SOW.docx

VA Maine Healthcare System 1 VA Center 11/28/2023 Augusta, ME 04330

Scope of Work 402-24-110 Structural Repairs and Improvements to Support Buildings Design Build Contract

1. General Intent The contractor shall provide A/E services as well as Construction Management services to design and perform a three-part construction project at the VA Maine Healthcare System, Togus. This three-part project consists of correcting existing structural slab deficiencies on the Ground Floor of Building 201 and the shipping and receiving warehouse Building 240 as well as widening the garage doors of the fire station Building 211.

The B201 garage floor is comprised of both an 8” thick structural slab, and a 4” topping layer. Chloride content in samples taken in both the topping and structural slab indicate content exceeds the allowable threshold as defined by the American Concrete Institute (ACI). VA Maine has possession of a floor evaluation detailing the depth of chloride penetration, delamination, load analysis of underneath structural steel, and recommendations for repair. This report shall serve as an initial condition survey for B201 (See Attachment 01 – Building 201 Floor Evaluation).

The B240 shipping and receiving warehouse needs concrete repair work to the exterior surfaces and under slab surfaces. In 2010 an AE firm provided restoration drawings, and in 2021 an AE firm was hired to evaluate the structural integrity of the loading dock. It was discovered that water and chloride has been infiltrating the slab through shrinking cracks at the top surface of the slab, causing deterioration to the underside of the slab which is visible from the crawl space of B240. These reports will serve at the initial condition survey for B240 (See Attachment 02A – Loading Dock Restoration Dwg, and Attachment 02B – Building 240 Slab Rating).

The B211 Togus Fire Department Bay Doors are too narrow for the Fire Engine and ambulance and is only about 1" of clearance. The existing building was originally constructed in 1935 and was used as a garage building that was later renovated into a fire station with 2 apparatus bays in 1976. Limited mylar copies are available of the original 1935 building design as well as drawings for the 1976 renovation. In 2015 structural drawings were created to widen the bays eight (8) inches. A/E may use this existing design for reference. This solicitation will involve widening of both bay doors. Widening each bay more than 8” is preferred (See Attachment 03 – Fire Station Door Enlargement Drawings).

Contractor is responsible for designing and performing this project in accordance with the VA Master Specifications and this Statement of Work as described below. All reports and drawings provided by the VA shall be for reference and not used as construction drawings.

2. Statement of Work:

The first portion of this work includes A/E services for the project design. This includes site visits, field investigation, studies, and user interviews to prepare a full set of professionally stamped drawings and specifications for all work and disciplines/trades required to facilitate a construction project to upgrade the facility infrastructure.

Building 201: The project shall include, but is not limited to, replacing the 4” thick topping layer depicted in the shaded area below, as well as 150 SQFT of structural slab repair up to 3” thick. Removing and reinstalling the vehicle lift and gantry crane is responsibility of the contractor. At the completion of this project, the A/E is to provide a final floor load rating.

Building 240: In 2021 an evaluation was conducted (See SOW Attachment 2B) to determine the structural integrity of the loading dock. It was discovered that water and chloride has been infiltrating the slab through shrinking cracks at the top surface of the slab, causing deterioration to the underside of the slab which is visible from the crawl space of B240. A/E is to determine what level of repair is required and produce construction drawings IAW their findings. The VA had drawings made in 2010 (See SOW Attachment 02a) but these should only for reference and should not replace a site assessment by the contractor.

Building 211: Design will consist of structural and architectural modifications necessary to widen each opening a minimum of 8 additional inches. Design will also account for equipment relocation within the Fire Department Bays, replacement doors, door openers/closers, and remote openers and closers for up to 6 apparatus. Existing building was built in 1935 and was originally just a garage building that was later renovated into a fire station with 2 apparatus bays in 1976. Limited mylar copies are available of the original 1935 building design as well as drawings for the 1976 renovation. Structural plans for widening the exterior bay 8” are included in (SOW Attachment 03) for reference; widening this particular bay never took place. A/E may use this existing design for reference only however this solicitation will involve widening of both bay doors. Widening each bay more than 8” is preferred.

As part of this effort, the following are some, but not all, of the considerations that should be included in this project.

· The period of performance for the design portion of work to be completed is 240 days from the issuance of the Notice to Proceed by the contracting officer.

· VA to provide station specific DIV 01 specifications which will be reviewed by the A/E and incorporated into final design specifications.

· Design shall not change the look of any system component of the outside of the project.

· A/E services to continue through the construction period to review RFIs, Submittals, attend meetings/conference, conduct/distribute meeting minutes, and provide all required field inspections.

The second portion of work includes all construction period services for; Building 201 the demolition and replacement of top layer of concrete, 150sqft of structural slab, as well as vehicle lift and gantry crane removal and reinstallation. Building 240 All required building modifications required to include steel and concrete repair. Building 211 architectural modifications necessary to widen each opening a minimum of 8 additional inches. Equipment relocation within the Fire Department Bays, replacement doors, door openers/closers, and remote openers and closers for up to 6 apparatus. Procurement and disposal of all materials is included in this contract. All required testing is to be completed as part of this contract. All construction to be completed IAW VA approved A/E designs and construction drawings.

· Unless otherwise approved in writing by the CO/COR, only one building may be under construction at any point in time.

· A written notice to proceed by the CO/COR is required prior to starting on the next building.

· All construction is required to adhere to PCRA (Pre-Construction Risk Assessment Checklist) (See Attachment 04 – PCRA) & ICRA (Infection Control Risk Assessment) (See Attachment 05 - ICRA) requirements that have been established for this project.

· Time and workmanship warranty shall be provided for 1 year following the date of acceptance by the VA.

· Installation of all materials shall be done by a certified installers only; certification must be from all regulatory agencies as well as the manufacturer. All work under this contract is to be completed following all federal regulations and VA requirements for construction projects. This is to include site superintendent 30HR OSHA certifications, 10HR certification for all sub-contractors and the adherence to all local and federal building codes. The work is to be done during normal business hours of 7:00am – 3:30pm Monday through Friday. Requests to work outside of these hours must be approved at least two weeks ahead of time by the VA.

Building Specific Instructions

Building 201

· Construction activities for Building 201 can only occur during the months of April-October

· The period of performance for this work to be completed is 150 days from the issuance of the Notice to Proceed by the contracting officer.

Building 211

· Construction activities for B211 can only occur during the months of April-October.

· The period of performance for this work to be completed is 100 days from the issuance of the Notice to Proceed by the contracting officer.

· Construction barriers must be constructed on the interior of the garage of B211 so that the Fire Department can access stored equipment without entering a construction zone.

· Construction is required to be phased such that one Fire Department Bay Door remains 100% accessible for Fire Department Apparatus.

Building 240

· B240 Shipping and Receiving Warehouse must remain operable between the hours of 7am-3:30pm EST Monday through Friday. Contractor must perform Construction activities for in a way to not interfere with the building operations.

· The period of performance for this work to be completed is 120 days from the issuance of the Notice to Proceed by the contracting officer.

The total construction period of performance for all three (3) buildings is 370 calendar days. Total Design-Build period of performance will be 610 Calendar days from the issuance of the Notice to Proceed.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design or construction of this project. The A/E shall initiate a detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of all existing plans & record drawings will be provided prior to the start of design work. VA Medical Center Map (See Attachment 06 – Togus Campus Map) will give all biding contractors a basic understanding of the project location within the VA Maine Healthcare campus.

The Contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of this design build contract. The Contractor shall further provide meeting minutes for all meetings held under this design project.

Contractor to meet all requirements put in place to protect health and safety:

1. A Negative TB Test for the current calendar year

2. Seasonal Influenza with Vaccines (Attachment 07 – Seasonal Influenza)

3. Badging - All contractors are required to obtain a VA issued badge prior to starting any work on station. Badging form (Attachment 08 – PIV Badge Template) and directions for procuring one will be provided by the COR at the project kick-off meeting.

3. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

4. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the contractor shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

5. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 01 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

6. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

7. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

8. SUBMITTAL FORMATS: A/E shall submit a register of all required submittals. Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk CAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

· Project name, number, meeting host, Meeting Name

· Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

· Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

· Meeting purpose, Roll call, COVID-19, and Additional Items

· Agenda items (Decisions, action items, and fixes or next steps)

· Next meeting date and time

· Detailed attachment list

Schematic Design (SD)

· All documents in any of the electronic formats listed above.

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA Design Development (DD), and Construction Documents (CD)

· All documents in any of the electronic formats listed above.

· Memo annotating what was not upgraded and corresponding justifications.

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

100% Construction Documents

· PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

· Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

· Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

· Word files of specifications.

· AutoCAD files of drawings.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

· Two (2) paper bond sets of specifications – 2 to VA

· One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

Site Visit Reports Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

Punch List Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. AutoCAD (.dwg) format.

9. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Network Contracting Office (NCO) 1; only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

NCO1 shall designate a Contracting Officer’s Representative (COR) to monitor and manage the contractor’s performance under the design and construction scopes of this contract. The COR shall be a representative of the VA Maine Health Care System Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

10. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

· Attachment 01 – Building 201 Floor Evaluation

· Attachment 02A – Building 240 Loading Dock Restoration Dwg

· Attachment 02B – Building 240 Slab Rating

· Attachment 03 – Fire Station Door Enlargement Drawings

· Attachment 04 – PCRA

· Attachment 05 – ICRA

· Attachment 06 – Togus Campus Map

· Attachment 07 – Seasonal Influenza

· Attachment 08 – PIV Badge Template

· Attachment 09 – VHA Required Div 01 Spec Sections

· Attachment 10 – Specifications

· Attachment 11 – Local Permits and Forms

· Attachment 12 – PG 18-15 A-E (Submission Instructions for Minor and NRM Construction)

· Attachment 13 – Fire Bay Doors Existing Photos

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