S03 - ENCL1_COPY OF P09-FINAL SOW 11-12-20 NRM 672-20-603.pdf

STATEMENT OF WORK

ARCHITECTURAL / ENGINEERING DESIGN SERVICES

PROJECT NO.: 672-20-603

PROVIDE FIRE SPRINKLER MAIN THROUGHOUT BUILDING #1

1 FOREWORD

1.1 This document contains information and minimal submission requirements for contract documents specified in the A/E contract for each submission in the production of VA Schematics, Design Development, and Construction Documents for this project. It will give VA reviewers and the A/E a clear understanding of what is required at each stage of design.

1.2 This document does not relieve the A/E firms of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents.

1.3 This project is to provide engineering design services to develop detailed as built drawings, design & bidding documents, construction cost estimates, construction phasing schedule and provide necessary construction period services.

2 GENERAL PROJECT DESCRIPTION

2.1 This A/E Services project will upgrade main fire sprinkler risers of the existing VA Caribbean Healthcare System (San Juan) Building #1.

Furnish all necessary professional services, equipment, labor materials, supervision, tools, testing, and specialty services to perform design services for the NRM Project number 672‐20‐603, “Provide Fire Sprinkler Main Throughout Building #1” at the VA Caribbean Healthcare System (VACHS), located at 10 Casia Street, San Juan Puerto Rico 00921‐3201. Building #1 is a healthcare occupancy consisting of Basement, 1st Floor, 2nd Floor, 3rd Floor and 4th Floor;

with a gross footprint of 120,000 square feet per floor. The existing fire protection in these floors are over 50 years old, showing heavy signs of leakage and corrosion, with mixed sprinkler heads in smoke compartment, and not complying with seismic design requirements.

The A/E Service works include, but is not limited to site investigations, designing and preparing drawings, phase planning, develop specifications, develop cost estimates, supporting the future construction project during the construction period services and the A/E firm shall provide always meetings minutes.

2.2 This A/E project will implement new Architectural, Mechanical, Civil, Structural, and Electrical requirements over the Fire Protection system and affected areas. Also perform upgrades to meet the latest VA and industry standards. This project shall provide a main sprinkler system to serve Building #1 at the VA Caribbean Healthcare System.

Building #1 is the oldest at the VA Caribbean Healthcare San Juan Campus since 1969. The building fire sprinkler system is past its useful life and in addition the building is not fully cover with a sprinkler system as per requirements.

2.3 This project will provide fire sprinkler risers to the 4 quadrants of the main building by connecting to the existing main sprinkler system and allowing for future expansion of the sprinkler system as areas get renovated. The A/E firm as part of their deliverables shall include any swing space for construction as impact costs in their cost estimates.

The schematic design (SD) (preliminary drawings) design phase shall take the design to 35% completion. The A/E contract document (working drawing) design phases shall include 35%, 75% and 100% review stages. When the A/E firm develops each of these phases, if the developed documents do not meet all the requirements from each submission, then these portions of the documents won’t be acceptable by VA Team.

2.4 The design development shall be done according to the design standards and criteria, it’s must be updated by the A/E prior moving to the next scheduled submission period. The A/E firm shall provide all submittals in accordance with VA’s Program Guide PG‐18‐15, Volume C‐ A/E Design Submission Instructions for Minor and NRM Construction Program Medical Center Projects. The VA may provide “As‐Built drawings” (in either AutoCAD, PDF, or JPG form) on a CDROM to the A/E firm as references for design purposes. However, the A/E firm is responsible to review all reference drawings with the assigned VA Representative, COR and/or Project Manager (PM) to verify what existing drawings are available. The A/E firm shall coordinate with the VA representative, COR or PM prior to viewing the drawings located at the VA designated area and the A/E firm shall not remove any drawings or documents from the VA files. The existing drawings on file at the VA designated area, may not be 100% accurate, or it’s may not exactly reflect the current project’s conditions from VA Caribbean Healthcare System. Therefore, it is the solely responsibility from the A/E firm team to review the existing drawings and verify the existing conditions at the project site.

3 GENERAL DESIGN CONTRACT REQUIREMENTS

3.1 The A/E shall coordinate all activities with the VAMC; hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and 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. A/E shall provide all meeting minutes.

3.2 Final approved Schematic documents shall be the basis for the development of the Construction Document phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next design phase.

3.3 VA will review all submittals for functional and aesthetic relationships.

However, no further functional decisions are anticipated after the Design Development phase.

3.4 Provide a design narrative/analysis for each technical discipline (e.g.

architectural, mechanical, etc.), which describes the intent of each discipline with schematic and/or design development submission.

3.5 A/E shall perform all necessary calculation on existing electrical utilities, mechanical systems and/or structural flooring frames to ensure that all new equipment and/or systems to be installed with this construction project perfectly matches and can be supported by the existing systems.

3.6 Provide computations and sizing calculations for electrical, mechanical

(HVAC, plumbing) sanitary, structural, and fire protection designs as required. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

3.7 Provide individually packaged drawings and positive front reading bond copy for each submission to each unit specified in the “Distribution of A/E materials” section.

3.8 At each review stage the A/E will perform a value engineering review.

3.9 Submit final drawings (Bid Documents) in Auto CAD format (CD media) at the VAMC. Submit instructions on the use of the disks along with a complete listing of all layers that are used and any other pertinent information needed but not limited to plotting configuration.

3.10 The final approved construction document submission shall bear the seal of the Registered Architect and Professional Engineer responsible for the final design. Professional Engineer/Architect must be licensed and certified to practice in Puerto Rico. Submit copy of current and valid professional Engineer or Architect license issued in Puerto Rico.

3.11 Mechanical and electrical tie-ins shall be clearly shown on the construction documents. The A/E shall perform careful mechanical, electrical, structural, environmental, etc. analysis to avoid any possible change order during construction.

3.12 New systems are to comply with VA Standard No. 310-1, VA

Plumbing/ HVAC Requirements, NFPA, OSHA, and JCAHO Requirements.

3.13 A/E shall provide all necessary flow and control diagrams. Diagrams shall be completed with legends and detail description of operations.

Design drawings shall comply with the latest applicable building codes for seismic and wind forces.

3.14 A/E shall develop the Critical Path Method (CPM) for the subject construction documents.

4 SELECTED A/E REQUIREMENTS

4.1 Selected A/E firm shall visit the site before submitting his final proposal.

Visits to the site shall be made by appointment with the Contracting Officer.

4.2 The A/E is required to perform all necessary inspection, survey and evaluation of the existing project site and related utilities, systems and distribution systems to produce a correct, complete and fully coordinated set of Construction Documents, Technical Specifications, Construction Phasing & Schedule, Environmental Documents and Cost Estimates.

4.3 Site survey work shall consist of existing drawing verification, comprehensive research, investigation, evaluation and study of the existing systems, equipment, structure and utilities.

4.4 Contract documents shall meet or exceed the requirements of this document.

4.5 The A/E is responsible for producing a complete set of drawings, design narrative analysis, calculations, sample boards, and specifications in accordance with professional industry standard practices and VA criteria.

Each A/E discipline shall receive a copy of their respective VA design manuals, standard details, and construction standards.

4.6 All calculations, criteria, design references, assumptions, and design values should be presented. All key design decisions shall be discussed.

The design analysis should be complete and well organized so that non-technical personnel not familiar with the project can still follows the A/E’s thought process on a step-by-step basis.

4.7 Drawings shall be detailed and dimensioned. Work associated with all disciplines shall be fully coordinated. In addition, provide a detail statement of the impact of the proposed project to the existing electrical distribution system.

4.8 A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

4.9 A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

4.10 The A/E contract shall be for fully developed design including the survey, necessary as-built for the area to be remodeled, schematic, design development, construction documents and construction period services.

4.11 VA will provide an architectural as-built in DWG or PDF format as per A/E request but does not warrant the 100% accuracy of the same. The VA will provide any other drawings from their files required by the A/E but does not warrant the accuracy of the same.

4.12 The A/E shall provide a competent design including a detailed cost estimate and a proposal for the construction phasing.

4.13 The A/E will certify compliance with all national codes used by the VA, and Federal Requirements and Regulations. VA design standard, VA master specifications, design manuals, and/or other publications should be obtained by the A/E at the following Internet addresses:

4.13.1 https://www.cfm.va.gov/til/

4.14 A/E design work shall be in accordance with the following:

4.14.1 Requirements summarized in this scope of work.

4.14.2 Latest VA Standards, OSHA, EQB, NFPA, NEC, ASME, Federal and Industrial Requirements and Regulation.

4.15 A/E shall keep the Project Manager and Contracting Officer informed at all times of the status and progress of the design project.

4.16 The A/E shall prepare written minutes of each meeting with the Government concerning contractual and design matters. Copies of the minutes shall be furnished to the Contracting Officer 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 within five calendar days of contract.

4.17 Detailed specifications and /or notes, regarding the removal or removal or relocation of existing equipment and/or system shall be provided on drawings. Related equipment and or units to remain shall be evaluated by the A/E, such equipment schedules shall be provided on drawings. A/E shall note any existing items to re-used, cut, patched or adapted. Demolition drawings and details shall be clearly shown.

4.18 Where Asbestos Abatement is required, show the location of the asbestos material on the architectural drawings. Asbestos specifications and asbestos removal drawings are to be prepared by the A/E, as part of this contract. A/E shall clearly advise the presence of asbestos material within the areas of his proposed renovations; also provide special notes and/or instructions (on the drawings) for the proper completion of the asbestos abatement work required.

4.19 Necessary environmental documents and related EQB Approved permits for construction, including Preliminary Environmental Assessment, shall be completed and ready on or before the construction bid open date.

5 SUBMISSION POLICY

5.1 There is a Schematic Design (SD) submission, a Construction Document (CD), and a Bidding Documents submission indicated in this document.

5.2 At each submission, all drawings and specifications shall be dated and properly labeled: "SCHEMATIC DESIGN SUBMISSION", “DESIGN

DEVELOPMENT SUBMISSION”, “CONSTRUCTION DOCUMENT

SUBMISSION”, or “BIDDING DOCUMENTS”, in large block letters above or beside the VA standard drawing title block. A/E shall incorporate the corrections, adjustments, and changes made by VA at previous reviews.

5.3 The A/E shall provide a verbal presentation of his work to the VA Staff during the review process of each submission.

6. DESIGN SUBMISSIONS

5.4 "SCHEMATIC DESIGN" – FIRST SUBMISSION (35%)

5.4.1 Schematic Design for this construction project is a means of identifying alternative approaches to correcting physical and functional deficiencies on the conceptual plan.

5.4.2 The development of this Schematic Design is an interactive process between VAMC staff and the A/E in order to produce a narrative and graphical description of possible alternatives.

5.4.3 The Schematic Design shall provide a well-organized narrative and design schematic alternative approaches with respect of functional operation, demolition, maintenance and construction cost.

5.4.4 The A/E shall submit two (2) copies of the Schematic Design submissions for review and approval. The A/E shall submit a copy to the Life Safety/Fire Prevention Third Party Evaluator for their evaluation. The A/E shall provide a verbal presentation of his work to the VA Staff during the review process. Provide electronic copies of the entire submission on one (1) CD-ROM.

5.4.5 The Schematic Design shall contain, but not limited to, the following:

5.4.5.1 Plot Plans showing:

5.4.5.1.1 Location of the existing and the alternative locations of the new facility and related equipment.

Architectural and structural design approach.

5.4.5.1.2 Coordination drawings showing all units and systems to be upgraded replaced and/or added.

5.4.5.1.3 Mechanical design approach in a narrative form.

5.4.5.1.4 Fire Protection design approach in a narrative form.

5.4.5.1.5 New controls schematic design approach in a

narrative form.

5.5 "DESIGN DEVELOPMENT" - SECOND SUBMISSION (75%)

5.5.1 Submit Design Development plans in accordance with the

applicable requirements of the design development submission and the review comments of the approved Schematic Design submission.

5.5.2 VA Master Specifications Sections may not cover some of the project elements. It is the responsibility of the A/E to develop the final specific requirements for each unit of work introduced into the project. New technical specifications developed by the A/E shall be in the same format as that used in VA Master Specifications.

5.5.3 Submit a Cost Estimate and Design Narrative.

5.5.4 The A/E shall submit two (2) copies of the completed Design

Development (DD) submissions for review and approval. Provide electronic copies of the entire submission on one (1) CD-ROM.

5.6 "CONSTRUCTION DOCUMENTS" - THIRD SUBMISSION (100%)

5.6.1 Submit the 100% DESIGN DOCUMENTS in accordance with the applicable requirements of CONSTRUCTION DOCUMENTS submission of Handbook H-08-15 Vol. C and the REVIEW comments of the approved DD submission.

5.6.2 Plans, specifications, cost estimates, construction phasing and all related construction documents shall be completed, coordinated and ready for the FINAL REVIEW and approval.

5.6.3 The A/E shall submit the 100% design documents in accordance with this contract (i.e. drawings, catalog cuts, equipment description, schedule of work, etc).

5.6.4 The A/E shall submit two (2) copies of this design package for review and approval and provide the necessary verbal presentations. The A/E shall submit a copy to the Life Safety/Fire

Prevention Third Party Evaluator for their evaluation. Provide electronic copies of the entire submission on one (1) CD-ROM.

5.6.5 The A/E shall prepare the construction's submittal list. It is A/E responsibility to provide a quality set of documents. The A/E shall perform a Quality Assurance of the complete set of documents.

5.6.6 The A/E shall incorporate the corrections, adjustment, and change made by VA and Third-Party evaluators during the final review and submits two (2) copies of the final approved 100 percent design submission. The A/E shall also submit a copy to the Life

Safety/Fire Prevention Third Party Evaluator.

6 SUBMISSION SCHEDULES

Schedule Objectives - The anticipated completion of this project is

365 calendar days after “Notice to Proceed” (NTP). A/E design work shall last 323 calendar days, however, two weeks (14 days) per submission will be allowed for Government revision (total of 42 days).

6.1 First Submission

6.1.1 Within 90 calendar days after the Notice to Proceed submit the

"SCHEMATIC DESIGN" in accordance with clause 6.1 for review and approval. Coordinate with the Contracting Officer and provide the verbal presentation. VA will return the design documents review comments, two weeks after the presentation.

6.2 Second Submission

6.2.1 Within 180 calendar days after the Notice to Proceed, submit the

"DESIGN DEVELOPMENT " plan in accordance with clause 6.2, for REVIEW and approval. Coordinate with the Contracting

Officer and provide the verbal presentation. VA will return the design documents review comments, two weeks after the presentation.

6.3 Third Submission

6.3.1 Within 300 calendar days after the Notice to Proceed submit the

"Construction Documents" in accordance with clause 6.3 for review and approval. Coordinate with the Contracting Officer and provide a verbal presentation.

7 QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

7.1 The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

7.1.1 Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

7.1.2 Two weeks after receipt of the Notice to Proceed: 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.

7.1.3 100% Submittal: 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.

8 CONSTRUCTION PERIOD SERVICE

8.1 The A/E shall provide the following services during the bidding process and during the construction process:

8.1.1 Assist the Contracting Officer and C.O.R. during the pre-bid and pre-construction conference (two site visits).

8.1.2 Review and recommend approve or disapprove shop drawings, submittals, and environmental documents for compliance with contract requirements. Provide reason for disapproval or remarks. Provide approval/disapproval response within ten calendar days of receiving it from VA.

8.1.3 Provide design clarifications as requested by the Contracting

Officer or Project Manager.

8.1.4 Provide six (6) SITE VISITS during the construction period to review, inspect, supervise, etc. the progress of the project, the contractor work, and the Controls work. Provide deficient and/or site visit written reports to the Project Manager.

8.1.5 Advise the Contracting Officer of any possible construction errors, or future operation and maintenance problems.

8.1.6 Provide one additional site visit during the Pre-final Inspection and prepare the punch list.

8.1.7 Provide one additional site visit at the Final Inspection and prepare the punch list.

8.1.8 Update the construction drawings at the end of the construction (AS BUILT OF CONSTRUCTION DRAWINGS). Also provide in electronic format (CDs).

8.1.9 Prepare any drawings or documentation that may be required to clarify or supplement the construction work or EQB additional requested documentation within 10 calendar days of an official notification.

8.1.10 Prepare detailed cost estimates and scope of work (specifications) for any change order or proposal.

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