STATEMENT OF WORK - 546-23-112.pdf

STATEMENT OF WORK

Renovate Interior Corridors Building 1 (Floors 2-3)

Project No. 546-23-112

I. General Requirements

The VA Healthcare System is seeking professional design services from an Architect & Engineer (A&E) firm for the development of complete construction documents (i.e., working drawings, specifications, reports, estimates, and construction period services) for Project Number 546-23-112 entitled:

Renovate Interior Corridors Building 1 (Floors 2-3) at Miami VA Medical Center, in accordance with items herein specified. Construction document tasks will include, but will not be limited to, preparation and/or performance of reports, specifications, rendering, working drawings, site visits, meetings, meeting minutes, phasing/scheduling, and other related information and services. The A&E shall furnish services for schematic design, design development, and construction documents. The anticipated scope is defined here for reference and final confirmation needs to be coordinated with the Government.

Project Overview:

This project will upgrade all the wall, floor, and ceiling finishes of the public corridors of Building 1, 2nd, and 3rd floors. This project will also include the removal of existing floor, wall, and ceiling finishes and will replace them with new updated finishes. The existing lighting is to be replaced and fire alarm devices, sprinklers, and other utilities are to be removed, relocated, and reinstalled as necessary to accommodate the new project work. The project will address asbestos abatement and mold remediation as needed. All new interior finishes provided shall meet VA Design Guidelines Criteria.

This project will improve the outdated wall, floor, and ceiling finishes of the 2nd and 3rd floors of Building 1. The existing wall, floor, and ceiling finishes are old and need to be replaced. The wall bases are peeling off and the walls need repair. This project will address needed beautification improvements to the interior physical appearance of Bldg.1. This project will provide family members, staff, and visitors with a new aesthetically pleasing environment for all.

Work is to be performed for the Veterans Health Administration at Miami VA Health Care System – Buildings 1 in Miami, Florida. The work address is 1201 N.W. 16th Street, Miami, Florida 33125. Work hours are between 7:30 AM and 4:00 PM, Monday thru Friday except on federal holidays.

The detailed project design should begin with the above-mentioned intense on-site physical survey and collection of project data. Additionally, the designer shall meet with the VA Integrated Product Team (IPT) project team to clearly define design goals. Based on these meetings with the VA IPT and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals.

Through the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents.

All designs shall incorporate all architectural and engineering disciplines necessary to provide a complete and functional design. Designs shall be in accordance with all applicable requirements of the National Fire Protection Association (NFPA), Environmental Agency (EPA), American National Standard Institute (ANSI), OSHA, National Plumbing Code (NPC), National Electric Code (NEC), ASHRAE, National Safety Code (NSC), VA Specifications, VA Construction Standards, VA Design Handbooks, etc. and all applicable local, state, and Federal regulations and standards.

Existing drawings will be made available to the A&E; however, their accuracy shall be field verified by the A&E and all consulting firms as part of investigative services.

The A&E shall perform all necessary site survey work such as verifying record drawings.

The AE firm shall design this project with 20% deduct alternates included.

The following investigative work shall be included within the scope of this project (if applicable):

1. Provide all Engineer investigative work for application to this project including but not limited to vibration studies, structural analysis, asbestos abatement, and any other test or study required to complete this project. Verify existing conditions to ensure the accuracy of the design.

2. Field verify VA furnished drawings to ensure A&E design is accurate. It is the A&E’s responsibility to determine existing conditions and to base the design on this information.

3. Materials to be furnished to the A&E by the VA – The following shall be Furnished to the A&E upon request:

a. VA Engineering Service will provide the A&E with all applicable drawings for the project. The accuracy of the paper copies of Drawings is not guaranteed and shall be used only for general information. Actual conditions must be field verified by the A&E and all consulting firms. The A&E will then make copies of these drawings at the VA using VA equipment.

b. All VA standards, specifications, Space Planning Criteria, Equipment & Design Guides List, and design submission guidelines can be obtained by accessing the World Wide Web at the following address: http://www.cfm.va.gov/TIL/

II. Submissions of Documents

Submissions will be reviewed for completeness against the A&E Design Submission Requirements (PG-

18-15 Volume C). The following specifies the documents, etc., required to be submitted by the A&E to Engineering Service, for each scheduled review.

http://www.cfm.va.gov/TIL/

A. Construction Documents:

1. General

a. The A&E shall design and estimate so that all applicable codes are met. The A&E shall make a formal presentation in person at the 35%, 65%, 95%, 100%, and Final design review as required.

b. The A&E shall take written minutes of all design review meetings, participate in the pre-bid and pre-construction meetings, site visits, and any other site investigation meeting and provide copies of those minutes to the Contracting Officer within five (5) workdays after the meeting.

c. The overall design shall include all calculations (if applicable), AutoCAD 2020 drawings, plans, and specifications in conformance with recognized standards e.g., NEC, UL, NFPA, Joint Commission on Accreditation of Healthcare Organizations (JCAHO), VA Construction Standards, and other references indicated above, etc. The most stringent standard shall be utilized.

d. In each submission, the A&E shall incorporate all material specified and all revisions according to comments made by either the Medical Center Engineer, Network Safety & Fire Protection Engineer, or VA Headquarters where applicable.

e. Site Visits, Meetings/Conferences, and Discussions:

1. Site Visits: The A&E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

2. Design Review Conferences: Design review conferences shall be conducted shortly after the issuance of each review submission. Design review conferences for the Schematics, Design Development, and Construction Document Development phase shall include the A&E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3. Site Visit and Meeting Minutes: The A&E shall take notes and prepare minutes for all site visits, meetings, and conferences attended. Minutes will be prepared in typed form, signed by the A&E Project Manager, and furnished to the project engineer within five (5) workdays after the meeting/conference for concurrence and distribution to attendees.

Copies of all meeting/conference minutes will be included in each Submission.

4. Number of Site visits: Six (6) for design and fourteen (14) for construction as required and/or requested by the VA Contracting Officer and Project Engineer for review and inspection of progress including final tests and inspections.

f. Cost Estimate: The A&E is responsible for establishing internal controls for keeping the project design within the estimated construction funding. The A&E shall revise the design and resubmit the cost estimate as necessary (at no cost to the Government) should the cost estimate exceed construction funding. Additionally, the A&E shall provide a minimum of 20% of the Project design as deductive bid alternates and should be included in the specification section 01 00 00. These deductive bid alternates cannot affect the intended functionality of the project.

g. Reference: A&E Submission Instructions for Construction Documents. Design requirements identified in this document are part of the A&E Required Services.

2. 35% Review/ First Review – Three sets that include specifications, AutoCAD drawings, cost estimates, and design calculations.

a. Submittal Letter: A&E shall provide a submittal letter addressed to the Chief, Planning, and Analysis (P&A) Service stating documents submitted for 35% review.

b. Specifications: The A&E shall provide a full set of the project specifications, including “General

Requirements”, reflecting the 35% of completed construction documents.

c. Drawings: The A&E shall provide three (3) full-size sets and 3 CAD sets on CD-ROM of project drawings produced on a Computer-Aided Design (CAD) system, compatible with AutoCAD 2020. This submission shall include:

1. A title sheet with drawing index and department index for all drawings.

2. Measured drawings of existing systems, utilities, and facilities to be demolished or retained.

3. New work to be performed including all involved disciplines, details sections, notes, legend, tables, and any other necessary information to complete the project.

4. Phasing drawing(s) including, but not limited to, traffic impact works for outside projects, temporary relocation of services/equipment during construction, and any other phasing coordination. This drawing shall be included in the final bid documents.

d. Cost Estimate: The A&E shall provide a current detailed cost estimate. It shall include the various categories of work involved, and the quantities and unit cost. Magnitude estimates are not acceptable. A restriction affecting the A&E’s design is the construction cost limit as will be stated in the A&E contract. The A&E shall design within this cost limit.

Should the VA change or modify the scope of work in any way to increase the cost, the A&E Firm would not be responsible but shall notify the Contracting Officer (CO) of the increase. If any other cost increases become evident, the A&E shall notify the CO and recommend remedial action to reduce the estimated cost to within the approved limits.

If an overrun is caused by the A&E, the contract requires the A&E to make whatever changes the CO deems necessary to reduce the project’s cost at no additional design expense to the Government. However, if the overrun in cost was not caused by the A&E, or if the CO agrees to a change in scope, the A&E’s fee will be adjusted.

The responsibility for reducing costs to the lowest level while satisfying the functional requirements of the project rests with the A&E. Therefore, efforts toward controlling costs must begin in the earliest planning stages and continue through the final stages. The devices used to control construction costs are cost monitoring, value Engineering, bid alternates, scope reductions, etc.

1. This cost estimate shall include a contingency allowance of 5% for new construction and 10% for renovations or retrofit. An accurate, well-developed estimate by the A&E is a critical element.

2. The construction estimate shall be based on the construction occurring according to the established schedule. It should include an inflation allowance, which is appropriate for our geographical area and accounts for the local bid climate at the anticipated construction award date.

e. The 35% of design submissions will be reviewed for functional purposes only. Technical accuracy and details will be the responsibility of the A&E firm.

3. 65% Review/ Second Review – Three sets that include specifications, AutoCAD drawings, cost

a. Submittal Letter: A&E shall provide a submittal letter stating the changes and corrections noted in the previous review have been evaluated and incorporated into the documents submitted for the 35% review.

b. Specifications: A&E shall provide complete specifications, in accordance with previous review requirements, with all review comments accounted for and ready for use as final contract documents. Specifications shall include the scope of work and phasing schedule requirements assembled with the general sections. Each section shall have a detailed index. Section 01 00 00 shall include the 10 hours of OSHA training for all employees and subcontractor staff, and the 30 hours course for the superintendent if he will be assigned as a “competent person”. In addition, the A&E shall provide and describe bid deductive alternatives in specification section 01 00 00 for funding constraints.

c. Drawings: A&E shall provide three (3) full-size sets and 3 CAD sets on CD-ROM of project drawings produced on a CAD system, compatible with AutoCAD 2020. This submission shall include:

1. All drawings developed for the previous reviews shall be detailed showing all utilities, services, and sizes as well as required construction details.

2. All drawings shall also show complete details, notes, equipment schedules, sections, and locations. Comments included in the 35% review shall be incorporated in the drawings.

d. Cost Estimate: A&E shall provide a revised detailed cost estimate and ensure that the following items are included:

1. Certification that the quantities have been checked and found to be correct.

2. All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

3. Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added to material costs.

4. Cost totals should reflect labor and materials separately and should be formatted as follows:

a. Totals - labor and material for all branches of work.

b. Overhead and Profit – a nominal percentage to reflect variations of trades, project size, competition, etc.

c. Total Estimated Cost

d. Estimated cost and duration (time) for deductive alternates.

e. This submission will be reviewed in a format similar to the 35% submission. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A&E firm. Conditions and field verification is the total responsibility of the A&E. Therefore, change orders are not expected during construction due to design deficiency or negligence. It is the A&E’s responsibility to accurately determine conditions and to ensure that the design is based upon correct current field verified data and ensure no design deficiencies. All drawings furnished by the Department of Veterans Affairs shall be field verified by the A&E.

4. 95% Review/ Third Review – Three sets that include specifications, AutoCAD drawings, cost submitted for the 65% review.

documents. Specifications shall include the scope of work and phasing schedule requirements assembled with the general sections. Each section shall have a detailed index. Section 01 00 00 shall include the 10 hours of OSHA training for all employees and subcontractor staff, and the 30 hours course for the superintendent if he will be assigned as a “competent person”. In drawings produced on a Computer-Aided Design (AutoCAD) system, compatible with AutoCAD 2020. This submission shall include:

2. All drawings shall also show complete details, notes, equipment schedules, sections, and locations. Comments included in the 65% review shall be incorporated in the

c. Cost Estimate: A&E shall provide a revised detailed cost estimate and ensure that the shall be current as of the date of submission.

3. Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added to material costs.

b. Overhead and Profit – a nominal percentage to reflect variations of trades project size, competition, etc.

e. This submission will be reviewed in a format similar to the 65% submission. This design will responsibility of the A&E firm. Conditions and field verification is the total responsibility of the A&E. Therefore, change orders are not expected during construction due to design deficiency or negligence. It is the A&E’s responsibility to accurately determine conditions and to ensure that the design is based upon correct current field verified data and ensure no

5. 100% Review/ Fourth Review – Three sets that include specifications, AutoCAD drawings, cost submitted for the 95% review.

documents. Specifications shall include the scope of work and phasing schedule requirements assembled with the general sections. Each section shall have a detailed index. Section 01 00 00 shall include the 10 hours of OSHA training for all employees and subcontractor staff, and the 30 hours course for the superintendent if he will be assigned as a “competent person”. In drawings produced on a CAD system, compatible with AutoCAD 2020. This submission shall include:

2. All drawings shall show complete details, notes, equipment schedules, sections, and locations. Comments included in the 95% review shall be incorporated in the

d. Cost Estimate: A&E shall provide a revised detailed cost estimate and ensure that the shall be current as of the date of submission.

3. Materials are priced at the contractor’s buying level. Sales taxes, when applicable, will be added to material costs.

b. Overhead and Profit – a nominal percentage to reflect variations of trades, project size, competition, etc.

e. This submission will be reviewed in a format similar to the 95% submission. This design will responsibility of the A&E firm. Conditions and field verification is the total responsibility of the A&E. Therefore, change orders are not expected during construction due to design deficiency or negligence. It is the A&E’s responsibility to accurately determine conditions and to ensure that the design is based upon correct current field verified data and ensure no

6. Final Review Submission – After completion of the 100% review comments and corrections, the final bid contract documents shall be prepared and shall include:

a. Submittal Letter: A&E shall provide a submittal letter stating that the changes and corrections submitted for the final submission.

b. Final Cost Estimate: A&E is to provide the final cost estimate incorporating all changes and corrections noted in the previous review. A cost estimate for each deduct alternate shall also be included. In addition, the total completion date for the base bid and each bid deduct alternate shall be included as part of the final cost estimate.

c. Certification: At the final review the A&E will present the completed CAD-produced drawings;

three (3) Full-Size copies and three (3) Half Size (11”x17”) copies which shall include a signature block that will bear the professional registration stamp of the registered professional architect and/or engineers responsible for the design. An architect’s stamp (seal) must be applied to architectural drawings and an engineer’s stamp to engineering drawings.

In addition to the seals of the applicable Registered Professional Engineers, Certified Independent Third-Party Safety Professional of Professional Credential (CITP) and the Fire Protection Engineer in Charge of the final design revision is required as indicated in Section IV Certified Independent Third-Party Design Reviews of this document. Also, a certification letter signed and stamped by the CITP indicating that the design complies with the latest codes and regulations per Section V shall be included with this submission. The Final Bid design package will not be accepted without the CITP Review certification letter. After the drawings and specifications have been reviewed by Engineering, the Contracting Officer will issue for bid.

If major discrepancies exist in the drawings, the technical clearance will be postponed until the A&E has corrected these contract documents. Technical accuracy shall be the A&E’s responsibility. The A&E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the construction contract. As needed, the A&E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A&E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A&E shall incorporate amendment changes on the submittal registers and submit them on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A&E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A&E will prepare the required amendment. The A&E, however, shall not receive or respond to any direct inquiries from contractors.

d. Electronic Drawings: Three (3) CD-ROM sets of electronic media containing all final AutoCAD drawing files shall be submitted. In addition, electronic copies of the specifications in Microsoft Word format and Cost Estimates shall be included in the CD-ROMs

e. A&E shall include in specification section 01 33 23 “SAMPLES AND SHOP DRAWINGS” a list by specification and paragraph of all submittals required to be made under this project.

However, a disclaimer statement is recommended. Section 01 00 00 shall include the 10 hours of OSHA training for all employees and subcontractor staff, and the 30 hours course for the superintendent if he will be assigned as a “competent person”. In addition, the A&E shall provide and describe bid deduct alternates in specs section 01 00 00 for funding constraints.

III. Construction Period Service Requirements

A. Review of Submittals: A&E shall review all material submittals, shop drawings, test reports that are required, etc. Reviews shall be completed, and submittals returned to Engineering Service within ten (10) working days.

B. Review Analysis of Change Orders and Costs: A&E shall provide a prompt response when contacted by the COTR to review and provide an analysis of Change Orders and Costs within five (5) working days.

C. Site Visits: A&E shall provide site visits including the pre-bid conference, preconstruction conference, and final inspection when requested by Engineering Service. Include price for additional site visits during the site investigation process by discipline limited to a maximum of fourteen (14) including all disciplines. The A&E will also provide conference minutes and make a written inspection report within five (5) workdays after each meeting and/or site inspection including the final inspection punch list.

D. Record Drawing Requirements: A&E shall provide one (1) complete finished set of AS-BUILT drawings reflecting all changes incorporated during the actual construction. These AS-BUILTs are to be drawn on a CAD and highlight all changes. A clear copy in MYLAR shall also be included made from updated as-built CAD drawings. The complete set will all be dated the same with “RECORD AS-BUILT DRAWINGS” on each page’s title block. The A&E shall include a requirement note for the contractor to provide marked-up prints directed to the A&E showing actual construction and any changes, which occurred during construction. These shall be verified by the A&E. A&E shall also provide a complete updated set of record as-built drawing files as produced on the AutoCAD system compatible with AutoCAD 2020 on CD-ROM. A&E shall update drawings such that they shall meet the complete approval of the Engineering Service.

IV. Certified Independent Third-Party Design Reviews (CITP) – (If Applicable)

A. The design Architect/ Engineering (A&E) will hire a Certified Independent Third-Party (CITP) Safety Professional or Professional Credential to provide the necessary design reviews for compliance with national and local codes, standards, and federal and state regulations including but not limited to:

• OSHA Standards

• JCAHO Standards

• Handicap Accessibility Standards

• NFPA Codes

• National and Local Building Codes

• EPA Regulations

• Emergency Preparedness infrastructure vulnerabilities

• Security infrastructure vulnerabilities

• Others as applicable

1. Requirement for acquiring and incorporating a Certified Independent Third-Party (CITP) Safety Professional or Professional Credential review of design documents:

VA must comply with national and local codes, standards, and regulatory requirements to comply with Public Law 100-678, Public Buildings Amendment Act of 1988, Public Law 102- 522, and the Federal Fire Safety Act of 1992.

Like other federal agencies with real property and construction authority, VA acts as its building and code enforcing official or as the “Authority Having Jurisdiction” (AHJ) for meeting code requirements. As such, the VA has the overall responsibility of ensuring compliance with codes.

The design A&E will hire a CITP consultant(s) as necessary for the review of design documents for compliance with applicable national and local codes, standards, and federal and state regulations. The Design A&E will take into consideration and incorporate all third-party consultant comments/recommendations into the design documents prior to advertising for a construction contract award.

2. Certified Independent Third-Party Professional or Professional Credential Review and Approval:

Project plans must have a signature block or a letter on a third-party Company’s letterhead, a third-party certified safety professional, or professional credentials as applicable to the nature of review certifying and verifying the plans and specifications have been reviewed for compliance with applicable codes, standards, and regulatory requirements. At the time of review, the CITP should identify all corrections necessary for the A&E to bring the design into compliance. The A&E is required to incorporate and make necessary corrections to the design to bring the design into compliance prior to the final design documents being issued for a construction contract award.

V. Design

A. There will be six major stages of the A&E’s work under the contract as follows:

1. Conduct site investigations/project direction meetings.

a. Coordinate with VA Engineering

b. Using existing as-built as furnished by VA.

c. Consulting Engineers and other disciplines are also involved.

d. VA Engineering is available to discuss specific questions.

2. Present 35% review.

a. Formal meeting conducted by A&E.

b. Minutes prepared and submitted to VA within five (5) working days.

c. Three full-size copies of drawings.

d. Three (3) copies of cost estimate.

e. Three (3) copies of edited specification.

3. Present 65% design review.

b. Minutes prepared and submitted to VA within five (5) working days.

c. Three (3) full-size copies of drawings.

4. Present 95% review.

b. Minutes prepared and submitted to VA within five (5) working days.

c. Three full-size copies of drawings.

5. Present 100% design review.

a. Three (3) copies of edited specification.

b. Formal meeting conducted by A&E.

c. Minutes prepared and submitted to VA within five (5) working days.

d. Three (3) full-size copies of drawings.

e. Three (3) copies of the cost estimate.

6. Present Final bid documents.

b. Minutes prepared and submitted to VA within five (5) working days.

c. Three (3) full-size copies and three (3) half-size drawings signed and sealed.

d. Three (3) copies of cost estimate including a cost estimate for each deduct alternate and the estimated duration of the base bid and each alternative.

e. Three (3) copies of fully edited specifications.

f. Three (3) CD-ROM sets of electronic media containing all final CADD drawing files.

Note: The A&E firm shall provide ten (10) complete sets of signed and sealed drawings and specifications of the final bid documents for advertisement purposes. Coordination with the Contracting Officer is required for delivery purposes.

B. In each submission, A&E shall incorporate the material specified in the earlier submission, revised accordingly based on the comments made by the VA at the previous review.

VI. Schedule

The A&E shall submit documents as indicated below:

ITEM DUE DATE

35% Submittal 45 calendar days from the NTP (includes conceptual design period)

35% Review 10 calendar days 65% Submittal 30 calendar days

65% Review 10 calendar days 95% Submittal 30 calendar days 95% Review 10 calendar days 100% Submittal 30 calendar days 100% Review 10 calendar days Final Submittal 10 calendar days 185 calendar days

VII. Period of performance is 185 days after the Notice to Proceed.

VIII. VA Responsibility

The VA will coordinate meetings with appropriate medical staff and the A&E as requested. Any site visits shall be coordinated one (1) week in advance for proper coordination with the VA staff.