SOW 502 21 104 09 June 2021.doc

Project #502-21-104 AE Design Project #502-21-104 AE Design

DEPARTMENT OF VETERANS AFFAIRS

Alexandria VA Health Care System

A/E DESIGN SCOPE OF WORK

Replace Roof for Building 7 502-21-104 I. Definition and Acronyms:

I. Pre-Construction Risk Assessment (PCRA), Interim Life Safety Measures (ILSM), Request for Proposal (RFP), Certified Independent Third-Party Safety Professional (CITP) National Fire Protection Association (NFPA), The Joint Commission (TJC), Facilities Condition Assessment (FCA). Competent Person (CP), Contracting Officer’s Representative (COR), Central Energy Plant (CEP)

II. GENERAL REQUIREMENTS

1. The Architectural/Engineering Consultant (A/E) shall provide all architectural and engineering services necessary to prepare complete contract documents consisting of specifications, drawings, and any other documents for bidding purpose and A/E construction period services for preparation of construction documents, cost estimates and other items as indicated to accomplish the replacement of the roof and gutters for building 7. AE must consider that the replacement of the roof and gutters may result in revisions to supporting structural components.

2. Work shall include, but is not limited to, the above detailed requirements which are to be considered a basic part/minimum requirement of this project and shall be fully developed by the A/E, discussed, and resolved with Alexandria VA Health Care System staff.

3. The A/E shall schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer, and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of plans and VA specifications for the replacement of the building 7 roof and gutters. At least two additional site visits are necessary during the design phase.

4. The existing roof will be removed except for the new addition that was installed within the last seven years. The gutters will be replaced, and downspouts added where necessary connecting to the existing rainwater collection system.

5. The A/E shall perform any other necessary investigative work, i.e, meet with or communicate with VA staff regarding design layout.

6. The design and resulting construction must, as a minimum, be in accordance with all applicable codes, (NFPA, JCAHO, NEC, UPC, UMC, ASME, ASHRAE, EPA), Controlled Environment Testing Association (CETA) and Department of Veterans Affairs (VA) publications, Master Construction Specifications, Construction Standards, Design Guides and Standards.

7. All design and work will conform to the current edition of the VA Master Specifications and VA Design Standards as published at the following site: www.cfm.va.gov; ASME, ASHRAE, OSHA, IBC 2009, IPC 2009, IMC 2009, NFPA, ABA, ABAAS, ADAAG and NEC building codes and standards.

8. Building 7 is on the Historic Register. All considerations must be given to the impact design will have on the historic structure. All work must be done in accordance with the National Historic Preservation Act. The Louisiana State Historic Preservation Officer (LA SHPO) is to be consulted to ensure compliance with the Act.

9. Survey report will be generated 2 weeks after NTP.

III. INVESTIGATIVE WORK:

The A/E, with the aid of VA staff is to perform all necessary testing and investigative work required to adequately design the project. Utilizing “as-built” drawings provided by the VA and design staff site visits, the A/E will investigate scope of required new construction. The 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 that the firm will take during the design process to ensure a quality finished design is achieved.

IV. DESIGN CONSIDERATION:

1. Design shall include, but is not limited to, the following:

a. VA specification guidelines.

b. Construction drawings

c. Construction cost estimate

d. ASHRAE design considerations

e. Other necessary design considerations.

f. Historic preservation considerations.

V. DESIGN Requirements:

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

· Replace the building 7 roof and gutters at VAMC, Alexandria, La. The project includes general re-design and removal of existing roof and gutters.

· The roof has several large sections that will be re-roofed. The new addition that includeds clay tile sections will not be replaced. Please see attached drawings.

· All drains inside from roof to floor.

· Reseal any penetrations or cracks

· Expansion joints, seals, leaks, abuttment joints, etc.

· Any points for water infiltration

· Gutters/flashing to be copper per SHPO guidelines

· Flashing replacement, decking, water and ice shields, etc.

· Survey report 2 weeks after NTP

· Flat roof areas will be replaced with TPO roofing

· All work must adhere to SHPO guidelines This is an occupied office and medical building; this project will require phasing the construction to minimize the disruptions to the VA Medical Center. The A/E will evaluate the entire project and make recommendations how to phase the roof replacement. This contract will provide for complete site investigation, design (construction documents), construction period services (CPS) and construction site visits.

A/E will identify the construction time periods for shutdowns and lengths on the phasing drawings. Also, identify construction that will be required to occur outside of normal operational hours (Monday -Friday, 7:00 a.m.-4:30 p.m.), excluding federal holidays and weekends.

Schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer, Maintenance and Operations, and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of plans and VA specifications to replace the building 7 roof.

Design for the roof replacement shall include a structural analysis of the existing structural components that will support the new roof.

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 240 days from Notice to Proceed.

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 that 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.

DRAWINGS

This project will utilize AutoCAD, version 2019 All VA design guides and requirements can be found online at: http://www.cfm.va.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent requirement shall govern. All drawings must be bundled using the “e-transmit” function.

UTILITY SURVEY

During the design phase, the A/E will coordinate with VA Staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to extent necessary by the A/E. A/E shall procure any services (to include, but not limited to any applicable utilities for the Building 7 roof replacement) required to adequately test and determine the capacity of the existing utility system.

ASBESTOS

The A/E shall investigate the construction site to verify any asbestos containing materials. If asbestos is encountered, it is the A/E and their subcontractor’s responsibility to adhere to all VA, OSHA, Federal, and State regulations of ACM procedures. Submittal packages for the Asbestos & Indoor Air Quality (IAQ) qualifications shall be provided to the VA. The Industrial Hygienist (IH) shall perform duties as necessary by monitoring, inspecting, and testing inside / outside the work area in accordance with OSHA requirements. Asbestos survey for this building is available upon request but may not be fully inclusive.

Note: Some site investigation work may be in asbestos contaminated areas and will require the A/E to have their personnel trained for Class 3 Asbestos Work (Maintenance & Operations within Asbestos Contaminated areas).

SCHEMATIC DESIGN

Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting all data required for the design. The A/E is responsible for measuring and collecting actual field data that may be required. This schematic design phase is an iterative process and requires close coordination with the VA staff. The preliminary schematic design/layout will most likely require tweaking until a final plan/layout is officially approved by the hospital. Dimensions, slopes, etc. will need to be indicated on the drawings. AE shall work with the VA staff until an acceptable PROJECT SPECIFIC plan has been developed and approved in writing by the VA.

ASBESTOS ABATEMENT SURVEY

During the design phase, the A/E will coordinate with VA Staff to perform an asbestos abatement survey to facilitate the design. The AE shall survey the areas of conflict in question to incorporate into the design documents accordingly.

HAZARDOUS MATERIAL ABATEMENT SURVEY

During the design phase, the A/E will coordinate with Alexandria VA Health Care System Staff to perform a hazardous material abatement survey to facilitate the design. The A/E shall survey the areas of conflict in question to incorporate into the design documents accordingly.

The A&E shall be responsible for surveying the areas of work for hazardous material and include the abatement of the hazardous material in the design documents. There may be other non-related local utilities that need to be relocated or modified to facilitate renovation. The A&E shall design plans that will expedite the construction process. Proper construction phasing of work with time limitations shall be included. Also, the replacements shall be done without interrupting hospital operations throughout the entire replacement process. A report of the hazardous material finding will be submitted with the 65% design submission.

FIRE PROTECTION ENGINEER REVIEW & CERTIFICATION

The A/E shall incorporate all comments from a review by a registered Fire Protection Engineer (FPE) to ensure the design proceeds in accordance with Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) codes. The FPE’s review comments shall be provided along with each design submittal starting with the 65% Design Development drawings. With the Final 100% Construction Documents submittal, provide a FINAL certification letter from a registered FPE stating that the FINAL plans and specifications are in compliance with the current LSC and NFPA codes. *The VA COR will submit the 65% design documents to a registered FPE.

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the latest edition of the Physical Security Design Manual for VA Facilities, Life-Safety Protected/Mission Critical Facilities as applicable.

HANDICAP ACCESSIBILITY

The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), ABAAS (Architectural Barriers Act Accessibility Standards) and PG-18-13 (Barrier Free Design Guide) in all areas.

COMMISSIONING

The construction and intended use does require commissioning. The A/E shall incorporate the VA’s commissioning specification into the design and complete set of construction documents as applicable.

GOVERNMENT FURNISHED INFORMATION

The following is a list of government furnished 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

PG-18-10 Design Manuals (by discipline)

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

Uniform Federal Accessibility Standards (UFAS)

ABAAS (Architectural Barriers Act Accessibility Standards)

Physical Security Design Manual for VA Facilities, Life-Safety Protected

NOTE: Utilize the latest version of guidance at time of design award.

VI. SUBMISSION OF DOCUMENTS:

1. The VA staff shall have a maximum of 15 calendar days to review and coordinate each A/E design submissions broken down as follows in section 9 (Design Submittal Schedule). If the VA workload does not allow for a thorough review within 15 calendar days, the A/E shall not proceed to the next design phase until comments have been received from the VA. The AE will be entitled to a time only contract extension for the number of VA review days beyond what is specified above.

2. The following specifies the documents, etc., required to be submitted by the consultant to the Contracting Officer for distribution for each scheduled review and the due dates for each submission. Dates indicated must be strictly adhered to.

3. Working Drawings:

General

a. The Architect/Engineer shall design and estimate so that all applicable codes are met. The A/E and their design teams will be required to attend a 0% pre-design meeting with the Alexandria VA Health Care System personnel to outline the scope of the design project. The A/E should be prepared to walk through the work site, take pictures, ask questions, take measurements, review as‑built drawings and VA specifications and gather any other pertinent information necessary to fully understand the scope of the design task. The A/E will also be required to make a formal presentation at the 65% and 100% reviews in person.

b. The A/E shall take written minutes of the pre-design meeting and all design reviews, in which he is in attendance, and provide the Alexandria VA Health Care System with them within two (2) working days.

c. The A/E shall establish a construction schedule.

d. The A/E shall prepare a list of equipment and material submittals required by this project as separate specification section in the contract package.

e. In each submission, the A/E shall incorporate all materials, procedures, etc., specified and all revisions according to comments made by either the Health Care System, Regional Safety & Fire Protection Engineer or VA Central Office where applicable.

4. 35% – 35% design submission required within the time specified below in section 9.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 35% Review.

b. Specifications — Consultant shall provide (2) sets of edited, assembled, and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide a (2) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services, and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends, and other schedule information.

(3) Also show complete details, notes, sections, and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(a) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

e. This submission will be reviewed and one (1) copy of the plans and specifications returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

5. 65% – 65% Design is required within the calendar days specified in section 9.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 65% Review.

b. Specifications — Consultant shall provide (2) sets of edited, assembled, and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide a (2) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services, and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends, and other schedule information.

(3) Also show complete details, notes, sections, and locations.

6. 95% – 95% Design is required within the calendar days specified in the design submittal section.

d. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 95% Review.

e. Specifications — Consultant shall provide (2) sets of edited, assembled, and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

f. Drawings — Consultant shall provide a (2) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services, and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends, and other schedule information.

(3) Also show complete details, notes, sections, and locations.

g. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(1) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

h. This submission will be reviewed and one (1) copy returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

7. 100%—100% Design two (2) sets of specifications, drawings and cost estimates are required within the calendar days specified in section 9.

a. Submittal Letter — Consultant shall provide a submittal letter addressed to the Contracting Officer stating documents submitted for 100% Review.

b. Specifications — Consultant shall provide (2) sets of edited, assembled, and technical Project Specifications to the Project Engineer to be used on this project. Marked up standard specifications are acceptable. The most current VA Master Specifications shall be used on this project and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

c. Drawings — Consultant shall provide a (2) full set of project drawings showing the Basic Plan for each discipline involved. This shall include:

(1) All drawings developed for the previous reviews shall be detailed showing all utilities, services, and sizes as well as other required construction detail.

(2) Show complete plan views, elevation views, photographs, legends, and other schedule information.

(3) Also show complete details, notes, sections, and locations.

d. Cost Estimate – Consultant shall provide a cost estimate to both the Contracting Officer and the COR/engineer and ensure that the following items are included:

(1) Certification that the quantities have been checked and found to be correct.

(2) All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

(3) Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added into material costs.

(4) Cost totals should reflect labor and materials separately and should be formatted as follows:

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

e. This submission will be reviewed and one (1) copy of the plans and specifications returned to the Consultant. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A/E firm.

f. In accordance with the previous review requirements, with all review Specification — consultant shall provide to the COR/engineer specifications, complete comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general construction sections.

8. Final submission — after completion of all the 100% review comments and corrections, the final contract documents shall be prepared, and submitted within twenty (20) calendar days after notice to proceed is issued by the Contracting Officer.

a. Submittal letter — consultant shall provide a submittal letter stating that the changes and corrections noted on the previous review have all been evaluated and incorporated in the documents submitted for the final submission. List these documents:

(1) Provide as a minimum a 700mb recordable disk containing digital drawings and technical specifications and two hard copies.

(a) Drawings to be in AutoCAD 2019 or later and PDF format

(b) The Combined Specifications to be in Word and PDF Format

(i) The most current VA Master Specifications shall be used on this final documentation submission and are available on internet: http://www.cfm.va.gov/TIL/spec.asp

(2) A final cost estimate based on revisions made at 100% review and cost estimate of bid items if required.

(a) Totals – Labor and materials for all branches of work.

(b) Contingencies – None.

(c) Overhead and Profit – A nominal percentage to reflect variation of trades, project size, competition, etc.

(d) Total Estimated Cost.

(3) A final set of design calculations (where applicable).

(4) A&E Design and AS-BUILTS only:

(a) The CD case shall have the full name of the firm, address, contact phone numbers, Project number (station number, year, the number of the project) and Set 1 of CDs if more the one CD is required, on the inside of the CD case only there shall be an index of drawings with page numbers and drawing numbers.

(b) The CD face shall contain the same information as the CD case except “the index”. The CD shall not have anything to unbalance it.

(c) All information shall be neatly typed and legible without the aid if any type of magnifying devises.

(d) All CAD data and project specifications shall be delivered on Compact Disk(s) (CD) 650MB or greater. All data files shall be organized using the directory structure (path) as outlined in the CAD Standards, Naming Conventions section of this document. All files shall be free of corrupted or unusable data.

(e) All CAD data shall be supplied in the latest version of the translation format, DWG. The contractor will be responsible for ensuring that all files shall translate to the VAHS's target CAD system, AutoCAD 2019.

(f) The A&E shall ensure a separate layer identified as SQUARE FOOTAGE, with the length, width, and square footage of all mechanical, office, and patient area, corridors, etc. this layer shall have the total of existing renovated space, total of new construction and the total square footage of the entire renovated area.

9. Design Submittal Schedule: Design time allotted to be as follows in working days from award date or Notice to Proceed (NTP). Where an Accelerated Package may be included with a Base Design submittal, it will have the same schedule as the Base Design Package associated with it in the design submittals requirements:

1) Kick-off meeting, A/E Site and HazMat visits.

- 7 calendar days after NTP

2) Begin 35% Design Submission - 10 calendar day after NTP

3) Receive 35% working drawings, specifications

- 60 calendar days after NTP

4) 35% design meeting with VA

- 75 calendar days after NTP

5) 35% Comments by VA back to A/E

- 80 calendar days after NTP

6) Receive 65% working drawings, specifications

- 140 calendar days after NTP

7) 65% design meeting with VA

- 155 calendar days after NTP

8) 65% Comments by VA back to A/E

- 160 calendar days after NTP

9) Receive 95% working drawings, specifications

- 190 calendar days after NTP

10) 95% design meeting with VA

- 200 calendar days after NTP

11) 95% Comments by VA back to A/E

- 205 calendar days after NTP 12)100% Design meeting with VA - 210 calendar days after NTP

13)100% comments by VA back to AE - 220 calendar days after NTP 14) Complete construction docs and specs

- 240 calendar days after NTP VII. PRE-BID CONFERENCE — the A/E is required to attend the pre-bid conference, which will be scheduled by the Alexandria VA Health Care System, contracting and procurement section, prior to the bid opening date for the purpose of answering questions and clarifying the project specifications and drawings with prospective bidders. The project site will also be visited to verify existing field conditions and dimensions. Construction is estimated to begin in FY22.

VIII. PRE-CONSTRUCTION MEETING — the A/E is required to attend the pre-construction meeting for the project which will be scheduled by the Alexandria VA Health Care System for the purpose of answering questions and clarifying the bid documents, etc., with the contractor. The A/E is to provide five (5) complete sets of contract drawings and specifications to the construction contractor at this meeting. The A/E shall take written minutes of the pre-construction meeting and provide the Alexandria VA Health Care System with them within five (5) working days.

IX. CONSTRUCTION PERIOD SERVICE REQUIREMENTS

1. Review of submittals — Consultant shall review all material submittals, shop drawings and test reports. Reviews shall be completed, and submittals returned to the COR/ engineer with fifteen (15) calendar days from receipt of request.

2. Review analysis of change order and costs — consultant shall provide prompt response when contacted by resident engineer to review and provide analysis of change orders and costs.

3. Site visits — Consultant shall provide weekly site visits throughout the duration of construction activities and one (1) final inspection for the project. (Please include price for additional site visits should they be desired by resident engineer.) The architect/engineer will also make a written inspection report within two (2) working days after each site inspection.

4. Weekly Construction Phase Meeting --- Consultant shall be required to attend all weekly construction phase meeting in person or via tele-conferencing to discuss any issues or concerns the VA staff or contractor may have. AE to provide meeting minutes for all weekly calls and drawing reviews.

5. One set of drawings / Markup Drawings shall be on site or in Job shack with all documented changes to the project. Must be legible and ready at any time for the COR to review while in the area. Once completion of construction this set of drawing will be turned into the COR so it can be given to the A&E to make all changes and create the final set of “AS-BUILT“drawings. In accordance with Alexandria VA Healthcare Systems Computer Aided and Drafting Standards.

6. A punch list will be generated from final walk around and must have cash amounts accompanying.

X. MISCELLANEOUS:

1. Following approval of the final (100%) review material, the A/E will provide the government with electronic sets of the approved contract, drawings, and specifications. Drawings shall be furnished in AutoCAD 2019 electronic format and one set of drawings in .pdf for distribution. The specifications shall include those sections prepared and edited by the Contracting Officer and shall be furnished in MS Word format. Specifications shall be of the most recent version on the VA Master Specifications TIL

2. A/E will provide additional services as outlined in Special Provisions (Architect-Engineer Contract) including construction period services, site surveys, as-built drawings, etc.

3. Design to be in accordance with applicable federal, state, and local codes (ASCE, ASME, ASHRAE, NFPA, JCAHO, OSHA, VA design guides and Master Specifications, etc.).

4. Design shall be in accordance with Program Guide, PG-18-15, and Volume C of the TIL.

5. Design to identify any tasks that require extended hours and shall detail the requirements for the general contractor.

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