SCOPE OF WORK.docx

SCOPE OF WORK

Project No. 586-22-100 Design & Build Whole Health Walking Trail and Exercise Stations

September 16, 2022

Department of Veterans Affairs G. V. (Sonny) Montgomery VA Medical Center Jackson, MS

Date: 9/16/2022

Table of Contents

1 Foreword 2 Scope of Work 3 Project submission requirements 4 Project Schedule 5 Project Meetings 6 Schedule of Deliverables 7 Method of Evaluation and Award 8 ID Badge Requirement

1 Foreword The G.V. (Sonny) Montgomery VA Medical Center located at 1500 East Woodrow Wilson Avenue, Jackson, MS, has a requirement for the Design and Construction of an Employee/Veteran Whole Fitness Walking and Exercise Station Project. The construction and design team final cost included in the second step of the selection process shall include all labor, materials, tools, equipment, professional fees, administration, supervision, and transportation as necessary to perform all work in accordance with the selected design concept. This final cost shall provide a complete and fully functional whole health facility.

This document does not relieve the design build team of their professional responsibility to comply with all local and federal construction and environmental codes, safety codes and to perform and complete a fully functional project. This Statement of Work generally describes the project goals and objectives – but this statement of work should in no way be considered all-inclusive. The client for this Statement of Work is Facility Management Service at the G.V. (Sonny) Montgomery VA Medical Center.

Design Build Team shall be responsible for performing all requirements expressed in this Statement of Work. Team’s failure to address any requirement and/or submit inclusive pricing in the second step of the proposal will not relieve the TEAM of their obligation to complete all requirements and provide a complete and fully functional Whole Health Fitness facility as generally described herein.

The term "OWNER” or “VA”, as used throughout this document, refers to the Department of Veterans Affairs. The term "TEAM" as used throughout this document will mean the Design Build Team inclusive of construction and professional services.

2 Scope of Work

General PROJECT SCOPE: The scope of work for the Jackson VA “Sonny” Montgomery Medical center Whole Health Fitness project includes but not limited to the following: Professional design and construction services for a complete turnkey Outdoor Whole Health Fitness project with Exercise Stations which include all site preparation, ADA accessibility/compliance, safety considerations, concrete walking path route by modifying existing sidewalks combined with any new routes as may be proposed with a broad target of approximately ½ mile, the supply/installation of new outdoor fitness equipment (approximately 11 stations) with proper surfacing (synthetic or natural either over concrete or on natural ground) to provide a suitable surface for the equipment use, stations, benches (approximately 2 to 4), emergency call boxes (as deemed appropriate), traffic and trail signage and striping, lighting, any existing utility relocations, storm water drainage and associated turf and landscaping, improvements. The project will include the filling and reuse of the space known as the “hole” on the west side of the hospital building along with the removal of the existing canopy area and any foundations down to the footing level of the existing hospital building located outside the basement on the west side of main hospital which is in the “hole” area. This space shall be reclaimed and used as the exercise station area. The use of and filling of this space will require a properly designed waterproofing system for the exterior of the existing building, enclosure of existing windows, and drainage considerations or the construction of a properly designed retaining wall. The project team Professionals shall develop the proposed project 35% design layout and receive VA approval prior to initiation of any construction work. Following approval of the 35% design submittal and project layout, phased construction work may be initiated but not required.

The proposed exercise stations could include the following as supplied by Greenfields outdoor equipment or equivalent:

Where incidental work is required to accomplish project goals as described in the scope of work, this incidental work is implied and shall be included as part of the total project cost. Prior to any work commencing in an area, the TEAM shall notify the COR of his intention to work in the area and shall schedule a walkthrough with the COR to determine existing conditions. After the work is completed, the existing work areas shall be clean, with established erosion control grassing or landscaping. After the completion of construction, the TEAM shall completely clean all surfaces of construction debris. The TEAM shall provide a minimum of two (2) hardcopies of operating and service manuals for each device/material installed as part of the project. The TEAM shall receive all deliveries of materials, equipment, tools, or other goods off station, and bring them to the job site. The Jackson VA shall not accept deliveries for project purposes. The TEAM shall provide submittals including exercise equipment, concrete mix designs and test reports, asphalt mix design and test reports, traffic control plan, project phasing plan, Material submittals for any utility relocations, call station devices, Electrical and communication wiring and devices, project signage, traffic bollards, landscaping plantings, striping materials, crossing/caution lights and poles, benches and the TEAM shall not proceed with any on-site work related to a specific submittal requirement is met or approval to proceed from the CO and COR without completion of the item submittal process. Not less than 14 calendar days shall be planned for COR review of each submittal. Re-submittals shall be provided as required by the COR, and shall be treated as a new, separate submittal. Materials will only be paid for when installed. Any items identified as punch list items will be repaired or replaced prior to project closeout. Special care will be taken to secure tools and construction equipment during construction as this is an active medical facility with patients and staff activity in the project area. Work cleanliness must be adhered to throughout the project. Sounds and vibrations must be kept to a minimum to avoid patient disruption. The COR reserves the right to stop work if sound and vibrations are impacting patient living. Irregular work hours may be required to minimize impact to Veterans and employees. The TEAM shall warranty all work included for 1 year from the date of acceptance. Warranty shall include any labor or parts necessary to ensure complete functionality of the work.

Before submitting a bid (second step), each project team shall make all investigations and examinations necessary to ascertain all site conditions and requirements affecting the full performance of the contract and to verify any representations made by the VA upon which the bidder will rely. If the bidder receives an award because of its bid submission, failure to have made such investigations and examinations will in no way relieve the bidder from its obligation to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever by the TEAM for additional compensation.

All design and construction for this project shall adhere to associated VA Design Guides, VA Design Manuals, VA Master Specifications, VA National AutoCAD Standard Application Guide, manufacturer requirements and other guidance and directives provided by the facility end-users via the COR for this project. VA Central Office standards referenced above may be accessed online at: http://www.cfm.va.gov/TIL/.

3. Project Submission Requirements (Second Step) Each bidder shall include with the bid submission a list of the Project Team and each Team Member firm’s Statement of Qualifications. This shall include each Firm discipline/role in the project and a resume of the personnel and professional license from each firm to be assigned to the project. Each bidder shall also submit the name and qualifications of the Project Manager and the on-site Superintendent. Each bidder shall include a copy of their proposed project concept layout and a narrative which the proposal is based on. The price proposal shall include all design and construction related items for a complete and fully functional project.

4. Project Schedule The allowed duration for this project is 365 days from issued Notice to Proceed inclusive of design and construction. Normal business hours of the medical center are Monday through Friday, 7:00am – 4:30pm. Weekend work may be allowed at discretion of VA. TEAM to submit, minimum 3-day, advanced written request for weekend work for review by Contracting Officer Technical Representative (COTR).

Observed Holidays

New Year's Day January 1st Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th and any day declared by the federal government as holiday.

5. Project Meetings At a minimum, every two weeks the TEAM shall hold a progress meeting to review progress to date and to resolve all questions for the upcoming 2 week planned work. The progress meeting shall include at a minimum, the licensed design professional, project Superintendent representing the TEAM, the COR and the CO representing the Government. Technical supervisor (foreman), sub-contractors, suppliers, etc. shall attend when requested by the Contracting Officer Representative. Meetings shall be same day, time, and place every 2 weeks and can be by a TEAMS conference meeting.

Meeting Minutes - The TEAM shall take minutes of all meetings held relative to this project. The format must be acceptable to the Contracting Officer (CO). Minutes must include the meeting date and time; agenda; meeting location; list of participants with their affiliations, and telephone numbers; be fully descriptive of issues, problems and decisions made; and action items with names of responsible parties and deadlines. In addition, the minutes must include, as attachments, all exhibits, and references distributed as handout materials, unless the materials are part of a formal submission. The TEAM shall provide, via e-mail, complete copies of all minutes to all attendees within 72 hours of the meeting. All challenges to the minutes will be reflected in a revised version prepared by the TEAM and CO along with the TEAM and COR shall sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the Contracting Officer shall render a final decision. Copies of updated minutes shall be distributed to all attendees within 48 hours after change notice. Any deviations or agreements not specifically requested and defined in writing – with approval by the VA Contracting Team (including COR) prior to beginning work – shall be invalid and will constitute a TEAM-initiated work stoppage until the matter is resolved.

6. Schedule of Deliverables FIRST SUBMISSION-Schematic Design Drawings:

Provide (2) sets of the schematic design drawings, half size, 21 calendar after the date of the notice to proceed. Schematic design to be based on the proposed project concept submitted in the proposal. VA review and comments to be completed 10 working days after receipt of the Schematic drawings.

SECOND SUBMISSION: (35%) Design Drawings: Provide three (3) sets of 35% design drawings – (2) half-size and (1) full-size along with a digital set in PDF format on a CD-ROM.

Reports: Provide a brief narrative report summarizing the design option. This report shall include a proposed construction schedule for VA approval. The TEAM shall be prepared to meet and discuss with the VA, any cause for extending the schedule. The TEAM shall ensure that reasonable timelines for all work sequences are afforded for construction at this time.

(3) sets of 35% progress Drawings to be delivered 21 calendar days after VA approval of Schematic Design. VA Review: To be completed within 10 working days after receipt of 35% Submittal (Drawings).

THIRD SUBMISSION: (100%) Design Drawings: Provide three (3) sets of construction drawings – (2) half-size and (1) full-size showing the scope and plan for each discipline involved. Include a digital set in PDF format on a CD-ROM.

Specifications: The specifications shall be in final draft, completely edited and checked. Deliverables: Provide two (2) copies of any calculations, computations and engineering data including, but not limited to, civil/structural, electrical, mechanical, and Landscape Architect. 2 sets of Drawings, 2 Specifications, Color Rendering, and Cost Estimate to be delivered 45 calendar days after VA review of 35% is complete.

VA Review: To be completed within 10 working days after receipt of 100% Submittal (Drawings, Specifications and Cost Estimate).

FINAL SUBMISSION: FOR CONSTRUCTION

The TEAM shall make any necessary or identified corrections to drawings, specifications, calculations, or other deliverables to incorporate review comments of the 100% design review. Following revision, all documents and quantities listed in Section 6 above shall be resubmitted as a Final Submittal, “For Construction” set. A/E Final Submission to be delivered 5 working days after VA review of 100% is complete. Documents shall be submitted to the Contracting Officer in the following format:

· 1 Full-sized Set on bond

· 1 Full-sized Set regular paper

· 2 Half-sized sets

· 2 Electronic (CD) copies to include: AutoCAD (DWG) files, PDF Drawings and PDF Specifications.

CONSTRUCTION

All construction including project close out shall be completed within 365 days following the date of the project notice to proceed.

7. Method of Evaluation and Award The proposals will be reviewed individually by VA staff members and collectively as a VA staff project team. OWNER also reserves the right not to make an award if it is deemed that no proposal fully meets the requirement of this RFP.

8. ID Badge Requirement Contract workers under this project may require a VA issued identification card before the start of construction work at the Jackson VAMC. There is no charge for the badges; however, multiple trips to VAMC facility maybe required.

After award, the TEAM shall provide a letter to the CO stating that all workers, including subcontractors’ employees, are TB negative.

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