36C24121R0088.docx

Contract Opportunity Sources Sought Notice

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C1DA

689-21-211 Steam and Condensate Distribution System 06516 36C24121R0088 03-07-2021 14:00

EASTERN TIME, NEW YORK, USA

N 541330 Department of Veterans Affairs Network Contractin Office (NCO1) 555 Willard Avenue Newington, CT 06111 Robert M Clark Jr Contract Specialist robert.clark15@va.gov 860-682-2815 Department of Veterans affairs VAMC West Haven 950 Campbell Ave West Haven

CT

06516 SOURCES SOUGHT: The VA Medical Center West Haven, CT has a requirement for a Firm Fixed Price contract to provide professional Architect/Engineer (A/E) Design Services for a complete design package for the Upgrading the Steam and Condensate Distribution System Phase 3. This is not a Request for Proposal; this is a Sources Sought document only.

The NAICS code is 541330 and the small business size standard is $16.5 million. Interested SDVOSB, VOSB and SB firms must indicate their interest to the Contracting Officer no later than 10 calendar days from the date of this notice via email to robert.clark15@va.gov.

The following information is requested in response to this notice:

(1) If an interested firm is an SDVOSB or VOSB, evidence of verification in Vet Biz as an SDVOSB or VOSB firm under NAICS code 541330;

(2) A positive statement of your intention to submit a proposal in response to a solicitation for this project;

(3) Evidence of your experience in A/E Services in health care facilities.

(4) Evidence of your experience in A/E Services Upgrading Steam Distribution Systems or similar types of work/facilities.

(5) Evidence your firm has experience with a complete design of utility upgrades within an occupied medical building;

(6) Proof of professional liability insurance required to cover the amount of this project;

(7) Magnitude of Construction is Between $5,000,000 and $10,000,000

All information must be submitted in sufficient detail for a decision to be made on the availability of interested SDVOSB, VOSB or SB concerns. Failure to submit all information requested will result in a contractor not being considered as an interested SDVOSB, VOSB, or SB concern. If adequate interest is not received this action will not be set-aside. Interested firms may reply via e-mail to robert.clark15@va.gov. Firms must be registered in the System for Award Management (SAM). Visit www.sam.gov to register in this database. SDVOSB or VOSB firms must be verified by the Center for Veteran Enterprises (CVE).

DISCLAIMER

This source sought is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this notice.

ATTACHMENT

SPECIFICATION

CLARIFICATION

AND

REQUIREMENTS

Ver. 8 1/10/2019

SPECIFICATION REQUIREMENTS & CLARIFICATIONS

1. Ensure project number and title are referenced correctly in the specifications and on the drawings. (Match to project application)

2. General Conditions, 00 72 00, are no longer used in Government projects and have been replaced with General Requirements, 01 00 00. Ensure Project Specifications do not reference General Conditions 00 72 00 and incorporate General Requirements, 01 00 00.

Keyword search: “General Conditions”, “00 72 00”

3. Reports: Many times Project Specifications refer to additional reports such as a Geotechnical Report or an Asbestos/Lead Report, but the Project Specifications have not necessarily included the report. Ensure the applicable reports are included and incorporated in the specifications.

Keyword search: “Report”

4. Guarantee Period Services: Guarantee Period Services are not permitted by Contracting requirements. Do not include this section for any Construction Project. Ensure the section is not included in the project specifications. Ensure Guarantee Period Services are not referenced or specified in any specification section.

Keyword search: “Guaran”, “Guarantee”, “Guarantee Period Services”, “GPS”

5. Emergency Service: Emergency Service as written into TIL spec 28 05 00, 28 26 00, and 28 31 00 are similar to Guarantee Period Services or Emergency Repair Services and are not permitted by Contracting requirements. Ensure Emergency Service (i.e. Emergency Repair Services) are not referenced or specified in any specification section.

Keyword search: “Emergency Service”

6. Warranty of Construction: The Warranty of Construction language shall be included in the General Requirement 01 00 00. If it is not included add the following paragraph at the end of section 1:

1.xx Warranty of Construction

A. All work shall be warranted for a period of one year, as specified under Warranty of Construction FAR clause 52.246-21, to be free of any defect in equipment, material, or design furnished, or workmanship performed by the Contractor or any subcontractor or supplier at any tier.

B. Contractor shall also, as specified under Warranty in FAR clause 52.246-21, obtain all warranties that would be given in normal commercial practice executed, in writing, for the benefit of the Government.

C. This contract shall be subject to all parts of FAR clause 52.246-21 and it’s Alternate I.

7. Retained by VA: Ensure the VA is not responsible for hiring or retaining Industrial Hygienist, commissioning agents, inspection and testing firms, etc. Commissioning services is part of the A/E scope of work. The Contractor shall be responsible for retaining the inspection and testing firm, and an Industrial Hygienist if needed.

Keyword search: “By VA”, “Retained by VA”, “By others”, “By owner”

8. Completion Time: Ensure the Completion Time for the entire project is included within the Statement of Work. If there are any Deduct Alternates or Alternates that impact the Completion Time, it shall be provided with the description of the deduct items in the specifications.

9. Deduct Alternates: Ensure Deduct Alternates are not included in any project other than a Minor Construction Project unless stipulated in the A/E SOW of non-Minor projects. Minor project guidance requires that deduct alternates equivalent to 10% of the authorized construction budget be included in the design. If a deduct alternate requires a substitution, ensure the substitution is included in the specifications and detailed and quantified with the plans.

10. Regular Hours: Ensure regular working hours are clearly defined within the Project Specifications. (to include Off hours work and Phasing)

11. A/E Firm Reference: Ensure the project specifications do not include the name of the A/E firm, including in the header and footer. Ensure the header includes the Solicitation Number (Contracting will provide, when available) for the Construction Project and the Footer shows the page numbers.

12. Spec Writer Notes: Ensure specification writer notes are addressed. Specification writer notes are included within the Project Specifications as an indication/note to the AE Firm that requires their input when designing the project. Also any “//” found within the Project Specifications implies there is a choice or option that must be selected. Adjust the specification as required and remove all specification writer notes and all occurrences of “//”.

SPEC WRITER NOTES:

1. Delete between //______// if not applicable to project. Also delete any other item or paragraph not applicable in the section and renumber the paragraphs.

13. Check references – When the specification lists references to other spec sections, confirm the referenced sections are included or the reference is removed as appropriate. (i.e. Coordinate with Section 01 33 23, SHOP DRAWINGS, PRODUCT DATA, and Section 01 45 29, TESTING LABORATORY SERVICES.)

14. COTR Reference: Ensure COTR is replaced with COR, Contracting Officer’s Representative throughout the Specifications.

15. Ensure all documents have been spell checked.

16. Specification Corrections/Updates

· Add e-cigarettes, vape devices, and similar items to the No Smoking policy.

· Mechanical press fitting shall only be used on pipes 2” in diameter and smaller. Mechanical press fittings are not allowed on Hydronic pipes.

· RIDOT Standard 9.9.0 shall be included in the plans when the project includes site work. Anti-tracking / dirt debris clean up on roads and the Contractors responsibility shall be addressed in the specifications.

· The Structural Engineer of Record should review the need for radiographic testing of welds. If the tests are not critical, the testing requirement should be removed.

· Operation of diesel powered boom lifts adjacent to hospital for long periods of time often results in odor and fume complaints. Include a statement in the specifications that the VA requires the use of a zero emission boom lift for work within 50 feet of any occupied structure at no additional cost to the government.

· Update the specifications to indicate that any sampling and testing of soils shall be conducted in accordance with a sampling and testing plan developed by the Contactor and approved by the VA. The Contractor shall coordinate sampling and testing with the VA in order to ensure the VA has the opportunity to observe the sampling process.

· Check the Technical Information Library (TIL) for most current specifications. Incorporate latest specifications from TIL.

17. Cost Estimates

· Ensure all GC costs are accounted for in Division 1.

· Ensure Division 1 costs are carried for the full period of performance.

· Check latest index used for estimate, for any necessary adjustments.

--END--

SUPPLEMENT “B” ARCHITECT-ENGINEER (A/E) SERVICES

TITLE OF A/E CONTRACT:

Name: Upgrade Steam Distribution System Phase 3, Project # 689-21-211

A/E CONTRACT WORK:

Provide A/E Services for survey, design, construction documents, and existing record-drawings update work for theUpgrade Steam Distribution System Phase 3, Project # 689-21-211at VA Connecticut Healthcare Systems, West Haven Campus and inline with the specification under the “Specification for A/E Contract Work”Section.

SPECIFICATIONS FOR A/E CONTRACT WORK:

PART 1 - GENERAL INFORMATION

1.1 General Statement ofServices

The A/E shall provide all services in accordance with the requirements, schedules, guidance and information contained or referenced herein for the project listed below. All contract work shall be performed in accordance with contract documents and with the procedures outlined in PG-18- 15, Volume C, A/E Submission Instructions for Minor and NRM Construction Projectshttp://www.cfm.va.gov/TIL/. The Master Specification and all other VA Technical Information can be found at this web link.

PROJECT TITLE: Upgrade Steam Distribution System Phase 3

PROJECT NUMBER:689-21-211

PROJECT LOCATION: VA Connecticut Healthcare System, West Haven Campus ESTIMATED CONSTRUCTION COST (ECC):Not to Exceed $5,700,000

1.2 Project Description:

Provide A/E Services to upgrade the steam & condensate system in buildings 1 & 2 and back to the boiler room and incorporate the phase 2 improvements to replace systems not replaced. Work will plan to make modifications and repairs to the steam piping system primarily within Building 1’s Crawl Space Areas and Building 2’s Crawl Space Areas and other levels.

1.3 Scope of A/E Services Contract:

This contract shall provide A/E services for on-site survey, design, construction documents and existing record-drawings update work for this project.

The A/E shall develop design drawings, with cost estimates and phasing plans, for at least two options if it is argued or determined that distinct and practical options are available. Exceptions are allowed per review with the Project Manager and in compliance with the exception allowed under Section 1.4.3 VA Standards (specific reasons for the desired change and benefits expected).

Scope of Work for A/E Services

Page:

/8 The scope of contract work includes: 1) developing an effective work plan, 2) conducting steam piping system, equipment and related facility condition assessments & investigations through available drawings, documentations and on-site surveys, 2A) consultant shall put special emphasis into verifying what actually got done by the Phase 1 & 2 projects. There is concern about the accuracy of the drawings. 3) determining condensate steam return pump sizing require and associated required modifications (steam pressure reducing, flash tanks, etc.) to meet facility’s average and peak demands, 4) determining replacement and corrections requirements for leaks in existing piping system, 5) determining repairs and/ or operational modifications requirements to address restrictions in existing piping system [condensate return separation, etc. and relocation or replacement of pressure reducing stations to accessible space in B1 from the crawlspace], 6) determining steam piping system’s insulation repairs and/ or replacement requirements, 9) determining system requirements to monitor and track proper system operation (i.e. temperature, flow rates, potential steam flashing, trap failure indications) with installation of monitoring points to the existing Johnson Controls BAS system. 10) determining demolition & repairs requirements, 11) determining abatement requirements and conducting asbestos & other environmental assessments & investigations through available drawings, documentations and on- site surveys, 12) developing cost estimates, 13) developing construction phasing plans, 14) performing project design, drawings & specifications work, 15) identify sanitary line replacements and sanitary debris removals solutions impeding access to repairs, 16) plans for replacement of crawlspace lighting systems. 17) Vendor shall have special capabilities to enter the confined spaces of the crawlspaces to complete their investigations and surveys, 18) replace pressure reducing stations, 19) place & design sump pump systems to de-water crawlspaces, 20) providing VA with the complete bidding Construction Documents (including all appropriate details, calculations and cost estimates).

1.4 AdditionalRequirements:

1.4.1 VA Supplied Data: All VA supplied data shall be coordinated and any variationsindesign shall be justified in a writtenreport.

1.4.2 Resubmission of the Work:In each submission, the A/E shall resubmit the revised materials (which shall include revisions as necessary in response to comments made by theVA based on the review of priorsubmission.)

1.4.3 VA Standards:The A/E shall use the VA Construction Standards in preparing Schematic, Design Development, and Construction Documents for the project. However, should the A/E determine that a deviation from such standards and specifications is necessary or beneficial tothe Government; the A/E shall promptly submit a request in writing to the Contracting Officer for permission prior to making the deviation. The request shall include an explanation of the specific reasons for the desired change and benefitsexpected.

1.4.4 Accuracy of Planning Information:The A/E shall visit the project site to investigate the information shown on the Government-Furnished drawings, record (as-built) drawings and other planning documents which are part of this contract. This information may be the best available, however the Government does not guarantee its accuracy or completeness. TheA/E investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG 18-10.

1.4.5 Discrepancies in Planning Information: The A/E shall promptly report to theContracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments for this work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E’s failure to report any such discovered discrepancy or to wait for Contracting Officer’s determination shall be at his risk andexpense.

1.4.6 Reviews: The number of VA reviews of the work shall be as indicated in theSubmission and Completion Schedule. VA review of the A/E’s work product shall not be construed by either party to relieve the A/E from its professional responsibility to execute drawings, specifications and all other work submissions with due care and in accordance with acceptable professional standards andregulations.

1.5 Points ofContact:

Government points of contact for this project at the VA Connecticut Health Care System are:

Project Manager: Deane Bruce Tel (203) 809-4205

Contracting Officer:

Tel

PART 2 - CONTRACT REQUIREMENTS

2.1 Design Services:

2.1.1 The A/E's standard contract requirements shall include preparation of thefollowing documents for the project for each applicablediscipline:

(1) Inspection report(s)/evaluation of existing facility’scondition(s).

(2) Two conceptual designs as discussed in 1.3 above (if applicable).

(3) Inspection(s)/data/ survey(s) of existing steam piping systems and insulation repairs requirements (including piping repairs due to leaks,etc.)

(4) Design Analysis (Basis of Design andCalculations)

(5) Detailed Cost Estimates at 33%, 66%, 90% and 100% design progresslevels.

(6) Drawings including check points (see A/E Guide) at levels shown in (5)above

(7) Specifications at levels shown in (5)above.

2.1.2 Submittal requirements for drawings, specifications, cost estimates, design analysis, etc. are described in this A/E Contract WorkSpecifications.

2.2 SPECIALIZEDSERVICES:

2.2.1 Engineering Services:

2.2.1.1 Meetings (with Meeting Minutes) asRequired:

XA/E Orientation MeetingXA/E Kick-Off Meeting XSchematics/Layouts Presentations and Sign-OffsXDesign Development Presentations XVA “Design Team” Review Meetings XFinal Design Review & Sign-Off Meeting

2.2.1.2 Site Investigation & Reports asRequired:

XExisting Conditions Survey & Site Investigation ReportXUtility Shutdown Needs Report XAsbestos Samples/Analysis, Abatement Needs ReportXLead Samples/Analysis, Abatement Needs Report _Other Environmental Needs Report

2.2.1.3 Other Services asRequired:

XEnvironment Improvement Design XImpact & Construction-Required Swing Space Developments & Cost EstimatesXEconomic/Energy Efficiency (Life Cycle Cost) Analysis XPrinting, Reproduction and MailingXTravel and Subsistence XOther Services as Requested

2.2.1.4 Misc. asRequired:

XSubmittal Presentations and ReviewsXConsultation Services XDesign Field Visits and SupportXRecord Drawings

2.3 DESIGN MILESTONESCHEDULE:

2.3.1 Beginning from the Project Award date or Notice to Proceed (NTP) date whichever is issued first, the A/E shall attend the VA “Design Team” & Other Meetings and providethe Government with the design submissions & responses on or before the dates required by VA.

2.3.2 Submission and Completion Schedule: The planned submission and completion schedule is asfollows:

Office.

Notes:

1. The above schedule is for guidance only and it may be adjusted to meet the needs of the VA Medical Center for obligation of funds and other consideration. The schedule is exclusive ofthe government design reviewtime.

2. All work (except for construction phases) under this A/E Services contract is expectedto be completed within 240 days after the NTP(Notice To Proceed) is issued by the VA Contracting Office.

2.4 DISTRIBUTION OF DESIGN DOCUMENTS

2.4.1 The A/E shall forward all information using the transmittal letters provided in the A/E Guide.

2.4.2 Submissions shall be distributed primarily by electronic means. Any materials necessary to be mailed by prepaid air freight/scheduled flight/bus courier/mail service as appropriate to the following organizations and in accordance with the distribution schedule. The A/E shall insure thatcompleteaddresses are shown on the exterior of all letters andparcels:

Engineering/Mail Stop #138

950 Campbell Avenue.

2.4.3 DISTRIBUTION SCHEDULE # 1 (During the Design WorkPhase)

2.4.4 DISTRIBUTION SCHEDULE # 2 (Final Design Documents)

Final

Guide Specs (Div 1-15), Cover Sheet, table of Contents

2.4.5 DISTRIBUTION SCHEDULE # 3 (Construction BidDocuments)

Bidding Documents

NOTE: Submission requirements listed above are in addition to Meeting Minutes, and responses to comments and proposals required during the course of the contract.

Additionally:

1. Regulated/Hazardous Materials:SeeAppendix Abelow titledEnvironmental Assessment – Scope of Workfor specificrequirements.

2. Safety Plan:VA construction projects have requirements for the A/E to establish a safety plan per OSHA, AIA, and VA guidelines. The A/E shall specify the applicable standards and method of plan development for both the area of work and the interaction of the work within the facility. Infection Prevention Measures shall also be included in the Safety Plan. The A/E shall also be responsible for developing their own safety for all site investigation, which shall include asbestos awareness training and procedures when encounteringasbestos.

3. Quality Control Plan:The A/E shall specify the applicable standardsandmethod of development for a Quality Control Plan. The A/E shall not be responsible for the development but only for identifying and specifyingthe appropriate reference standards. The A/E shall also specifically identify appropriate standard forms for Quality Control inspections that will become part of the overall plan.

4. Utility Shutdowns:The VA has a mandatory requirement to obtain approval for utility shutdowns. The A/E shall provide a list of all utility shutdowns required for this project and identify and define the procedure for each shutdown in the Construction Schedule Gant Chart described further below. This will include, but not be limited to, steam and plumbing modifications. The A/E shall provide estimated time of each outage and provide a narrative to the impact of the shutdown.

D. Site Survey:The A/E shall conduct an on-site survey to verify as-built conditions. The existing space is designated a Confined Space and thus a Confined Space Entry Plan must be submitted and approved prior to entry into thespace.

E. Code Study:The A/E shall conduct a code study to determine code compliance oftheexisting space and any redesign.

F. Construction Cost and Bid Alternates:The A/E shall provide a design for this project taking into account phasing. At least 20% of the estimated cost/scope of the project shallbe identified as deductive bid alternates to provide some flexibility at the time of construction bid. The specific deductive items shall be developed at the 65% design submission and finalized at the 100% designsubmission.

END OF SUPPLEMENT B