Sluffing Hill - 1 - SOW_Final.docx

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER

A/E DESIGN SCOPE OF WORK

Emergency Erosion Mitigation at OBVA Northwest Slope

I. PROJECT BACKGROUND AND DESIGN SCOPE OF WORK

Overton Brooks VAMC has a requirement to mitigate a slope erosion issue that is occurring behind building 3, Boiler Plant. This slope area is rapidly eroding and has caused several feet of soil to shift. The A/E is required to design an erosion mitigation strategy to focus and address the accelerated failure in the area shown on the aerial view provided below.

Building 3 FAILURE

II. DESIGN REQUIREMENTS

The Architectural/Engineering Consultant (A/E) shall provide all Architectural and Engineering Services necessary to prepare complete contract documents consisting of design narrative, construction estimate, specifications, drawings, phasing plan and any other documents for bidding purposes and A/E construction period services to include but not limited to the following:

Phase 1:

· Provide a complete construction design of phase 1 within the 25% design deliverable. The VA intends on emergently awarding the construction of phase 1 separate from phase 2.

· Divert and decelerate the runoff down the concrete access ramp to the west of the current building. The current acceleration of drainage water down this ramp facilitates this water to jump the existing roadside curb and further erode the already failing slope.

· Repair and prevent water intrustion into building 3 crawlspace Design bumps or methods to decelerate water

Place a diversion buildup (bump) as indicated to stop runoff from entering the ally.

· Design temporary sheet piling wall along the current accelerated failing slope area (see photos below). The depth and length shall be determined at the time of placement. The temporary wall shall protect the existing structures from imminent failure and is a short-term solution only.

Phase 2

· Design any other mitigation method to permanantly adress the ongoing solpe failure issue.

· Provide a comprehensive drainage study of the site. Determine the exact boundary and drainage in question.

The drainage study must:

· Quantify the amount of runoff.

· Identify water flow patterns on the campus.

· Flow quantity channeled in the indicated area shown below.

· Identify any utility infrastructure needed to channel runoff, release and capture water as may be needed.

· Design of infrastructure to channel water to proposed boundary retaining wall system, preventative failures, and remediation of slope failure in the indicated areas.

· The boundary shall include the contour of the area in question.

· The study shall include ability for future parking in the remediated area.

· An in-depth geotechnical study should be performed for design of a retaining wall system to prevent and remedy slope failure in this area.

· Retaining wall design at boundary in question and feasibility of future parking in the area

· Based on study, design retaining wall(s) capable of supporting a future parking lot expansion project. Understand the station’s property boundry limitations. Coordinate easement with the City of Shreveport to allow the VA to build and/or make use of their land during development.

Question property boundary and drainage Erode slope (dash line)

· Design and correct a storm water drainage sytem in front of building 2. Possibly add storm drains to bring storm water to cooling tower curb inlet or another storm water manhole.

Divert storm water as indicated by two blue lines (optional) or design another option.

· This contract will provide for complete site investigation, including verification of As-Built drawings, design (construction documents), construction period services (CPS) and construction site visits.

· A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

PERIOD OF PERFORMANCE

Final submission and all deliverables are due within 365 calendar days following the issuance of a Notice to Proceed from a Contracting Officer

LOCATION

Overton Brooks VA Health Care System 510 E. Stoner Ave Shreveport, La 71105

DESIGN SUBMISSIONS/DELIVERABLES:

Design submission and deliverables will be in accordance with the A/E Submission Instructions for Minor and NRM Construction Programs; PG-18-15, Volume C (See Attachment A: A/E Submission Requirements).

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or A/E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions the firm will take during the design process to ensure a quality finished design is achieved.

COST ESTIMATE

A detailed estimate of construction cost (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission. Emphasis shall be placed on cost and scope management. The design shall be within the project construction budget and be consistent with the identified project scope.

DRAWINGS

This project will utilize AutoCAD, version 2020. All VA design guides and requirements can be found online at: http://www.cfm.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent shall govern.

SITE AND TOPOGRAPHY SURVEY

The A/E shall conduct a ground based topographic survey by a State of Louisiana licensed surveyor. Survey limits shall be established by the designer and approved by the VA, in order to adequately facilitate the complete design, associated utilities, access walkways, and roads.

GEOTECHNICAL SURVEY

The A/E shall perform a geotechnical field exploration by a State of Louisiana licensed Geotechnical or Soils Engineer and laboratory testing program to obtain information on subsurface conditions to evaluate the geotechnical aspects of the project. The A/E shall identify subsurface soil, rock and groundwater conditions on the selected site to the depths that would be required in accordance with the structural and foundation design of the new building. The A/E, at their expense, shall procure their own geotechnical survey to facilitate/confirm the requirements for the new IT Building design. This cost of this shall be included in the A/E’s cost proposal.

UTILITY SURVEY

During the design phase, the A/E will coordinate with VA Staff to obtain information to facilitate the design. All information provided by the VA will be verified by the A/E. Where information is not available, the A/E Team shall perform their own investigation at their own expense. The A/E shall provide the necessary professional services or testing to conduct a complete site utility survey as needed to facilitate the design. The survey must identify all above and below ground utilities associated with the project. The result of the survey/study shall be reflected in the design documents and shall indicate the current system capacities, and the necessary work required for the utilities to adequately support the new addition.

SEISMIC DESIGN

Design shall be in accordance with the VA’s manual for Seismic Design Requirements (H-18-8), as it applies to Shreveport, LA.

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the Physical Security and Resiliency Design Manual (PSRDM) for VA Facilities, Mission Critical Facilities.

GOVERNMENT FURNISHED INFORMATION

Government furnished information includes, but not limited to, the following information found on the VA’s Technical Information Library website (http://www.cfm.va.gov/TIL) - to be used for this project, as applicable:

PG-18-1 Master Construction Specifications PG-18-3 Design and Construction Procedures PG-18-4 Standard Details and CAD Standards H-18-8 Seismic Design Handbook PG-18-10 Design Manuals (by discipline) PG-18-12 Design Guides (graphical, by function) PG-18-15 Minimum Requirements for A/E Submissions (included as Attachment A) PG-18-17 Environmental Compliance Manual Physical Security and Resiliency Design Manual for VA Facilities, Mission Critical Facilities VA Architectural Design Manual

AE SUBMISSION REQUIREMENTS (SUPPLEMENTAL INSTRUCTIONS)

Reference Attachment A (AE Submission Requirements) for a detailed outline and listing of specific requirements. As indicated under Section C, paragraph 1, below are supplemental instructions relative to AE submission requirements.

NOTE: The AE shall not proceed to the next design submission until comments have been received back from the VA. The AE will be allowed a “time-only” extension equal to the number of days that the VA takes longer than specified days to return review comments.

The following design milestones are required from Notice of Award:

a. 25% Schematic Design: Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting any and all data required for the design. The A/E is responsible for measuring and collecting actual field data that may be required. The A/E shall collaborate with VA COR and end user(s) to develop conceptual and viable design options to meet the intended scope of work. Dimensions, areas, spaces, etc. will need to be indicated clearly on the drawings. The AE shall work with the VA COR until an acceptable plan is developed and approved in writing by the VA COR. The A/E final deliverables for this phase are (hard and electronic copies):

1) Station Approved Plan (Siting Plan & Floor Plan)

2) Preliminary Cost Estimate (RS Means, Cost Works) for phase 2.

3) List of probable Specification Sections for phase 2.

4) Initial Design Analysis and Approach for phase 2.

5) A complete design package for phase 1 to include drawings, specifications, basis of design material, final cost estimate, and all relevant deliverable provided at 100% for phase 1 design.

b. 35% Design Development: These drawings shall be at the largest scale possible and shall show the utilities, infrastructure, architectural layout and other pertinent information necessary to provide information that will carry the design to the next review.

1. Drawings & Specifications: Provide one 22”x34” size D set and four 17”x22” size C sets. Provide one set of preliminary specifications indicating all of the AE proposed edits in a 3-hole punch binder. Drawings and specifications to indicate phasing requirements. Drawings in PDF format (1 combined PDF, and individual PDF files). Specifications in Word format (individual Word documents per specification section).

2. Cost Estimate: Provide a detailed cost estimate indicating labor, material and equipment cost in RS Means CostWorks format. Estimate shall include Prime Contractors Overhead, Profit, Bond and Labor Burden (typically 30%). This cost estimate shall be submitted in hard copy with the Design Analysis and an electronic copy on a CD.

3. Design Analysis: Provide a design analysis for each discipline indicating the design rational, thought process and design calculations (including actual field test and test date). Provide a draft preliminary detailed submittal register. Provide a list, by discipline, on what outstanding data or feedback is required from station. Provide one hard copy of the Design Analysis and one electronic copy on a CD.

4. FPE Review/Certification: Provide review comments made by the 3rd party Fire Protection Engineer for this submission.

5. Comprehensive drainage study of the site: Meet all requirements as defined in phase 2.

6. NOTE: The AE shall not proceed with the 65% design without written concurrence from the VA COR

c. 65% Design Development: This submission of drawings, specifications and cost estimate shall be very close to complete. This review by the VA shall be to validate that 35% comments were incorporated into the project. The construction documents should be sufficiently developed to cover all work items to be addressed by the project, including clearing defined phasing requirements. No major items missing from this submission. The VAMC review of these documents should result in very minor comments to allow for the next 95% submission. A/E shall provide a list of questions by discipline on anything that’s needed from the VA to continue and fully develop the next 95% design submission. Additionally, the A/E shall provide minutes from the last design review meeting and shall provide responses to all VA comments noted or identified during the last review submission.

1. Drawings & Specifications: Submit in the same manner as the 35% DD submittal. Specifications shall incorporate AE’s edits.

2. Cost Estimate: Submit in the same manner as the 35% DD submittal.

3. Design Analysis: Submit in the same manner as the 35% DD submittal. Include A/E responses to all 35% design review comments.

4. FPE Certification: Submit in the same manner as the 35% DD submittal. Specifications shall incorporate AE’s edits.

d. 95% Design Development: This submission of drawings, specifications and cost estimate shall be complete. This review by the VA shall be to validate that 65% comments were incorporated into the project. There shall be nothing missing from the construction documents. The VAMC review of these documents should result in very minor comments to allow for the next submission to be final. If the comments of this set of documents results in numerous comments, then a 99% review or a check set of certain elements of the design may be required before the AE shall proceed to the 100% Final Construction Documents.

1. Drawings & Specifications: Submit in the same manner as the 65% DD submittal.

2. Cost Estimate: Submit in the same manner as the 65% DD submittal.

3. Design Analysis: Submit in the same manner as the 65% DD submittal. Include A/E responses to all 65% design review comments.

4. FPE Certification: Submit in the same manner as the 65% DD submittal.

e. 100% FINAL Construction Documents: This submission shall incorporate all project requirements and previous comments. These documents shall be ready for bidding/construction.

1. Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL “STAMPS” SHALL BE ON THIS SET OF DOUMENTS. Provide one 22”x34” size D set and two 17”x22” size C sets of FINAL construction drawings. Provide one set of FINAL fully edited specifications (specs in a 3-hole punch notebook, printed on both sides of the paper). Drawings and specifications to indicate potential phasing requirements. The drawings shall be as both AutoCAD (2020), and PDF format both in individual files per drawing and a combined drawing PDF file. The specifications shall be in separate WORD documents and separate PDF files for each specification section. Also, provide a combined PDF file for each complete volume of the specifications. Coordinate the naming & numbering of the files with the COR.

2. Cost Estimate: Submit FINAL CostWorks cost estimate in the same manner as previous submittal.

3. Design Analysis: Submit FINAL and complete Design Analysis documents including all calculations for each discipline. Submit in the same manner as the previous submittals. Include A/E responses to all design review comments.

4. FPE Certification: Provide a FINAL certification letter from a 3rd party registered Fire Protection Engineer stating that the FINAL plans and specifications are in compliance with the current Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) code.

CONSTRUCTION PERIOD SERVICES (CPS)

A/E shall provide full post design services construction period service IAW the Special Provisions of this contract. The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

· PRE-AWARD: CPS to include assistance with questions, request for information (RFI’s), meeting conference calls, clarifications and addendums during the construction solicitation phase.

· POST-AWARD: CPS also include full support through the construction phase to include but not limited to, assisting with questions, clarifications, inspections, reviewing and responding to RFI’s and review/coordination of contract modifications/change orders. Provide a submittal log for construction. Designing and estimating of design omissions. Promptly review all material submittals, shop drawings, and test reports. Promptly recommend acceptance or rejection to COR, and in no case longer than 5 working days after receipt. Note: CPS will be needed during the Phase I construction project once the Phase I design is completed/accepted, and moved to construction while the Phase II design is in progress. CPS will then be included with Phase II at the end of the design period and at the time of construction.

· POST-AWARD SITE VISITS: CPS shall also include a minimum of 3 Site Visits for each phase I and II. Type and discipline of site visit shall be determined at the time of need by the COR.

· AS-BUILTS: AE shall also incorporate contractor’s as-builts/redline drawings on AutoCAD (2020) bound and provide both electronic (two CDs clearly labeled) and hard copy sets. Hard copy sets of as-built drawings shall consist of one full size set and four 22”x34” size sets.

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