S02 Renovation of Pavement Areas - 2 - SOW_Updated.docx

Scope of Work

Renovation of Pavement Areas - Design Project No. 667-26-110 Overton Brooks VA Medical Center, Shreveport, LA

PROJECT BACKGROUND AND DESIGN SCOPE OF WORK

Overton Brooks VAMC (OBVAMC) has a requirement to design a project to renovate various paved areas around the campus, main hospital. This project will demolish the aged pavement areas, regrade, prepare new base, and pave approximately 288,000 SF of pavement at the Overton Brooks VAMC. The pavement areas throughout the facility are in poor condition and repeated resurfacing has altered flow paths and leads to accelerated deterioration. This project will be phased to completely remove the pavement to the soil, then regrade and replace with new base and pavement. This project will also correct approximately 30 different deficient handicap ramps and associated concrete curbs. This contract will provide for complete design (construction documents) and construction period services (CPS).

The design team shall provide a comprehensive site investigation and attain a complete understanding of the functional requirements for the project. The design team shall meet with Facility Management Services and develop a design to meet the facility needs that are compliant with VA space guidelines/criteria. The design team shall propose phasing options for VA review, consideration and selection. This is an iterative process.

Design shall be in accordance with all applicable VA design guides, design manuals, and standards.

The design shall lay out a construction phasing plan to minimize disruptions to hospital operations throughout the construction duration. OBVAMC has limited parking. The AE must minimize and account for the loss of parking by including afterhours/weekend work, segmenting, or appropriately phasing work. Designer is required to show parking impacts on each phase plan that includes construction equipment turn radius, sidewalk closure, detours, and other factors to assist with construction.

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

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 200 calendar days from Notice of Award. Performance time to include VA review of each submission as identified.

LOCATION

Overton Brooks Veterans Affairs Medical Center 510 E. Stoner Ave.

Shreveport, LA 71101

DESIGN SUBMISSIONS/DELIVERABLES:

Design submission and deliverables will be in accordance with the A/E Submission Instructions for Minor and NRM Construction Programs; PG-18-15, Volume C

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or A/E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions the firm will take during the design process to ensure a quality finished design is achieved.

COST ESTIMATE

A detailed estimate of construction cost (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission. Emphasis shall be placed on cost and scope management. The design shall be within the project construction budget and be consistent with the identified project scope.

DRAWINGS

This project will utilize AutoCAD, version 2020. All VA design guides and requirements can be found online at: http://www.cfm.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent shall govern.

SITE AND TOPOGRAPHY SURVEY

A topographic survey is not required. As for the site survey, the A/E shall investigate the site to get a good understanding of the existing conditions, structure and utilities. A/E shall make as many site visits as necessary for this investigation. It is the A/E’s responsibility to verify the actual existing conditions. Reference the following attachments:

GEOTECHNICAL SURVEY

A geotechnical survey is not required.

UTILITY SURVEY

During the design phase, the A/E will coordinate with VA Staff to obtain information to facilitate the design. All information provided by the VA will be verified by the A/E. Where information is not available, the A/E Team shall perform their own investigation at their own expense. The A/E shall provide the necessary professional services or testing to conduct a complete site utility survey as needed to facilitate the design. The survey must identify all above and below ground utilities associated with the project. An analysis of the capacity of the existing utilities to serve the new addition shall be performed. The result of the survey/study shall be reflected in the design documents and shall indicate the current system capacities and the necessary work required for the utilities to adequately support the new addition.

SEISMIC DESIGN

Design shall be in accordance with the VA’s manual for Seismic Design Requirements (H-18-8), as it applies to Shreveport, LA.

HANDICAP ACCESSIBILITY

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.

GOVERNMENT FURNISHED INFORMATION

Government furnished information includes, but not limited to, the following information found on the VA’s Technical Information Library website (http://www.cfm.va.gov/TIL) - to be used for this project, as applicable (use most recent version):

LIST OF ATTACHMENTS

Attachment A: AE Submission Requirements Attachment B: Parking Map_1-2023

AE SUBMISSION REQUIREMENTS (SUPPLEMENTAL INSTRUCTIONS)

Reference Attachment A (AE Submission Requirements) for a detailed outline and listing of specific requirements. As indicated under Section C, paragraph 1, below are supplemental instructions relative to AE submission requirements.

NOTE: The VA will have 21 days to review design submission; however, some design submissions may require longer as they require a higher-level review. The AE shall not proceed to the next design submission until comments have been received back from the VA. The AE will be allowed a “time-only” extension equal to the number of days that the VA takes longer than 21 days to return review comments.

a. 35% Design Development: Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting any and all data required for the design. The A/E is responsible for measuring and collecting actual field data that may be required. The A/E shall collaborate with VA COR and end user(s) to develop conceptual and viable design options to meet the intended scope of work. The A/E shall develop schematic drawings and design options, along with Pro’s and Con’s with associated cost for review. This schematic design phase is an iterative process and requires close coordination back and forth with the VA COR/Project manager. The preliminary schematic design/layout will most likely require tweaking until a final plan/layout is officially approved by the hospital and COR. Dimensions, areas, spaces, etc. will need to be indicated clearly on the drawings. The AE shall work with the VA COR until an acceptable plan is developed and approved in writing by the VA COR. These drawings shall be at the largest scale possible and shall show the utilities, infrastructure, architectural layout of each floor, room dimensioning/square footage, room identification, fire exists (Life Safety), chases, columns and other pertinent information necessary to provide information that will carry the design to the next review.

1) Drawings & Specifications: Provide one 22”x34” size D set and four 17”x22” size C sets. Provide one set of preliminary specifications indicating all of the AE proposed edits (indicate edits in redline format) in a 3-hole punch binder. Drawings and specifications to indicate phasing requirements. Also, provide electronic copies of drawings in PDF format (1 combined PDF, and individual PDF files). Specifications in Word format (individual Word documents per specification section).

2) Cost Estimate: Provide a detailed cost estimate indicating labor, material and equipment cost in RS Means CostWorks format. Estimate shall include Prime Contractors Overhead, Profit, Bond and Labor Burden (typically 30%). This cost estimate shall be submitted in hard copy with the Design Analysis and an electronic copy in PDF format.

3) Design Analysis: Provide a design analysis for each discipline indicating the design rational, thought process and design calculations (including actual field test and test date). Provide a draft preliminary detailed submittal register. Provide a list, by discipline, on what outstanding data or feedback is required from OBVAMC. Provide one hard copy of the Design Analysis and one electronic copy in PDF format.

b. 65% Design Development: This submission of drawings, specifications and cost estimate shall be very close to complete. This review by the VA shall be to validate that 35% comments were incorporated into the project. The construction documents should be sufficiently developed to cover all work items to be addressed by the project, including clearing defined phasing requirements. No major items missing from this submission. The VAMC review of these documents should result in very minor comments to allow for the next 95% submission. A/E shall provide a list of questions by discipline on anything that’s needed from the VA to continue and fully develop the next 95% design submission. Additionally, the A/E shall provide minutes from the last design review meeting and shall provide responses to all VA comments noted or identified during the last review submission.

1) Drawings & Specifications: Submit in the same manner as the 35% DD submittal. Specifications shall incorporate AE’s edits.

2) Cost Estimate: Submit in the same manner as the 35% DD submittal.

3) Design Analysis: Submit in the same manner as the 35% DD submittal. Include A/E responses to all 35% design review comments.

4) FPE Certification: Submit in the same manner as the 35% DD submittal. Specifications shall incorporate AE’s edits.

c. 95% Design Development: This submission of drawings, specifications and cost estimate shall be complete. This review by the VA shall be to validate that 65% comments were incorporated into the project. There shall be nothing missing from the construction documents. The VAMC review of these documents should result in very minor comments to allow for the next submission to be final. If the comments of this set of documents results in numerous comments, then a 99% review or a check set of certain elements of the design is required before the AE shall proceed to the 100% Final Construction Documents.

1) Drawings & Specifications: Submit in the same manner as the 65% DD submittal.

2) Cost Estimate: Submit in the same manner as the 65% DD submittal.

3) Design Analysis: Submit in the same manner as the 65% DD submittal. Include A/E responses to all 65% design review comments.

4) FPE Certification: Submit in the same manner as the 65% DD submittal.

d. 100% FINAL Construction Documents: This submission shall incorporate all project requirements and previous comments. These documents shall be ready for bidding/construction.

1) Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL “STAMPS” SHALL BE ON THIS SET OF DOUMENTS. Provide one 22”x34” size D set and four 17”x22” size C sets of FINAL construction drawings. Provide one set of FINAL fully edited specifications (specs in a 3-hole punch notebook, printed on both sides of the paper). Drawings and specifications to indicate any phasing requirements. Provide electronic copies of the entire package (Construction Drawings, Specifications, Design Analysis and Cost Estimate). The drawings shall be as both AutoCAD (2020), and PDF format both in individual files per drawing and a combined drawing PDF file. The specifications shall be in separate WORD documents and separate PDF files for each specification section. Also, provide a combined PDF file for each complete volume of the specifications. Coordinate the naming & numbering of the files with the COR.

2) Cost Estimate: Submit FINAL CostWorks cost estimate in the same manner as previous submittal.

3) Design Analysis: Submit FINAL and complete Design Analysis documents including all calculations for each discipline. Provide a final detailed submittal register. Submit in the same manner as the previous submittals. Include A/E responses to all design review comments.

4) FPE Certification: Provide a FINAL certification letter from a 3rd party registered Fire Protection Engineer stating that the FINAL plans and specifications are in compliance with the current Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) code.

SOLICITATION SUPPORT SERVICES :

· Answer any technical questions/requests for information (RFIs) 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 A/E within five calendar days of the date the questions are sent to the A/E 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 A/E is required to comply with the five-calendar-day requirement.

· Throughout the solicitation period, the A/E 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 A/E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

CONSTRUCTION PERIOD SERVICES (CPS)

A/E shall provide full post design services construction period service IAW the Special Provisions of this contract. 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.

· PRE-AWARD: CPS’s to include assistance with questions, request for information (RFI’s), meeting conference calls, clarifications and addendums during the construction solicitation phase.

· POST-AWARD: CPS’s also include full support through the construction phase to include but not limited to, assisting with questions, clarifications, inspections, reviewing and responding to RFI’s and review/coordination of contract modifications/change orders. Designing and estimating of design omissions.

· POST-AWARD SITE VISITS: CPS’s shall also include a minimum of 10 Site Visits during the construction phase of the project. Type and discipline of site visit shall be determined at the time of need by the COR.

· AS-BUILTS: AE shall also incorporate contractor’s as-builts/redline drawings on AutoCAD (2020) bound and provide both electronic (two CD’s clearly labeled) and hard copy sets. Hard copy sets of as-built drawings shall consist of one full size set and four 22”x34” size sets.

a. REQUEST FOR PROPOSAL DOCUMENTS – INTERPRETATION: The A/E, when requested, shall assist the Contracting Officer and his Contracting Officer Representative to develop the Request for Proposal documents and shall:

(1) recommend any action(s) he deems suitable for the satisfactory prosecution of the design of the proper construction work.

(2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the Request for Proposal documents.

(3) assess the preparation of Construction Contract Modifications initiated by or through the VA to be executed in accordance with the Request for Proposal documents.

b. MODIFICATIONS/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.

c. SHOP DRAWINGS AND SUBMITTALS: The A/E will, through the VA, review certain submittals and make recommendation. The A/E may be required to hold joint reviews with the VA technical staff on complicated system submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay.

The A/E shall check Government furnished and/or the construction shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the design concept and construction documents. The A/E shall recommend approval, disapproval, or other suitable disposition. He shall evaluate the submittals with reference to any companion submittals that constitute a system.

d. SITE VISITS AND INSPECTIONS: During the Construction Period, the A/E shall make visits to the project site. Site visits shall be made as and when requested by the Contracting Officer or his authorized representative. This includes visits to be made during intermediate, air conditioning systems, inspections, for partial final, and final inspection and for special purposes as requested by the Contracting Officer. A site visit is defined, except for payment purposes, as a visit to the site by one man for any part of a day. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The Contracting Officer has the prerogative to determine the professional discipline(s) required for each visit. The A/E shall observe the construction, advise the VA of any deviations or deficiencies. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Contracting Officer or his authorized representative within three calendar days following the site visit date.

(1) Intermediate Inspections: The A/E shall provide registered architects and engineers who are familiar with the design work of the project to act as observers and advisers to the VA team conducting intermediate inspections.

(2) Partial Final and Final Inspections: The A/E shall provide registered architects and engineers in the number and of the disciplines at the time requested by the Contracting Officer to act as observers and advisers with a VA team conducting partial final and/or final inspection(s) of the project.

e. TIMELY RESPONSE: As time is of the essence, particularly during the construction phase, the A/E shall promptly review and approve, disapprove, or take other appropriate action upon all the VA requests. The A/E shall submit recommendations on all shop drawings and other submittals and other requests within fifteen (15) calendar days after receipt.

RECORD DRAWINGS: The VA shall furnish to the A/E a marked-up set of prints showing all changes made during the construction period. The A/E shall incorporate into the drawings all significant changes marked-up by the VA and any significant changes made by solicitation amendments and construction contract modifications. The revision portion of title block shall be dated and noted “Record Drawings”. The A/E shall prepare record drawings by making changes on the original contract drawings (with amendments posted). A copy of the updated original will be sent to the VA for verification. Upon the verification of the VA, the A/E will submit the originals to the Contracting Officer in hardcopy and on DVD. The A/E shall deliver the record drawings to the Contracting Officer within sixty (60) calendar days after receiving the marked-up documents from the VA. Submission shall be subject to the approval of the Contracting Officer as to quality and completeness.

GENERAL INFORMATION:

a. The A/E contractor shall submit all requests for information in writing to the COR and allow at least three calendar days for the COR to respond.

b. The Contracting Officer must approve all work that is beyond the scope of this statement of work.

c. All design review meetings must have a CO present and meeting recorded.