S02_Attachment 01 Final Performance Work Statement with NARA Contract Language 7 pages.pdf

568A4-24-210 A/E Design Services to Renovate TR House in Hot Springs & Pine Ridge 12/17/2024

PERFORMANCE WORK STATEMENT

Project Number: 568A4-24-210

A/E Design Services to Renovate TR House in Hot Springs and Pine Ridge

PROJECT BACKGROUND: The Black Hills Hot Springs VAMC has identified that the Transitional Residence (TR) House in Hot Springs, building 29 and the TR House in Pine Ridge are in need of renovation to correct deficiencies and modernize the living areas. The TR house in Pine Ridge has not had any renovation since the building was constructed in 2003. The TR House building in Hot Springs was constructed in 1920 and has not been renovated since 2004.

1. SCOPE OF A-E SERVICES

1.1.The intent of the contract is to provide Architect-Engineer (A/E) design, bidding, and construction period services to renovate the TR houses in Hot Springs and Pine Ridge.

1.2. Deliverables

1.2.1. Program Guide Review

1.2.1.1. All documents to are to be submitted per VA Program Guide PG- 18-15 Vol C located at http://www.cfm.va.gov/til/. The AE shall review the program guide and provide a list of those items listed as required, that are anticipated to be omitted from this project. The list shall include an explanation of why the item is recommended for omission.

1.2.2. Field Studies and Site Investigations

1.2.2.1. The AE will be provided access to the VA’s record drawings for past projects in the area of this project. These documents may not accurately reflect existing conditions and are to be used as a guide only.

1.2.2.2. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the VA Design Manuals. All site investigations are to be coordinated with the facility to avoid disruption of hospital functions.

1.2.2.3. Meetings of sufficient number and duration will be scheduled with the appropriate medical center staff to determine renovation needs for the building 29 TR House and Pine Ridge TR House.

Not all renovation needs may be listed in this performance work statement. The AE is responsible for scheduling these meetings to communicate design intent and receive feedback. AE shall provide meeting agenda one week prior to the meeting and meeting minutes one week after the meeting.

1.2.3. Schematic Design (SD) Documents – 35%

1.2.3.1. The AE must submit per VA Program Guide PG-18-15 Vol C

(“Schematics”).

1.2.3.2. The AE shall submit an accurate opinion of probable construction cost and construction schedule estimates.

1.2.3.3. The AE will schedule a SD review meeting with the appropriate medical center staff and is to include all major disciplines of the AE team. The AE shall provide a meeting agenda one week prior to the meeting and meeting minutes one week after the meeting.

1.2.3.4. The Schematic deign shall be completed using AutoCAD 2022.

Design reviews and final drawings shall be provided to the VAMC in hard-copy, pdf, and dwg formats. Provide 2 hard copy drawing sets and an electronic set for both reviews and final construction set.

1.2.3.5. Construction specifications shall be provided digitally in Microsoft Word (.docx) and Adobe PDF (.pdf) document format.

No printed copies of the specifications are required for the SD review.

1.2.4 Design Development (DD) Documents – 65%

1.2.4.1 The AE must submit per VA Program Guide PG-18-15 Vol C

(“DD”).

1.2.4.2 The AE will schedule a DD review meeting with the appropriate

1.2.4.3 The A-E shall provide 1x printed ANSI D and 1x printed ANSI E copies no less than 7 calendar days prior to the review meeting. In addition to printed material, Adobe PDF (.pdf) documents shall be provided. Construction specifications shall be provided digitally in Microsoft Word (.docx) and Adobe PDF (.pdf) document format. No printed copies of the specifications are required for the DD review.

1.2.5. Construction Documents (CD) – 95%

1.2.5.1. The AE must submit per VA Program Guide PG-18-15 Vol C

(“CD”).

1.2.5.2. The AE shall submit an accurate opinion of probable construction

1.2.5.3. The AE will schedule a CD review meeting with the appropriate

1.2.5.4. The A-E shall prepare an Excel format submittal log based on the Specifications and provide for review and comment at 95%.

Critical, urgent, and complex submittals shall be pre-identified on the submittal log.

1.2.5.5. The A-E shall provide 1x printed ANSI D and 1x printed ANSI E copies no less than 7 calendar days prior to the review meeting. In addition to printed material, Adobe PDF (.pdf) documents shall be provided. Construction specifications shall be provided digitally in Microsoft Word (.docx) and Adobe PDF (.pdf) document format. No printed copies of the specifications are required for the CD review.

1.2.6. Final CD and Specification Submission – 100% Design Complete

1.2.6.1. The AE must submit per VA Program Guide PG-18-15 Vol C.

1.2.6.2. The AE shall submit an accurate opinion of probable construction

1.2.6.3. The A-E shall submit in Excel format, a finalized submittal log based on the Specifications. Critical, urgent, and complex submittals shall be pre-identified on the submittal log.

1.2.6.4. The A-E shall provide 2x printed ANSI D and 2x printed ANSI E copies. In addition to printed material, PDF documents shall be provided. 2x printed Construction specifications copies shall be provided along with a digital copy in PDF document format.

1.2.7. Construction Period Services (Optional)

1.2.7.1. Provide answers/clarifications to all contractor requests for information during the construction solicitation for this project within three business days of receipt.

1.2.7.2. Provide updated construction documents as needed due to construction contractor RFIs.

1.2.7.3. Provide for the duration of the construction contract.

1.2.7.4.Provide Shop Drawing/Submittal reviews and approvals, O&M manual reviews, As-Built reviews, and answer construction contractor RFIs.

1.2.7.5. Provide change order documents, cost estimates, and construction proposal evaluations.

1.2.7.6. Provide record drawings no later than 45 days following construction completion.

1.2.7.7. Attend bi-weekly construction progress meetings.

1.2.7.8. Conduct construction site visits at a frequency that provides for adequate construction oversight, final inspection, and verification of as-built drawings.

1.2.8. Reimbursable

1.2.8.1. Include pricing for reimbursable items which will include:

1.2.8.1.1. Drawing reproduction for construction set issue.

1.2.8.1.2. Submittal review

1.2.8.1.3. Hourly consultation fees for additional work

1.2.8.1.4. Up to three construction site visits and a final

inspection

1.2.9. Price Breakdown for Design Services

1.2.9.1. Construction Specifications and Drawings (including submittal log)

1.2.9.2. Cost Estimates (35%,65%,95%,100%)

2. SCHEDULE OF SUBMISSIONS

2.1.The AE must make the submissions required by the Scope of A-E Services to the contracting officer within the following schedule, exclusive of the Government’s review time.

TABLE: SUBMISSION SCHEDULE

Submission Deliver No Later Than:

Program Guide Review 1 Week after award or 7 calendar days

Field Studies and Site Investigations

2 Weeks after award or 14 calendar days

Schematic Design Documents 10 Weeks after award or 70 calendar days

Design Development Documents

19 Weeks after award or 133 calendar days

Construction Documents 24 Weeks after award or 168 calendar days

Final Construction Documents and Specifications

26 Weeks after award or 182 calendar days

2.2 Background Information:

2.2.1 TR House in Pine Ridge: The TR House in Pine Ridge, South Dakota was constructed in 2003 and is used as a Clinic and Transitional Housing (TR). This building is 4,120 square feet. Pine Ridge is approximately 60 miles from Hot Springs. The TR house in Pine Ridge has not been renovated since it was constructed in 2003.

The following items associated with this building are in need of repair. This list is not intended to be an all-inclusive list of items to be addressed, other issues may be identified during design.

a. Replacement of gutters and downspouts.

b. Replacement of Masonite siding with cement board

c. Replacement of existing exterior steel doors.

d. Replacement of interior finishes and cabinetry.

e. Replacement of roof.

f. Review the condition of the HVAC system for the clinic.

2.2.2 Building 29 TR House in Hot Springs: Building 29 is the TR House in Hot Springs. This building was last renovated in 2004. The following deficiencies need to be addressed. This list is not intended to be an all-inclusive list of items to be addressed, other issues may be identified during design.

a. Replacement of carpet, finishes and cabinetry throughout the building.

b. Renovation of one apartment to comply with ADA accessibility requirements.

c. Replacement of existing finishes throughout the building.

d. Replacement of two 200A single phase electrical panels.

e. Replacement of existing exterior siding.

f. Replacement of existing kitchen equipment.

g. Reconfiguration of space for more effective utilization.

3. GENERAL REQUIREMENTS

3.1. Sensitivity of Information

3.1.1. The sensitivity of information relating to this project is emphasized. All the information in this SOW shall be treated as For Official Use Only. This information is not to be distributed without a confirmed need to know as confirmed by the VA.

3.2. Accuracy of Planning Information/Existing Condition Survey

3.2.1. The A-E shall conduct a thorough site visit to investigate all aspects of the existing facilities. Investigation shall include identification of deficiencies that need to address. A-E shall document as-built conditions. The A-E's investigation shall include validation of all field conditions.

3.3. Discrepancies in Planning Information

3.3.1. 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.

3.4. Change Orders

3.4.1. Any work that is not addressed by the contract and is considered a change order shall be immediately brought to the attention of the Contracting Officer.

No “out-of-scope” or additional work shall be executed by the A-E prior to negotiation/approval by the Contracting Officer.

3.5. Ownership of Drawings

3.5.1. All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remains the sole property of the Government and may be used on any other work without additional compensation to the A-E. With respect thereto, the A-E agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

3.6. References

3.6.1. The A-E shall incorporate, but not be limited to references for design, available at http://www.cfm.va.gov/til/spec.asp or from the project engineer, as applicable: Construction Criteria Base or Whole Building Design Guide.

3.6.1.1. VA Design Guides/Design Manuals

3.6.1.2. VA Master Specifications

3.6.1.3. VA Equipment Guide Lists

3.6.1.4. VHA National CAD Standards and Details

3.6.1.5. VA BIM Guide

3.6.1.6. International Building Codes, State and Federal Regulations, ASHRAE Standards

3.6.1.7. NFPA and Life Safety Code

3.6.1.8. VA Space Criteria (Freeze the Footprint Standards)

3.6.1.9. Fort Meade VA Medical Center Design Guide/Standards

3.6.1.10. Secretary of the Interior’s Standards for Rehabilitation as revised in 1990.

3.7. Government Provided Materials

3.7.1. Existing AutoCAD floor plans.

RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS REQUIRED

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.