SOW.docx

STATEMENT OF WORK FOR AE SERVICES

Date: April 11, 2026 Project: 610-26-103 Remodel Building 41

1. Scope of Work A. The Architect/Engineer (A/E) firm shall furnish professional services for 100% design to remodel Building 41 at VA Northern Indiana Health Care System, Marion Campus, 1700 E. 38th Street, Marion, IN 46953. The design will include Schematic Design, Design Development, Construction/Bid Documents per the A/E Design Submission Instructions Document, Construction Administration Services, Technical Specifications and Cost Estimates. The building 41 remodel shall be designed to accommodate the following functions based on the guides, manuals, and planning criteria:

1. Engineering Administration

1. Waiting Room

2. Receptionists

3. Administration Offices

4. Public Toilet

5. Staff Toilet

6. Kitchen/Break Area

7. Key drop box

8. Temporary parking for pick-up/drop-off

9. Fire Protection

B. Special items to consider for this project:

1. Historic

i. Section 106

1. AE will work with the State Historic Preservation Office (SHPO) and provide a section 106 permit

2. Physical Security

i. Security of Keys

1. AE will provide in the design lock boxes/Safes for Car Keys, Credit Cards and room keys including the Great Grand Master Key.

ii. Security of Staff

1. Cameras and Intrusion alarms

a. AE will provide cameras in the design that report to VA Police

b. AE will provide instruction alarm in the design that will report to VA Police

3. A/E firm will provide Certified Industrial Hygienist services for this project.

i. The CIH will perform the following tasks:

1. Task 1: Establish background levels before abatement begins by collecting background samples. Retain samples for possible TEM analysis.

2. Task 2: Perform continuous air monitoring, inspection, and testing outside the regulated area during actual abatement work to detect any faults in the regulated area isolation and any adverse impact on the surroundings from regulated area activities.

3. Task 3: Perform unannounced visits to spot check overall compliance of work with contract/specifications. These visits may include any inspection, monitoring, and testing inside and outside the regulated area and all aspects of the operation except personnel monitoring.

4. Task 4: Provide support to the VA representative such as evaluation of submittals from the Contractor, resolution of conflicts, interpret data, etc.

5. Task 5: Perform, in the presence of the VA representative, final inspection and testing of a decontaminated regulated area at the conclusion of the abatement to certify compliance with all regulations and VA requirements/specifications.

6. Task 6: Issue certificate of decontamination for each regulated area and project report.

ii. The VA will provide the A/E the results of the most recent facility lead and asbestos inspection report. The A/E will use this report and their inspections to determine areas to be remediated.

1. The abatement of all lead and asbestos in the area shall be included in the design.

C. The Schematic Design shall include a comprehensive study, inspection, and report of the existing project area conditions, which shall include HVAC, electrical, architectural components, plumbing, fire protection, asbestos, etc.

D. The abatement of all lead and asbestos in the area shall be included in the design.

E. 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. It shall be communicated within the bid documents that the contractor will be required to review and provide any concerns regarding the projected construction duration.

F. A/E shall develop and provide schedules of equipment and furniture necessary to activate and operate the room/areas located in the project area.

G. A/E will be responsible for complete functional design and provide biddable documents meeting all the requirements. 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. It 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.

VA additionally through the documents on the TIL has adopted the latest edition of the following codes and standards (but not limited to):

1. Occupational, Safety and Health Administration (OSHA) Standards

2. International Building Code (IBC)

3. National Electrical Code (NEC)

4. NFPA 101 Life Safety Code

5. National Fire Protection Association (NFPA) Codes, except for NFPA 5000 and NFPA 900

6. National Standard Plumbing Code (NSPC)

7. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1

8. ASME Boiler and Pressure Vessel Code

9. ASME Code for Pressure Piping

10. International Plumbing Code (IPC)

11. Architectural Barriers Act Accessibility Standard (ABAAS) for Federal Facilities

12. Building Code Requirements for Reinforced Concrete, American Concrete Institute (ACI 318 – 2) and Commentary (ACI 318 – R2)

13. Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

14. Energy policy Act of 2005 (EPAct)Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1

15. DOE Interim Final Rule: Energy Conservation Standards for New Federal, Commercial and Multi-Family High-Rise Residential Buildings and New Low-Rise Residential Buildings, 10 CFR Parts 433, 434 and 435

16. Federal Leadership in High Performance and Sustainable Buildings: Memorandum of Understanding (MOU)

17. Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management

18. The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification

19. Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1

20. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

21. U.S. National CAD Standard

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E 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.

H. 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 unless directed otherwise by the VA. Equipment that can be part of the design 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.

I. The project is to provide all necessary modifications and additions to VA NIHCS existing building structure, mechanical, electrical, and plumbing work.

J. A/E shall be responsible to review existing conditions to locations planned for development. Limited drawings of Building 41are on file at the VA NIHCS for review by the A/E. Access to files shall be coordinated with the COR.

K. The AE will employ a third-party commissioning agent to certify the design and construction meet Federal Mandates. The commissioning authority will verify the performance of the components and systems and, to ensure design requirements are met, develop a commissioning plan, inclusion of commissioning or requirements in construction documents, verification of installation and performance of commissioned systems (testing and system monitoring), operation/maintenance manuals and training, and a commissioning report. The A/E team shall work with the commissioning agent throughout the design and construction process to assure all sustainable objectives are met.

L. The AE will employ a third-party construction cost estimator. The cost estimator is to be a separate, independent, un-biased and nonaffiliated entity sub-contracted by the A/E. The A/E may not use their own personnel to complete any requirements stated within the Cost Manual.

M. All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2020 or the latest version available to VA NIHCS, Marion Campus.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Marion VAMC Master Record Drawing – pending facility expertise). The deliverable model at the DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

Architectural/Interior Design Square Footage/Volume including Room Names and Numbers Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition) Architectural Schedules Walls and Curtain Wall Sizes, Shapes, and Material Data Doors Windows Louvers Roof Floors Ceilings Vertical Circulation Architectural Specialties and Woodwork Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms) General Signage Schedules Furniture Equipment Structural Foundations Shafts and Pits Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Nurse Call System Asbestos/ Hazard Material Info Security System Information (Access Controls, Security Cameras, Panic Alarms, Overhead Paging) Exterior Building Information 3D Model Renderings Other Engineering Data as Required

N. A/E shall develop a phasing plan and develop deduct bid alternates for project award which will be based on available funding for construction of $1,400,000.00

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 provide all standard details, master specifications, design criteria, etc.

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. There will be (1) submissions for schematic design drawings, and one (1) submission for design development drawings, (3) three submissions for construction documents (95% and 100% complete) plus a final submission which constitutes a complete bid package consisting of drawings, specifications, detailed final cost estimates, phasing and sequence drawings within each phase, and project bid alternates.

D. 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.

E. The A/E shall develop the project utilizing Revit 2025 and Building Information Modeling “BIM” 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.

F. The VA has ownership of the rights at the date of Closeout Submittal to all CAD files, Revit 2025 BIM Model and Facility Data developed for the Project. The VA may make use of this data following any deliverables.

G. 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.

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.

VA Review of 35% (SC)

VA Review of 65% (DD)

VA Review of 95% (CD)

VA Review of 100% CDBS

Deliver Final Construction Document Bid Set

Design Schedule is 165 days to complete Schematic Design, Design Development, Construction Documents, Technical Specifications, and Cost Estimates of Construction. Completion of Construction Administration Services will not be dependent upon award of Construction Contract.

4. Construction Period Services A. Contract Procurement

a. 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.

b. Attend one pre-construction meeting after award of contract.

B. Submittal Review

a. The A/E firm shall review all construction materials, equipment, and change orders proposed by the contractor for use in construction of this project. All submittals and change order proposals will be reviewed for compliance with the specifications and reasonable costs and returned to Engineering Service within five (5) calendar days after receipt.

C. Site Visits

a. The A/E shall provide site visits as requested by the COR as noted below:

i. One (1) visits for the pre-bid conference.

ii. One (1) visit for the pre-construction conference.

iii. Ten (10) visits for general construction inspection/progress.

iv. Two (2) visits for Intermediate A/C Inspections.

v. Two (2) visits for final inspections.

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

D. Misc.

a. The A/E shall review and answer all RFI’s submitted by the contractor.

b. A/E to participate in weekly telephonic project meetings with the VA and contractor.

E. As-Built Drawings

a. 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. As-Builts are to include all addendums and bulletins issued by the VA/AE during construction. These changes shall be bubbled and dated. An electronic Revit BIM 2025 and AutoCAD 2025 model of the “As-Builts” is to be submitted to the COR on CD-ROM. 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 (4 sets); (2) ½ size sets, (2) Full size sets.

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