SOW.docx

STATEMENT OF WORK FOR AE SERVICES

Date: December 11, 2023 Project: 610A4-25-221 Install Gates at Fort Wayne Entrances

1. Scope of Work A. The Architect/Engineer (A/E) firm shall furnish professional services (including, Construction Documents, Technical Specifications, Statement of Conditions Drawings, Construction Administration, Construction SOW, site survey, design narrative/analysis, calculations, construction cost estimates, and sample boards in accordance with professional standard practices and VA criteria) to install gates at the Fort Wayne entrances at VA Northern Indiana Health Care System, Fort Wayne Campus, 2121 Lake Avenue Fort Wayne, IN 46805. The project will install four new gates at the four entrances of Fort Wayne VA. All submissions will be according to A/E Submission Instructions for Project 610A4-25-221 – Install Gates at Fort Wayne Entrances.

B. Design will include the following items and program areas:

1. Installation of four new gates.

i. New gates will be at each entrance of the Fort Wayne VA Campus.

ii. Each gate shall have the capability to tie into a future fence around the permitter of the facility. Gate shall have the capability to match the future fence’s design.

2. Construction of new gates shall be in compliance with VA design manual specifications.

3. As part of the contract, the A/E shall field verify all existing conditions.

C. Special items to consider for this project:

1. A survey will be required for any additional items not included in report, but should be noninvasive, to not disrupt occupants of Building 1.

D. A/E shall submit project through the VA for all required Section 106 compliance including SHPO review. This campus and building are currently not considered historic.

E. A/E will be responsible for complete functional design and provide biddable documents. All work shall be coordinated with upcoming and current project to prevent any duplication of efforts. A/E design is to comply with the following:

1. Construction & Facilities Management (CFM) Sustainable Design Program and applicable sections of the Sustainable Design Manual (latest edition), available at http://www.cfm.va.gov/til/sustain.asp.

2. NFPA, OSHA, ANSI, TJC, NEC, EPA, VA and VA NIHCS regulations and standards as well as other applicable State, Local, and Federal Code requirements per PG-18-3 Design and Construction Procedures available at https://www.cfm.va.gov/TIL/cPro.asp.

3. Applicable sections of VA publications, "Planning Criteria for Medical Facilities", H-08-9; and "Equipment Guide List", H-08-5

4. Considerations for design include Architecture, Structural, Plumbing, Mechanical, Electrical, and Technology. A/E shall utilize Design Manuals by discipline PG-18-10, and Space Planning Criteria PG-18-9. A/E shall follow PG-18-3 Design and Construction Procedures for applicable codes and construction procedures. Additionally, A/E shall incorporate ‘HVAC Design Manual for New, Replacement, Addition and Renovation of Existing VA Facilities’ (latest edition) and ‘HVAC System Controls and Design Considerations’ (latest edition) into design, and NFPA 101 Life Safety Code. The above guides are available on the VA Technical Information Library located at http://www.cfm.va.gov/til/.

5. Applicable chapters of VA Master Construction Specifications will be prepared by the A/E, including any necessary adaptations. VA Construction Standards JH-08-3, VA HVAC Design Manual, VA Sustainable Design Manual, and ASHRAE Standards (latest edition), shall apply to specific design requirements. Particular attention is called to CD4, "Symbol Identification of Contract Drawings", and CD5, "Contract Drawings Requirements". Equipment symbols shall be in accordance with Handbook H-08-6, "Standard Drawing Details". Handbook H-08-4 shall be utilized to the greatest extent practicable.

6. The A/E shall carefully review all requirements of the latest edition of the Accreditation Manual for Hospitals, of the Joint Commission of Accreditation of Hospitals, with respect to design and operating requirements and report all conflicting conditions in writing.

7. The A/E shall design all systems to maximize energy conservation and comply with requirements of VA HVAC Design Manual, VA Sustainable Design and Energy Reduction Manual, and ASHRAE Standards (latest edition).

8. The A/E shall incorporate the VA Physical Security Design Manual for VA Mission Critical Facilities (latest edition) into the design to account for blast resistance, progressive collapse, column protection, wall protection and other requirements.

F. A/E shall be responsible to review existing conditions to locations planned for development. Existing drawings of the Fort Wayne Campus are on file at the VA NIHCS for review by the A/E. Access to files shall be coordinated with the COR.

G. Integrated Design – Use a collaborative, integrated planning and design process that initiates and maintains an integrated project team in all stages of a project planning and delivery.

H. The A/E shall develop the project utilizing Revit 2023 to develop architectural design drawings, renderings, construction documents, and record drawings at completion of construction as per the VA BIM guide located on the VA Technical Information Library (TIL). At each scheduled submittal date, the A/E shall submit to the VA a list of the submitted files that shall include; 3D Views, Facility Data, and Revit Data Files. Submittal drawings shall be full size plots suitable for half size reproduction.

I. A/E shall develop and provide VA approved deduct bid alternates to total 10% of the total construction cost: $850,000.

2. General A. The A/E will be given the appropriate orientation by the VA NIHCS offices of Engineering Service and VISN Contracting. The A/E shall prepare all necessary drawings. The degree of completion and the stages of submission shall be as hereinafter specified. The VA NIHCS will direct the AE to all standard details, master specifications, design criteria, etc. that is available through the technical information library (TIL) http://www.cfm.va.gov/til/.

B. A/E discussion with the VA NIHCS personnel concerning requirements will be arranged by and participated in by appropriate Engineering Service personnel. The A/E shall participate with the Project Engineering and other Services in review of project scope, design review comments, etc.

C. The A/E firm shall be responsible for site review of the existing facility in order to field verify the owner’s existing documents and drawings. Any modifications that are required to be made as a result of the site review shall be communicated to VA and corrected by the A/E firm.

D. The A/E shall provide renderings at every design milestone throughout the design with a final rendering to be provided at the 100% Design Phase to be utilized for a Construction Sign.

E. The A/E shall be required to provide a computerized 3D Revit 2023 model of the new structures throughout the design phase to adequately represent material, site conditions, equipment, and utilities. A/E Shall provide Revit Walkthrough Renderings at each phase of design submittal. A/E will incorporate the area into the facility BIM model after completion of the project (part of the current A/E contract).

F. The A/E shall develop the project utilizing Revit 2023 to develop architectural design drawings, renderings, construction documents, and record drawings at completion of construction as per the VA BIM guide located on the VA Technical Information Library (TIL). At each scheduled submittal date, the A/E shall submit to the VA a list of the submitted files that shall include; 3D Views, Facility Data, Revit walkthrough renderings, and Revit Data Files. Submittal drawings shall be full size plots suitable for half size reproduction.

G. The A/E shall include a signage and wayfinding plan for the recently constructed area to include wayfinding maps that will be incorporated into signs

H. The A/E firm shall provide submissions, consisting of Schematic, Design Development and Construction Document (2) reviews. Each submission shall contain design drawings, specifications, a detailed cost estimate, sole source justifications and brand name or equal listings as per the VA requirements. Other items will be submitted as per listed requirements. Submissions will follow A/E Submission Instructions for Minor and NRM Construction Program.

a. The VA has ownership of the rights at each design submission to all CAD files, Revit BIM Model and Facility Data developed for the Project. The VA may make use of this data following any deliverables.

b. For preparation of construction specifications, the A/E will provide specifications in "Word" format and “pdf” format. The A/E shall supply copies of the specification files, combined into single document, to be electronically transported to the CO for incorporation into the VA specification booklet.

c. A/E will provide in “Word” format the Statement of Bid Items and Scope of Work to be incorporated in the construction bid package.

I. The A/ E shall provide a preliminary construction duration time for planning purposes. This information shall be communicated to all bidders for their review and inclusion within their bids.

J. Drawings showing architectural and other features of the affected building are available in files of the Engineering Service, VA NIHCS. The drawings are not to be expected to be accurate in all respects, and the Architect-Engineer is to verify all features affecting the project by field investigation.

K. The design should address the existing conditions including:

a. Utility removal and relocation, as necessary.

b. Underground location and documentation of existing and abandoned utilities during the Schematic Design Phase.

c. Phasing (if required) and traffic control during construction.

3. Schedule & Submission Requirements

Times listed herein are approximate and subject to negotiation. Each milestone in the timeline is subject to completion of the predecessor task and project requirements external to AE scope; as such, calendar days for task completion shall be negotiated instead of actual dates.

The following is an estimated milestone schedule in terms of business days. Federal holidays do not count as business days.

A. The A/E firm shall adhere to the below timeline with their fee proposal which shall establish the following milestone dates for the project:

a. Conceptual Submission: 21 calendar days after receipt of Notice to Proceed (NTP). [NTP=21]

b. VA Review: 14 calendar days after receipt of Conceptual Submission [NTP+35]

c. Schematic Submission #1: 30 calendar days after receipt of Notice to Proceed (NTP). [NTP+65]

d. VA review: 30 calendar days after receipt of Schematic Submission #1. [NTP+95]

e. Schematic Submission #2: 30 calendar days after approval of Schematic Submission #1. [NTP+125]

f. VA review: 30 calendar days after receipt of Schematic Submission #2. [NTP+155]

g. Design Development Submission: 30 calendar days after approval of Schematic Submission #2. [NTP+185]

h. VA review: 45 calendar days after receipt of Design Development. [NTP+230]

i. Construction Documents Submission 95%: 35 calendar days after approval of Design Development. [NTP+265]

j. VA review: 30 calendar days after receipt of Construction Documents 95%. [NTP+295]

k. Construction Documents Submission 100%: 21 calendar days after approval of Construction Document Submission 95%. [NTP +316]

l. VA review: 21 calendar days after receipt of Construction Documents 100%. [NTP +337]

m. Construction documents Submission Bid Set: 14 calendar days after approval of Construction Document Submission 100%. [NTP +351]

B. Design Totals:

Completion of Construction Administration Services will not be dependent upon award of Construction Contract.

4. Construction Period Services A. The A/E fee proposal shall include construction period services, which shall include:

a. Contract Procurement

i. Attend contractor’s Pre-Bid site visit and respond with recommendations to any questionable items. If necessary, develop amendments or assist with project procurement. A written response is required.

ii. Attend the pre-construction meetings, after award of construction contract, and once prior to start of each phase.

b. Submittal Review

i. The A/E firm shall review all construction materials and equipment submitted by the contractor for use in construction of this project. All submittals will be reviewed for compliance with the specifications and returned to Engineering Service within fifteen (15) calendar days after receipt. A&E will incorporate a prepopulated Submittal Log in the specifications. AE shall track submittals throughout the submittal process; to include when submittal was received, reviewed, and returned to the contractor.

c. Coordination

i. Coordinate with Commissioning Agent of the mechanical, electrical, plumbing, fire protection, lighting, and other building systems shall be implemented to verify the intent of the design by inspecting and testing the systems as outlined in the LEED® Reference Guide and per applicable ANSI/ASHRAE and VA Standards.

d. Site Visits

i. The A/E shall visit the site at the request of the Contracting Officer’ Rep to answer technical questions and/or develop minor changes due to site conditions, etc.

ii. Spot checking of contractor’s progress based on thirty (30) site visits as scheduled or when requested by the VAMC. This is in addition to the other inspections listed in other areas. This will include progress inspections and punch list inspection(s).

iii. Attend project progress meetings either in person or telephonically on a weekly basis.

iv. A/E to provide other construction phase services as defined in signed contract.

e. Contract Administration

i. Evaluate and respond to contractor RFIs via the COR.

1. AE shall track RFI submittals throughout the process; to include when submittal was received, reviewed, and returned to the contractor. RFI’s will be responded to within fifteen (15) calendar days.

ii. Complete cost estimates for change orders.

f. Record Drawings

i. The A/E shall modify design drawings and models based on marked drawings supplied by the contractor and are to be verified by the A/E in field. Record Drawings are to include all addendums, field modifications, and bulletins issued by the VA/AE during construction. The changes shall be incorporated into the final BIM Model with the revision documented on the title block as appropriate. The A/E will incorporate all project drawings and changes into the master VA record set of drawings. An electronic Revit BIM and AutoCAD model of the Record Drawings is to be submitted to the COR on CD-ROM, in both Revit and PDF formats. Any approved shop drawings with major differences from contract drawings, supplemental agreements processed change orders, etc., shall be incorporated. The A/E shall deliver updated record drawings (8 sets); (6) ½ size sets, (2) Full size sets. Provide final specifications in editable format for the future use by the VA. A/E will provide the VA a listing of actual finishes used to the VA at the completion of the project. Listing will include required information for the VA to procure items listed for patching and future use. Record drawings will include actual products used for finishes in the finish schedule.

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