S02_Attachment - Statement of Work.pdf

Project Number 636A6-22-103 Replace Fire and Isolation Panels- Des Moines, IA

Statement of Work – DESIGN-BUILD SERVICES

1. General Description: The Contractor shall provide a design-build team to develop a complete design and complete construction to replace fire and isolation panels as described in this Statement of Work (SOW) at the Veterans Affairs Central Iowa Health Care System (VACIHCS).

2. Project Objective

a. The VACIHCS plans to replace the Fire Panels of buildings 3, 9, 10 & 24 since the existing panels are no longer capable of communicating with the campus fire alarm control panel

(FACP) as follows:

i. Building 3: Including cabling, installation, engineering, technical support, and final checkout of system operation:

• Replace & relocate Fire Alarm panel to closet behind panel and install new remote Fire Alarm Annunciator.

• New panel and all conduit systems will be surface mounted.

• Extend existing Fire Alarm cabling from junction boxes with-in the room to new panel location.

• Extend old 120-Volt panel feed into new panel.

• Re-pull Fiber Optic cable from origination point to new panel location

• Work with the system vendor to test new Fire Alarm Panel.

• Patch wall where old panel was located and paint

ii. Building 9: Including cabling, installation, engineering, technical support, and final

• Replace Fire Alarm panel in its current location

• New panel and all conduit systems will be surface mounted

• Extend existing Fire Alarm cabling from junction boxes within the closet behind the new panel

• Extend old 120-Volt panel feed into new panel

• Re-pull Fiber Optic cable from origination point to new panel location

iii. Building 10: Including cabling, installation, engineering, technical support, and final

• Replace Fire Alarm panel in its current location

• New panel and all conduit systems will be surface mounted

• Extend existing Fire Alarm cabling from junction boxes within the closet behind the new panel

• Extend old 120-Volt panel feed into new panel

iv. Building 24: Including cabling, installation, engineering, technical support, and final

• Replace Fire Alarm panel in its existing location

• New panel and all conduit systems will be surface mounted, as they currently are

• Extend existing Fire Alarm cabling from junction boxes within the closet behind the new panel

• Extend old 120-Volt panel feed into new panel

b. The existing Fire Alarm system “Simplex” is supplied & maintained by Johnson Controls

(JCI), which requires the Contractor to address the upgrades needed for the related components in coordination with JCI.

c. The following Power Isolation Panels in buildings 1, 1W & 2 are beyond useful life and not in compliance with current physical design security requirements. They shall be replaced as follows and in accordance with the Physical Security Design Manual (PSDM):

i. Building 1: Including necessary cabling, installation, engineering, technical support, Arch-flash and final checkout of system operation:

• Panel 1-1-9E

• Panel 1-1-10E

• Panel 1-1-12E

• Panel 1-1-16E

• Panel 1-3-5E

ii. Building 1W: Including necessary cabling, installation, engineering, technical support, Arch-flash and final checkout of system operation for Panelboard providing power to the isolation panels in the OR, it is beyond its useful life and have original cloth wiring. This panelboard also serves heating, ventilation, and air conditioning

(HVAC) equipment, which is an NEC violation.

• Panel 1W-P-1E

iii. Building 2: Including necessary cabling, installation, engineering, technical support, Arch-flash and final checkout of system operation:

• Panel 2-B-2E

• Panel 2-B-3E

• 2-MCC-1, 600A, 208V, 3PH

• Panel (2-B-6EA), 208V, 3 PH, 600 MCB

• Panel (2-B-6EB), 208V, 3 PH, 600 MCB

3. General Requirements

a. Sensitivity of Information: 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.

b. Accuracy of Planning Information: The Contractor shall conduct thorough site visits with appropriate disciplines as they deem necessary to complete the design. These investigations shall include accessing rooftops, areas above suspended ceilings, in pipe chases, attics, interstitial spaces, electric room and capacity, mechanical rooms, data closets, and all other utilities serving the new space. Utilizing record drawings as a rough guide, the Contractor shall verify the accuracy of drawings and reflect actual current conditions in the new design documents.

c. The Contractor shall conduct a thorough assessment of all facility space(s) and meet with key Veterans Affairs Central Iowa Health Care System, VACIHCS, staff to determine the location(s) for essential systems, equipment, and unforeseen conditions.

d. Contractor shall include testing and evaluation of all existing systems as appropriate to ensure designs are appropriate as required.

e. The Contractor shall follow current National Fire Protection Association (NFPA) codes, VA Fire Protection Design Manual and standards. Consult the Technical Information

Library (TIL), Design and Construction Procedures PG 18-3.

f. The Contractor shall obtain the services incorporate all applicable requirements of the latest

Physical Security and Resiliency Design Manual into the design.

g. The Contractor will be required to design using the VA Master Construction

Specifications, Space Criteria, and all applicable Design Guides and Standards. These materials can be found at http://www.cfm.va.gov/TIL/.

h. Infection Control Risk Assessment: The VACIHCS has an Infection Control Risk

Assessment (ICRA) policy for assuring the hazards associated with construction dust, noise, utility outages, etc., are addressed. The Contractor shall become familiar with this policy and assure the contract documents implement appropriate safety measures when required. The applicable ICRA requirements shall be included in the specifications.

i. Construction Phasing: The Contractor shall provide construction phasing and other impacts necessary for construction implementation as identified throughout the project. All occupied spaces must remain in service at all times or as allowed by the VA. This phasing shall be provided in close coordination with VACIHCS Engineering. Construction in operating rooms require contractor to provide the VA notice 8-10 weeks in advance.

j. Discrepancies in Planning Information: The Contractor shall promptly report to the

Contracting Officer (CO) in writing any discrepancies between this contract and the planning information http://www.cfm.va.gov/TIL/ provided by the Government. The Contractor shall make no adjustments to his work due to the discrepancy before the CO has reviewed the matter and forwarded his determination to the Contractor. The Contractor's failure to report any such discovered discrepancy or to wait for the CO's determination shall be at his risk and expense.

k. Change Orders: Any work that is not addressed by the contract and is considered a change order shall be immediately brought to the attention of the CO. No “out-of-scope” or additional work shall be executed by the Contractor prior to negotiation with the VACIHCS and approval of the CO.

l. Ownership of Drawings: 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

Contractor. With respect thereto, the Contractor agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

m. Design Quality Assurance/Quality Control (QA/QC): Upon each design submittal, the

Contractor shall submit any internal QC documentation to document that the Contractor team has completed their design to a sufficient level of detail and the completed VA quality assurance documentation.

n. The Contractor shall provide a Brand Name or Equal Products List to identify all

Items in the specifications designated as brand name specified or equal. The list shall identify each Item with the specification section in which the salient characteristics of each Item are defined.

o. The Contractor shall provide a list of all Items specified for which no substitutions will be accepted. The list shall identify each Item with the specification section in which the Item is defined. The Contractor shall develop the Federal Acquisition Regulation/Veteran Affairs Acquisition Regulation (FAR/VAAR) required documentation for projects requiring Sole Source justification. Provide sole source justification documentation and itemized cost estimates for all closed specification items to be used in construction of this project

p. The Contractor shall include a completed Equipment Schedule based on meetings with the VACIHCS in the drawing that includes the following columns:

i. Equipment Code: equipment code used on the Equipment Plan Sheet

ii. Equipment Name: equipment name or description

iii. Equipment Purchaser and Installer: “VV” = VA purchased and installed, “VC” = VA purchased, and Contractor installed, “CC” = Contractor purchased and installed

iv. Total Needed: total number of pieces of equipment needed

v. PM Required (Yes or No): specify if equipment preventative maintenance is required.

vi. The Contractor shall provide a completed excel spreadsheet documenting the

Items/equipment that will be needed for full space activation (note, Equipment Guide

Lists can be found on the CFM website in the TIL, which greatly expedites this task).

The spreadsheet shall include the following columns: Room/location Number, Room/location Name, Room/space Size (ft2), Equipment Name/Description, Equipment Category (e.g., OIT, Equipment), Responsible Service Line (e.g., OOIT), and total number for the room/location. Each Item in a room will have its own row, for example, if the remodel consists of 10 rooms and each room needs a computer, there will be 10-line Items to document the computers.

q. The project shall adhere to the budget requirements. At any time, the Contractor cost estimate is over the budget the Contractor shall notify the CO and Contracting Officer’s Representative (COR) immediately. VACIHCS and leadership will inform of priorities and it shall be the Contractor’s responsibility to find solutions to balance the scope of work and costs to complete the design. The Contractor shall perform market research in addition to their standard operating procedure for estimating accuracy in the Service-Disabled Veteran Owned Small Business (SDVOSB) construction market.

r. Contractor of record shall remain responsible for the quality of the design throughout construction implementation. If a determination by the COR/CO is made regarding a design error/omission and/or a constructability problem that justifies a site inspection, the

Contractor shall inspect the field condition within three (3) Business days of the COR’s request. This shall be at no additional cost as the problem arose due to quality of their design product. Reliance on construction Contractor to field verify and/or reliance on VA as built/record drawings is unacceptable. Contractor firm of record is responsible for the successful design and construction implementation.

4. Design Deliverables

a. Kick-off meetings (Design & Construction): The Contractor shall present:

i. Contractor Design & Construction Teams

ii. Milestone Schedules.

iii. The VA Design & Construction Guides to be used.

b. Site Investigations: The Contractor shall conduct such interviews, site inspections and pre-planning of the project as necessary to develop sufficient understanding. Contractor shall present their summary written understanding of the Scope of Work and approach to all phases of the project design. They shall also review the internal QA/QC Plan for all phases of design review.

c. Provide Design Development documents at 50%, and 100% complete Construction Documents for review. Specifications must be provided in MS Word and PDF format.

i. Design Development (DD) 50% progress:

• The Contractor shall use the A/E Submission Instructions PG-18-15 Vol. E, VA Design Construction Standards list, discussions, etc. as a guide in design development. The Contractor shall conduct further meetings with key VACIHCS staff to ascertain projects objective design concept. During this phase of the project, it is important that the project be developed to sufficient detail that the cost estimate accurately reflects the cost of construction.

• The Contractor team shall make a formal presentation of the Design Development plans and specifications to VACIHCS staff as required by the Contractor submission requirements. Provide documents to the VA 10 Business days prior to the presentations for VACIHCS review.

• The Contractor team shall ensure the DD design illustrates all Items required by the VA DD quality control review forms at each respective DD meeting appropriate for this project. The Contractor shall submit completed internal and VA quality control forms with each submission.

• The Contractor team shall have formal approval from the VA prior to leaving the DD phase.

ii. Construction Documents (CD 100%) progress:

• After the DD Submission is approved, the Contractor may proceed with construction documents. The Contractor shall follow the Contractor Submission Instructions for construction documents per the TIL.

• The Contractor team shall make a formal presentation of the 100% Construction Documents to Medical Center staff, CD meeting. Provide documents to the VA 10 Business days prior to the presentations for VACIHCS review.

• As part of CD drawing phase, the Contractor shall generate a submittal schedule and register with all expected submittals and supply to the COR.

The Contractor shall list any/all submittal items that are considered complex that will require a review period greater than 20 Calendar days by the Contractor team. The Contractor team shall list the required number of Calendar days for review. All other Items not specifically listed shall be reviewed by the Contractor and returned to the VA within 10 Calendar days of submission to the Contractor.

• The Contractor team shall ensure the CD design illustrates all Items required by the VA CD quality control review forms at the CD meeting appropriate for this project. The Contractor shall submit completed internal and VA quality control forms with each submission.

• The Contractor team shall have formal approval from the VA prior to leaving the CD phase.

• After the 100% Construction Documents are revised with comments and approved, the Contractor firm shall deliver three (3) sets of final drawings in hard copy as well as electronic drawing files in editable AutoCAD and PDF labeled as “Construction Documents”. Contractor shall also deliver one set of final technical specification which shall be assembled in the proper order and bound as well as electronic specification files. The Contractor shall provide a final detailed estimate with the 100% submission.

d. Design review meetings shall be conducted virtually.

e. All design work shall be completed on AutoCAD (Version 2020) and Autodesk Revit (Version

2020) showing all BIM information & disciplines for full compatibility with the CAD & Revit equipment used at the VACIHCS. All AutoCAD files sent to VA shall have x-refs binded to the CAD file. Revit drawings set shall be complete and include all of the disciplines’ sheets & related views (i.e. Architectural, Civil, Structural, Mechanical, Electrical, Low Voltage, etc.)

f. Design shall be provided to the VACIHCS in hard-copy and digital format. Digital copies shall include .pdf, .dwg and .rvt formats per VA BIM design document standards. Additionally, provide two hard copy drawing sets for each of the reviews, two sets size (ARCH C) for DD.

For Construction phase set, provide two sets of full-size drawings (ARCH E). At the end of the project, the Revit model and CAD file must be processed and prepared such that the detail level is the same as the model used to produce the drawing set and without any omission of drawings, disciplines or views.

g. Provide incremental cost estimates at the two stages of the design, 50% and 100%:

Cost estimates shall be broken down by specification section, material and labor separated, as well as a total cost per VA requirements.

h. The Contractor shall provide a list of all Items specified for which no substitutions will be accepted. The list shall identify each Item with the specification section in which the Item is defined.

5. Construction Deliverables:

a. Complete all the construction work needed as per the approved 100% Construction Documents.

b. Lead weekly construction progress meetings. Include as necessary all disciplines to respond to progress all issues. The Contractor shall provide meeting minutes for all meetings throughout the duration of construction, within three (3) business days.

c. Deliver record drawings per VA BIM design document standards to VACIHCS and

Contracting Office within 30 calendar days of project completion. Contractor shall provide a model documenting the as-built condition post-construction phase. The model will be prepared in Autodesk Revit 2020 format.

i. Provide digital and hardcopy drawings documenting the as-built condition. Digital copies shall include: (.dwg); (.rvt) and Adobe (.pdf) formats

ii. Hardcopy, one set of full-size drawings (ARCH E), and one (ARCH C).

iii. Upon completion of construction provide services to update the following VA records and systems:

• Update electrical record drawings including arc/flash and one-lines.

• Update Joint Commission Life Safety drawings

• Update record Plumbing and Mechanical drawings

• Create a spreadsheet of all new building service equipment added with the project and develop lockout-tagout procedures for incorporation into VA procedures.

• Update record ARCH FLASH documents

d. Coordinate with commissioning agent in developing construction schedule.

6. Proposed Schedule:

a. Duration of complete design & construction process shall be 226 calendar days or less from contract award to acceptance of work.

b. The schedule is to include the VA review period durations noted after the presentation meeting, for the two design submissions.

c. The schedule is to include time for testing & commissioning durations that will be conducted by a commissioning agent separate from this contract.

d. The Contractor shall provide a milestone schedule including all activities in Item h. below;

the Contractor may break it down into further steps as required.

e. The Contractor shall submit documents 1 business day prior to scheduled design presentation meetings.

f. Project milestones shall include the following:

Task Name Calendar days Duration

Contract Awarded D + 0 0 wks

Design Kick Off Meeting D +7 7 1 wk

Basis of Design and QAQC Review D + 14 14 1 wk

Investigation + 21 21 1 wk

DD Submission and Cost Estimate D + 35 35 2 wks

DD Design Presentation Meeting/VA Review D + 49 49 2 wks

CD Submission and Cost Estimate D + 63 63 2 wks

CD Design Presentation Meeting/VA Review D + 77 77 2 wks

Construction Complete D + 196 196 17 wks

Submit Record Drawings to VA 226 4 wks

7. VA Design Guides and Associated Specifications

a. A complete listing of all VA technical documents available for use can be found on the

VA website at http://www.cfm.va.gov/cfm/contract/ae/aep_toc.doc. The following documents will be used as a guide for the completion of this design project. Significant deviations from these guides must be approved by the COR and justified in writing.

b. A complete listing of all VA technical documents available for use can be found on the VA website at http://www.cfm.va.gov/cfm/contract/ae/aep_toc.doc. The following documents will be used as a guide for the completion of this design project. Significant deviations from these guides must be approved by the COR and justified in writing.

i. Attachment P14-1: Program Guide PG-18-15, Volume E, titled A/E Submission

Instructions for Design-Build Projects

ii. Request for Proposal Documents:

http://www.cfm.va.gov/cfm/contract/ae/aesubmin.doc

iii. PG-18-13, Barrier Free Design Guide:

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

iv. Uniform Federal Accessibility Standards (UFAS): http://www.access-board.gov/ufas/ufas-html/ufas.htm

v. VA Design Alerts: http://www.cfm.va.gov/cfm/til/alertDesign.asp

vi. PG-18-3, Design and Construction Procedures:

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

vii. PG-18-10, Design Manuals for Various Trades:

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

viii. Fire Protection Design Manual: http://www.cfm.va.gov/til/dManual/dmfpfire.pdf

ix. PG-18-1, VA Master Construction Specifications:

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

x. PG-18-14, Room Finishes, Door and Hardware Schedule:

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

xi. PG-18-9, Space Planning Criteria: http://www.cfm.va.gov/CFM/TIL/planning.asp

xii. PG-18-4, Standard Details: http://www.cfm.va.gov/CFM/TIL/sDetail.asp

xiii. Physical Security and Resiliency: https://www.cfm.va.gov/til/spclRqmts.asp#PHS

xiv. VA BIM Guide: https://www.cfm.va.gov/til/projReq.asp

xv. NFPA 99 & 101 Life Safety Code current edition

xvi. EHRM Infrastructure Standards for Telecommunications Spaces (OOIT http://www.cfm.va.gov/cfm/contract/ae/aep_toc.doc http://www.cfm.va.gov/cfm/contract/ae/aep_toc.doc http://www.cfm.va.gov/cfm/contract/ae/aesubmin.doc http://www.cfm.va.gov/cfm/contract/ae/aesubmin.doc http://www.cfm.va.gov/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/alertDesign.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/til/dManual/dmfpfire.pdf http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/room/RoomFinishes.pdf http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/til/spclRqmts.asp#PHS http://www.cfm.va.gov/til/projReq.asp document).

xvii. VHA National CAD Standards and Details:

https://www.cfm.va.gov/til/bim/DwgDelivRqmts.pdf

xviii. Manual for Preparation of Cost Estimates for VA Facilities.

(https://www.cfm.va.gov/til/dManual/dmCost.pdf)

xix. Green Procurement (https://sftool.gov/greenprocurement)

xx. VA Design Guides/Design Manuals including but not limited to:

xxi. Electrical Design Manual: www.cfm.va.gov/til/dmanual/dmelec.pdf

xxii. Plumbing Design Manual: www.cfm.va.gov/til/dmanual/dmplbg.pdf

xxiii. Asbestos Abatement Design Manual:

https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf

xxiv. Des Moines VA Medical Center Local Design Standards

xxv. Facility Guidelines Institute: https://fgiguidelines.org/

8. Government Provided Materials and Information: The VACIHCS shall provide the Contractor with all available as-builts and other relevant record drawings and documents for reference.

Paragraph 9 describes key documents attached to this SOW to provide information relevant to the scope of work for design. The VACIHCS does not guarantee the accuracy or completeness of the as-builts. The Contractor shall promptly report any discrepancies to the VACIHCS COR for clarification. The Contractor shall not rely on as-builts drawings. It is the Contractor’s responsibility to investigate the site to include all existing/ unforeseen field condition impacts into the design.

9. Exhibits Attached of VACIHCS information for Reference:

a. Des Moines VAMC 2020 08 06 electrical panel locations

b. Des Moines VAMC Investigative Studies One lines 2020 10 30 http://www.cfm.va.gov/til/bim/DwgDelivRqmts.pdf http://www.cfm.va.gov/til/dManual/dmCost.pdf) https://sftool.gov/greenprocurement http://www.cfm.va.gov/til/dmanual/dmelec.pdf http://www.cfm.va.gov/til/dmanual/dmplbg.pdf http://www.cfm.va.gov/til/dManual/dmASBhosp.pdf