Statement of Work.pdf

STATEMENT OF WORK

Renovate Preventive Maintenance (PM) Shop and Replace Aluminum Canopy Roof Section Project NO. 546-22-106

I. General Requirements

The Miami VA Healthcare System (MVAMC) is seeking professional design services from an Architect & Engineer (A&E) firm to develop Construction documents and perform Construction Period Services (CPS) for this project entitled Renovate PM Shop and Replace Aluminum Canopy Roof Section at Miami VA Medical Center, in accordance with items herein specified. The A/E shall provide all necessary architectural and engineering services as required to prepare study, 100% design drawings, 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 need to be coordinated with the Government. Changes in personnel from those who are proposed in negotiations, interviews, kick-off meetings, and/or A/E submission forms must be approved in writing by the Contracting Officer (CO).

A. Project Overview

This project will address the existing aluminum canopy and install a new structural steel canopy that will extend the existing steel structural canopy to the 4,375 sqft PM Shop Patio to protect equipment and materials from the rain and sunlight and build a secure fenced storage in the same area. This design of this project shall address, but shall not be limited to:

To the installation of a new floor.

Install three (3) drainages to ease cleaning the equipment that is under maintenance.

The A/E firm shall conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for evaluation of the feasibility and determination and provide conceptual layout schemes with proposed alternatives consistent with the VA’s Design Guidelines, Life Safety, and National Fire Protection Association (NFPA) Codes.

The A/E shall:

Provide structural drawings for the new canopy and fenced secure storage area. The new structural canopy shall be hurricane resistant and protected from lightning strikes. Ground Penetrating Radar (GPR) Scanning the area to check on possible water, electrical or other lines underneath the site area.

Install new Lighting Emitting Diode (LED) shop vapor tight lights and new shop wall-mounted fans with a daylight-saving sensor to the new canopy area. Resurface concrete floor with anti-slip sand and outdoor floor coating and epoxy paint.

Install three (3) new floor drains to the new canopy area and connect them to the drainage system. Location to be determined in the design.

Remove and discard the existing sink and replace it with a new heavy-duty Commercial Stainless Steel Free Standing Double Sink; use the existing water and sewer connections.

Remove, and discard the existing Eye Wash Station and install a new one (Replacement in

Kind).

Remove and discard the existing Pit-Mounted Dock Lift and install a new one with a water pump (Replacement in Kind). Installation of a gutter system to the new canopy all around.

Provide Fire Rated Approved Self Containers for Gas, Chemical Products, Paint, and Fuel (total of 5). Match existing ones. Repaint walls, doors, stairs, and handrails. Remove and discard existing shop wall lights.

Install new shop wall LED type. Pressure wash, prime, and paint the existing white metal fence.

Replace all broken fence parts using a replacement in kind. All parts shall comply with the Buy American Act. The design shall comply with all the applicable codes and technical Information Library (TIL) Specifications and the American Standard Society of Heating, Refrigerating and Engineers (ASHRAE) Standard 90.1-2007 Energy Standard for Buildings.

II. Description of Work

General: The A/E shall conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Engineering Service), and presentation of preliminary layout plans with proposed alternatives to the end user. Based on the user meetings 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 design submission requirements shall be in accordance with all the latest editions of all VA regulations, standards, and design guides. (VA’s Office of Construction & Facilities Management website: http://www.cfm.va.gov), in addition to state codes and regulations and national codes and regulations.

Implementation: Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions found, identify/investigate/review the availability of existing building information, and field verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, video tape, and document the conditions of areas to be renovated and/or impacted.

Provide the necessary investigation/inspection/testing/metering of existing utilities to ensure their adequacy for this project.

Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a standalone project (i.e., not as part of another project) and all cost for this replacement including but not limited to lead and asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall then be submitted for approval to the Project Engineer.

Project Design: 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 Standards Institute (ANSI), Occupational Safety and Health Administration (OSHA), National Plumbing Code (NPC), National Electric Code (NEC), American Society of Heating (ASOH), Refrigerating and Air-Conditioning Engineers (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.

Asbestos & Lead: As per Miami VA Asbestos and Lead Survey, the area is not affected. However, the proper identification of Asbestos & Lead and actual conditions must be field verified by the contractor and consulting firms based on the Miami VA Asbestos and Lead Survey.

The report phase of this project is considered part of this project. To the extent possible existing Asbestos and Lead Assessment of the facility will be made available to the A/E. Additionally, proper asbestos and lead abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

III. Submission 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.

A. Construction Documents:

1. General

a. The A&E shall design and estimate so that all applicable codes are met. The A/E shall be required to make a formal presentation in person at the 50% and 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 CO and COR within five (5) workdays after the meeting.

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

d. In each submission, the A&E shall incorporate all material specified and all revisions according to comments made by the Miami VA Medical Center.

e. Number of Site Visits: five (5) for design and ten (10) for construction as required and/or requested by the Contracting Officer and Project Engineer for review and inspection of progress including tests and inspections.

2. The A/E firm shall provide the services indicated in this Statement of Work (SOW); these services will be provided in two (2) submissions.

a. 50% Review / First Review – Field Surveys Schematics and DD Design Development.

The A/E shall provide a submittal letter addressed to the Chief, Planning, and Analysis (P&A) Service stating documents submitted for 50% review.

The 50% design submission will be reviewed for functional purposes only. The technical Accuracy and details will be the responsibility of the A/E firm.

b. 100% Submittal – “CD” Construction Documents and Bid (final) Documents.

Two (2) sets of specifications, three sets of CADD drawings, and cost estimates.

Submittal letter: The A/E shall provide a submittal letter stating the changes and corrections noted on the previous review have been evaluated and incorporated in the Documents submitted for the 100% review.

3. Drawings

The A&E shall provide one (1) full size sets and 2 (2) 11” x 17” copies of project drawings produced on a CADD 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. Also show complete details, notes, equipment, schedules, sections, and locations. Comments included in the 50% reviews shall be incorporated in the drawings.

4 Specifications

The 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 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 Occupational Safety and Health Administration (OSHA) training for all employees and subcontractor’s 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 described bid deductive alternatives in specification section 01 00 00 for funding constraints.

The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification.

While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

5. Electronic Files

Three (3) Compact Disc Read-Only Memory (CD-ROM) sets of electronic media containing all final CADD drawing files shall be submitted.

Files must be compatible with the current AutoCAD application and all layers shall be unlocked prior to submission.

In addition, electronic copies of the specifications in “Word” format and Cost Estimates shall be included in the CD-ROM.

6. Cost Estimates

The A&E shall provide a current detailed cost estimate. It should 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 must 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 would not be responsible, but he must advise the CO of the increase. If any other cost increases become evident, the A&E must 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 him/her 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.

7. Phasing and Construction Schedules

a. Schedules: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During the development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of the required construction. Special attention will be required to develop a design that can be phased as to allow work to be performed while all services remain in operation and can reasonably maintain day-to-day operations.

b. Schedule Format: The construction schedules shall be horizontal bar charts that: a) identify the major construction activities required to perform the work; b) identify the duration of each of the major construction activities; c) identify the critical path network to achieve the work.

8. Design Analysis (DA)

The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, existing conditions, design objectives, design assumptions, product literature, and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitations, and their impact shall also be included in the DA.

9. Quality Control Plan (QCP)

The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

Identification and discussion of all organizational and technical interfaces Design team members and their areas of responsibility Team members responsible for reviewing the design Team members responsible for reviewing the electronic files Team members responsible for reviewing and submitting the required VA Design Alerts Project Schedule showing key milestones and review periods

a. Quality Assurance (Q/A): The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles, and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered as part of the A/E’s QCP and/or Q/A.

b. Quality Certification: The A/E shall certify at each submission in writing that the firm has performed quality assurance reviews of that submission.

IV. Site Visits, Meetings/Conferences, and Discussions

a. 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 further defined project requirements, observe, and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design.

b. Design Review Conferences: Design review conferences shall conduct shortly following 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.

c. Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended.

V. Responsibility after Design Completion

a. The A/E shall support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. 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.

b. 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 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.

VI. Construction Period Service Requirements

a. Review of Submittals: A&E shall review all material submittals, shop drawings and test reports that are required. 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 prompt response when contacted by the COR to review and provide analysis of Change Orders and Costs within five (5) working days.

c. Record Drawing Requirements: The A&E shall provide one (1) complete finished set of AS-BUILT drawing reflecting all changes incorporated during the actual construction. These As-Built are to be drawn on a CAD and highlighting all changes. The complete set will all be dated the same with “RECORD ASBUILT 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. The A&E shall update drawings such that they shall meet the complete approval of the Government.

VII. Design Budget

a. The A/E is responsible to develop a design that can be built within budget and function as intended without change orders. The design shall be based on the reality of existing site conditions and not solely on “As-Built” drawings. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction.

b. Cost Estimating: A/E shall be responsible, as part of the Q/As Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the Project Engineer when estimated construction costs exceed the construction budget.

The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

c. Deduct Alternates: Shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding. These alternates are designed to assure a contract award and are in addition to the requirement to have a project design and estimate at or below construction funding. The A/E shall incorporate deduct alternates totaling at least 20% of the construction estimate into the project. The deduct alternates shall be clearly identified in the specifications General Requirements section and on the drawings.

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

a. The A&E shall 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 in order order to comply with Public Law 100-678, Public Buildings Amendment Act of 1988, and Public Law 102-522, Federal Fire Safety Act of 1962.

Like other federal agencies with real property and construction authority, VA acts as its own 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, 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 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.

IX. Design Schedule

At each submission, all drawings and support material shall be dated and appropriately labeled above the title block. The number of submissions and review times are listed in the below table:

Design Phase Copies Total Duration

Design Kick-off Meeting 1 Calendar day

50% Design 2 54 Calendar days after NTP

VA Review 5 Calendar days

100 % Design 2 40 Calendar days after VA 50% Review.

VA review 5 Calendar Days

Final Drawings for Construction 5 10 Calendar days after 100% Review

VA Review 5 Calendar days after final submission

Total 120 Calendar days

X. VA Responsibility

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