SOW A-E 621-22-108 AJP-Replace Site UG CHW Steam and Condensate Piping.pdf

STATEMENT OF WORK

Architect-Engineer Services for

Project No. 621-22-108 AJP-Replace Site UG CHW, Steam & Condensate Piping

James H. Quillen VA Medical Center Mountain Home, Tennessee

PART I - GENERAL

1. A/E Design Services Scope: The James H. Quillen Department of Veterans Affairs

Medical Center (JQVAMC) purposes to replace the deteriorated underground chilled water, steam, and condensate piping for the Mountain Home, TN campus. The A/E shall provide all Architectural and Engineering services necessary to design a construction project for this replacement. The project will include the design and replacement of approximately 25,000-lf of underground insulated chilled water piping of various sized (3” to 16”), replacement of approximately 28,000-lf of underground insulated steam and condensate piping of various size (1” to 10”), and approximately 2,300-lf of new insulated (sized per A/E calculations/design) underground chilled water piping. Abandon underground chilled water, steam, and condensate piping in place where applicable, and provide a new trench nearby for installation of replacement lines. To provide a loop that will enhance reliability and improve pressure balance, a new chilled water line will be constructed from the Chiller Plant Building 208 to the piping at Building 204. The work will include demolition, excavation, trenching, directional bore, piping, underground utility identification, surveying, backfill, compaction, paving, concrete, seeding and additional miscellaneous improvements and modifications as required to provide a complete and functional underground chilled water and steam system.

Pertaining to the VA Information Security Program Policy – VA Directives and Handbook 6500, the IT security requirements for certification and accreditation (C&A) requirements do not apply to this project.

a. The A/E work shall include but is not limited to:

• On site investigations, surveys, and validation of existing underground utility locations.

• Thorough inspection of existing conditions within and connecting to the areas of work.

• Identify each location where piping enters the buildings and provide design services necessary to replace up to 5-feet outside of each building and install an isolation valve each line.

• Identify conflicts with any existing utilities.

• Identify phasing and limitations, e.g., work required to be completed outside of standard administrative hours, work limited to periods shorter than a single work shift, etc., for specific locations in the project

• Identify impacts during construction resulting from excavation, backfill, and contractor staging area.

• Identify erosion control measures.

• Design charrette and report.

• Analysis of existing chilled water system. The VA will provide a copy of the 4/30/2013 Chilled Water System Analysis and Chilled Water System Summary Flow Diagrams provided by V3 Technologies/FFE Inc. for reference.

• Analysis of existing steam system.

• Design narrative, basis of design reports, analysis, cost estimate, and engineering calculations.

• Preliminary sketches, schematic plans, phasing plans, design development plans, flow diagrams, and final construction drawings and specifications.

• Designs shall include current and future demand.

• Interim Life Safety and Infection Control plans.

• Review of existing preliminary design documents if available.

• The A/E shall conduct and provide minutes for a biweekly planning meeting to discuss progress and resolve design issues.

• Cumulative Bid Deduct Alternates totaling 10% shall be developed, planned, and estimated as necessary to assure award of contract within available funds.

Bid Deduct Alternates shall be clearly identified on construction documents.

Deduct alternates shall be cumulative.

b. The A/E shall coordinate with COR and work with technical, clinical, maintenance, and administrative staff to provide a fully functional project design as allowed by the project budget.

c. VA construction, maintenance, repair, and renovation projects shall be designed in compliance with applicable standards and codes described in VA program guides, design materials and construction specifications available in the Technical Information Library (TIL) on VA Website address:

(http://www.cfm.va.gov/til/).

d. The design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia.

e. The A/E shall, when required/requested, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits in connection with the performance of services. The A/E shall, without additional expense to the Government, be responsible for assuring that the work complies with requirements of applicable codes, ordinances, and regulations.

f. The A/E shall not divulge or release any information, oral or written (including electronic), developed or obtained in connection with performance of this contract or any possible construction based on the results thereof (including, but not limited to, reports, plan, specifications, location, time, estimated cost of construction or estimated Value Engineering savings) or except to authorized Government personnel or upon prior written approval of the Contracting Officer.

g. The VA shall evaluate the overall performance of the A/E by professional discipline after completion of design and construction in accordance with FAR (48 CFR) Subpart 42.1502 (f) by completion of DD Form 2631. The A/E shall be informed, in writing, by the Contracting Officer, of overall performance denoting strengths and weaknesses.

2. Approved Construction Budget: The project shall be developed within an estimated base construction cost of $11,000,000.

a. Bid Deduct Alternates of at least 10% of the approved construction budget shall be developed, planned, and estimated as necessary to assure award of contract within available funds.

b. Each bid deduct alternate must be clearly identified on construction documents.

c. Deduct alternates shall be cumulative.

3. Completion Time: Final Construction Drawings for Bid (Sealed by Architect/Engineer) including cost estimates, specifications, and calculations, shall be completed within365 calendar days after award. The A/E schedule shall allow for VA review period ending with A/E receipt of VA comments for each submission no later than indicated working days after VA receives the submission.

4. Ownership of Original Documents: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be the sole property of the Government and may be used on any other work without additional compensation to the Architect-Engineer. The Architect-Engineer agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

The Architect-Engineer, for a period of no less than 3 years after completion of the project, agrees to furnish and provide access to all retained materials (including electronic) upon request of the VA. Unless otherwise provided in this contract, the Architect-Engineer shall have the right to retain copies of all such materials beyond such period.

PART II – DESIGN EXECUTION AND PROVISION OF CONSTRUCTION

DOCUMENTS

1. Design Requirements: The A/E shall ascertain the requirements of the work and shall prepare, for approval by the VA, Construction Documents and other documents setting forth in detail the requirements for bidding and contracting for the construction of the project and as further described in A/E Design Submissions Requirements (PG-18-15) Volume C – Minor and NRM Projects (https://www.cfm.va.gov/til/aeDesSubReq.asp).The A/E shall be responsible for the professional quality and technical accuracy of all documents prepared. Design Services shall include the following documents as applicable to the project scope of work defined in Part I, Sect. 1.

a. Site Design Documents setting forth in detail the site construction requirements including existing grades; rough and finishing grading lawns and planting and landscaping; location of on-site utility systems, off-site utility works, fire protection system, drainage system, property lines, set-back lines, easements, building orientation, site access, landforms, environmental assessment; and historic and archeological preservation.

b. Architectural Design Documents setting forth in detail the architectural construction requirements including complete floor and roof plans, elevations, sections, details, schedules, material and color selection, discipline coordination and fire safety systems, security systems and controls.

c. Structural Design Documents setting forth in detail the structural construction requirements including all structural plans; elevations; sections; details Structural Design Documents setting forth in detail the structural construction requirements;

schedules; and calculations sizing all columns, beams, slabs and coordinate the work with all other design disciplines, especially the mechanical and architectural disciplines.

d. Mechanical Design Documents setting forth in detail the mechanical construction requirements including all mechanical plans, elevations, sections, details, and schedules for heating, ventilating, air conditioning, automation systems, refrigeration, plumbing and sanitary engineering.

e. Electrical Design Documents setting forth in detail the electrical construction requirements including all electrical plans, elevations, sections, details, diagrams, and schedules showing transformers, vaults, electrical and telephone closets, power distribution systems, auxiliary power systems, switchgear, generator, lighting fixtures, switching power outlets, and signal system.

f. Cost Estimates setting forth in detail quantities of materials, labor, profit, overhead, insurance, taxes, etc. for each separate technical discipline within the project scope. The A/E shall develop detailed construction cost estimates on form similar to VA Form HO-18b. All categories of work involved including quantities and unit type cost shall be included.

g. Specifications for all sections of the work utilizing the VA Master Specifications

(PG-18-1), available in the Technical Information Library (TIL) on VA Website address (http://www.cfm.va.gov/til/), setting forth in detail all requirements for the construction fully coordinated with the drawings and other Construction Documents.

h. CAD Standards: VA has adopted the U.S. National CAD Standard (NCS) (http://www.buildingsmartalliance.org/ncs/) available from National Institute of Building Sciences (NIBS). The U.S. National CAD Standard has been modified by VA as explained in the VA National CAD Standard Application Guide (https://www.cfm.va.gov/til/projReq.asp). CAD drawings shall be compatible with AutoCAD Version 2020, native format (.DWG). All files (base files, reference files, cell libraries) shall be compatible with the VA target system. Layering guidelines shall conform to applicable VA and AIA standards.

2. Design Program

a. The following design program lays out the intent of the project. Actual details are subject to site restrictions, purposed future projects, and design charrette meetings with key VA Personnel.

b. The following services are the minimum services required for the underground chilled water system.

i. Chilled Water System Analysis: Perform and provide an analysis of the existing chilled water system.

ii. Replace existing underground chilled water lines: Provide a complete, efficient, and functional design with construction package to replace approximately 25,000-lf of insulated chilled water piping in a new trench with new vaults and valves. Abandoned existing line in place where possible. Demolish existing valves and remove and fill existing manholes/vaults. Size system for current and future demand.

iii. New underground chilled water line: Include in the construction package and design for approximately 2,300-lf of new insulated chilled water piping with vaults and valves in a new trench from Building 208 to piping at Building 204 to complete the loop.

iv. Identify existing underground utilities and obstructions: Design shall include all existing underground utilities and obstructions.

c. The following services are the minimum services required for the underground steam system.

i. Steam System Analysis: Perform and provide an analysis of the existing steam system.

ii. Replace existing underground steam and condensate lines: Provide a complete, efficient, and functional design with construction package to replace approximately 28,000-lf of new insulated steam and condensate piping in a new trench with new vaults and valves.

Abandoned existing line in place where possible. Demolish existing valves and remove and fill existing manholes/vaults. Size system for current and future demand.

iii. Identify existing underground utilities and obstructions: Design shall include all existing underground utilities and obstructions.

3. Design Intent/Concept:

a. Building 208, the chilled water plant, and Building 108, the boiler plant, are located on the north west corner of the Mountain Home campus. The plants supply chilled water and steam to several of the buildings on campus via underground piping. The piping and insulation are deteriorated and approaching the end of their useful life. The existing chilled water system is not looped and a ruptured line anywhere in the underground piping could leave any portion of the facility without chilled water while repairs are being made.

b. The intent of the analysis’s is to evaluate existing underground chilled water, steam, and condensate systems, determine existing capacities, identify areas of concern, and to offer corrective actions. The intention of the design is to replace all the insulated underground chilled water, steam, and condensate piping as well as the valves and manholes/vaults on campus. To provide a loop that will enhance reliability and improve pressure balance via a new chilled water line from the Chiller Plant Building 208 to the piping at Building 204, correct areas of concern, and provide additional capacity for future growth. All work is to be phased as to limit the amount of open excavation, loss of parking, and closings of roads/drives or sidewalks.

4. Review Submissions: Submit documents for VA review and comment to the

Contracting Officer’s Representative (COR) as specified below. VA review of the A/E's work product shall not be construed by either party to relieve the A/E from its professional responsibility to execute drawings, specifications, and other work submissions with due care and in accordance with acceptable professional standards. Contractor shall respond to review comments on VA provided spreadsheet.

Milestones Calendar Days

Cumulative Days

Notice to Proceed (NTP)

Charrette Report 30 30

VA Review & Comments 15 45

Chilled Water System Analysis 75 120

VA Review & Comments 15 135

Concept Design (35%) & Steam System Analysis 30 165

VA Review & Comments 15 180

Design Development (65%) 60 240

VA Review & Comments 15 255

Final Progress Design (95%) 60 315

VA Review & Comments 15 330

Final Design (100%) 20 350

VA Final Review & Comments 5 355

Final Construction Bid Documents 10 365

a. Charrette Report shall be submitted no later than 30 calendar days after NTP.

Submission shall be electronic and consist of the initial design charrette minutes and preliminary sketches depicting functional layouts as well as any findings from site visit(s). It shall be submitted in pdf format to the COR.

b. Chilled Water System Analysis shall be submitted no later than 120 calendar days after NTP. The Chilled Water System Analysis shall be electronic and consist of system analysis and overview, demand, capacity, purposed design improvements, and flow diagrams.

c. Steam System Analysis shall be submitted no later than 165 calendar days after NTP. The Steam System Analysis shall be electronic and consist of system analysis and overview, demand, capacity, purposed design improvements, and flow diagrams.

d. Concept Design (35%) shall be submitted no later than 165 calendar days after NTP. The Concept Design (35%) shall be electronic and consist of project concepts, preliminary drawings, field investigation narrative reports indicating analysis of existing conditions, economic analysis, cost estimates and proposed scheme of work as well as findings from any site visit(s). It shall also include a tentative Table of Contents showing proposed VA specification sections to be used. The A/E shall submit pdf of drawings, pdf of preliminary cost estimate, pdf of design narrative/analysis, pdf of design computations and calculations to the COR.

e. Design Development Plans Submission (65%) shall be submitted no later than 240 calendar days after NTP. The Contractor will incorporate the 35% review comments into the 65% submission as well as findings from any site visit(s). The Interim Design shall be electronic, hardcopy, and consist of redlined specifications, updated design analysis, revised cost estimate, and draft design reports. Drawings, specifications, and design analysis will be updated by all comments and project development. The basis for changes will be documented. Submission shall include A/E responses to the 35% review comments on VA provided spreadsheet. The A/E shall submit pdf and one (1) set of half size drawings, pdf of specifications, pdf of preliminary cost estimate, pdf copies of design narrative/analysis, and pdf of design computations and calculations to the COR.

f. Final Progress Design (95%) shall be submitted no later than 315 calendar days after NTP. The Contractor will incorporate all 65% review comments into the 95% submission as well as findings from any site visit(s). The 95% interim design shall be electronic and hard copy and comprise the Final Progress Design. This submission is equivalent to the CD submission and shall be complete in the final format and accurate in the best judgment of the Contractor, except for minor typographical errors and pencil-in corrections.

Submission shall include A/E responses to the 65% review comments on VA provided spreadsheet and include responses to Third Party Safety and Fire Protection Review comments if required. The A/E shall submit pdf and one

(1) set of half size drawings, pdf of final cost estimate, pdf of design narrative/analysis, pdf of design computations and calculations to the COR.

g. Final Design Submission (100%) shall be submitted no later than 350 calendar days after NTP. The Contractor will incorporate the 95% review comments into the 100% submission. This submission shall be electronic and consist of completed drawings, fully edited specifications, submittal registry, cost estimates, design analysis, reports, and responses to the 95% design comments on VA provided spreadsheet. If it is determined by the VA that all necessary comments were not incorporated into the final submittal, the Contractor shall, at no additional cost to the VA and without time extensions, make immediate correction to the contract documents. The final design analysis shall be complete and support the requirements of the project. Final design drawings, specifications, cost estimate, and other deliverables shall have been thoroughly checked and all review comments addressed. The Contractor shall submit with the final design a written certification that the Independent Technical Review was completed prior to submitting to the Government. The A/E shall submit pdf drawings, pdf of final cost estimate, pdf of design narrative/analysis, pdf of design computations and calculations to the COR.

h. Certification of A/E Seal shall be submitted no later than 365 calendar days after NTP. After the final review, the A/E will present the completed set of contract documents. Each Contract Drawing shall bear the seal and signature of the registered professional architect or engineer responsible for its design.

The seal and signature shall be affixed for the final scheduled review stage of each phase of the Construction Documents section. Before the final contract documents are issued for bidding, a principal of the A/E firm under contract to the VA will be required to provide a signed certification that all drawings, specifications, and calculations have been properly signed and sealed by the appropriate individual for each discipline, in accordance with the rules and regulations of the local State licensing authority. This certification shall be forwarded to Contracting Officer upon the completion of the Contract Documents. The submission shall be submitted in CAD, hard copy, and pdf format to the COR. The A/E shall also submit two (2) sets of half size drawings, two (2) hard copies of specifications, two (2) hard copies of final cost estimate, two (2) hard copies of design narrative/analysis, two (2) hard copies of design computations and calculations.

i. RFIs & Bidding: A/E shall provide responses to RFIs during bidding and issue any amendments as required.

5. VA Standards: The A/E shall use VA Program Guides, Design Manuals and Master

Specifications, available in the Technical Information Library (TIL) on VA Website address: (http://www.cfm.va.gov/til/), in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government, he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

6. Accuracy of Planning Information: The A/E shall visit the project site to investigate the information shown on the Government-Furnished drawings, record (as-built) drawings and other planning documents provided by VA. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG18-10 (http://www.cfm.va.gov/til/dManual/dmIndex.pdf).

7. Discrepancies in Planning Information: The A/E shall promptly report to the

Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E's failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.

8. As-Built Record Drawings: The A/E shall provide updated as-built drawings within sixty (60) days of construction completion. A requirement shall be included in the contract specifications for the Contractor to provide a “marked-up” set of prints to the A/E and a copy to the COR showing all changes made during the construction, period. The A/E shall incorporate into the original drawings all significant changes, revise title block date, and note as "As-Built Record Drawings". The A/E will submit the record drawings to the COR in pdf and CAD format. Construction is expected to commence within two years of design completion.