SOW Parking Garage 605-353 - Final 7-15-21.pdf

Construct Parking Structure

605-353

LOMA LINDA VETERANS AFFAIRS MEDICAL CENTER

REQUEST FOR PROPOSAL FOR ENGINEERING SERVICES/DESIGN

PROJECT TITLE: CONSTRUCT PARKING STRUCTURE

A/E SERVICES – STATEMENT OF WORK

A. PURPOSE

This project will construct a new parking structure at the VA Loma Linda campus. The new parking structure will be multiple stories and will support approx. 600 new spaces.

1. Project intent- This project is to construct parking structure at the NW end corner of the campus with a net gain of not less than 600 parking spaces including adequate entrances and exits to facilitate the necessary vehicular flow in, and through, the structure to other adjacent parts of the campus.

2. Background- This VA medical center is in dire needs for more parking spaces to accommodate the growing number of patients and employees. New parking structure is intended to be constructed over an existing pond, adjacent to ED.

3. Project Goals- Construct a multiple story parking structure for a net gain of not less than 600 parking spaces complete with stairwells, two elevators, necessary striping, lightings, cameras etc.

B. SCOPE OF WORK

Construct new 600 space parking structure in the NW corner of VA Loma Linda campus, adjacent to emergency room and outpatient pharmacy, located on top of current pond.

New parking structure will be a multi-story building complete with two elevators and stairwells to support employees and patients. The parking structure will add approximately 600 parking spaces and will be designed to accommodate future expansion. Each parking space will be in accordance with the VA Barrier Free Design

Standard, the Architectural Barriers Act Accessibility Standard (ABAAS) for Federal

Facilities, as well as the VA Parking Design Manual including all necessary clearances and access to park.

AE shall arrange for soil verification studies to ensure AE design can be used at the location. Varying soil conditions could require changes in designing of foundation.

New sidewalks, hardscape, and site work will be part of complete design.

AE shall develop/design the approaches and the utilities that will accompany the parking structure. All parking structure lighting, site lighting, landscaping, paving, walkway lighting, mechanical, electrical, plumbing, fire protection, physical security, IT (see

Attachment 1 and 4), communications, interior signage, exterior signage, architectural, and all underground utility connections/relocations/installations will be coordinated through the design process in accordance with PG-18-3 Design &

Construction Procedures and PG 18-15, Volume C, A/E Submission Requirements from the VA Online Technical Information Library (TIL).

Design shall include, but not be limited to, all disciplines required for a completed product: site clearing, pond removal, preparation, demolition, excavation, deep foundations, concrete superstructure, steel decking, mechanical, electrical, and architectural elements, integration to the existing campus, driveway, and geotechnical investigations.

Traffic movement studies in and around the new installation will be required to determine best configuration and placement. A parking counter system will be provided to keep a total count of available parking spaces for the entire parking structure.

AE shall provide a complete set of drawings and specifications for bidding and construction contract purposes which meet the previously stated objectives and outlined in Attachment 2. Design and Specifications shall comply with applicable codes, policies, standards, and VA design guide requirements. These requirements can be found in the TIL, IE; http://www.cfm.va.gov/til/ . The AE shall also provide construction period services as required.

AE design will include the sitework required to remove and reroute a portion of the campus’ northwest pond and pond water circulation. This pond is connected to the pumphouse that recirculates pond water around the campus. The current pump house location may need to be relocated. Electrical, plumbing and drains need to be relocated and designed to provide recirculation piping to feed the remaining ponds for storm water evacuation. Design needs to be compliant with VA Loma Linda’s Phase

II Small MS4 General Permit. The facility’s SWPPP must be reviewed and updated if necessary to include revisions to ponds. AE to review SWPPP and General Permit, in conjunction with VA Loma Linda GEMS program manager, to ensure the storm water runoff conveyances, and erosion control measures are adequate, properly implemented and operating correctly. Transite pipe may be encountered during sitework and needs to be accounted for as described in Attachment 3.

This project will also rework parking area in front of the ED to include a 3 ft retaining wall to eliminate curbs in this area. Cut the curbs flush and install retaining wall with reworking of sidewalks to allow for handicapped access.

Parking structure is to have exterior LED lighting that will shine on the structure. This lighting will be controllable so that hospital administration may change color for special events and or recognition. Lights will be visible on all four sides of the structure.

This project will contain a design for perforated metal panels to block wind and sun from vehicles. Basis of design is the Carl T. Hayden VA Parking Garage, which can be referenced at https://www.dri-design.com/portfolio/carl-t-hayden-va-parking-garage.

Scope of work shall include but not limited to the following:

(1) Preparation of Schematic design and design development; perform site surveys, sub-surface and all other investigations as indicated in SOW

Schedule of Submissions (SOS) and the attached Program Guide PG-18-

15, Volume C also available on VA Technical Information Library (TIL).

(2) Attend meetings with facility officers, project engineer and contracting officer to present design concepts, schematic design, and finalize schematic drawings prior to proceeding with design development. The architect shall allow four (4) minimum meetings in the schematic phase of the project.

(3) Preparation of Construction Documents and provide necessary services during pre and post award of the construction project as indicated in SOW

SOS and the attached Program Guide PG-18-15, Volume C also available on VA Technical Information Library (TIL).

(4) Submit construction cost estimate in every phase of the contract to assure that project is within construction budget.

(5) The Certification and Accreditation (authorization) requirements do not apply, and a Security Accreditation Package is not required

DESIGN OPTIONS:

• AE shall submit pricing for the design of overhead steel on the roof such that solar panels can be installed. Design shall include all electrical wiring and structural connections such that the panels can be installed by the general contractor on the roof of the new parking structure.

C. CONSTRUCTION COST

Construction Funding Limit - It is the intention of this project to construct a complete and functional parking structure within the construction funding limit of

$13,000,000.

D. A/E PROPOSAL REQUIREMENTS

NARRATIVE: The A/E shall provide a narrative describing all investigative and miscellaneous activities involved in removal of the existing pond. The A/E shall also provide a narrative describing all investigative and design activities required to provide a complete set of construction documents. The narrative will include;

anticipated investigations by each discipline, approximate number of drawings, index of drawings and index of anticipated specifications.

1. QUANTITY TAKE-OFF: The A/E shall provide a detailed quantity take-off of hours required to meet the items captured in the design proposal narrative for contractor bidding purposes.

https://www.dri-design.com/portfolio/carl-t-hayden-va-parking-garage https://www.dri-design.com/portfolio/carl-t-hayden-va-parking-garage

2. COST PROPOSAL: The A/E shall provide a cost proposal based on the hours determined in the quantity take-offs. The proposal shall indicate all disciplines required for A, B, and C services to include those activities that will be completed by subcontractors. Subcontractor costs may include but are not limited to subsurface exploration, electrical metering, additional engineering calculations, and subsurface utility locations.

E. DELIVERABLES (see Attachment 2)

1. Meeting Minutes: The A/E shall take minutes of all conferences and other meetings with the VA (including site visits) and shall provide a copy to the

Contracting Officer for a concurrence signature. Prior to the AE submission on the most ideal parking structure placement location a meeting shall be scheduled to take place on VA campus with the stakeholders.

2. Specifications: The LLVAMC expectation is that standardized specifications from the Technical Information Library (TIL) will be incorporated into the construction documents. These specs shall be reviewed by the AE to ensure that the specs are project specific to the extent possible and void of extraneous information. The AE changes made to the specs shall be documented and concurrence on the specification changes shall be obtained from the COR and

CO on the project.

3. Safety Plan: The A/E shall coordinate with the VA project team to ensure completion of a construction risk assessment at the 65% design level. The risk assessment shall be incorporated into the Contract documents. The A/E shall specify guidelines and specifications for both the area of work and the interaction of the work within the facility per OSHA, AIA, and VA guidelines. From this specification, the construction contractor will develop a construction safety plan.

4. Construction Quality Control Plan: The A/E shall specify Construction guidelines and specifications for which the construction contractor shall follow to develop a construction Quality Control Plan. This will include identification of key inspections. For example, inspection of framing and conduit placement prior to placement of drywall.

5. Design Quality Control Plan: 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: Two weeks after

Receipt of the Notice of Award: Submit a detailed Design 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. This effort shall be documented and provided with each design submission.

6. Phasing: The A/E shall develop a phasing plan that takes into consideration the level of disruption to current staff, maintaining emergency egress, storage of construction equipment and materials, security and access, debris removal, and the maintenance of an orderly project environment. The VA will work with the

A/E to establish the work area of the project after the placement location has been identified. The final construction boundaries shall provide for safe contractor operations while also allowing for safe egress of contractor vehicles and personnel.

7. Type “C” Services: All activities to include inspecting, monitoring, commissioning, and evaluating construction activities to validate conformance to the plans and specifications shall be required by this contract. AE shall also be required to review and evaluate product submittals as well as answer all RFI’s dealing with construction activities. Additionally, it will be expected of the AE to attend most weekly construction status meetings.

F. BADGES: Coordinate with CO and COR for latest information regarding badges.

G. DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

The following submissions will be required, with the A/E providing proposed dates as part of the proposal for design services:

Schedule of Submissions

Administrative Time 14 calendar days after receipt of

Notice of Award

QA/QC Submittal & Basis of Design (BD) 10%

Submittal

7 calendar days after end of

Administrative Time

QA/QC and BD 10%

Submittal Review Meeting

10 calendar days after VA receipt of QA/QC & BD 10% Submittals

35% SD Submittal

21 calendar days after acceptance of QA/QC & BD 10% Submittals

35% SD Review Meeting of 35% SD Submittal

65% DD Submittal

21 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting of 65% DD Submittal

95% CD Submittal

21 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting of 95% CD Submittal

Final Bid Documents

Submittal

10 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents

Acceptance Meeting of Final Bid Documents Submittal

Total Part One

Services/Design Phase

Schedule

144 calendar days

The A/E shall inform the VA of the timeline for the submission of the above items, with the final documents being submitted no later than 144 days after the Notice of Award. The A/E shall note that the design period should be considered accelerated for certain portions of the design. The

A/E shall utilize Submittal Exchange for all deliverables, meeting minutes, etc. It is expected that submittal exchange services will be provided through construction.

Prior to each design submission after the 35% design development submission the A/E shall work with the design COR to ensure that all facility customers have had a chance to look at and concur with agreed changes to the most recent AE design submission. To assist with this requirement an AE design approval signature sheet will be distributed at the completion of each design submission meeting to gain concurrence from all customers. Customers will provide approval signatures after design meeting minutes have been distributed and all justified design changes have been clearly defined as being needed in the next design submission. After all customer review signatures have been obtained the design iteration shall be considered complete.

1. First Submittal Schematic Design Submission (35%)

For this submission, the A/E shall produce a final schematic which includes schematic floor plans, calculations, and any design parameters as necessary to prove feasibility of the schematic design. A/E shall produce schematic drawings which include floor plans, calculations, and all other factors used to prove feasibility of the design (i.e. structural analysis, electrical capacity, etc...) a rough order of magnitude estimate shall be provided to include deductive and additive alternates, and an index of the required specifications shall also be provided. This shall be submitted no-later than 52 calendar days after

Notice of Award (NOA). At this submittal the A/E shall deliver to the VA;

a. Design Narrative to include a summary of the meetings with the VA

Design Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team prior to the schematic design submission should be documented. The schematic design narrative shall also identify each and all required systems, utilities

(including preliminary electric power requirement calculations) and major

(built-in) equipment with a brief description of its type, location, use and extent. The A/E shall address constructability issues and their impact on project construction cost.

b. Submit perspective drawings of the proposed parking structure.

c. Eight “C” size Drawings of CAD work completed to date.

d. Rough Order of Magnitude Estimate with proposed deductive and additive alternates

e. Initial Phasing Plan

f. Index of Specifications Required

g. Initial Engineering Calculations

h. Two CDs containing all deliverables.

i. The A/E shall organize a review meeting with all VA stakeholders no later than ten days after delivery of the design submission.

j. The A/E shall organize a design review meeting with Loma Linda VA

Engineering personnel to discuss design methods, design assumptions, etc.

2. First Review (35%) comments with VA at 62 calendar days after NOA.

3. Second Submittal Design Development Submission (65%)

For this submission, the A/E shall produce a detailed 65% schematic which includes floor plans, and final calculations as necessary to prove feasibility of the design including detailed design schematic materials from critical equipment suppliers. This shall be submitted 83 calendar days after NOA.

At this submittal the A/E shall deliver to the VA (see section ‘V’ Deliverables for further detail);

a. All material required for schematic design as indicated in the attached

A/E Submission Instructions.

b. A written narrative with a summary of the meetings with the VA Design

Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated.

Key decisions/choices which were made by the VA Design Team prior to the schematic design submission should be documented. The schematic design narrative shall also identify each and all required systems, utilities (including preliminary electric power requirement calculations) and major (built-in) equipment with a brief description of its type, location, use and extent. The A/E shall address constructability issues and their impact on project construction cost.

c. Eight “C” size Drawings.

d. Four copies of bound specifications based on criteria established at the initial design meeting as confirmed and/or amended at the 35% review meeting.

e. An accurate and detailed cost estimate which will show that the scope and the design of the project are within the project budget. Deductive and additive bid alternates should be broken out separately to show that they account for 20% below and above the overall budget for construction award respectively.

f. Preliminary Construction Duration Estimates, Preliminary Phasing

Requirements and Engineering Calculations which support the documentation.

g. A completed VA infection control form addressing all areas.

h. Risk assessment for safety

i. A completed A/E Review Checklist for all applicable disciplines.

j. 2 CDs containing all deliverables.

k. The A/E shall organize review meetings for both programmatic and design with the VA no later than ten days after delivery of the design submission.

4. Second Review (65%) comments with VA at 93 calendar days after NOA.

5. Third Submittal Design Development Submission (95 %)

This submission is set up to further review detailed plan and specifications. This shall be submitted 114 calendar days after NOA. At this submittal the A/E shall deliver to the

VA (see section ‘V’ Deliverables for further detail);

1. All material required for Construction Documents as indicated in the attached A/E Submission Instructions.

2. A written narrative that should represent a concise and complete record of the design process including all key design decisions and the background, reasons for and intent of these design decisions. Continue to use the narrative to communicate any other important information and to provide support to other submission documents.

3. Eight “C” size Drawings.

4. Four copies of unbound proposed Specification sections based on criteria established at the initial design meeting as confirmed and/or amended at the

65% review meeting. The 100% submission shall include all Specifications that are required for the construction package. The Specifications shall be free of writer’s notes and any editing comments. All information that is not required for this project shall be removed from each individual specification section.

5. A complete take-off cost estimate based on the Construction Documents submission.

6. Fully developed Construction Duration Estimates, Phasing Requirements and Engineering Calculations which support the documentation set out in this paragraph G.

7. A completed VA infection control form addressing all areas.

8. A completed A/E Review Checklist for all applicable.

9. A complete and submittal log form.

10. A complete preliminary construction schedule.

11. Final Construction Duration Estimates, Final Phasing Requirements and all

Final Engineering Calculations which support the documentation set out in this paragraph I, all of which shall be complete in every respect. The final

Engineering Calculations shall have been reviewed, signed, and sealed by the A/E’s designated Engineer

12. Two CDs containing all deliverables.

13. The A/E shall organize a review meeting with the VA no later than ten days after delivery of the design submission.

6. Third Review (95%) comments with VA at 124 calendar days after NOA.

7. FINAL Submittal Construction Documents Submission (100%)

The A/E shall issue all final contract documents to the VA at 144 calendar days after

NOA. The A/E shall deliver to the VA the following documents:

1. Prior to Final Submittal deliverable the A/E shall obtain all cover sheet signature requirements from the facility leadership.

2. Eight “C”-Size Contract Drawings.

3. Four set of indexed and bound Specifications.

4. Two CDs each containing: Final soft copies shall be provided in pdf and original format (Word, AutoCAD, etc.)

a) Final Contract Drawings

b) Specifications

c) Construction Cost Estimate

d) Construction Duration Estimate

e) Gant Chart

f) Phasing Requirements

g) Engineering Calculations

h) Narratives

For construction purposes upon final approval by the VA of all FINAL construction documents

(as evidenced by a VA authorized signature on the cover sheet).

END OF STATEMENT OF WORK