36C24120R0134_1.docx

Contract Opportunity Special Notice

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CONTRACTING OFFICE'S

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SOLICITATION NUMBER

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DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

NAICS CODE

CONTRACTING OFFICE

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POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

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GENERAL INFORMATION

ADDITIONAL INFORMATION

* = Required Field Contract Opportunity Special Notice

C1NZ

631-19-002 Upgrade Steam Distribution Phase 2 01053 36C24120R0134 N 541330 Department of Veterans Affairs

VA CENTRAL WESTERN MASSACHUSETTS HCS

Acquisitions-90 421 North Main Street Leeds MA 01053-9764 Heather Libiszewski-Gallien Heather.Libiszewski-Gallien@va.gov Heather.Libiszewski-Gallien@va.gov

SPECIAL NOTICE REQUEST FOR QUALIFICATIONS (SF-330)

NAICS Code: 541330 – Engineering Services (Small Business size standard $16.5 million dollars)

A. INTRODUCTION:

The VA Medical Center Central Western Massachusetts in Leeds, MA has a requirement for a Firm Fixed Price contract to provide professional Architect/Engineer (A/E) Design Services to evaluate the existing steam distribution system, build upon a newly upgraded distribution system and provide the steam distribution system upgrades mainly interior to building design, drawings, modeling, and specifications necessary for repair and replacement.

B. CONTRACT INFORMATION:

The VA Medical Center Central Western Massachusetts in Leeds, MA has a requirement for a Firm Fixed Price contract to provide professional Architect/Engineer (A/E) Design Services to evaluate the existing steam distribution system, build upon a newly upgraded distribution system and provide the steam distribution system upgrades mainly interior to building design, drawings, modeling, and specifications necessary for repair and replacement.

This acquisition is a Total Set-Aside for Service-Disabled Veteran Owned Small Business (SDVOSB) in accordance with VAAR 852.219-10 with NAICS Code 541330. Any subsequent award will require the firm to be registered in System for Award Management (SAM www.sam.gov) and the VETBIZ Vendor Information Pages (https://www.vip.vetbiz.va.gov/). VETBIZ will be used to determine SDVOSB/VOSB Status, therefore, firms need to be registered with the applicable NAICS Code of 541330 at the time SF330’s are submitted.

Prospective firms are reminded that in accordance with FAR 52.219-14, Limitations on Subcontracting, at least 50 percent of the cost of personnel for contract performance shall be spent for employees of the concern. SF330 packages shall address how each firm anticipates meeting these criteria. This requirement is in accordance with the Selection of Architects and Engineers as implemented in Subpart 36.6 of the Federal Acquisition Regulation and Subpart 836.6 of the VA Acquisition Regulation. All submissions will be evaluated in accordance with the evaluation criteria. A "short list" of the three most highly rated after initial source selection will be chosen for negotiations of a contract award. 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. Respondents are put on notice that firm(s) selected by the Selection Authority will be required to submit a Fixed Price Rate Proposal to include labor, overhead, profit, and other costs for this project for negotiation by the Contracting Officer prior to contract award. The negotiated agreement will be incorporated into the resulting contract.

C. THIS IS NOT A REQUEST FOR PROPOSAL:

This is a request for SF 330's Architect/Engineer Qualifications packages only. Any requests for a solicitation will not receive a response. No material will be issued and no solicitation package or bidder/plan holder list will be issued.

D. PROJECT INFORMATION:

Provide Architect/Engineer services to evaluate the existing steam distribution system, build upon a newly upgraded distribution system and provide the steam distribution system upgrades mainly interior to building design, drawings, modeling, and specifications necessary for repair and replacement.

E. EVALUATION SELECTION CRITERIA:

Each respondent’s SF 330 submittal package will be evaluated in accordance with FAR 36.6 procedures. The selection criteria, in descending order of importance will be as follows:

1. Professional Qualifications

2. Reputation & Standing of Firm

3. Specialized Experience/Technical Competence

4. Teamwork

5. Capacity

6. Past Performance

7. Capability and commitment

8. Location

F. SELECTION CRITERIA DESCRIPTIONS:

The selection criteria descriptions (1 through 8) are provided below.

1. PROFESSIONAL QUALIFICATIONS NECESSARY FOR SATISFACTORY PERFORMANCE OF REQUIRED SERVICES

Provide brief resumes of proposed team members who will specifically serve as the Project Managers and Designers of Record. In addition, provide resumes of other relevant team members or frequent subcontractor who will perform technical tasks under this contract including their record of working together. The Designers of Record shall perform and direct the design within their respective discipline and shall sign and seal the drawings. All Designers of Record must be professionally registered in their discipline. Each resume shall include a minimum of three (3) specific completed projects that best illustrate the individual team members experience relevant to this contract scope. All proposed team members and supervisors shall have the minimum education, training, and experience as is normally expected of a company actively providing the required services and shall have demonstrated experience to perform a project such as this within a VA Medical Center Hospital. Additionally, the firm shall address the criteria for meeting the Limitations on Subcontracting.

2. REPUTATION AND STANDING OF THE FIRM AND ITS PRINCIPAL OFFICIALS

Documentation supplied should allow the evaluation team to assess this factor with respect to professional performance, general management, and cooperativeness.

3. SPECIALIZED EXPERIENCE AND TECHNICAL COMPETENCE

Specialized experience and technical competence in health care facilities (to include joint ventures), including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.

This factor evaluates the amount of experience the AE firm has in designing similar types of steam upgrades and evaluating their technical competence. The factor includes an emphasis, where appropriate, on the firm's experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.

Provide a detailed narrative of up to 5 (maximum) relevant projects completed within the last 5 years, which best illustrate overall team experience relevant to this contract scope. List projects that demonstrate the teams experience with projects of similar size and scope to those to be performed under this contract; Emphasize any specialized experienced the firm has with steam upgrades (preferably at the VA or in a hospital environment.)

4. TEAMWORK

Documentation supplied should include specific experience and qualifications of personnel proposed for assignment to the project(s) and their record of working together as a team.

5. CAPACITY

This factor evaluates ability of the AE firm, given their current projected workload and the availability of their key personnel, to accomplish the design project in the required time.

The general workload and staffing capacity of the design office will be evaluated.

List current projects with a design fee of greater than $20,000 being designed in the firms’ office; indicate the firms’ present workload and the availability of the project team (including sub-consultants) for the specified contract performance period; and any impact that may have on taking on a new project with the scope of the steam upgrades design project.

Describe experience in successfully delivering projects per performance schedule, providing timely construction support, and successfully completing multiple projects with similar delivery dates; and if that workload would adversely impact a new project with the scope of the steam upgrades design project, then demonstrate how the firm intends to increase its workload capacity to complete this project.

6. PAST PERFORMANCE

NCO 1 will evaluate past performance on recent and relevant contracts with Government agencies (emphasis on VA work) and private industry in terms of cost control, quality of work, compliance with performance schedule and a record of significant claims against the firm due to improper or incomplete engineering services (references required).

a. Recency is defined as performance occurring within 5 years of the date of this Notice, except that ongoing projects must have begun no less than one (1) year prior to the issuance of this Notice.

b. Relevancy is defined as performance of work on projects that are similar in scope to the type of project anticipated under the resultant contract.

Respondents with no previous past performance shall so state when addressing the selection criteria. Documentation supplied should detail firms’ ability to work with government entities and design standards or similar relevant experience with other entities.

a. Provide a copy of all performance evaluations (A/E) issued for government contracts (as applicable). For non-Federal contracts, provide facility owner documentation of the firms’ performance issued on that contract. If known documentation exists, so state.

b. Provide accessible owner points of contact: name, title, address, telephone number, e-mail, and fax number and provide copies of awards and letters of appreciation/recommendation as desired.

Past Performance Questionnaires (Attachment 1 to this Notice):

a. Respondents shall complete Section A (General Information) of the Past Performance Questionnaire and provide it to NCO 1 representative as part of the SF 330 submittal package.

b. Respondents shall submit the Past Performance Questionnaire Sections B through D and the Cover Letter to each Contracting Officer (or customer contact equivalent) and Project Manager (or customer contact equivalent) identified in its SF 330 Section F, “Example Projects Which Best Illustrate Proposed Team’s Qualifications for this Contract”. Sections B through D of the questionnaire shall be completed ONLY by the contract customer.

c. The contract customer shall complete sections B through D of the Past Performance Questionnaire and shall submit it directly to NCO 1 by the SF 330 submittal package due date identified in the Notice.

d. Past Performance Questionnaire sections B through D will not be accepted from Respondents. Questionnaire sections B through D must come directly from the Respondent’s contract customer.

The Respondent bears the burden of providing relevant and timely references with accurate and current telephone numbers and addresses.

The Respondent is responsible for ensuring that the questionnaires issued by them are completed by the contract customer and submitted directly by the contract customer to NCO 1 no later than the SF 330 submittal package due date designated in this Notice.

Contract customer shall E-mail Past Performance Questionnaire Sections B through D.

Respondents are notified that NCO 1 may use any additional sources of information available to it regarding the Respondent’s relevant experience and past performance and consider the information thus obtained as part of this evaluation.

7. CAPABILITY AND COMMITMENT

The capability and commitment to provision accurate professional services. This factor includes determining customer satisfaction, project cost, and meeting project schedule by:

a. Reviewing the firms’ record on timeliness in replies to RFIs, review of submittals & shop drawings, periodic construction inspections, and timely completion of as–built drawings.

b. Determining the accuracy of professional services through a review of the history of services support, value engineering and any deficiencies which may have resulted in additional costs to NCO 1.

8. LOCATION

a. The A/E Firm must be generally located in the geographic area of the medical centers that comprise of the Leeds, MA VA Medical Center.

1. Please provide the address and distance of your closest office.

b. The A/E Firm must have general knowledge of the locality of the project.

G. QUESTIONS AND COMMENTS:

a. Questions and comments regarding this notice must be submitted by email only to the Contracting Officer Heather Libiszewski-Gallien at Heather.Libiszewski-Gallien@va.gov .

b. Oral questions will not be answered.

c. The deadline for questions is October 6, 2020 at 2:00pm EST.

H. SF 330 SUBMITTAL PACKAGE PAGE INSTRUCTIONS:

a. SF 330 submittal packages, including Past Performance Questionnaires, shall be submitted no later than 11:00AM EST on October 27, 2020.

· Respondents are responsible for ensuring SF 330 submittal packages, any revisions, and modifications are submitted by this time.

b. Qualified A/E firms are required to submit ONE (1) electronic copy via email to Heather.Libiszewski-Gallien@va.gov. If file size exceeds 7MB then firms are required to send multiple emails with a sequence stating email 1 of __.

SF 330 forms are available on-line at: http://www.gsa.gov/portal/forms/type/SF

c. Submission of information incorporated by reference is not allowed.

d. Prospective firms shall address all selection criteria factors within their submitted SF 330 package.

e. Submissions are limited to 85 pages.

i. Absolutely no photographs shall be submitted.

ii. Title pages and tables of contents, if applicable, are excluded from the page count limitation.

iii. Pages submitted in excess of the limitations specified in this Notice will not be evaluated by NCO 1.

f. Telephone or Fax inquiries will not be accepted.

I. SF 330 PACKAGE CONTENTS:

a. The SF 330 submittal packages shall consist of a completed SF 330 parts I and II, specific information addressing each of the EIGHT selection criteria described in this Notice; the additional information required by this Notice and past performance questionnaire section A.

b. Respondents are required to meet all requirements in addition to those identified as selection criteria

c. SF 330 submittal packages not consistent with the requirements and selection criteria of this Notice may be determined unacceptable and removed from consideration.

d. Any SF 330 submittal package, modification, or revision, that is received at the designated NCO 1 office after the exact time specified for receipt is “late” and will not be considered unless it is received before award is made, the contracting officer determines that accepting the late submittal would not unduly delay the acquisition; and—There is acceptable evidence to establish that it was received at NCO 1 installation designated for receipt of submittal packages and was under NCO 1’s control prior to the time set for receipt of submittal packages; or It was the only submittal package received.

J. SF 330 PACKAGE PREPARATION:

a. Qualified A/E firms are required to submit ONE (1) electronic copy via email to Heather.Libiszewski-Gallien@va.gov.

SF 330 forms are available on-line at: http://www.gsa.gov/portal/forms/type/SF.

b. Electronic copy shall be in searchable PDF format of the SF 330 parts I and II, questionnaire Section A and additional information requested by this Notice.

c. A cover sheet should be included, clearly marked with the Respondent's name, complete address with 9 digit zip code, phone number, e-mail address, DUNs number, date of response, title and Notice identification.

d. Information not provided elsewhere in the SF 330 submittal package shall not be incorporated by reference.

e. A table of contents shall be provided for ready reference to sections and figures.

f. SF 330 submittal packages shall be consistent with the following structure and formatted accordingly:

SF 330 PART I – CONTRACT – SPECIFIC QUALIFICATIONS

1. Sections A through D

2. Section E

3. Section F

4. Section G

5. Section H

6. Section I

7. Questionnaire section A only

8. Other additional information and attachments

SF 330 PART II – GENERAL QUALIFICATIONS

(Note: Respondents shall clearly label additional information and attachments).

K. FAR and VAAR:

The FAR and VAAR citations referenced in this Special Notice can be accessed via the following internet links: https://www.acquisition.gov/far/index.html

L. ATTACHMENTS TO THE SPECIAL NOTICE:

Attachment 1 – Past Performance Questionnaire and Cover Letter

Project Statement of Work

END OF SPECIAL NOTICE

ATTACHMENT 1 - PAST PERFORMANCE QUESTIONAIRE AND COVER LETTER

Complete one set of letters and forms for each project identified in your firm’s SF 330 Section F, Example Projects Which Best Illustrate Proposed Team’s Qualifications for This Contract. Additional space or blank sheets may be added to answer any question.

Transmittal

Letter to

Accompany

Past

Performance

Questionnaire

FROM: [Insert Company Official Name, Title, and Company Name]

SUBJECT: Past Performance Questionnaire for Contract(s):

[Insert Company Name] is currently responding to Department of Veterans Affairs (NCO 1) request for SF 330, Architect-Engineer Qualifications for a complete design for Upgrade Steam Distribution System-Phase II. This Request for SF 330’s requires respondents to identify customers and solicit their response regarding [Insert Company Name] performance.

[Insert Company Name] is providing past performance data to NCO 1 relating to our performance on contract [Insert contract name/number] and have identified [Insert name of reference] as the point of contact for this contract.

The request for SF 330 instructs that respondents provide customers with the attached questionnaire. Please complete the questionnaire and email it by 11:00AM EST on October 27, 2020 directly to the NCO 1 Contracting Office Contracting Officer.

E-mail: Heather.Libiszewski-Gallien@va.gov

The information contained in the completed Past Performance Questionnaire is considered sensitive and cannot be released to [Insert Company Name]. Please direct any questions about the acquisition or the attached questionnaire to the VISN 1 NCO point of contact identified above.

Thank you, [Insert Company Official Name and Title]

A. GENERAL INFORMATION

A-E FIRM TO BE EVALUATED:

Firm Name:

Address:

Telephone:

Email address:

Point of Contact:

Page 1 of

Firm Cage Code:

Firm Tax ID Number:

Firm DUNS Number:

Project Title:

Description of Project:

Description of A-E Firms’ Responsibilities:

Contract Number:

Dollar Amount:

Contract Period of Performance:

The A-E Firm performed as the Prime Contractor/Sub-Contractor/Consultant/Team Member

Percent of work performed by A-E Firm: Other (Please describe)

B. EVALUATOR INFORMATION:

Evaluator’s Company or Agency Name:

Address:

Evaluator’s Name:

Title of Evaluator:

Telephone:

E-mail:

C. SEND COMPLETED QUESTIONAIRE (SECTIONS B through D) TO:

E-mail: Heather.Libiszewski-Gallien@va.gov

D. PERFORMANCE INFORMATION: Choose the appropriate rating that most accurately describes the A/E’s performance or situation. PLEASE PROVIDE A NARRATIVE EXPLANATION FOR ALL RATINGS OF Marginal or Unsatisfactory on page 7 under Narrative Summary.

Corrective actions being taken by the contractor appear to be effective or Corrective actions taken were effective.

A-E FIRM’S NAME: PROJECT NAME:

Contract Period of Performance:

Note: Include this information on each page of the questionnaire form to ensure there is no mix up in information among contracts surveyed for respective primes/subs, etc.

Place an “X” in the appropriate column using the definitions matrix on page 4.

Item

FACTORS TO BE RATED

Design Services:

Follow-On Construction Support Services:

LEED (If Applicable):

BIM (If Applicable):

Owner’s Representative on Design/Build Projects (If Applicable):

Overall:

Number of A/E Design Errors & Omissions on Project:

Increased Project Cost Due to A/E Design Errors & Omissions:

CONTRACTOR’S NAME:

PROJECT NAME

Contract Period of Performance:

Note: Include this information on each page of the questionnaire form to ensure there is no mix up in information among contracts surveyed for respective primes/subs, etc.

NARRATIVE SUMMARY (Use this section to explain any rating from the previous page)

SCOPE OF WORK

VA Medical Center Leeds, MA Upgrade Steam Distribution System-Phase II

NO. 631-19-002

VA Central Western Massachusetts HealthCare System – VISN1 – Leeds

1.2 Project Title, Number and Location:

Project Title: Upgrade Steam Distribution System-Phase II Project Number: NRM No. 631-19-002

1.3 GENERAL

The VA Central Western Massachusetts Healthcare System (CWM HCS) plans to repair and where needed replace the steam distribution system on the Leeds Campus. This project is to correct deficiencies as well as upgrade the steam distribution system.

This contract request is for an Architectural and Engineer firm (AE) to evaluate the existing steam distribution system and to build upon newly upgraded distribution system campus wide and provide the steam distribution system upgrades mainly interior to building design, drawings, modeling, and specifications necessary for repair and replacement.

Existing hazardous conditions may include asbestos and lead paint. Abatement of these hazards should be included in scope.

1.4 PROJECT SCOPE OF WORK

This contract request is for an Architectural and Engineer firm (AE) to provide design drawings and specifications to complete Phase II of the Steam Distribution System Upgrade campus wide. The scope of work includes the requirement to map the existing steam distribution and controls system interior to buildings, including mixing valves, high/low pressure valve, control valves, regulators, coils (type identified), heaters, heat exchangers, gates, backflow devices, heat traps, and other necessary fixtures. This includes the following tasks, but not limited to:

a. Meet with VA Facilities staff, review existing drawings, and perform field work necessary to document/map the existing steam distribution and controls systems mainly interior to inside buildings at the Northampton Campus starting from the entry points.

b. All field work shall be scheduled at least 72 hours in advance with VA Facilities Management.

c. All buildings shall be surveyed.

d. All work shall be performed in accordance with VA Construction Safety Code and OSHA codes.

e. Investigate and identify the condition of the existing steam distribution and controls system interior to buildings. It should be determined if the part must be replaced, repaired or if it meets code.

f. Identify all abandoned steam piping to be eliminated as well as abandoned utilities within the project area.

g. Review code compliance of the system, trace and document the existing system inside buildings.

h. Review the steam system in regard to the VA standards and requirements.

i. Identify any issues regarding the steam distribution and controls to provide recommendations for any areas not in compliance.

j. Identify and recommend a simplified distribution system for building 1.

k. Map the existing distribution system to include pipe size, age and material. Distribution system should be modeled to display actual existing system. The following shall be included, but not limited to the items listed:

1. Heaters

2. Mixing Valves

3. Control Valves

4. Regulators

5. Heat Exchangers

6. Coils (identify types)

7. Heat Traps

8. High/Low Pressure Valve

9. Backflow devices

10. Gates

11. Other necessary fixtures

l. See the following FCA deficiencies that need to be addressed,

m. Provide bid drawings and specifications for bidding out the installation work.

n. Provide Phasing Plan. The phasing approach needs to incorporate work for applicable seasons.

o. In the drawing set include ICRA classification plan based on the anticipated level of disturbance and patient risk areas.

p. Proper Personal Protective Equipment shall be worn, as necessary to the task being performed and/or the area, where work is being conducted.

q. The Contractor shall wear visible identification issued by the VA at all times while on the premises.

r. Smoking is prohibited at the VAMC.

s. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

t. The performance period for this work is 180 calendar days after receipt of order.

The A/E shall use VA Program Guides, Design Manuals and Master Specifications in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government; s/he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

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

The A/E shall visit the project site to investigate the information shown on the Government Furnished drawings, record (asbuilt) drawings and other planning documents which are part of this contract. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual and other applicable VA requirements. It is the A/E's responsibility to research the existing Government documents, determine those that are applicable to the project and request copies from the Government; the Government will not perform a search of Government documents to determine the information that the A/E may need during design.

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

2.4 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be corrected under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

2.5 Asbestos: The proper identification of Asbestos to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos Assessment of the facility will be made available to the A/E. Additionally, proper asbestos abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

2.6 Lead: The proper identification of lead paint to determine removal during construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Lead Paint Assessment of the facility will be made available to the A/E

3. GENERAL DESCRIPTION of SERVICES — A/E shall provide the services indicated in this Overview, Supplement A, Supplement B and Volume C A/E Design Submission Instructions link: http://www.cfm.va.gov/til/ae/aesubmin.doc.

These services will be provided in distinct phases:

Conceptual – Preliminary User Group Meetings & Field Surveys 15% Submittal- Conceptual 35 % Submittal – Schematics 65% Submittal – “DD” Design Development 90% Submittal – “CD” Construction Documents 100% Submittal – Bid [Final] Documents Construction Period Services Project Close Out Submittal – “As-Built” Construction Documents

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at http://www.cfm.va.gov/til/projReq.asp and click on the VA National CAD Standard Application Guide link.

3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be Microsoft Operating System compatible and furnished on high quality CD/DVD disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed 30”x42” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2014. Drawing file names must relate to the VA project name, discipline and subject as approved by the VA Project Engineer. Drawings shall utilize world coordinate system with standard cross hairs. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

3.1.4 An independent fire safety and life safety review shall be accomplished at the 65% and 90% design submissions. An independent peer review will occur at the 90%. For all reviews AE needs to address comments and include any changes in the next submission. The VA reserves the right to do more frequent or other design reviews as required.

3.2.2 Electronic Files: All files shall be Microsoft compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc.).

3.3 Quantity and Cost Estimates

3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/ .

3.3.2 Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR KEEPING THE PROJECT DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA) SHOULD COST ESTIMATES EXCEED CONSTRUCTION FUNDING.

3.3.3. Proposed Phasing and Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. This project involves every building. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop, as required, a phasing plan that addresses this fact and assures smooth implementation of required construction.

3.4 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, design objectives, design assumptions and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

· Identification and discussion of all organizational and technical interfaces

· Design team members and their areas of responsibility

· Team members responsible for checking the design

· Team members responsible for checking the electronic files

· Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts

· Project Schedule showing key milestones and review periods

3.5.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/ .

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

3.5.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3.6.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule, but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.6.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

3.7 Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3.8 A/E Services during Construction – Construction Period Administration (CPA):

CPA Services shall include, but are not limited to, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions, manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP); cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

Attendance (phone in) at weekly construction meetings is required – plan for approximately 72. Site visits (24 minimum) as required and/or requested by the VA Project Engineer for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit; verification of as-built conditions from contractor supplied marked up prints, and preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently. IH services associated with any asbestos abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services to such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

4. INCORPORATED REFERENCES — the following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. Design Copies of these may be found on internet at http://www.cfm.va.gov/TIL/ .