SOW 648-349 Constuct Space for Surgery final 1-25-23 VMC.pdf

Portland VA Medical Center January 25, 2023 3710 Southwest US Veterans Hospital Rd Portland, OR 97239-2964

SCOPE OF WORK

ARCHITECT-ENGINEER and RELATED PROFESSIONAL SERVICES FOR

PROGRAMMING, PLANNING, DESIGN AND CONSTRUCTION PERIOD SERVICES

Project: 648-349, Construct Space for Surgical Service (Portland) The VAAR magnitude of construction for this project is between $5,000,000 and $10,000,000

A. Scope of Work: This project will require site investigation, design development, construction specifications, and other A/E Services to develop detailed construction documentation for Construct Space for Surgical Service (Portland) at the VA Portland Healthcare System, Portland campus. The specific detailed information and requirements are as follows:

This project will build out space on to the 2nd floor roof above the lab and adjacent to the 3rd floor surgical suite. The space is approximately 3,750 square feet. The new space will be an addition to the surgical suite and to the PACU (post anesthesia care unit).

Additional space for the surgical suite will be support space such as storage, equipment and workspace. Additional space for the PACU will be open bay patient recovery space.

This new space will include expanding the interstitial space.

1) The project will include a complete design consisting of site prep, structural, siding, roofing, flooring, ceiling, HVAC, plumbing, medical gases, power, lighting, fire protection, equipment support, nurse call, and fire alarm systems.

2) Total area of planned renovation is approximately 3750 sqft with 3750 sqft of interstitial space.

3) All fire protection changes will be shown by the A/E as Design/Build in the contract documents. All other work shall be fully designed by the A/E.

4) The VA anticipates that this project will be bid amongst SDVOSB (Service Disabled Veteran Owned Small Businesses) construction contractors.

5) Finish specification(s) will be provided by the VA and will match the existing building standards. The A/E will incorporate the VA’s finish specification information into the Finish Schedule.

6) The design shall meet all VA standards and criteria, and all applicable local, state, and federal codes, including seismic and infection control. The VA follows all current National Fire Protection Association (NFPA) codes and standards.

7) The A/E will follow VA construction guidance from the Technical Information Library (TIL) at the VA Construction and Facilities Management website at www.cfm.va.gov/TIL.

8) The A/E will put together a specifications package for the project using the TIL (www.cfm.va.gov/TIL). This specifications package will include all pertinent specifications tailored specifically for the project. All unnecessary sections and language will be removed.

9) The A/E will follow the Design Submission Instructions from the TIL (www.cfm.va.gov/TIL) unless otherwise negotiated. These instructions layout what is to be expected for each submittal.

10) The A/E will design the infection control measures using the Contractor Restriction form provided by the VA. This infection control plan will be submitted to the Contracting Officer’s Representative (COR) for review and approval then inserted in http://www.cfm.va.gov/TIL http://www.cfm.va.gov/TIL the appropriate specification. It will also be used to produce an Infection Control Risk Assessment (ICRA) that will be posted on the jobsite.

11) The A/E will coordinate with COR (VA Interior Design/SCM) for design of Furniture, Furnishings, and Equipment (FF&E) layouts.

12) The A/E will provide a preliminary cost estimate as part of the initial project assessment, and then itemized cost estimates at mid-design and final design by an independent 3rd party cost estimator ensuring the following:

1. Page one will be a summary page that lists out the base bid and any add alternates or bid deducts with their prices and individual periods of performance.

2. Specialty

a. Number of labor hours by trade

b. Labor dollars by trade

c. Material quantity

d. Material dollars

e. Equipment rental and associated cost

f. Any other direct cost not associated with work to be performed by a specific trade

3. Bonding Cost

4. Reasonable Profit (based on industry practice)

5. Reasonable Overhead (based on industry practice)

6. SDVOSB Markup, if applicable

7. Locality Cost

8. Hospital/Weekend/2nd Shift premiums

Develop a detailed budget document that lists all known costs associated with the project. Break the budget down by specialty and include – number of labor hours, labor dollars, material quantity, material dollars, equipment rental fees, additional direct costs not associated with work to be performed by a specific trade. Also include detailed budget for bonding cost, reasonable profit (based on industry standards) and reasonable overhead (based on industry standards).

Recent comparable projects and vendor quotes can be used as a guide.

Discuss these requirements with your COR and develop the budget together.

13) The plan must address that construction will occur within an operating VA campus and the work will not stop normal functions of the surrounding areas and services.

Any interruption of normal traffic flow will be handled by professional flaggers, either a third-party company or licensed flaggers working for the construction company.

14) A/E design personnel who will be on site will be required to submit for a background check, obtain a federal government PIV ID card, and attend a one-hour contractor orientation provided by the VA.

15) All VA construction and renovation projects occurring on buildings of 5,000sqft or more shall comply with the 2016 Guiding Principles for Sustainable Federal Buildings (Guiding Principles) located at www.cfm.va.gov/TIL. In addition, all applicable projects shall validate compliance with the Guiding Principles.

16) The A/E will produce detailed minutes for every meeting.

B.1 VAAR Magnitude of Construction: $5M - $10M

B.2 Boeckh Index: The estimated construction contract price set forth herein is based on the Boeckh Index of 2,689.6 for the period March-April 2022. This limiting cost will be adjusted as the Boeckh Index changes from the date of this fixed limit to the date the bids on the construction contract are opened.

C. A/E Design Submittals: The marked boxes represent required submittals for this

Contract:

Initial Project Assessment (10%)

a. Site visit(s) for field investigation and meet with functional area users & technical staff.

b. Prepare a study and investigative report verifying the project scope, any existing conditions and/or design considerations unique to the project area.

Design Development (35%)

a. Initial concept design, incorporating at least two alternative plans with phasing strategy, feasibility studies, analysis of infrastructure systems and recommendations defining the design approach in support of section A above.

b. Response to VA’s 10% review comments, if applicable.

Mid-Design (60%)

a. Advanced design and engineering scheme of selected alternative plan.

b. Outline specifications, (including table of contents)

c. Cost estimate, schedule of material submittals and finish schedule

d. Response to VA’s 35% review comments, if applicable

Pre-Final Design (95%)

a. Complete submittal of design drawings and specifications including material submittal listing and finish schedule.

b. Response to VA’s 60% review comments, if applicable

Final Design (100%)

a. Submittal of final design drawings, specifications including material submittal listing and finish schedule, and cost estimate.

b. Final design drawings will be prepared in .DWG, and .PDF format.

c. Response to VA’s 95% review comments, if applicable

D. Construction Contract Period: 425 calendar days, this project will bid in FY25

E. Construction Period Services:

Solicitation Phase:

1) Provide bidding assistance and evaluation

2) Attendance at the pre-bid site visit and project walk. A/E shall assist the VA during the site walk.

3) Provide written clarifications to Requests for Information (RFI’s) about the specifications and drawings that are submitted by prospective bidders and/or offerors prior to submission of offers. Written responses shall be prepared and forwarded directly to the VA Contracting Officer (CO) and Contracting Officer’s Technical Representative (COR). RFI responses are due within 3 calendar days of receipt. Do not provide responses to bidders/offerors.

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

Construction Phase

1) Attendance at the Pre-Bid, Pre-Construction, and final inspection conferences/site visits.

2) Participation at weekly project meetings (by phone), review of construction progress schedules, and in-person attendance at one project meeting each interim month during construction.

3) Prepare and distribute project meeting minutes for all meetings and formal site visits.

4) Provide written clarifications to questions (RFI’s) and submittals about the specifications and drawings that are submitted by contractors. Written responses shall be prepared and forwarded directly to the VA CO and 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.

5) Perform monthly project inspections and produce observation reports including safety items/concerns.

6) Provide review and evaluation of contractor’s safety plan to the CO and COR when required.

7) Provide shop drawing & material submittal review and evaluation for comment to the COR.

8) Provide review and evaluation of contractor’s fee proposals and proposed contract changes to the CO and COR when required.

9) Note modifications to the final design drawings and provide As-Built drawings in CAD format to the COR within 30 calendar days of project completion and acceptance of the construction project.

10) Commissioning shall be in the specifications and will be a part of the construction contract.

F. VA Portland Healthcare System Resources and Guidance:

1) Drawings and information concerning existing conditions as required.

2) Website for documents for prospective bidders.

3) Directions on priority of deduct alternates.

4) Direction on phasing.

G. Payment For Services: AE Invoices for payment for services shall be made following the completion and acceptance of each submittal stage checked below and shall not exceed the maximum percentages indicated for the total contract cost.

Partial payments during construction period services, including site visits, may be approved based on the percentage of work completed.

Schematic Design/Development Phase

1) Initial Project Assessment 10% of Total Design & Dev. Fee

2) Design Development 35% of Total Design & Dev. Fee

Construction Document Design Phase

3) Mid-Design 60% of Total Design & Dev. Fee

4) Pre-Final Design 95% of Total Design & Dev. Fee

5) Final Design 100% of Total Design & Dev. Fee

6) Construction Period Services: See Price/Cost Schedule.

7) Site Visits: See Price/Cost Schedule.

H. Design Review and Completion Schedule: Deliver each identified submittal to the COR on or before the date specified below:

Schematic Design Development Phase Initial Project Assessment 10% Submittal NOA plus 60 calendar days

Design Development 35% Submittal NOA plus 120 calendar days

Construction Document Design Phase

Mid-Design 60% Submittal NOA plus 210 calendar days

Pre-Final Design 95% Submittal NOA plus 270 calendar days

Final Design 100% Submittal NOA plus 300 calendar days

I. Submittals:

1) The A/E will provide 5 copies of the design drawings in half size (ANSI C) at the 35%, 60% and 95% review stages.

2) A/E will submit an electronic version of all Technical Specifications and a Master Specification Index Listing at the 65% and 95% submittal stage. The specifications shall be compiled in one file and will include section 01 00 00, General Requirements and 01 00 11, OSHA and Safety and Health Regulations.

3) 100% submittal shall include final specifications (electronic in Word and PDF), one half size of the plan set, and a CD or thumb drive with electronic files of the plan set in .dwg, and .pdf format.