36C10F19R0060-010.docx

36C10F19R0060

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36C10F19R0060 08-02-2019 Deborah Faulkner 202-382-2723 09-16-2019 5:00pm est 003C4 Department of Veterans Affairs Office of Construction and Facilities Management (00CFM3B) 425 I Street NW Washington DC 20001 X 541310 $7.5 Million N/A X See Delivery Schedule

36C101F Department of Veterans Affairs Office of Construction and Facilities Management (003C4A) 425 I Street, NW Washington DC 20001

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Department of Veterans Affairs, Office of Construction and Facilities Management seeks an experience firm to develop a comprehensive Program of Requirements for designing Central Utility Plants, inclusive of various design templates.

See Attachment 2 template to provide B2 Price/Cost data Period of Performance: 420 days from date of award.

***Subject of Availability of Funds*** X X Deborah Faulkner

OFA1513-0681

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

36C10F19R0060

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

VA101-17-R-0442

B.3 STATEMENT OF WORK

I. GENERAL

This project is part of an initiative to improve project delivery through development and implementation of standard designs. Greater economy and reliability can be achieved, and risk of design errors can be reduced by developing a consolidated design requirement document, inclusive of multiple concept design templates that address operational needs and incorporate various VA standards.

The working title for this effort will be the Standardized, Modular, Adaptable, and Rapid Template for Central Utility Plants - SMART-CUP.

· Standardized: All components and features that are Common in VA Central Utility Plants (CUPs) shall be standardized to the greatest extent possible.

· Modular: The concept design templates will maximize use of modular system components and standard design details. The design shall allow for services and capacity variations by adding or subtracting equipment to the extent applicable to most VA CUPs. Also, it will allow for differing equipment choices (e.g., fire-tube boiler vs. water tube boiler) within the concept, as well as providing applicable optional supplemental systems (e.g., chiller plant water-side economizer).

· Adaptable: The concept design templates with ease of site adaptability in mind.

· Rapid: Reduce design time by providing standard, repeatable concept template designs.

· Template: Standard, reliable concept designs and details that will be used for all new and renovation CUP designs. The template shall be used as the basis of design for CUP whole or partial replacements.

Central Utility Plants (CUPs) are critical and common to most VA campuses. CUPs serve the same functions with slight changes to accommodate site specific requirements (e.g. seismic zones, site utilities and constraints, and sources of fuel). The following are some of the benefits desired from this effort:

· Standardized baseline for adaptation of site-specific project design

· Reduced time and cost associated with designing CUPs from scratch with each new or renovation project

· Better compliance with the established requirements

· Starting with vetted and approved concept design templates (drawings, details, equipment schedules...) rather than starting from scratch each time

· Minimized risk of inadequate design, addressing proper maintenance, functionality, and constructability

· Optimized energy efficiency

· Cost effective installation

· Faster construction due to better coordinated design and reduced design errors

· Consistent and efficient system layout across all VA Medical Centers

· Lower operational cost

· Shorter and fewer system down times

· Improved life cycle value through selection of appropriate structural and architectural systems and materials

The purpose of this project is to develop a comprehensive Program Of Requirements (POR) for designing CUPs, inclusive of various design concept templates. This document will establish the basis of design and would be applicable to new or renovated VA CUPs including major equipment replacements. This work is intended to include all building and systems components associated with CUP design and construction, including but not limited to architecture, structural, mechanical, electrical, plumbing, energy, fire protection/life safety, telecommunications, security, and vertical transportation. The design concept templates will include multiple modules for various engineering systems, while maintaining flexibility and expansion capabilities. The systems modularity will be explored and implemented to the extent feasible and applicable to achieve the benefits listed above. The A/E firm and its sub-consultants selected for this task, herein known as Consultant in this Statement of Work (SOW), shall provide the professional services to complete this task in accordance with Section III – Scope of Work - Detail. The Consultant shall be responsible for the technical content and format of the deliverables for this work.

The Consultant shall be a nationally recognized design firm specialized in providing design and management services for district cooling, district heating (high-pressure steam and hot water), and Combined Heat and Power (CHP) systems and facilities on large mission critical campuses, with the following specific minimum qualifications:

· The Consultant shall have a proven track record and provide detailed information to demonstrate its knowledge and work experience with large scale cooling and heating CUP designs. This requirement applies to the prime firm and all its partnering firms. Provide 8-10 similar samples of past cooling and heating (steam and hot water) CUP designs in critical campus-based environments that the Consultant has worked on, with client references and contact information for each. The sample projects shall be those with construction completed within past 5 years; and shall include the design of new and complete CUPs as follows:

· Cooling plants - Minimum 3 sample projects;

· Heating plants - Minimum 3 sample projects; and

· CHP plants – Minimum 2 sample projects.

Any sample projects for designing CUP renovations shall be for either complete gut or major renovation. Any sample projects for designing CUP additions shall be for major plant additions.

· The Consultant shall demonstrate their understanding of the development of standard, flexible, adaptable CUP facilities that will also allow future expansion. The Consultant shall have minimum 15 years of experience in designing high-pressure steam and hot water heating plants, implementing fire-tube and water tube boilers with capacities up to 1,000+ bhp each.

· The Consultant shall have 15 years of experience in designing water-cooled central cooling plants, implementing water chillers and cooling towers with capacities up to 1,200+ Tons each.

· The Consultant shall have minimum of 10 years of experience in the design of CHP systems consisting of reciprocating and gas turbine generators greater than or equal to 1MW.

· As a guide, in addition to the required years of related experience as indicated in the above qualifications, the number of similar projects and complexity of projects are equally important factors in selecting the Consultant.

· The Consultant shall be a team of licensed architects and engineers who are Subject Matter Experts (SMEs) in their field with active professional registration in at least one of the 50 States in the USA, or the District of Columbia. In addition to resumes of the actual participating staff, the Consultant shall submit SMEs client references for VA verification, preferably five (5) references, but no less than three (3). The references shall be client chief engineers, client project managers, or other management staff who worked directly with the SMEs on similar large-scale cooling, heating and energy, preferably on large medical and other mission critical campuses (include contact information for SME client references for verification purposes).

· The Consultant’s SMEs proposed for this project shall include, but not limited to, the following disciplines and minimum years of experience in designing CUP and CHP systems with the same scale and complexity as required from the Consultant as noted above:

· Project Manager – 10 years

· Senior Architect – 15 years

· Senior Structural Engineer – 10 years

· Senior Mechanical Engineer – 15 years

· Senior Electrical Engineer – 15 years

· Senior Plumbing Engineer – 15 years

· Senior Fire Protection Engineer – 10 years

· Senior IT engineer – 10 years

· Senior Energy Engineer – 15 years

· The Consultant shall have thorough understanding and knowledge of VA documents, including but not limited to: Standards, Guidelines, Design Manuals, and Specifications. See the VA Technical Information Library (TIL) at: https://www.cfm.va.gov/TIL/ .

· The Consultant shall have significant experience in developing design manuals and guides for large and complex industrial, commercial or Federal Government agencies. Experience in developing VA Design Manuals will be a plus.

· The Consultant shall have extensive design and construction experience in prefabricated modular systems used within CUPs.

· The Consultant shall provide a staff member with proven experience in professional document writing and, in particular, writing with design and technical subject matters.

· The Consultant as a prime firm shall demonstrate ability to perform over 50% of the overall efforts involved with the project.

· In case of partnering with other firms, the Consultant must demonstrate past successful teaming experience and project completion with the proposed teaming partner(s) on similar projects.

· Submit a detailed organizational chart for the proposed team, identifying all partnering firms and this responsibilities, all key personnel with their specific office location.

II. PARTIES INVOLVED

A. Prime Consultant and sub-Consultants

III. SCOPE OF WORK – DETAIL

A. Discovery Phase: During the Discovery phase, the Consultant shall confirm and refine project goals by documenting CUP functions and requirements that are unique to VAMC campuses. The contractor shall review industry trends and make suggestion for improvements to our existing related design manuals, technical details, equipment schedules, and master specifications.

1. The Consultant shall complete the following during this phase in preparation for a report and presentation:

i. Review all related materials located on the TIL, including but not limited to, VA design guides, manuals, specifications, and VA directives: https://www.cfm.va.gov/TIL/ and other VA documents located on other VA restricted sites. VA will provide access to such restricted sites as appropriate.

ii. Review of design documents for three recently constructed new and replacement VA CUPs. Design documents to be provided by the COR.

iii. Site visits to the following VAMCs:

Make site visits (to VA facilities and/or private sector facilities) to perform surveys, interviews, meetings, and collect data, including lessons learned from past similar projects, from pertinent VA and private sector sources to establish a baseline and operational requirements. Site visits shall be conducted at the following VA Medical Centers and surrounding area. There will be two sites per area. These locations have been identified as placeholders for the purposes of determining the expenses and resources required. The final locations may vary from those indicated and the Consultant fee shall factor in this potential site substitutions.

a. Site Visit 1:

· Waco Texas VA Medical Center, 4800 Memorial Drive, Waco, TX 76711

· Temple Texas VA Medical Center, 1901 Veterans Memorial Drive, Temple, TX 76504

b. Site Visit 2:

· Castle Point VA Medical Center, 41 Castle Point, Wappingers Falls NY 12590

· Montrose VA Medical Center, 2094 Albany Post Rd, Montrose, NY10548

c. Site Visit 3:

· Miami VA Medical Center, 1201 NW 16th St, Miami, FL 33125

· Orlando VA Medical Center, 13800 Veterans Way, Orlando, FL 32827

d. Additionally, after the award of this contract, the Consultant shall recommend and conduct two non-VA central plant site visits within the US contiguous states. These central plant sites shall be relevant to the SOW for this project and designed by the Consultant as past projects. VA will review and approve the recommended sites by the Consultant based on their relevancy to the SOW for this project as well as other factors.

Staff participation in the above sites shall be as follows: PM, Architect, Mechanical Engineer, Electrical Engineer, Plumbing Engineer, and Energy Engineer for all 5 sites visits; and Structural Engineer and Fire Protection/Life Safety Engineer for 2 of the 5 sites visits. Site visits shall be based on a duration of full 3 days at each site visit by participants as noted above.

iv. Interview of VAMC Engineering staff.

v. Research into the latest design considerations, industry best practices and technologies relating to CUP design including water and energy conservation practices and renewable energy methods.

2. The outcome of this phase shall be a report summarizing the services included in the plant, equipment options, capacity ranges, common operation/maintenance issues, major deficiencies, lessons learned, and recommended solutions. At a minimum, the report shall address CUP structural enclosure, architecture, steam and hot water generation and distribution, cooling water generation and distribution, winter/summer boilers, economizers, cogeneration, fuel types and storage, physical security, systems reliability and redundancy, equipment accessibility, electrical power types, and all key related equipment that make a CUP function.

3. Provide a Discovery phase presentation to the PST that includes, at minimum, an executive summary of report findings, project deliverables for each phase of the SOW, major design issues, and critical elements learned during this Discovery Phase.

4. Prior to entering the POR Development phase, the Consultant shall develop the POR Development phase deliverables (i.e., 35%, 65%, Pre-Final, and Final), factoring in the outcome of the Discovery phase. This document shall include a complete list of deliverables and their level of completion for delivery for each submission. The Consultant shall finalize the POR Development phase deliverables by submitting and working with the COR and PST towards a consensus. Upon agreement by all parties, this document will become and used as the Project POR Submission Requirements.

B. POR Phase: Building on the information collected and decisions made during the Discovery phase, the Consultant shall develop a detailed POR document to establish all design requirements for CUPs. At a minimum, the POR shall be well organized and include the following components:

1. Graphical cover page

2. Table of contents

3. Acknowledgements

4. Introduction

5. Design criteria (see item 3 below for description)

6. Concept design narrative

7. Proposed building layouts

8. Equipment layouts

9. Outline specifications

10. Appendices:

i. Abbreviations and definitions

ii. Cost estimate

iii. Calculations

iv. Life cycle cost analyses

v. Technical details

vi. Equipment schedules

vii. Discovery phase final report

viii. Value Management Study Report

ix. Design checklist

x. References

Description of POR Component Deliverables:

1. Documents shall be developed to the greatest level of completion as required to clarify the design concept without having a specific site identified. In general, Project POR Submission Requirements defines the level of completeness for each design discipline. Any adjustments or exceptions shall be noted by the Consultant and confirmed by the PST prior to commencement of the POR phase.

2. The concept design templates shall be modular to allow variations in site adaptation. In cases where site specific requirements may dictate variations in equipment size and type for each utility (i.e. fire-tube boilers vs. water tube boilers; water boilers vs. steam boilers; steam absorption chiller vs. centrifugal chiller; etc.) the concept designs shall include optional modules for each variation.

3. Provide comprehensive Design Criteria to establish all requirements for designing new and renovation CUPs. The document shall be complete and, in enough detail, user friendly and concise with graphical images to elaborate the requirements. At a minimum, the following shall be included:

i. Complete narrative describing all criteria and guidance with the associated rational

ii. 2D (CAD) and 3D (REVIT) Graphical illustrations, i.e., floor plans, diagrams, isometric views, sections, elevations, and details.

iii. Information tables

iv. Full description of modularization for each system with established limitations

v. Structural and seismic adaptation

vi. Conceptual selection of architectural features

vii. Sizing Criteria/Sizing process (building and equipment)

viii. Provide a technical concept design narrative section including discussion of key design factors critical for the proper selection and application of each design concept inclusive of the following:

· References

· Location selection and adaptation

· Instruction on how to apply the developed concepts templates to a site-specific CUP design

· Discussion on how to scale each developed concept for a specific site

· Provide analyses to guide the CUP Designer on choosing proper type of CUP based on existing utilities available at the site. Consider all applicable site utility scenarios.

· Sufficient design guidance to the CUP designer in a narrative format

· Discussion on the identified options and their application

4. Provide related outline specifications to identify and describe the proposed materials and systems to be used in construction and establish in general their quality levels. Criteria should describe in enough detail to allow the cost estimator to prepare approximate quantities. Outline specifications shall not be confused with the listing of specification section titles.

5. Review all relevant existing VA master specifications and provide markups to update old and incorrect information as necessary. In case of missing information, provide additional specification sections as required.

6. Review all relevant existing VA design manuals and other documents and provide markups to update old information as necessary. The intent is also to consolidate all relevant CUP information currently scattered throughout the VA +websites and include in the new POR document. Once the POR document is complete and approved, VA will remove the extracted information in accordance with the Consultant’s markups and clean up the VA websites.

7. Provide required technical standard details to illustrate specific details for systems installation. The Consultant is required to review all related VA existing details and update as necessary for inclusion in the POR document. Develop and include additional details as required for proper CUP systems installation. All details shall be generated in CAD format and in compliance with VA CAD standards.

8. Review and update all relevant existing VA standard equipment schedules. Provide additional equipment schedules as required. Include all relevant equipment schedules in the POR document.

9. Recommend multiple viable options for each system for evaluation and comparison. Provide necessary calculations to size systems for cost comparison and life cycle cost analysis. At a minimum, provide three (3) options for steam boiler plant, three (3) options for water boiler plant, three options (3) for chiller plant, and three (3) options for cogen plant. All proposed options shall be reviewed and approved by the VA prior to evaluation.

10. Prepare complete construction cost estimate for each concept design and associated options. Cost estimates shall be in industry standard format and in enough details for life cycle analysis. The format and details of cost estimate and life cycle cost analysis shall be coordinated with and approved by VA.

11. Develop CUP design concept template drawings in 3D (BIM). Each concept design shall be stand-alone and developed to the requirements listed in paragraph A (Project POR Submission Requirements) and will include all necessary equipment and systems (e.g., fuel distribution, controls, pumps, piping, control room, etc.) to make the design concept complete and clear. Each concept design is intended to be a complete set of concept drawings for a specific CUP project adaptation. Prior to developing any concept designs, the Consultant shall review the following proposed concepts and offer their comments and recommendations to VA for review and approval. This review and approval process will provide the basis for ultimate selection of the project concept designs by VA, for development by the Consultant:

i. High-pressure steam fire-tube boiler plant and associated energy recovery systems

ii. High-pressure steam water-tube boiler plant and associated energy recovery systems

iii. Water boiler plant for heating with smaller steam boilers for other usage and associated energy recovery systems

iv. Centrifugal chiller plant and associated cooling towers with alternate steam absorption chiller, energy recovery systems and water side economizers

v. Cogeneration system >1MW in conjunction with both high-pressure steam concepts (i.e., concepts i and ii) and hot water concept, with options including gas turbine and reciprocating engine

Note: Each of the above concept designs shall include new dedicated emergency power generation system as required for a fully functional and 24/7 operation, as well as a comprehensive optimization controls system for chiller plant, boiler plant and other supporting systems for reducing overall energy consumption.

12. Prepare detailed standard Design Checklists by discipline to be used by the AE firm hired to design site specific CUPs. Submit the checklists for review, comment, and approval by VA.

13. Develop and conduct a Value Management (VM) Study.

i. The study will be a focused review of the Discovery phase report and 35% POR submission documents. The study will be a three (3) day workshop held at the VA CFM Headquarters, Washington, DC. The study will determine the best value recommendations from the 35% POR submission. The intent is to validate each recommendation is implementable, logical, and cost-effective. There will be a one (1) day follow-up resolution meeting, also held in the VA CFM Headquarters, Washington, DC.

ii. Personnel: The consultant shall include PM, a 3rd party Certified Value Specialist (CVS), Cost Estimator, and three (3) separate, independent engineers (SMEs). Provide (1) Mechanical, (1) Electrical, and (1) Energy engineer. These independent SMEs are a part of the Consultant team, but not directly involved with the POR development. These SMEs are meant to review the Discovery report and 35% POR submission documents and participate in the VM study. All engineers must meet the same experience and technical qualifications delineated in the scope. The consultant shall submit the independent SMEs’ qualifications to VA for review and approval prior to starting VM efforts.

iii. Qualification: The VM personnel (i.e., CVS, Cost Estimator and independent SMEs) shall have similar qualifications as the Consultant team (See Section I-GENERAL). Similarly, in addition to resumes, submit client references for VA verification, preferably five (5) references, but no less than three (3).

iv. Kickoff Meeting: The CVS shall provide presentation on the Value Methodology, its benefits, and its role in the project. This meeting will be held in the VA CFM Headquarters, Washington, DC, the day before the 3-day workshops is scheduled to start. Same personnel participation as in the workshop is required.

v. Progress Meetings: The CVS shall participate in the bi-weekly calls until the 35% POR phase is completed.

vi. Study: The team shall be comprised of PM, CVS, VA SMEs, Consultant team, Cost Estimator, and independent SMEs. Reference Attachment (1) – “Developing Design Guides with Value Management” for a full explanation on workshop procedure. Unless specifically noted otherwise, all the requirements included in this document are considered part of the scope for this project.

14. POR phase shall consist of four sub-phases: 35%, 65%, Pre-Final, and Final submissions. Each submission shall include an updated version of the narrative manual commensurate with the submission listed below. See paragraph A for the Project POR Submission Requirements.

i. 35% POR phase submission documents shall include graphic representations of proposed solutions. The 35% POR submission shall include all the items as indicated in the Project POR Submission Requirements.

ii. 65% POR phase submission documents shall develop the selected concept to the level of detail as required. The 65% POR submission shall include all the items as indicated in the Project POR Submission Requirements.

iii. Pre-Final (100%)/POR submission. The Pre-Final POR submission shall include all the project required items completed at 100% completion level for final review.

iv. The Final POR submission document shall meet all the requirements of the approved Project POR Submission Requirements inclusive of all resolved review comments from previous submissions. The Final submission will consist of the final POR documents for this project, which will be provided to other AE or Design Build (DB) firms to be used as design criteria and guidance for developing construction design documents for site specific CUP projects on VA Medical Campuses.

15. Provide a Pre-Final Executive Summary presentation to include, at minimum, project process overview, major design issues, and critical elements.

16. Provide a Final Presentation and Training as follows: The Consultant shall provide a Final Presentation and Training Video to show key elements of the POR document to VA staff, and key stakeholders. PowerPoint slides and videos will be uploaded to the Technical Information Library as training material for use by VA and public on how to use the POR. Videos shall include screen capture and narrative, using a step by step process, on how to use the POR as a guide and template for designing the VA CUPs. The video shall be in a format that can be posted on the TIL and other government websites. Prior to finalizing the training videos, the Consultant shall coordinate with the VA PST for approval.

Note: The final POR document which is inclusive of design criteria, concept drawings, outline specifications, and other relevant information will become the SMART-CUP Template. Considering the critical nature, quantity and scale of VA Medical Campuses, each document shall be carefully developed to a maximum completion and accuracy levels, while keeping in mind the goal of minimizing deviations from these design criteria and concepts due to site specific factors.

C. General Requirements:

1. Work shall be based on current VA Policies and Directives; VA Design Guides and Manuals (see: https://www.cfm.va.gov/til/TILSiteMap.asp); latest trends in design practices; the latest industry trends, federal mandates for energy and water conservation and sustainability; and all applicable codes and guidelines.

i. Coordination of all Discovery phase & POR phase work of staff and sub-consultants.

ii. Scheduling, leading, and documenting all meetings. VA PST shall assist as required to ensure VA staff participation.

iii. Establishing and maintaining the project schedule.

iv. Management of data, communications, documentation and deliverables.

v. Quality control. Consultant will be solely responsible for accuracy; compliance with governing codes & standards; avoidance of errors, omissions, and conflicts in documents. This includes checking graphic documents and proof reading all text prior to submission to VA. To ensure in-house review was conducted prior to submission, documents submitted shall bear the signature of the person responsible for review. Un-checked or place-holder documents will not be accepted. Peer review consultants will not be used for this task.

vi. Work collaboratively with CFM and other VA representatives to fully understand and be informed of the VA’s needs.

vii. Advise and provide the VA with recommendations of any current and future healthcare and industry trends, codes, and construction practices and materials relevant to this work. All advices and recommendations shall be in writing. All edits to the existing VA documents shall be through using the tracked feature to clearly highlight the changes proposed for VA review and approval.

viii. Provide an analysis of applicable codes and related issues that may critically affect the revision of the documents in this work.

ix. Provide succinct, direct, and precise language. Avoid technical jargon and lengthy/aimless language.

x. Proof-read all progress submissions to be free of format, grammar, and spelling errors before submitting it to VA.

xi. All data files, and access to user tools shall be provided to VA in the proper VA format, and media for VA unfettered distribution and use. Provide text in Microsoft Word and Adobe PDF formats; drawings and graphics in .DWG, DWF, RVT, and Adobe PDF formats; charts, formulae and data in Microsoft Excel and Adobe PDF; presentations in Microsoft Power Point. Final deliverables shall be compatible for TIL website publication.

xii. Comply with Section 508 of the Rehabilitation Act of 1973, and all other applicable laws, regulations and guidelines of authorities having jurisdiction and VA convention. Refer to http://www.section508.gov/. Section 508 requires that Federal Agencies’ electronic and information technology is accessible to people with disabilities. This work includes but is not limited to providing aptly descriptive text equivalent for informational non-text elements in documents (provide double quotes for non-informational images such as logos), identifying row and column headers, and using fonts that are readable by assistive technology. Documents delivered in Adobe PDF format must be viewable by Adobe Reader 7.0 or previous, must be tagged, and an accessibility report generated following a full check with all options included must have no potential accessibility errors identified by Adobe. Any errors identified must be repaired in the original document to render a clean accessibility report.

xiii. The Consultant shall retain the same SMEs throughout the course of this project. In case of SME’s departure from the hired firm, the Consultant shall ensure the new SME is equally qualified. Submit resume of the new SME for VA approval. The consultant is responsible for any inefficiency caused by change of staff. The Consultant must demonstrate required depth in SMEs to perform this task without any project delay resulting from loss of any staff.

xiv. Utilize English units of measurement with corresponding metric equivalents (soft-metric) units in brackets.

xv. The Consultant shall coordinate, communicate, and facilitate the project with VA staff and team members to:

a. Ensure that the deliverables are at their highest level of accuracy and consistency in terms of technical information and established format.

b. Confirm project scope, schedule, team members, participants, communications, documentation, and deliverables.

c. Create and maintain the project schedule. Update and distribute the project schedule monthly.

d. Prepare and distribute meeting and site visit agendas, minutes, and other meeting documentation, including teleconferences and other official activities.

e. The Consultant shall track and manage all review comments generated by the VA reviewers throughout the project. All comments and responses shall be in an Excel spreadsheet and well organized. It is the Consultant’s responsibility to coordinate with VA COR to ensure all comments are resolved prior to proceeding to the next deliverable.

f. The Consultant shall provide and maintain a sharefile system site for the project throughout the project. The sharefile system site shall be secure and accessible to all VA staff and team members. The site shall include all project information, including but not limited to, project deliverables, existing documents, project schedule, meeting notes and action items log, comments and responses, project staff directory, and photos.

xvi. Participate in meetings, electronic mailing, and telephone/conference calls with the PST.

a. Attend meetings with VA’s Workgroup in VA CFM Headquarters, Washington, D.C. as follows (Participation: PM, Architect, Mechanical Engineer, Electrical Engineer and Energy Engineer in person; Structural Engineer, Plumbing Engineer and Fire Protection/Life Safety Engineer via conference call.):

· One-half (1/2) day Kick-off Meeting.

· One (1) full-day Discovery deliverable review meeting. The meeting shall:

· deliver a presentation on information gathered throughout this phase.

· be held within 3 weeks after Discovery phase deliverable is submitted.

· Full-day progress/workshop meetings at Discovery phase and during 35%, 65% and Pre-Final (100%) submissions of the POR phase.

· One (1) one-day Executive Summary Pre-Final presentation.

· One (1) one-day Final Presentation and Training.

b. Value Management Study – Attend VM Kick-off meeting, Workshop and Resolution meeting in VA CFM Headquarters, Washington, D.C. as follows (In Person Participation: PM, CVS, Cost Estimator, and three (3) separate, independent Mechanical, Electrical, and Energy Engineer SMEs):

· One (1) full-day Value Management Kick-off meeting (held a day ahead of the Workshop, as part of the same trip).

· Three (3) full-days Value Management Workshop.

· One (1) full-day Value Management Resolution Meeting.

c. Monthly three-hour teleconference coordination meetings for the duration of the Period of Performance. These coordination meetings are intended to be working meetings to reach consensus amongst the VA PST and the Consultant’s staff. The topics of discussion will be developed collaboratively between the COR and the SMEs. The Consultant shall use WebEx or similar media to conduct these meetings efficiently. (Participation: PM, Architect, Mechanical Engineer, Electrical Engineer, and CVS for the entire session, while Structural Engineer, Plumbing Engineer, Fire Protection/Life Safety Engineer and other minor disciplines can be scheduled to participate for the segment discussing their related work. The CVS participation is limited to the POR 35% duration.)

d. Two (2) - hour teleconference progress meetings in between monthly meetings, one progress meeting between each two consecutive monthly meetings. (Participation: PM, Architect, Mechanical Engineer, Electrical Engineer, and CVS. The CVS participation is limited to the POR 35% duration.)

e. All meeting and site visit notes shall be prepared in detail by the Consultant, including meeting purpose, location, date, names of participants, action items with dates and by person, and all other important activities. The meetings and site visit notes shall be on templates developed for the project with sequential numbering system. The draft meeting notes shall be submitted within 3 days after the meetings/site visits for review and comments. The Consultant shall publish the final notes after the review and correction process.

xvii. Submit a proposed project schedule in Microsoft Project and PDF formats to the VA for review and concurrence at the Kickoff Meeting, including the following milestones at minimum:

a. Formal meetings, and/or tele-conference calls.

b. Site Visits as required in Section III, of this Statement of Work.

c. Time to review Pre-Design and design deliverables. A minimum of two weeks shall be provided.

d. Clearly define Discovery and POR phases.

e. Document submittals and VA review periods.

f. Executive Summary Pre-Final presentation.

g. Other events that require participation of VA personnel.

h. Include milestone meeting dates with other VA Consultants (if any).

2. Travel: All government rates apply. Travel to Washington, DC via airline or car rental is allowed, whichever is the lower cost. Commercial air travel or car rental shall be by economy class. Per Diem rates for meeting in the Washington, DC area apply. Travel by taxi or DC Metro is allowed when travel to DC is by airline.

IV. DELIVERABLES AND PERIOD OF PERFORMANCE

A. Discovery Phase:

1. Site Survey:

i. The Consultant shall coordinate, schedule and lead the entire effort with assistance from COR to identify the VA team members.

ii. The Consultant shall develop survey questions in a well-organized format to get input from VAMC engineering staffs on design & maintenance issues they experience. The questions shall be distributed ahead of each site visit, no earlier than 10 days prior to the trip.

iii. VA shall distribute the survey with a 10-day response time.

iv. The Consultant shall consolidate responses. This information shall be properly organized and documented in the Survey report.

v. The Consultant and VA PST shall jointly review responses and determine how they will be addressed.

B. Discovery Report shall:

1. Include Pre-Final and Final reports deliverables.

2. Include all survey walkthrough and interview notes collected, including all lessons learned. This information shall be presented neatly and clearly within the report.

3. Include the Consultant’s thorough analysis of the data collected and recommendations for the ideal concept design solutions to meet the goals of this initiative.

4. Address all structural, architectural, utility services strategies, features and components proposed to be included in the template design documents.

5. Identify the most universal configuration and most common variations that should be included as optional modules.

6. Include all the photos taken during the walkthroughs, properly referenced and labeled.

7. For each of the Deliverables:

i. For the Pre-Final report deliverable, the Consultant shall provide VA with twelve (12) sets of color hard copies and One set of (1) CD-ROMs at least fourteen (14) calendar days prior to the Discovery deliverable review meeting. All CD-ROM files shall be in their native format and in PDF, properly organized in folders.

ii. Revise the Pre-Final report to incorporate the comments and resubmit as Final two weeks after the Discovery phase meeting.

iii. For the Final report deliverable, the Consultant shall provide VA with Six (6) sets of color hard copies, and one (1) set of CD-ROMs which shall include all files in their native format and in PDF.

C. POR Phase: Deliverables shall include submissions of all documents associated with the new SMART-CUP Template, including the pre-final and final reports from the Discovery phase. Three (3) progress submissions (35%, 65% and Pre-Final/100%) and one (1) Final submission of all revised documents as listed in the Detail Scope of Work are required.

1. For each of the deliverables, the Consultant shall provide VA with twelve (12) sets of color hard copies and one (1) set of CD-ROMs at least fourteen (14) calendar days prior to the progress/workshop review meetings. All CD-ROM files shall be in their native format and in PDF, properly organized in folders.

2. For the Final submission of all documents, the consultant shall provide VA with six (6) sets of color hard copies, and two (2) sets of CD-ROMs which shall include all files in their native format and in PDF, properly organized in folders.

3. Copies of references used to support major planning and design concepts to industry technical information and documents, and/or specifications to support major planning and design concepts.

4. It is envisioned that the Task Order development process will be ‘review in progress’ to allow the entire project team to monitor and contribute to the development of the standards, reviewing, and tracking development progress. This ‘review in progress’ approach assists to minimize the comments and feedback at the time of Progress submittals thus streamlining the review required at the Progress submittal step.

5. Building Information Modeling (BIM) shall be utilized for generating all floor plan drawings (all disciplines), including building geometry and exporting floor plan views in compliance with the VA BIM (Revit) standards. This shall include defining the content and format of the file. Consultant shall document the content and format and present proposed template format to VA for approval. After approval of the content and format, the Consultant may start work. Details, diagrams, and tables can be in 2-D CADD (AutoCAD) format, also compliant with VA CADD standards. The Consultant shall expect to prepare, set up and organize all BIM and CADD drawings so that the master files in native format could be provided to other AEs for their use when developing construction documents for designing future site-specific CUP facilities. The Consultant shall perform quality control and submit test results from error and clash detection testing to ensure these documents are free of errors and clashes. The level of BIM development shall be recommended and discussed with the VA during the design fee negotiation. The Consultant shall include a detailed description of the BIM development for each discipline in the A/E BIM Project Execution Plan (PxP). The Consultant shall develop and include a preliminary BIM PxP as an attachment to their fee proposal. The PxP should be updated by the Consultant throughout the POR Phase with the VA approval. The Consultant and all partnering firms must assign personnel in all disciplines with thorough knowledge and extensive working experience with Building Information Modeling (BIM). The BIM portion of this project shall be managed by a single and qualified BIM Manager to oversee all BIM activities throughout this project. Submit personal resumes to demonstrate the staff BIM experience.

6. At completion of POR Phase, the concept design BIM models, including elements and assemblies, shall be developed to the levels required to properly illustrate the concept design intent. As a minimum, unless noted otherwise in this SOW document, all discipline BIM models shall be developed to LOD 300 level per 2017 Level of Development (LOD) Specification Guide published by BIM Forum. The model element for the following systems shall be developed at a higher level of LOD 350:

i. Boilers and associated appurtenances, including but not limited to: feed-water pumps, deaerators, tanks, blowdown separators, water softeners, chemical treatment system, burners, safety devices, meters, fuel train, and controls.

ii. Fuel oil system and associated appurtenances, including but not limited to: pumps, storage tanks, meters, filtration system, and controls,

iii. Chillers and associated cooling towers and other supporting appurtenances, including but not limited to: pumps, air separators, meters, and controls.

iv. Energy recovery systems and associated appurtenances.

v. Cogen system and associated appurtenances.

vi. Emergency generators and associated appurtenances.

7. All drawings shall be represented at an appropriate scale so that it can print on half-size drawings including title-block. Supporting miscellaneous sketches can be provided on 11”x17”, applicable to the Reports only. The entire POR document shall be in report format, no larger than 11”x17”, with hard cover sheets. Additional sets of half size drawings shall be provided separately as a supplement to each POR document produced in all POR phases. These half size drawings shall not be considered substitutes for the 11”x17” drawings within the POR documents. The half size drawing sets shall be of the same quantities as requested for the POR document submissions as noted above.

8. Floor plans shall show a two-dimensional representation of the rooms, to scale; it shall show equipment access, egress into rooms/spaces and all fixed and movable equipment. It shall also show all clearances and any other additional information per applicable Codes and Guidelines.

9. The entire concept design template documents shall be coordinated with among all disciplines, including but not limited to Architecture, Structural, Mechanical, Electrical, Plumbing, and Fire Protection/Life Safety, and their work shall be included to the same level of completion.

10. Create an outline of specifications needed to complete the design. Outline specifications shall not be confused with the listing of specification section titles. Condensed, but comprehensive, description of the systems material, quality, type, etc. shall be included. The Consultant shall identify any proposed edits, additions, or changes to VA’s Master Specifications.

D. Period of Performance: Contract term for this Task Order is 420 calendar days from the day of contract award date.

V. INDIRECT RESOURCES

A. Reproduction/Mailing: All submissions shall be forwarded directly to: TBD B. Invoices and any project management issues shall be forwarded to: TBD C. Travel: The Consultant shall comply with all applicable Federal Travel Regulations.

VI. ITEMS/ACCOMMODATION TO BE PROVIDED BY VA

VA will provide the following:

A. Current Standards, Criteria, Design Guides and other information available the VA Technical Information Library at: http://www.va.gov/facmgt/standard B. VA information not available on the above web site will be provided as requested.

C. VA will assist in identifying and contacting VA resource groups and individuals as requested.

D. VHA Boiler Plant Safety Device Testing Manual – Most Current Edition E. VA Directives

Statement of Work VA Central Utility Plant Program of Requirements

SECTION C - CONTRACT CLAUSES

C.1 52.203-99 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (DEVIATION)…