Statement of Work - Nutrition and Food.pdf

NUTRITION AND FOOD SERVICE (N & FS) BUILDING 5 KITCHEN DESIGN

RENOVATION

(AE SERVICES)

PROJECT 620-21-206

STATEMENT OF WORK

Background

This project is a continuation of a previous partially constructed project, necessitating an extensive front end on-site as-built verification and documentation to determine the current construction completion of the previous design by the AE (STV Inc), herein after referred to as the “AE or A/E”.

The intent of this project is to perform field verification of the construction work completed and work pending, documentation of existing conditions, preparation of new contract documents and incorporation of additional design items, so that a new Contractor will be able to complete the project. A complete set of As-built drawings to reflect the existing conditions will be provided and then use the approved As-built drawings as a basis of providing a biddable design document to complete the unfinished construction based on the previous AE design, address and resolve any design and construction deficiencies to comply with current codes. Also, additional design and construction period services as stated in the Scope of work in this document will be required as part of this project.

Services of a new AE would be procured to survey the construction work completed, provide accurate as-built drawings, and deliver a new set of drawings and specifications to restart the construction process.

Additional design services would be required to include new office space, replacement of walk-in refrigeration boxes, windows, structurally deficient floor slab, data closet and re-configure power distribution from existing Emergency Generator.

Objectives

The objective of this acquisition is two-fold and both would require extensive field verification and investigation prior to the start of the design phase and construction period services.

The first is to include:

1. Verify and document the construction work completed from the previous AE design, including all rfi’s amendments, and change orders. This would include a thorough and accurate field verification to identify construction work completed and work pending, any construction deficiencies and a complete new biddable design contract documents made ready for Construction procurement.

2. Kitchen and Dishwashing room and other areas on the ground floor as shown in previous AE design.

3. Dining room areas on the first floor and other areas as shown in previous AE design

4. Hvac, Exhaust and make-up air equipment located on the roof top

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5. Heating and Ventilating unit located on the ground floor

The second is to include:

1. Design service for staff offices – Preliminary layout by VA would be made available.

2. Replace existing windows in the new Kitchen and staff offices with new.

3. Replace existing refrigeration walk-in boxes and design of a new refrigeration walk-in box.

Design services shall include fire sprinkler protection to comply with latest codes.

4. Design services for new structural floor slab – At New Dry storage room

5. Design services for new Data closet

6. Design services for new “Dry Storage room”

7. Upgrade existing Dry type valve system

8. Currently, the existing Emergency generator provides power to B5 and B6. In this project, the Generator would only be serving Building 5 and utilization of 2 or 3 Automatic switches shall be used to distribute the emergency power to different class of electrical loads. A new Emergency Generator will provide power to Building 6 on a separate project.

The goal of this contract would be to complete all the construction based on the previous AE design and provide additional services as stated above

Period of Performance

The period of performance for design shall be 356 days from Notice to Proceed (NTP). The Construction award date is unknown. Construction Period Services are required until full completion of the project and final acceptance made whereby the VA can take beneficial use.

Place of Performance / Place of Delivery

The place of performance for this contract is the care facility located at VA Hudson Valley Healthcare System, Montrose Campus, 2094 Albany Post Road, Montrose, NY 10548.

Scope of Work

Provide AE services as per this document and “Supplement B”. The work shall include all necessary preliminary surveys, field investigations, design, drawings, specifications, construction cost estimates, construction period services that includes shop drawing reviews and Record drawings and site visits as required.

The Supplement B document included in the contract documents shall define requirements for the deliverable design milestones, construction period services, and shall be used as a basis for progress payments.

The project is in Building 5 and includes but not limited to the following areas:

Kitchen and Dishwashing room and other areas on the ground floor as shown in the Original AE design documents

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Dining room areas on the first floor and other areas as shown in the Original AE design documents HVAC, Exhaust and Make-up air equipment located on the Roof top Heating and Ventilating unit and associated controls located on the ground floor Structural and Architectural modification s to the Electric room for removal of existing transformer and panelboards and installation of the new Electrical equipment New Office space on the Ground floor New “Dry Storage space” New structural floor slab to replace existing and acceptable for use Replacement of walk-in refrigeration boxes and windows on the Ground floor Re-configuration of Electrical loads being fed from existing Emergency power Generator that currently serves Buildings 5 and 6 Re-configure new panelboards from previous AE design to reflect equipment changes and provide separation of Life safety and Equipment loads CIH project monitor during hazardous abatement

Work shall include, but not limited to the following:

General:

a. This project entails the review and field verification of the construction work completed and work pending in accordance with the previous AE construction bid documents, the identification of design and construction deficiencies based on those drawings and deliverance of new as-built drawings clearly showing the extent of construction work completed and work remaining in accordance with the original bid design documents and any changes or modifications made during the bid and construction phases. The AE shall also provide a detailed report of the condition of all the equipment installed and the overall workmanship for all the trades and make recommendations to comply with safety and latest codes.

b. The AE shall then utilize the new approved As-built drawings as a basis to develop a new set of Construction Bid documents (Drawings and Specs), meet with stakeholders for any equipment layout modifications and specifications in order to complete the project design.

c. The “Original design documents” shall comprise of the original bid construction drawings, including but not limited to all design modifications and change orders issued to the

Contractor during construction.

d. Significant amount of the abatement work in the original design drawings has been completed, except for the old windows being replaced, the dry type transformer and minor miscellaneous other items.

e. The AE will be responsible for all necessary coordination with the stakeholders, meetings and documenting meeting minutes.

f. The AE is responsible to verify and confirm that their Fee proposal includes all the

pg. 4 work stated in the contract documents, such as this document, Supplement B and others as provided in the Bid Solicitation.

g. Use of VA Design resources are to be consulted during project design, such as but not limited to the following:

• PG 18-1 Master Construction Specifications

• PG 18-3 Design and Construction Procedures

• PG 18-4 Standard Details and CAD Standards

• PG 18-5 Equipment Guide List

PG 18-8 Seismic Design handbook

• PG 18-9 Space planning Criteria, and VA-Space & Equipment Planning System

• PG 18-10 Design Manuals (by discipline)

• PG 18-14 Room Finishes, Door, and Hardware Schedules

• PG 18-15 Minimum Requirements for A/E Submissions

• PG 18-17 Environmental Planning Guidance

The above information can be accessed thru the VA website – www.cfm.va.gov/til and is a part of the AE contract requirements for this project.

Schematic / Investigative Phase Services - Including but not limited to:

a. Survey completeness of the construction work performed in accordance with the previous AE Construction bid Documents. Perform field survey as necessary for accurate field verification.

b. A complete and accurate Record (As-built) drawings shall be submitted as part of the Preliminary submissions. Work on Design drawings shall not begin and will not be considered for review until a complete set of the As-built drawings have been fully reviewed and approved by the COR.

c. Prepare a written report with photographs for all the engineering disciplines as indicated on the previous AE 2010 Bid drawings and incorporate in the new contract documents.

d. Field survey New office space and document and finalize layout with B5 Nutrition staff

e. Field survey and document findings for the replacement refrigeration walk-in boxes to be implemented during the design phase.

f. Field survey and investigate the deficient floor slab to be replaced and implemented in the design phase.

g. The AE shall verify and prepare inventory of existing materials stored at the site that were previously procured by the Contractor for use during construction. Use of these materials will be used to maximum practical extent as possible with adjustments to AE cost estimating made accordingly.

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

pg. 5

h. Procure services of a certified commercial kitchen designer as a consultant service for guidance on original design and investigation of existing conditions and equipment both in use and in storage for future use.

i Procure services of a licensed electrician to identify, trace and test all circuits, relating to:

1) Power – Power panels and Lighting panels

2) Power to Hvac equipment on roof, Heating and Ventilating unit in the Mechanical room on the ground floor, Kitchen hood and equipment. Circuits energized and unfinished/incomplete work that is installed in the field as per previous AE design. These findings shall be used to incorporate into the Record (As-built) drawings.

3) Power to all other equipment installed as part of the previous AE design

4) Controls for the Grease Interceptor

j. Procure services of a qualified HVAC technician to verify all connections (piping and power), test and assess condition of all HVAC equipment and associated controls installed as part of the previous AE design. Also, provide information on equipment where the utilities have yet to be installed and/or connected as per previous AE design. These findings shall be used to incorporate into the As-built Drawings.

k. Coordinate and finalize with VA Kitchen staff the equipment and layout of the Kitchen, Dishwashing space and the new staff office space.

l. Submit the 100% Record (As-built) drawings.

Design Submission Phase Services - Including but not limited to:

a. Identify any design and construction deficiencies and include those items in the new Design drawings and specifications.

b. Prepare new contract drawings and specifications that will incorporate the design and construction deficiencies and elements of the unfinished construction work from the prior project design that will bring the project to completion. Also, all the new additional design services shall be included.

c. The AE shall also review and modify as necessary the previously approved

VA layout of the new staff office space on the Ground floor and modify/relocate or provide new services which shall include but not be limited to Architectural, HVAC, Plumbing, Electrical, Data and phone service and Fire protection system.

d. Provide design services for a new data closet

pg. 6

e. Replacement of windows in the new office space as well as the new Kitchen and dishwashing spaces. Shall match original design specs.

f. Provide structural design services for a new floor slab for Room #17A and removal of existing electrical equipment and installation of new electrical equipment within the electrical room.

g. Provide design services for a Dry storage room (Room 17A). including Fire

Sprinkler Protection

h. Provide design services for replacement of two (2) refrigeration walk-in boxes (Room 17b and 7) including fire sprinkler protection

i. Provide coordination and design needed to accommodate any additional kitchen equipment or any changes since the previous design.

j. Provide electrical design for Existing generator to only serve Building 5.

Currently, the existing generator serves building 5 and 6 but due to the new HVAC and other equipment loads, it was determined that the existing generator would not have the capacity to serve both the buildings. A new Generator to serve Building 6 will be installed on a separate project.

k. Provide design services for Automatic transfer switches to accommodate the new Life safety and Normal loads

l. Prepare contract drawings and specifications to comply with latest VA directives, address any changes, modifications, and completion of the upgraded Electrical system.

m. Prepare contract drawings and specifications to address the HVAC

Systems, Kitchen Air-handling equipment and associated Controls for both

n. Prepare contract drawings and specifications to address the Plumbing and Sanitary systems including the Grease interceptor and associated controls.

o. Provide sprinkler system for the Walk-in-Refrigeration boxes and address any issues relating to improper installation or code violations of the fire sprinkler system and associated devices and equipment. Provide necessary calculations and correct any existing sprinkler protection equipment sizing, such as the Dry type valve system as needed.

p. Provide design services of a CIH for Asbestos/PCB and Lead tasks as outlined in the Supplement B.

q. Owner Supplied Materials: The AE shall verify and list quantities of the materials to be used by the Contractor to ensure the completeness of the design.

pg. 7

Construction Phase Services (including but not limited to):

a. Answer questions from prospective bidders about the project design.

b. Review contractor’s submittals to ensure items are in accordance with VA construction documents within 3 business days upon receipt of submittals from contractor.

c. Provide responses to rfi’s within 24 hours of receipt of rfi during construction phase.

d. Provide services of a Project Monitor for Asbestos/PCB and Lead which shall include Air monitoring during Construction Period services. The Project Monitor shall be independent of the CIH firm that was involved in the design phase (Tasks 1 thru 5) and have no affiliations with each other

e. Provide services of an Independent third-party Inspection and testing agencies approved by the COR to conduct inspections and testing as required in this project during the construction phase.

f. Conduct periodic construction site inspection services as requested by the COR. The AE will submit a survey report including photographs, summarizing the conditions found during the construction site to the VA three (3) business days after each site visit.

g. Review change orders/contract modifications as needed to assist in remedy, for appropriateness, feasibility, etc.; provide detailed itemized cost estimates for the increase/decrease of amounts. The AE shall respond with all the necessary documentation within three (3) business days upon receipt.

h. Develop and perform punch list items for project close out.

i. Field verify contractor’s red-line drawings and deliver Record drawings. The Record drawings shall also include all field changes, rfi responses, submittal responses, change orders or other changes.

PROJECT KEYNOTES:

• This project is unlike the typical design project.

• Requires extensive front end field investigation to document construction work completed and work pending and produce accurate As-built drawings based on this information

• Requires performing an inventory of existing materials to be used during construction

• Procure licensed electrician to verify, test and trace electrical wiring

• Procure certified Hvac technician to verify, test and trace hvac system

• Procure Nicet certified Fire protection technician to verify, test and trace sprinkler piping sprinkler system and fire alarm system

• Procure CIH services

• Provide Independent third-party Testing and inspections during Design phase

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Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or

GFI)

The AE firm will be furnished with paper or electronic copies of any available utility drawings for reference purpose only. The AE is responsible to verify Government-furnished documents for accuracy and not rely on any Government-furnished drawings.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date.

Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7Cdefb95517b924814e35e08d99a50681b%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637710492392841976%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=mTT%2FoVAWxoFmjBaJJEZo5T%2FDB3d2pYuiadd4wcAwK6M%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7Cdefb95517b924814e35e08d99a50681b%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637710492392841976%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=mTT%2FoVAWxoFmjBaJJEZo5T%2FDB3d2pYuiadd4wcAwK6M%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7Cdefb95517b924814e35e08d99a50681b%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637710492392851921%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=1CIvmHgU4vjLtoWLrt9mwpwEc8aDo3cG5R47RlXQ6jw%3D&reserved=0

pg. 9 laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

Security Requirements

The AE firm shall obtain day passes for any site visits from the police station. If personnel from the AE firm are expected to be on site more than five (5) days (cumulative) during the design, they shall file paperwork to obtain a permanent ID for the station. Necessary paperwork can be obtained from the COR.

AE staff is required to conform to VHA’s security and privacy requirements.

All AE personnel must have in their possession for inspection by VA Police Department a valid state or government issued identification such as drivers’ license or passport.

Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government property.

Any AE personnel who intend to take photos must inform the COR at least 48 hours ahead to time of such intentions.

Safety Codes / Certification / Licensing

The AE firm shall comply with all NY state and federal Standards, regulatory codes, National Electric Code (NEC), NFPA 101, VA Design Guide and manuals, Joint Commission Standards, OSHA, Industrial Code Rule 56, VA Design Guides and Manuals, etc.

Labs used by the AE firm shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the engineering reports. All drawings shall be approved and sealed with engineering stamp.

Travel

Employees of the AE firm will be required to travel from their place of business to the place of performance for the purposes of field investigations, design reviews, pre-construction meetings, interim and final inspections, and closeout documentation preparation.

Special Material Requirements

No special materials are anticipated for this contract.

Any Other Requirements unique to the solicitation.

None

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NARA Records Management Requirements.

The following standard Items relate to records generated in executing this contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver enough technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.