SOW_AE_Services - Construct New Police Annex MPD FINAL.pdf

AE SERVICES FOR CONSTRUCT NEW POLICE

ANNEX, MENLO PARK

Project Number 640-421 Page 1

STATEMENT OF WORK

PROJECT TITLE: Construct New Police Annex MPD

PROJECT LOCATION: VA Menlo Park Division Veterans Affairs Menlo Park, California

PROJECT NO. 640-421

DATE: June 17, 2024

EXECUTIVE SUMMARY: Provide comprehensive, all necessary design and construction documents to construct the New Police Annex at Menlo Park Division (MPD) as a 6,200 maximum BGSF police annex facility, as further described under this Scope of Work.

PROJECT DESIGN SCHEDULE: Complete design for the project within 222 calendar days from “Notice of Award” (NOA).

CONSTRUCTION BUDGET: Not to exceed $8.0M based on the project’s scope and design.

Table of Contents

1. PROJECT BACKGROUND

2. PROJECT PURPOSE AND DESCRIPTION

3. COMMISSIONING AUTHORITY

4. AE SCOPE OF WORK

5. PROJECT SCHEDULE

6. PROJECT CONSTRUCTION BUDGET

7. AE CONTRACT AND PROFESSIONAL LICENSURE

8. VA TEAM

9. ABBREVIATIONS AND ACRONYMS

10. SECURITY CONSIDERATIONS

11. ENCLOSURES

This document contains information and minimal submission requirements for the design and the construction documents specified in the Architect & Engineering (AE) contract. AE firm shall provide evaluation, design, and construction services as outlined in this Scope of Work (SOW) document. AE services shall be provided to the VAPAHCS, located at 3801 Miranda

Project Number 640-421 Page 2

Avenue, Palo Alto, CA 94304, all in accordance with this SOW and contract terms and conditions.

1. PROJECT BACKGROUND

1. The original construction of the new single-story Police Annex Building and associated Generator Building was started in 2014. The size was approximately 4,981 GSF for the Annex, and 288 GSF for the Generator Building.

The project ceased construction in 2015 for the Owner’s convenience. Materials are currently stored on site and building materials partially constructed are exposed.

The new project will capture additional requirements not included in the original design. Additional requirements are further described under this scope of work.

The existing materials stored and/or partially constructed on site to be removed from the site by others or contractor. Existing equipment including a generator, Automatic Transfer Switch (ATC), and HVAC are also stored on site and to be removed by others or contractor.

The originally constructed concrete slab and utility stub ups at the police annex and generator building to be tested and verified by the AE firm to determine feasibility of use with the new construction.

2. PROJECT PURPOSE AND DESCRIPTION

1. The intent of this project is to select a qualified AE firm to provide at a minimum: site investigations, field measurement verification, engineering assessment, engineering calculations, design documents, and construction documents. The detailed AE services are described in Section 4.

3. COMMISSIONING AUTHORITY

1. The Commissioning Authority is to be retained and paid for by the AE. However, the CA shall report directly to the Contracting Officer Representative (COR) or designated representative and manage the commissioning process during design and construction with both the AE and the General Contractor (GC).

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2. Refer to the attached Enclosure -1 for whole building commissioning requirements.

4. AE SCOPE OF WORK

1. AE Project Team: The AE shall be comprised of a qualified principal design firm managing a group of licensed professionals to competently design this project to meet or exceed the project’s objectives and requirements. The AE team shall be comprised of, but not be limited to, the following professional disciplines: architectural, civil, structural, landscape, signage/wayfinding, mechanical/HVAC/plumbing, electrical, fire protection, physical security, IT data (telecommunications) and construction cost estimating.

2. Site Investigation and original Bid Set: The AE shall conduct a thorough site investigation and provide a complete design of the Project site, which shall include, but not be limited to: an engineering assessment of current, proposed, and as-built utility infrastructure systems, including electrical, gas, water, sewer, storm drainage, HVAC, fire-life safety, phone/data/cable, emergency power, potential tie-in points, and the capability of current site utility systems to support the requirements of the Project, geotechnical/soils investigation if needed by the AE (see NOTES below and refer to Enclosure -6), landscaping, including pedestrian circulation, Project ingress and egress access points, and contractor storage/trailer area. During such visits, which shall be included in the proposal, the AE must take appropriate safety precautions when conducting such field investigations and notify the COR of any/all hazardous material, substances, conditions, and/or circumstantial discoveries. The AE’s access to the Project site will be available during normal working hours with prior approval by the VA. Contact the VA a minimum of one week in advance to arrange initial site access and coordinate entrance into the area. Perform all on-site visitation or work between the hours of 8:00 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the Contracting Officer or COR. All original design drawings and specification and as-builts for applicable disciplines (e.g., site, civil, architectural, structural, plumbing, fire protection, mechanical, electrical, etc.)

based on which the existing partially built, unfinished building was designed, and geotechnical report, will be made available to the AE as Enclosure -2. AE shall not

Project Number 640-421 Page 4 solely rely on the original bid set or as-built reference documents provided. The drawings are provided as Reference only.

NOTE-Refer to bid set drawings and existing conditions for manhole elevations and revise manhole cover elevations for storm drain and sanitary sewer as required to be raised.

NOTE-Refer to Enclosure -4, – Existing Materials Testing Report dated April 20, 2021, for assessment of as-built reinforced concrete footing/slab. The testing report data regarding structural steel members on site to be disregarded, as the structural steel members to be removed from the site.

NOTE-Refer to Enclosure -6, - Geotechnical Report Emergency Service Annex dated May 17, 2013.

NOTE-All provided documents shall be considered as reference documents only. AE is required to conduct necessary investigations to confirm existing conditions.

Findings from investigations shall be presented to the VA for review prior to conceptual drawings submission.

4.2.1. Conceptual Drawings: A conceptual drawing for the floor plan, used to capture the area for additional requirements not included in the original design, is shown as “Conceptual Floor Plan.” This drawing is a markup of the original bid set drawing and will be made available to the AE as Enclosure -3. Based on the original bid set, “Conceptual Floor Plan”, this SOW and design meetings with VA staff, AE is to provide new record drawings in AutoCAD format, which shall follow VA BIM Standard, VA BIM Manual v2.2 VA BIM & CAD Standards (PG-18-13) - Office of Construction & Facilities Management.

4.2.2. Existing Auto CAD Drawings - Existing Auto CAD Drawings, for the original construction drawings Will be made available to AE as reference only after the Notice of Award (NOA). The AE shall produce new drawings for the proposed new police annex facility based on the latest codes and requirements.

4.2.3. Energy Calculations: AE shall utilize the latest version of energy simulation software program (e.g., EnergyPro, EnergyPlus, eQUEST, etc.) for modeling the building with https://www.cfm.va.gov/til/projReq.asp

Project Number 640-421 Page 5 associated heating, cooling, lighting, ventilating, and other energy flows. The AE shall provide a report including, but not limited to modeling results, heating and cooling load data, and recommendations for energy reduction.

3. Design

4.3.1. General: The AE shall review the original bid set

drawings and specifications, the conceptual new floor plan, and this SOW. Based on this information, site conditions and design meetings with VA staff, the AE will provide the construction scope of work. To keep the project within the budget, the scope of work to include Base Bid and suggested Deducts as listed below:

4.3.1.1-Base Bid Items-

• If existing slab/utilities found to be in unsuitable condition, then AE shall provide recommendations for removal/reconstruct as needed.

• Architectural style of this facility to match Welcome Center. Refer to existing Bid Set Drawings, -Enclosure 2.

• Construct new and/or complete build-out of the structural building system, plumbing, electrical, and other disciplines as required per the original design, and to capture additional requirements indicated below in this SOW not included in the original design.

• Construct interiors per original design/bid set and to capture additional requirements not included in the original design as per 4.2.1, Enclosure -3 “Conceptual Floor Plan”, and as required to capture additional requirements of this Scope of Work.

• Complete construction of the building and roof.

• Finish roof, including solar panels per original design and/or as modified to capture additional requirements not included in the original design.

• Utilities Scope will include an investigation of all existing and new utilities which were completed/modified by the previous construction project. Remaining utilities, as required for the new building, should be included in the

Project Number 640-421 Page 6 construction scope of work. AE shall verify and redline any changes in utilities and update in the design documents.

• Hardscape to be included as follows:

o Fenced in area for dog run behind the facility.

o Review parking area adjacent to the proposed new facility with VA regarding potential restriping.

• Provide exterior and interior signage using VA standards.

• Increase space from that shown in original design, as required in current Dispatch room, 102A, and provide for alarm capability, as required for a primary dispatch center room similar to the current primary dispatch center located at PAD.

• Design to allocate space, power, and data connections in the Dispatch Room is included in this SOW, with no relocation of alarms to the MPD dispatch center at this time.

• Relocation of alarms from current location in B348 (3 panels for annunciators to the emergency generator) to be determined by VA.

• The following communication and IT requirements to be included in this SOW:

o Data connections for future expansion of Dispatch Room to become the main dispatch center for VAPAHCS.

o Motion detectors o Intrusion Alarm o PIV access o Fire alarm to match new systems currently in process at Menlo Park Division, VA to provide specifications.

o Cameras to match other new cameras currently in process at Menlo Park Division, VA to provide specifications.

o IT closet to meet current VA Standard for Telecommunications Spaces Version 4 (OIT- ISTS.pdf (va.gov).

o Doors and cores to be compatible with new electronic key system, VA to provide standards/specifications.

• Per the original bid set drawings and the Conceptual Floor Plan drawing, -Enclosures 2 https://www.cfm.va.gov/til/telecom/OIT-ISTS.pdf https://www.cfm.va.gov/til/telecom/OIT-ISTS.pdf

Project Number 640-421 Page 7 and -3, the following are included in this SOW to capture additional requirements:

o Add new training room for computerized simulation room (MILO room) with a minimum ceiling height of 12 feet required.

o Add two new private offices.

o Include workstation at room #117 “storage room, shelving – mandatory records storage.”

o Increase room area for “equipment & evidence room” at Room 108A from 71 SF.

o Reconfigure rooms 102, 103 and 104 from private offices to an open office.

o Remove room function “conference/training” at room #110 and add “Operations” as a function to the building.

o Remove room function “training, weapons & physical training” portion at room #118 from “conference/training, weapons & physical training” room, therefore it will only be designated as a conference room.

4.3.2. Demolition: AE shall note and specify the demolition

involved in this project and develop appropriate demolition documents, cross section details, drawings, and specifications.

4.3.3. Space functionality of the building will be determined through design meetings with AE firm and designated VA Palo Alto personnel. Space functions will include but are not limited to, programs related to emergency services.

AE firm will revalidate space program prior to the initial kickoff meeting.

4.3.4. Structural: All structural work to be in compliance with the latest building codes and the latest H-18-8 VA Seismic Design Requirements manual available on the VA Technical Information Library (TIL) located at http://www.cfm.va.gov/TIL/. Any new and modifications of existing structural work shall be designed by a qualified registered structural engineer (SE) with demonstrated professional experience with structural design projects including seismic design in the State of California. The structural engineer shall perform and provide all calculations to validate the structural design. Provide design assumptions, loading conditions (vertical and lateral), member analysis and foundation analysis and any http://www.cfm.va.gov/TIL/

Project Number 640-421 Page 8 other justification of design for new structural work or modifications to existing work. AE shall verify unfinished foundation construction and determine requirements to modify and/or replace existing foundation.

4.3.5. Architectural: Field verification of elevations, building locations and architectural dimensions is required, as existing drawings only provide approximate locations and dimensions for the original design.

Architect shall provide a complete site plan and building design fully coordinated with all trades. The Architectural design shall implement appropriate design styles, colors, finishes, building materials and construction practices according to the Project requirements.

4.3.6. Interior Design: The AE shall provide design solutions for all finishes and materials, including but not limited to paint colors, caseworks, flooring materials, wall materials, doors and hardware, window treatments, ceiling tiles, and signages (interior and exterior, inclusive of wayfinding). AE design will be incorporated into the construction documents, as well as on presented finish boards, digital media, and/or sketches/renderings. AE will work closely with the VA interior designer or staff to establish and obtain approval for a complete interior scheme and will consult with interior designer to account for all proposed furniture (i.e., size, quantities, and infrastructure requirements) in its design of the Project.

Even though VA will purchase and install such furniture separately, the AE shall account for the proper placement of the furniture and be responsible for the design of the required infrastructure. The Interior Design scheme shall be initially submitted to the VA during the DD phase and fully developed at the completion of the CD phase. AE shall submit color boards of the approved color/finish schemes, which shall also be cross-referenced and consistent with the finish schedule and master specifications.

4.3.7. Signage/wayfinding: Design shall include all life-safety and code-required signage, as well as signage for rooms, wayfinding, fire zone areas, and other VA required signs.

4.3.8. Plumbing: The AE shall provide design solutions for all plumbing systems, to include but not be limited to, domestic hot and cold water, steam and chilled water system, sewage systems, and drain systems. Plumbing

Project Number 640-421 Page 9 design shall include any required modifications due to the new project design.

4.3.9. HVAC: HVAC design work or modification to existing HVAC systems shall be designed by a qualified registered mechanical engineer. Design shall include all equipment, materials, and other components for a fully functional HVAC system for the Project. The mechanical engineer shall perform and provide all calculations to design an energy efficient and fully operational HVAC system in accordance with the latest version of applicable codes, regulations, standards, guidelines, and policies. The system shall also comply with the latest version of Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings.

4.3.10. Electrical: Electrical work shall be designed by a

qualified registered electrical engineer. The electrical engineer shall perform and provide all calculations to comply with the latest version of the National Fire Protection Association (NFPA) 70 (National Electrical Code).

4.3.11. Fire – Life Safety Systems: Design shall include new

system including fire alarm, fire sprinkler, smoke detectors, fire extinguisher, and all other fire and life safety items required per NFPA 101 to produce a fire and life safety system.

4.3.12 Data, Phone, Security Systems, & Cabling Infrastructure:

Design shall include new data, phone, panic alarm, and video camera systems. The A/E, in consultation with VA staff, including the VA Office of Information and Technology department, shall evaluate and design the telecommunication route to the nearest available VA telecommunication network tie-in location. The AE design shall include the conduits, cabling and tie into the main facility system, power supply, and mounting supports for these cameras. AE shall obtain camera product data info from the VA and include the product requirements in the design documents. Cameras will be furnished by construction contractor.

4.3.13 Certified Independent Third-Party (CITP) Safety Review: The design drawings and specifications shall be reviewed typically at the 95% CD stage for compliance with applicable national and local codes and standards to include a NFPA Fire / Life Safety review by an independent

Project Number 640-421 Page 10 qualified, licensed CITP consultant, who will be hired separately by the VA. The AE shall modify the construction documents based on the CITP review.

4.3.14 Sustainability, Energy, and Resource Conservation: The Project shall be designed to achieve the VA’s sustainability and energy conservation requirements. All new equipment (light fixtures, HVAC units, photo-voltaic system, etc.) shall be energy and resource efficient. The Sustainable Design & Energy Reduction Manual shall be reviewed and followed for all pertinent criteria and incorporated into the building design.

4.3.15 Commissioning: The AE shall generate commissioning

requirements and specifications which shall include, but not be limited to the following:

4.3.15.1. Roles and Responsibilities.

4.3.15.2. Commissioning Review Process.

4.3.15.3. Applicable References for Commissioning

Procedures and Criteria.

4.3.15.4. Pre-Functional Performance Tests, such as

equipment installation verifications, equipment start-up, TAB, piping pressure test, duct leakage test, test instrumentation calibration, operation and maintenance manual (O&M) review, etc.

4.3.15.5. Functional Performance Tests.

4.3.15.6. Discrepancies and Correction Plans.

4. Design Factors

4.4.1. Codes and Design Standards: AE shall be responsible for ensuring that the project meets and exceeds all latest version of Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings, applicable codes (e.g., IBC, IMC, IPC, etc.), regulations (e.g.

Federal, state, and local), standards (e.g. ASHRAE), guidelines, policies, VA requirements (e.g. Rules of the Station) and VA’s design manuals, including the VA Physical Security & Resiliency Manual (PSRDM).

4.4.2. Energy Star Products: Pursuant to Executive Order 13123, provide Energy Star labeled products or, for product

Project Number 640-421 Page 11 groups that are in the upper 25 percent of energy efficiency as designated by Department of Energy (DOE), Environmental Protection Agency (EPA), and the Federal Energy Management Program (FEMP).

4.4.3. Quality Assurance/Quality Control Plan: In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control plan. AE shall develop, execute, and demonstrate that the Project plans and specifications have gone through a rigorous review and coordination effort as stated in PG-18-15, which is a standard AE submission guide for minor and NRM projects, Program Guide, PG-18-15, Volume C. The AE shall log onto the VA web site for the Office of Facilities (http://www.cfm.va.gov/TIL/) and comply with all rules and regulations related to requirements for minor and NRM projects.

4.4.4. Construction details to follow VHA National CAD Standard Details, PG-18-4. CAD files to follow the VA BIM Standard, VA BIM Manual v2.2 (VA BIM & CAD Standards (PG- 18-13) - Office of Construction & Facilities Management).

The project will be delivered to VA in BIM – Revit Architecture, Revit MEP, Revit Structural, Navisworks, Version 2009 or earlier, as well as exported Industry Foundation Class (IFC) 2x3 files. Other IFC compatible BIM software deliverables acceptable upon VA approval.

Site and Civil to be done with AutoCAD 2007 or earlier.

4.4.5. Interim Life Safety Measures (ILSM) Implementation: AE shall coordinate with COR, VA Safety Officer, and VA Infection Control, to provide design of any Interim Life Safety Measures required during construction. The AE shall provide ILSM(s) as part of the construction documentation and update this information as required in the construction phase. ILSM documentation may include the following: Phasing plans, Code compliance plans, Egress plans, and specifications. Life Safety Measures will include planning, identifying, and providing documentation for the following:

4.4.5.1. Identify, design for, and locate compliant

fire/smoke barriers during construction.

4.4.5.2. Identify contractor staging area, and

construction fencing locations, and provide drawings for General Contractor and COR.

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

Project Number 640-421 Page 12

4.4.5.3. Where ILSMs are required during construction, for each location:

4.4.5.4. Identify places where ILSMs will be required

during construction, both interior and exterior impacts.

4.4.5.5. Identify and prepare drawing(s) and signage

showing compliant egress paths during construction.

4.4.5.6. Identify which exit signs need to be covered, as

required by the ILSM.

4.4.5.7. Where applicable, identify alternate circulation

route(s) for patient or hospital staff to maintain the continuity of hospital functions.

4.4.5.8. Identify utility shutdowns that may impact

hospital functions.

5. Design Phases and Minimum Deliverables: Follow standard AE submission guide for minor and NRM projects, Program Guide, PG-18-15, Volume C (-ENCLOSURE 5). AE shall provide submittal schedules for the various design phases, including construction document 1 (CD-1), construction document 2 (CD-2), and final bid document submission (CD). AE shall log onto the VA web site for the Office of Facilities (http://www.cfm.va.gov/TIL/) and comply with all rules and regulations related to requirements for minor and NRM projects, except one correction. General A.11 (Page 2): Provide CD-ROMs instead of 3 ½” floppy disks. Specification 01 32 16.01 “Architectural and Engineering CPM Schedules” is required for AE to develop a Critical Path Method (CPM Schedule) plan and schedule as designated in VA PG 18-15, and section must be included in the specification deliverables.

4.5.1. Program Development and Conceptual Design:

4.5.1.1. Project conceptual alternatives.

4.5.1.2. Two (2) sets –half size

4.5.1.3. Native software file formats of PDF, RVT, IFC, NWD, and DWG.

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

Project Number 640-421 Page 13

4.5.1.4. Project Schedule.

4.5.1.5. Project scope to be confirmed.

4.5.1.6. Preliminary cost estimate to confirm budget.

4.5.2. Schematic Development (SD) Submission (35%):

4.5.2.1. Project conceptual alternative Selection.

4.5.2.2. Three (3) complete sets – 1 full size, 2 half

size.

4.5.2.3. Native software file formats of PDF, RVT, IFC, NWD, and DWG.

4.5.2.4. SD Narrative of the design concepts, including

Mechanical, Electrical, Plumbing, IT, Security, and other engineering disciplines.

4.5.2.5. SD cost estimate.

4.5.3. Design Development (DD) Submission (65%):

4.5.3.1. Three (3) complete sets – 1 full size, 2 half

size.

4.5.3.2. Native software file formats of PDF, RVT, IFC, NWD, and DWG.

4.5.3.3. Specifications – draft outline of applicable

sections – 2 sets.

4.5.3.4. DD cost estimate with different construction

phases’ breakdown.

4.5.3.5. Calculations – Mechanical, Electrical, Plumbing, Structural, fire protection, and other engineering disciplines.

4.5.4. Construction Document 1 (CD-1) Submission (95%):

4.5.4.1. Submittal Schedule.

4.5.4.2. Three (3) complete sets – 1 full size, 2 half

size.

4.5.4.3. Native software file formats of PDF, RVT, IFC, NWD, and DWG.

Project Number 640-421 Page 14

4.5.4.4. Specifications – 2 sets.

4.5.4.5. Construction drawings shall include but not be

limited to hook-up details and cross sections.

4.5.4.6. CD (65%) cost estimate with different

construction phases’ breakdown.

4.5.4.7. Calculations – Mechanical, Electrical, Plumbing, Structural, fire protection, and other engineering disciplines (all studies and calculations to be re-submitted if earlier submittals were not complete).

4.5.5. Construction Document 2 (CD-2) Submission (100%):

4.5.5.1. Submittal Schedule.

4.5.5.2. Three (3) complete sets – 1 full size, 2 half

size.

4.5.5.3. Native software file formats of PDF, RVT, IFC, NWD, and DWG.

4.5.5.4. Specifications – 2 sets.

4.5.5.5. Construction drawings shall include, but not be

limited to equipment schedules, hook-up details and cross sections.

4.5.5.6. CD (100%) cost estimate with different

construction phases’ breakdown.

4.5.5.7. Reports, Studies, and Calculations – Mechanical, Electrical, Plumbing, Structural, fire protection, and other engineering disciplines (all studies and calculations to be re-submitted if earlier submittals were not complete).

4.5.6. Final Bid Document Submission (CD) (Final):

4.5.6.1. Submittal Schedule.

4.5.6.2. Three (3) complete sets – 1 full size, 2 half

size.

4.5.6.3. Specifications – 2 sets.

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4.5.6.4. Two (2) CD-ROMs with drawings (documents in PDF, RVT, IFC, NWD, DWG formats); include index on CD, as well as final cost estimates, all reports and studies listed below; specifications to be in both Word and PDF formats.

4.5.6.5. Two (2) CD-ROMs with drawings and specifications

only; documents in PDF, RVT, IFC, NWD, DWG formats; include index on CD; specifications to be in both Word and PDF formats.

4.5.6.6. Reports, Studies, and Calculations – Mechanical, Electrical, Plumbing, Structural, fire protection, and other engineering disciplines (all studies and calculations to be fully complete and submitted in hard-copy format if earlier submittals were not complete.

4.5.6.7. All the above to be uploaded to the designated

FTP site.

6. Project Meetings: AE shall schedule project design review meetings, arrange meetings among its consultants, VA, and/or other agencies or parties that are required for the execution and completion of the project. The AE shall prepare meeting minutes for each formal meeting with the VA and submit such minutes within five (5) business days of such meeting.

7. Bidding: AE shall be available to field all questions from interested parties regarding the construction documents and/or project, as well as attend any pre-bid conferences, present an overview of the project to prospective bidders, and modify drawings or specifications as needed.

8. Construction Administration: AE shall include Construction Support Services and Site Visits through the duration of the construction for the project, which includes, but is not limited to:

4.8.1. RFI, Submittals, and Change Orders:

4.8.1.1. AE shall review and respond to Request for

Information (RFI), technical in nature, within seven (7) calendar days.

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4.8.1.2. AE shall review all submittals for the project, including HVAC equipment, elevators; electrical, plumbing, fire protection, fire alarm, utilities and architectural system, within fifteen (15) calendar days, and witness acceptance testing on behalf of the VA for the building and utility systems. VA reserves the right for final approval/disapproval.

4.8.1.3. AE shall review, evaluate, and respond to change

orders as required.

4.8.1.4. Observation and Site Visits:

4.8.1.5. AE and AE’s consultants as requested by VA, shall be required to make site visits during all critical phases of the project to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

The A/E shall review the Contractor’s requests for information and cost proposals for construction change orders when requested by the 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.

4.8.1.6. Written Progress Reports, field observation

reports, shall be submitted for each site visit.

Reports shall include any deficiencies noted during the site visit and the appropriate correction, a list of action items that require AE response and any discussion highlights resulting from the visit. The AE will forward a formal inspection report not later than seven

(7) calendar days following on-site inspection, as well as maintain a record of site visits.

4.8.1.7. Punch list verification, including pre-final, and final inspections shall be prepared and submitted to the VA.

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4.8.2. Documentation:

4.8.2.1. AE shall take and submit meeting minutes for all

job site visits and project meetings.

4.8.2.2. Document unforeseen conditions discovered during

construction and develop alternate solutions to resolve problems. Provide solution(s) and recommendation(s) to the COR. These may include site pictures, field inspection reports, design solutions, expert third party review and/or supplemental instructions.

4.8.2.3. AE shall document the project closeout process

to include:

4.8.2.4. Warrantees (identify for COR, organize and

collate package; summary sheet to include list of warrantees and corresponding warrantee expiration).

4.8.2.5. Product Operation and Maintenance Manuals

(organized/grouped by functional systems)

4.8.2.6. Document and verify during site visit those

completed and still outstanding Punch List Items.

4.8.2.7. Documents: At project completion AE shall

incorporate the reference (commonly referred to as the “as-built”) drawings from the General Contractor and furnish two (2) CD-ROMs and upload if requested by the VA an updated set “Record Documents” to include reference drawings, specifications, product information, and incorporated change orders in the latest version of AutoCAD, PDF and Revit, or original software, a full size hard copy set, and electronic PDFs to conform to VA drawing standards. The AE shall coordinate with the COR to receive General Contractor marked-up drawings for the AE’s use. The AE shall have 45 calendar days to provide the VA with a set of Record Documents after receiving General Contractor’s marked-up drawings. The AE shall coordinate with the General Contractor to ensure accuracy of such documents.

Project Number 640-421 Page 18

5. PROJECT SCHEDULE

1. Proposed Submission Schedule (i.e. calendar days, commencing after issuance of NTP by CO):

(1) Kickoff Meeting – Overview of SOW 7 Days

(2) Program Development and Conceptual Design 21 Days

(3) VA Review of Conceptual Design 21 Days

(4) Schematic Development (SD) 21 Days

(5) VA Review of SD 21 Days

(6) Design Development (DD) and Site Investigation Results

28 Days

(7) VA Review of DD 28 Days

(8) 95% Construction Documents (CD-1) 21 Days

(9) VA Review of 95% CD 21 Days

(10) 100% Construction Documents (CD-2) 14 Days

(11) VA Review of 100% CD 14 Days

(12) Final Bid Documents Package 5 Days

2. Total design period services not to exceed 222 calendar days.

3. Design Schedule: AE shall provide a project schedule of all design and construction milestone dates and update such schedule if any such dates are modified during the project to the VA.

4. Construction Schedule: AE shall provide their estimate for time required to construct this project.

6. PROJECT CONSTRUCTION BUDGET

1. AE shall design the project such that the construction cost shall not exceed the Construction Budget as stated under Construction Budget, Page 1. The Construction Budget is inclusive of all construction costs per the scope and construction documents, including, but is not limited to, Project Number 640-421 Page 19 all labor costs, overhead time, off hours premium costs (e.g., weekends, Federal and holidays), materials, supervision, overhead, testing/inspection, etc., site costs, mobilization, demobilization, utilities, cabling, and site restoration.

7. AE CONTRACT AND PROFESSIONAL LICENSURE

1. AE Contract: AE shall initially forward the invoices for the CO’s preliminary review and approval. Upon CO’s approval, AE shall submit the invoices to Austin, TX for VA’s fiscal processing.

2. Professional Licensure: The professional seal indicating such professional license shall appear on the final submission with signature. This signature needs to appear on the electronic CD-ROM to be used for bidding purposes. The Architect or Engineer whose seal is shown will be known as the Architect of Record, or the Engineer of Record. The AE shall be responsible for and certify compliance with the SOW and all applicable codes and standards.

8. VA TEAM

1. AE will work with the following VA personnel managing this project:

8.1.1. Contracting Officer (CO): The CO shall be

responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO.

8.1.2. Contracting Officer’s Representative (COR): The COR

shall be responsible for the AE design management on behalf of the VA and will manage the project on a day-to-day basis to ensure that the project requirements are met from the design phase through construction according to this scope of work and the final construction documents.

2. User Group(s): AE will work closely with the User Group(s) (generally through the coordination of the COR) to ensure that the detailed project requirements as conveyed from the User Group(s) are met for this project. Project User

Project Number 640-421 Page 20

Group(s) for this project will include the Police Service, facility maintenance, and the support staff.

9. ABBREVIATIONS AND ACRONYMS

AE Architect & Engineering Firm ASHRAE American Society of Heating, Refrigerating and

Air-Conditioning Engineers CA Commissioning Authority CD Construction Documents CM Construction Manager CO Contracting Officer COR Contracting Officer’s Representative DD Design Development GC General Contractor IBC International Building Code IMC International Mechanical Code IPC International Plumbing Code NFPA National Fire Protection Association NTP Notice to Proceed O&M Operations and maintenance documents SD Schematic Development SOW Scope of Work TAB Testing, adjusting, and balancing.

VA Veterans Affairs VAPAHCS Veterans Affairs Palo Alto Health Care System

10. SECURITY CONSIDERATIONS

1. The CA requirements do not apply, and that a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6. The Contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim- October 2010).

11. ENCLOSURES

1. Commissioning requirements ENCLOSURE-1

2. Original Bid set of the unfinished Police Annex building.

ENCLOSURE-2

3. Conceptual Floor Plan-The new design scope. ENCLOSURE-3

4. Existing Materials Testing Report dated April 20, 2021.

ENCLOSURE-4

5. PG 18-15 Volume C. ENCLOSURE-5

Project Number 640-421 Page 21

6. Geotechnical Report Emergency Service Annex May 17, 2013.

ENCLOSURE-6