SOW_Martinez Parking Lot_DRAFT.pdf

Create Martinez Parking Lot and Access Project #: 612-23-003

STATEMENT OF WORK

FOR

DESIGN BUILD SERVICES

CREATE MARTINEZ PARKING LOT AND ACCESS

PROJECT #: 612-23-003

VA NORTHERN CALIFORNIA HEALTH CARE SYSTEM

MATINEZ, CALIFORNIA

DRAFT

Project #: 612-23-003 2

CREATE MARTINEZ PARKING LOT AND ACCESS

PROJECT #: 612-23-003

DESIGN BUILD SERVICES

1. PROJECT PURPOSE AND INTENT

1.1. The purpose of this Parking Lot project is to provide

sufficient paved parking areas for the current and future expansion at the Martinez VA Campus. The VA Martinez is a campus covering approximately 261,890 square feet. It has been determined that additional paved parking is needed as this facility continues to expand with additional buildings and staff.

1.2. The scope of this project covers the land on the

South-East of campus to be developed into paved parking area for staff and patients. The area to be developed is shown on the attached drawings.

1.3. The Design Build (DB) contractor shall furnish:

1.3.1. Design: all design (AE) services, materials, supplies, equipment, investigations and project supervision, and construction period services associated with this contract. Design shall meet VA Design Guides and Design Criteria and VA Master Specifications at the technical information library TIL (www.cfm.va.gov/TIL).

Design shall follow all current applicable codes, including International Building Codes (IBC), National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA), and VA Plumbing Design Manual and VHA Directive 1061 design standards for protection against Healthcare-Associated (HCA) Legionella Disease (LD).

1.3.2. Construction: all labor, materials, tools, equipment, testing, analysis, supervision, and administration for the 35%, 65% and 100% design for the construction phase of this contract.

1.4 The project is located at the Martinez VA Campus, located at 150 Muir Road, Martinez, CA 94553.

2. PROJECT OBJECTIVES

2.1 The Design Build Contractor shall provide a fully

functional and complete paved parking area for the VANCHCS Martinez campus.

2.2 The Design Build Contractor shall provide at least 36

new parking stalls as shown on the attached drawings.

2.3 The Design Build Contractor shall construct a retaining

wall around the parking lot for the purpose of erosion or slope stability.

Project #: 612-23-003 3

2.4 The Design Build Contractor shall remove and dispose

trees within construction area and/or it may cause any potential hazard to patients and employees.

2.5 The Design Build Contractor shall design build to VA

specifications and standards for parking.

2.6 The Design Build Contractor shall coordinate with

existing and ongoing construction projects.

2.7 The Design Build Contractor shall coordinate connecting

roadways to existing parking lot and roadways on campus.

2.8 Full traffic control shall be required where needed for

any road disturbances shall be the responsibility of the contractor. A plan shall be provided by the contractor for approval by VA.

2.9 Any road access involving a delivery interrupting

traffic on or off campus shall include traffic control.

2.10 The Design Build Contractor shall not allow any

‘hammerhead’ parking and shall provide loop and straight through parking without any two or more-point turns.

2.11 The Design Build Contractor shall ensure two-way

traffic is maintained at existing parking entrance during normal business hours while in construction.

2.12 The Design Build Contractor shall remove and reconnect

all existing utilities per concept and existing drawings available.

2.13 Weekend work will be required for all main road closures that need to occur.

2.13.1 The Design Build Contractor shall provide all

security and offset fencing and fall protection. Security includes providing security cameras and connection to an existing point of connection. Provide at least three mini-dome cameras. Connect cameras to data closet in Building 25 via underground conduit.

2.13.2 All permits required to be obtained by the

contractor and paid for by the contractor, city encroachment permits, connection fees, and inspections, etc.

3. PROJECT SCOPE

3.1. Site Development:

3.1.1. The design shall use the area East of the existing

parking lot. Cut and clean site curbs add temporary ramps, asphalt, sidewalks, landscaping, and access around site to maintain ADA Access

3.1.2. Fencing is required as the project is a utility

extension. The Design Build Contractor shall use and meet the Mission Critical Physical Design Manual for VA Facilities requirements outlined within. An 8’ high, anti-

Project #: 612-23-003 4 climb, high grade metal fence is required in accordance with VA criteria.

3.1.3. The Design Build Contractor shall provide

sufficient lighting for the parking lot.

3.1.4. The Design Build Contractor shall provide proper

phasing of construction activities to avoid disruption to VA services.

3.1.4.1. Construction in the parking areas will be

phased to allow traffic access to all parking spaces not directly affected by construction.

3.1.4.2. Road cuts crossing the roadway will be

coordinated with COR to minimize traffic flow issues.

3.2. Site Utilities:

3.3. The Design Build Contractor shall coordinate with COR to determine the necessary electrical connections for the lighting poles in accordance with VA requirements. All shutdowns that affect the campus shall be done over weekends.

3.4. All construction work is to be during normal hours, 7:30AM to 4:00PM. Any work that creates noise loud enough to impact patient operations, disturb patients or staff is to be accomplished after working hours.

3.5. Contractor shall minimize parking and traffic impacts to the campus and shall be responsible for providing and installing temporary traffic warning signs and directional signs and coordinate temporary traffic changes and posting of signs with the COR and the VA police.

3.6. The contractor shall be responsible for hauling away and disposing any and all excess soil in accordance with governing environmental ordinances.

3.7. Provide a full parking signage package to include

parking lot number(s).

3.8. Any NEPA and environmental documentation required for

this project shall be developed and managed by the Design Build Contractor, and the Contractor shall be responsible for coordinating with local and state authorities and paying all fees.

3.9. All utilities and telecom outages shall be conducted

after normal operation hours. Submit outage plan notice 21 days in advance of the anticipated outage date, for all modifications to utility systems affected including electrical, plumbing, lighting etc.

3.10. Any state permitting, and monitoring required for this

project shall be developed and managed by the Design Build Contractor, and the Contractor shall be responsible for coordinating with local and state authorities and paying all fees.

Project #: 612-23-003 5

3.11. See additional AE Design requirements below in Design

Requirements. The scope of AE services shall include the following:

3.11.1. All site visit schedule and notify COR in advance.

Preliminary site investigation of the planned project location and temporary trailer site location.

3.11.2. Development of a complete stamped and signed design

package including all appropriate trades which, at a minimum, should include: architect, civil, structural, mechanical, electrical and plumbing for the project.

3.11.3. Construction period services including, but not

limited to: submittal review, RFI review and responses, weekly construction site visits, and reviews and emergency phone or on-site responses as issues arise.

3.11.4. The Design-Build Contractor shall provide phasing

of the garage and existing roadway to allow two-way traffic around the Martinez site at all times. Any closure of roadways or major disruptions shall be done on off hours and weekends.

4. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

4.1. The Design Build Contractor shall develop, execute, and

demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. A third party review will be required at 65%. The requirements are as follows:

4.1.1. Provide an outline of the actions that your firm

will take during the design process

4.1.2. Two Weeks after Receipt of the Notice To Proceed:

Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

4.1.3. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

5. CRITICAL PATH METHOD PHASING MEETINGS

5.1. The Design Build Contractor shall meet with the VAMC’s

COR to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The Contractor shall be responsible for recording

Project #: 612-23-003 6 the phasing requirements. Parking impacts, pedestrian traffic, and OHV traffic should all be considered; the station cannot suffer construction impacts that unduly inhibit patient flow, or the site traffic flow.

5.2. Submit a phasing narrative and phasing plans (on reduced size plans) within two weeks after each phasing meeting to the VAMC COR. VA will review these submission(s) and return comments to the contractor within two weeks of receipt. The contractor will then use this information in preparing their schematic, design development, and construction document submissions.

6. SCHEDULE FOR DESIGN BUILD

ACTION CALENDAR

DAYS

AFTER …

Kick-Off Mtg/Preliminary Site Review

10 Notice to Proceed

35% Design Submittal & Mtg 28 Kick Off Meeting

35% VA Comments 28 35% Design Submittal & Mtg

65% Design Submittal & Mtg 21

35% VA Comments *Start Site Preparation for Trailer after 65% turn in

65% VA Comments 28 65% Design Submittal & Mtg

100% Design Submittal & Mtg 21 65% VA Comments

100% VA Comments 28 100% Design Submittal & Mtg

100% Final Documents Submittal

15 100% VA Comments

ACTION

CALENDAR

DAYS

AFTER …

*Start Site Preparation for Trailer after 65% turn in

*65% Design Submittal & Mtg (Note Schedule Overlap)

Trailer Ready for Occupation 10 Start Site Preparation for Trailer

Parking Project Area is Available for Construction Activities.

Trailer Ready for Occupation

Parking Project Area Construction Completed and Operational.

Parking Area is Available for Construction Activities. Piping, reservoir, and water tower installed.

Project #: 612-23-003 7

Vacate and Decommission Trailer

Certify Compliance and Commissioning

Contract End Date 7

Remove Trailer from Site and Return Site to Pre-existing Condition

TOTAL CONSECTUTIVE DAYS 307

All design review meetings to be held at the VA facility in VA Martinez.

7. DESIGN REQUIREMENT

7.1. VA design instructions, guide specifications and

reference material are available at the VA Office of Facilities Management website http://www.cfm.va.gov/TIL/.

This design shall substantially meet all VA requirements.

7.2. Utilize AE Submission Instructions, Volume C as detailed at VA website http://www.cfm.va.gov/cfm/contract/ae/aesubmin.doc unless otherwise changed by this SOW.

7.3. Site Design Data. The AE shall perform field

reconnaissance, surveys, and site investigations required to obtain engineering information and design data for the accomplishment of the contract documents per this Statement of Work.

8. DESIGN DELIVERABLES

8.1. Construction Schedule. A construction schedule

indicating phasing, durations, and critical site visit milestones for the AE (and consultants).

8.2. VA Criteria Deviation Log. VA criteria must be strictly

followed unless approved otherwise by the Contracting Officer. Any approved deviations must be maintained in a Deviation Log.

8.3. Submittal Register identifying every submittal required

by the drawing specifications.

8.4. Drawings and Specifications. The items specified below

may not include all required deliverables. Provide other required deliverables as required in the VA’s Technical Information Library.

8.5. Submittals

8.5.1. Hard Copy: Specifications shall be single spaced, double sided, 3-hole (3/8th inch holes) punch, in a notebook. Drawings shall be on 24-lb bond paper, bound unless otherwise noted. Drawing size: full size 42x30, half size 22x16.

8.5.2. Electronic Files (AutoCAD, PDF, Word, etc.). Must

be provided in editable format. Electronic filenames

Project #: 612-23-003 8 shall include both the drawing/spec number and the drawing/spec name in the order (ex:

8.5.3. 35% Design Submission: Hard copy: one full-size set of drawings, one half-size, specifications (table of contents indicating intended spec sections.), and construction schedule. Electronic: containing separate files for each drawing in AutoCAD and PDF; construction schedule; specs in MS Word.

8.5.4. 65% Design Submission: Hard Copy: one full-size set of drawings, one half-size, specifications (table of contents indicating intended spec sections), construction schedule. Electronic: containing separate files for each drawing and rendering (in AutoCAD and PDF), construction schedule, specs in both MS Word and PDF, VA Criteria Deviation Log, etc.

8.5.5. 100% Design Submission: Hard copy: one full-size set of drawings, one half size, specifications;

construction schedule. Electronic: containing separate files for each drawing and rendering (in AutoCAD and PDF), construction schedule, specs in both MS Word and PDF, VA Criteria Deviation Log, design calculations, etc.

8.5.6. 100% Final Documents: Hard copy: three full-size sets of drawings (one loose), five half size sets of drawings; three sets of specifications; construction schedule; design calculations. Electronic: containing separate files for each drawing in AutoCAD and PDF; one fully bookmarked PDF file containing all the drawings;

one Word file containing all the specification sections;

a Word file for each specification section; one PDF file containing all the specification sections; a PDF file for each specification section, submittal log; VA Criteria Deviation Log, construction schedule; design calculations.

8.5.7. Record Drawings: Hardcopy: One set full-size 24-

lb bond paper. Electronic copy: two CDs each containing:

each drawing to be a separate file, both in DWG and PDF (the DWG format must be unprotected to permit future editing); and one fully bookmarked PDF file containing all the drawings.

9. CONSTRUCTION SUPPORT SERVICES

9.1. The AE shall perform field reconnaissance, surveys, and

site investigations required to obtain engineering information and design data for the accomplishment of the contract documents. Specific site visit milestones will be identified in the construction schedule – textual trip

Project #: 612-23-003 9 reports are required within two days following the visit. In addition to scheduled visits (weekly production meetings and specific construction schedule milestones) unscheduled visits, Submittal and Shop Drawing Reviews. The DB A-E shall perform submittal reviews and provide recommendations for the range of acceptance to rejection. Unless otherwise agreed, the VA will determine final outcome of submittals.

9.2. Production Meeting participation. Weekly production

meetings will be held at the job site or virtually. If the A/E is within a 60-mile radius of the jobsite, then face to face attendance is required by the A/E, otherwise, phone attendance is acceptable.

9.3. Project record drawings - The DB contractor will

maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the RFP specifications.

The project record drawings will be available for review by the COR at all times.

9.4. Perform submittal and shop drawing reviews. The AE shall perform submittal reviews and provide recommendations for the range of acceptance to rejection. Responses shall be due within 14 calendar days of receipt.

9.5. Provide site inspection visits as requested by the

Contracting Officer or COR and provide immediate on-site comments. Forward formal inspection reports to the COR no later than seven (7) calendar days after the site visit.

9.6. Review and prepare response to construction contractor

RFIs and submittals forwarded. VA shall be included in all RFI and submittals review and responses.

10. RISK CONTROL

10.1. The VANCHCS is an active hospital and therefore will

require consideration to those areas with patients and staff.

10.2. The Contractor shall be responsible for the

administration and management of all aspects of this SOW.

This includes responsibility for all Contractor employees, subcontracts, agents, and anyone acting for or on behalf of the Contractor.

10.3. The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

10.4. The parties agree that the Contractor’s personnel

working as a result of this contract shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

Project #: 612-23-003 10

11. SECURITY

11.1. Contractors do not need and shall not be allowed access to any VA personnel or VA patients Personal Health Information (PHI) or Personally Identifiable Information (PII) in the performance of the requirements of this SOW.

Additionally, the contractor does not need and shall not be allowed access to VA sensitive information in the performance of the requirements of this SOW.

11.2. The contractor shall not connect contractor-owned IT

devices (laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Computer certification and accreditation requirements do not apply, and a security accreditation package is not required.

11.3. Contractors, contractor personnel, subcontractors, and

subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

12. Records Management Language for Contracts Required

12.1. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

12.2. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. Includes VHA records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. May include deliverables and documentation associated with deliverables.

12.3. Requirements

Project #: 612-23-003 11

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA.

The agency must report promptly to NARA in accordance with

36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment.

Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical

Project #: 612-23-003 12 safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected.

The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming

Project #: 612-23-003 13 training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

12.4. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

13. APPLICABLE REFERENCES

# VA Standard Title/Section 1 Master Construction Specifications Index (PG-18-1) 2 VHA PROGRAM GUIDE (PG-18-3 Design and Construction Procedures) 3 National CAD Standard Details (PG-18-4) 4 Equipment Guide (PG-18-5) 5 Equipment Inspection Manual (Program Guide 7610.2) 6 Equipment Reference Manual (PG-18-6) 7 VA Handbook H-18-8, Seismic Design Requirements 8 Space and Facility Planning (PG-18-9) (Handbook 7610) 9 Design Manuals (PG-18-10) 10 Design Guides (PG-18-12) 11 Accessibility (PG-18-13) 12 A/E Submission Instructions (PG-18-15) 13 A/E Design Submission Requirements (Submittal Guide PG-18-15) 14 Environmental Compliance Manual (PG-18-17) 15 Fire Protection Design Manual - Fourth Edition 16 VA Cost Estimating

Physical Security Design Manuals for VA Facilities - Mission Critical Facilities

18 VA Signage Design Guide 19 Sustainable Design and Energy Reduction Manual (Final Draft)

NATURAL DISASTERS NON-STRUCTURAL RESISTIVE DESIGN (formerly CD- 54)

21 International Building Code 2012 22 National Electric Code – Latest Edition 23 VHA Directive 1061 24 VA Plumbing Design Manual 25 VA OHI Report No. 13-01189-267

14. ATTACHMENTS

14.1. Site Location

Project #: 612-23-003 14

14.2. As-builts Drawings

14.3. Geotechnical Report