S02 - Attachment 1 - Final SOW Convert Auditorium to CBOC St. Albans Design.docx

Statement of Work Project Title: Convert Auditorium for Expansion of CBOC and Renovation of Primary Care Module Project No.: 630-520

Scope of Work:

1. Provide all necessary Architect/Engineer services to complete construction documents and specifications for the Convert Auditorium for Expansion of CBOC and Renovation of Primary Care Module at the New York Harbor Healthcare System- St Albans Campus.

1. The A/E shall provide construction documents and specifications to infill the Auditorium at the St. Albans campus to support an expansion of Outpatient Services on the main level for a new CBOC. The design will also include an approximately 1,133 SF addition to the east side of the auditorium. Addition to be used for support staff spaces, staff lounge, equipment storage, lockers, soiled and clean utility, etc.

1. Lead and asbestos abatement. Including, but not limited to, the AE providing air monitoring services for any abatement work being completed, verification of approximate quantities of asbestos/lead.

1. As part of the Project the auditorium will be filled in and built out to align the floor elevation with the existing Primary Care clinic.

1. AE to coordinate design with existing utility systems on the campus. All requirements for emergency power in the clinic will be a requirement of the AE.

1. Codes required for compliance in this project include but are not limited to: All work shall conform to VA Criteria and regulation. The project design shall comply with VA Electrical Design Manuals, Standards & Criteria; PG 18-10 Electrical, PG 18-15 Seismic, NEC, IBC, NFPA 101, etc. The latest edition of all associated codes at the time of this contract being signed shall be used. In addition, any governing requirements that are scheduled to take effect on or before December 31st, 2020 are to be included in the design.

1. The A/E shall provide all A/E services necessary for preparation of complete construction documents and construction period services. Work includes verification of existing As-Built drawings, preparation of contract drawings & specifications, and detailed cost estimate.

1. The A/E shall provide, but is not limited to, complete contract drawings & specifications including demolition, architectural upgrades, plumbing, fire protection, life safety, security, landscaping, infection risk control assessment, interim life safety measures, code analysis chart on drawings, structural and mechanical & electrical drawings for construction.

1. AE to follow Patient Aligned Care Team (PACT) principles and the spatial layouts that support this model of care.

1. AE to provide up to three concepts for VA review.

1. The AE shall review the ten year St. Albans master plan for potential phasing plans for the CBOC addition. Master plan includes details on current and future plans for CBOC addition.

1. The A/E shall provide construction period services to include submittal review; shall also provide response to RFI, site/visits/inspections and prepare As-Built drawings from contractor mark-up. The A/E shall also provide cost estimates for modifications to the contract.

1. The A/E shall be required to provide 15%, 35%, 65%, 95% and 100% design drawings and specifications for review. The A/E shall follow the submission instructions outlined in VA Program Guide PG 18-15 Volume C.

1. The A/E shall be responsible for development of the construction phasing plan, infection control risk assessment plan and the interim life safety measures plan.

1. The Architect/Engineer is responsible for completing the VA Privacy and Information Security Awareness training.

1. The A/E shall provide a share point or FTP site that the VA does not have restricted access to for drawing transfer, submittal submission and review during the project.

1. AE to provide commissioning services throughout lifespan of project. Commissioning agent should not have been directly involved with the design.

2.1 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be correct under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

2.2 Asbestos & Lead: The proper identification Asbestos & Lead to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos and Lead Assessment of the facility will be made available to the A/E. Additionally, proper asbestos and lead abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

3. General Description of Services —

A/E shall provide the services indicated in this Statement of Work.

These services will be provided in distinct phases:

Conceptual/15% Submittal – Preliminary User Group Meetings & Field Surveys 35% Submittal – Schematics 65% Submittal – “DD” Design Development 95% Submittal – “CD” Construction Documents (biddable set of documents) 100% Submittal – Final Documents – edited set of biddable documents) Bid Support Construction Period Services Project Close Out Submittal – “As-Built” Construction Documents

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed as “E” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2016. Drawing file names shall contain the drawing number and drawing title information. Drawings shall utilize world coordinate system with standard cross hairs. Each drawing shall have a separate drawing file name consistent with the drawing title. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

3.1.4 Fire/Life Safety Review: An independent fire safety and life safety review shall be accomplished at each design submission. Include the cost and coordination for a fire/safety review.

3.2 Specifications …

3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.2.2 Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high-quality plastic storage boxes at each submission for long term archiving of the disks.

3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers. The use of trade names may be used to establish the standard of quality to be met.

3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc). The register shall be incorporated with the specifications.

3.3 Quantity and Cost Estimates …

3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the Internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

3.3.2 Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR KEEPING THE PROJECT DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA) SHOULD COST ESTIMATES EXCEED CONSTRUCTION FUNDING.

3.4 Phasing and Construction Schedules…

3.4.1 Schedules: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of required construction. Special attention will be required to develop a design that can be phased as to allow work to be performed while all services remain in operation and can reasonably maintain day to day operations.

3.4.2 Schedule Format: The construction schedules shall be horizontal bar charts that: a) identify the major construction activities required to perform the work; b) identify the duration of each of the major construction activities; c) identify the critical path network to achieve the work.

3.5 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, existing conditions, design objectives, design assumptions, product literature, and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

3.6 Quality Control …

3.6.1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

· Identification and discussion of all organizational and technical interfaces

· Design team members and their areas of responsibility

· Team members responsible for checking the design

· Team members responsible for checking the electronic files

· Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts

· Project Schedule showing key milestones and review periods

3.6.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at the VA’s Office of Construction & Facilities Management web site: http://www.cfm.va.gov.

3.6.2. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

3.6.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3.7 Site Visits, Meetings/Conferences, and Discussions …

3.7.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.7.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

3.8 Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3.9 A/E Services during Construction – Construction Period Services (CPS):

CPS Services shall include, but are not limited to:

· review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans;

· provide and maintain an updated submittal register

· compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products;

· responses to Request for Information (RFI);

· change order review and recommendations;

· preparation of cost estimates to Request for Proposal (RFP);

· Cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

· site visits as required and/or requested by the VA Project Engineer for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit;

· verification of as-built conditions from contractor supplied marked up prints;

· preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently;

· IH services associated with any asbestos or lead abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services to such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

Electronic Construction Submittals:

· The A/E shall have the capability to electronically review and process construction submittals including digitally signing the Material Approval Submittal. A PDF writer (such as Adobe Reader/Writer or Pro V Nuance, etc.) is required by the A/E in order to process electronic construction submittals.

· The A/E shall provide and manage a file transfer protocol (ftp) site or file share site for the processing of electronic submittals. This file management site shall be set-up to allow the contractor to electronically submit the construction submittals, allow the A/E to review and process the submittals and allow the VA to review and process the submittals.

4. Design Budget —

4.1 A/E is responsible to develop a design that can be built within budget and function as intended without change orders. The design must be based on the reality of existing site conditions and not solely on “As-Built” drawings. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction.

4.2 Cost Estimating: A/E shall be responsible, as part of the Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the Project Engineer when estimated construction costs exceed the construction budget. The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

INDEPENDENT LIFE SAFETY REVIEW: A/E shall include an independent fire/safety review. A copy of the report generated from this review shall be submitted with the 95% design documents. Comments from the review shall be incorporated into the design of the project.

ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VOC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

CONTRACT OVERSIGHT: All contracts for this project shall be awarded by PCAC; only a warranted PCAC Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the St. Albans Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the St Albans engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

Period of Performance for Design

The period of performance for the design will be 400 Calendar Days after award.

Upon Award:

for bidding purposes