SOW Final.docx

VA Maine Healthcare System (Togus VAMC) 1 VA Center 04/18/2024 Augusta, ME 04330 Architect-Engineer Design Scope of Work Bangor & Lewiston CBOC Security Upgrades

Project Number:

Project Name: Bangor & Lewiston CBOC Security Upgrades Project Location: Bangor and Lewiston Community Based Outreach Clinics; 35 State Hospital Drive, Bangor, ME 04401 and 15 Challenger Drive, Lewiston, ME 04240.

1. Scope of Work:

This is a space alteration project which will require an Architect/Engineer (A-E) to design and produce a construction ready plan set and specifications for the Bangor and Lewiston Community Based Outpatient Clinic (CBOC) locations. Both Bangor and Lewiston CBOC locations are fully functional clinics. Contractor will provide design services to perform these alterations/modifications to the existing spaces to resolve these security deficiencies at each location. All new work shall match the existing building finishes.

A-E shall be responsible for all design services required to complete this project. This project will require two plan sets: one for each location. In addition to the design requirements listed below, the VAME Healthcare System is requesting new floor plans to be created for both locations with the current room layout and room nomenclature as the current ones on file are not accurate.

Please see SOW Attachment 01 – Bangor Floorplan and SOW Attachment 02 – Lewiston Floorplan as reference.

A. Alterations Group # 1 (Bangor Only)

1. Design mounting, wiring and any other requirements necessary for the installation of 13 speakers. These will either be wall or ceiling mounted depending on location. Speakers should match the existing system equivalent to and compatible with existing speaker system.

2. Provide design and specs for exterior keyhole lock and interior deadbolt with turn lever lock to existing doors: MSA Office Room #1018, (Door 1018.1) and Medical Records Room #1019, (Door 1019.1).

B. Alterations Group # 2

1. Vestibule / Waiting Room Doors

a. Bangor & Lewiston - Modify existing Single Swinging Door (# 1000.4) between Waiting Room #1003 and Vestibule Room #1000 to match operation of the Exterior Door (#1000.1) with PIV access from Vestibule side and push bar to open from the Waiting Room side.

b. Bangor & Lewiston - Modify existing Sliding Doors (#1000.2 and #1000.3) for capability to auto close and lock by push button.

c. Bangor Only - Provide design and specs for seven (7) push buttons to auto close and lock sliding doors (#1000.2 and 1000.3):

Location of push buttons:

d. Lewiston Only - Provide design and specs for seven (7) push buttons to auto close and lock sliding doors (#1000.2 and #1000.3):

Location of push buttons:

C. Alterations Group #3

1. Bangor & Lewiston - Provide plans and specs for two (2) new doorway entrances to passageways #1024A and #1024D. Doorways 1024A.1 and 1024D.1 shall separate common areas from patient restricted areas. Doors shall have PIV Locks on common area side and door open pad and push bar on patient restricted side for both Doorways. Design will require wall construction for both Doorways 1024A.1 and 1024D.1.

2. Bangor & Lewiston - Provide plans and specs for entrance doorway (1018.2) from Room #1018 into Room #1902 (Conference/Class/Multipurpose Room). Door (1018.2) to have a deadbolt with turn lever on Room #1018 side, and a keyed lock on Room #1902 side. Configure each rooms fixtures to support the door.

3. Bangor & Lewiston - Install exterior PIV card access for existing doors 1018.1 and 1019.1 to enter the combined Room #1018 / 1019.

4. Bangor Only – Provide plans and specs for removal of wall between Room #1018 (MSA Office) and Room #1019 (Medical Records)

5. Lewiston Only – Design new doorway entrances to passageway #1032A. Doorways 1032A.1 and 1024A.1 shall separate common areas from patient restricted areas. Doors shall have PIV Locks on common area side and door open pad and push bar on patient restricted side for both Doorways.

6. Lewiston Only – Provide design and specs for new door between Room #1018 (MSA Office) and Room #1019 (Medical Records) with a deadbolt lock. (1019.2)

7. Lewiston Only – Install walls at two (2) openings, one from Waiting 1004 into Passage 1023A in front of the Toilet 1013, and the other from Waiting 1004 to 1008.

8. Lewiston Only – Remove two walls, one from door 1006.1 into 1008, the other is the old pharmacy check-in window and counters in room 1008.

9. Lewiston Only – Apply window treatment to clear glass to make opaque.

D. Alterations Group #4

1. Bangor & Lewiston – Modify the MSA Reception, Check-In, Information, and Check-Out areas from an open space to solid walls with reception window openings. Provide design and specs for countertop wall to support reception windows equivalent to Portland Maine CBOC. MSA Reception windows must be equipped with shatter resistant glass. Replace the swinging gate located by the Information Desk with a PIV entry full size door. See SOW Attachment 03 – Portland Reception Desk.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A-E shall initiate detailed inspection of the project sites to determine the needs and conditions for the design of this project. Copies of VA Maine Health Care System (Togus VAMC) record drawings will be made available to the highest rated A-E firm; the A-E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

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

The A-E firms’ representatives performing site investigations on Togus VAMC campus must have the following additional requirements before starting site investigations on campus:

1. Influenza and TB

· Requirements follow national VA guidelines for vaccination and testing.

· Proof of TB Testing must be provided.

· Attachment 04 – Seasonal Influenza with Vaccines

2. Badging

· All contractors are required to obtain a temporary VA issued badge prior to starting any work on station.

· Badging form (Attachment 05 – PIV Request Form) and directions for procuring one will be provided by the COR at the project kick-off meeting.

2. 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.

3. DESIGN WITHIN FUNDING LIMITATIONS/ DESIGN CRITERIA:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $600,000.00.

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:

and Executive Orders]

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OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

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.

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

5. SUBMITTAL REQUIREMENTS: Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is included as SOW Attachment 07 - Sensitive Infrastructure Data Classification FOUO, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A-E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A-E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at VA Maine Health Care System Togus ME due to the age of the campus.

The following submittals will be required for this project:

· Quality Assurance/Quality Control (QA/QC) Plan

· Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

· Schematic Design (SD)- 35%

· Design Development One (DD) – 65%

· Construction Documents (CD)- 95%

· Final Bid Documents (Bid) – 100%

6. SUBMITTAL FORMATS: 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 Revit Project (.rvt) 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.

If APPLICABLE 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, and additional items;

· Agenda Items (decisions, action items, and fixes or next steps);

· Next meeting date and time;

· Detailed attachment list.

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

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

Basis of Design (BD)

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

Schematic Design (SD)

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

Design Development (DD), and Construction Documents (CD)

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

Final Bid Documents (Bid)

· 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.

· Revit and 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.

7. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A-E shall perform Type A (Concept Services) and Type B (Design Services and Construction Documents) services according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

QA/QC Submittal & Basis of Design (BD) 10% Submittal 7 calendar days after end of Administrative Time

The 83 days listed for Type A&B services for this project schedule may fluctuate based on when 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the A-E firm to cover all costs associated with such delays.

8. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by Network Contracting Office 01 (NCO1); 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 A-E’s performance under the design project contract. The COR shall be a representative of the Togus VAMC’s Facilities Management and have the technical knowledge required to monitor and oversee the project.

A COR from the Togus VAMC shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A-E’s responsibility for Type C Services - Construction Period Services (Optional Services). The A-E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

ATTACHMENTS:

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

· SOW Attachment 01 – Bangor Floorplan

· SOW Attachment 02 – Lewiston Floorplan

· SOW Attachment 03 – Portland Reception Desk

· SOW Attachment 04 – Seasonal Influenza with Vaccines

· SOW Attachment 05 – PIV Request Form

· SOW Attachment 06 - VHA Required Division 01 Specification Section List

· SOW Attachment 07 - Sensitive Infrastructure Data Classification FOUO

· SOW Attachment 08 - VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease

End of SOW