S02 Statement of Work .pdf

Architect-Engineer (A-E) Statement of Work Infrared/Thermal Scanning, Asbestos Testing, and Solar Panel Upgrades

Project Number 689-22-209

VA Connecticut Healthcare System (VACHS) West Haven VA Medical Center (VAMC)

950 Campbell Avenue West Haven, CT 06516

I. SCOPE OF WORK (Overview)

This Scope of Work will cover solar panel removal, technological upgrade installations, roof inspections, asbestos testing, and infrared, thermal, and nuclear scanning, all of which will be coordinated with the roof replacement/repair of Building 1 and Building 2 at the aforementioned

VAMC.

The A-E shall develop all Field Reports, Expansion/Master Plan, Phasing Plans, Construction Documents, Construction Administration Services, Technical Specifications, and Cost Estimates, for the "Solar Panels Removal/Reinstall with updated Technological Upgrades (E.g. for example, replace all current group panel set inverter with micro-inverters); Roof Inspections & Infrared/Thermal/Nuclear Scanning Testing for Asbestos”.

A. This project is located at the West Haven VAMC with an address of 950 Campbell Avenue, West Haven, CT 06516.

B. This project will replace and/or repair eighty (80) + of the existing roofs for Building 1 and Building 2 (See Drawings of affected roofs). The project shall also include a thorough study and condition report of all roofs for Building 1 and Building 2. Salient design features for the design include the following considerations:

1. The design shall include the complete replacement of the roofs for Building 1 and Building 2 covering approximately one hundred eighty thousand square feet (180,000 sf) and comprising of eighty (80) + roofs;

2. The design shall also include the installation of tapered insulation (where applicable) to ensure proper drainage of rain and melting snow;

3. The design shall further include the installation of existing roof penetrations, roof drains, flashing, coping caps, etc., to prevent any water infiltration into the building (where applicable);

4. The A-E shall perform testing for asbestos-containing materials (ACM) as described in the below sections of this Statement of Work; and

5. The A-E shall also provide a thorough Infrared and a Nuclear Roof Moisture Survey conducted by a third party for all roofs associated with Building 1 that complies with the following qualifications/certifications:

a. Submit a list of at least five (5) references from similar projects for review.

b. Submit a sample Infrared and a Nuclear Roof Moisture Survey from a similar project for review.

c. Provide the name and current Level 1 Certificate (or higher) for the certified Thermographer(s) that will perform the Infrared Roof Moisture Surveys who shall also possess at least five (5) years of related experience.

d. Provide the proposed team’s credentials that will conduct the Nuclear Roof Moisture Testing who shall possess at least five (5) years of related experience.

e. Submit copies of the Nuclear Gauge Safety Training Certifications for all individuals performing Nuclear Roof Moisture Testing.

II. GENERAL SCOPE – SOLAR PANELS (Reference Existing Solar Drawings in Package)

Coordinate work on Photovoltaic (PV) Solar System with the roofing project to not void roofing warranty and/or damage roofing work. The work for the PV Solar System and roof repairs/replacements project requires that the PV Solar System is protected during removal and while in storage. Once the roofing project is completed (for the PV Solar Roofing System), said PV Solar System shall be restored and verified to be fully operation upon completion of the reinstallation.

The current PV Solar System utilizes a centralized inverter unit for a grouping of panel units.

The restored PV Solar Panels shall be converted to utilize a dedicated micro-inverter per solar panel. If a dedicated micro-inverter install is not available with existing solar panels, then the VA COR will consider an install of new more efficient solar panels that will allow for this micro-inverter option pending availability. If existing solar panels are not to be utilized, then all solar panels and associated equipment (i.e. inverters) shall be properly stored in an insured, secure storage facility with surveillance. Every attempt will be made to reuse adequate and functional existing solar system components where possible.

The final install of the PV Solar System shall have data collected through the on-site Building Automation System (BAS), the Electric Shop Supervisory Control and Data Acquisition (SCADA) System, and through a third party PV Data Collection Software – MYPVDATA/Frimer USA (at 877-261-1374). Service with Frimer shall be established for a minimum of five (5) years after final acceptance of all project work.

Final PV Solar System install shall be commissioned by a third party. The third party shall be contracted by the Contractor, but will be accountable and responsible to the VA per direct coordination with the VA COR. The third party shall inspect and verify that the PV Solar System works in accordance with the design and generates the kilowatt per hour (kWh) as required per each panel and system as a whole. All data and final report(s) to be submitted for review and acceptance by the VA COR prior to project close out.

Project closeout shall include, but not limited to, a three (3) day training event for engineers as well as Operations and Maintenance (O&M) key staff and one (1) year of system services (monthly system onsite check and maintenance visit) with warranty repairs as required. All final documents, including Submittals, Requests for Information (RFIs), Manuals, Warranties, As- Builts, etc. must be submitted electronically and as hard copies (two copies).

III. GENERAL SCOPE – INFRARED THERMAL SCANNING OF ROOFS (Reference Roof Drawings in

Package)

A. Scan all accessible roof sections with a mid-wave infrared camera.

B. Take infrared pictures (thermograms) of suspected wet roof areas.

C. Measure, illustrate, and label all serviced corresponding roof sections.

D. Verify physically all suspected wet areas with core cuts.

E. Utilize a 3216 Troxler Moisture Density Gauge by taking density readings of suspected anomalies identified with the infrared camera.

F. Identify and record roofing system construction and moisture content percentage using a

Delhorst Moisture Meter on all applicable membrane(s), insulation(s), and decking during core sample verifications.

G. Mark all verified wet areas on the roof surface with visible paint outlines.

H. Take corresponding photographs of wet roof areas.

I. Plot all service-related information on a scaled drawing with appropriate identifications and provide a final Computer Aided Design (CAD) report with all relevant information.

EQUIPMENT

A. For any Infrared Roof Moisture Surveys, a Mid-Wave Thermal Imager must be utilized that can operate in the 3.5 to 5 micron region of the electromagnetic spectrum. Long-Wave Thermal Imagers that operate in the 7.5 to 13 micron region are not acceptable on smooth-surfaced built-up roofs or smooth single-ply roofs (ethylene propylene diene monomer [EPDM], polyvinyl chloride [PVC], and thermoplastic polyolefin [TPO]) including all roofs with coatings or paints.

1. Submit a brochure and specifications on the Thermal Imager to be utilized for VA review and acceptance.

2. Submit a current Statement of Calibration for the Thermal Imager to be utilized for VA review and acceptance.

B. For the Nuclear Roof Moisture Testing, a Roof Moisture Gauge that allows for mapping of hydrogen concentrations within the roofing structure is to be utilized.

Submit a brochure and specifications on the Roof Moisture Gauge to be utilized for VA review and acceptance.

C. A Moisture Probe is to be utilized to check moisture percentages in each of the individual materials taken from the core cuts.

Submit a brochure and specifications on the Moisture Probe to be utilized for VA review and acceptance.

IV. GENERAL SCOPE – ROOF MOISTURE / THERMAL SCAN SURVEY

A. A minimum of two (2) core cuts shall be taken at each separate roof section to verify the existing roof system and slope condition (either tapered insulation or structural), which one

(1) of these cores must be taken in an area if it is determined to contain moisture by the thermal camera or moisture gauge to verify results.

1. Check and confirm all separate materials in every core cut with a Moisture Probe to determine the percent of moisture present.

2. Document all findings on the Roof Plan.

B. Perform an Infrared Roof Moisture Survey on all Non-Ballasted, Single-Ply Roof Systems (EPDM, PVC, TPO, etc.), all Built-Up Roof Systems, Modified Roof Systems, and Spray Foam Roof Systems.

1. Scan appropriate roof types with a Mid-Wave Infrared Scanner.

2. Mark all wet areas on the roof surfaces with visible paint markings.

3. Take a minimum of one (1) core cut in each roof section where the thermal camera determines that moisture is present to verify results.

4. Use a Moisture Probe to check the presence of moisture for each separate material in the core cut.

5. Use a Nuclear Roof Moisture Gauge as secondary verification to spot check wet roof areas and to verify surrounding dry roof areas.

6. Take Infrared Pictures (Color Thermograms) of verified wet roof areas.

7. Take corresponding color photographs of verified wet roof areas.

8. Document all findings on Roof Plan.

C. Perform Nuclear Roof Moisture Testing on all Ballasted, Single-Ply Roof Systems (EPDM, PVC, TPO, etc.) and all roof systems that are retrofitted or have multiple roof systems. Use as a secondary verification method for spot checking wet roof areas and surrounding dry roof areas for Infrared Surveys.

1. Identify with a 10' x 10' grid on all appropriate roof types to receive Nuclear Moisture Testing.

2. Take and record readings at each grid intersection with the Nuclear Moisture Gauge.

3. Take core cuts to verify the baseline readings for wet and dry insulation.

4. Mark all wet areas on the roof surfaces with visible paint markings.

5. Use a Moisture Probe to check the presence of moisture for each separate material in the core cut.

6. Take corresponding color photographs of verified wet roof areas.

7. Document all findings on Roof Plan.

D. Perform a Visual Roof Inspection on all roof sections of each building.

1. Take photographs of all conditions/defects, core samples taken, a n d heights of flashings and counter flashings.

2. Document all conditions/defects on Roof Plan with corresponding photographs.

3. Provide costs to perform all preventive maintenance, repairs, and replacement work. See Appendix B attached for typical roof replacement (fluid-applied) system to be used where wet areas are removed.

E. Provide complete Roof Plan Drawings of each building including the following items.

1. Provide full-size color Roof Plan Drawings (24" x 36") with accompanying cover sheet.

2. Provide a color-coded Roof Plan by Roof Type and Condition.

3. Show area designations for each individual roof section.

4. Provide a spreadsheet for each building that establishes each section, square footage of wet insulation in each area, and percentage of wet insulation for each area and totals for building.

5. Show locations of wet roof areas in red on Roof Plan

6. Show locations of all core cuts, roof moisture readings, thermograms of wet roof areas, corresponding photographs of wet roof areas, and nuclear moisture readings.

CAD drawings are available in package and require verification.

F. Provide pricing of different areas for roofing replacements and a restoration coating cost where roof is more than sixty percent (60%) dry per attached Appendix B. Provide a database program with roof system costs on all findings.

V. GENERAL SCOPE – ASBESTOS ASSESSMENT

All roofs in Building 1 and Building 2 shall be inspected for any asbestos-containing materials (ACM). Cores are to be taken of any built-up or modified bituminous roofing cap sheet, plies, and adhesives to determine if ACM is present. Perimeter parapet walls are also to be inspected for

ACM.

Existing roofs (shown in package drawings) require investigation and assessment for the presence of ACM. The work will involve site visits, roof inspections (shown in package drawings) of Building 1 and Building 2 (roof fields, parapet walls, and other suspect surfaces), samples. and ACM testing. The total number of samples to be determined by ACM suspects and by homogeneous area.

The proposal shall include a detailed report showing the number of samples taken; a detailed test report identifying the samples taken with date, location, and result of test performed (the condition of the materials, non-ACM, or presence of ACM); suggested abatement methods for ACM if any detected; and ACM disposal methods. Additionally, the detailed report shall include a breakdown showing the samples taken, the name and address of the resting laboratory where the testing was performed, the material or equipment used with quantities, labor, and cost. The proposal shall also include a complete breakdown of all materials, labor, and equipment. The asbestos assessment must also be included in the schedule of work with daily/weekly/monthly activities as well as start and finish dates for the completion of Building 1 and Building 2.

The ACM sampling and testing shall be completed by a certified, authorized asbestos-testing laboratory accredited by that country’s asbestos control authority. The ACM test results shall be stamped and sealed by an authorized official of the testing organization. The report shall also include suggested asbestos abatement companies who are capable to handle the abatement work if the results indicate any ACM.

The accredited asbestos firm subcontracted by the A-E shall inspect the site, become familiar with the site, and understand the scope of work in detail. The A-E shall notify the VA COR of the site visit as soon as possible to give adequate time for planning purposes.

All work with the asbestos assessment that includes inspecting the buildings, taking samples, and repairing any damage caused during sample collection for ACM shall be performed, if approved, during the daily hours between 8:00 am to 5:00 pm. If normal business hours are not approved, then the asbestos assessment work will be performed after West Haven VAMC working hours. All work shall comply with the national and local safety requirements.

Follow procedures recommended by the Environmental Protection Agency (EPA) for the safe handling of potentially hazardous bulk samples as it pertains to roof area sampling:

1. Wear a single use National Institute for Occupational Safety and Health (NIOSH) approved respirator (follow manufacturer’s instructions).

2. Wear disposable gloves and protective clothing.

3. Turn off heating/cooling systems in the area to minimize the spread of any released fibers.

4. Seal off the area as much as possible (if vents cannot be closed then vents must be sealed with granular activated carbon (GAC) filters at a minimum of 4” thickness during ACM removals).

5. Place a plastic sheet on the floor below the area where the sample is to be taken.

6. Use a small ziplock bag to contain the sample, which the bag should be clean and dry.

7. Wet the material to be sampled with a fine mist of water containing a few drops of detergent (this will minimize the release of asbestos fibers) before taking the sample,

8. Use a clean coring tool to core out a roofing system material and put core samples in a ziplock bag. Penetrate any paint or protective coating to sample all layers of the material. Cut a small piece of roofing material about two (2) square inches when doing the parapet walls and put samples in a ziplock bag.

9. Close the sample bag tightly and wipe the exterior with a damp towel to remove any material which may have adhered to the bag during sampling.

10. Mist with water and carefully fold up the plastic sheet. Clean the work area using a damp disposable cloth, not a vacuum cleaner. Seal the asbestos waste, gloves, mask, and cloth in a plastic bag. Check with the local municipality on how to dispose of asbestos-containing waste. Wash clothing separately and shower after completing the work.

11. Label the sample bags identifying the structure, the date that the sample was taken, the specific location of the sample in the room or structure, and who took the sample.

12. Enclose all samples in a large ziplock bag along with an itemized list of the samples.

13. Deliver by courier or by hand to an accredited testing laboratory for asbestos analysis.

SAMPLING

An accredited inspector shall collect bulk samples of surfacing material in a statistically random manner, which is representative of the homogeneous area of roofing surfacing material that is not assumed to be ACM. The accredited inspector shall collect such samples as follows:

a. At least three (3) bulk samples from each homogeneous roofing system area that is one thousand square feet (1,000 sq ft) or less except as provided in Subsection (d) of Section 19a-333-5 of the regulations of Connecticut State Agencies.

b. At least five (5) bulk samples shall be collected from each homogeneous roofing system area that is greater than one thousand square feet (1,000 sq ft), but less than or equal to five thousand square feet (5,000 sq ft) except as provided in Subsection (d) of Section 19a-333-5 of the regulations of Connecticut State Agencies.

c. At least seven (7) bulk samples shall be collected from each homogeneous roofing system area that is greater than five thousand square feet (5,000 sq ft) except as provided in Subsection (d) of Section 19a-333-5 of the regulations of Connecticut State Agencies.

SUMMARY OF PROCEDURES

The sampler or sampling team identifies areas with suspect materials to be sampled for roofing materials containing asbestos. Materials that might be suspect for asbestos may include, but are not limited to, thermal system insulation, joint compound, roofing material, gaskets, roof coverings, decorative coatings, and various insulation. The sampler will use a sampling tool appropriate for each kind of material and collect samples in airtight containers for subsequent laboratory analysis. The sampler should always use a clean tool to collect the sample, and special attention must be paid to avoid creation of airborne asbestos. This method is intended to provide material where the fibers can be quantitively and qualitatively identified as a specific type of asbestos or non-asbestiform fiber by a laboratory. Sample location, study site, sample description, time, date, and project identification number should be recorded in the logbook. Pictures should be taken of the samples.

APPARATUS, MATERIALS, AND CHEMICALS

1. Sampling tool (knife, corer, spatula, etc.)

2. Spray bottle of tap water amended with a few drops of dishwashing liquid

3. Disposable low lint wipes for cleaning tools

4. Eight ounce (8 oz) glass jars

5. Respirator

6. Latex gloves

7. Disposable Tyvek® clothing

8. Silicone caulk or appropriate sealant

9. Camera

10. Project logbook

PERSONNEL TRAINING FOR BULK SAMPLING

Personnel will be trained to collect bulk asbestos samples using the requirements set forth in 40 CFR Part 763.92(a)(1), 40 CFR Part 763.92(a)(2), and 40 CFR Part 763, Subpart E, App.

C. The training incorporates many sections of 40 CFR Part 763, but should focus on the sampling method listed in 40 CFR Part 763.86. The training includes inspection planning, bulk sampling, personal protection, and reporting. Personnel must demonstrate proficiency by identifying areas where asbestos may be found and by collecting a bulk sample properly using the correct methodology.

VI. GENERAL A-E REQUIREMENTS

A. The A-E shall develop design criteria for the project. The report criteria will be a written matrix of design features, assumptions, and key performance requirements based on information collected by the A-E from the VA through project meetings, correspondence, and interviews for the proposed design. The A-E shall prepare all necessary drawings including, but not limited to, post-construction as-built drawings. The degree of completion and the stages of submission shall be as hereinafter specified. The West Haven VAMC will provide all standard details, master specifications, design criteria, etc. All provided materials shall be adapted to the specific requirements and conditions of the project.

B. A-E discussions with VAMC personnel concerning requirements will be participated in and arranged by appropriate Engineering and Contracting Service personnel. The A-E shall participate, when required, with the appropriate Project Chief, Project Engineer, and/or other services for any review of the project scope, design review comments, etc. A report criteria document will be used as a clearinghouse for all collected design information and criteria. An updated criteria report shall be submitted to the VA for review and approval at each phase of design.

C. The Roof Plans indicating any structural, HVAC, plumbing, and electrical coordination shall be at the same scale as the architectural drawings to facilitate reviews.

D. In each submission, the A-E shall resubmit the material specified in the prior submission with applicable revisions according to the comments made by the VAMC during the previous review. The A-E shall document and provide written responses to all design review comments received from the VA and/or firms working for the VA such as a commissioning authority (Solar System commissioning to be contracted by the A-E).

E. The A-E shall pay particular attention during the construction document stage that plans are not subject to change at the request of the VAMC staff without the approval of the Chief of Engineering Service and the Contracting Officer.

F. Any original design documents and/or as-built information may be available in electronic form through the files of Engineering Service. The drawings are not expected to be accurate in all respects, and the A-E must verify all features affecting the project by field investigation.

G. The A-E shall design all roofing and solar systems not only to maximize energy conservation, but also to comply with requirements of VA HVAC Design Manual, VA Sustainable Design and Energy Reduction Manual, and ASHRAE Standards 90.1-2007.

H. The A-E shall develop the project utilizing CAD software. Submittal drawings shall be full-size plots suitable for half-size reproduction. CAD files may be available for the existing buildings. The A-E shall update all existing drawings and background drawings based on field observations. The A-E shall provide copies of all electronic drawings in portable document format (PDF) and drawing (DWG) file format. The A-E shall provide a safe method of downloading all submitted electronic drawings via a secure file transfer protocol (FTP) site or an alternate approved method. The A-E shall include all information such as pen settings and external references with CAD files.

I. The A-E shall utilize CAD software to develop architectural design drawings, renderings, construction documents, and record drawings at the completion of construction. At each scheduled submittal date, the A-E shall submit a list of the required files to the VA that will include facility data and CAD data files.

J. CAD Model minimum requirements shall be developed to include the systems described below as these systems would be built as well as the installation processes and to reflect final as- built conditions. The deliverable model at the interim design stage and at the final design stage shall be developed to include as many of the systems described below as necessary and appropriate at that design stage. At a minimum, the CAD Model shall include, but not be limited to, the following systems:

1. Architectural Design;

2. Square Footages/Volume including Roof Numberings/Names;

3. Architectural Schedules;

4. Parapet Wall Sizes, Shapes, and Material Data;

5. Windows;

6. Roof Louvers;

7. Roofs;

8. Architectural Specialties;

9. Roof Equipment;

10. Structural;

11. Roofing Foundations;

12. Shafts and Pits;

13. Mechanical;

14. HVAC;

15. Plumbing;

16. Electrical/Telecommunications;

17. Exterior Building Information; and

18. Fire Protection/Alarms.

K. The VA has ownership of the rights at the date of Closeout Submittal to all CAD files and facility data developed for the project. The VA may make use of this data following any deliverable submission.

L. For preparation of Project Specifications, the VAMC will provide Master Specifications in Microsoft Word format. The A-E shall supply electronic copies of the specification files to the Contracting Officer for incorporation into the VA specification booklet.

1. X - Project Title Sheet

2. 1 (numbered only) - Architectural Drawings

3. DE - Architectural Miscellaneous Detail

4. S - Structural Drawings (if required at Solar Panels)

5. P - Plumbing Drawings (pertaining to Roof Plan)

6. E - Electrical Drawings (pertaining to Roof Plan)

7. H - HVAC Drawings (pertaining to Roof Plan)

M. Prints shall be black line on white background for both "D" Size (24" x 36")(full size) and half size (18”x24”).

N. Reproducible are not required.

O. Electronic Media shall be with Compact Disc-Read Only Memory (CD-ROM) and AutoCAD DWG files.

P. Drawing data information shall list all basic information including, but limited to the following, file names, fonts, layer names/types of color, blocks used, hatches, etc.

Q. All submitted construction drawings shall minimally conform to the content requirements defined in the VA standards for construction. Specifically, the content features of PG-18-15 identify minimum requirements for A/E submissions.

See http://www.cfm.va.gov/contract/aeDesSubReq.asp.

R. The A-E shall provide and designate a single point of contact (POC) to represent the design team throughout for the duration of design and construction administration. The designated POC shall coordinate all communications between the VA and the A-E, thereby the POC will act as a central path of communication. The designated POC shall communicate directly to the VA through written requests and responses. The designated POC shall provide weekly documentation to the VA in the form of a design progress/issues log. The design progress/issues log shall, at a minimum, include the following information:

http://www.cfm.va.gov/contract/aeDesSubReq.asp

1. Summarize current design progress made during that particular week;

2. Log all sent and received requests for design information as well as other pertinent matters of communication;

3. Document all pending matters that will potentially affect the delivery schedule defined in this document; and

4. Identify upcoming actions that may require advanced preparations (i.e. on-site project meetings, walk-through visits, site visits, and construction administration visits).

S. The A-E shall develop and furnish project requirement documents that detail and log the development of salient features covering this project design. The A-E shall collaborate with the VA and Commissioning Authority that is contracted to the project by said A-E. The A-E shall update documents with each progressive stage of the design.

T. Phasing: The A-E shall include construction plans indicating a proposed sequence of work to illustrate that Contractors will not be able to work the entire project simultaneously.

Building 1 and Building 2 will remain in operation for the duration of the project, thereby access for Veterans as well as egress must always be maintained.

U. The A-E shall develop a phasing plan and develop deduct bid alternates for project award, which will be based upon available funding.

V. Site Work: The A-E shall include construction plans including documentation of site restrictions, as necessary, to complete this work. Areas affected by the work on brick masonry, areas for staging, areas for mixing, and restricted areas must remain open such as egress routes.

W. This A-E project shall provide all necessary modifications to VAMC existing building structure, mechanical, plumbing, electrical, and telecommunication work needed to complete the exterior renovation.

X. All above work shall be in accordance with International Building Code (IBC), National Electric Code (NEC), Environmental Protection Agency (EPA), and VAMC regulations.

Y. All work shall be coordinated with the upcoming and current projects to prevent any duplication of efforts. New design shall be accomplished in accordance with latest VAMC guidelines, codes, and specifications.

Z. Integrated Design: Use a collaborative, integrated planning and design process that will initiate and maintain an integrated project team at all stages of project planning as well as project delivery. Establish performance goals for siting, energy, water, materials, and indoor environmental quality (such as roofing material vapor infiltration) along with other comprehensive design goals. Ensure incorporation of these goals throughout the design and lifecycle of the building.

AA. All designs shall comply with applicable sections of VA publications H-08-9 titled ‘Planning Criteria for Medical Facilities’ and H-08-5 titled ‘Equipment Guide List’ as well as NFPA, OSHA, ANSI, JCAHO, VA Standards, and other applicable Federal, state and local code requirements including IBC. T h e A-E will be responsible for complete functional design and provide biddable documents meeting all of these requirements.

BB. Applicable chapters of the VA Master Construction Specifications will be prepared by the A-E including any necessary adaptations. VA Construction Standards JH-08-3, VA HVAC Design Manual, VA Sustainable Design and Energy Reduction Manual, and ASHRAE Standards 90.1-2007 shall apply to specific design requirements. Particular attention shall be emphasized on CD4 titled ‘Symbol Identification of Contract Drawings’ and CD5 ‘Contract Drawings Requirements’. Equipment symbols shall be in accordance with Handbook H-08-6 titled ‘Standard Drawing Details’. Handbook H-08-4 shall be utilized to the greatest extent practicable.

CC. The A-E shall carefully review all requirements in the latest edition of the Accreditation Manual for Hospitals issued by the Joint Commission with respect to design and operating requirements, The A-E shall report any conflicting conditions, in writing, to the VA COR.

DD. Project Schedule is approximately five hundred (500) calendar days to complete the Schematic Design, the Design Development, the Construction Documents, the Technical the Specifications, and the Construction Cost Estimates. Completion of construction period services will be dependent upon the contract award for construction.

VII. SCOPE OF DESIGN SERVICES

A. OVERVIEW:

1. This Contract shall provide full A-E services for on-site surveys, design, construction documents, cost estimates, phasing plans, and existing record-drawing updates for this project. Design includes investigation of previously existing roofing systems with the purposes of providing as-built drawings for construction replacement, restoration, and repair purposes.

2. The A-E shall develop design drawings along with cost estimates and phasing plans for at least two (2) options if it is argued or determined that distinct and practical options are available.

3. The A-E shall review original architectural drawings of existing building structures and conditions; evaluate applicability of any energy code requirements to this project;

determine the extent of roof insulation mandated by the code and evaluate the feasibility of installation; and perform a visual review of the roofs to evaluate existing conditions and interior areas that were affected by roof leaks.

4. The scope of contract work also includes the preparation of design documents, more specifically drawings and specifications, and construction period services. The general scope of work will be to provide roofing systems design and construction administration services.

5. The standard contract requirements for the A-E shall include preparation of the following documents pertaining to this project and covering each applicable discipline:

a. Inspection report(s)/evaluation of existing facility’s condition(s);

b. Inspection(s)/data/ survey(s) of existing roofing systems;

c. Design Analysis;

d. Detailed Cost Estimates at 30%, 60%, 90%, and 100% design submissions;

e. Drawings including check points at 30%, 60%, 90%, and 100% design submissions; and

f. Specifications at 30%, 60%, 90%, and 100% design submissions.

6. Submittal requirements for drawings, specifications, cost estimates, design analysis, etc. are described in the A-E Contract Work Specifications.

B. ENGINEERING SERVICES:

i. Meetings (with Meeting Minutes) as Required:

X A-E Orientation Meeting X A-E Kick-Off Meeting X Schematics/Layouts Presentations and Sign-Offs X Design Development Presentations X VA “Design Team” Review Meetings X Final Design Review and Sign-Off Meeting

ii. Site Investigation & Reports as Required:

X Existing Conditions Survey and Site Investigation Report

_ Utility Shutdown Needs Report X Asbestos Samples/Analysis, Abatement Needs Report X Other Environmental Needs Report

iii. Other Services as Required:

X Environment Improvement Design X Impact, Construction-Required Swing Space Developments, and Cost Estimates X Economic/Energy Efficiency (Life Cycle Cost) Analysis X Printing, Reproduction and Mailing X Travel and Subsistence X Other Services as Requested

iv. Miscellaneous as Required:

X Submittal Presentations and Reviews X Consultation Services X Design Field Visits and Support X Record Drawings

C. CONSTRUCTION DOCUMENTS:

1. Prepare Construction Documents including drawings and specifications for architectural, mechanical, plumbing, electrical, and abatement.

2. Provide submissions at 10%, 30%, 60%, 90%, and 100%.

3. Prepare construction cost estimates and schedule.

4. Answer inquires.

5. Test for asbestos.

6. Modify the documents to incorporate comments and provide final set of documents to VA.

7. Provide VA with a draft set of bid documents.

8. Develop cost estimates.

9. Develop construction phasing plans and lift phasing plans.

10. Perform project design, drawings, and specifications work.

11. Provide VA with the complete Construction Documents for issuance upon construction bidding process (including all appropriate details, calculations, and cost estimates).

12. Provide the as-built construction project and record drawings along with associated closeout documents in acceptable formats: AutoCAD, MS Projects, MS Word, MS \

Excel, MS Access, and Acrobat PDF files.

D. CONSTRUCTION PERIOD SERVICES:

1. Review construction bids.

2. Review shop drawings.

3. Respond to Requests for Information (RFIs).

4. Review change order proposals.

5. Prepare record drawing based on contractor’s markups.

6. Review material submittals.

7. Assess performance of work to construction documents.

8. Review and sign off on contractor payment requests (when applicable).

9. Provide contract closeout services including punchlist preparation, final review of work, contract closeout, warranty submittals, and recommendations regarding final payment. Construction closeout consists of submittals, field reports, field photographs, change orders, meeting agendas, meeting minutes, formal communications, requests for clarifications, as-built drawings, warranties, and final application for payment.

E. CONSTRUCTION SITE VISITS:

1. One (1) visit for Preconstruction Conference.

2. Forty (40) site visits based on an estimated one (1) year construction schedule.

3. One (1) visit to prepare punch list, one (1) visit for preliminary punch list, and one (1) visit for review of final punch list, totaling three (3) visits.

F. OTHER VISITS:

1. Twenty (20) site visits for abatement monitoring visits.

2. Preparation of “Documents of Records Report”. Exceptions are allowed per review with the VA COR and in compliance with VA Standards Section 1.4.3 (specific reasons for the desired change and benefits expected).

G. ADDITIONAL REQUIREMENTS:

1. VA Supplied Data: All VA supplied data shall be coordinated and any variations in design shall be justified in a written report.

2. Resubmission of the Work: In each submission, the A-E shall resubmit the revised materials, which shall include revisions, as necessary, in response to comments made by the VA based on the review of prior submission.

3. VA Standards: The A-E shall use the VA Construction Standards in preparing Schematic, Design Development, and Construction Documents for the project.

However, should the A-E determine that a deviation from such standards and specifications is necessary or beneficial to the Government, then the A-E shall promptly submit a request, in writing, to the Contracting Officer for permission prior to making the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

4. Accuracy of Planning Information: The A-E shall visit the project site to investigate the information shown on the government-furnished drawings, record (as-built) drawings, and other planning documents that are a part of this Contract. This information may be the best available; however, the Government does not guarantee its accuracy or completeness. The A-E field investigation of existing conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG 18-10.

5. Discrepancies in Planning Information: The A-E shall promptly report to the Contracting Officer, in writing, any discrepancies between this Contract and the planning information provided by the Government. The A-E shall make no adjustments for this work due to any discrepancy before the Contracting Officer has reviewed the matter and forwarded the determination to the A-E. The failure to report any such discovered discrepancy or the failure to wait for the Contracting Officer’s determination by the A-E shall be at its risk and expense.

6. Reviews: The number of reviews by the VA for the work shall be as indicated in the Submission and Completion Schedule. The VA review of the A-E’s work product shall not be construed by either party to relieve the A-E from its professional responsibility in executing drawings, specifications, and all other work submissions with due care and pursuant with acceptable professional standards and regulations.

H. DESIGN MILESTONE SCHEDULE:

1. Beginning from the project award date, the A-E shall attend the VA Design Team meetings and other meetings.

2. The A-E shall provide the Government with the design submissions and responses on or before the dates required by VA in the schedule below.

3. The schedule is for guidance only and may be adjusted to meet the needs of the VAMC. The schedule is exclusive of the VA design review time.

4. All work (except for construction phases) under this A-E Contract is expected to be completed within approximately five hundred (500) calendar days after the NTP is issued by the VA Contracting Office.

5. Submission and Completion Schedule: The Planned Submission and Completion

Schedule is as follows:

EVENT DELIVERY REQUIREMENT

1 Submission of Survey Report covering existing roof systems core information;

thermal scan results; cladding; existing counterflashing and base flashing heights and conditions; and associated adjacent area conditions.

45 calendar days following receipt of Notice to Proceed (NTP).

20 days of good weather allowed for site visit.

additional days can be added, as needed, should significant weather delays be present.

2 CIH Asbestos, Lead, and Environmental Assessment Report.

45 calendar days following receipt of the NTP.

3 Submission of Updated Current Conditions Record Drawings for replacing the existing as-built

90 calendar days following receipt of the NTP.

drawings.

4 Submission of Layouts, Conceptual Plans, and 10% Schematic Drawings and Preliminary Cost Estimates.

90 calendar days following receipt of the NTP.

5 VA Review of 10% Schematic Conceptual Phase.

Return to A-E within 21 days after 10% Schematic Concept receipt in the VA Design Manager’s Office.

6 Submission of 30% Design Development Phase (Written Comprehensive Report, Detailed Report, Complete Demolition Drawings, and 50% Working Drawings and Refined Cost Estimates).

90 calendar days following receipt of VA’s written approval of 10% Schematic Conceptual Plans and Drawings.

7 VA Review of 30% Design Development Phase.

Return to A-E within 21 days after 30% Design Development Documents receipt in the VA Design Manager’s Office.

8 Submission of 60% Design Development Phase (Design Development Specifications, Drawings, and Cost Estimates).

90 calendar days following receipt of VA’s written approval of 30% Design Development Phase.

9 VA Review of 60% Design Development Phase.

Return to A-E within 21 days after 60% Design Development Documents receipt in the VA Design Manager’s Office.

10 Phasing Narratives, Swing Spaces, and CPM Phasing Plans.

Include with each Design Development Review Documents.

11 A-E list of Construction Submittals, Certifications, and Required Tests.

Include with each Design Development Review Documents Submission.

12 90% Construction Documents Preparation Phase and Revised Detailed Construction Cost Estimates.

90 calendar days after VA’s written approval and acceptance of 60% Design Development Documents.

13 VA Review of 90% Construction Document Preparation Phase.

Return to A-E within 30 days after 90% Construction Document Preparation Phase Documents receipt in the VA Design Manager’s Office.

14 100% Bid Documents (Complete Sets of 100% Drawings, 100% Specifications, and 100% Cost Estimates).

45 calendar days after VA’s written approval and acceptance of 90% Construction Document Preparation Phase.

I. SUBMISSION PROPOSED SCHEMATIC DESIGN AND SCHEDULE (10% SUBMISSION):

1. The A-E shall note that the design schedule is for guidance only. This design schedule may be adjusted to meet the needs of the VAMC for obligation of funds and other considerations. The proposed design schedule includes government review time.

2. The Schematic Design Submission shall be submitted within ninety (90) calendar days after the issuance of the NTP and shall include two (2) sets of the following documents:

a. Field Report – follow-up from the Survey including keynote photographs.

b. Preliminary Scope of Work.

c. Preliminary Cost Estimate design to be considered.

d. Preliminary Owner's Project Requirements (OPR) document including a matrix of design features.

3. All submitted information shall be made available for secure download to the

VA.

4. The first submission shall include a site plan of each roof layout (See roof drawings included in package). Consideration for site access, arrangement of roof spaces, and potential connections in existing VAMC shall be addressed.

5. There will be a twenty-one (21) day review of this first submission by VA.

J. PROPOSED DESIGN DEVELOPMENT SCHEDULE (30% SUBMISSION):

1. The First Preliminary Design Development Submission shall be submitted within ninety (90) calendar days after VA Review Comments are issued from Schematic Design Phase. This First Preliminary Design Development Submission shall include two (2) sets of the following documents:

a. Preliminary drawings (50%) showing baseline design as well as two (2) deduct alternates (prints– 2 copies) ½ size sets.

b. Life cycle cost analysis of roof and solar system.

c. Outline specification and product cut sheets for all architectural, structural (if required with solar panels), mechanical, plumbing, electrical, and telecommunications systems impacted by the project.

d. Owner’s Project Requirements (OPR) document including a matrix of design features.

2. All submitted information shall be made available for secure download to the

3. There will be a twenty-one (21) day review of this submission by VA.

K. SUBMISSION - PRELIMINARY DESIGN DOCUMENTS (30% SUBMISSION):

1. Site Planning: If project construction work and set ups will require the modification of the existing VA campus site, then the preliminary plans should show how the existing area will be modified with any proposed site enclosure (fencing, screen walls, gates/security requirements, lighting, etc.). Submit a sketch to show the relocation of all required exterior items in the project area to new locations. The A-E, with support from the VA COR, will coordinate a plan to move all items within the existing space to new locations. This move plan will be graphically documented by the A-E as part of the base scope of work.

2. Architectural:

a. Submit, as a minimum, a single line layout for all roof areas with double line exterior roofing plan walls at scale of not less than 1/8" = 1'-0". (See drawings included in the proposal package and verify).

b. Show the overall exterior dimensions for determining the total gross area of the roofs (include parapets as a separate dimensioning) in each Building 1 and Building 2.

c. Note all dimensions of parapet walls on the plan.

d. Label each roof plan with its name and the required net area of the designed net area. (Follow names on drawings as submitted in the proposal package drawings).

i. Submit a separate 1/8" scale plan for each roof plan covering

Building 1 and Building 2.

ii. Show expansion joints on roofs.

iii. Submit a title sheet with drawing index that must be revised as necessary for each review.

iv. Show location of Solar Collector Panels and respective support structures. Existing Solar Panel Drawings included in the proposal package.

e. Functional: Submit a written explanation to justify any substantial variations from drawings in the proposal package.

f. Roof Square Footage Control: Submit a report of the total roofing gross areas for Building 1 and Building 2 along with individual square footage for each roof as shown in roof drawings in the proposal package.

g. Roof System and Solar Panel Upgrades Cost Estimates: Submit separate Cost

Estimates for Building 1 and 2 per Thermal Scan Results and liquid applied roofing system. Include separate Cost Estimates for Building 1 and Building 2 per Solar Panel Upgrades.

h. Roof Locations of Equipment:

i. Show the locations of any electrical, communication devices, HVAC units, chillers, cooling towers, and any outside piping distribution for water and steam provided in roofing plans.

Include any drain locations on the roof plane.

ii. Determine whether asbestos abatement is required and provide the preliminary findings on the presence of asbestos for any alterations of existing buildings.

i. Cost Estimating: The A-E shall present a Cost Estimate predicated on the assessment made during the preliminary design phase.

L. SUBMISSION - DESIGN DEVELOPMENT DOCUMENTS (60% SUBMISSION):

1. The Second Design Development Submission shall be submitted within ninety (90) calendar days after VA Review Comments are issued from the First Design

Development Submission.

2. There will be a twenty-one (21) day review of this submission by VA.

3. Architectural:

a. Submit the final 1/8" scale design roofing development plans with all of the revisions from the first submission incorporated into the plans as well as all necessary design items for the Solar Panel layouts, upgrades, and phasing.

b. Submit 1/8" scale roofing plans for each roof of Building 1 and Building 2. Refer to the submitted plans in the proposal package as the base plans and verify any discrepancies.

c. Submit all significant roofing information including rooftop mechanical, electrical communication, equipment, and any other significant items.

4. Electrical and Monitoring:

a. Show preliminary sizes of major components of electrical devices and controls as well as monitoring devices and controls for the upgrading of solar panels with respective controls and systems including any high voltage.

b. Provide preliminary load calculations for solar panel equipment.

c. Show distribution, inverters, and other major items with the solar panel system per panel or group of panels versus all solar panels to allow for maintenance by in-house electricians.

d. Indicate location of various roof features and any equipment present on roof plans.

e. Show all connections of panel and associated relation to the whole system on all solar-related electrical drawings. See attached original solar panel drawings in the proposal package.

f. Show roof numbering and or naming designations on all drawings. Refer to roof plans in the proposal package.

g. Show existing or demolition work by dashed lines.

5. Sustainable Design and Energy Efficiency: Submit LEED® Silver Certification checklist.

Submit narrative addressing how the solar upgrade design will meet Federal mandates for sustainability and energy efficiency. Submit preliminary commissioning specifications.

6. Cost Estimating: Cost Estimates for the Final Design Development submission shall be developed.

7. Preliminary Construction Phasing:

a. Complete phasing and bid alternates information in written form and/or chart form.

b. Complete pictorial representations of construction period laydown areas for each construction phase of major construction milestones.

8. Design Narrative Report: A written narrative shall be submitted that describes the major design features, expected operations, and performance. The report shall be divided according to major systems. Key components shall be described individually.

Design options shall be described in terms of impacts to project: cost, operational, maintenance, and environmental concerns. A-E recommendations shall be included along with rationale. The narrative shall include an executive summary, support standards, and analysis calculations.

M. PROPOSED CONSTRUCTION DOCUMENT SCHEDULE (90% SUBMISSION AND 100%

SUBMISSION):

1. The A-E shall note that the itemized schedule is for guidance only. This schedule may be adjusted to meet the needs of the VAMC for obligation of funds and the extent of the reviews required to evaluate approximately eighty (80) + roofs totaling 180,000 square feet. The above proposed design schedule is exclusive of VA review time.

2. The first working drawing submission is to be at the 90% Construction Document Submission and shall be submitted within ninety (90) calendar days after the VA…