SF330 Attachment - AE SOW.docx

STATEMENT OF WORK

Project: 674-231, Construct MRI Suite Addition Olin E. Teague Veterans’ Medical Center, CTVHCS February 2, 2023

1. GENERAL SCOPE OF WORK

The Architect-Engineer (AE) shall provide all necessary architectural and engineering design services as required to prepare complete contract drawings, specifications, technical reports, and cost estimates, including construction period services for the construction of MRI Suite Addition at the Olin E. Teague Veterans’ Medical Center located at 1901 Veterans Memorial Drive, Temple, Texas 76504.

This project will provide an addition that contains two (2) MRI suites and one (1) PET/CT suite. The addition shall have its own exterior entrance along with an entrance into the main building for staff and escorted patients. Addition shall include all necessary ancillary spaces such as restrooms, changing rooms, equipment rooms, reception, waiting, etc.

1. BACKGROUND:

Project is to improve access to MRI needs of our patients as well as address current adjacency issues between the current MRI locations and the actual Imaging Department that is located on the first floor of building 163 on the Temple VAMC.

II. STATEMENT OF PROJECT OBJECTIVES:

The project must meet all current requirements of VA design guidelines, VA Physical Security Design Manual, NFPA, International Building Codes, ASHREA, and any applicable state or local codes.

The project objectives are as follows:

A. Architectural:

1. This project will provide an addition that contains two (2) MRI suites and one (1) PET/CT suite. The addition shall have its own exterior entrance along with an entrance into the main building for staff and escorted patients. Addition shall include all necessary ancillary spaces such as restrooms, changing rooms, equipment rooms, reception, waiting, etc.

B. Life Safety:

1. Fire alarm system – Modify existing Simplex Fire Alarm System.

2. Access Control – Stanley systems are in use on campus and any new system will have to be able to speak to the main system. A/E to design all needed access control systems required by the project.

C. Interior Work:

1. Design will include all finishes for floors, walls, cubicles, ceilings, millwork, and window treatment

D. Mechanical / Plumbing Work:

1. HVAC components modify as required for the new space.

2. Building controls system to integrate with existing Johnson Controls Metasys system.

3. Plumbing fixture types to be selected based on best practices. Scope includes modification/relocation of air, vacuum and oxygen components as required.

E. Electrical Work:

1. New work as required

2. All data cabling will be in cable trays on each floor running to the data closet.

F. Exterior Work:

1. 24-hour public entrance into the new suite along with a reworking of the parking and patient drop off area for the suite as well as directly in front of the main entrance of building 163.

2. Exterior work will also include the penetration from the new suite into the new building.

G. Energy Efficiency Requirements:

1. The construction of the space shall achieve energy performance 30% beyond ASHRAE 90.1-2004 to comply with EPAct 2005. Faucets shall be equipped with electronic sensors with vandal resistant non-aerated spray device with auto flush feature that flows water for 30 seconds for every 12 inactive hours. Lighting shall be control with occupancy sensors, dimmable ballasts, and light harvesting devices if feasible and in accordance with VA Design Guidelines.

III. JUSTIFICATION AND EXISTING CONDITIONS:

A. Building features:

1) Building 163, is a 6 floor (basement – 5th floor) building that houses Imaging and other clinical services. A/E design an MRI addition as well as reimagine the existing space on the exterior of the building. Spaces adjacent to the tie-in point of the new building will also be impacted, therefore, redesign in this area will also be necessary.

2) Currently the main MRI and the only PET/CT are located behind building 204. Staff and patients have to navigate through the main complex and go outside of the building into the elements to reach these destinations. Once the procedure is finished, the parties must navigate back to where they checked into the facility. This process is currently highly inefficient for patients as well as staff.

B. The AE in collaboration with the VA needs to review the health care system’s Asbestos Management Plan and evaluate for impact any other hazardous materials.

C. The health care system has various hard copy and electronic files of adjacent spaces and BIM models for reference and use as determined advantageous to the design. All existing space and infrastructure data is to be received as informational and should be verified prior to incorporating the information into the design.

IV. STATEMENT OF AE TASKS

The AE shall furnish all services for a complete design development, construction documents, and construction period services as specified in the subject contract and detailed below:

A. AE Staffing: The AE shall provide competent design and construction period services utilizing individuals who are adequately knowledgeable of the various design disciplines including but not limited to architectural and interior design, engineering of structural, mechanical, electrical, and special systems as required by the project. Changes in personnel from those who are proposed in negotiations, interviews, kick-off meeting, and/or AE submission forms must be approved in writing. The registered individuals who will stamp the completed documents shall accomplish engineering design work.

B. Meetings: The AE will be required to attend:

1. One (1) pre-bid meeting,

2. One (1) pre-construction meeting,

3. And the (1) final inspection meeting.

4. There will also be various design and construction site meetings that will require representatives of the AE team.

AE will provide meeting notes/minutes for all meetings and conference calls.

C. Funding Limitations: AE shall design within funding limitations. AE shall coordinate cost control measures, and value engineering with the Contracting Officer’s Representative (COR) to conserve the project budget while not sacrificing performance, quality, and value. Cost control alternatives shall be explored at all design review stages.

D. Alternates: The AE shall include 10%-15% bid add alternates in the design. The bid alternates are to be cumulative progressing from the base bid, excluding contingencies. The base bid must be a usable and functional space. The AE is to present proposed bid alternates at each review stage, from schematics through final construction documents. The VA is to ensure proposed alternates are realistic, prioritized, and approved by stakeholders.

E. Site Survey: Conduct site survey work such as verifying existing conditions, verifying record drawings, and verifying and analyzing utility systems shall be accomplished in conjunction with preparation of Design Development.

The limited site survey work shall include an investigation of existing conditions to accurately document and convey space dimensions for measured drawings, utilities for affected areas, and utilities that traverse through affected areas, typical construction type and variations, and finishes. This information provides the necessary base drawings for the Schematic Development phase of Design Development.

F. Asbestos Abatement and Survey: If applicable, Asbestos surveys shall identify approximate quantities of ACM in type and location for select abatement within the general limits of the work. Adjacent areas that are outside of these limits but are affected by construction for utility modifications or tie-ins shall limit abatement to the extent necessary in order to complete the utility work.

G. Utility Verification: Utility system verification shall include, but not be limited to, the necessary testing, adjusting, and/or balancing of affected systems to ascertain the existing operating and performance conditions that will impact the design and construction process. Systems that are insufficient in capacity or are no longer supported by OEM parts shall be planned for expansion and/or replacement per the Project needs. The AE shall verify the impacted HVAC systems are operating at the required performance level for the project needs and in compliance with current code.

H. Control Systems: The AE shall use a HVAC DDC controls expert with experience in integrating types of existing control systems, and with experience in energy optimization of HVAC controls and HVAC equipment.

The AE will coordinate with leading industry DDC equipment and manufacturers/vendor(s) to insure proper configuration and support of equipment according to manufacturer’s requirements. However, design drawings and specs shall be generic to promote fair and open competition. If the control system is proprietary, the AE shall coordinate specifications with the COR and Contracting Officer.

I. Cost Estimates: The AE shall provide unit cost estimates with increased detail at each design phase that includes labor, materials, profit, and overhead. The AE will consider market conditions, the facility, escalation, projects in the community that will be occurring concurrently, restricted bidding (SDVOSB), and other factors that could affect the construction bid. The cost estimate will be broken down by specification division.

J. Commissioning: Not applicable.

K. Phasing: The AE shall provide a phasing plan to coordinate construction and to minimize disruptions to medical center operations. Outages shall be minimized, and temporary conditions planned to maintain critical utility systems. Suitable space/access for mechanical room equipment maintenance must be maintained throughout construction. To keep the number of outages to a minimum, work should be grouped on common equipment (i.e., same AHU’s or zones) or in common mechanical rooms.

The phasing plan will be reviewed during the design reviews and shown on the contract documents. All plans to detail ISLM measures and egress routes during construction.

L. Demolition of existing structures, items, and equipment: As required.

M. Infection Control: The AE will collaborate with the VA Construction Safety Committee to complete the Infection Control Risk Assessment and show the required environmental barriers and controls on the contract documents necessary for the control of construction dust and debris.

N. Physical Security: The AE shall include on their team an authority on physical security. The AE review of the VA Physical Security Design Manual and shall perform an assessment of the features required in the design and deficiencies or challenges that may be difficult to achieve. A summary shall be reviewed as part of each design submission. The AE shall provide technical support for any necessary waivers or equivalencies that need to be obtained.

V. ADDITIONAL AE REQUIREMENTS

A. Security: AE and Contractors shall be required to obtain and wear security badges in plain sight above the waist at all times. Contractors found without a badge will be immediately removed from VA property by VA Police. Allow 7 business days per worker to obtain a badge. Security badges are obtained through the COR.

B. Tuberculosis (TB): AE team members are responsible for TB testing of all workers scheduled to be on-site at the VA prior to the start of work. On-site workers will provide the VA Infection Control Nurse a copy of the TB test at the time of the infection control training provide by the VA. TB test must be within 90 days prior to assignment. Coordinate with the VA COR. TB training class is free and is a 20 min video.

C. Infection Control and Safety: The AE team, construction workers and COR’s must attend the Infection Prevention training provided by the VA every fiscal year. All construction workers shall have a current IC training sticker attached to their badges at all times. If this requirement is not met, workers will be removed from construction site.

D. Information Security: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services.

VI. BASIS FOR DESIGN

A. Design shall comply with current VA specifications, guidelines, design alerts, manuals, details, criteria, instructions, procedures, standards, etc. Refer to the VA Technical Information Library at http://www.cfm.va.gov/TIL/ or the VA Design Manual at http://www.va.gov/facmgt/standard/manuals.asp). When series standards are not available or are incomplete for a specific function/space, contractor shall apply the standards and guidelines of another series for that specific function or a similar function.

B. Compliance to these standards, National Fire Codes, International Building Codes, and OSHA Standards will be reflected in the completed design and construction documents. Refer to VA Construction Standard CD-30. Conflicting criteria shall be brought to the attention of VA.

C. Comply with current applicable state, local, & federal building codes as well as codes from other recognized authoritative bodies.

D. The AE shall design for a target construction budget of $8,049,000. The AE shall review FAR 52.236-22 “Design within Funding Limitations”.

E. Other related referenced standards and VA guidance:

1) Review AE Quality Alerts from the TIL

2) VA TIL, PG-18-3, Design and Construction Procedures

a) Topic 15 - energy efficient and sustainable design policy for va new construction

b) Topic 16 - sustainable buildings policy for new and va Renovation construction

VII. DETAILED SUBMISSION REQUIREMENTS

A. Program Guide PG-18-15 establishes the guidelines for the AE submissions. Design shall be performed and submitted in accordance with VA AE Submission Instructions for Minor and NRM Construction Program. Refer to: http://www.cfm.va.gov/contract/aeDesSubReq.asp. These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances in which critical decisions need to be made, sufficient and relevant information has to be provided timely in order for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions in regard to the applicability of specific requirements shall be resolved with the health care system staff prior to any submission deadline.

B. At each submission, all drawings and support material shall be dated and appropriately labeled above the title block. The number of submissions and review times are listed in the below table:

C. VA submission review comments may be verbal, noted directly on review sets, or written list. The AE shall be responsible for compiling & addressing review comments. AE shall produce & distribute meeting notes or minutes for VA review within two (2) days after each submission review meeting.

D. Design Team Meetings: The AE shall meet with design team consisting of key VA staff (COR, engineering, key personnel, etc.) to conduct interviews to ensure that design will meet VA needs. Design team meetings are required after each submission. The number of meetings may vary based on AE experience and design progress. For each submission, furnish 5 copies of all drawings (provide 3 half size and 2 full size drawing sets), specifications, estimates, and supporting documents (except Bid Document review as stated above).

E. Each design submission to address:

a. Cost Estimate / Budget

b. Physical Security Compliance

c. Space summary that shows individual departmental gross sf, and total project gross sf. Note: All spaces that are enclosed and conditioned are considered occupiable and are to be included in the space calculations.

F. Final bid documents shall be reproduced as part of the contract. An initial 5 sets (2 full size and 3 half size) of the Construction Bid Documents are to be delivered to the COR along with electronic media. Specifications shall be PDF and MS Word. Drawings shall be completed in latest version of Revit, AutoCAD, and PDF.

G. Total time to accomplish Schematics, DDs, and CDs through final reproduced bid documents shall be 231 Calendar Days from the issuance of the Notice to Proceed. The AE shall propose a submission schedule based upon their understanding of the design and their staffing workload. The schedule is negotiable so that the timeframes are mutually agreeable to the AE and VA.

VIII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS

Construction Period Services (CPS) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, site visits to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. The AE shall review the program materials furnished by VA to ascertain the requirements of this phase of the work and shall prepare as described in the A-E Submission Instructions for Minor and NRM Construction Programs, which details the minimum requirements for various AE submissions.

A. The AE shall attend one Pre-Bid or Pre-proposal meeting for this project. The AE shall record and respond to valid questions from the Pre-Bid/Pre-proposal meetings. The AE shall submit draft solicitation addendums that answer design related questions.

B. Review of Submittals: The AE shall review all material submittals, shop drawings, test reports (as applicable), etc. Reviews shall be completed, and submittals returned to the COR within fourteen (15) calendar days or the contract specified timeframe of the AE's receipt of the submittal.

C. Review Analysis of Requests for Information, Change Orders, and Costs: AE shall provide prompt response when contacted by the Contracting Officer to review and provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc.

D. Site Visits: AE shall provide 6 site visit “units” minimum during the construction period when requested by the Contracting Officer. These visits shall be in addition to the pre-con, pre-bid, performance testing and final inspection. A site visit “unit” is defined as a visit to the site by one individual for part of a day when requested by the Contracting Officer or an authorized representative. On this job, a site visit should last 3 hours and may require the use of multiple “units” when more than one individual or an extended period of time is needed to inspect an area of work. The Contracting Officer has the prerogative to request the professional discipline(s) required for each site visit. The A-E shall notify the COR of their presence on site in order to document the number of individuals who are making the site visit. The A-E shall observe the construction, advise the Project Engineer of any deviations or deficiencies, and recommend appropriate corrective actions.

E. AE shall respond to project RFI’s within five (5) calendar days. If the RFI involves a stop work condition (validated by the COR) then the RFI response shall be completed within one (1) calendar day.

F. Record Drawings Requirement: Construction contractor shall provide marked-up prints to the AE showing actual construction and any changes which occurred during construction. AE shall revise the construction documents and provide a complete set of all drawings showing actual, completed construction, and reflecting any changes incorporated in the work printed on paper and on electronic media. AE will update master site plan master floor plans for all portions of VAMC campus altered by construction and Electronic media drawings shall be in latest version of Revit, AutoCAD and in pdf format. Electronic media specifications shall be in the latest version of Microsoft Word in use at VA and in pdf format.

G. The A/E shall perform/witness commissioning of the building systems. Additionally, the AE shall include commissioning services for all new equipment, specifically MEP, HVAC, door/security, life safety requirements, amongst others. The HVAC commissioning shall oversee and verify balancing of the entire construction area which includes the atrium. The AE shall develop a commissioning plan and provide as part of the construction solicitation.

All Part Two Services are optional line items and will not be exercised at the time of award.

IX. MATERIALS TO BE FURNISHED TO THE AE BY VA

The following items will be furnished or made available to the selected AE when requested:

A. Copies of related project documents and bidding forms applicable to this project.

B. Drawing prints of the station utility drawings, site plans, and building floor plans will be made available to the AE for reproduction and scanning.

C. Electronic data to include BIM model, CAD plans, one lines, electrical panel schedules, elevations, space numbering and naming standards, etc. The accuracy of drawings is not guaranteed and shall be used for general information only. Actual conditions shall be field verified by the AE.

D. The VA shall make all applicable existing information that is requested, available to the AE for review prior to the AE submitting their proposal to ensure that there is agreement on the quantity of site survey work necessary to complete the design. The AE’s proposal shall reflect retrieving or creating any information that the VA does not available.