SOW Replace Bldg 121 - Houston Final 12-20-21.pdf

ARCHITECT/ENGINEER SCOPE OF WORK

PROJECT 580-324

Replace Building 121

At Michael E. DeBakey VA Medical Center 2002 Holcombe Blvd., Houston, Texas 77030

December 20, 2021

1. GENERAL:

a. The Architect/Engineer (A/E) shall furnish all professional and technical expertise to develop Schematics, pre-design preliminaries, design drawings, specifications, cost estimates and construction contract bid documents to replace Building 121 currently with approximately 15,181 SF with a new building with approximately 21,200 SF. Existing parking space layouts surrounding the building shall be redesigned as necessary. New space is planned to house Outpatient Mental Health Services. The building will be located on the West side of the campus behind building 110. Design of the exterior must be similar in finishes to the main hospital building 100 and blend with the other existing structures on VA campus. Interior designs will require development of space program for Mental Health Outpatient spaces per the latest VA design criteria. The preliminary designs must include 3 conceptual plans with different space configurations including cost estimates for each option. The A/E will prepare equipment layouts for new and existing equipment and workstations as required by the equipment manufacturers’ specifications and drawings.

b. The A/E shall provide solicitation support services and construction period services including "as-builts," responses to RFI's, periodic site visits and all other functions identified in Sections 17 and 18 of this SOW.

c. The A/E is responsible for geotechnical engineering services and borings and civil site survey for the area of the new building.

d. Commissioning Services will be performed by an independent third-party commissioning agent engaged by the A/E contractor and mutually agreeable to the VA and A/E contractor.

e. Estimated budget for construction cost of this project is $13.4 Million.

2. PROJECT OVERVIEW:

a. The A/E scope must include a pre-design phase to provide three (3) optional plans with different layouts that meet project program intent and budget. All plans will be presented using PowerPoint to the

MEDVAMC leadership for comparison and recommendations for the Medical Center selection and approval. The space planning must address improvement of workflow based on sequence of operations. All designs must adhere to JCAHO, NFPA, VA requirements, Michael E.

DeBakey Veterans Affairs Medical Center’s standards, equipment’s installation requirements, and life safety latest requirements.

b. The Architect/Engineer shall survey the area and verify existing building structure and all related systems, study adequacy of square footage for each function, analyze utility systems and structural integrity, also verify as-built drawings. Existing drawings may not be complete or fully accurate.

c. The completed preliminary plans shall include a detailed construction cost estimate. The A/E is responsible to design the project within available budget and provide recommendations of deduct items as alternatives.

d. The A/E shall thoroughly study existing drawings and building design criteria for exact implementation and coordination of all systems and components of the new construction, and avoidance of construction conflicts. All features and systems shall conform to the VA design criteria.

3. DESIG N S UBMIT TALS:

a. After the predesign Floor Plan ( 15% ) has been approved by the MEDVAMC, the A/E shall submit 35 percent, 75 percent, 95 percent, and final design bid packages per VA’s Program Guide, PG 18-15, Volume C, Attachment 1 - A/E Design Submission Instructions for review and approval. The VA will respond with comments within 10 calendar days after the receipt of each submittal.

b. Each submission will include two complete half-size sets of Drawings, one full-size Architectural Floor Plans, and two CD-ROMs.

c. Final submittals shall include 5 original hard copies and CD-ROM disc for drawings using REVIT and AutoCAD version 2019 and specifications on Microsoft Word latest version. All electronic submittals must adhere to VA requirements.

d. Room’s square footage and dimension must be indicated on the floor

Plan.

5. SAFETY:

a. The A/E is responsible to retain services of a licensed fire protection professional engineer. The FPE must be directly involved in the design of fire protection systems and life safety requirements, as addressed in the VA

Fire Protection Design Manuals.

b. Review and seal As-Built drawings prepared by the contractor and certify compliance statement on each FP and life safety drawings as required by VA directives and policies.

6. SUSTAINABLE DESIGN STANDARDS:

a. The A/E shall be responsible for designing to achieve sustainable design equivalencies and for implementing within the design the following Guiding Principles found in the Federal Leadership on High Performance and Sustainable Buildings Memorandum of Understanding and the VA Sustainable Design and Energy Reduction Manual:

• Employ Integrated Design Principles (Integrated Design, Commissioning)

• Optimize Energy Performance (Energy Efficiency, Measurement and Verification). See attached Energy Efficiency Design Standards document.

• Protect and Conserve Water (Indoor Water, Outdoor Water)

• Enhance Indoor Environmental Quality (Ventilation, Thermal Comfort, Moisture Control, Day lighting, Low-Emitting Materials, and Protect IAQ during Construction)

• Reduce Environmental Impact of Materials (Recycled Content, Bio-based Content, Construction Waste, Ozone Depleting Compounds)

b. Sustainable design features, activities and equivalencies are part of overall Federal policy to limit environmental impact and ensure the environmental compatibility of Federal facilities. It is the intent of the VA to make every reasonable and rational effort to meet these requirements. In the event the A/E concludes that implementation of specific sustainability requirements is not feasible (in that doing so creates major negative impacts on the project, including major overall cost increases, major operational feasibility issues, major technology application issues, etc.), a detailed rationale for limiting the use of the specific sustainability feature in question shall be submitted in writing to the Contracting Officer’s Representative for consideration. Such rationale shall include discussion of the significant negative impacts to the project. Cost comparisons and evaluations used in supporting the non-inclusion of required sustainability features must show an overwhelming life cycle rationale. Such exclusions shall not be implemented unless specifically approved by the Contracting Officer’s Representative.

7. ARCHITECTURAL:

a. One-eighth-inch scale floor plans shall be submitted with the following neatly displayed:

• Room names, numbers, square footage, functions, and appropriate activity codes.

• Reflected ceiling plans.

• Net square foot program area of each room with the corresponding designed net square foot area (Program vs. Actual).

• All corridors, electrical closets, telephone closets, equipment rooms, mechanical shafts and spaces, vertical circulation spaces (stairs, dumbwaiters, etc.) and automatic conveyances.

• All plumbing fixtures, doors and swings.

• Doors and Finish Schedules.

• Locations of all smoke and fire partitions.

b. One-eighth-inch sca le f loor p lans showing and ident i fy ing equipment utilities requirements for each room shall be submitted.

Equipment floorplans are required for all medical equipment, offices, consultation rooms, classrooms, conference rooms, and waiting rooms.

c. A written narrative describing the interior design scheme of existing spaces and how reworked areas will integrate functionally and aesthetically shall be submitted. All variations from criteria shall be explained.

8. STRUCTURAL:

a. The structural integrity of the new building shall be considered in the placement of all new equipment. The building structural system (including slabs, girders, beams, and columns) shall be reinforced as necessary to accommodate all loads. Structural design shall comply with all applicable codes.

b. Construction drawings, to the extent possible from gathering field dimensions and observation, shall include at least one plan view showing all structural columns, beams and typical floor plan features. The structural members shall be properly dimensioned, including depth and width of beams. Sufficient elevation views shall also be included on the drawing to show minimum heights from floor to lower surface of beams and/or interstitial purlins and deck.

9. HEATING, VENTILATING AND CONDITIONING:

a. Provide preliminary load and sizing calculations for all HVAC systems.

b. Provide a written description/narrative of the HVAC requirements and how these requirements will be satisfied. Include a description of all new systems (including controls) and how they will interface with existing systems. Investigate design alternatives and justify the selected system(s), highlighting economics, energy conservation, and other pertinent considerations; provide reference sources for all data included.

Assure that all systems, at minimum, meet VA standards for type of area served.

c. Submit duct and piping layouts for the area.

d. Provide one-eighth-inch scale floor plans showing the HVAC and steam distribution equipment. Coordinate the design with other disciplines.

e. Provide flow and control diagrams for steam, condensate, hot water, chilled water, and condenser water. Provide sequence of operations and controls for all HVAC systems and equipment.

f. Provide preliminary design for fire and safety systems that are associated with the HVAC systems. Show the fire and safety design on the HVAC plans and control diagrams. Show smoke and fire partitions and related dampers. Coordinate penetrations of interstitial deck with VA to maintain the custom fire rating of the deck system.

g. Provide demolition drawings showing the extent of removal for existing systems and equipment.

h. The new design shall incorporate air flows for the new building.

10. PLUMBING:

a. The project will install new plumbing fixtures and medical gases systems

b. One-eighth-inch scale plumbing floor plans shall be submitted. Plumbing fixtures shall be identified; plumbing lines shall be sized.

c. Floor plans, elevations, and sections shall be developed showing all required equipment including zone valve box locations.

d. All calculations supporting the design shall be submitted.

11. SPRINKLER:

a. The project will include new sprinkler system in the area as needed to meet code compliance.

b. The A/E Plans and Specifications will be a performance-based design showing the areas to be modified. Final design, including sprinkler head and systems layouts, hydraulic calculations, and coordination, shall be submitted by a licensed registered sprinkler contractor.

c. The locations of smoke and fire partitions and boundaries of smoke, fire, and sprinkler zones shall be displayed.

d. Use of quick-response sprinkler heads is mandatory.

12. ELECTRICAL:

a. The data and telephone systems will be designed to accommodate the new building. New electrical feeders shall be provided as required by the new calculated electrical loads and metering analysis.

b. One-eighth-inch scale floor plans shall be submitted. The plans shall indicate room (or area) numbers, titles, and functions. The locations of all lighting fixtures, outlets for power, communication/signal outlets and devices, fire alarm devices, and equipment shall be displayed. The electrical floor plans shall show smoke and fire partitions and zones.

c. One-quarter-inch scale elevations shall be provided to display design details.

d. Reflected ceiling plans shall show lighting layout, registers, chases, smoke detectors, page speakers, and other overhead equipment.

e. One-line diagrams of the normal and emergency electrical power distribution system shall be submitted. Include low-voltage main and secondary power distribution panels. Verify that existing feeders to be reused are adequately sized for the proposed project. Preliminary design data, assumptions, and calculations shall be submitted.

f. Low-voltage system design shall be included as part of the A/E Services.

Systems such as data, cable tray, wire management, CATV, paging system, nurse call, telemetry, photographic, archiving, and communication system (PACS) will be coordinated with MEDVAMC users and designed on the Plans and Specifications.

13. CONSTRUCTON COST ESTIMATE:

a. The preliminary cost estimates shall reflect the expected construction cost for all work identified and detailed. "Magnitude" and "square foot" estimates will not be accepted.

b. The A/E shall develop a detailed preliminary construction cost estimate.

The cost estimate shall present labor, material, and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Sprinkler, Electrical, and Industrial Hygiene. The work grouped under each major discipline shall be placed into the appropriate VA master Construction Specification Division (CSI format).

c. The detailed construction cost estimate shall consider contingencies at 7.5% overhead at 10%, profit at 10%, and escalation attributable to inflation, and any other regional industry costs. The contingency amount is established for change orders or other additional work occurring during construction.

d. The estimate must have sufficient detail and accuracy to reflect the anticipated bid cost upon completion of the contract working drawings and specifications. Cost estimate must include bid deduct(s) that total 10% of the construction estimate.

14. MEETINGS:

a. Post-award Meeting – A post-award meeting will be held within ten calendar days after Contract Award.

b. Design Review Meetings – A design review meeting will be held after each design submittal.

c. Meeting Minutes – The A/E Contractor shall take minutes of all meetings held relative to this Contract with exception to the construction phase. The format must be acceptable to the Contracting Officer (CO). Minutes must include the meeting date and time; agenda; meeting location; list of participants with their affiliations and telephone numbers; be fully descriptive of issues, problems, and decisions made; and action items with names of responsible parties and deadlines. In addition, the minutes must include, as attachments, all exhibits and references distributed as handout materials, unless the materials are part of a formal submission.

The A/E Contractor shall provide, via e-mail transmission, complete copies of all minutes to CO and all attendees within 48 hours of the next meeting.

All challenges to the minutes will be reflected in a revised version prepared by the A/E Contractor. Copies of updated minutes shall be distributed to the CO and all attendees within 24 hours after change notice.

15. QUALITY CONTROL:

a. The Contractor shall develop a quality plan. This plan shall be submitted as part of the Contractor’s cost proposal. The plan should outline the following:

• The management and organization of this project.

• Intended key technical personnel, such as subcontractors, discipline managers, project manager, etc.

• Narrative describing product quality control.

b. After the award of the Contract, the A/E Contractor shall follow minimum standards of quality as follows:

• There shall be a consistency of key personnel throughout the project.

• All deliverables shall be routed through, reviewed and approved by the A/E contractor project manager.

• All mistakes, omissions or errors discovered during the construction process shall be rectified by the A/E contractor. The A/E contractor shall provide the government with additional design drawings, cost estimates and statement of work to make field design corrections, should they become necessary.

16. COMMISSIONING

a. Commissioning Services will be performed by an independent third-party

Commissioning Agent engaged by the A/E contractor and mutually agreeable to the VA and A/E contractor.

b. The Commissioning Agent shall be familiar with VA construction practices, materials, standards, and design requirements. Services shall include items, and be provided, in accordance with the VA Master Specifications related to commissioning referenced herein, the Whole Building Commissioning Process Manual available on the VA Technical Information Library at http://www.cfm.va.gov/til/ the Federal Acquisition Regulations (FAR), and the VA Acquisition Regulation (VAAR).

c. Commissioning services shall be for the design, construction, and warranty phases of this project.

17. SOLICITATION SUPPORT SERVICES (Option Item)

a. Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

b. Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

c. Answers to RFIs will be required from the A/E within five calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/E is required to comply with the five-calendar-day requirement.

d. Throughout the solicitation period, the A/E shall provide addenda as necessary if required to revise specs and drawings.

e. In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled

Final Construction.

18. CONSTRUCTION PERIOD SERVICES (Option Item)

The Construction Period Services will commence with the award of the Construction Contract and will terminate with the acceptance of the facility by the VA. Note that this will only take place if the option for CPS was exercised. Unless otherwise provided in this Agreement, the A/E shall not provide administration of the construction contract.

The A/E shall act in an advisory and consultant capacity to the Contracting Officer. He shall not be the representative of the Contracting Officer at review meetings or on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor. The A/E shall not be responsible for or have control or charge over the acts or omissions of the Contracting Officer’s Representative or Construction Contractor, Sub-contractors, or any of their agents or employees, or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.

a. REQUEST FOR PROPOSAL DOCUMENTS - INTERPRETATION The A/E, when requested, shall assist the Contracting Officer and his Contracting Officer Representative to interpret the Request for Proposal documents and shall:

(1) recommend any action(s) he deems suitable for the satisfactory prosecution of the design of the proper construction work.

(2) prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the Request for Proposal documents.

(3) assess the preparation of Construction Contract Modifications initiated by or through the VA to be executed in accordance with the Request for Proposal documents.

b. MODIFICATIONS/CHANGE ORDER REQUESTS Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

c. SHOP DRAWINGS AND SUBMITTALS When necessary, the A/E will, through the VA, review certain submittals and make recommendation. The A/E may be required to hold joint reviews with the VA technical staff on complicated system submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay.

The A/E shall check Government furnished and/or the construction shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the design concept and construction documents.

The A/E shall recommend approval, disapproval, or other suitable disposition.

He shall evaluate the submittals with reference to any companion submittals that constitute a system.

d. SITE VISITS AND INSPECTIONS

During the Construction Period, the A/E shall make visits to the project site. Site visits shall be made as and when requested by the Contracting Officer or his authorized representative. This includes visits to be made during intermediate, air conditioning systems, inspections, for partial final, and final inspection and for special purposes as requested by the Contracting Officer. A site visit is defined, except for payment purposes, as a visit to the site by one man for any part of a day. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The Contracting Officer has the prerogative to determine the professional discipline(s) required for each visit.

The A/E shall observe the construction, advise the VA of any deviations or deficiencies. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Contracting Officer or his authorized representative within three calendar days following the site visit date.

(1) Intermediate Inspections: The A/E shall provide registered architects and engineers who are familiar with the design work of the project to act as observers and advisers to the VA team conducting intermediate inspections.

(2) Intermediate Air-Conditioning Inspections: The A/E shall provide registered engineers who are familiar with the air-conditioning design of the project to act as observers and advisers with a VA team conducting intermediate inspections of the air-conditioning system. The number of such inspections and scheduled time thereof will be determined by the Contracting Officer.

(3) Partial Final and Final Inspections: The A/E shall provide registered architects and engineers in the number and of the disciplines at the time requested by the Contracting Officer to act as observers and advisers with a VA team conducting partial final and/or final inspection(s) of the project.

e. TIMELY RESPONSE As time is of the essence, particularly during the construction phase, the A/E shall promptly review and approve, disapprove, or take other appropriate action upon all the VA requests. The A/E shall submit recommendations on all shop drawings and other submittals and other requests within fifteen (15) calendar days after receipt.

19. RECORD DRAWINGS

a. The VA shall furnish to the A/E a marked-up set of prints showing all changes made during the construction period. The A/E shall incorporate into the drawings all significant changes marked-up by the VA and any significant changes made by solicitation amendments and construction contract modifications. The revision portion of title block shall be dated and noted “Record Drawings”. The A/E shall prepare record drawings by making changes on the original contract drawings (with amendments posted). A copy of the updated original will be sent to the VA for verification. Upon the verification of the VA, the A/E will submit the originals to the Contracting Officer in hardcopy and on DVD. The A/E shall deliver the record drawings to the Contracting Officer within sixty (60) calendar days after receiving the marked-up documents from the VA. Submission shall be subject to the approval of the Contracting Officer as to quality and completeness.

13. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform the design work 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

21 calendar days after receipt of Notice of Award

QA/QC and BD 10% Submittal Review Meeting

30 calendar days after VA receipt of QA/QC &

BD 10% Submittals

35% SD Submittal

50 calendar days after acceptance of QA/QC &

BD 10% Submittals

35% SD Review Meeting

10 calendar days after VA receipt of 35% SD

Submittal

65% DD Submittal

50 calendar days after VA acceptance of 35%

SD Submittal

65% DD Review Meeting

10 calendar days after VA receipt of 65% DD

95% CD Submittal

50 calendar days after VA acceptance of 65%

DD Submittal

95% CD Review Meeting

10 calendar days after VA receipt of 95% CD

Final Bid Documents Submittal

30 calendar days after VA acceptance of 95%

CD Submittal

Final Bid Documents Acceptance Meeting

10 calendar days after VA receipt of Final Bid

Documents Submittal

Total Part One Services/Design Phase Schedule

271 calendar days

Solicitation Support Services and Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Solicitation Support Services and Construction Period Services.

20. GENERAL INFORMATION:

a. The A/E contractor shall submit all requests for information in writing to the COR and allow at least three calendar days for the COR to respond.

b. The Contracting Officer must approve all work that is beyond the scope of this statement of work.

Attachment 1 - A/E Submission Instructions (VA’s Program Guide, PG 18-15, Volume C) Attachment 2 - QUALIFICATIONS AND SCOPE OF SERVICES PROJECT FIRE

PROTECTION ENGINEER

Attachment 3 - Project Area Satellite View Attachment 4 - Energy Efficiency Design Standards

END OF STATEMENT OF WORK