C211--Replace Building 1 Roofs Project Number:589A4-23-102
Synopsis: Request for Architectural and Engineer (A/E) 330 submission Solicitation: 36C25523R0014, Replace Building 1 Roofs Project No. 589A4-23-102 CONTRACT INFORMATION This A-E Services requirement is being procured in accordance with the Brooks Act (Public Law (PL0582) and implemented in accordance with the Federal Acquisition Regulation (FAR) Subpart 36. Firms will be selected for negotiation based on demonstrated competence and qualifications for the required work. This procurement is restricted to Service-Disabled Veteran Owned Small Business (SDVOSB) firms. This requirement is being procured in accordance with the VAAR 836.606-71 as implemented in FAR Subpart 36.6. This is not a Request for Proposal, and an award will not be made with this announcement. This announcement is a request for SF 330 s from qualified Architectural and Engineer (A&E) contractors that meet the professional requirements. The selection criteria for this acquisition will be in accordance with FAR 36.602-1, evaluation factors are listed below. The completed SF 330 will be evaluated by the Columbia VAMC Evaluation Board in accordance with FAR 36.602-5(a) and the selection report shall serve as the final selection list, which will be provided directly to the Contracting Officer. Negotiations will be conducted beginning with the most highly qualified firm. The Government will not pay nor reimburse any costs associated with responding to this request. The Government is under no obligation to award a contract as a result of this announcement. The contract is anticipated to be awarded no later than January 13, 2023. Award of any resultant contract is contingent upon the availability of funds. No solicitation document is available and no other information pertaining to project scope, etc. is available at this time. Any request for assistance with submission or other procedural matters shall be submitted to James Petrik via email to: james.petrik@va.gov and Jeanette Mathena via e-mail to: jeanette.mathena@va.gov. Personal visits to discuss this announcement will not be allowed. The NAICS Code for this procurement is 541330 Engineering Services and the small business size standard of $22.5 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is estimated at 142 calendar days including time for VA reviews. The A/E firm shall also be required to perform construction services if award of a construction project contract is made. DATABASE REGISTRATION INFORMATION: VERIFICATION OF STATUS OF APPARENTLY SUCCESSFUL OFFEROR THIS ACQUISITION IS 100% SET-ASID FOR QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS AE FIRMS INCOMPLIANCE WITH VAAR 852.219-10. ONLY BUSINESSES VERIFIED AND LISTED IN THE VENDOR INFORMATION PAGES DATABASE, https://www.vetbiz.va.gov SHALL BE CONSIDERED. SYSTEM FOR AWARD MANAGEMENT (SAM): Federal Acquisition Registrations require that federal contractors register in the System for Award Management (SAM) database at https://sam.gov/ and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their qualifications package. THE EXCLUDED PARTIES LIST SYSTEM (EPLS): To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Excluded Parties List System (EPLS) located at https://sam.gov/ for each person providing services under this contract. Further the contractor is required to certify that all persons listed in the qualifications package have been compared against the EPLS list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. E-VERIFY SYSTEM: Companies awarded a contract with the federal government shall be required to enroll in E-Verify within 30 days of the contract award date. They shall also need to begin using the E-Verify system to confirm that all of their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, to determine the eligibility of that employee to work in the United States. There is no charge to employers to use E-Verify. (FAR 52.222-54) Qualified A-E firms are required to respond if interested by submitting one (1) original completed Standard Form 330 qualification package Parts I and II to include all consultants (form available on-line at: : http://www.gsa.gov/portal/forms/download/116486).A Must include in Part I Section H an organizational chart of the firm (excludes consultants) and a design quality management plan. Submission information incorporated by reference is not allowed. All submissions must be in pdf and emailed. Completed package shall be delivered on or before November 16, by 2:00PM CT to the following email address: james.petrik@va.gov and jeanette.mathena@va.gov. Email subject line shall clearly identify Solicitation number: 36C25523R0014 and project name Replace Building 1 Roofs Project No. 589A4-23-102 . The 330 submission must be a pdf document and must be below 10 MG. PROJECT INFORMATION This project shall include the tear off and replacement of existing roofing on Building #1 at the 6th floor roof (approximately 18,900A sq. ft.), Second Floor Ambulatory Care Addition (ACA) Roof (approximately 8,200A sq. ft.) and penthouse roof (approximately 4,600A sq. ft.). This shall also include the repair, replacement, alteration, and/or installation of new horizontal lifelines, and/or partial replacement of fall protection as required at each roof on entire Building 1. The finished product will be a fully functioning roof system that carries the standard roof manufacturer s 30-year warranty for the roofing product approved in the submittal phase of the project. The design should account for constructability and ensuring the construction is capable of being completed safely with minimal impact to the medical center operations. At completion of the project, all roofs shall allow access to leading edges of roof and equipment for maintenance. EVALUATION FACTORS: Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-5.A Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as necessary.A SF 330 submissions including any additional pages are not to exceed fifty (50) pages. Each page cannot exceed 81/2 x 11 in size. Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as required and SF 330 submissions including any additional pages are not to exceed fifty (50) pages. SF 330 must be submitted as a PDF and cannot exceed 20MB. Qualifications (SF330) submitted by each firm for Project No. 589A4-23-102 Replace Building 1 Roofs will be reviewed and evaluated based on the following evaluation criteria listed below: Professional Qualifications: the qualifications of the individuals which will be used for these services will be examined for experience and education and their record of working together as a team. A&E firms shall have licensed professional architects/engineers currently registered in the state of Missouri or in a state of which Missouri has recognized the engineering license. The specific disciplines which will be evaluated are Architects, Environmental, Structural, Mechanical, Plumbing, and Electrical Engineers; Fire Protection Engineer; Communication/Technology (voice & data); and Cost Estimators with experience in the programming, planning and design of Replacement of Building 1 Roofs to include: replacement of roof and providing fully functional fall protection system. Specialized Experience and Technical Competence: specific experience and technical skill in the type and scope of work required for medical facilities renovations to existing medical facilities, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials. Experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team. Capacity to Accomplish the Work: the prime contractor must have the general workload and staffing capacity of the design office which will be responsible for the majority of the design and the ability to accomplish the work in the required time will be evaluated. In accordance with VAAR 852.219-10(c)(1), prime contractors shall clearly state and demonstrate how they will meet the requirement that at least 50 percent of the design work be accomplished by employees of the concern or employees of eligible service-disabled veteran owned small business subcontractor/consultant. Past Performance: the past performance of projects that are complete (design and construction) that the firm has designed relevant in scope to the advertised project that were accomplished with the Department of Veterans Affairs, other Government agencies, and private industry in terms of cost control, quality of work, and compliance with performance schedules will be examined. Project past performances that are older than 3 years will receive a lesser score than those references for projects accomplished within the past 3 years. Location of Design Firm: the geographic proximity of each firm to the location of the VA Medical Center will be evaluated. The mileage restriction is in compliance with FAR 36.602-1. This criterion will apply to the office from which the prime contractor s office is established. Firms within 450 miles of the medical center will receive a maximum score. Firms more distant than 450 miles will receive a zero score for this criterion. Firms may use Google Maps, MapQuest, Yahoo Maps, or Rand McNally to determine and report the distance of the office where the Prime Contractor is established.A Prime contractor shall not use a subcontractor office, consultant office, or any office other than Prime Contractor s physical location established prior to publication of this notice to determine distance to the Columbia, VA.A Claims and Terminations: record of significant claims against the firm or terminated contracts because of improper or incomplete architectural and engineering services will be examined. Reputation in A-E Community: reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. Harry S Truman Veterans' Memorial Hospital (HSTVMH) Columbia, MO Supplement B Architect/Engineer (A/E) DESIGN SERVICES for Replace Building 1 Roofs Project No. 589A4-23-102 PROJECT NUMBER: 589A4-23-102 PROJECT TITLE: Replace Building 1 Roofs DESIGN TIMEFRAME: A/E shall deliver final construction documents NLT 142 calendar days after the Award/Notice to Proceed Letter CONSTRUCTION BUDGET/DESIGN LIMITATION: Magnitude of construction project range: $500,000-$1,000,000 In accordance with 52.236-22, Design Within Funding Limitation (APR 1984), the estimated construction magnitude for this project is $500,000 to $1,000,000. If the project cannot be designed within funding limits specified, the A/E shall notify the Contracting Officer immediately, in writing, and shall not proceed further without direction from the Contracting Officer. In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this project proceeding into construction documents is not to exceed the Construction magnitude listed above, VA Furnished/Installed Medical Equipment, VA Furnished/Installed FFE or Professional Service Fees. The A/E is responsible for designing the project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this project. If, at any time, the A/E determines that the design s construction cost will exceed the Total Construction Contract Price (TCCP) the A/E shall immediately inform the Contracting Officer in writing. Such written notification shall include the reasons why the A/E believes the TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP. The A/E fee proposal shall be based on the design scope of work as defined below. If the contracting officer determines the TCCP can be increased the design fee will not be increased unless additional scope was requested and added tough the modification process. CRITERIA FOR DESIGN AND PROJECT DEVELOPMENT (as applicable to project) - Barrier Free Design Standard - Design and Construction Procedures, PG-18-3 - Design Manuals, PG-18-10 - Design Submission Instructions, Minor and NRM Projects, PG-18-15, Vol C - Standard Details. Program Guide, PG-18-4 - Equipment Reference Manual, PG-18-6 - Equipment Guide List, Program Guide PG-18-5 - Space Planning Criteria PG-18-9 - Space Planning Criteria for Medical Facilities Handbook, 7610 - Uniform Federal Accessibility Standards - Signage Design Guide - Master Construction Specifications, Program Guide, PG-18-1 - VA Design Alerts - VHA National CAD Standards - National Codes and Standards (NFPA, NEC, Natl. Plumbing Code, EPA, OSHA, etc.) - Physical Security Design Manual for VA Facilities Note: The above documents can be found at the following website: http://www.cfm.va.gov/TIL/ SCOPE OF CONSTRUCTION PROJECT Description: The architect/engineer (A/E) firm capable of preparing all design and construction documentation including, but not limited to, design, and construction period oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia MO. A/E firms shall have licensed professional architects/engineers currently registered in the state of Missouri or in a state of which Missouri has recognized the engineering license. Prime contractor shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable expertise in their respective fields: Architect, Structural Engineer, Mechanical Engineer, Life Safety Engineer, Environmental Engineer, Plumbing, Communication (voice & data), Electrical Engineer, and Cost Estimator with experience on projects of similar size and complexity. The A/E design firm shall furnish all necessary architectural and engineering resources to provide a complete construction design package and construction period services. Architect / Engineer shall provide professional design services for the Replace of Building 1 Roofs. The project shall include the following, along with all other design facets deemed necessary by the VA and Architect/Engineering firm for the completion of this project: a. Design shall meet all applicable/current codes for roofing, plumbing, electrical, fire protection, and life safety, VA standards, VA Design Manuals, and VA Design Guides. b. Security, access control, and surveillance to be tied into the existing security system; c. Building Management System to be tied into the existing Building Management System; d. All plumbing shall comply with VHA Directive 1061 (Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems in VHA Buildings); This project shall include the tear off and replacement of existing roofing on Building #1 at the 6th floor roof (approximately 18,900A sq. ft.), Second Floor Ambulatory Care Addition (ACA) Roof (approximately 8,200A sq. ft.) and penthouse roof (approximately 4,600A sq. ft.). This shall also include the repair, replacement, alteration, and/or installation of new horizontal lifelines, and/or partial replacement of fall protection as required at each roof on entire Building 1. The contractor will remove and/or relocate all roof obstructions to prepare the roof for replacement, remove the existing roof and roofing insulation down to the concrete roof deck, infill of removed roof penetrations, and prepare the surface for the new roofing system, including new roof insulation and new roofing material. The contractor shall properly flash around all roof penetrations with the new roofing materials to ensure a complete, fully functional roofing system. The contractor shall clean, re-install, and properly seal parapet sections that were saved for reuse. The finished product will be a fully functioning roof system that carries the standard roof manufacturer s 30-year warranty for the roofing product approved in the submittal phase of the project. Each roof may have areas including but not limited to equipment, antennas, electrical conduit, grounding wires, vents, bump outs, supports for HVAC ducts, exhaust vents, motors, roof drains, curbs, anchors, boots, and lugs that may have to remain active with minimal shutdowns. The design should account for constructability and ensuring the construction is capable of being completed safely with minimal impact to the medical center operations. At completion of the project, all roofs shall allow access to leading edges of roof and equipment for maintenance. Roofing system shall require minimal maintenance and offer prolonged longevity. Roofing systems with minimum of 30-year warranty shall be included. Thermoplastic polyolefin (TPO) and ethylene propylene diene monomer (EPDM) roofing systems are preferred. Roofing system, including any roofing penetrations, shall prevent entrance of moisture and be resistant to natural elements; including but not limited to hail, snow, ice, high winds, heavy rains, and sun exposure. Base bid will include 6th Floor Roof, Second Floor (ACA) Roof, Penthouse roof, and providing of or correction of life safety devices on all roofs. Project should be designed with bid deducts should bids come in above the estimate. This project is not expected to include more than 2 bid deducts Second Floor (ACA) Roof, a deduct shall be included to go from complete replacement to repairs. A deduct may also be included to remove all work from Second Floor (ACA), except for fall protection that shall remain in scope. A facility fall protection assessment was completed in 2022 and can be found in Appendix A. This should be used as general example of the issues that need to be resolved. This should not be considered a complete description of all fall protection requirements. Required time for completion of design is 142 calendar days including time for VA reviews. SITE INVESTIGATION A/E shall be responsible for conducting site visits for the purpose of data gathering, investigation and documentation of all existing conditions. Perform such investigations as required to accurately verify all existing conditions. Do not rely solely upon "as built" drawings. VA personnel will provide assistance with investigating the project site where prior experience with equipment and utilities will produce an appreciable advantage. The A/E firm shall be responsible for site review of the existing facility in order to field verify the owner's existing documents and as-built drawings. Any modifications that are required to be made as a result of the site review shall be communicated to the VA and corrected by the A/E firm. All site investigation shall be completed during the site investigation phase. It is important to emphasize that the A/E shall perform site investigation, design development, detailed design work, prepare detailed construction documents, keeping in mind that the end result is a completely functional and fully operational product. The A/E must consider constructability and maintaining hospital operations while designing the project. This will include phasing of construction and utility impacts. The A/E must be able to respond to issues in a timely manner, to include being on-site within 6 hours. This is due to the need to keep this project progressing and on time, avoiding any delay claims. As construction is heavy in the area, contractors are on tight schedules to schedule trades and equipment. Having an A/E that can be onsite within 6 hours allows emerging issues to quickly and efficiently be solved. The final design documents from a resultant task order will be subject to review and approval (by signature) of all members of an Integrated Project Team (IPT) consisting of medical center personnel.A These individuals will be identified by the COR at the first design review meeting. Additionally, the design will be reviewed by a 3rd party for compliance with all life safety codes. The 3rd party VHA Fire Protection Engineering Services will be provided by the VA. It will be the A/E s responsibility to address and track responses to all issues arising from these reviews. As part of the 100% submission the A/E shall provide a written synopsis describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential construction bidders in preparing a comprehensive bid package. This synopsis is intended to be a general description of the project not to exceed two written pages in length. Deliverables shall include (for ALL ELECRONIC SUBMISSIONS, FILES MUST BE LESS THAN 10MB in size) Site Investigation Electronic PDF copy. Schematic Submission (10%): 2 Complete hardcopy sets- 1 Full size, 1 half-size (Delivered to COR); 1 electronic PDF copy of drawings, and cost estimate. Design Development Submission (35%): 2 Complete hardcopy sets- 2 half-size (Delivered to COR); 1 electronic PDF copy of drawings; 1 electronic Auto-CAD 2019 and Revit copy of drawings, and cost estimate. Construction Documents Submission (90%) 2 Complete hardcopy sets of drawings half-size, 1 hard copy of specs (Delivered to COR); 1 Complete hardcopy set of drawings half-size, 1 hard copy set of clean specs (Delivered to Contracting Officer); 1 Hard copy cost estimate (Delivered to Contracting Officer); 1 electronic PDF copy of drawings; 1 electronic combined PDF and Word copy of specs; 1 Electronic copy of cost estimate; A third-party life safety review will be conducted on the 90% submittal, with comments provided to the AE for corrections. Construction Documents Submission (100%) 2 Complete hardcopy sets drawings half-size, 1 hard copy of specs (Delivered to COR); 1 electronic PDF copy of drawings; 1 electronic combined PDF and Word copy of specs; 1 electronic copy of cost estimate; All issues/concerns from the third-party fire protection review shall also be provided with this submission, to include responses and corrections to the comments. Bid Document Submission (Final): 2 Complete hard copy sets drawings 1 full size, 1 half size, 2 sets of bound specifications (Delivered to COR); 1 Hard copy cost estimate (Delivered to COR); 1 Electronic copy of drawings (PDF & AutoCAD) and specifications (combined PDF & Word); 1 Revit model(s). 1 Complete hard copy set- 1 half-size drawing, 1 set of clean specs (Delivered to Contracting Officer); 1 Hard copy cost estimate (Delivered to Contracting Officer). Conformed Drawings/Specifications: In the event changes are made during bidding process, AE shall develop and provide 3 complete hard copy sets- 1 full size, 2 half size (1 half size mailed to the contracting officer) and 2 sets of conformed specifications (1 mailed to the contracting officer as well as an electronic conformed set of drawings based on the bid item(s) taken.) As-Built (Record) Drawings 1 Complete hard copy full size set 1 Electronic copy in PDF, 1 Electronic Auto-CAD with bound x-refs and REVIT model. A/E shall plan for the following design and design review meetings as part of the Scope of Work (all other review meetings are to be conducted utilizing a web-based meeting program such as Microsoft Teams): The initial Kickoff meeting will be held with the HSTMVH engineering staff. This meeting will be intended to provide an onsite familiarization with the project. After meeting with all of the departments the AE shall prepare a schematic layout of the building with options for roofing types. The AE shall provide pros and cons for each option. The AE shall present these options to the departmental leads and senior leadership. HSTMVH will select the preferred option for the design. Space layouts shall meet the current VA Space Planning Criteria (7610 building design guide), be in compliance with the Uniform Federal Accessibility Standards (UFAS), and VA Barrier Free Design Guide (PG-18-13). AE shall identify any proposed variances for review prior to continuing design. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). HSTMVH will provide comments and guidance following each design review session. All meetings shall be held at the HSTMVH in Columbia, MO Meetings: The project COR and/or CO will conduct all meetings with the assistance of a designated lead member of the A/E team. The A/E should prepare a meeting agenda and submit it for review by the COR prior to the meeting. Upon approval of the agenda items, the A/E will distribute the agenda or coordinate with the COR for distribution and electronic meeting scheduling. Meeting agenda must include: The project name and VA project number. The date, time, and location of the meeting. Teleconference information for attendees that cannot be physically present. Teleconferencing may be setup tough the A/E s internal conferencing system or coordinated with the COR for use of the web-based teleconferencing system. The A/E may not include cost of teleconferencing in their proposal. Previous meetings past action items, associated responsible party, date item was initiated, expected completion date and status/notes or date closed. The A/E is responsible for documenting meeting minutes and distributing meeting minutes for conferences, teleconferences, review sessions, progress meetings within tee (3) days after the event. Meeting Minutes must document: The project name and VA project number. The date of the meeting. The date of issue for the Meeting Minutes. The list of attendees with names, represented organization and email. A distribution list including names, organization and email of recipients. Outstanding action items from previous meetings with associated responsible party, date item was initiated, expected completion date and status. New action items generated by the meet with associated responsible party, date item was initiated, expected completion date and status/notes. Meetings for Schematic Design and Design Development with the Project Manager and IPT shall be presented in a forum allowing all members of the team can easily view the drawings, participate in discussion and unify the team s comments into a single focus. The A/E will coordinate with the COR for appropriate conference space at the HSTVMH. The A/E is to provide any needed audio-visual equipment needed for presentation. HSTVMH policies do not allow non-VA equipment such as laptops, tablet computers, USB drives, external hard drives or other devices connected to VA network that may present a security risk to Government systems. Total contract design duration shall not exceed 142 calendar days. Submission Schedules: Kickoff Meeting / NTP 5 days Meeting with HSTMVH leadership/IPT 2 days Site Investigation 10 days Schematic Design 10 days VA Schematic Design Review 10 days Design Development (35%) 15 days VA Design Development Review 15 days Construction Documents (90%) 20 days VA Construction Documents Review 15 days Construction Documents (100%) 20 days VA Construction Documents Review 10 days Final Bid Documents Submission 5 days Allowance for Government Holidays 5 days 7. Included as part of this package is the standard A/E submission guide for minor projects, Program Guide, PG-18-15, Volume C. In addition to completing a detailed review of the attached document, the A/E shall log onto the VA website for the Office of Facilities (http://www.cfm.va.gov/til/) and comply with all rules and regulations related to design requirements for minor projects. If there are any conflicts between the rules and regulations as listed on the website and the outline provided above, the rules and regulations on the Office of Facilities website shall govern. It is the responsibility of the A/E to visit and download this documentation. The contract will include a government option for Construction Period Services and Site Visits. ESTIMATE SUBMISSION REQUIREMENTS General - the A/E shall submit a construction cost estimate with the drawings at each project submission. This estimate shall show the cost of construction, which would be expected to be reflected by the construction contractors' bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Use of Forms - VA Form 10-6238, Estimate Worksheet: This form serves two purposes: (a) to show the division of cost between labor and material for each cost item; and (b) to extend the level of detail of an estimate beyond square foot cost summaries. The estimated costs shall include all labor, materials, mobilization, overhead, insurance, and applicable contractor markup. A/E may utilize their estimate worksheets if approved in advance by the VA. Contracting officer requirements - in addition to submissions to the COR, the A/E shall submit ALL construction cost estimates also to the Contracting Officer. The final construction cost estimate delivered with the 100% specifications and drawings shall be marked For Official Use Only and be signed and dated by the Architect. This document will be used as the Independent Government Estimate (IGE) for construction period services. CONSTRUCTION PERIOD SERVICES Depending on construction project funding construction period services may start immediately following design completion or may extend up to 5 years after Notice to Proceed of design contract. For the duration of the construction contract the A/E shall: Attend the pre-bid construction conference(s). The Construction Period will commence with the award of the Construction Contract(s) and will be completed with the acceptance of Columbia facilities office. The A/E shall act in an advisory and consultant capacity to the Contracting Officer (CO) and Contracting Officer s Representative (COR). They shall not be the representative of the Contracting Officer 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 provide submittal review with final approval being required by the COR. The A/E shall provide prompt responses to all RFIs issued by the construction contractor. Provide periodic site review. These reviews should be documented, and all findings provided to the COR within 3 business days of the review. The A/E shall provide Submittal Exchange or equal (to cover both design and construction), the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not transmit tough the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Service should be provided tough construction period services and allow use by construction contractor. Submittal Exchange shall be active for the period of the design project and will be reactivated after construction award (estimated construction period 210 calendar days) and will be active for 3 months after completion of project to allow for as-builts and final close-out. CONSTRUCTION DOCUMENTS INTERPRETATION The A/E, when requested, shall assist the contracting officer and the contracting officer s representative (COR) to interpret the construction documents and recommend any actions they deem suitable for the satisfactory prosecution of the construction work. The A/E shall prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents at no cost. The A/E shall assess the preparation of the construction contract modifications initiated by or tough the VA to be executed in accordance with the construction documents. AE/Engineers involved reviewing cost proposals will be required to complete VA provided non-disclosure documents. CONTRACTOR'S COST PROPOSALS The A/E shall review all Government initiated and or the construction contractors cost proposals for construction modifications when requested by the COR. The A/E s review of cost proposals shall include an independent breakdown of costs in detail with quantities and unit prices. This shall be true for both additions and deductions of labor, materials, and equipment. SHOP DRAWINGS AND SUBMITTALS The A/E shall check Government furnished and/or the Construction Contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor atory 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. They shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will, tough the COR, request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component. The A/E may be required to hold joint reviews with the VA technical staff on complicated system submittals. The A/E shall notify the COR in writing of any and all deviations from the requirements of the construction documents that they have found in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay. Submittals should take no more than 4 calendar days to review. Requests for Information should be responded to as soon as possible but no longer than 72 hours. A/E shall attend by phone/teleconference for a weekly project progress meeting to review project status and outstanding issues toughout the construction period. SITE VISITS AND INSPECTIONS A/E firm shall provide representatives to make periodic site visits during the construction to provide additional support to the VA in managing the contract. Site visits shall be at a fixed cost per site visit. Kick-off meeting one (1) General construction progress Site Visits and inspections: Provide five (5). Pre-bid Conference: Provide one (1). Final inspections, at completion of each phase where the VA must accept work done by the contractor. One(1) final visit. Formal documentation will be required for all site visits. 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 COR within tee working days of the site visit. Record of site visits will be in accordance with, Special Provisions of the Contract. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The A/E shall observe the construction and advise the COR of any deviation or deficiencies. INSPECTION OF CONSTRUCTION WORK The A/E will be expected to do a final inspection and prepare a punch-list anytime the VA will be expected to accept a portion or all the space. RECORD DRAWINGS The construction contractor shall furnish the A/E with a marked-up set of prints showing all changes made during the construction period. The A/E shall incorporate into the drawings all changes marked up by the contractor or COR. The A/E shall also incorporate any changes made by solicitation amendments, construction modifications or supplemental information provided to the contractor. These are due to the VA within 30 days of receipt of redline drawings from the construction contractor. Prospective firms are reminded that in accordance with VA Acquisition Regulation (VAAR) 852.219-10, at least 50 percent of the cost of personnel for contract performance of the contract shall be spent for employees of the SDVOSB concern or employees of other eligible service-disabled veteran-owned small business concerns. See VAAR Clause 819.7003 for eligibility requirements regarding Service- Disabled Veteran Owned Small Business or Veteran Owned Small Business Set-Asides. Federal Acquisition Registrations require that federal contractors register in the Sam database at https://sam.gov/ and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors must be registered in Sam prior to submitting their SF330 qualifications package. The C&A requirements do not apply and a Security Accreditation Package is not required.
36C25523R0014 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 15
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