S02 Statement of Work.pdf

Statement of Work

Regional Office Second Floor Renovations (Architect-Engineer)

VBA Regional Office 463 (Anchorage, Alaska)

Objective.

Secure design services by an Architecture-Engineer (A-E) Firm to prepare three (3) renderings of construction-related documents for renovations on part of the Second Floor at the Anchorage Veterans Affairs Regional Office (VARO) with an address of 1201 North Muldoon Road, Anchorage, Alaska 99504.

1. – Introduction.

The Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA), more specifically the Anchorage, Alaska, VARO, is seeking an A-E Firm to perform design services for the renovations on a portion of the Second Floor in the Public Contact (PCT) area and the Veterans Readiness and Employment (VR&E) area. The A-E Firm shall furnish technical services for schematic design, design development, and construction documents. Construction document tasks will include, but not limited to, preparation and/or performance of reports, specifications, renderings, working drawings, site visits, meetings and meeting minutes, staff interviews, phasing/scheduling (when applicable), and any other related information or A-E services as necessary. The anticipated scope is defined within this document for reference, and final confirmation of needs will require coordination and approval from VBA.

1.1. – Mission.

The planning and design process for this requirement is organized into several phases of work:

Schematic Concept, Design Development, Construction Documents, and Construction Administration. These phases are based on commonly used architectural terminology and methods for structuring work with adaptations to fit the specialized requirements of VBA. The A- E Firm shall provide the necessary professional services to develop design schematics through construction documents by using VA established/approved standards.

1.2. – Background.

The Anchorage, Alaska, VARO is co-located within the Anchorage VA Outpatient Clinic, which was built in 2010. The Anchorage VARO through VBA is located on the second floor and consists of the following departments: PCT, VR&E, Veteran Service Center (VSC), Support Services Division (SSD). Currently, the Anchorage VA Outpatient Clinic is undergoing a construction project to create a new Mental Health department that will be located directly outside of the Anchorage VARO/VBA second floor space.

1.3. – Scope.

The A-E scope of this project shall include:

(a) Design PCT and VR&E departments to current VBA standards using the most current designs and furnishings. Provide a design with a more modern, safe, and welcoming space for Veterans, customers, and employees to conduct business. Include at least two (2) interview rooms in the PCT department and at least eight (8) offices in the VR&E department.

(b) Design a minimum of two (2) interview rooms, one (1) in the PCT department and one

(1) in the VR&E department, with an area of at least one hundred fifty (150) square feet to accommodate two (2) wheelchairs as specified in the VBA Design Guide. Incorporate all other interview rooms/offices at a minimum of one hundred twenty (120) square feet.

(c) Design a dual egress system for each office and hearing/interview room to ensure safety of Veterans, employees, and attorneys conducting personal business with Veterans and their loved ones.

(d) Reconfigure the emergency egress system to interface with the existing Physical

Access Control System (PACS) and duress system, as needed.

(e) Replace existing furniture with desks that must extend wall-to-wall for separation between VR&E staff members and the Veterans. Accommodate each applicable office with at least two (2) visitor chairs, variable height workstation (raise desks), ergonomic task chair, and two (2) lockable file drawers with accessory drawer.

(f) Reconfigure existing heating, ventilation, and air conditioning (HVAC) system based on design changes, as necessary, to provide an adequate yet controlled environment for the offices and open areas of the space.

(g) Design includes, but is not limited to, demolition and new construction for the current wall systems, flooring, and ceiling systems.

(h) Design also includes, but not limited to, demolition and new construction on power, life/safety, privacy issues, lighting, painting, signage, and any other system modifications to meet code compliance.

The A-E Firm shall be responsible to evaluate current and future conditions, then incorporate all work and coordination required in the requisite plans. The A-E Firm shall provide all information required, such as design material, sizes and shapes, on drawings, specifications, phasing plan, and construction cost estimate. The construction budget will be established in the Schematic Design deliverable, then verified and refined at every following milestone. For this requirement, planning and design shall be an iterative process with a complexity requiring a team approach between the A-E Firm and VBA.

2. - General Requirements.

Tasks shall consist of, but not limited to, Schematic Concept, Design Development, Construction Administration, and Equipment Services. The A-E Firm shall provide all necessary design services required to ensure that the general intention of the Government is fully satisfied.

The proposed design team will be required to have registered professionals with relevant experience for all design and engineering disciplines required by the scope of work.

The A-E Firm shall be responsive to VBA and be the advisor on behalf of the Government. The A-E shall work in the best interest of the Government while fully satisfying the design criteria as set forth by the VA.

Government Furnished Information: All available record drawings will be provided upon request to the A-E Firm. These record drawings should not, however, be considered "as-built”. These drawing files are provided without warranty or obligation as to the accuracy or information contained in the files. All information in the files shall be independently verified by the A-E Firm.

Any user shall agree to indemnify and hold the VA harmless from all claims, damages, losses, and expenses, including, but not limited to, attorney fees arising out of the use of the Computer Aided Design and Drafting (CADD) drawing files. The A-E Firm shall be responsible to perform field investigation and verify the accuracy of the drawings with the actual conditions.

The Design Development package shall be enough information and technical detail that a construction contractor may perform the project in accordance with the Federal Acquisition Regulation (FAR) and the Veterans Affairs Acquisition Regulation (VAAR) procurement process.

Plans shall be drawn using standard professional drafting skills, scales, standards, and techniques. Provide all necessary printing/plotting/CDs for review submissions and electronic copies of final construction documents to VA that will be released for prospective construction bidders. Throughout project development, the A-E Firm shall coordinate with the Program Manager of the Support Services Division (SSD) at the Anchorage VARO and the VA Contracting Officer’s Representative (VA COR).

All drawings and specifications shall be stamped by the registered Architect and/or Engineer for each applicable discipline involved in this work. Working drawings and specifications shall be complete in every respect, inclusive of all engineering disciplines, with all pertinent information necessary to secure a construction contract award. Working drawings, specifications, and the construction cost estimate prepared by the A-E Firm shall have a consistent relationship with a separate breakout of deductive alternates. Working drawings and specifications shall facilitate ease in the receipt of construction proposals from prospective contractors and in evaluation of construction proposals by VBA.

All drawings shall be delivered electronically by the most-recent version of AutoCAD and the most-recent version of Adobe Acrobat in portable document format (PDF) on compact disc-read only memory (CD-ROM).

The A-E Firm shall submit both intermediate and final copies as follows: one (1) electronic copy on a compact disc (CD) / digital versatile disc (DVD) to the VA COR at the Anchorage VARO, one (1) printed copy to the SSD Chief at the Portland VARO, and one (1) electronic copy on a CD / DVD to the Program Manager in Washington DC. Final documents must include all final graphic design files in layered drawing (DWG), tagged image file format (TIFF), and PDF format on digital versatile discs (DVDs).

The A-E Firm shall assign a Project Manager as the primary Point of Contact for this Contract, and the Project Manager shall remain involved in the effort until completion of construction period services. The A-E Firm shall notify VBA, in writing, if the primary Point of Contact changes for any reason.

The A-E Firm will perform a thorough quality control on all deliverables submitted for review by VBA. The A-E Firm shall accept ultimate responsibility, liability, and duty to control the quality of the design services as well as construction period services provided on behalf of the Government as regulated in FAR 36.609-2. The A-E Firm shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and any other services furnished by the A-E Firm, Employees, Agents, Assignees, and Subconsultants under this Contract. The A-E Firm shall, without additional compensation, correct or revise any errors or deficiencies in the designs, drawings, specifications, and any other services.

Within two (2) business days of any project-related meetings, the A-E Firm shall provide meeting minutes to the VA COR and the VA Contracting Officer (VA CO). If and when applicable, the A-E Firm shall also provide supporting materials, such as functional plans, equipment lists or layouts, and/or design narratives, to document the basis of design and program approved by VA at the meeting.

Components of Design Services: Design Services comprised of components that shall be presented and approved at each stage of the design progress.

2.1. – Schematic Concept (30% Submission).

During the Pre-Design, the A-E Firm shall gain a clear understanding of the project background, the VBA resources, and the roles of other project team members along with stakeholders that shall include, but not limited to, the following items:

(a) Meet with VBA staff and with the end users to review the final design space(s).

(b) Conduct documentation research and review to establish design criteria.

(c) Tour the existing VBA space and interview VBA project team members to determine the positive attributes as well as the negative attributes of the existing area to be used in the

VARO.

(d) Establish the construction budget in this deliverable.

(e) Provide block design for initial review and approval by VBA project team.

Work in this phase focuses on preparing a solid foundation for all subsequent work, ensuring that the project is logically structured, and establishing well-defined yet attainable goals within the budget, schedule, and other specified parameters.

2.2. - Design Development I Phase (60% Submission).

For the Design Development I phase, the A-E Firm shall develop the drawings and specifications. The emphasis here is to confirm all major details of the design while continuing content planning. The Design Development I phase shall include the following items:

(a) Provide HVAC, furniture, lighting, carpet, paint, fire suppression, and all applicable equipment conceptual plans based on industry standards. These conceptual plan documents will lead to the procurement of required items, all of which are based on the specifications listed in the design package.

(b) Perform a code review with corresponding analysis of all applicable national, state, local codes, and VBA guidelines.

(c) Provide a detailed Design Development construction cost estimate.

(d) Prepare all drawings required to properly illustrate design intent, which at a minimum shall include the following drawings:

i. Architectural plans with dimensions and notes;

ii. Life Safety Plans;

iii. Phasing Plans;

iv. HVAC Plans;

v. Paint Plans;

vi. Lighting Plans;

vii. Fire Suppression Plans;

viii. Furniture Plans; and

ix. Any additional drawings and details as needed.

(e) Furnish design narratives to reflect both the PCT design and the VR&E design.

(f) Provide a detailed Statement of Work (SOW) for construction that coincides with the project drawings and specifications.

(g) Review meeting with the Anchorage VARO project team.

(h) Prepare and submit written responses to the VA COR and the VA Project Manager with review comments.

(i) Submit 60% Progress Review set.

2.3. – Design Development II Phase (90% Submission).

For the Design Development II phase, the A-E Firm shall further develop the drawings and specifications. The emphasis here is to confirm all major details of the design while continuing content planning. The Design Development II phase shall include the following items:

(a) Provide HVAC, furniture, lighting, carpet, paint, fire suppression, and all applicable equipment conceptual plans based on industry standards. These conceptual plan documents will lead to the procurement of required items, all of which are based on the specifications listed in the design package.

(b) Perform a code review with corresponding analysis of all applicable national, state, local codes, and VBA guidelines.

(c) Provide a detailed Design Development construction cost estimate.

(d) Prepare all drawings required to properly illustrate design intent, which at a minimum shall include the following drawings:

i. Architectural plans with dimensions and notes;

ii. Life Safety Plans;

iii. Phasing Plans;

iv. HVAC Plans;

v. Paint Plans;

vi. Lighting Plans;

vii. Fire Suppression Plans;

(e) Furnish design narratives to reflect both the PCT design and the VR&E design.

(f) Provide a detailed Statement of Work (SOW) for construction that coincides with the project drawings and specifications.

(g) Review meeting with the Anchorage VARO project team.

(h) Prepare and submit written responses to the VA COR and the VA Project Manager with

(i) Submit 90% Progress Review set.

2.4. - Construction Documents Phase (100% Submission).

For the Construction Documents phase, the A-E Firm shall prepare and provide detailed requirements (drawings and specifications) on the construction of the PCT space and the VR&E space that accurately depicts the design to the extent construction personnel can clearly understand the scope, magnitude, and complexity of the results desired. The Construction Documents phase shall include the following items:

(a) Develop a construction documentation package, including, but not limited to, all final standard material specifications, schedules, details, and graphics, as described below, with full engineering documents including mechanical, plumbing, electrical, and fire protection.

(b) Update and provide all final drawings required, which at a minimum shall include the following drawings:

i. Architectural plans with dimensions and notes;

ii. Life Safety Plans;

iii. Phasing Plans;

iv. HVAC Plans;

v. Paint Plans;

vi. Lighting Plans;

vii. Fire Suppression Plans;

(c) Prepare a complete set of specifications including general requirements and all divisions as required by the project. Specifications shall follow VA Master Specifications and shall be consistent with the standard of care.

(d) Prepare supporting calculations for office locations, sizes, paint, and electrical systems, as necessary.

(e) Update and provide the final construction cost estimate.

(f) Submit a tentative project schedule and project duration.

(g) Provide a Material Submittal log to incorporate for the procurement of construction-related services.

(h) Review meeting with the Anchorage VARO project team.

(i) Prepare and submit written responses to the VA COR and the VA Project Manager with

(j) Submit 100% document set.

2.5. - Period of Performance.

For the thirty percent (30%) submission, the period of performance will be thirty (30) calendar days from the issuance of Notice to Proceed (NTP). For the sixty percent (60%) submission, the period of performance will be sixty (60) calendar days from the issuance of the NTP. For the ninety percent (90%) submission, the period of performance will be ninety (90) calendar days from the issuance of the NTP. For the one hundred percent (100%) submission, the period of performance will be one hundred twenty (120) calendar days from the issuance of the NTP.

2.6. - Construction Period Services.

(a) Solicitation Phase (Construction)

To begin Construction Period Services, the A-E shall assist in the preparation of responses to prospective construction contractors’ Requests for Information (RFIs) during the solicitation phase of the construction procurement.

(b) Preconstruction Conference

(1) The A-E Firm will participate at the Preconstruction Conference also known as the Kick-off Meeting. At a minimum, the Project Manager from the A-E Firm along with major disciplines representatives will attend.

(2) The A-E Firm must address any inquiries presented during the Preconstruction Conference on the project drawings or project specifications from the construction contractor.

(3) The A-E Firm shall provide an overview of the design and respond to any concerns by the construction contractor or VBA.

(c) Project Meetings

(1) The A-E Firm shall attend each project meeting that will be conducted by the construction contractor. Said project meetings will be scheduled on a biweekly basis as determined appropriate by VBA.

(2) Within two (2) business days from each project meeting, the A-E Firm shall issue the meeting minutes to the construction contractor, VA COR, and VA CO.

(d) Duration of Construction Period Services and Authority

(1) Construction Period Services for the A-E Firm shall commence with the acceptance of the working drawings and specification by VBA. The A-E Firm has a responsibility to be responsive with VBA for the entire duration of Construction Period Services.

(2) The A-E Firm shall serve the Government in an advisory capacity only. The A-E Firm shall not provide administration of the construction contract.

(3) The A-E Firm shall act in an advisory and consultant capacity to the VA COR and VA

CO. The A-E Firm shall not be the representative of the VA COR or VA CO at review meetings, at the construction site, and/or during construction period services, which the A-E Firm shall make no such representation to the construction contractor without the specific written approval of the VA CO.

(4) The A-E Firm shall have no authority to approve any construction means or methods of work performed by the construction contractor.

(5) The A-E Firm shall not be responsible for or have control over the acts or omissions by the construction contractor, which includes employees, agents, subcontractors, or any other persons performing any of the work on behalf of the construction contractor. The A-E Firm shall not be responsible for the failure of the construction contractor, employees, agents, subcontractors, or any other personnel to carry out the work in accordance with the Construction Documents. All work and actions shall be approved by the VA COR and VA CO. The VA CO shall be the final authority and decisions by the VA CO shall be final.

(6) Construction Period Services shall be completed after VBA certifies full acceptance of all construction-related services and all work performed by the construction contractor. The A-E Firm must then proceed in submitting the As-Built Drawings, which is further discussed below.

(e) Contractor Partial Payments

Based on the observations and evaluations by the A-E Firm of the payment applications from the construction contractor, the A-E Firm shall assist the VBA, upon request, in determining the amounts due to the construction contractor for the subject part of the project.

(f) Disputes, Interpretations and Clarifications

(1) Upon written request from VBA, the A-E Firm shall furnish interpretations of the Contract

Documents prepared by the A-E Firm within forty-eight (48) hours, in writing or in the form of drawings. Interpretations will be furnished by the A-E Firm if, in the opinion of VBA, such interpretations are necessary for the proper execution or progress of the construction-related services.

(2) The A-E Firm shall render written recommendations within five (5) business days on claims, disputes, and other matters in question between VBA and the construction contractor relating to the execution or progress of construction-related services as provided by the Contract Documents.

(3) The A-E Firm shall assist in determining whether VBA shall reject any work performed or completed by the construction contractor, which does not conform to the Contract Documents or whether additional inspection and/or testing is required.

(g) Material Submittal Review

(1) The A-E Firm shall review all applicable material submittals provided by the construction contractor, then take other appropriate action (approve, disapprove, revise/resubmit).

When the A-E Firm determines appropriate action on each material submittal, then the A-E Firm must forward to VBA for final disposition. Material submittals shall also include Shop Drawings, Product Data, and Samples.

(2) The A-E Firm shall review and issue appropriate action (approve, disapprove, revise/resubmit) on each material submittal within five (5) business days of receipt, which will likely allow for sufficient time in the professional judgment of the A-E Firm to permit adequate review. If the review time is not sufficient for complex material submittals, the A-E Firm shall notify VBA within forty-eight (48) hours upon receipt of that particular material submittal.

(3) When professional certification for performance characteristics of materials, systems, or equipment is required by the Contract Documents, the A-E Firm shall be entitled to rely upon such certifications in establishing that the materials, systems, or equipment will meet the performance criteria required by the Contract Documents.

(h) Change Orders

(1) The A-E Firm shall assist and advise VBA in preparing Change Orders including minor

Construction Change Directives by the VA. Any assistance or advisement from the A-E Firm on preparing Changes Orders must still be approved by VBA in accordance with the Contract Documents.

(2) The A-E Firm may recommend any minor changes to VBA in the scope of construction work not involving an adjustment in the contractual price and/or extension of the construction period of performance, neither of which are not inconsistent with the intent of the Contract Documents.

(3) The A-E Firm shall modify the Construction Documents or submit revised Construction

Documents, as required by VBA, to allow full documentation, resolution, and accurate pricing of Change Orders.

(4) The A-E Firm shall participate in special meetings, as deemed necessary by VBA, to resolve any critical disagreements or conflicts for the applicable Change Order.

(i) Inspections and Testing

(1) The A-E Firm shall assist VBA in conducting inspections and testing to determine the dates of Substantial Completion and Final Completion.

(2) The A-E Firm shall attend one (1) Pre-Final Inspection and one (1) Final Inspection of the work performed by the construction contractor.

(3) After the Pre-Final Inspection, the A-E Firm shall generate a punch list and distribute to the VA COR and the VA CO with explanations of deficiencies and/or omissions in the work performed by the construction contractor. The punch list compiled by the A-E Firm must also contain recommended corrective actions for the identified deficiencies and/or omissions.

(4) During the Final Inspection, the A-E Firm shall review and approve or take other appropriate action on the test reports completed as well as punch list items corrected by the construction contractor. The A-E Firm shall approve or disapprove the test reports and forward the findings to VBA for final disposition. The A-E Firm shall also forward the approved inspections, testing documents, and punch lists to VBA for final disposition.

(j) Document Review, Work Acceptance, and Contract Closeout

(1) The A-E Firm shall assist VBA in reviewing and recommending acceptance or rejection of records, certificates, written warranties, and/or related documents pursuant to the Contract Documents assembled by the construction contractor.

(2) On closeout of Construction Period Services, the A-E Firm shall issue an official Certificate of Approval and Acceptance to VBA for the work completed by the construction contractor. For the Certificate of Approval and Acceptance, the A-E Firm shall certify the following: (1) that the Contract Document requirements and intent have been satisfied, (2) that workmanship is professional and at an acceptable level, (3) that submittals and other construction-related documents, as required in the Contract Documents, are approved, and (4) that full payment to the construction contractor is warranted. However, the Government's final acceptance of construction-related services is at the discretion of VBA and shall be authorized, in writing, by the VA CO only.

(3) The A-E Firm shall prepare and submit As-Built Drawings as developed from the red-lined As-Built by the construction contractor. As-Built Drawings from the A-E Firm shall be submitted in AutoCAD 2018 (or earlier) format and shall reflect the actual as-built conditions. Stamp the As-Built Drawings in large red bold letters with "AS BUILT” language on the lower right had corner of all drawings. As-Built Drawings shall be submitted on full size vellum, consistent with previous requirements herein.

2.7. - Scope of HVAC, Paint, Lighting, Life Safety, Furniture and Equipment.

(a) The HVAC, Paint, Lighting, Life Safety, Fire Suppression, Furniture, and Equipment Plan shall be of sufficient programmatic and technical detail. Said Plans shall permit VBA to successfully solicit and award a construction contract for a newly renovated PCT space as well as VR&E space within the Anchorage VARO through the FAR and VAAR procurement process.

(b) The construction cost estimate shall properly and accurately breakdown the associated fees covering labor, materials, overhead, and profit for the HVAC, paint, lighting, life safety, fire suppression, furniture, and equipment.

3. – Deliverables.

(a) Schematic Concept (30% Submission) as listed in Section 2.1 of this Statement of Work.

(b) Design Development I Phase (60% Submission) as listed in Section 2.2 of this Statement of Work.

(c) Design Development II Phase (90% Submission) as listed in Section 2.3 of this Statement of Work.

(d) Construction Documents Phase (100% Submission) as listed in Section 2.4 of this Statement of Work.

(e) Construction Period Services as listed in Section 2.6 of this Statement of Work.

4. - Special Requirements.

The A-E Firm should anticipate the following travel and presentation requirements. All travel associated with this project shall comply with the Federal Travel Regulations.

(a) Travel

(1) The A-E Firm shall have one (1) site visit at the Anchorage VARO to verify and locate all required existing site conditions in developing the schematic concept. The A-E Firm must schedule, in writing, the date and time of this travel with the VA COR.

(2) The Project Manager of the A-E Firm shall attend one (1) Pre-Final Inspection and one

(1) Final Inspection of the work performed by the construction contractor as previously described in this Statement of Work.

(b) Presentations

(1) The A-E Firm, at a minimum, must conduct one (1) virtual design charrette session for the thirty percent (30%) submission, one (1) virtual design charrette session for the sixty percent (60%) submission, one (1) virtual design charrette session for the ninety percent (90%) submission, and one (1) virtual design charrette session for the one hundred percent (100%) submission.

(2) The A-E Firm, at a minimum, must conduct a monthly virtual session during construction period services with the VBA project team.

4.1. - Key Personnel.

VA COR, Anchorage VARO – Shelby Wilkinson who can be contacted at Shelby.Wilkinson2@va.gov.

VA Alternate COR, Portland VARO – Bernard Villagomez who can be contacted at Bernard.Villagomez@va.gov.

SSD Chief, Portland VARO and Anchorage VARO – Sasha Lloyd who can be contacted at Sasha.M.Lloyd@va.gov.

VA Program Manager, Anchorage VARO – Donald George who can be contacted at Donald.George@va.gov.

4.2. – Security.

(a) This A-E requirement shall comply with VA security regulations including VAAR 852.239-70.

(b) The A-E Firm is required to enter and exit the Anchorage VARO through the front entrance only. Entering or exiting the building through any other door will require VARO approval and an escort will be required. The A-E Firm, employees of the A-E Firm, any subcontractors, or other personnel associated with the A-E Firm will be escorted, at all times, while inside the VARO facility.

(c) Upon entering the building, the A-E Firm, employees of the A-E Firm, any subcontractors, or other personnel associated with the A-E Firm will be met by the VA COR and escorted to the VBA department.

mailto:Shelby.Wilkinson2@va.gov mailto:Bernard.Villagomez@va.gov mailto:Sasha.M.Lloyd@va.gov mailto:Donald.George@va.gov