36C24121R0046.docx

Contract Opportunity Sources Sought Notice

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE

DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

Required Field Contract Opportunity Sources Sought Notice

C1LB

Project # 650-20-102: Relocate Armed Forces Blvd.

06516 36C24121R0046 01-05-2021 11:00

EASTERN TIME, NEW YORK, USA

N

SDVOSBS

541330 Department of Veterans Affairs VA Connecticut 950 Campbell Avenue West Haven CT 06516 Drury Duval Drury R Duval Drury.Duval@va.gov 203-932-5711 Providence VA Medical Center (650) 830 Chalkstone Avenue Providence, RI 02908-4799

02908-4799

USA

Drury.Duval@va.gov

SOURCES SOUGHT NOTICE FOR QUALIFICATIONS (SF-330)

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

A. INTRODUCTION:

The VA Medical Center Providence, RI has a requirement for a Firm Fixed Price contract to provide professional Architect/Engineer (A/E) Design Services to develop complete drawings, specifications, cost estimates and construction period administration associated with relocating Armed Forces Blvd.

B. CONTRACT INFORMATION:

The VA Medical Center Providence, RI. has a requirement for a Firm Fixed Price contract to provide professional Architect/Engineer (A/E) Design Services to develop complete drawings, specifications, cost estimates and construction period administration associated with relocating Armed Forces Blvd.

The Magnitude of Construction is between $5,000,000 and $10,000,000.

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 develop complete drawings, specifications, cost estimates and construction period administration associated with extending chill water services.

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 designs 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 these type of designs (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 of this scope.

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 of this scope, 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 Providence, RI 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 Contract Specialist Drury Duval at Drury.Duval@va.gov.

b. Oral questions will not be answered.

c. The deadline for questions is December 17, 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 January 5, 2021.

· 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 Drury.Duval@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 Drury.Duval@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 QUESTIONNAIRE AND COVER LETTER

Complete one set of letters and forms for at least three projects identified in your firm’s Section F of the SF 330, which will 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

[Insert Company Name] is currently responding to the Department of Veterans Affairs (NCO 1) request for SF 330 request for SF 330, Architect-Engineer Qualifications for the “650-10-127 Perimeter Security Upgrade Redesign”. 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 January 5, 2021 directly to the NCO 1 Contracting Office Contract Specialist.

E-mail: Drury.Duval@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: ________________________ Telephone: __________________________ Address: __________________________ Email address: ________________________ __________________________ Point of Contact: ______________________

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: ____________________________ Evaluator’s Name: _____________________ Address: __________________________ Title of Evaluator: _____________________ __________________________ Telephone: __________________________

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

E-mail: Drury.Duval@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.

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:

NO

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)

A/E SCOPE OF WORK

VA Medical Center Providence, RI Relocate Armed Forces Blvd.

PROJECT 650-20-102

1. GENERAL:

Provide Architect/Engineer professional services to include design development, construction documents, specifications, cost estimates, construction period services and site visits.

1. PROJECT SCOPE OF WORK:

The A/E shall prepare design and construction documents, and provide construction period services to relocate Armed Forces Blvd. from its current location along Building 1 to a new location toward the easterly perimeter fence of the Providence VAMC site. This project includes the construction of approximately 3,000 linear feet of new road, removal and disposal of portions of the existing road, site lighting, retaining walls, landscaping, utility relocation, security requirements, drainage and surface water treatment, and all required ancillary work for the successful completion of this project. An existing surface parking lot will also be modified / expanded.

This project involves civil, geotechnical, environmental permitting, landscape, structural, electrical, and specialty work disciplines.

The following tasks shall be performed:

1. Obtain all local environmental permits required for the construction of the new roadway and associated work.

1. Prepare a topographic and utility survey of the project site to the extent needed for the development of design documents.

1. Conduct surveys, perform investigations, meet with staff to ensure the new construction meet the needs for the proposed road, and prepare documentation of all existing conditions necessary for the design and construction of this project. This involves fully investigating exterior underground utilities through use of ground penetrating radar, test pits, and non-destructive exploritory measures to locate depths and types of utilities for connections or for relocation. The VA will provide information based on past and current projects, however, verification is the responsibility of the A/E. Provide for the relocation of exterior utilities in the design.

1. Using the results of initial site investigations and surveys, prepare conceptual designs of at least 3 alternative layouts for presentation to and discussion with Providence VAMC staff; revise one or more of the layouts to respond to VAMC staff comments until VAMC staff select a preferred alternative.

1. Prepare design documents based on the preferred alternative concept design selected by VAMC Providence.

1. Subsurface Utility Survey – Existing utility systems within project area to be mapped under this Work Element include water, natural gas, telephone, fiber optics, cable television, electrical, storm drainage, steam, and sanitary sewers. The A/E shall engage a qualified licensed Subsurface Utility Engineering (Consultant) Firm, to provide utility designating, locating, and mapping services. The firm shall perform work in accordance with CI/ASCE Standard 38-02: Standard Guidelines for the Collection and Depiction of Existing Subsurface Utility Data. The final report shall accurately display the location of underground utilities at the appropriate quality levels in the project area and be signed and sealed by a licensed professional engineer. The level of quality of the located information provided shall be based on the sound judgment of the subsurface utility engineer in charge of the project, based on relative congestion of utilities and potential conflict areas. All utility information shall be surveyed, compiled as a distinct layer in AutoCAD 2017 or later format, and submitted to the A/E for inclusion on the project design drawings.

The Consultant is to conduct GPR investigations in the project area to locate underground utilities such as, telephone, electric, gas, water, fiber optics, cable, storm drain, sewer, and other communication lines. The investigation shall attempt to identify the location, depth, and the type of utility that is detected.

The Consultant is to conduct GPR or geophysical studies to identify and delineate voids under the surface of the ground. The Consultant shall utilize electromagnetic induction technology in conjunction with the GPR to help locate metallic pipes, live electrical currents, or signals from live communications wires. The Consultant may offer to provide other proven, non-invasive, underground locating services for consideration by the VA.

1. Conduct subsurface explorations and laboratory testing to determine the geotechnical characteristics of the soils at the site of the proposed roadway; prepare a report of findings and make a recommendation for roadway structure.

1. Prepare designs and construction documents for design and for all engineering necessary for a completed project, to include but not necessarily be limited to the following disciplines:

· Civil/Site engineering

· Landscape Architecture

· Geotechnical engineering

· Structural engineering

· Electrical engineering

· Specialty work.

· Environmental engineering

1. Prepare project construction phasing plans

1. Prepare construction cost estimates

1. Prepare project construction schedules

1. Prepare project submittal registers

1. Conduct a survey and identify asbestos and other hazardous materials for abatement. Provide for abatement of any hazardous materials that are impacted by construction.

1. Meet with VAMC staff to make progress presentations, to discuss design approach, and to respond to inquiries during the design phase of the project

1. Attend a Pre-Bid meeting for the project.

1. Respond to inquiries and requests for clarification during the construction contract solicitation period of the project.

1. Attend a Pre-Construction meeting.

1. Provide an evaluation of the construction cost of the apparent low bidder or best qualified proposer.

1. Review and approve submittals from the construction contractor. (optional service)

1. Respond to inquiries and requests for clarification during the construction of the project (Optional Service).

1. Prepare supplementary construction documents and cost estimates for any construction modification or change order required (Optional Service).

1. Make periodic visits to the project site during construction, when requested by the VA (Optional Service).

1. Conduct a final inspection of the substantially completed project (Optional Service).

1. Provide record drawings of the completed construction project (Optional Service).

The A/E shall be responsible for the entire design of this project, including confirmation of existing conditions, investigation for the presence of hazardous materials, and a corresponding abatement plan. The A/E shall prepare written limitations on construction operations and include these construction limitations in the construction documents. Such limitations on construction operations shall ensure the continued safe operation of the existing hospital during construction of the project.

Prepare an infection control risk assessment in accordance with Infection Control Policies and Procedures of this VAMC for each portion of the existing facility that is impacted by the project. Revise the risk assessment until the VAMC concurs with the results of the risk assessment. Prepare a detailed infection control plan for the construction contractor to follow, based on the results of the risk assessment. This plan shall be based on medical center infection control policies and shall be site specific for the areas involved in the project.

The design must include a construction phasing plan that minimizes any negative effects to the normal operations of the medical center. Any disruptions to existing operations of this VAMC that are proposed by the A/E must be approved by the VAMC.

Provide for Interim Life Safety Measures (ILSM) in the design of the project that are necessary during construction to comply with NFPA 101, The Life Safety Code throughout the construction of the project.

Coordination, Constructability, Phasing and Maintainability

CDs are developed to be constructed, and their development must address the issues of coordination, constructability, phasing and maintainability, all which impact construction schedule, cost and operations.

Coordination is required to ensure that the documentation of all disciplines, and of the documents within each discipline (plans, sections, details, specifications, Basis of Design) agree with each other, convey the same information, and do not have conflicts. It is a requirement that A/E dedicates the appropriate time and staff to fully review and ensure coordination of all project documents before submission to avoid request for information (RFI), change orders and delays.

Constructability is the ease and efficiency of the construction process. All construction documentation must be reviewed to optimize constructability by eliminating or minimizing potential obstacles, including incompatible systems, untried techniques or details, overly long-lead items, uncoordinated or incomplete CDs or overly complex phasing.

Phasing is the planned sequential construction of portions of a project so that areas come on-line and/or off-line in stages for the benefit of building operations or occupancy. The A/E must work with Project Officers to eliminate or simplify phasing where possible. The A/E shall develop clear and concise phasing documents for all disciplines so that the work during and at the end of all phases is complete and coordinated.

Maintainability means the facility is designed and constructed in a manner which promotes efficient and high-quality maintenance procedures with minimal impact to facility function and operations. The A/E must review design concepts for maintainability with facility personnel early in the project to obtain their input. A facility design with maintainability as part of its central planning will result in increased user satisfaction, greater equipment longevity and lower life cycle costs.

1. PROJECT FUNDS LIMITATION:

The construction magnitude for this project is between $5,000,000 and $10,000,000.

1. PROPOSED SCHEDULE:

Start Design: As indicated in the Notice to Proceed (NTP).

Concept Design Documents due: 77 calendar days from NTP.

30% Design Documents due: 126 calendar days from NTP.

60% Construction Documents: 215 calendar days from NTP.

90% Construction Documents: 304 calendar days from NTP.

Final Construction Documents: 365 calendar days from NTP.

Proposed schedule accounts for required VA Review periods.

5. COST ESTIMATING REQUIREMENTS:

a. The A/E shall develop a detailed construction cost estimate, which will be developed simultaneously with each stage of the design and shall be submitted at each stage of the review process. The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified, and a reasonable approximation of the required details can be arrived at.

b. The cost estimate shall be broken down into labor, material and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Fire Protection, and Electrical. The work grouped under each major discipline shall be placed into the appropriate VA Master Construction Specification Division using Master Format 2004 (MF04).

c. Each sub-component of an assembly must be identified separately, and each component of that sub-assembly's cost must be listed in R. S. Mean’s format. In addition to the printed copy, the A/E shall submit the estimate in Excel electronic spreadsheet format on CD ROM.

d. As construction costs for the Providence, Rhode Island, area is substantially different from other areas, particularly Boston, the A/E is required to confirm each section with appropriate databases, manufacturers, sub-contractors, and general contractors to ensure that the various sections are accurate. Also, as the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes. The A/E will determine actual local overhead and profit mark-ups. These factors shall be presented in the following manner: The overhead and profit will be carried in separate columns together with each line-item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and therefore will carry across to the totals column to be included in the "Grand Total". Therefore, the "Grand Total” number should reflect the anticipated low bid from a qualified general contractor.

e. The construction cost estimate for this project shall be prepared in conformance with the VA Manual for Preparation of Cost Estimates for Hospital Projects and VA Program Guide PG-18-15.

1. PLANNING INFORMATION/STANDARDS:

a. General Codes and Standards: The applicable portions of Government criteria in conjunction with industry standards shall govern the design and preparation of contract drawings, specifications, cost estimate, and design analysis. The design shall also satisfy applicable State of Rhode Island criteria. Emphasis is placed on the following documents that establish minimum requirements. This includes but is not limited to the following:

1. AASHTO Roadside Design Guide (latest edition)

1. Manual on Uniform Traffic Control Devices (latest edition)

1. International Building Code (latest edition)

1. National Fire Protection Association 101 Life Safety Code, (latest edition)

1. International Plumbing Code (latest edition)

1. National Standard Plumbing Code (latest edition)

1. The National Electrical Code (latest edition)

1. Architectural Barriers Act Accessibility Standards (ABAAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to ABAAS

1. United States National CAD Standard and VHA National CAD Standard Application Guide

1. VHA Program Guide 18-1, Master Construction Specifications

1. VHA Program Guide 18-3, Design and Construction Procedures

1. VHA Program Guide 18-4, Standard Details and CAD Standards

1. VHA Program Guide 18-10, VA Design Manuals

1. VHA Program Guide 18-12, VA Design Guides

1. VA Manual for Preparation of Cost Estimates and Related Documents

1. Physical Security Design Manual for VA Facilities

1. VA Signage Design Guide

1. VA Parking Design Manual

1. VA Site Development Design Manual

1. Providence VAMC Design & Construction Standards

The A/E shall obtain all data necessary to prepare the design documents required. The A/E shall confirm all existing conditions and field verify the as-built drawings provided by the VA. The A/E is wholly responsible for both the accuracy and the level of completeness of the final product and failure to verify information is not acceptable. Information (drawings and other documentation) provided to the A/E by the VA or any other government source shall be used for reference only.

b. Environmental Regulatory Permits - Responsibilities for environmental permits include:

1. The designer shall contact the appropriate Federal, State, local, and interstate pollution and environmental control agencies to determine the permits required and the procedures and documentation necessary to obtain them. A written record of each such contact shall be prepared and furnished within five working days to the Project Manager with copies to all parties involved.

1. Where formal documents are required to be submitted to obtain permits, the designer shall prepare all such documents and provide them in a "ready for signature" condition. This includes necessary copies of the plans, specifications, design analyses, and other required supporting documentation. After review by the VA and comment incorporation, the corrected documents will be forwarded by the VA to the installation for signature by the appropriate official and submission to the appropriate agency. Permit requirements shall be ascertained and documented by the designer during the Concept Design stage.

1. The designer shall provide the following information and data for each required permit with the Concept submittal:

1. Permitting authority (State, local, etc.).

1. Type of permit required (construction, operation, etc.).

1. Procedure and time necessary to complete the permit application.

1. Fees required.

1. Statement that the project is covered by variances or that permits are not required. If a variance is required, the procedures for obtaining the variance shall be provided. If a permit is not required, reasons and supporting justification (i.e., cite State, local, and/or other regulations) shall be furnished.

1. An evaluation of all State and/or local regulations to determine if monitoring devices are needed. Where required, monitoring devices shall be included in the project design.

1. The designer shall provide the completed permit applications not later than the Interim submittal or 60 days prior to the Final submittal, whichever is earlier. Permit applications shall be ready for signature by the appropriate official and submission to the approving authority.

1. With the Final submittal, the designer shall provide all supporting documents, plans, and specifications. The designer shall also have accomplished the necessary coordination to obtain permit application approvals.

d. NEPA Compliance: Complete the VA’s NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use and similar projects will have a significant impact on the environment. Conduct additional environmental reviews as required by the results of this initial evaluation. Ensure the project complies with NEPA requirements in accordance with VA practices and policies.

e. NPDES Compliance: The NPDES storm water program requires construction site operators engaged in clearing, grading, and excavating activities that disturb 1 acre or more, including smaller sites in a larger common plan of development or sale, to obtain coverage under an NPDES permit for their storm water discharges. Rhode Island is authorized to implement the Storm water NPDES permitting program. Operators of regulated construction sites are required to develop and implement storm water pollution prevention plans and to obtain permit coverage from the State of Rhode Island. Comply with Rhode Island Pollution Discharge Elimination System (RIPDES) Storm Water Discharge Associated with Construction Activity:

1. For any construction project that will disturb greater than one (1) acre ( including but not limited to, clearing, grading, excavation, and filling) but less than five (5) acres requires the submission of a Notice of Intent (NOI) in accordance with Part III.A.9 & 10 of the RIPDES Regulations. The proper forms can be found by following the below link and clicking on “Notice of Intent” in the Table of Contents: http://www.dem.ri.gov/pubs/regs/regs/water/ripdesca.pdf

2. For any construction project that will disturb an area equal to or greater than five (5) acres, authorization to discharge will only be granted upon notification from the RIDEM after review of the NOI and Storm Water Pollution Prevention Plan.

f. Storm Water Control: Comply with Title IV, Subtitle C, Section 438 of the Energy Independence and Security Act of 2007: This act provides that "the sponsor of any development or redevelopment project involving a Federal facility with a footprint that exceeds 5,000 square feet shall use site planning, design, construction, and maintenance strategies for the property to maintain or restore, to the maximum extent technically feasible, the predevelopment hydrology of the property with regard to the temperature, rate, volume, and duration of flow. Consider the storm water generated by the project and design the project to Natural Ground Cover (i.e. Forest like) conditions. Documentation required by the A/E to meet these conditions include:

· A site evaluation and soils analysis

· Calculations for the 95th percentile rainfall event

· Site design and storm water management practices incorporated into the design.

· Design calculations for each storm water management practice

· Volume of storm water managed by each storm water management practice implemented above

· Operations and maintenance protocols implemented in the design to manage storm water

7. MEETINGS:

The A/E shall attend meetings at the time and place requested by the Contracting Officer or his Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Contracting Officer or his Representative. Meetings shall include the following:

a. Pre-Design Meeting - The A/E shall meet with the Contracting Officer and/or his Representative (from Facilities Management Service), and, if applicable, the Using Service's Representatives, to determine project requirements, the arrangement of the areas, and to clarify the scope of work.

b. Design Review Meetings – The A/E shall attend meetings with the Contracting Officer and/or his Representative (from Facilities Management Service), and the Using Service's Representatives during field investigations and for review conferences as needed to advance progress of the work. As a minimum, attend one review conference after each submission of the project design documents.

c. Attend one Pre-Bid meeting and one Pre-Construction meeting.

8. DESIGN SITE VISITS:

The A/E shall visit the proposed project site to obtain the details and specifics of the relevant existing field conditions in order to fully complete the work of this project without omission. Such visits shall include a thorough inspection of normally inaccessible areas such as overgrown areas. Where necessary, A/E shall arrange to have areas cleared to examine the conditions to provide complete drawings. Arrangements for visits to make inspections should be made by contacting Facilities Management Service, at least 48 hours before the visit.

9. ANSWERING INQUIRIES & ISSUING AMENDMENTS:

The A/E shall provide prompt answers and recommendations to inquiries made by the Government. In the event of error or omission, The A/E shall issue design amendments to the project documents to clarify the documents. Those amendments required to correct omissions or errors made by the A/E shall be at no additional cost to the Government.

10. QUALITY ASSURANCE/QUALITY CONTROL

The A/E is responsible for the quality of the project design. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Submit a detailed QA/QC Plan within 14 days of NTP describing each step that will be taken during the development of the various phases of design. The A/E shall include all sub-consultants in the QA/QC Plan. The plan shall include a process where a senior member of the firm verifies compliance with all elements of the firm’s QA/QC Plan.

11. DESIGN SUBMISSIONS:

The A/E shall retain file copies of all items forwarded to the Contracting Officer or his Representative under various design review submissions. Intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development. The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or his Representative. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage.

The A/E is advised that in accordance with VAAR 836.606-73, the total cost of the contract for preparation of contract drawings and specifications services must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities.

a. Design Analysis (Basis of Design): Provide design analysis, in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified), (1) the scope of work (as the A/E understands it) with the specific objectives of the project, (2) the applicable Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage, (3) any preliminary design calculations prepared by each design discipline (architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary), (4) reports of site visits, (5) meeting minutes, (6) results of assessments and evaluations of alternative designs, and (6) all other relevant data. The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E.

b. Drawings: Base all original drawings on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/8" = 1 '0", where necessary, and generally 1/4" = 1'0" or larger when possible to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawing as "XREFS" bound to the drawing for submission purposes and final issue only. All other usage shall be drawing from a common Master Set, daily if required, from a source maintained on the architect’s master database.