SOW- Parking Feasibility Traffic Flow Study Final 7.25.22.pdf

Charles George VA Medical Center

Asheville, NC

AE SCOPE OF WORK

TRAFFIC STUDY AND PARIKING CONCEPTS

Project # 637-22-106

Table of Contents

1. General Intent

2. Scope of Work

3. Materials Provided to AE after Award

4. Traffic Study, Parking Demand Model and Parking Garage Concepts Requirements

5. Review Requirements

A. Pre-Study and Concepts Investigation Presentation of Approach

B. Interim/Mid-Point Traffic Study and Parking Demand Discussion

C. Traffic Study and Parking Demand Model final presentation of results

D. 50% Parking Garage Concepts

E. 95% Parking Garage Concepts Review

F. 100% Submittal

6. Schedule

7. Construction Period Services – NOT USED

8. CAD Requirements

9. Other A/E Contract Requirements

1. GENERAL INTENT:

Provide professional engineering services to conduct a traffic study, complete a parking demand model and develop conceptual options for parking for the Charles George VAMC, Asheville, NC. This will include planning, investigative surveys, reports, presentations, consultation, preparation of conceptual drawings with cost estimates. The Traffic Study and Demand Model results along with the accepted concepts are intended to be used to request approval to correct identified facility shortcomings at the

Asheville, NC VAMC located at 1100 Tunnel Road, Asheville, NC 28805. The estimate magnitude of construction is between $10,000,000 and $20,000,000 for any parking concept assuming each concept will handle approximately 250 vehicles. Study results indicating a need exceeding this amount must be addressed in concepts with a phased construction approach for future expansion.

The intent for 50% and 95% concepts submittal stages is to ensure both parties agree on locations and information required to be included in a complete concept package since five concepts are being requested. 50% stage will identify the five VA approved locations to be considered on the facility. The

95% stage will ensure completeness of information and is essentially a complete package needed minor refinement to complete to 100%.

The 100% Submittal will have all requirements packaged and organized to include the traffic study results and narrative, concepts with cost estimates and completed parking demand model.

2. SCOPE OF WORK:

This project will engage an Architectural Engineering (AE) firm with expert knowledge of traffic studies and facility parking design to develop a traffic study plan, conduct the traffic study per the VA approved traffic study plan, complete a parking demand model spreadsheet and develop conceptual options for parking garages. The design team is responsible for coordinating with the Contracting Officer’s

Representative (COR) and appropriate VA personnel.

A. TRAFFIC STUDY: Develop a plan that must get VA COR approval to accomplish a traffic study encompassing daily real time traffic for minimum one week (seven consecutive days) period during three different seasonal periods. This is a minimum requirement which can be expanded by the A&E as their experts determine if necessary to have clear and precise results. This plan will capture all parked vehicles on site at the beginning and at the end of each period to clearly track vehicles that may not leave the facility such as government or long-term patients. The study shall be written to clearly explain or demonstrate to persons reviewing the final plan and study to understand completely the situation during each period and the overall results. This study will inventory current facility parking by lot and space type. The VA COR can direct what this study must include for final

VA COR acceptance.

B. PARKING DEMAND MODEL: Complete a Parking Demand Model Spreadsheet downloaded from the VA Technical Information Library (TIL). This will require significant input from the VA and will also utilize some information gained from the traffic study.

C. PARKING GARAGE CONCEPTUAL OPTIONS: Develop five parking garage options for five different locations within the boundaries and restrictions of the existing facility. Each concept will have plans and approximate design/construction costs estimates and must address site work required.

3. MATERIALS PROVIDED TO AE AFTER AWARD:

A. PLANS:

The facility record drawings and AutoCAD files are available for the AE’s use. NOTE: Not all record drawings are available on AutoCAD. Additionally, it is emphasized that the accuracy of facility record drawings must be completely field verified by the AE. Prints of any existing drawings shall be made available to the AE during any point if requested. The VA Engineering Department drawing files, large size copier and paper will be made available for use by the AE for this purpose.

Any field verification services required for site utilities will be covered by the A/E designer.

B. SPECIFICATIONS, STANDARDS, ETC:

The project design shall be completed in accordance with this AE scope and all appropriate

Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The AE shall retrieve all VA design information and standards from the VA Facilities

Web Site (https://www.cfm.va.gov/til/index.asp). Station level modified specifications for certain specification sections will be provided by the VA after the notice to proceed as been issued. These documents and all national, state and local codes adopted and used by the VA shall be incorporated in the design of this project and reflected in the construction cost estimate. The following references, as applicable, shall be utilized for planning and design purposes:

A. Master Construction Specifications (PG-18-1)

B. Design and Construction Procedures (PG-18-3)

C. Standard Details and CAD Standards (PG-18-4)

D. Design Manuals (PG-18-10), particularly VA Parking Design and Site Design

Manuals

E. Topic Specific Standards and Criteria (PG-18-13)

F. Minimum Requirements for A/E Submissions (PG-18-15), Design Review Checklist, Schematic 1 under Site and Landscape

G. Cultural Resource Management Procedures, Handbook 7545 (H-7547)

H. Cultural Resource Management, Directive 7545 (D-7545)

4. TRAFFIC STUDY, PARKING DEMAND MODEL AND PARKING GARAGE CONCEPTS

REQUIREMENTS:

A. TRAFFIC STUDY:

1. Develop a traffic study plan for VA COR review and approval. The plan must clearly outline the intent, the A&E’s approach and have the template copies of data gathering sheets.

2. Capture actual entering/existing vehicles and parking situation for the entire facility.

3. Identify unique daily events or situations that may caveat a final report.

4. The AE shall take minutes of all meetings, conferences, site visits and daily reports, etc. A copy of the minutes for each shall be provided to the Contracting Officer.

B. PARKING DEMAND MODEL:

1. Download most recent version available on the TIL after award.

2. Be able to explain model formulas and how the various data entries alter the calculated results.

3. Ensure all data information is traceable to the source for future defense of results.

4. Coordinate review and gather information required to complete the spreadsheet.

C. PARKING GARAGE CONCEPTS:

1. Follow Schematic 1 Site and Landscape checklist for each of the five concepts. This is filled out preliminarily to give the A&E an idea of VA expectations.

2. Each concept shall have existing site plan, concept plan, elevations of all four main sides/aspects, 3D model with virtual tour, and initial numbers of parking spaces and types.

3. Each concept must indicate future expansion capabilities.

4. Proposed parking garage sites shall have soil borings accomplished and results included in those concepts.

5. Provide a cost estimate to design and construct each of the five concepts.

6. Identify facility impacts to the greatest extent possible per concept.

7. Identify traffic flow for each concept for both vehicles and pedestrians.

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

In an effort to reduce construction change orders due to design errors and omissions, the Office of

Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Fee Proposal: Provide an outline of the actions that your firm will take during the design process.

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.

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. REVIEW REQUIREMENTS

The A/E Designer will conduct internal quality control audits of all submissions before they are submitted to the VA. A quality control summary of findings and any/all corrective actions will be provided at each submission.

A. PRE-STUDY AND CONCEPTS INVESTIGATION PRESENTATION OF APPROACH

REVIEW

1. A&E QC Summary (electronic copy only)

2. Project Schedule (electronic copy only)

3. Draft traffic study plan (electronic copy only)

4. Draft parking demand model spreadsheet (electronic copy only)

5. List of general information missing or to be investigated (electronic copy only)

6. Draft of the A&E issues log (electronic copy only)

7. Facility site plan altered to accompany the traffic study and concepts requirement. (electronic copy plus one full size hard copy to have at the review meeting)

B. INTERIM/MID-POINT TRAFFIC STUDY AND PARKING DEMAND

DISCUSSION/REVIEW:

2. Review Project Schedule (electronic copy only)

3. Review of VA Approved Traffic Study Plan (electronic copy only).

4. Review of current Parking Demand Model Spreadsheet (electronic copy only).

5. Review of updated facility site plan for traffic study and concepts (electronic copy and one full size hard copy to have at the review meeting).

C. TRAFFIC STUDY AND PARKING DEMAND MODEL FINAL PRESENTATION OF

RESULTS:

2. Review Project Schedule (electronic copy only)

3. Review of VA Approved Traffic Study Plan and Results (two hard copies and an electronic copy in both pdf and word formats).

4. Review of Completed Parking Demand Model Spreadsheet (two hard copies and an electronic copy in both pdf and word formats).

5. Review of updated facility site plan for traffic study and concepts (electronic copy and one full size hard copy to have at the review meeting).

D. 50% PARKING GARAGE CONCEPTS REVIEW:

2. Two (2) Arch D (24”x36”) and two (1) half size copies of work completed to date. The drawings shall have a cover sheet and be complete in every respect and shall have been checked.

3. CAD drawing files shall be complete in every respect and shall be reviewed by the AE of record. File format and delivery shall be as outlined in CAD requirements Paragraph V.

4. Provide DWG and PDF drawings via VA approved file transfer site.

5. One copy of the construction cost estimates with each concept having a complete and separate estimate for both Design and Construction Costs.

E. 95% PARKING GARAGE CONCEPTS REVIEW:

2. Two (2) Arch D (24”x36”) and two (1) half size copies of work completed to date. The drawings shall have a cover sheet and be complete in every respect and shall have been checked.

3. CAD drawing files shall be complete in every respect and shall be reviewed by the AE of record. File format and delivery shall be as outlined in CAD requirements Paragraph V.

4. Provide DWG and PDF drawings via VA approved file transfer site.

5. One copy of the construction cost estimates with each concept having a complete and separate estimate for both Design and Construction Costs.

F. 100% SUBMITTAL:

1. Two (2) 30”x42” and two (2) half size Xerox copies of final drawings.

2. 1 set original reproducible plans plus a copy in latest AUTOCAD Version used by the VA.

3. 2 pdf copies of the Final cost estimates, plus a copy in Excel format.

4. 2 pdf copies of the final project summary/report plus the electronic copy.

5. 2 hard copies of the Final QC summary, plus the electronic word format copy.

6. SCHEDULE

1. Kick-Off meeting and establish Notice to Proceed.

2. Pre-Study and Concepts Investigation Presentation performed within 30 calendar days from NTP.

3. Traffic Study Approved by VA

4. A&E Begins Traffic Study per approved study plan

5. Interim/Mid-Point Traffic Study and Parking Demand Discussion On Site Meeting

6. Traffic Study and Parking Demand Model final presentation of results On Site Meeting.

7. 50% Parking Garage Concepts submission due 30 calendar days from final study presentation.

8. 50% review comments from VA due 10 calendar days from receipt of 50% submission.

9. 95% Parking Garage Concepts submission due 30 calendar days from return of 50% review comments.

10. 95% review comments from VA due 10 calendar days from receipt of 95% submission.

11. 100% Final submission due 15 calendar days from receipt of 95% review comments.

12. Total calendar days from Notice to Proceed to 100% Final Submission: 270 calendar days

7. CONSTRUCTION SERVICES: NOT USED

8. CAD REQUIREMENTS:

A. DRAWINGS: The completed drawing files shall be fully operational in the current VA accessible AUTOCAD Version; PDF copies will accompany any submitted AutoCAD copies provided.

B. DELIVERY FORMAT: Media and archive procedure for transfer of all drawing files to the office of Engineering Project Section shall be through VA COR approved file transfer site. No

“thumb drives” will be accepted.

C. NAMING CONVENTIONS: Files will follow VA BIM and CAD Standards (PG-18-13) VA

Drawings Deliverable Requirements (DDR) v 1.0 [or most current as of award date of this project]

9. Other A/E Contract Requirements:

Hours of Work

The normal hours of work on installations are from 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding holidays. For work during other than these hours of work, the A/E shall submit, in writing, for the Contracting Officer's approval, a notice of any period of scheduled work other than the normal hours of work specified above. This notice shall be submitted not less than two weeks prior to each period of work scheduled at times other than normal hours of work including holidays.

US Government holidays. When any of the US Government Holidays fall on a non-workday, the holiday will be observed on either the preceding or succeeding workday. The choice of any such preceding or succeeding workday shall be coordinated with the COR and the CO. The facility follows, in general accordance, the dates outline by OPM which is available at:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Travel

All United States Government Contractor personnel shall be in economy class or as otherwise directed in the United States Joint Federal Travel Regulations.

Contractor badge must be obtained and worn by contractor or representative at all times while on campus

Nicotine Free Campus Effective 1 Oct 2019

As part of the U.S. Department of Veterans Affairs’ (VA) commitment to provide excellent health care for Veterans, the department will implement a new policy restricting smoking by patients, visitors, volunteers, contractors, and vendors at its health care facilities by October. VHA’s new smoke-free policy applies to cigarettes, cigars, pipes, any other combustion of tobacco and non-Federal Drug Administration approved https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens or e-cigars.

Compliance with Emergency Management Directives

Contractors shall comply with all safety directives and emergency management instructions as directed by the local VA Medical Center site specific policies & procedures, Local Construction Handbook, and any subsequent updates to the handbook directed by policy or law. These directives are to ensure preparedness and safety of all personnel doing business on the VA Medical Center property. Notifications of “Exercise” and Real-World events are typically made via a Public Address/Giant Voice Systems. The contractor shall be responsible for the participation of their on-site employees and reasonably respond to these announcements in the safest means practicable.

All employees of the contract are required to participate in mandatory required facility exercises to meet facility accreditation and compliance. The timeframe for these exercises is typically short. Examples include, but not limited, Active Shooter/Active Threat, Tornado, Bomb Threat and Fire Drills. The contractor/subcontractor employees shall be required to respond to any VA Medical Center Drill as if it were a real-world emergency/threat.

All employees of the contractor/subcontractor shall participate in preparations for all VAMC Safety or Emergency Management as directed. All hazards, events, and disasters including inclement weather, earthquakes, mandatory evacuations and includes site safety and preparations for visits by high profile VIP’s.

Tuberculosis Screening

Contractor shall provide written certification that all contract employees assigned to the work site have had a pre-placement tuberculosis screening within 90 days prior to assignment to the worksite and been found have negative TB screening reactions. Contractors shall be required to show documentation of negative TB screening reactions for any additional workers who are added after the 90-day requirement before they will be allowed to work on the work site.

Flu Shot

Contractor shall provide written certification that all contract employees assigned to the work site have had a flu shot within 365 days prior to assignment. This includes site visits for investigation work.

COVID Screening

Contractor shall submit to COVID screening daily in accordance with National VA policy when onsite or entering buildings. This will be coordinated with the COR before arrival at any VA facility.

Taking Photographs

Perform Photographic Documentation during Investigative Services; files are to be maintained for future reference of existing conditions for construction documents and unforeseen unit costing basis.

PHOTOGRAPHS – Any photographs taken shall not contain and persons (patients, staff, visitors, etc.) and not contain any individually-identifiable information (III), Personal identifiable Information (PII), or Protected Health information (PHI). No photographs shall be viewed outside the federal government or used on construction documents.

Compliance Awareness Training

Document of training shall be completed by A/E prior to access to the Charles George VAMC. A/E has the responsibility for “Duty to Report” any fraud, waste, or abuse witnessed while on VA premises to the Compliance Officer.

The A/E Designer is recommended but not required to visit and inspect the project site prior to submitting their A/E fee proposal for this project design. Provide any questions regarding the scope of the project or design requirements to the Contracting

Officer before submitting the A/E fee proposal.