SOW AE Design Expand CLC Bldg 81 - final 1-12-2023 VMC.pdf

Roseburg VAHCS

913 NW GARDEN VALLEY BLVD 1/12/2023

ROSEBURG OR 97471-6523

SUPPLEMENT B

STATEMENT OF WORK

Expand CLC Building 81

Project Number 653-329

1. DESCRIPTION OF WORK

1.1. Expand CLC Building 81. This project requires the Architect Engineer (AE) to assess, inspect, and site verify the existing conditions and produce a design to accomplish the project.

The project scope is to include architectural, civil, structural, plumbing, mechanical, geological, seismic, electrical, electronic security and communications systems services. This project shall reconstruct building 81 to meet the current design guide for single occupancy quarters. This project is located at the Roseburg VA Health Care System Campus, 913 NW Garden Valley

Blvd, Roseburg, Oregon. The renovation and new space will conform to current design guides for single occupancy rooms with private restrooms. The AE shall provide all labor, materials and equipment for the design, site evaluations and post construction services needed to complete the project.

This project will renovate existing space and add a new wing to Building 81, the Community

Living Center (CLC). The project consists of 7,750 GSF of new construction, 3,863 GSF of total renovation and 17,793 GSF of light renovation. The light renovation will upgrade floor and wall finishes. The total renovation will reconfigure multi-occupancy rooms to single occupancy-rooms with private bathrooms to conform to the current design guide. As a result of the renovation the number of CLC beds will decrease from 35 to 18 beds. Construction of the new wing will add 14 CLC beds. At project completion, the total amount of CLC beds in Building 81 will decrease from 35 to 32 beds.

1.2. Define:

1.2.1. “Total” Renovation: Total renovation includes the complete renovation of a space. It will include relocating walls and windows, rerouting and controls for HVAC ducts, electrical and plumbing. New materials shall be used throughout.

1.2.2. “Light” Renovation: Light renovation is limited to refinishing a space. Refinishing includes painting walls, replacing flooring and trim features.

1.3. Scope includes but is not limited to:

1.3.1. Review existing conditions of all affected areas and how it relates to design and design alternatives.

1.3.2. Evaluate existing conditions of site utilities and parking for service at Building 81.

1.3.3. Evaluate existing condition of site utilities and parking for service to Building 81 addition.

1.3.4. Perform utility located as needed for design purposes.

1.3.5. Conduct geotechnical investigative analysis and report as necessary for foundation design.

1.3.6. Conduct all necessary surveys, including, but not limited to, topographic and hydrologic surveys required for design.

1.3.7. Include all code compliant permit requirements in design.

1.3.8. Architect to visit the site and provide a written report discussing the problems and suggesting solutions for Building 81. Report to include an estimate of probable cost.

1.3.9. The Architect shall aid VA staff in Face-to-Face meetings on decision-making for best alternatives.

1.3.10. The Architect/Engineer will provide a preliminary cost estimate as part of schematic design and design development submission.

1.3.11. Develop construction documents, and a final detailed construction cost estimate.

1.3.12. Design shall be in accordance with the life safety code & other applicable VA design criteria, VA Patient Privacy standards and requirements, such as fire alarms/life safety code

NFPA 101, VA Accessibility standards

1.3.13. Design shall include HVAC reconfiguration of ducting, replacement of ducting and installation of digital controls.

1.3.14. Design shall include consideration for personnel traffic flow.

1.3.15. Design shall be in accordance with the life safety code & other applicable VA design criteria, VA Patient Privacy standards and requirements, such as fire alarms/life safety code

NFPA 101, VA Accessibility standards.

1.3.16. Way-finding and building signage to match existing facility signage.

1.3.17. Design shall include decorative landscaping.

1.3.18. Design shall include an irrigation system.

1.3.19. Design shall include an integrated patient lift system.

1.3.20. A/E shall provide a 3rd party Building Commissioning Agency.

1.4. The VAAR Magnitude of Construction for this project is: Between $10,000,000 and

$20,000,000.

1.5. Construction Inspection:

1.5.1. The AE shall develop a Quality Control plan that includes project inspection for the duration of the construction period of the project. Quality control should consist of at least ten (10) site inspections. It is expected that the inspection schedule aligns with construction benchmarks.

1.6. Site Verification: The AE shall provide all site verification work required in the scope of this project. This includes but is not limited to establishing accurate benchmarks for design and construction, gathering pertinent design information of the existing building feature(s), and structural element condition(s). The AE shall provide onsite verification and design services of the new construction site, building and structural elements in the project, by a Geological, Structural and Fire Protection Engineer (FPE) respectively. All site verification work shall be performed under the supervision of the AE.

1.7. Design and Phasing: Design shall be in accordance with VA design requirements. Project phasing will be critical as clinical services will be adversely affected during construction. The project shall be phased to minimize impact to clinical services. The design shall incorporate all

Roseburg VA Health Care System safety requirements, infection control requirements and the

Rules of the Station.

1.8. Project Management: This project will require a high level of coordination with VA staff.

Regularly scheduled project meetings shall be required of the AE and the AE's design consultants in order to facilitate this communication. Meeting attendance of the AE and all consultants on the design team shall be mandatory, the majority of these meetings will be teleconferences.

1.9. Fire/Life Safety: The AE’s design shall be in strict accordance with NFPA 101 Life Safety

Code, latest edition, VA Fire Protection Design Manual Latest, and the International Building

Code (IBC) latest edition. When life safety is impacted, the Contractor shall design interim life safety measures as part of the construction documents.

2. Project Schedule/Period Of Performance: The A/E shall perform the design work according to the schedule shown below. All days are consecutive calendar days. If a due date on the timeline below falls on a Holiday, the submittal shall be due the following day. The remaining timeline will not be shifted to accommodate Weekends. Construction Period Services begin at the issuance of the construction Notice of Award, NOA.

2.1. 10% Narrative review. Due 10 days after NOA.

2.2. 35% Schematic Design Submittal (Architectural for Bldg 81): Due 35 days after NOA (7 calendar days for Government review).

2.3. 65% Schematic Design Submittal (Architectural, Geotechnical and all MEP): Due 125 days after NOA (12 calendar days for Government review).

2.4. 95% Design Development Submittal: Due 185 days after NOA (7 calendar days for

Government review).

2.5. 100% Construction Documents Submittal: Due 225 days after NOA (7 calendar days for

Government review).

2.6. Project Design Period of Performance: 225 days.

2.7. Record Drawings and commissioning reports: Due 30 days after final construction inspection.

2.8. Estimated Project Construction Period Services: 370 days plus 30 days for preparation of

Record Drawings after construction is complete, Total 400 days.

Construction Period Services begin at Notice of Award of the CPS option item, which will closely correspond to the issuance of the construction notice to proceed.

(All days are consecutive calendar days.)

3. Bid Deducts (The following Bid Deduct will be listed in the design)

3.1. First Bid Deduct: Building 81: Landscaping and irrigation

3.2. Second Bid Deduct: Building 81: Light Renovation of Corridor areas: 12,592 GSF

3.3. Third Bid Deduct: Building 81: B-wing Total and Light Construction: 1751 GSF

3.4. Forth Bid Deduct: Building 81: A-wing Total and Light Construction: 5253 GSF

4. Project Management

4.1. Project meetings shall be held on a once-a-week basis or more frequently if needed.

4.2. The AE shall plan and coordinate the project meetings and record meeting minutes.

4.3. VA meeting room facilities may be utilized for project meetings. The AE shall coordinate with Facilities Management Service (Building 10) for use of VA facilities.

5. Design Submittals

5.1. The marked boxes represent required design submittals for this project:

Schematic Design (35%)

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

b. Conduct a study and prepare investigative reports (i.e., geotechnical, hydrologic, etc) verifying the project scope, analysis of infrastructure systems and recommendations defining the design approach, any existing conditions and/or design considerations unique to the project area.

c. Initial concept design in accordance with VA Roseburg Healthcare System guidance.

d. Indicate in the study those areas and functions that will be impacted by the project to include those functions that will require relocation.

e. Provide budget cost estimate for project.

Design Development (65%)

f. Prepare drawings and specifications in preparation for full contract drawings and specification for the approved design based on the approved schematic design.

g. Provide preliminary cost estimate for project construction.

h. Design to include $4 million in bid deducts.

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

Final Design Development (95%)

j. Further prepare drawings and specifications in preparation for full contract drawings and specification for the approved design based on the approved schematic design.

k. Provide detailed cost estimate for project construction.

l. Response to VA’s 65% review comments, if applicable.

Contract Drawings and Specifications (100%)

m. Prepare contract drawings and specifications.

n. Response to VA’s 65% and 95% review comments, if applicable.

o. Provide detailed cost estimate for project construction.

Solicitation Support Services

p. 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.

The A/E shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer.

Responses may not be provided verbally onsite.

q. Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period.

Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

r. Answers to RFIs will be required from the A/E within five calendar days of the date the questions are sent to the A/E from either the project COR or CO.

An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/E is required to comply with the five-calendar-day requirement.

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

t. 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.

Construction Period Services

u. The AE shall provide all necessary construction period services to include but not limited to construction contractor submittal review, RFI review, Change Order review, periodic construction inspections and reports, telephone consultation, additional documents for further clarification if requested, and design changes as necessary.

v. Preparation of one printed D-size 22”x34” complete set of Record Drawings based on contractor submitted as-built drawings.

w. Preparation of a compact disk (CD) format of Record Drawings based on contractor submitted as-built drawings.

x. Preparation of the AutoCAD 2019 Record Drawings set in compact disk

(CD) format.

y. AE representation at weekly project construction meetings is required

(Teleconference call-ins by the AE will be allowed).

6. Submittal Format Requirements

6.1. AE design submissions shall be in strict accordance with VA AE Design Submission

Instructions, PG-18-15, volume B.

6.2. The Contractor shall provide three copies of all documents scheduled for review.

6.3. 100% Submittal shall include:

6.3.1. Original, signed, stamped and printed sets of the drawings to include the specifications.

Drawings are to be submitted in D-size 22”X34” format.

6.3.2. CD containing 100% drawings and specification in pdf format, 100% Specifications in

MS word format, 100% Drawings in AutoCAD2019 DWG format, and all referenced images, CTB files etc.

6.4. Record Drawings shall conform to the format requirements for the 100% submittal.

6.5. The Design Team AE shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the

Department of Veterans Affairs RFP and prevailing codes.

7. Construction Estimates

7.1. Preliminary Construction Estimate: Estimate shall include all direct construction costs broken down by major specification divisions. Costs shall include line items for construction contractor profit, overhead and risk.

7.2. Detailed Construction Estimate: Estimate shall include all direct construction costs broken down by individual specification section. The estimate shall show all costs and level of effort associated with work items included in the contract. Costs shall include line items for construction contractor profit, overhead and risk. All items over one thousand dollars shall be broken down to the smallest unit practicable. This estimate will be used to create the Schedule of Values against which the Contractor will invoice for construction work performed.

8. Design Submittal Review

8.1. The review submission packages will incorporate the comments from the previous review. If any package is not complete for the required stage a post review may be required, the cost of which will be borne by the AE.

8.2. Each review submission package shall be submitted in electronic format. It shall include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The packages will be submitted to the VA COR.

8.3. The VA will review the design submission package according to the timelines set forth in Section 1.1 Deliverables, and provide comments or approvals, either electronically, by fax, or by hard copy delivery.

8.4. Professional Licensing: The AE who prepares the construction documents shall be a professional architect or engineer with a current license in the state in which the design work is completed. The AE shall only stamp design work that pertains to their professional degree.

8.5. The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the architect of record. The AE shall certify compliance with this statement of work, VA design criteria, and all applicable codes.

8.6. If the final construction documents submission package is not complete; a post submittal may be required, the cost of which will be borne by the AE.

9. Drawings

9.1. All original drawings and specifications shall be based on standard Department of

Veteran Affairs guidelines, Program Guide PG-18-3 Design & Construction Procedures and Program Guide PG-18-15 Contractor Submission Instructions for Minor & NRM

Construction Program and all supplements listed herein. The VA may provide the AE with AutoCAD drawings for use as background information. AE shall field verify all information used from Government furnished documentation prior to incorporating the information into the design.

9.2. 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. Drawings shall be provided to the Government in 2019.dwg format and layouts shall be D size 22”

X 34” plan sheets. All drawings in project set shall be on same type and size sheets. All symbols, abbreviations, notes etc. shall be coordinated throughout the drawing set.

Demolition and new work shall be shown on separate sheets. New work shall be clearly identified on all drawing sheets.

9.3. All views, elevations, sections, details, nomenclatures etc., shall be complete to ensure Contractor compliance without fault to misunderstanding of incomplete or improper views, elevations, sections, details, nomenclatures etc.

9.4. All drawings shall contain an engineers’ stamp with professional seal along with name and address of firm when necessary.

9.5. All correspondence with Contracting Officer shall be signed by the Official of the firm with whom contract was negotiated and may not be re-delegated to another person in the same firm.

9.6. Use of VA furnished drawings and specifications shall not release the AE from any responsibility. The AE shall verify all typical drawings for re-use and is to take full responsibility.

9.7. Background Information: Information, including drawings and other documentation, provided to the Contractor, shall be used for reference only. The Contractor shall field check everything and shall not use any drawings provided for plan or elevation views.

The final drawings submitted by the Contractor shall be originals and shall be the result of his field check, and shall not be take-offs or tracings, for any drawings or other information provided.

9.8. All drawings for 100% submission must be stamped by a licensed architect and/or engineer.

10. Specifications

10.1. Specifications shall be based on the Department of Veterans Affairs Master

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

10.2. The AE will be responsible for reviewing the specification sections used. VA standard specifications are to be edited by the AE so that they are tailored to the current project.

The AE shall revise, add, delete, etc. prior to providing the finished specification package to the Department of Veterans Affairs. Unnecessary items shall be deleted in entirety.

The intent is to provide a complete set of construction documents for the project.

10.3. Where multiplicity is referenced in the provided specifications, the AE shall consult

Facilities Management Service to eliminate such multiplicity. The construction contractor shall not be given alternatives or choices but must provide specific items as detailed in the specifications.

10.4. The AE during visits 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. Information on such items shall be provided to the AE by the Department of Veterans Affairs.

10.5. Included in each Construction Section of the specifications should be a paragraph entitled "Submittal of Samples and Shop Drawings.” Under that Section, the AE shall list all of the items within that particular section of the specifications for which samples and shop drawings are required, with the added words, "but not limited to."

10.6. All VA master specifications, design manuals, and other relevant information can be accessed at internet site http://www.cfm.va.gov/TIL/. Compliance to all known applicable codes will be reflected in the completed design and construction documents. The VA follows the most current ICC federal codes along with applicable local jurisdiction codes.

10.7. Custom specifications may need to be developed for this project. All custom specifications shall be produced in the same format as the master specification and shall be written in accordance with VA requirements.

10.8. Project Phasing: The Contractor shall prepare an independent specification 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.

11. Construction Period Services

11.1. The AE shall provide all necessary construction period services to include but not limited to construction contractor submittal review, request for information (RFI’s), periodic construction inspections, final construction inspections, reports, telephone consultation, review of change order proposal, and design changes as necessary. Construction period services shall occur through the duration of the construction contract.

11.2. All reports shall be submitted within seven calendar days to the VA.

11.3. AE will be in attendance at the pre-bid/walk-through conference and

Owner/Architect/Contractor (OAC) meetings held once every week. OAC meeting attendance can be via conference call or in person.

11.4. Review of submittals

11.4.1. The AE shall develop a “Submittal Register” based on the included specification sections. After submittals are reviewed for compliance, the AE shall log them in the submittal register. A copy of the submittal register will be returned with reviewed submittals to the VA.

11.4.2. Submittal review time shall be limited to (10) calendar days per submittal, excluding federal holidays. It is however expected that the AE limit full use of the review time period to large and complex submittals. Smaller submittal packages should be reviewed in a timelier manner.

11.4.3. All submittals shall be submitted per specification section 01.33.23, Shop

Drawings, Product Data, And Samples requirements.

11.4.4. The AE shall retain copies of everything submitted.

11.4.5. All submittals must be reviewed by the VA.

11.5. Construction Modifications and Change Orders

11.5.1. Modification and change order requests shall be provided within seven calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an Independent Government Cost Estimate for the modification, as requested.

11.5.2. The A/E's reply regarding their review of cost proposals and their 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.

11.5.3. The A/E shall also supply cost estimates as requested by the COR for

Requests for Proposals for anticipated changes. Note - If major modification, VA will provide additional time and document format guidance.

11.5.4. Technical analysis shall include a comparison of the proposal and AE cost estimate with narrative explanation of where and why the two documents disagree.

11.6. Request for Information (RFI)

11.6.1. All Requests for Information (solicitation and construction) shall be acknowledged by the A/E within 48 hours of receipt. A response/solution to all construction RFIs is to be provided within five calendar days of submittal to the

A/E.

11.6.2. RFI responses shall be limited to answering the questions submitted. AE or

AE consultant opinions on contract document clarity, legitimacy of change requests, etc. shall be submitted via email to the COR and Contracting Officer separately from the RFI response.

11.7. Quality Control

11.7.1. Design: The AE shall design and implement a quality control plan to ensure that design is performed in accordance with the requirements of this statement of work and VA design criteria.

11.7.2. Construction: The quality control plan shall include a minimum of two construction inspection per month at the job site and at critical junctures to ensure compliance with the specifications. Copies of all inspection reports, commissioning reports, materials testing reports and safety inspections shall be provided to the COR.

11.8. Conducting Site Visits

11.8.1. All AE owners, employees, and consultants shall adhere to the Roseburg

VAMC security and safety requirements while on site.

11.8.2. The AE shall visit the site to obtain details of the specific areas covered by this contract in order to fully complete the drawings and specifications without omission.

11.8.3. To include approximately two site visits per month for the duration of the construction period (both scheduled and emergent) to ensure compliance with the design drawings and specifications. Typical site visits include General

Contractor’s monthly progress meetings and observing various tests, inspections, and other important construction milestones as required for the project.

11.8.4. To include one pre-final inspection (A/E creates final punch-list) and one final inspection (Contractor has completed A/E punch-list) at the end of the project.

11.9. Site Visit Reports

11.9.1. In general, within seven calendar days of a site visit, the professional representative shall furnish to the Government a written summary (report) of the work observed and a status report regarding the project schedule as physically observed. The representative shall alert the Government to conditions that may affect the Contractor’s ability to complete the work in accordance with the schedule.

11.10. Record Drawings

11.10.1. A/E shall review and verify record drawings as provided by the General

Contractor. Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

11.11. Commissioning – (Commissioning Design Services will be required during construction period services.)

11.11.1. The A/E shall provide 3rd party Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, “OCFM

Whole Building Commissioning Process Manual.” See “Commissioning Agent

Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all the construction phases of the project. It is anticipated that the Commissioning Agent will participate in the following: construction project meetings, construction observation visits, equipment startup and testing, Testing

Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A/E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process.

11.12. Construction Costs

11.12.1. The AE shall prepare a construction cost estimate. 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. The AE, with input from and final approval by the VA, shall create a schedule of values based on specification sections developed during design phases.

11.12.2. The schedule of values shall not be confused with the preliminary and detailed construction estimates that are due as part of the design submittals.

11.13. Payment

11.13.1. Design: Payment for preparing construction drawings and specifications will be at the Contract lump sum amount for the pay item “Design”. Payment for a design submittal will be authorized upon acceptance of the submittal. Payment will be according to the following schedule:

Project Milestone % of design fee paid at completion.

35% Design Submission 30%

95% Design Submission 60%

100% construction documents 70%

Construction period services *100%

* Construction period services shall be billed based on actual work performed.

11.14. References

The following criteria shall be used to develop the design (including but not limited to):

Technical Information Library http://www.cfm.va.gov/TIL/

Physical Security Design Manual for VA Mission

Critical Facilities PG-18-10

Master Construction Specifications PG-18-1

Design & Construction Procedures PG-18-3

CAD: National CAD Standard, VHA Application

Guide and Standard Details PG-18-4

Equipment Guide List PG-18-5

Space Planning Criteria, and VA SEPS PG-18-9

Design Manuals PG-18-10

Design Guides PG-18-12

Accessibility and Barrier Free Design Guide PG-18-13

Room Finishes, Door, and Hardware Schedules PG-18-14

AE Design Submission Instructions PG-18-15, Volume B

Environmental compliance Manual PG-18-17

Hardware (Equipment) Symbols H-08-6

VAMC Approved Hardware Locking Standards H-08-6

Seismic Design Handbook H-18-8

Cultural Resource Management Procedures H-7545

Space Planning Criteria H-7610

(All related Chapters) http://www.cfm.va.gov/TIL/planning.asp

VA HVAC Design Manual Nov 2017

VA Signage Standards M-00-2

VA Interior Finish Standards Mem. 138.13

Joint Commission Criteria http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/planning.asp

NFPA 2017

VA Fire Safety Criteria

Sustainable Design & Energy Reduction Manual Latest Edition.

AFGE Master Agreement Latest Publication

International Electrical Testing Association Latest Edition

VA Handbook 0730 Security and Law Enforcement Latest Edition

11.15. Attachments

Attachment A - PG 18-15 AE Submission Reqts Vol C

Attachment B - VHA COVID-19 Reqts 12-14-21