SOW_692-25-106 Renovate In-Patient RRTP Site - DRAFT.pdf

DRAFT

Renovate In-Patient RRTP Site; Project No: 692-25-106 VA SORCC, White City, OR

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PART ONE: PROJECT DESCRIPTION

1) BUSINESS CASE

a) This project will design a renovation of approximately 30,000 sf for exterior recreation/mental health. Building 220 (demolished circa 2022) left approximately 19,810 SF space in order to change the function of the site area from Theater/Canteen Retail to Mental Health and Recreation.

b) The purpose of this design is to provide outdoor activities and spaces local to the

Residential Rehabilitation and Treatment Program (RRTP) housed in buildings

B203A through B208A.

2) DETAILED PROJECT DESCRIPTION

a) Provide year-round outdoor activities for recreation, mental wellness, and exercise.

i) Golf

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Area of renovation.

Building 220 is demolished and no longer present.

VA SORCC, White City, OR

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ii) Horseshoes

iii) Basketball

iv) Pickleball

v) Eating, shade, tables etc

vi) Card/board games tables and seating

vii) Other input from user group

b) Improve/add controlled access to newly designed site from RRTP (B203A-B208A) to renovated site. Potentially a door from building area to recreation site.

c) Provide secure storage for equipment and accessories.

d) Provide potable water for hydration.

e) Outdoor classroom/s, presentation, etc.

f) Garden

i) Small greenhouse?

g) Lighting

h) Security; cameras/access etc.…

i) Power; charging (110)

j) Use of low/no maintenance materials

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PART TWO: DESIGN REQUIREMENTS

1) GENERAL

a) Prepare plans and specifications for the renovation of site using the most up to date guides, manuals, and resources outlined in the Technical Information Library (TIL).

b) Compliance to all known applicable codes will be reflected in the completed design and construction documents. Since this is a federal government project, the VA uses the most current ICC federal codes along with only applicable local jurisdiction codes.

All VA specifications, design manuals, and other relevant information can be accessed at internet site http://www.cfm.va.gov.

c) The A/E is responsible for providing records for all meeting minutes, issues, risks, and distributing them throughout the design team and VA project manager. The A/E shall record and provide the COR the meeting minutes for each meeting during the design. The meeting minutes shall include every topic discussed as well as a list of attendees. The meeting minutes will be emailed to the COR within three (3) days after the meeting.

2) SITE INVESTIGATION AND FIELD WORK

a) The A/E shall visit the site, as required, to obtain total details of the specifics required for the renovation work, including, but not limited to, asbestos/lead surveys, architectural, mechanical, electrical, plumbing etc., in order to fully complete the drawings and specifications without omission. Such visits shall include thorough inspection of normally enclosed or inaccessible areas such as spaces above ceilings, within walls or chases and in pipe crawl spaces under basement floors. Where necessary, A/E shall arrange to have walls or ceilings broken or to have excavations made to physically determine existing conditions.

Arrangements for visits shall be coordinated with the Contracting Officers

Representative (COR).

b) The A/E is responsible for researching all data for this design. Pertinent data and as-built data may be located within the technical reference storage area in Building

B227, or in some cases, electronically by request to the COR. The A/E is responsible for checking the accuracy of all data used.

c) Information, including drawings and other documentation, provided to the A/E, shall be used for reference only. The A/E shall field verify everything, including all utilities, and shall not use any drawings provided for plan or elevation views. The http://www.cfm.va.gov/

Page | 4 final drawings submitted by the A/E shall be originals and shall be the result of the field verification check.

d) The A/E design shall include a site survey (topographic) to correctly layout the final design elevations and geotechnical support to verify, if available, VA geotechnical reports.

e) The A/E shall accomplish a utility locate in order to clearly identify the locations and elevations of existing utilities, if applicable. The results of the utility locate shall be incorporated into the drawings.

3) PLANS, DOCUMENTS, AND MODEL PRODUCTION

a) All drawings, reports and calculations shall contain the A/E's stamp with professional seal along with name and address of firm. The use of VA furnished drawings and specifications does not preclude responsibility and are available to increase productivity and maintain architectural and interior design integrity. The

A/E firm need to verify all typical drawings for re-use and is to take full responsibility. All final documents and drawings must be sealed and signed by a

Registered Design Professional responsible for their work.

b) The A/E may use the government furnished AutoCAD drawings and specifications from the previous designs to minimize re-design, maximize productivity and to maintain the architectural, interior design finishes, many of the structural, electrical, fire alarm, security and suppression features. The A/E may use the typical drawing details and the applicable specifications. This does not relieve the A/E from providing the government with an accurate and clear design meeting all requirements listed in the A/E Scope of Work and within the Contract Documents.

c) Drawings shall be done in plan view at a minimum scale of 1/8" = 1'-0", where necessary, and, generally, 1/4" = 1'-0" or larger. Details will be done in minimum scale of 1/4" = 1'-0" or larger. Drawings shall be independent for architectural, electrical, mechanical, etc., design and shall denote on separate views the required demolition and reconstruction details on the same sheet for each function, where possible. All building spaces where work is performed are to be included;

attic, each floor and crawl space. Drawings shall be prepared using the TIL BIM

& CAD Standards. Required drawing size is ANSI E (full size) and ANSI D (half

Page | 5 size). All drawings in this project set shall be on same type and size sheets.

Specific title block requirements are found in the TIL (see COR for example if needed). A minimum of one (1) printed and bound set of “D” size (half size) drawings will be provided with each submittal, along with electronic files. See Part

3 Deliverables for additional requirements for 100% and conformed/conforming set submittals.

d) Specifications shall be based on the Department of Veterans Affairs Master

Construction Specifications with A/E revisions, additions, deletions, etc., required to assure all phases and facets of work are specifically covered without omission.

The A/E will be responsible for reviewing the specifications in order to revise, add, delete, etc., prior to typing the finished specification package. The Department of

Veterans Affairs Master Construction Specifications provided must be thoroughly reviewed to delete and update reference items and Federal Specifications cited in order to make everything concurrent with the work performed; unnecessary items shall be deleted in total. The primary specifications must be thoroughly reviewed to delete items from the specifications that do not apply to the work to be performed. The intent is to provide a package that is suitable for the project to enable the contractor to perform the work in the best possible manner without reviewing unnecessary details. A rough draft of Division I specifications will be provided by VA SORCC for the A/E to incorporate and include into the final specifications book.

e) Where multiplicity is referenced in the provided specifications, the A/E shall consult

Facilities Management Service to eliminate such multiplicity. The contractor shall not be given alternatives or choices, but must provide specific items as detailed in the specifications. The A/E, during his visit with Facilities Management Service, shall obtain the name and type of materials currently used and necessary for use on the contract for which he is responsible. In the specifications, the items shall be named specifically with an add-on statement such as: "or approved equal." The only variation wherein that may occur is when an item cannot be substituted due to maintenance requirements at the VA SORCC. Information on such items shall be provided to the A/E by the Department of Veterans Affairs.

f) If necessary, the A/E shall also prepare independent specifications section "SR -

SPECIAL REQUIREMENTS," wherein detailed phasing of work to be accomplished will be described in sequential order. Section shall be prepared using standard format of other specification sections. The same format is defined as all having the same font, spacing, section breaks, headers, footers, numbering, highlighting, font size, underlining, etc. All required interruptions of space and

Page | 6 utilities will be carefully designed with time frames and shown on the drawings and specifications.

4) DEMOLITION OF EXISTING

a) Provide direction according to the extents of demolition of work expected.

5) ENERGY

See TIL

6) PHYSICAL SECURITY

a) Provide additional cameras and controlled access.

7) COMMISSIONING AND GREEN GLOBES

Section not used.

8) THIRD PARTY WORK and REVIEW

a) Provide 3rd party independent Opinion of Construction Cost Estimate (OPCC) for each submittal/deliverable.

9) COST ESTIMATING AND BUDGET

a) As part of the design proposal package, the A/E shall prepare an (OPCC). The estimate will be broken down by major areas of work and will be comprehensive in nature, identifying all areas of cost related to the construction per the Office of

Facilities Management guidelines. http://www.cfm.va.gov. The estimator shall be from a third-party estimating firm and not an estimator within the primary design team. All detailed cost estimates must meet cost estimating portion of the TIL for deliverable format.

http://www.cfm.va.gov/

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10) CONSTRUCTION PERIOD SERVICES

a) Construction period service will include attendance at the preconstruction conference (phone in is acceptable), assisting with responding to pre-proposal questions, reviewing submittals/shop drawings, site visits, and resolution of unexpected construction problems (i.e. RFI’s).

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PART THREE: DELIVERABLES

1) GENERAL

a) Deliverables referenced below refers to hard copies and electronic copies at each submittal unless noted. VA SORCC may make marks in both hard copy form and electronically.

b) Deliverables include requirements for PART TWO DESIGN REQUIREMENTS.

2) DESIGN SUBMITTAL SUMMARY

a) After VA SORCC design kick-off meeting, which may be by teleconference at A/E option, the following submittals are required. See PG-18-15, Volume C for requirements/deliverables.

i) Schematics – 10% Submittal

ii) Schematics – 35% Submittal

iii) Design Development – 65% Submittal

iv) Construction Documents – 95% Submittal

v) Construction Documents – 100% Final Bid Set

b) Beginning with Schematics, each submittal will be followed by VA review, followed by a meeting with A/E via teleconference. A/E may incorporate his field verification site visits to coincide with the review meetings in order to be present. All meetings require minutes be prepared by the A/E and delivered to VA within three (3) days.

3) SCHEMATICS

a) See PG-18-15, Volume C, for deliverables.

b) 10% submittal (NO OPCC or printed files required):

i) Narrative

ii) Provide at least three (3) proofs of concept for “Part ONE Description”

c) 35% submittal (WITH OPCC and printed drawings):

i) Remaining applicable requirements of PG-18-15, Volume C

ii) Table of Contents for applicable specifications (electronic)

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4) DESIGN DEVELOPMENT – 65% SUBMITTAL

b) Rough draft of specifications with strikethrough for eliminated portions.

c) OPCC.

5) CONSTRUCTION DOCUMENTS – 95% SUBMITTAL

b) All plans shall be substantially complete. Submit specifications electronically, with editing.

c) OPCC

6) CONSTRUCTION DOCUMENTS – 100% BID SET

b) Printed and bound specifications.

c) Submit complete, Design Professional sealed and signed documents.

7) CONSTRUCTION PERIOD SERVICES

a) Submit Conforming Construction Set (1 full size, 1 half size drawings, 1 hard copy specs) within 5 days after construction award.

i) This set shall be stamped and sealed, and capture the addenda of the

Construction solicitation. This set is due 5 days following notice to A/E that the project has been awarded to a Construction Contractor.

b) Review/respond with RFI’s and submittals within the following review period:

i) RFI’s = 5 business days

ii) Submittals = 10 business days

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c) Site visits as needed.

d) As-built drawings are due within 10 business days after receiving red-lines.

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PART FOUR: DESIGN SCHEDULE

1) The Period of Performance (POP) for design for this project is 270 days. The A/E shall provide a schedule within 2 weeks of NTP. The schedule shall incorporate the following periods of time for VA SORCC review:

VA REVIEW TIME REQUIRED

- 10% Schematic 15 Calendar days

- 35% Schematic 45 Calendar days

- 65% Design Development 30 Calendar days

- 95% Construction Documents 45 Calendar days

- 100% CD 5 Business days