in our Community Living Center and Residential Rehabilitation Treatment Program. The current specialty hospital is 39,665 SF with a total of 50 beds. The design will include separating the hospital into two (2) individual services. This project will also include an additional 1000sf approximately to be created for the two (2) separate entrances for the two (2) services in addition to the renovation. Lastly bringing the hospital up to the most current life safety code.

The Contractor shall be responsible to verify all existing conditions and shall initiate detailed inspections of the Norman Specialty Hospital to confirm and to validate the accuracy of the work locations and the extent of the scope of work involved in this project. All quantities provided in this document are approximate and the Contractor will be responsible for taking actual on-site measurements. The contractor shall coordinate with the COR and the VAMC Integrated Project Team (IPT) to determine the comprehensive demands and needs for this undertaking prior to and during the design development process.

B. PERIOD OF PERFORMANCE:

The Contractor (A/E, Architect Engineer) shall complete all designs and documents required under this SOW in 224 calendar days of issuance of the Notice-of-Award. Work at the Government site is permissible on Federal holidays or weekends, but subject to approval by Contracting Officer’s Representative (COR) and/or the Contracting Officer (CO).

Recognized Federal Holidays:

New Year’s Day, January 1* Martin Luther King Jr. Day, Third Monday in January Washington’s Birthday (President’s Day), Third Monday in February Memorial Day, Fourth Monday in May Juneteenth, June 19* Independence Day, July 4* Labor Day, First Monday in September Columbus Day, October 12* Veterans Day, November 11* Thanksgiving, Fourth Thursday in November Christmas, December 25* *Note: Federal Holidays that fall on a Saturday will be observed the Friday prior. Holidays that fall on a Sunday will be observed the Monday following.

Construction Cost: The Contractor (A/E, Architect Engineer) shall prepare a design so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facility and based on local market research for this project for construction contract price. The VAAR magnitude of construction for this project is between $5,000,000 and $10,000,000.

Bid Deducts: Identify alternatives for a minimum of 10% of the construction cost that can be taken as potential bid deducts in the event construction bids received are higher than anticipated. The alternates must be designed so that, if required to award the bid within the approved total project cost, the project remains a stand-alone project and can be activated according to its intended function upon completion.

The areas & locations covered in this project including all adjacent spaces will be continuously occupied by the VAMC during the construction of this project. The Contractor shall develop and recommend a Phasing Plan in conjunction with the COR, the VAMC Integrated Project Team and the facility engineering team for VA approval and incorporate the same into the design concept to ensure that the construction of this project will not impact or impede the VAMC’s mission to care for the Veterans.

The Contractor design shall incorporate sustainable design methodology and comply with the VA Sustainable Design and Energy Reduction Manual as can be found at http://www.cfm.va.gov/til/ and the VA Directive 0055 for VA Energy management Program. The Contractor Project design shall have the ability to attain VA sustainable building requirements. Contractor shall ensure that its Project design include renewable and innovative energy systems where possible. The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), the Americans with Disabilities Act (ADA) and PG-18-13 (Barrier Free Design Guide) in all areas.

Contractor shall closely coordinate the design with all trades and use parametric Building Information Modeling (BIM) in developing this design. The VA BIM Standard BIM Manual V2.2 is available in the VA’s Technical Information Library: https://www.cfm.va.gov/til/projReq.asp.

Norman VA Clinic 1210 W. Robinson St. 19 July 2023 Norman, OK 73069 The deliverable model at the SD, DD, and CD design phases shall be developed to include as many of the systems described below (but not limited to) 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

· Floors

· Ceilings

· Vertical Circulation

· Walls/Curtain Wall Sizes, Shapes, & Material Data

· General Signage

· Schedules

· 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)

Contractor shall place emphasis on cost and scope management. An estimate of construction cost based on level of design detail will be required at each design phase. Refer to the appended A/E Submission Instructions for Minor and NRM Construction Program (VA Guide PG-18-15) for minimum deliverable requirements at each phase. Also include any other submittal requirements detailed in this SOW.

C. 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 AE shall include drawings showing all furniture and equipment with designations to show who will provide and who will install (VV, VC, or CC).

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

D. PROGRAM FOR DESIGN:

1. General Requirements:

· The Contractor shall be responsible to verify all existing conditions. Review VA’s as-built and historical drawings, however, existence and accuracy of as-built drawings is limited for the original facility.

· The project design will be fully functional and not dependent on any other Station Level, NRM or Minor project.

· Site access routes to multiple work areas for this project may impact the operation of adjacent facilities in the vicinity. The contractor shall coordinate with VA to develop an access route plan in conjunction with the Phasing Plan during the design to mitigate possible impact to VA operation throughout construction.

· The design shall consider any ADA or accessibility issues around the multiple construction site locations of this project.

2. Site Layout and Utilities:

· The construction of this project will impact existing utilities and these utilities may need to be relocated as part of this project. The Contractor to verify the location of all impacted utilities.

· The Contractor will have to develop an outage plan in conjunction with the relocation of any existing utilities as may be necessary to mitigate the impact to the VA Medical Center operations.

3. Design of the Waterproof and Repair Exterior Building Envelope Project shall consider the following items:

· During the Pre-Design phase, the Contractor shall coordinate with the VA Staff to obtain accurate and up-to-date information on the existing facility and associated Departmental needs.

· The quantities provided in the scope of work were estimated quantities and shall be verified against the actual site conditions for accuracy.

E. OTHER PROFESSIONAL SERVICES:

1. Geotechnical Survey The Contractor shall perform a geotechnical field exploration and laboratory testing program to obtain information on subsurface conditions to evaluate the geotechnical aspects of the project. The scope of the services performed shall include:

a. Compiling and reviewing available geotechnical and geologic data pertinent to the project vicinity to identify subsurface soil, rock, and groundwater conditions on the site to the depths that would be required in accordance with the proposed footing and foundation design.

b. Conducting a field exploration and laboratory-testing program to supplement the available information on subsurface conditions.

c. Preparing a report of the results of the geotechnical field exploration, laboratory testing program, discussion of the geotechnical issue and geotechnical recommendations. Regarding earthwork, including grading and excavation, backfilling and compaction, the treatment of in-place soils for the support of foundations, pavement, and identification of possible construction issues.

2. Energy Efficient and Sustainable Design, Guiding Principles The Contractor shall provide services to meet the requirements of the Energy Policy Act (EPACT) of 2007, and the Federal Guiding Principles for High Performance Sustainable Buildings. Apply sustainable design principles from both Green Globes and LEED into the new construction design. This project will not be seeking LEED certification. Reference the current VA Sustainable Design Standards here: https://www.cfm.va.gov/til/sustain.asp.

The following are the required Contractor deliverables to support the sustainable design effort and are based on the federally mandated Guiding Principles:

a. Background Research Analysis

i. Current Report of the Dynamic Cost Model

ii. Report of Federal Mandates Kick-Off Meeting & background Research Analysis Results

b. Optimize Energy Performance

i. Project Energy Models

ii. Define Distributed Generation Systems and Renewable Energy Goals

iii. Report on Use of Energy Star Products

iv. Metering

c. Protect and Conserve Water

i. Report on Reducing Indoor Water Use

ii. Report on Reducing Outdoor Water Use

iii. Water for the Reduction of Energy

iv. Water Efficient Products

d. Enhanced Indoor Environmental Quality

i. Day lighting Plan

e. Reduce Environmental Impact of Materials

i. Report on amount of recycled and Bio-based content used

ii. Report on Construction Waste Recycling

3. Executive Overview Presentations The Contractor shall prepare and deliver a presentation to the VAMC’s designated personnel at the completion of each design phase as requested by the contracting officer. These presentations will take place at the VA Medical Center. This presentation shall include all visual aids necessary to describe the status of the design project for each phase of design including, but not limited to, large format presentation boards, power point slides, renderings (elevations and perspective views), and 8 ½” x 11” copies of all materials presented.

F. CODES, STANDARDS AND EXECUTIVE ORDERS:

VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

· VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

· VA BIM Manual V2.2

· VA Handbook 0056, Sustainable Building Program

· VA Directive 0056, Sustainable Building Program

· VA Directive 0055, VA Energy and Water Management Program

· NFPA 101 Life Safety Code

· NFPA National Fire Codes

· International Building Code (IBC) and all other International Code Series (IPC, IMC, IECC, IFGC, etc.) when applicable or referenced in VA Design documents/ guides.

· Occupational, Safety and Health Administration (OSHA) Standards.

· National Electrical Code (NEC)

· Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, Barrier Free Design Guide (PG-18-13)

· Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318)

· Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

· Energy policy Act of 2007 (EPAct)

· DOE Interim Final Rule: Energy Conservation Standards for New Federal, Commercial and Multi-Family High-Rise Residential Buildings and New Low-Rise Residential Buildings, 10 CFR Parts 433, 434 and 435.

· Federal Leadership in High Performance and Sustainable Buildings: Memorandum of Understanding (MOU)

· Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management.

· The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification.

G. QUALITY ASSURANCE/ QUALITY CONTROL (QA/QC):

1. Contractor QA/QC of Design:

The Contractor shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

a. Two (2) Weeks after the NOA (Notice of Award): The Contractor shall submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

b. 95% Submittal: The Contractor shall submit the completed QA/QC Plan along with the latest markedup documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed. The design should essentially be complete at the 95% Submittal, awaiting final VA review and comments.

2. Contractor QA/QC of VA Review Comments:

The VAMC Engineering department will provide review comments on the design/ narrative/ specifications at each deliverable. The Contractor shall review and respond per the QA/QC process guidelines at the 65%, 95%, and 100% deliverables. The QA/QCed documents will be a required part of the submittal at each of these deliverables, the design package will not be accepted without them.

This is a two-person QA/QC process for the Contractor. The “RESPONDER” and the “BACK CHECKER” may not be the same individual, the “BACK CHECKER” must be a senior staff member of the “RESPONDER”.

a. Responsibilities of the “RESPONDER”:

· Review the Oklahoma City FMS/ Engineering Department Review comments (either redlined on a plan/ document or provided in the format of a list).

· Comments that the Contractor agrees with are to be incorporated into the plans/ narrative/ specifications for the next deliverable and highlighted by the “RESPONDER” in GREEN.

· Comments that the Contractor does not agree with are to be commented on in BLUE expressing why the Contractor does not agree with the VA review and why the review comment was not incorporated into the next deliverable.

b. Responsibilities of the “BACK CHECKER”:

· After the “RESPONDER” has completed their review and incorporated all the revisions into the revised plans/ narrative/ specifications, the “BACK CHECKER” is to review the QA/QCed documents against the revised documents.

· For comments highlighted in GREEN by the “RESPONDER”, put a blue check mark next to the highlighted comment, verifying it has been incorporated.

· For comments in BLUE provided by the “RESPONDER”, put a blue check mark next to the comment indicating concurrence.

On each sheet/ page of the review comment document provided by the VAMC, the Contractor shall digitally place the “Design Team QA/QC Stamp” and complete per the example below.

H. DEADLINES AND DELIVERABLES:

During the Conceptual Phase, the Contractor shall conduct a Design Charette with the VAMC Integrated Project Team (IPT) with representatives from all departments relevant to the Project. The conceptual review material shall be a result of the Design Charette which will include a preliminary design narrative and a draft plan indicating the footprint of the project and extent of the areas and work locations to be repaired and renovated.

Upon completion of the design documents, the Contractor shall assist the Government in the preparation of bidding documents for construction. This includes, but is not limited to, preparing a bid tabulation broken down by division and major scope items that will be included with the solicitation and completed by the Construction Contractor. This bid tabulation will enable better analysis of contractor’s bid pricing to aid in determining fair and reasonable pricing.

1. Deliverable Materials

a. Prepare drawings for review submittals, bidding and construction in accordance with instructions in A/E Submission Instructions for Minor and NRM Construction Program (VA Guide PG-18-15 Vol. C A/E Submission Instructions - Minor and NRM (va.gov).

b. At each deliverable detailed below, submit review drawings on bond paper, one (1) copy of full-size drawings, one (1) copy of half size drawings, two (2) bound copies of narratives/reports/cost estimates, one (1) bound copy of specifications, and one (1) standard format CD with digital copies of all review documents. Digital copies of files may be electronically transferred if coordinated with the COR. The required QA/QC documents may be provided digitally.

c. Submit final construction drawings (100%) on bond paper, two (2) copies of full-size drawings, one (1) copy of half size drawings, two (2) bound copies of narratives/ reports/ cost estimates, one (1) bound copy of specifications, and one (1) standard format CD. The required QA/QC documents may be provided digitally. The CD of electronic copies shall contain project drawings in .dwg and .pdf files of each drawing individually and combined PDF sets of not more than 50 Mb in size. The BIM model for the project shall also be included. Project Manual document in .doc and .pdf files of each project manual document or specification section and combined PDF sets of not more than 50 Mb in size. Each CD will be labeled as to station #, project #, date, etc.

d. Electronic files shall conform to National CAD Standard and VA Application Guide.

a. Pre-Design Submittals Phase 28 / 28 Days after NOA

· QA/QC Plan

· Geotechnical, and Utility Studies

b. Conceptual Phase 28 / 56 Days after NOA

· Conduct Design Charette with the VAMC Integrated Project Team (IPT)

· Deliver Conceptual Design Review Material to VA

· On-site Meeting to Review Conceptual Design Material with VAMC

c. Schematics Phase (35% Submittal) 28 / 98 Days after NOA

· Deliver Schematic Review Material to VAMC and Contracting Officer not later than 28 Calendar Days after approval of Conceptual Design Phase Submittals

· On-site Meeting to Review Schematic Design Material with VAMC

· Government Submittal Review – 14 Calendar Days

d. Design Development (DD) Phase (65% Submittal) 35 / 147 Days after NOA

· Deliver Design Development Material to VAMC and Contracting Officer not later than 35 Calendar Days after approval of Schematics Design Phase Submittals

· On-site Meeting to Review Design Development Material with VAMC

· Government Submittal Review – 14 Calendar Days

e. Construction Documents (CD) Phase (95% Submittal) 35 / 196 Days after NOA

· Deliver Construction Document Material to VAMC and Contracting Officer not later than 35 Calendar Days after approval of Design Development Materials Submittals

· On-site Meeting to Review Construction Document Material with VAMC

· Government Submittal Review – 14 Calendar Days

f. Final For-Construction Documents (100% Submittal) 28 / 224 Days after NOA

· Deliver Final Construction Document Material to VAMC and Contracting Officer not later than 28 Calendar Days after approval of Construction Document Material Submittals

3. Construction Period Deliverables

· Deliver Final As-built Materials to VAMC and Contracting Officer not later than 30 Calendar Days after Substantial Completion of the Construction Contract.

4. Contract Deliverables Review, Acceptance, Rejection durations and process

· The Government shall have twenty (20) calendar days to review each of the above stated deliverables, unless otherwise noted, for Government’s acceptance or rejection. Should the Government reject any deliverable, the Contractor shall resubmit the rejected deliverable to the Government within 7 days of the Government’s notice of rejection for Government’s second review. Should the Government determine to reject any deliverable a second time, it will issue the Contractor a cure notice requesting the Contractor’s corrective action plan prior to taking any termination for default action under this Contract.

I. ESTIMATED PROJECT TIMELINES:

1. Design

· The 224 days listed in part one 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 AE firm to cover all costs associated with such delays.

2. Construction Contractor Solicitation

· The projected construction contractor solicitation process is 120 calendar days from the issuance of Request For Proposal (RFP) to prospective bidders.

· 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.

3. Construction

· The estimated overall construction duration for this project including mobilization, submittals, procurement and project closeout is from 12 to 15 months from the issuance of Notice of Award (NOA) for construction.

J. SOLICITATION SUPPORT SERVICES (OPTION ITEM)

AE shall provide solicitation support services during the construction period’s solicitation phase. 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. 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. 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. 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 seven (7) calendar day requirement. 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.

K. CONSTRUCTION PERIOD SERVICES (OPTION ITEM)

Construction Period Services (CPS) – CPS shall be provided for entire duration of construction Contract. Although the AE is directed to design the construction project for a duration of five (5) months from the effective date of the exercised option, which accounts for potential differing site conditions, design errors, and requirement changes; this duration may change with the exercising of an option line item. The AE shall provide following Construction Period Services:

Requests for Information (RFI) When necessary for contract in-scope changes to construction project requirements, prepare construction cost, completion schedule estimates and Construction Bulletins (CBs). AE RFI review time shall not exceed 7 calendar days. When CB is not for a design deficiency, VA will issue an RFP to the AE for re-design during CPS. Otherwise, CB shall be at no added cost to government. CBs include narrative cover page, stamped drawings or sketches, and edited/added specifications as well as a construction cost estimate. A full CB, if required, is due to VA within same 7 calendar day RFI response timeline. A CB is not required for simple clarifications, selections among options in contract specifications, nor for as-built markups within tolerance qualifying as “field adjustment” by Construction Contractor. CBs are required when any change occurs to scope, schedule, cost, or quality standards. CB drawings shall consist only of full-size drawing sheet edits, with numbered clouds and title bar notation in format to be given by VA. If additional details are needed, they shall be inserted into existing detail sheets. If they do not fit, a new detail sheet will be created, and cover sheet with TOC shall be updated accordingly. AE shall maintain an electronic version of Contract Set of drawings and specifications that reflects CBs through current version. From that date forward, Construction Contractor will use updated set as their as-built set for “field adjustment” markups.

Submittal Reviews Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E. This service includes reviewing and providing comments and recommendations to government on items such as construction contractor’s quality control plan, initial and final network schedules, bar chart schedules, schedules of prices, safety plan, shop drawings (including MEP coordination drawing, shop drawings, diagrams, layouts, catalog cuts, performance and test data, samples finish chips, etc.), operation and maintenance manuals, and as-built drawings. For items that are shown as "CONDITIONAL, RE-SUBMITTAL REQUIRED", or "REJECTED" AE shall include an explanation that clearly describes reason(s) for recommended action.

Attendance at Meetings Attendance at various meetings such as pre-construction (kick-off) conference, routine quality control meetings, safety meetings, change order negotiations, claims meetings, scheduling meetings, and other conferences between government and construction contractor may be required by government. These meetings primarily pertain to weekly construction meetings but may include other various meetings, change order negotiations, claims meetings, scheduling meetings, and other conferences between government and construction contractor as may be called by government. AE should plan on a senior architect/engineer familiar with entire design, to attend each construction meeting phone call and furnish meeting minutes during the construction period.

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. The punch list shall include pictures and estimated costs. 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. AE shall prepare Record Drawing set at construction completion. Add any new drawings and review Construction Contractor’s annotated drawings. Verify accuracy of contractor interim record drawings and as-built conditions as construction contractor document changes occur. Receive and review contractor “red-line” in preparation for production of final as-builts. Deliver electronic (AutoCAD) and hard copy record drawings to VAMC COR within 30 days of receipt of full as-built package from General Contractor. AutoCAD files shall not include external references.

Third-Party Commissioning

The A-E shall provide third party Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of this project. Deliverables shall be as described in the reference document. Additionally, the Commissioning Agent shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

· HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

· Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

· Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

· Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

· Thermal and Moisture Protection (VA Master Specification Section 07 08 00): Facility exterior closure, related subsystems and related equipment.

· Plumbing Systems (VA Master Specification Section 22 08 00): Plumbing systems, subsystems and equipment.

· Site Utility Systems (VA Master Specification Section 33 08 00): Facility site utilities systems, related subsystems and related equipment Cost Proposals The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. 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.

L. CONTRACT OVERSIGHT:

All contracts for this project shall be awarded by 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.

The 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 Norman, OK VAMC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Oklahoma City VAMC Engineering Service 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.

M. INFORMATION SECURITY:

The C&A requirements do not apply, and that a Security Accreditation Package is not required.

TRAINING:

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. 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. 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.

N. INFORMATION SECURITY:

The C&A requirements do not apply, and that a Security Accreditation Package is not required

O. 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:

The Contractor shall be required to report to the building located at 1210 W. Robinson, Norman OK. After hour site investigation shall be scheduled with the VA COR. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working hours or send to the COR the next business day if after hour services are performed.

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

SOW Attachment 1 – Architectural and Engineering CPM Schedules SOW Attachment 2 – Post Award Specs - Drawings Review Checklist SOW Attachment 3 – VA PG 18-15 Vol. C image1.png