C211--589A4-23-050, Renovate and Expand Urology Clinic
Synopsis: Request for Architectural and Engineer (A/E) 330 submission Solicitation: 36C25523R0055, Renovate and Expand Urology Clinic Project Number 589A4-23-050 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 April 21, 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 Jeanette Mathena and James Petrik via e-mail to: jeanette.mathena@va.gov and james.petrik@va.gov. Personal visits to discuss this announcement will not be allowed. The NAICS Code for this procurement is 541310 Architectural Services and the small business size standard of $12.5 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is estimated at 183 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 February 10, 2023 by 2:00PM CT to the following email address: jeanette.mathena@va.gov and james.petrik@va.gov. Email subject line shall clearly identify Solicitation number: 36C25523R0055 and project name Renovate and Expand Urology Clinic Project No. 589A4-23-050 The 330 submission must be a pdf document and must be below 10 MG and not to exceed (50)pages. PROJECT INFORMATION This project will renovate and redesign the Urology clinic that is currently operational. The clinic is currently approximately 3,682 square feet and will be expanding to an overall approximately 4,113 square feet. The expansion of the clinic will engross a storage area and part of a back-of-house corridor. The redesign shall create a cohesive and patient friendly treatment area. Final design shall have additional exam rooms, a restroom with access from the exam area, a room for check-in (weight, height, etc.), a check-out area (MSA, scheduler, etc.), access to soiled utility from procedure rooms, elimination of clean room at the procedure area, additional space for doctor swamp, additional space for nurse swamp, a back-of-house exit from exam rooms away from waiting area, all with minimal impact and keeping the clinic operational. This project will incorporate all patient privacy standards. Renovation will include (but not limited to) demolition, construction of walls, upgrading finishes, replacing or relocating lighting as necessary with energy efficient LED lights, relocation of all necessary utilities including, but not limited to, phone and data installation and upgrading or relocating mechanical and plumbing systems to make this an operational space. With the ongoing operational clinic, multiple phasing shall be considered in the design. 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 10MB. Qualifications (SF330) submitted by each firm for Project No. 589A4-23-055 Renovate and Expand Urology Clinic 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. The Architectural firm capable of preparing all design and construction documentation including, but not limited to advance planning, design, and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia MO. 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, Medical Planners; Structural Engineer, Mechanical Engineer, Fire Protection Engineer, Life Safety Engineer, Environmental Engineer, Plumbing Engineer, Interior Designers; Communication (voice & data), Electrical Engineer, and Cost Estimator with experience on projects of similar size and complexity. 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 factor will apply to the office from which the prime contractor s business office is established. Firms within 450 miles of the medical center will receive a high rating. Firms more distant than 450 miles will receive the lowest rating for this factor. 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 - A/E DESIGN SERVICES for RENOVATE AND EXPAND UROLOGY CLINIC Project No. 589A4-23-050 PROJECT NUMBER: 589A4-23-050 PROJECT TITLE: RENOVATE AND EXPAND UROLOGY CLINIC DESIGN TIMEFRAME: A/E shall deliver final construction documents NLT 183 calendar days after the Award/Notice to Proceed Letter CONSTRUCTION BUDGET/DESIGN LIMITATION: Magnitude of construction project range: Between $500,000-$1,000,000 The A/E will be required to design within this budget. The A/E will also be required to incorporate bid deducts into the bid documents that will allow for a 10% budget reduction. In accordance with 52.236-22, Design Within Funding Limitation (APR 1984), the estimated construction contract price for this project is between $500,000-$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 budget 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 or architect/engineer firm capable of preparing all design and construction documentation including, but not limited to advance planning, design, and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia MO. 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, Medical Planners; Structural Engineer, Mechanical Engineer, Fire Protection Engineer, Life Safety Engineer, Environmental Engineer, Plumbing Engineer, Interior Designers; Communication (voice & data), Electrical Engineer, and Cost Estimator with experience on projects of similar size and complexity. This project will renovate and redesign the Urology clinic that is currently operational. The clinic is currently approximately 3,682 square feet and will be expanding to an overall approximately 4,113 square feet. The expansion of the clinic will engross a storage area and part of a back-of-house corridor. The redesign shall create a cohesive and patient friendly treatment area. Final design shall have additional exam rooms, a restroom with access from the exam area, a room for check-in (weight, height, etc.), a check-out area (MSA, scheduler, etc.), access to soiled utility from procedure rooms, elimination of clean room at the procedure area, additional space for doctor swamp, additional space for nurse swamp, a back-of-house exit from exam rooms away from waiting area, all with minimal impact and keeping the clinic operational. This project will incorporate all patient privacy standards. Renovation will include (but not limited to) demolition, construction of walls, upgrading finishes, replacing or relocating lighting as necessary with energy efficient LED lights, relocation of all necessary utilities including, but not limited to, phone and data installation and upgrading or relocating mechanical and plumbing systems to make this an operational space. With the ongoing operational clinic, multiple phasing shall be considered in the design. 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 Renovate And Expand Urology Clinic. 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: Design shall meet all applicable/current codes for mechanical, plumbing, electrical, fire protection, and life safety, VA standards, VA Design Manuals, and VA Design Guides; All spaces will be designed to meet the Interagency Security Committee and other relevant physical security guidelines; The completed project shall be capable of achieving LEED Silver certification; All lighting shall be LED and dimmable; Security, access control, and surveillance to be tied into the existing security system; Building Management System to be tied into the existing Building Management System; All plumbing shall comply with VHA Directive 1061; HVAC system to be variable air volume type. The schematic submission phase of project is shortened as the VA will provide an initial pre-approved general floorplan. The pre-approved general floorplan will include additional exam rooms and at least 1 additional restroom in close proximity to the urology exam room corridor. A/E shall verify the pre-approved general floorplan is constructable with existing conditions. The pre-approved general floorplan design being provided should eliminate a significant amount of cost and time from the schematic phase as compared to typical A/E design projects that may include multiple meetings with Integrated Project Team (IPJ). All designs should be verified for constructability and ensuring the construction is capable of being completed safely with minimal impact to the medical center operations. 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. The pre-approved general floorplan provided will be a sketch of overall layout including general wall locations. These shall not be considered absolute design or limitation on design and should be used as general example of the overall completion plan. These designs shall still be checked and required to meet all VA requirements. These shall not be considered a complete description of all layout requirements and used only as a non-binding reference. Anticipated time for completion of design is 183 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 24 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 24 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. 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 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%): 1 electronic PDF copy of drawings, and cost estimate. Design Development Submission (35%): 2 Complete hardcopy sets- 1 full-size, 1 half-size (Delivered to COR); 1 electronic PDF copy of drawings; 1 electronic specification outline; 1 electronic AutoCAD and Revit copy of drawings, and cost estimate. Design Development Submission (60%): 2 Complete hardcopy sets- 1 full size, 1 half-size (Delivered to COR); 1 hardcopy set of specifications 1 electronic PDF copy of drawings and specifications (specs both in combined PDF and Word file); 1 electronic AutoCAD and Revit copy of drawings, and cost estimate. Construction Documents Submission (90%) 2 complete hardcopy sets- 1 full-size, 1 half-size, 1 hard copies of specs (Delivered to COR); 1 complete hardcopy set- 1 half-size, 1 hard copy set of clean specs (Delivered to Contracting Officer); 1 hardcopy 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. This review is provided by the VA. As part of this 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 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. Construction Documents Submission (100%) 2 Complete hardcopy sets- 1 full-size, 1 half-size, 1 hard copies 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- 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 AutoCAD with bound x-refs and REVIT model. A/E shall plan for the following design and review meetings as part of the Scope of Work. Meetings itemized in this Supplement B as on-site below are required to be completed at HSTVMH. All other review meetings may be conducted utilizing a web-based meeting program; Notice to Proceed will be a teleconference between the Contracting Officer, COR and AE firm. This serves as the start of the project. 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. Kickoff meeting will be onsite with facility personnel. This will be a broad overview of the project, laying out perimeters and boundaries prior to meeting with the Integrated Project Team (IPT). Immediately following this kickoff meeting, will be a meeting with the IPT. This meeting is to gather the desires from the IPT as to what they would like to see in the design, flow concerns, etc. Site investigation shall occur during this time frame as well. Schematic Design: The VA will provide the initial pre-approved general floorplan layout for the project and a recommended phasing plan. A/E shall provide a schematic based on provided floorplan and perform all standard checks for constructability and conformance to VA Standards. If the A/E chooses to provide any alternate schematic design, the AE shall provide pros and cons for each option, then shall present these options to the departmental leads and senior leadership. HSTMVH will select the preferred option for the design. No additional time for voluntary alternate designs will be given. 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. The VA must provide SD approval prior to moving into any formal DD work. All submissions during this phase shall be digital (pdf, word, excel). Design Development: AE shall provide to the VA 35% Design Development documents within 25 days of receiving schematic design approval. 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 The VA will review DD submission for 10 days. A joint on-site review will be conducted between the AE and the VA. The VA must provide DD approval prior to moving into any formal CD work. Construction Documents (CD-60%) AE shall provide the VA with 60% construction documents within 30 days of approved DD documents. Drawings shall depict all as a minimum: all walls, wall type, life safety, MEP, and phasing. The VA will review the CD-60% submission for 14 days. A joint onsite review will be conducted between the AE and the VA. The VA must provide CD-60% approval prior to moving into any formal CD-90% work. Construction Documents (CD-90%) AE shall provide the VA with 90% construction documents within 30 days of approved CD-60% documents. This submission should allow construction contractors to bid from. The VA will review the CD-90% submission for 14 days. A joint onsite review will be conducted between the AE and the VA. The VA must provide CD-90% approval prior to moving into any formal CD-100% work. Construction Documents (CD-100%) AE shall provide the VA with 100% construction documents within 15 days of approved CD-90% documents. The VA will review the CD-100% submission for 10 days. A teleconference will be conducted between the VA and the AE to discuss any issues with the 100% submission or specifications. This submission serves as a check set allowing the VA to ensure that all comments and issues have been captured and accounted for. Of particular interest is ensuring that the third-party Fire Review comments have been addressed. Bid Documents AE shall address/correct any comments made in CD-100% VA review and resubmit Bid Documents within 5 days. AE shall provide all bid documents in pdf electronic format. All files shall be broken into individual files no larger than 10MB each. Construction Bid Set (drawings and specifications) shall be stamped/sealed by architect and/or engineer licensed to perform the work with a seal for the State of Missouri. Conformed Construction Set Conformed Construction Set shall be provided prior to start of construction and incorporate any and all addenda to date from the bid RFI, clarifications, etc. This is intended to provide a set of drawings For Construction to differentiate between any bid documents or developmental progress drawings. Conformed Construction Set (drawings and specifications) shall be stamped/sealed by architect and/or engineer licensed to perform the work with a seal for the State of Missouri. 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 for either Part I or Part II services. 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 that may present a security risk to Government systems. Total contract design duration shall not exceed 183 calendar days, SUBMISSION SCHEDULES: NTP/Kickoff Meeting 5 days Meeting with HSTMVH leadership/IPT 2 days Site Investigation 10 days Schematic Design 5 days Schematic Design Review 5 days Design Development (35%) 25 days Design Development Review 10 days Design Development (60%) 30 days Design Development Review 14 days Construction Documents (90%) 30 days Construction Documents Review 14 days Construction Documents (100%) 15 days Construction Documents Review 10 days Bid Documents Submission 5 days Sealed Conformed Construction Set Record Submission Prior to Start of Construction Allowance for Federal Holidays during Design Duration 3 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 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 may be used as the Independent Government Estimate (IGE) for construction period services. CONSTRUCTION PERIOD SERVICES Construction period services may start immediately following design completion or may extend up to 5 years after the Notice to Proceed of design. 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 terminate with the acceptance of the facility by the VA. The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting Officer s Representative. 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 from start of project until 6 months after completion of project. 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. 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 7 working 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. General Site Visits: Provide Ten (10). Pre-bid Conference: Provide one (1). Final inspections, at completion of each phase where the VA must accept work done by the contractor. 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. Prospective firms are reminded that travel costs shall be within the Federal Travel Regulations (FTR) allowances and in accordance with FAR 31.205-46 Travel costs. The FTR contains regulations related to per diem, travel, transportation allowances, and certain other allowances. https://www.gsa.gov/travel-resources ; State: Missouri , City: Columbia , County: Boone . 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 of 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 Beta Sam database at https://beta.sam.gov/ and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors must be registered in Beta Sam prior to submitting their SF330 qualifications package. The C&A requirements do not apply and a Security Accreditation Pack
36C25523R0055 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 15
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