SOW_May 30th 2025_DRAFT.pdf

EPDM RUBBER ROOFING IN BLDG 5

PROJECT 662-25-111

SCOPE OF WORK

Department of Veterans Affairs

Division of San Francisco Health Care Center, California 94121

Project Number: 662-25-111

Design Build Services Roof Replacement EPDM Rubber Roof Building 5

May 30th, 2025

DRAFT

EPDM Roofing Replacement 662-25-111

1. PROJECT PURPOSE AND INTENT.

1.1. The primary purpose of this project is to replace the existing roof area in Building 5 in

San Francisco Medical Center which located at 4150 Clement Street, San Francisco, CA 94121.

1.2. Replacing an existing roof is a proactive measure that can effectively eliminate water infiltration and protect in Building 5 from weather-related damage.

1.3. A new roofing system can provide a watertight barrier even during heavy rain, snow and or storm coming.

1.4. A new Ethylene Propylene Diene Monomer (E.P.D.M) replacement of the roofing system can extend with 20-year warranty of weather resistance, low-cost maintenance, cost effectiveness, and energy efficiency in the existing roof. Ethylene Propylene Diene Monomer is a roofing system that uses a single-ply membrane made of ethylene propylene diene terpolymer, a type of synthetic rubber. The goal of Department of Veterans Affairs, Division of San Francisco to achieve a low slope or flat roofs due to its durability, flexibility, and resistance to weather elements. E.P.D.M roofing is known for its long lifespan and low maintenance needs.

1.5. The Design Build (DB) contractor must furnish:

1.5.1 Design: all design Architect Engineer (A.E) services, equipment, materials, supplies, investigations and project supervision, and construction period services associated with this contract. Design must meet Veterans Affairs Design Guides and Design Criteria and Veterans Affairs Master Specifications at the technical information library TIL (www.cfm.va.gov/TIL). Design must follow all current applicable codes, including:

International Building Code (I.B.C) National Fire Protection Association (N.F.P.A) Occupational Safety and Health Administration (O.S.H.A) Veterans Affairs Plumbing Design Manual.

Veterans Affairs Health Directive 1061 design standard for protection against Health Care Associated (H.C.A) Legionella Disease (L.D)

1.5.2 Contractor shall provide all the equipment, labor, materials, tools and supplies required for construction of the project in accordance with the drawings and specifications including Davis Bacon Wage Rate (year was awarded)

2 PROJECT OBJECTIVES.

2.1.1 Building 5 is a Prosthetics and Research Building.

2.1.2 It is a two stories structure, employs a gravity system structural design.

2.1.3 Building 5 consists of reinforced concrete slab over metal deck, concrete pan joists, concrete beams, exterior walls, and six interior concrete columns along the center of the building.

2.1.4 Existing roof dimensions reference only is 60 feet by 38 feet = Area Roof +/- 2,280 square feet.

2.1.5 Each story is 12 feet high and a 5 feet tall parapet wall with 8 inches thick extends above at the roof level.

2.1.6 Roof level is covered with rocks and gravel on the top, also known as a tap and gravel roof.

2.1.7 Roof level has a similar concrete slab spanning with between 8-1/2” deep concrete joist and the roof diaphragm over the added refrigeration room, which is composed of individual panels, supported on L3.5 x 3.5 section, which are bolted directly into the existing wall in Building 5.

2.1.8 The refrigeration room which has been repeatedly patched in as a manner that increases the difficulty of the mitigation at the roof and this permeation appears to extend along the air vent of the refrigeration room.

2.1.9 Clogged drains from the water flowing off the roof and it will cause the ponding water on the flat roof.

2.2. The Design Build Contractor:

2.2.1 The Design Build Contractor shall ensure that all the refrigeration components, including the air conditioning units, vents, and the other components are fully functional after installation of EPDM.

2.2.2 The Design Build Contractor shall ensure all the roof system shall be designed and installed to withstand a minimum wind load requirement.

2.2.3. The Design Build Contractor shall ensure that the proposed EPDM installation work aligns with the existing grading on the construction site.

3. PROJECT SCOPE:

3.1.1. The scope of this project is removing the existing rock and gravel of the existing roofing and installing a new roofing system of Ethylene Propylene Diene Monomer (EPDM).

3.1.2. Plumbing seismic requirements shall comply with Veterans Affairs Publication H-18-8, Seismic Design Requirements.

3.1.3. 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.

3.1.4. All outages and outages are after hours. Submit outage notice 14 days in advance, first come first serve of the outage date for approval.

3.1.5. Storm Water Pollution Prevention Plan (SWPPP) state permitting and monitoring must be required for the project and is the contractor’s responsibility.

3.1.6. The National Environment Policy Act (NEPA) and environmental documentation required must be developed and managed by the Design Build Contractor.

3.1.7. In additional of the Architect Engineer (A.E) Design requirements. The scope of AE services shall include the following:

3.1.8. Preliminary site investigation of the project location.

3.1.9. Development of a complete Professional Engineer stamped and signed design package including all appropriate trades which should include architect, civil, electrical, mechanical, plumbing, structural for the project.

3.1.10. 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.

3.1.11. Construction period services including, but not limited to submittal review, Request For Information to review and responses, weekly construction meeting, once a month visit entire construction period service. Reviews and emergency phone or on-site responses as issues arise.

4. QUALITY ASSURANCE/QUALITY CONTROL (Q.A / Q.C):

4.1. The Design Build Contractor must 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:

4.1.2. Provide an outline of the actions that Architect Engineer Firm will take during the design process.

4.1.3. Two Weeks after Receipt of the Notice to Proceed: Submit a detailed Quality Assurance and Quality Control 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.

4.1.4. 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 must meet with the Department of Veterans Affairs Health Care System, Division of San Francisco, Contracting Officer Representative (C.O.R) 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 the phasing requirements. Parking impacts, pedestrian traffic, and Off Highway Vehicle (O.H.V) 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 Department of Veteran Affairs Division of San Francisco Contracting Officer Representative and Safety Officer. The Veterans Affairs shall 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

Kick-Off Meeting and Preliminary Site Review

20 Notice to Proceed

35% Design Submittal & Meeting 15 Kick Off Meeting

35% Veteran Affairs Comments 15 35% Design Submittal & Meeting

65% Design Submittal and Meeting 15 35% VA Comments *Start Site Preparation for Trailer after 65% turn in

65% Veterans Affairs Comments 15 65% Design Submittal & Meeting

95% Design Submittal & Meeting 15 65% Veteran Affairs Comments

100% Veteran Affairs comments 10 100% Design Submittal & Meeting

100% Final Documents Submittal 15 100% Veterans Affairs comments

Total Contract time

(3 months)

7. DESIGN REQUIREMENT

7.1. Veterans Affair 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 Architect Engineer Submission Instructions, Volume C as detailed at VA website http://www.cfm.va.gov/cfm/contract/ae/aesubmin.doc unless otherwise changed by this Scope of Work (SOW).

7.3. Site Design Data: The Architect Engineer 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. Veteran Affairs 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. The AE must provide a draft submittal register at the 100% drawing submittal and a final submittal with the Bid Documents.

8.4. Drawings and Specifications. The items specified below may not include all required deliverables. Provide other required deliverables as required in the Veterans Affairs Technical Information Library.

8.5. Submittals:

8.5.1 Hard Copy: Specifications must be single spaced, double sided, 3-hole (3/8th inch holes) punch, in a notebook. Drawings must 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 must include both the drawing and specification number and the drawing and specification name in the order.

8.5.3. 35% Design Submission: Hard copy: 3 full-size set of drawings, 3 half-size, specifications (table of contents indicating intended spec sections.), and construction schedule. Electronic: One CD containing separate files for each drawing in AutoCAD and PDF; construction schedule; specs in Microsoft Word.

8.5.4. 65% Design Submission: Hard Copy: 3 full-size set of drawings, 3 half-size, specifications (table of contents indicating intended spec sections), construction schedule. Electronic: One CD 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: 3 full-size set of drawings, 3 half size, specifications; construction schedule. Electronic: Electronic: One CD 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: 3 full-size sets of drawings (one loose), 5 half size set of drawings; 3 sets of specifications; construction schedule; design calculations. Electronic: one CD 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 Architect Engineer 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 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 Design Buildg (D.B) Architect Engineer (A.E) shall perform submittal reviews and provide recommendations for the range of acceptance to rejection. Unless otherwise agreed, the Veteran Affairs will determine outcome of submittals.

9.2 Production Meeting participation. Weekly production meetings will be held at the job site. 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 Design Build (D.B) 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 always be available for review by the Contracting Officer Representative (C.O.R)

9.4 Perform submittal and shop drawing reviews. The AE must perform submittal reviews and provide recommendations for the range of acceptance to rejection.

Responses must be due within 14 calendar days of receipt.

9.5 Provide site inspection visits as requested by the Contracting Officer or Contracting

Officer Representative (C.O.R) 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 Request For Information (R.F.I) and submittals forwarded. Veterans Affairs shall be included in all RFI and submittals review and responses.

10 RISK CONTROL

10.1.1 The Department of Veterans Affairs, Division of San Francisco is an active hospital and therefore will require consideration to those areas with patients and staff.

10.1.2 The Contractor shall be responsible for the administration and management of all aspects of this Scope of Work Design Build. This includes responsibility for all Contractor employees, subcontracts, agents, and anyone acting for or on behalf of the Contractor.

10.1.3 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.

10.1.4 The parties agree that the Contractor’s personnel working because of this contract must not be considered Veteran Affairs employees for any purpose and must be considered employees of the Contractor.

11 SECURITY

11.1.1 Contractors do not need and must not be allowed access to any Veteran Affairs personnel or Veterans Affairs patients Personal Health Information (PHI) or Personally Identifiable Information (PII) in the performance of the requirements of this Design Build Scope of Work. Additionally, the contractor does not need and must not be allowed access to Veterans Affairs sensitive information in the performance of the requirements of this Design Build Scope Of Work.

11.1.2 The contractor shall not connect contractor-owned Information Technology (I.T) devices (laptop computer or remote connection from a contractor system) to a Veterans Affairs internal trusted (i.e., non-public) network. Computer certification and accreditation requirements do not apply, and a security accreditation package is not required.

11.1.3 Contractors, contractor personnel, subcontractors, and subcontractor personnel must be subject to the same Federal laws, regulations, standards, and Veteran Affairs Directives and Handbooks as Veteran Affairs and Veteran Affairs personnel regarding information and information system security.

12 Records Management Language for Contracts Required

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

12.1.1 Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

12.1.2 Contractor must treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency must have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

12.1.3 Contractor must not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

12.1.4 Contractor must 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 by the Freedom of Information Act.

12.1.5 Contractor must not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

12.1.6 The Government Agency owns the rights to all data/records produced as part of this contract.

12.1.7 The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

12.1.8 Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

12.1.9 No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

12.1.10 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

13 APPLICABLE REFERENCES

VA Standard Title and Section Accessibility (PG-18-13) Architect Engineer (A.E) Submission Instructions (PG-18-15) Architect Engineer (A.E) Design Submission Requirements (Submittal Guide PG-18-15)

Design Manuals (PG-18-10) Design Guides (PG-18-12)

Environmental Compliance Manual (PG-18-17) Equipment Guide (PG-18-5) Equipment Inspection Manual (Program Guide 7610.2)

Fire Protection Design Manual - Fourth Edition

International Building Code 2024 edition, also known as ICC IBC-2022

Master Construction Specifications Index (PG-18-1)

National Computer Aid Design (C.A.D) Standard Details (PG-18-4) National Electric Code – Latest Edition NATURAL DISASTERS NON-STRUCTURAL RESISTIVE DESIGN (formerly CD-54)

Physical Security Design Manuals for VA Facilities - Mission Critical Facilities

Space and Facility Planning (PG-18-9) (Handbook 7610) Sustainable Design and Energy Reduction Manual (Final Draft)

Veteran Health Administration Program Guide (PG-18-3 Design and Construction

Procedures) Veteran Affairs Handbook H-18-8, Seismic Design Requirements

Veteran Affairs Cost Estimating Veteran Affairs Signage Design Guide Veteran Health Administration Directive 1061: prevention of Health Care associated

Legionella Disease and Scald Injury from Potable Water Distribution Systems.

14 ATTACHMENT OF THE SITE PICTURES

Refrigeration location at the roof:

Rocks and Gravel:

Refrigeration room which is supported on an L3.5x3.5 steel angle: