S02 - Attachment 1_AE SOW672-23-100 (16 Pages).pdf

Renovate Mental Health Waiting Area and Chapel

PROJECT NO: 672-23-100

A/E SCOPE OF WORK

1.0 FOREWORD

1.1 This document contains information and minimal submission requirements for contract documents specified in the A/E contract for each submission in the production of VA Schematics, Design Development, and

Construction Documents for this project. It will give VA reviewers and the

A/E a clear understanding of what is required of the A/E at each stage of design.

1.2 This document does not relieve the A/E firms of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents.

1.3 After review of the project description and Scope of Work (SOW), complete an Architect/Engineer (AE) fee proposal utilizing an Excel formatted spreadsheet (Excel document listing disciplines and hourly rates). Include any supplementary materials that are responsive to the specialized project needs and propose any work that will maximize efficiency and/or provide greater value to the project. Overall, itemize your proposed hours and fees for the work involved.

1.4 This project requires an AE with working knowledge of local codes and ordinances. AE must also submit information regarding consultants, including the involvement and expertise of civil consultants, mechanical, and electrical engineers. Mechanical and electrical engineers slated to work on this project must have expertise in HVAC and utility services.

2.0 INTRODUCTION

2.1 This document contains information and minimal submission requirements for contract documents specified in the A/E contract.

2.2 The VA Medical Center (VAMC) will provide the Space Design Program and the available area layout to accompany this Scope of Work for the project. VA design standard, VA master specifications, design manuals, and/or other publications should be obtained by the A/E at the following

Internet addresses:

2.2.1 Architectural Design Manual:

http://www.cfm.va.gov/til/dManual/dmARhosp.pdf

2.2.2 HVAC Design Manual:

http://www.cfm.va.gov/til/dManual/dmMEhosp.pdf

2.2.3 HVAC Design Manual – Amendment A:

http://www.cfm.va.gov/til/dManual/dmMEhospAmendA.pdf

2.2.4 HVAC Design Manual – Amendment B:

http://www.cfm.va.gov/til/dManual/dmMEhospAmendB.pdf

2.2.5 Electrical Design Manual:

http://www.cfm.va.gov/til/dManual/dmELhosp.pdf

2.2.6 Plumbing Design Manual:

http://www.cfm.va.gov/til/dManual/dmPLhosp.pdf

2.2.7 Interior Design Manual:

http://www.cfm.va.gov/til/dManual/dmIDhonh.pdf

2.2.8 Architectural Accessibility:

http://www.cfm.va.gov/TIL/accessibility.asp http://www.cfm.va.gov/til/dManual/dmARhosp.pdf http://www.cfm.va.gov/til/dManual/dmMEhosp.pdf http://www.cfm.va.gov/til/dManual/dmMEhospAmendA.pdf http://www.cfm.va.gov/til/dManual/dmMEhospAmendB.pdf http://www.cfm.va.gov/til/dManual/dmELhosp.pdf http://www.cfm.va.gov/til/dManual/dmPLhosp.pdf http://www.cfm.va.gov/til/dManual/dmIDhonh.pdf http://www.cfm.va.gov/TIL/accessibility.asp

2.2.9 Master Construction Specifications (PG-18-1):

http://www.cfm.va.gov/til/spec.asp

2.2.10 Design and Construction Procedures (PG-18-3):

http://www.cfm.va.gov/TIL/cPro.asp

2.2.11 Standard Details (PG-18-4):

http://www.cfm.va.gov/TIL/sDetail.asp

2.2.12 Room Finishes, Doors and Hardware Schedules:

http://www.cfm.va.gov/til/room/RoomFinishes.pdf

2.3 The A/E shall coordinate all activities with the VAMC; hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

2.4 AE will assist VA in defining the Concept Plan. Prior to the Schematic documents the A/E shall coordinate, along with VA planning and design staff, necessary workshops (Charettes) dedicated to a concerted effort to work out the Concept design. These Charettes will not relieve the A/E firm of their professional responsibility to produce an acceptable, complete, and fully coordinated Concept Plan. Involvement of all members of the VA

Project Design Team, Owner, Users, A/E, and other consultants, is a critical part of the process at this stage.

2.5 Final approved Concept Plan shall be the basis for the development of the

Schematic document. Final approved Schematic documents shall be the basis for the development of the Design Development phase. Likewise, final approved Design Development documents shall be the basis for the development of the Construction Documents phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/til/room/RoomFinishes.pdf

2.6 VA will review all submissions for functional and aesthetic relationships.

However, no further functional decisions are anticipated after the Design

Development phase.

2.7 A/E will provide a design narrative/analysis for each technical discipline

(e.g., architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

2.8 A/E will provide computations and sizing calculations for electrical, mechanical (HVAC, plumbing, and sanitary) designs as required. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

2.9 AE will develop a listing of equipment and furniture necessary to activate and operate the project based on VA guidelines.

2.10 A/E will submit all drawings and plans in PDF(s) and AutoCAD compatible software, and by CD Rom with two half size and one full-sized hard copies. All work is to be delivered via E-Mail address to VA Project

Manager. Files that are too large to fit on one disc shall be compressed using the compression file. Submit instructions on the use of the disks along with all used reference files and instructions on the use of the disks along with a complete listing of all layers that are used, and any other pertinent information needed but not limited to plotting configuration.

2.11 A/E will submit final drawings (Bid Documents) in CD to be used with the

AutoCAD version at the VAMC. Submit instructions on the use of the disks along with a complete listing of all layers that are used and plot configuration.

2.12 A Fire/Life Safety codes review and certification by a third-party Register

Fire Engineer will be contracted by VA. The A/E shall submit a set of drawings, narrative and/or specs, for above purpose, on each submission and will evaluate and implement all comments in accordance with the

Register Fire Engineer review.

3.0 PLANNING

3.1 A Space Program, if available, will be provided by VA.

4.0 PROJECT DESCRIPTION

4.1 This project will remodel and/or relocate, as required, the functions within the Mental Health Waiting area and the Chapel located at the second floor, Main Building to significantly improve the patient and visitors flow, as per the “VA Space Planning Criteria”.

4.2 The project will evaluate the existing A/C system conditions and will provide a practical A/C system upgrade design of the remodel area to include the cleaning, decontamination and balancing work of the existing air-conditioning system.

4.3 The project will evaluate the existing A/C exhaust ductwork, diffuser, reheated coils, thermostat, volume, dampers, fire/smokes dampers, etc.

and shall specify the replacement of such A/C system’s appurtenances, all necessary airflow, controls and air pressurization drawings and specifications as necessary.

4.4 The work shall require duct repairs and air redistribution and in some cases a complete new air distribution system. Necessary modifications of this system shall be done to improve existing system cooling capacity, the indoors environmental conditions and patients and staff comfort.

4.5 In addition the A/E will provide enough bid additives to comply with the

VA-HVAC standard minimum requirements.

4.6 The A/E will certify compliance with all national codes used by the VA, and

Federal Requirements and Regulations.

4.7 Schedule Objectives - The contractor shall complete the work required under this Scope of Work within three hundred and sixty-five (365) calendar days from receipt of “Notice to Proceed” (NTP). Working hours will vary depending on the tasks being accomplished. Work affecting hospital’s operations must be done after 5pm.

5.0 A/E’S DESIGN WORK AND RESPONSIBILITIES

5.1 Contract documents shall meet or exceed the requirements of this document.

5.2 The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. Each

A/E discipline shall receive a copy of their respective VA design manuals, standard details, and construction standards.

5.3 A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VA Project Manager no later than 5 days after the meeting.

5.4 A/E shall adhere to the approved Memorandum of Agreement (MOA).

5.5 A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

5.6 In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

5.7 A/E shall visit the site before submitting his final proposal. Visits to the site shall be made by appointment with the VA Project Manager.

5.8 Project shall be designed using the industry standard design stages of design development and construction documents.

5.9 The A/E contract shall be for a fully developed design including site survey, architectural/mechanical/electrical /plumbing as-built for the area to be remodeled, conceptual plan, schematic, design development, construction documents and construction period services.

5.10 A/E will generate meeting minutes during any meetings so that key decisions are recorded for future reference. Provide a copy of the meeting minutes via email to VA designee no later than 5 days after the meeting for approval. Minutes shall be reviewed and concurred by the VA Project

Manager or designee.

5.11 The A/E will present this Concept drawing for the written approval of VA concern Staff. A construction estimate shall be submitted that complies with the available funding. Once the Concept drawing is approved in writing, the A/E will proceed to prepare the Schematic drawings.

5.12 The A/E then will present the Schematic drawings for the written approval of those listed above. Along with the Schematic an initial construction estimate shall be submitted that complies with the available funding.

Once the Schematic drawing is approved in writing by those in the above list, the A/E will proceed to prepare the Preliminary drawings.

5.13 The A/E then will present the Preliminary drawings for the written approval of those listed above. Along with the Preliminary a preliminary construction estimate shall be submitted that complies with the available funding.

Once the Preliminary drawing is approved in writing by those in the above list, the A/E will proceed to prepare the final Construction documents.

5.14 Site survey work includes existing drawings verification, comprehensive research, investigation, evaluation and study of the existing structure and related systems, including the verification of all utilities connections.

5.15 The A/E shall provide a competent design including a detailed cost estimate and a proposal for the construction phasing.

mailto:Lisa.Morales@va.gov

5.16 The A/E shall produce, coordinate and harmonize the construction phases of this project in order to sustain the full operation of the existing areas.

5.17 A-E shall provide design and construction developing plan in any format deems appropriate for this concept design.

5.18 A/E design work shall be in accordance with the following, in order of precedence; changes in precedence require approval of the Project

Manager:

5.18.1 Requirements summarized in this scope of work

5.18.2 Space program to be provided by VAMC

5.18.3 Construction cost limit of $3,280,000.00

5.18.4 VA, Industry Standards and Federal Requirements and

Regulation

5.18.5 UFAS, ADA and NFPA latest requirements

5.19 A/E shall keep the project manager and Contracting Officer informed at all times of the status and progress of the design project.

5.20 The VA will provide any drawings in their files required by the A/E but do not warranty the accuracy of the same.

6.0 COST ESTIMATES

6.1 The A/E shall develop a detailed Construction Cost Estimate. It should include the various categories of work involved, and the quantities and unit cost.

6.2 This cost estimate shall include a contingency allowance. These contingency amounts are established for change orders or any additional work occurring during construction. Contingency funding amounts should be separately identified on the detailed estimate with the appropriate percentage shown.

6.3 An accurate, well-developed estimate by the A/E is a critical element and shall be thoroughly reviewed. The construction estimate shall be based on the anticipated start date of construction. It should include an escalation allowance, which is appropriate for the geographical area from the time that is prepared to the anticipated time of bidding. It should also take into account actual local market conditions to the extent possible for labor and material, and allow for any undefined cost anticipated during work drawing design.

7.0 SUBMISSION POLICY

7.1 There is an As-built submission, Concept submission, Schematic submission, a Design Development (DD1 & DD2) submissions and a

Construction Document (CD) submission indicated in this document.

7.2 At each submission, all drawings shall be and present the designs on VA standard size drawings that are appropriately labeled, “AS-BUILT”, “CONCEPT PLAN”, "SCHEMATIC SUBMISSION", “DESIGN

DEVELOPMENT (DD1) SUBMISSION”, “DESIGN DEVELOPMENT (DD2)

SUBMISSION” OR “CONSTRUCTION DOCUMENT SUBMISSION”, in large block letters above or beside the VA standard drawing title block.

7.3 In each submission the A/E shall incorporate the corrections, adjustments, and changes made by the VAMC at the previous reviews. The A/E shall date all reports, studies, and other submission material. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

8.0 SUBMITTAL

8.1 “AS-BUILT” (10% Design Completed)

8.1.1 The A/E shall survey the building to determine if sufficient structural, mechanical, plumbing, site utilities and electrical capacity is available to accommodate the new renovations of and/or additions. Special attention should be directed towards structural loads, medical gas, HVAC and electrical systems. If applicable, the

A/E shall inform the VA Project Manager if additional structural, mechanical, plumbing and electrical capacities are required.

8.1.2 The A/E shall provide a complete and accurate as-built of the project area including, but not limited to, architecture, structural, mechanic, electric, and plumbing systems.

8.2 “CONCEPT PLAN”

8.2.1 In the Concept Plan the A/E design team produces initial graphic alternatives/options/scenarios for the project or portions of it. These are meant to stimulate thought and discussion, not necessarily describe the final outcome.

8.2.2 The development of the Concept Plan is an interactive process between VAMC staff and the A/E in order to produce the concept of the project. A/E shall coordinate, along with VA planning and design staff, necessary workshops (Charettes) dedicated to a concerted effort to work out the Concept design.

8.2.3 The A/E shall submit two (2) full-sized hard copies of the Concept

Plan submissions for review and approval. In addition will provide drawings and plans in PDF(s) and AutoCAD 2006 compatible software, in CD Rom.

8.3 "SCHEMATIC PLAN" (25% Design Completed)

8.3.1 Schematic Plan for this construction project is a means of identifying alternative approaches to correcting physical and functional deficiencies.

8.3.2 Also, the development of these Schematic Drawings is an interactive process between VAMC staff and the A/E in order to produce a narrative and graphical description of possible alternatives.

8.3.3 The Schematic Drawings shall provide a well-organized narrative and design schematic alternative approaches with respect of functional operation, demolition, maintenance and construction cost.

8.3.4 The Schematic Drawings shall provide a well-organized narrative and design schematic alternative approaches with respect of functional operation, demolition, maintenance, construction phases and construction cost.

8.3.5 The A/E shall submit two (2) full-sized hard copies of the Schematic

Plan submissions for review and approval. In addition will provide drawings and plans in PDF(s) and AutoCAD 2006 compatible software in CD Rom.

8.3.6 The A/E shall provide a verbal presentation of his work to the VA

Staff during the review process.

8.3.7 The Schematic Plan shall contain, but not limited to, the following:

8.3.7.1 Location of the existing and the alternative locations of the new facility and related equipment. Architectural and structural design approach.

8.3.7.2 Coordination drawings showing all units and systems to be upgraded replaced and/or added.

8.3.7.3 Electrical design approach in a narrative form.

8.3.7.4 Ventilation and A/C design approach in a narrative form.

8.3.7.5 New controls schematic design approach in a narrative form.

8.4 "DESIGN DEVELOPMENT - DD1 & DD2" (50% and 75% Design

Completed)

8.4.1 Submit Design Development plans in accordance with the

applicable requirements of the first and second design development submission of Handbook H-08-15, Vol. C and the review comments of the approved 25% design submission.

8.4.2 VA Master Specifications Sections may not cover some of the project elements. It is the responsibility of the A/E to develop the final specific requirements for each unit of work introduced into the project. New technical specifications developed by the A/E shall be in the same format as that used in VA Master Specifications.

8.4.3 Submit a Cost Estimate in accordance with Clause 6.

8.4.4 The A/E shall submit three (2) full-sized hard copies of the completed Design Development D1 & D2 submissions for review and approval. In addition will provide drawings and plans in PDF(s) and AutoCAD 2006 compatible software in CD Rom.

8.4.5 The A/E shall provide a verbal presentation of his work to the VA

Staff during the review process.

8.5 "CONSTRUCTION DOCUMENTS" SUBMISSION (100% Design

Completed)

8.5.1 Submit the 100% DESIGN DOCUMENTS in accordance with the applicable requirements of CONSTRUCTION DOCUMENTS submission of Handbook H-08-15 Vol. C and the REVIEW comments of the approved 75% submission.

8.5.2 Plans, specifications, cost estimates, construction phasing and all related construction documents shall be completed, coordinated and ready for the FINAL REVIEW and approval.

8.5.3 The A/E shall submit three (2) full-sized hard copies of this design package for review and approval. In addition will provide drawings and plans in PDF(s) and AutoCAD 2006 compatible software in CD

Rom.

8.5.4 The A/E shall prepare and provide the construction's submittal list.

8.5.5 The A/E shall incorporate the corrections, adjustment, and change made by VA during the final review and submits one (1) full-sized hard copies of the final approved 100 percent design submission.

In addition will provide drawings and plans in PDF(s) and AutoCAD

2006 compatible software in CD Rom, and two (2) half size hard copies.

9.0 SUBMISSION SCHEDULES:

9.1 First Submission

9.1.1 Within 28 calendar days after the Notice to Proceed submit:

9.1.1.1 "AS-BUILT" architectural, mechanical, electrical and plumbing.

9.1.1.2 "CONCEPT PLAN" in accordance with clause 3.2 for review and approval. Coordinate with the Contracting

Officer and provide a verbal presentation.

9.1.1.3 Submit a detailed Quality Assurance/Quality Control Plan

(QA/QC), as per Section 10.0.

9.2 Second Submission

9.2.1 Within 73 calendar days after the Notice to Proceed (45 calendar days after the first submission) submit the "SCHEMATIC PLAN –

(25%)" in accordance with clause 3.2 for review and approval.

Coordinate with the Contracting Officer and provide a verbal presentation.

9.3 Third Submission

9.3.1 Within 110 calendar days after the Notice to Proceed (37 calendar days after the second submission) submit the "DESIGN

DEVELOPMENT DD1 – (50%)" in accordance with clause 3.3, for

REVIEW and approval. Coordinate with the Contracting Officer and provide a verbal presentation.

9.4 Forth Submission

9.4.1 Within 147 calendar days after the Notice to Proceed (37 calendar days after the third submission) submit the "DESIGN

DEVELOPMENT DD2 – (75%)" in accordance with clause 3.3, for

REVIEW and approval. Coordinate with the Contracting Officer and provide a verbal presentation.

9.5 Fifth Submission

9.5.1 Within 184 calendar days after the Notice to Proceed (37 calendar days after the fourth submission) submit the "Construction

Documents" in accordance with clause 3.4 for review and approval.

Coordinate with the Contracting Officer and provide a graphic and verbal presentation.

9.6 Sixth Submission

9.6.1 Within 191 calendar days after the Notice to Proceed (7 calendar days after the third submission) submit final approved Construction

Document package.

10.0 QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

10.1 The A/E 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:

10.1.1 Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

10.1.2 Within 30 calendar days after the Notice to Proceed: 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.

10.1.3 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

11.0 CONSTRUCTION PERIOD SERVICES

11.1 The A/E shall provide the following services during the bidding process and during the construction process:

11.1.1 Assist the Contracting Officer and VA Project Manager during the pre-construction conference (one site visit).

11.1.2 Review shop drawings, submittal, and environmental

documents for compliance with contract requirements.

11.1.3 Provide design clarifications as requested by the Contracting

Officer or VA Project Manager.

11.1.4 Provide five (5) SITE VISITS during the construction period to review inspect, supervise, etc. the progress of the project and the contractor work.

11.1.5 Advise the VA Project Manager of any possible construction errors, or future operation and maintenance problems.

11.1.6 Provide one site visit during the Pre-final Inspection.

11.1.7 Provide one site visit at the Final Inspection.

11.1.8 Prepare a punch list during the pre-final and a punch list at the final inspection.

11.1.9 Update the construction drawings at the end of the

construction (AS BUILT OF CONSTRUCTION DRAWINGS).

11.1.10 Prepare any drawings or documentation that may be required to clarify or supplement the construction work.

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