S03 - Attachment 2_AE SOW_(10 Pages).pdf

STATEMENT OF WORK

Perform Sanitary Sewer and Storm Water Assessment and Upgrades at Main

Campus Project No.: 672‐23‐602

1. Foreword

1.1 This document contains basic information and minimal requirements for the following: study, assessment, preliminary design, and submissions among other areas. This document is not to be used as a standard design and does not limit the Architect‐Engineer Firm (A/E) responsibilities to develop a complete and accurate assessment and study that best meets the users' needs and applicable code requirements. The document will give VA reviewers and the A/E a clear understanding of the project intent and what is required at each stage of the project.

2. Project Description

2.1 The project consists in a comprehensive condition and capacity assessment and study of our entire sanitary and storm sewer system. The project also includes an Architectural and Engineering (A/E) preliminary design of all the corrective measures identified on the assessment.

2.2 The main goal of the assessment is to identify all systems deficiencies and non‐compliance situations, as well as to develop a series of recommendation that will improve our systems, correct such findings, and bring them up to current standards.

2.3 The intent of the preliminary design is to develop in detail the proposed corrective measures for all the assessment findings and improvements.

3. Project Assessment

3.1 The A/E shall perform an assessment of the entire sanitary and storm sewer system. The assessment will consist of the following:

3.1.1 The evaluation of the systems condition. On this part, the A/E shall identify and propose corrective measures to infrastructures deficiencies, construction errors and non‐compliance situations with current codes and regulations among others.

3.1.2 The analysis of the systems adequacy and capacity to handle the expected demand.

On this part, the A/E shall analyze both systems using a computer base program and/or hand calculation to determine design errors, areas that were under designed, and systems improvements. After the analysis, the A/E shall propose corrective measures to all deficiencies and propose improvements to the existing systems.

3.2 In support of the assessment, the A/E shall perform the following studies:

3.2.1 A complete as‐build of both systems (sanitary & pluvial). The as built shall include but not limited to catch basins and manholes location, coordinates of the catch basins and manholes, piping layout, flow direction, piping slopes, piping diameter, top elevations, invert elevation, piping profiles and stations among others. The as built must include all utilities or components that interfere or may interfere with the sanitary and pluvial systems. The benchmarks shall be located on an area that were not easily removed. Those locations shall be coordinated with VA. Include in the as built the buildings and structures locations for reference purposes. The as built shall be submitted in both PDF and DWG formats.

3.2.2 A topography of our entire VA campus and its surroundings. The topography shall represent in detail the contour of our site and its surroundings and spot elevations.

The contour line shall be close enough to allow a clear representation of our site contour. The topography shall be submitted in both PDF and DWG formats.

3.2.3 A complete hydrologic and hydraulic (H&H) study of our entire campus. The H&H study shall be submitted in PDF format.

3.3 The A/E shall be responsible to field collect all the required data for the assessment and the supporting studies. The VA does not have as‐build, topographic drawings, or previous H&H study. To collect the data in accessible or inaccessible areas, the A/E shall use any mean available on the market (e.g., Ground Penetrating Radar Studies, Cameras, etc.).

3.4 At completion of the assessment and their supporting studies, the A/E shall submit a complete report with their findings and recommendations. The report shall include a written narrative describing in detail their assessment approach, evaluation process, findings, corrective measures, and recommendations. The report shall also include analysis calculations, programs output and all the supporting studies (e.g., as‐built, topography and H&H study). The assessment report shall be stamped and signed by a professional engineer and it must be submitted in a well‐organized and coherent format. The assessment report shall be submitted in PDF format.

4. Preliminary Design Services

4.1 The A/E who prepares the construction documents shall be a professional engineer licensed in the Commonwealth of Puerto Rico. The professional seal indicating such license shall appear on the assessment report and preliminary design documents. The engineer whose seal is shown on those documents will be known as the Engineer of Record.

4.2 The A/E must have a proved experience of at least ten years (10 yrs.) in study, assessment, design, and supervision of project of similar or major complexity to this one.

4.3 The A/E shall certify the preliminary design compliance with all latest design standards, design manuals and national codes used by the VA, as well as all Federal and local Requirements and Regulations. The required stamp on documents (e.g., drawings, technical specifications) of the licensed engineer of record will be considered as certification of such compliance.

4.4 Prior to begin with the preliminary design, the A/E shall perform a complete assessment of the entire sanitary and storm sewer system. A complete report of the assessment as well as all supporting studies and documents shall be submitted to the contracting Officer during the schematic submission. Refer to section 5 for reference purposes.

4.5 The A/E shall be responsible to design all necessary measures that will correct the assessment findings. Besides the correction of the assessment findings, the design shall also include improvements that will bring our systems to current standards. The A/E shall consider as improvements pipes replacement, increase pipe diameters, additional pipes, manholes or catch basins, removal of any system component or modifications to the existing system among others. The assessment report shall be the base for the preliminary design.

4.6 Upon completion of the preliminary design, the A/E shall be responsible to develop a complete package of construction documents. The construction documents include but are not limited to preliminary drawings, technical specifications, construction cost estimate, design narrative/analysis for each technical discipline, and calculation booklet.

4.7 The project technical specifications shall follow the VA master specifications, standards, and regulations. The document shall include specifications of all products, materials, equipment, methods, and systems shown on the construction drawings and any other relevant information not covered in the VA master specifications and/or standards and regulations.

The construction specifications shall also include the name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the reference product that will be used in the construction of the project.

4.8 The preliminary design shall comply with all the applicable federal and state codes and regulations. The design must also comply with all the latest VA design standards, design manuals and regulations.

4.9 The A/E shall consider in their preliminary design the construction impact on the VA facility normal conditions of operations. Therefore, the design shall incorporate a well‐developed construction plan that do not interfere with the VA normal conditions of operation. The plan shall include project phasing, sequence of construction, MOT, and preparation of construction areas among others.

4.10 The A/E shall be responsible to develop a complete plan for the erosion and sedimentation control.

5. Submissions

5.1 The A/E shall be responsible to submit multiples design review packages (Schematic Design, Design Development, Construction Documents, and Issue for Construction Documents). Each review package will be discussed, reviewed, commented, and approved or disapproved by the VA reviewer. At each review stage the A/E will perform a value engineering review.

Refer to sections 6, 7, 8 and 9 for reference. All hardcopy and electronic documents provided shall be in good and readable condition. No too small or big lettering, stains, wrinkles, blurry areas and incompatible electronic format. Refer to sections 11, 12 and 13 for reference.

5.2 The documents for each submission may include, but not limited to assessment reports, drawings, technical specifications, design narrative/analysis, submittal list, cost opinion, material specifications, and finishes samples among others.

5.3 A presentation meeting to review and resolve issues will be held for each assessment and preliminary design review package submitted. The meeting will also include discussion of VA comments on functional relationships and technical peer review comments (by others).

The meeting will be coordinated by the A/E, upon mutual consent between the contracting officer, VA project manager and A/E. The A/E shall prepare written minutes of all meeting with the Government concerning contractual and design matters. Copies of the minutes shall be furnished to the Contracting Officer and VA project manager within two calendar days of meeting. The A/E shall prepare written records of phone conversations addressing mayor design issues and furnish a copy to the Contracting Officer and VA project manager within five (5) calendar days.

5.4 The A/E shall keep the Project Manager and Contracting Officer informed always of the status and progress of the design phase.

5.5 The A/E shall include a textbox indicating date of submission, file name, and revision on all reports, studies, drawings, and all other submission material.

6. Schematic Design (25%)

6.1 The Schematic Design (SD) for this project is a means of identifying alternative approaches to correcting physical and functional deficiencies identified in the initial assessment and represents the submission of the twenty five percent (25%) of the design progress. Submission requirements are detailed at the following internet address:

http://www.cfm.va.gov/TIL/. Other requirements are detailed hereon.

6.2 The development of this SD is an interactive process between VACHS staff and the A/E to produce a narrative and graphical description of possible alternatives.

6.3 The SD shall include the initial assessment report, as‐build drawings, well‐organized design narrative (explaining design options and alternatives among others), and design schematic alternative approaches with respect of functional operation, demolition, maintenance and construction cost.

6.4 The SD shall be in accordance with VA PG 18‐15.

7. Design Development (75%)

7.1 The Design Development (DD) represents the submission of the seventy five percent (75%) of the preliminary design progress. The submittal of the DD shall be in accordance with the applicable requirements of the design development submission of VA PG 18‐15 and the review comments of the approved SD submission. Submission requirements are detailed at the following internet address: http://www.cfm.va.gov/TIL/. Other requirements are detailed hereon.

7.2 The DD shall provide a well‐organized design narrative, drawings, VA Master Construction Specifications (PG‐18‐1), and Cost Estimate in accordance with Manual for Preparing Cost Estimates and Related Documents for VA Facilities: http://www.cfm.va.gov/cost/.

7.3 VA Master Construction Specifications may not cover some of the project elements. It is the responsibility of the A/E to develop specification sections (as necessary) to cover such project elements. New sections of specifications developed by the A/E shall be in the same format as that used in VA Master Specifications.

8. Construction Documents (100%)

8.1 The Construction Documents (CD) represent the submission of the hundred percent (100%) of the design progress. The submittal of the CD shall be in accordance with the applicable requirements of the construction documents submission of VA PG 18‐15 and the review comments of the approved DD submission. Submission requirements are detailed at the following internet address: http://www.cfm.va.gov/TIL/. Other requirements are detailed hereon.

8.2 The A/E shall submit the 100% design documents in accordance with this contract. Design narrative/analysis, construction drawings, renderings, technical specifications, construction phasing, submittal list, catalog cuts, equipment description, schedule of work and all related construction documents shall be completed, coordinated and ready for the final review and approval.

8.3 It is the A/E's responsibility to provide a quality set of documents. The A/E shall perform a Quality Assurance of the complete set of documents.

9. Issued for Construction Documents

9.1 The Issued for Construction Documents represent the submission of the complete construction set of documents ready for construction purposes. Prior to reproduction for issue of construction documents, the A/E shall make any changes to the documents identified as necessary during the review conference with VA at the construction document submission; and deliver the revised drawings to Project Manager and Center Director for signature.

9.2 The final construction documents submission package will incorporate all VA supplied comments from the earlier 25%, 75% and 100% submission package reviews. If the submission package of the final issued for construction documents is not complete a post submittal may be required, the cost of which will be borne by the A/E.

9.3 Final issue of construction copies shall be stamped by a licensed professional architect or engineer with a current registration in Puerto Rico.

10. Submission Schedule

10.1 Schematic Design: Within 145 calendar days after the Notice to Proceed submit two hardcopies appropriately labeled "Schematic Design" and electronic copy (CD‐ROM) of the SD package for review and approval. Coordinate with the Contracting Officer and provide the verbal presentation. VA will return the schematic design review comments 20 calendar days after the presentation. Refer to section 6 for format requirements.

10.2 Design Development: Within 120 calendar days after schematic design review comments, submit two hardcopies appropriately labeled "design development" and electronic copy (CD‐ ROM) of the DD package for review and approval. Coordinate with the Contracting Officer and provide the verbal presentation. VA will return the design development review comments, 25 calendar days after the presentation. Refer to section 7 for format requirements.

10.3 Construction Documents: Within 120 calendar days after design development review comments, submit two hardcopies appropriately labeled "Construction Documents" and electronic copy (CD‐ ROM) of the CD package for review and approval. Coordinate with the Contracting Officer and provide a verbal presentation. VA will return the construction documents review comments 20 calendar days after the presentation. Refer to section 8 for format requirements.

10.4 Issued for Construction Documents: Within 90 calendar days after construction review comments, submit the reviewed final 100% "Issued for Construction Documents". Provide to VA all originals, two hardcopy and electronic copy (CD‐ROM) of the final set for construction. The VA will have 20 days to take approval action.

10.5 The issued for construction documents include but not limited to: Plans, technical specifications, submittal list, quality test list, design narrative/analysis, cost opinion, construction phasing, catalog cuts, equipment description and schedule of work among others.

11. The total period of performance for this project shall be not more than 560 calendar days.

Which includes 475 calendar days for the A/E performance and 85 calendar days for government review and comments.

12. Hardcopies and Electronic Media: All documents shall be submitted to VA in both PDF and original formats. For any document not included in sections 3.6.1 and 3.6.2 consult the VA project manager.

13. Hardcopies

13.1 All hardcopy documents submitted to VA shall be in good and readable condition. No too small or big lettering, stains, wrinkles and blurry areas. The document format shall be as described hereon. The hardcopy formats to use are as follows:

13.2 All drawings will be printed in ARCH C sheet (18" x 24") and must fallow the VA Design and

Construction Procedures (PG‐18‐3).

13.3 The technical specifications will be printed in letter size (8.5" x 11") and must follow the VA Master Specifications (PG‐18‐1).

13.4 Design Narrative, Analysis, Submittal List, Cost Estimates, Construction Phasing, Catalog

Cuts and Equipment Description: will printed in color with letter size paper (8.5" x 11").

13.5 Time Schedule: Printed in color with ARCH C sheet (18" x24").

14. Electronic Media

14.1 Use a CD‐ROM to submit all documents in original format. The original formats to use are as follows:

13.2.1 All Drawings: AutoCAD 2013 (.dwg)

13.2.2 Technical Specifications, Design Narrative, Analysis, equipment description, and Construction Phasing: Word 2010 (.doc)

13.2.3 Cost Estimates, Submittal and test List: Excel 2010 (.xls)

13.2.4 Time Schedule: MS Project 2010 (.mp)

14 Time Schedule

14.1 The A/E shall provide two (2) color copies and one electronic copy of the project schedule after award and before the design meeting. The schedule shall include a detailed design stage sequence with design deliverable submission dates, review periods as well as important milestones required for design.

14.2 During the Construction Document (CD) submission, the A/E shall submit a proposed construction schedule. The schedule shall include a detailed and coherent construction stage sequence as well as activities durations, start and finish dates, early and late dates and total float.

15 Submittals: The A/E shall be responsible to submit list of submittals, certifications, test, special inspections and reports among others required per drawing and specification section.

16 Quality Assurance/Quality Control (QA/QC)

16.1 The A/E shall develop, execute, and demonstrate that the design process and the construction documents have gone through a rigorous review and coordination effort.

The requirements are as follows:

16.2 After receipt of the Notice to Proceed but before the first submission:

16.3 Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

16.4 100% Submittal:

16.5 Submit the completed QA/QC Plan along with the latest marked‐ up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

17 Responsibilities

17.1 The A/E shall provide all Architectural and Engineering disciplines needed for the preparation of construction documents.

17.2 The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the A/E Team's responsibility to complete the construction documents in a manner consistent with the intent of the RFP documents within the required time (contract length).

17.3 The A/E shall visit the site before submitting his final proposal. Visits to the site shall be made by appointment with the VA Project Manager and upon mutual consent.

17.4 During the execution process the A/E shall coordinate along with the VA project manager all required site visits to gather all the information required for the proper execution of the project.

17.5 The A/E shall coordinate all activities with the VACHS; hold informal meetings (upon mutual consent of the VA and the A/E) at the VACHS to discuss the design and design related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed.

17.6 The A/E shall be responsible to prepare written minutes of all meeting with the Government. Copies of the minutes shall be furnished to the Contracting Officer and VA project manager within two calendar days after the meeting.

17.7 The A/E shall be responsible to perform all the required activities, surveys, assessments, technical studies, analyses, and design as well as shall provide all technical expertise that are deemed necessaries for the proper execution and delivery of the complete project design.

17.8 The A/E shall take all necessary precautions to prevent damages to VA property as result of the execution of any site visit. In case of damage, the A/E shall replace or restore the damaged property to its original condition.

17.9 The design shall always comply with VA codes, VA manual, VA regulations, permits, life safety, infection control, safety and all contract requirements.

17.10 The A/E shall provide a well‐organized, complete, and competent design. This document does not relieve the A/E from responsibility to comply with all the latest VA design standards, design manuals, national codes, federal requirements, and regulations.

17.11 The A/E shall immediately bring to the attention of the CO and VA project manager any discrepancy between the scope of work, VA codes, VA manuals, national codes, regulations, or any other material used during the project. The most stringent condition will apply unless upon common consent between A/E and CO decide otherwise.

17.12 The A/E shall be responsible for any omission in the design. Any deviation from any of the current VA codes, VA manuals, national codes, and regulations must be brought to the attention of the CO and VA project manager for discussion.

17.13 The VA revision of any of the design review packages (e.g. Schematic Design, Design Development, Construction Documents, and Issued for Construction Documents) or any other document (e.g. submittals, safety plans, QA/QC plans, etc.) does not relieve the A/E responsibility to comply with all codes, specifications and regulations among others.

17.14 The A/E contract shall be for a fully developed design including but not limited to surveys, assessments, technical studies, technical reports, analyses, permits, design, technical expertise and construction supervision among others.

17.15 Site survey work includes existing drawings verification, comprehensive research, investigation, evaluation and study of the existing structure and related systems.

17.16 If available and upon request, VA will provide documents, reports or drawings of existing structures or components. VA will not guarantee the accuracy and completeness of the same.

Consequently, the A/E is responsible for verifying and corroborating the accuracy and completeness of any report, drawing or document provided by VACHS that have an impact on the successful execution of this project.

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