SOW - 613-22-700_EHRM Infrastructure Upgrades_Supplement B_REV1_21-1124.docx

PROJECT # 613-22-700

EHRM Infrastructure Upgrades - (Design) VAMC Martinsburg, WV

PART 3 SUPPLEMENT “B”

I. GENERAL INTENT:

A. This project will engage an (A/E) architectural/engineering firm to provide Schematic Design, Design Development, Construction/Bid Documents, Specifications, Construction Cost Estimate, and Construction period services for “EHRM Infrastructure Upgrades”.

B. SCOPE OF WORK:

1. The scope of this project includes, but is not limited to, the following infrastructure improvements: Electrical (electrical panel upgrade, power (normal, emergency)); Bonding; UPS; Building Management System interfaces; assessment for new and upgrades to existing HVAC; reconfiguration, expansion, and renovation of existing space (demo, new construction, finishes, cable); construction of space for datacenter (demo, site work and utilities, physical security, new construction, finishes, cabinet installation, cable management, fire protection, power, UPS, HVAC); communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary; physical security upgrades; assessment and upgrade of fiber infrastructure backbone campus‐wide, within buildings and between buildings; and hazardous material abatement.

2. The following buildings numbers are part of the scope of work and shall be reviewed and design services provided for as listed under item ‘1’:

500, 501A, 501B, 502A, 502B, 502C, 502D, 502E, 19, 117, 302, 308, 314, 318, 320, 328, 331, 519, 503, 504, 508, 512, 513, 516, 518, 205A, 209A, 211A, 217, 307B, 311B, 317, 403A and 413B.

3. The campus site infrastructure, in relation to this scope of work, shall also be assessed and design services provided for as applicable to item ‘1’ above and connectivity between the buildings listed in item ‘2’.

4. The A/E will perform all surface and subsurface investigative work pertaining to foundations, geotechnical, structural, mechanical, electrical, plumbing, fire alarm, sprinkler, telecommunication, public address system and their associated appurtenances located in other areas of the work area as deemed necessary to provide a complete and constructible design.

5. In addition to design of required new work areas the A/E will design the required rerouting, relocation, and/or extension of all existing utilities electrical, plumbing, etc. which may pass thru the proposed design area servicing surrounding spaces and future expansions.

6. In accordance with Telecommunications and Special Telecommunications Systems Design Manual, February 2016, (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), “Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.”

7. The heating, ventilation, and air conditioning (HVAC) design shall comply with the VA HVAC Design Manual. Controls will be compatible with existing Johnson Metasys Building Automation System. Design shall also include recommendation of at least three energy savings alternatives for consideration. The plumbing design shall comply with VHA Directive 1061 and the VA Plumbing Design Manual.

8. The A-E will be responsible for arc flash analysis and labeling. Please copy same verbiage as already provided from VA Electrical Design Manual.

9. The A/E shall perform all calculations, studies, analysis and reports as detailed under the VA Electrical Design Manual, paragraphs 1.10.1, 1.10.21.10.3, and 1.10.4. The A/E shall not consider this as authority for “sole source”. Calculations will be based on “basis of design” provided by the A/E, and revised during the submittal review process. These studies will be used to update the existing Electrical Deficiencies Study using SKM Power Tools. A/E is responsible for creating and applying arc flash labels in compliance with NFPA 70E-2018.

10. The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

11. A/E shall maintain a secure web-based repository (e.g. FTP, Submittal Exchange, Newforma, Proforma, or similar that is acceptable to the VA) to allow for the file transfer to the VA and the Contractor of all submissions and communications. Access to this site shall adhere to VA standards for information security and protection of data.

II. PROJECT INFORMATION:

A. CODES & STANDARDS:

1. The VA Facilities Management Department drawing files shall be made available to the A/E team for reference and duplication. All VA facility as-built drawings are provided to the A/E for informational purposes only. All documents provided portraying existing conditions shall be checked for accuracy. AutoCAD (version 2018) files, site plans and utilities will be provided in electronic format as available.

2. The Architect/Engineer shall use the following standards when developing the design. VA information may be downloaded from http://www.va.gov/facmgt/standard/

a. VA Master Construction Specifications. Note: current TIL specifications shall be used, and current version or date will remain on the specification header until 100% submission. Submittal of specifications shall be made using “edit” mode to track modifications to specifications.

b. VA Standard Details

c. VA Design and Construction Procedures

d. VA Design Manuals

e. A/E Submission Instructions for Minor and NRM Construction Program Guide, PG-18-15, Volume C (http://www.cfm.va.gov/til/aeDesSubReq.asp).

f. A/E will refer to the checklist in the attached quality control document: 613-xx-xxx Process QA-QC_--%. These further outlines required file types.

g. A/E and VA review team shall use the attached file: Minutes RFIs Reviews_Template. This shall be used as a central location to track meeting minutes, VA comments, and A/E comments as the design progresses.

3. The following references should also be used to complete the design documents:

a. VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

b. VA OEHRM Site Infrastructure Requirements 2.0

c. SEP (SOCAMES 6) Design Alerts

4. At a minimum the A/E shall reference the VA design guide plates located at http://www.cfm.va.gov/til/dGuide.asp, Design Alerts at https://www.cfm.va.gov/til/alert.asp, and the VA design manuals located at https://www.cfm.va.gov/til/dManual.asp for comprehensive architectural and engineering requirements for each space listed.

5. Fire and Life Safety requirements will be designed under the Governing Codes of NFPA 101 Life Safety Code (2021 Edition) and the Department of Veterans Affairs Fire Protection Design Manual (2021 Edition), NFPA 70-2017, or most current edition in publication.

6. Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department‐wide.

B. Auto CAD Requirements:

a. All drawings shall be created in AutoCAD 2018.

b. Drawings shall be D or E size, using the VA standard title block

C. DESIGN FEES:

a. A six percent (6%) A/E limitation imposed by law exists for the preparation of contract drawings and specifications portion of the contract per 48 CFR, Chapter 8, Part 836.606-73

D. Project Funds Limitation:

a. Construction Cost Budget $27,879,000.00

E. PROPOSED SCHEDULE: (Subject to change due to final determination of Pre-design Meeting date, but durations will remain the same).

The A/E shall perform the work required by this contract within the limits of the following schedule and shall provide professional architects and engineers as directed by the Contracting Officer who are familiar with the work to attend the Design Reviews which may be scheduled at the time of each design submission. All days listed are calendar days.

a. Award of Design:

Note:

1. AE shall not proceed with any subsequent submission or anticipated design work without the expressed written permission of the Contracting officer.

III. PRELIMINARY DESIGN REQUIREMENTS: 10%

A. The A/E shall evaluate all the items listed in the scope of work above and determine severity with a recommended priority for correction.

B. Include a site visit for key team members to interview staff/users.

C. The A/E shall determine what if any additional support documentation shall be provided at this presentation to present and convey each of the solutions.

D. Provide 1 set of full-size drawings, 3 sets of half size drawings, 1 sets of 3-ring binders for support documentation, a construction estimate including deduct items, and 2 compact disks of entire submission. Two CDs will be provided with copies of all documents submitted in both their native format as well as PDF. The compact disks shall contain all drawings which shall be created in AutoCAD 2018 and Adobe PDF. Each DWG representing a sheet must be fully self-contained and all references and/or links bound.

E. Notify VA when construction budget is exceeded and provide recommendations for keeping the project within budget. If SOW initially requires options for alternate locations to be selected, a CE is required for each.

IV. SCHEMATIC DESIGN REQUIREMENTS: 30%

A. Per the schedule above, the A/E shall provide 30% Schematic Design documents for review.

B. Provide 1 set of full-size drawings, 2 sets of half-size drawings, 1 set of binders for specifications and support documentation, the construction estimate, and 2 compact disks of entire submission. Two CDs will be provided with copies of all documents submitted in both their native format as well as PDF. Notify VA when construction budget is exceeded, and provide recommendations including possible scope changes for keeping the project within budget.

C. Submission requirements at a minimum shall match items listed under ‘Schematic’ in ‘A/E Submission Instructions for Minor and NRM Programs’ (PG-18-15) for the varying disciplines and deliverable requirements.

D. Include a Site Visit for this submission with key team members to interview staff for comments.

E. Provide “bound” AutoCad drawings, drawings in Adobe pdf, specifications in Word in the tracking mode, and specifications in pdf.

V. DESIGN DEVELOPMENT REQUIREMENTS: 60%

A. Per the schedule above, the A/E shall provide 60% Design Development documents for review.

B. Provide 1 sets of full-size drawings, 2 sets of half-size drawings, 1 set of binders for specifications and support documentation, the construction estimate, and 2 compact disks of entire submission. Two CDs will be provided with copies of all documents submitted in both their native format as well as PDF. Notify VA when construction budget is exceeded, and provide recommendations including possible scope changes for keeping the project within budget.

C. Submission requirements at a minimum shall match items listed under ‘DD’ in ‘A/E Submission Instructions for Minor and NRM Programs’ (PG-18-15) for the varying disciplines and deliverable requirements.

E. Provide “bound” AutoCad drawings, drawings in Adobe pdf, specifications in Word in the tracking mode, and specifications in pdf.

VI. CONSTRUCTION DOCUMENTS REQUIREMENTS: 95%

A. Per the schedule above, the A/E shall provide 95% Construction Documents for review.

B. Provide 1 set of full-size drawings, 2 sets of half-size drawings, 1 set of binders for specifications and support documentation, the construction estimate, and 2 compact disks of entire submission. Two CDs will be provided with copies of all documents submitted in both their native format as well as PDF. Notify VA when construction budget is exceeded, and provide recommendations including possible scope changes for keeping the project within budget.

C. Submission requirements at a minimum shall match items listed under ‘CD’ in ‘A/E Submission Instructions for Minor and NRM Programs’ (PG-18-15) for the varying disciplines and deliverable requirements.

E. Provide “bound” AutoCad drawings, drawings in Adobe pdf, specifications in Word in the tracking mode, and specifications in pdf.

VII. FINAL DOCUMENTS REQUIREMENTS: 100%

A. Per the schedule above, the A/E shall provide 100% Construction Documents for review.

B. Provide 1 set of full-size drawings, 2 sets of half-size drawings, 1 set of binders for specifications and support documentation, the final construction estimate, and 2 compact disks of entire submission. Two CDs will be provided with copies of all documents submitted in both their native format as well as PDF. Notify VA when construction budget is exceeded.

C. Submission requirements at a minimum shall match items listed under ‘CD’ in ‘A/E Submission Instructions for Minor and NRM Programs’ (PG-18-15) for the varying disciplines and deliverable requirements.

D. Provide “bound” AutoCad drawings, drawings in Adobe pdf, specifications in Word in the tracking mode, and specifications in pdf.

VIII. BID DOCUMENTS REQUIREMENTS.

A. Per the schedule above, the A/E shall provide Bid Documents for review.

B. Provide 2 sets of full-size drawings, 2 sets of half-size drawings, 2 sets of binders for specifications and support documentation, the construction estimate (if it has been revised), and 3 compact disks of entire submission. Two CDs will be provided with copies of all documents submitted in both their native format as well as PDF. Hard copies shall be made from the CD so there is assurance the print copies and digital copies are the exact same.

C. Submission requirements at a minimum shall match items listed under ‘CD’ in ‘A/E Submission Instructions for Minor and NRM Programs’ (PG-18-15) for the varying disciplines and deliverable requirements.

D. Provide “bound” AutoCad drawings , drawings in Adobe pdf, specifications in Word in the final accepted changes mode, and specifications in pdf.

IX. DESIGN PERIOD SERVICES REQUIREMENTS:

A. The A/E shall provide submissions as listed above. The electronic submission of drawings shall be both in the AutoCad CAD format as well as Adobe PDF. The PDF format shall be a combined set. Word, Excel, etc. shall all be in the latest format as used by the VAMC-Martinsburg, WV as well as PDF copies.

B. A/E shall maintain a single consistent secure web based repository (e.g. FTP, Submittal Exchange, Newforma, Proforma, or similar that is acceptable to the VA) to allow for the file transfer to the VA and of all submissions and communications. Access to this site shall adhere to VA standards for information security and protection of data.

C. During the bidding period the A/E shall incorporate all addendum modifications resulting from RFI’s, clarifications, corrections, and etc. into the contract documents using revision clouds on the drawings and revision dated footers into the specifications. Before construction contract award the A/E shall resubmit ‘3’ compact disks of electronic copies of the revised drawings and specifications for use during the construction period.

D. Architect/Engineer to provide in fee proposal the following site visits

a. Pre Design Kick Off

b. Site Investigation and Meeting with Users

c. Review of Preliminary Design 10%

d. Review of Schematic Design 30%

e. Review of Design Development 60%

f. Review of Contract Documents 95%

g. Review of Final Documents 100%

X. CONSTRUCTION PERIOD SERVICES REQUIREMENTS:

Note: VA will perform daily construction administration and inspection including issuing change orders and answering RFI’s.

A. A/E shall maintain a secure web-based repository (e.g. FTP, Submittal Exchange, Newforma, Proforma, or similar that is acceptable to the VA) to allow for the file transfer to the VA and the Contractor of all submissions and communications. Access to this site shall adhere to VA standards for information security and protection of data.

B. Pre-Bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package C. A/E shall develop a submittal log of all required Contractor submittals. Update it with date of submissions, returns, and approval status of submissions. (Attached Form 4288R or Submittal Log are examples.)

D. A/E shall answer RFI’s from the VA and the Contractor when requested by the VA.

E. Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings.

F. A/E shall provide the estimate for all RFP’s for changes requested of the Contractor.

G. A/E team to perform review (for approval or revisions) of all construction submittals.

H. A/E team to provide 1 set of D -size as-builts at the completion of the project from marked-up construction drawings within 30 days of construction completion. All drawings shall be created in AutoCAD 2018 and Adobe PDF. A Compact Disk will also compliment with as-built information will be provided to the VA for archive.

I. A/E team shall participate in Pre-Construction Conference.

J. A/E team shall participate in a Pre-Commissioning meeting and site visit with the Commissioning Agent.

K. A/E team shall conduct (50) Construction Site Visits with thorough inspections of relevant trades each shall be followed with a report of any issues uncovered.

L. A/E team shall conduct a thorough final inspection and provide the COR with a detailed punch list of items to be corrected.

M. In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

XI. SOW ATTACHMENTS:

The following documents are attached to this SOW for A/E use and incorporation into the project documents:

a. Campus Building Plans & Site

b. Contractor Response Postures

c. Master Site Plan

End of SOW