36C24425R0026.docx

SUBJECT*

NRM | 503-22-103 Replace Patient Lifts Design (VA-25-00020719)

GENERAL INFORMATION

Veterans Health Administration

James E. Van Zandt Medical Center

2907 Pleasant Valley Boulevard

Altoona PA

CONTACT INFORMATION

Network Contracting Office 4 1010 Delafield Rd.

Pittsburgh, PA 15215

POINT OF CONTACT*

Contract Specialist Amanda Murphy Amanda.Murphy5@va.gov

(717) 821-1396

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

This announcement is for the selection of an Engineering Services (ES) Firm for Replacing Patient Lifts design services for the Department of Veterans Affairs, Altoona VA Medical Center located in Altoona, PA.

James E. Van Zandt Veterans’ Administration Medical Center 2907 Pleasant Valley Boulevard Altoona , PA 16602 The Government intends to award a single Firm Fixed Price Contract. All potential offerors must provide a SF 330 containing all required information listed below. The form format must be the General Services Administration SF 330 found on the website https://www.gsa.gov/reference/forms/architectengineer-qualifications Forms Library.

CONTRACT SCOPE: The A/E will furnish design services, technical specifications, working drawings, cost estimates, as-built drawings, construction period services, and site visits for Project No. 503-22-103, “Replace Patient Lifts”. This project scope includes but is not limited to replacing all the patient lifts not scheduled for replacement under current projects (Renovate 4th floor, Renovate Specialty Care, Expand Outpatient Clinic for PACT) at James E. Van Zandt Medical Center and (5) CBOC’s. This is a critical project as the majority of lifts are past their serviceable life. Design work includes but is not limited to: Perform a complete site survey to evaluate existing conditions, research, and presentation on appropriate systems for use at our station, means and methods of installing new system, coordinating phasing of project, assembly and review of construction documents, specifications, As-builts and closeout procedures and construction period services. Site Survey to include James E. Van Zandt Medical Center and all (5) CBOC locations (Indiana, Johnstown, State College, Huntingdon, DuBois). Phasing shall be incorporated into the design to maintain ongoing use of the main building no.1 during construction, minimize patient/office staff disruptions and coordinate infection control, safety and security related items. Must have experience providing drawings in Autodesk’s AutoCAD Architecture, MEP 3D, and Revit. Expected design services may require any combination of the following: Title I – Site Investigation Services, Title I - Design Services, and Title II – Construction Period Services.

This contract is being procured in accordance with the Brooks Act as implemented in Federal Acquisition Regulation (FAR) Subpart 36.6, Veterans Administration Acquisition Regulation (VAAR) 836.6 and the Veterans Administration Acquisition Manual (VAAM) Part M836. The firm will be selected for presentations based on demonstrated competence and qualifications for required work. This contract is set-aside 100% for Service Disabled Veteran Owned Small Business’s (SDVOSB) capable of completing work under the North American Industry Classification System (NAICS) code 541330. The small business standard is $25.5 million dollars.

The AE Firm cannot also be awarded the construction contract resulting from the AE effort.

Period of Performance is 180 days.

Expected magnitude of construction: $2,962,701.00 SUBMISSION REQUIREMENTS: Interested firms having the capabilities to perform this work must submit an electronic copy of Standard Form 330 (SF 330). Standard Forms 330’s must be received no later than 4:00 PM on December 10th 2024. The submittal packages are to be sent to the following:

Email submission of the SF 330 are to be submitted to Amanda Murphy at Amanda.Murphy5@va.gov.

Additionally, the submissions must include an insert detailing the following information placed at the front of the Submission.

1. SAM Unique Identity Number

1. Tax ID Number

1. The E-mail address of the Primary Point of Contact.

1. A copy of Errors and Omissions Insurance Policy for the SDVOSB Prime.

1. A copy of the firm’s Pennsylvania State Licensure for the SDVOSB Prime or a statement indicating how the provided drawings will be sealed by a PA licensed Engineer.

1. A statement indicating what office the Engineering Services firm will utilize as its primary design office.

Special Note: An Engineering Services Firm failing to provide any of the documentation detailed in the Pre-Solicitation Notice may be determined as Non-Responsive and may not be considered.

Please note this is not a request for proposal. Eligible responses received will be evaluated and the most highly qualified will be compiled on a shortlist of candidates who will be contacted for an interview. For the evaluation, Professional Qualification and Specialized Experience factors are significantly more important than the other six factors which are listed in descending order of importance.

I. AE SELECTION BOARD GUIDE CRITERIA

1.) There are eight evaluation factors for each firm. Professional Qualification, Specialized Experience, Past Performance, Capacity to Accomplish Work, Location, Reputation and Standing of the Firm, Record of Significant Claims, and Specific Experience and Qualifications of Personnel as a Team. Detailed evaluation guidance is offered for each factor in the attached A-E Selection Board Guide Criteria. The adjective coded system uses the adjectives and associated definitions listed in the table below.

Outstanding: Firm has excellent ability to meet project requirements.

Good: Firm has good ability to meet project requirements.

Acceptable: Firm has average ability to meet project requirements.

Marginal: Firm has a minimum ability to meet project requirements Unacceptable: Firm does not meet project requirements.

Note: All ratings are not used for each factor. Some more objective factors simply use Outstanding, Acceptable, and Unacceptable.

2.) The Professional Qualification and Specialized Experience factors are significantly more important than the other six factors which are listed in descending order of importance.

3.) The determination of a firm's overall rating shall be made in accordance with the following guidance. A firms rating in the two key areas (Professional Qualifications and Specialized Experience) establishes the maximum overall rating a firm can receive. To determine a firms overall rating, determine the lower of the Professional Qualifications and Specialized Experience rating and go to that adjective. Then determine if at least three of the secondary factors are rated Outstanding to sustain that rating or if the secondary factors indicate the overall rating should be decreased to the next lower rating.

Outstanding: If Professional Qualifications and Specialized Experience are both Outstanding and at least three of the six remaining factors are Outstanding, else Good.

Good: If Professional Qualifications and/or Specialized Experience are Good and least three of the six remaining factors are Outstanding, else Marginal.

Acceptable: If Professional Qualifications and/or Specialized Experience are Acceptable and at least three of the six remaining factors are Outstanding, else Marginal.

Marginal: If Professional Qualifications and/or Specialized Experience are Marginal and at least three of the remaining six factors are Outstanding, else Unacceptable.

Unacceptable: If Professional Qualifications and/or Specialized Experience are Unacceptable.

4.) The initial evaluation of the packages should determine which firms are the most highly qualified firms. The Selection Board shall produce a list in the order of preference with a narrative explanation supporting the order of preference. Where firms are rated the same adjective, credence will be given to the descending order of importance. The Source Selection Authority will then select no less than three (3) but no more than (6) firms for interviews, unless a logical break in the rankings occur. For example, if (7) firms are rated Outstanding the seventh firm will be given an interview. Upon, completion of interviews the Selection Board will then rank the interviewed firms from most highly qualified to least highly qualified. Negotiations will begin with the most highly qualified firm.

A. EVALUATION FACTORS

1. Professional Qualifications necessary for satisfactory performance of required services: This is intended to evaluate the personnel and their related qualifications. The key positions should include Project Managers, Quality Assurance Manager, Architects, Structural Engineers, Electrical Engineers, Mechanical Engineers, Fire Protection Engineers, and Interior Designers. Firm should indicate whether these personnel have professional certifications in particular field, i.e. PE in Mechanical Engineering.

RATE UNACCEPTABLE: The firm has less than eight of the key positions on staff and in house or subcontracted. Or three or less of the personnel are certified/licensed in their field. Or less than five of the personnel indicated have at least seven years of experience working on projects similar to the type anticipated under this contract.

RATE MARGINAL: The firm has at least eight of the key positions on staff and in house or subcontracted and of those personnel at least four personnel are certified/licensed in their field. Additionally, at least five of the personnel indicated have at least seven years of experience working on projects similar to the type anticipated under this contract.

RATE ACCEPTABLE: The firm has at least nine of the key positions on staff and in house or subcontracted and of those personnel at least five personnel are certified/licensed in their field. Additionally, at least five of the personnel indicated have at least eight years of experience working on projects similar to the type anticipated under this contract.

RATE GOOD: The firm has at least ten of the key positions on staff and in house or subcontracted and of those personnel at least five personnel are certified/licensed in their field. Additionally, at least five of the personnel indicated have at least ten years of experience working on projects similar to the type anticipated under this contract.

RATE OUTSTANDING: The firm has at least eight of the key positions on staff and in house and of those personnel at least five personnel are certified/licensed in their field. Additionally, at least five of the personnel indicated have at least ten years of experience working on projects similar to the type anticipated under this contract.

2. Specialized Experience and Technical Competence in the type of work required: This factor evaluates the experience of the firm and design team in completing projects requiring skills similar to those anticipated for this contract. This may include general renovation of medical center space to include architectural changes of walls, ceilings, floors, finishes, masonry, doorways including hardware, plumbing including storm sewer, sanitary, hot and cold water, Heating, ventilating, Air conditioning (HVAC) to include, package units, variable air and constant air volume terminals with reheat, Variable frequency drive air handlers, steam and condensate piping, primary and secondary electrical circuits, digital controls, fire protection to include sprinkle system, central fire and security alarms, audio paging systems, asbestos abatement and all work to return space to finished, functioning condition. Experience providing drawings in 3D. Designing general construction of new space to include structural work, roofing, exterior walls, site work, site utilities and work as stated above. Design of specialty construction may include tuck pointing, asphalt paving, elevators, complete key system, large centrifugal chillers and Boiler controls. Extra consideration may be given for experience designing projects for Department of Veterans Affairs Facilities.

NOTE: Ensure that projects listed were completed by the firm as the prime contractor and not as a subcontractor or projects completed by key personnel while employed by another firm.

RATE UNACCEPTABLE: The firm has nearly no experience completing projects of a similar type as necessary for this contract.

RATE MARGINAL: The firm has limited experience completing projects of a similar type as necessary for this contract.

RATE ACCEPTABLE: The firm has adequate experience completing projects of a similar type as necessary for this contract.

RATE GOOD: The firm has good experience completing projects of a similar type as necessary for this contract.

RATE OUTSTANDING: The firm has significant experience completing projects of a similar type as necessary for this contract.

3. Past performance on contracts with Government agencies (Particularly Department of Veterans Affairs) and private industry in terms of cost control, quality of work and compliance with performance schedules.

Note: Project Past Performance information for projects performed shall be evaluated as either Relevant or Not Relevant. Not Relevant projects shall not be evaluated.

The following definitions apply:

Relevant: Past/Present performance efforts involve the magnitude of effort and complexities which are essentially what this contract requires.

Not Relevant: Past/Present performance efforts involve none or significantly less magnitude of effort and complexities which are essentially what this contract requires.

Currency: For the purposes of this contract, currency is performance occurring within the last seven years from the posting of the contract synopsis. Projects which are not current shall not be evaluated.

RATE UNACCEPTABLE: Performance did not meet some contractual requirements. There were problems, some of a somewhat serious to serious nature. Contractor's corrective action was sometimes marginally effective to ineffective. Probability of success is questionable with an unacceptably high degree of risk in meeting the government’s requirements.

RATE ACCEPTABLE: Performance met most contract requirements. Adequate quality. Problems may have been identified however; contractor usually took adequate corrective action. Fair probability of success with an average degree of risk in meeting the government's requirements.

RATE OUTSTANDING: Performance met contract requirements and exceeded many to the Government's benefit. Problems, if any, were negligible and were resolved in a timely and highly effective manner. Excellent probability of success with overall very low degree of risk in meeting Government's requirements.

4. Capacity to accomplish the work in the required time: this factor evaluates the ability of the A-E firm to, given their current projected workload and the availability of their key personnel, to accomplish the project in the required time.

RATE UNACCEPTABLE: The firm's past history or current/projected work load indicates that the firm does not have the capacity to accomplish work in accordance with standard design schedules. OR Limited depth at the key positions would result in poor capability of completing multiple projects at one time.

RATE ACCEPTABLE: The firm's past and the current/projected workload indicate that the firm has the capacity to accomplish the work in accordance with standard design schedules. OR The firm has limited depth at many of the key positions that would result in limited capability of completing multiple projects at one time.

RATE OUTSTANDING: The firm's past and the current/projected workload indicate that the firm has the capacity to accomplish the work in accordance with standard design schedules. The firm has depth at many of the key positions that would allow for the completion of multiple projects at one time.

5. Location in the general geographic area of the project and knowledge of the locality of the project: This factor evaluates the response time from the A-E firms design office from the location of work (James E. Van Zandt VA Medical Center). The personnel identified as the design team staff are expected to work in the design office identified for evaluation of this factor.

NOTE: Time will be measured from the James E. Van Zandt Medical Center, Altoona, PA via car to the firms indicated office where the work will be performed as indicated on mapquest.com.

RATE UNACCEPTABLE: Firm cannot be on site within 8 hours of notification.

RATE ACCEPTABLE: Firm can be on site within 8 hours of notification.

RATE OUTSTANDING: Firm can be on site within 4 hours of notification.

6. Reputation and standing of the firm and its principle officials with respect to professional performance, general management, and cooperativeness.

RATE UNACCEPTABLE: Past performance information indicates that the firms professional performance and management practices have been lacking and as a result low quality products are produced or the firm had shown a trend of lack of customer service and of being uncooperative when dealing with design issues.

RATE ACCEPTABLE: Past performance information indicates that the firm's professional performance and management practices have normally produced high quality products and that the firm shows a record of being somewhat customer service oriented and cooperative when dealing with design issues.

RATE OUTSTANDING: Past performance information indicates that the firm's professional performance and management practices have consistently produced high quality products and that the firm shows a record of being extremely customer service oriented and cooperative when dealing with design issues.

7. Record of significant claims against the firm because of improper or incomplete architectural and engineering services.

RATE UNACCEPTABLE: Record indicates that the firm has had six or more claims filed for errors and omissions within the previous three years prior to the due date of Standard Form 330's.

RATE ACCEPTABLE: Record indicates that the firm had no more than three claims filed for errors and omissions within the previous three years prior to the due date of the Standard Form 330's.

RATE OUTSTANDING: Record indicates no more than one claim filed for errors and omissions within the previous three years prior to the due date of the Standard form 330's.

8. Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.

RATE UNACCEPTABLE: Project team shows no evidence of every having worked together on any projects.

RATE ACCEPTABLE: A few of the members of the project team have worked together on projects RATE OUTSTANDING: The majority of the team members of the project team have worked together on projects.

II. GENERAL

A. INTRODUCTION

1. This document contains information and minimal submission requirements for contract documents specified in the A/E contract.

a. The A/E will make a copy of all information required for design services, using the James E. Van Zandt VA Medical Center’s copier in Building 2 and acquire, via the A/E’s own time and expense VA design standards to accompany the Scope of Work for the project. The Department of Veterans Affairs will not expend any of its own time or expense to assist in this work.

2. The Department of Veterans Affairs (VA) may contract with an Architect/Engineer (A/E) for any portion of a design: Schematics, Design Development, Construction Documents, or a combination of these.

a. For projects where the VA is contracting for Schematics Documents only, Schematics and Design Development Documents only, or Schematics, Design Development, and Construction Documents, the VA will provide the Design Program (if available), Facility Development Plans (if available), and VA design standards to accompany the Scope of Work for the project.

b. For projects where the VA is contracting for Design Development and Construction Documents only, the VA will provide the Schematics Plans and VA design standards to accompany the Scope of Work for the project.

c. For projects where the VA is contracting for Construction Documents only, the VA will provide the Design Development Plans and VA design standards to accompany the Scope of Work for the project.

3. Coordinate all activities with the VA Medical Center (VAMC). Hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed. The project Contracting Officer Representative (COR) will be apprised of all communications and work by the A/E for this project.

4. Final approved Schematic documents shall be the basis for the development of the Design Development phase. Likewise, final approved Design Development documents shall be the basis for the development of the Construction Documents phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next phase.

5. VA will review all submittals for functional and aesthetic relationships.

6. Provide a design narrative/analysis for each technical discipline (e.g., architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

7. Provide individually packaged bound drawings and CD (in REVIT and Microsoft Excel and Word formats) containing each unit specified in the "Distribution of A/E Materials" section. Submit instructions on the use of the information along with a complete listing of all layers that are used.

8. Provide computations and sizing calculations for electrical, mechanical (HVAC, plumbing, and steam), sanitary, structural and fire protection designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

9. Provide individually packaged drawings for each submission to each unit specified in the "Distribution of A/E Materials" section.

10. Submit a complete set of final approved drawings and specifications (Bid Documents), and CD Containing the bid documents in REVIT, and Microsoft Excel and Word formats, incorporating all revisions, within 21 days after completion of the 95% Construction Document stage. Submit instructions on the use of the CD along with a complete listing of all layers that are used.

11. At each review stage, the A/E shall complete their own value-engineering review.

12. Submit final drawings (Bid Documents) CD to be used with the Revit and AutoCAD versions at the VAMC. Submit instructions on the use of the disks along with a complete listing of all layers that are used.

13. At all submissions, the A/E shall complete the attached Fire Protection Outline and Fire Safety Inspection Report (some parts of this outline might not be applicable: wherever this is the case, the A/E shall so indicate for each line item) as referenced on the VA’s Technical Information Library. This is to be submitted after each subsequent submission. These directions are to be followed by the A/E with the exception that the first point of contact shall be the COR. Everything mentioned herein shall be both in hard copy and on CD. Also, at 60% and 90% submission, VA will perform a third-party fire/life safety review and provide finding to the A/E.

14. The A/E will be required to coordinate the design with VA staff that would be involved with construction (i.e. doctors, managers, and other staff responsible for any work area to be involved in construction [i.e. normal workflow disrupted]) such that there would be least disruption of normal workflow.

15. The A/E will include a separate fee for construction period services. The A/E will review all submittals, and the A/E will have appropriate representatives available for the following:

16. Prior submission plans are not subject to change at the request of the Medical Center staff without proper justification and approval of the COR or Contracting Officer.

17. In each submission, the A/E shall resubmit the material specified in the prior submission, revised according to the comments made by the VA at the prior review. “The A/E shall return all original VA mark-ups of each submission at the next submission, showing that all comments have been addressed (a short response by an appropriate A/E representative shall be indicated next to each VA comment [i.e. see detail 1]).”

18. To the extent applicable, all electronic drawings are to be in 3D and all hard copies are to be in 2D. All relative existing work shall be shown as field verified by the A/E. The intent here is to show how equipment will fit and to show entire runs of duct and pipe (i.e. from where new conduit meets existing to the termination point in the wall at the outlet). All desks, equipment, and P.C.’s planned to be put in the new and renovated space (relocated and/or planned) shall also be shown to see the relation of outlets to such.

19. The A/E will be required to make formal presentations for each design review in person. The A/E will take written minutes of all design reviews and provide the Contracting Officer and the COR with the original (hard copy and cd) and a copy, respectively, within seven calendar days. The A/E will also make a written inspection report (hard copy and cd) within seven calendar days after each site inspection during construction.

20. The A/E will be required to indicate in the contract specifications that the contractor shall hold bi-weekly meetings with VA staff and take minutes of each meeting (hard copy and cd) which are to be distributed within two workdays of each meeting to each meeting attendee.

21. The A/E will walk through the entire design with the COR at the 95% submission and make any necessary adjustments noticed in the walk through for inclusion in the 100% submission.

22. The A/E will provide a Computer Aided Design in accordance with the attached Computer Aided Design and Drafting Standards for this project.

23. The A/E shall abide by the attached A/E Quality Alert.

24. The A/E will ensure all design is in accordance with VA Engineering Design details, Guides, Handbooks and Manuals.

25. The A/E will be required to make formal presentations for each design review in person. The A/E will take written minutes of all design reviews and provide the Contracting Officer and the COR with the original (hard copy and cd) and a copy, respectively, within two workdays. The A/E will also make a written inspection report (hard copy and cd) within two workdays after each site inspection during construction.

26. The A/E shall send processed return of submittals to the Contracting Officer and the COR (the transmittal original to the Contracting Officer, a copy of the transmittal to the COR and all submittals to the COR) within eight (8) workdays of receipt. The A/E shall note in the contract specifications that the contractor shall provide a separate submittal and transmittal sheet for “each” item, no matter how insignificant. There shall not be more than one item listed on any transmittal sheet. The A/E shall also indicate in the specifications and/or drawings the following: that “all” submittals are to be approved by the VA prior to starting any work on site; all contractor and subcontractor employee certifications are to be submitted and approved prior to starting any work on site; all ID badges and necessary background checks are to be obtained for each contractor and subcontractor employee prior to any employee starting any work on site; and all job site deliveries to the contractor and any subcontractors will first only arrive to the contractor’s or subcontractor’s job site trailer or risk being rejected.

27. The A/E’s cost estimate should never exceed the authorized funding, but if it does at any point, the A/E shall immediately inform the Contracting Officer and the COR in writing with the cost and justification by the A/E. Cost will be reviewed first at each submission and if the A/E does not present a plan within budget, the review of the submission will immediately cease and the A/E will be required to provide a new submission within budget within 24 hours.

28. “Each” drawing using symbols and/or abbreviations of any kind shall have a legend unique to that drawing defining such. This is to avoid having to flip through drawings looking for definitions and the uniqueness will avoid having to hunt through long legends. “Each” plan drawing shall have true north and building north shown.

29. All estimates shall be based on the most up-to-date working drawing available and shall be current as of the date of submission. Cost will include labor burden, sales tax, and applicable tiered sub-contractor’s fees as mentioned in the master specifications. Escalation as of time of award shall be shown as a separate line item.

30. All A/E employees performing work on site will be required to present two forms of ID, one a driver’s license, and the other a Social Security Card or Voter Registration card, complete an application for a VA photo ID badge to be worn at all times while on site, get fingerprinted, get photographed, and have a complete background check performed prior to starting work at the VA Medical Center.

31. Prior to starting any work at the VAMC, all A/E employees will view four videos, one on safety, one on infection control, one on hand washing, and one on privacy. Each employee may be required to pick up an infection control orientation booklet. The completion of these items will be documented by the COR for each employee.

32. The A/E will be required to schedule review meetings at the 30%, 60%, 90% and 100% review periods. This review will indicate the problem being addressed, the style of the construction being planned and how it differs from a state-of-the-art facility for the same purpose, and the deficiencies the project will resolve, if any. Prior to soliciting for construction proposals, the A/E is required to certify that the project is designed within budget, the Independent Government Estimate is correct (A/E's estimate), and that bid alternates are included to comprise 20% of the work designed. This means that, if necessary, the project funding could be reduced by 20% of the requested amount and continue to supply a complete, useable end product.

33. The VA shall subcontract a Fire & Safety review at 60% and 90% submission in total (drawings, specs, estimate, fire protection outline, etc.) and provide review comments to the A/E electronically. The A/E will provide responses and corrections to the Fire & Life Safety review comments to the COR electronically.

B. A/E RESPONSIBILITIES

1. Contract documents shall meet or exceed the requirements of this document.

2. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. All the aforementioned is to be provided both in hard copy and on cd for each submission. Each A/E discipline shall receive a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard Application Guide (the Department of Veterans Affairs will not expend any of its own time or expense in assisting with this acquisition)The AE is responsible for obtaining the NCS.

3. A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

4. A/E shall adhere to the approved Memorandum of Agreement (MOA).

5. A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. The A/E shall also provide a list of all sole source and brand name or equal items, along with drawing and specification references.

6. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

7. During the 60% submission design review, the A/E shall present on project phasing and shall be fully developed at the 90% design review.

8. The Government must retain rights to all associated software and have full access to all elements of the System. At no point can the Government be locked out of the System.

9. During Pre-Final Inspection, the A/E shall inspect all work shown on the contract documents to ensure all work is complete and installed as designed.

10. The A/E is to edit the most recent VA master specification sections that should be available on the TIL. Specification recycled from another project will not be accepted. The A/E will be required to provide a list of salient characteristics in the specifications for each brand name or equal item approved. The new space shall have complete energy management functionality that communicates with this facility’s existing energy management system.

11. Perform a complete site survey to evaluate existing conditions and space available for new construction and renovations. Survey the existing system to determine the reliability, and compliance with present day codes and standards.

12. The A/E will furnish design services, technical specifications, working drawings, cost estimates, as-built drawings, construction period services, and site visits for Project No. 503-20-107, “Replace Patient Lifts”.

Description (Scope of Work) The A/E will furnish design services, technical specifications, working drawings, cost estimates, as-built drawings, construction period services, and site visits for Project No. 503-22-103, “Replace Patient Lifts”. This project scope includes but is not limited to replacing all the patient lifts not scheduled for replacement under current projects (Renovate 4th floor, Renovate Specialty Care, Expand Outpatient Clinic for PACT) at James E. Van Zandt Medical Center and (5) CBOC’s. This is a critical project as the majority of lifts are past their serviceable life. Design work includes but is not limited to: Perform a complete site survey to evaluate existing conditions, research, and presentation on appropriate systems for use at our station, means and methods of installing new system, coordinating phasing of project, assembly and review of construction documents, specifications, As-builts and closeout procedures and construction period services. Site Survey to include James E. Van Zandt Medical Center and all (5) CBOC locations (Indiana, Johnstown, State College, Huntingdon, DuBois). Phasing shall be incorporated into the design to maintain ongoing use of the main building no.1 during construction, minimize patient/office staff disruptions and coordinate infection control, safety and security related items. Must have experience providing drawings in Autodesk’s AutoCAD Architecture, MEP 3D, and Revit.

Preliminary Requirements include but are not limited to:

a. The A/E shall investigate all existing spaces and systems prior to 30% submission and provide a detailed analysis of existing system at the 30% review meeting.

b. The A/E will be notified on or shortly after the 30% review meeting of the Government’s selected basis of design. The A/E shall use the basis of design as they further define the requirements of the contract documents.

c. At the 60% submission, the A/E shall have all major components identified. All components shall have an associated product data sheet and cost to be included in the handbook and cost estimate.

d. During the 60% submission design review, the A/E shall present all project phasing shall be designed to minimize operational disruptions and must be coordinated to include compliance with infection control, safety, and security related items.

e. The Government must retain the rights to all associated project software and have full access to all elements.

13. 6. General design requirements by A/E:

a. Design shall be in accordance with VA guidelines, design guides, design manuals, details, standards, and master specifications. Copies of all VA guidelines and specification references (i.e. ANSI and ASHRAE references) used shall be turned over to the VA as part of the submission package in which they are used. This is requested to avoid past problems experienced such as a specification referencing a part of an ANSI standard without the COR having immediate access to the standard.

b. The A/E will be required to coordinate its contract with the VA with all other relating contracts that will involve construction period services to this extent only. Provide coordination, review, and consultation services through completion of all related contracts.

c. Perform a complete site survey to evaluate existing conditions and space available for new construction and renovations. Survey the existing system to determine the reliability, and compliance with present day codes and standards.

d. Review the system capabilities and facility needs with all involved people with the VA.

e. The VA has site plans, floor plans, and utility plans for A/E use. The A/E may acquire copies of hard copy drawings entirely at the A/E’s expense. No drawing the A/E may acquire from the VA will the VA guarantee as being accurate, even if the drawing says “as-built”. The A/E will be required to field verify “all” information relevant to subject project.

f. Attend all design review meetings at the VA Medical Center in Altoona. There will be four design reviews. Design reviews will be conducted via appointment by the Contracting Officer.

The A/E shall review all pieces of information in each submission, including each drawing.

g. Provide consultation on questions asked by the VA during the design.

h. “Each” drawing prepared by the A/E shall have all notes, symbols, legends, direction (true north and building north), and location key relevant to the drawing shown on the drawing.

i. The A/E will indicate phasing, which the A/E has generated upon interaction with “all” involved VA staff, on both the drawings and specifications. The A/E will provide the most efficient phasing that will ensure safety to patients, staff, and visitors, and minimal disruption to the medical center’s operations. At no time shall any part of the medical center’s communications or any other operation be interrupted.

j. The A/E will be expected to resolve any problem during the construction and completion of subject project (involving all related contracts) resulting from an A/E design error or omission. The A/E will be responsible for all design and construction that is necessary for any and all such resolutions.

k. The A/E shall provide as-built’s (drawings and specifications) to the VA in time for the final inspection of the construction contract. The A/E will be given a mark-up by the contractor at least two weeks prior to the final inspection. The As-built’s will be field verified by the A/E and in the latest versions of REVIT. A CD and one set of reproducible (both full and smallest readable size [in color]) shall be provided to the VA.

l. The A/E shall provide a submittal register at the 90% and 100% designs (using Air Force Form 66 as a template) that include, but is not limited to, all products, schedules, plans, shop drawings, coordination drawings, tests, inspections, and milestones expected to be received from the contractor. The register shall also include space for the contractor to submit anticipated dates of each item for scheduling and tracking purposes.

C. SUBMISSION POLICY

1. There is a Schematic* submission, a Design Development (DD**) submission, and a Construction Document (CD***) submission indicated in this guide. The VAMC may alter the submission requirements depending upon the complexity of the project by adding or deleting certain reviews. Where additional reviews might be required, the VAMC will issue, at their discretion, a detailed “Statement of Task” or supplemental instructions to the A/E, which would be provided at the time of solicitation for a fee proposal.

2. At each submission, the A/E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, "SCHEMATIC SUBMISSION", “DESIGN DEVELOPMENT SUBMISSION”, OR “CONSTRUCTION DOCUMENT SUBMISSION”, in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review.

3. The 90% submission is the “completed design” from the A/E prior to review by the VA. Anything less will not be accepted as the 90% submission. “The 90% submission is not 90% of the design.” This allows final review comments of the A/E’s completed design to be included in the 100% submission so that the 100% submission is a true 100% submission and such that no more changes are necessary.

4. 100% Bid Documents shall be stamped and sealed by licensed architects and engineers registered in the state of Pennsylvania.

D. QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

2. One day after Receipt of the Notice of Award: Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

3. 100% Submittal: Submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

E. ADDITIONAL SERVICES

If additional services (i.e. surveys, soil borings, asbestos surveys, water flow testing, or lead surveys), are necessary to be performed by consultants, submit criteria for the work to be performed to the VAMC Contracting Officer as soon as possible. Upon approval of the criteria, submit proposals and qualifications of at least three firms being considered for the work in accordance with the contract procedures (CP1) of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for VA approval. A/E should submit survey information for the Schematic Review. This facility will take no responsibility for any problems encountered. The A/E will bear responsibility for any problems encountered and shall take immediate remedial action if problems are encountered. All costs for any foreseen additional services will be included in the proposal for this entire scope of work for Renovate Vacated Cardiology Space for Radiology.

F. CRITICAL PATH METHOD PHASING MEETINGS

A. If required and prior to submission of Schematic material, the A/E shall meet with the VAMC’s Project Manager to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The A/E shall be responsible for recording the phasing requirements (both in hard copy and cd) B. Submit a phasing narrative and phasing plans (on reduced size plans) within two weeks after each phasing meeting to the VAMC Project Manager. VA will review these submission(s) and return comments to the A/E within two weeks of receipt. The A/E will then use this information in preparing their schematic, design development, and construction document submissions.

IIi. SUBMISSIONS

A. SITE DEVELOPMENT

Submit the following:

Narrative

Analysis of site

Circulation study

Phasing analysis

Parking analysis

Development concept showing proposed buildings and structures

Landscape drawings with plant groupings

Topographic, utility, and landscape survey

Demolition plan

Layout plan showing location of:

· Building and structures

· Roads

· Fire Access

· Parking

· Accessible spaces

· Van spaces

· Mechanical and electrical equipment on grade

· Future expansion

· Off-site roads

· Off-site utilities

· Service area(s)

· Entrances and exits

· Walks

· Inlets

· Contractor's staging area

· Vertical and horizontal road alignment

· Paving joint patterns

Grading plan showing:

· Existing contours

· Proposed contours

· Spot elevations at structure corners, entrances, equipment pads, etc.

· First floor elevations

· Rim and invert elevations on storm drainage fixtures

· Erosion and sediment control

Rock excavation (quantity)

Planting plan showing:

· List of plant material

· Limits of irrigation

Site details

Landscape details

Signage plan and schedule

Specifications

B. ARCHITECTURAL

Submit or show the following:

Location of:

· Rooms1

· Doors2

· Corridor(s)3

· Basic column grid/sizes

· Expansion and seismic joints

· Electrical closets

· Equipment rooms

· Signal and telephone closets

· Mechanical shafts and space

· Stair(s)

· Ramp(s)

· Elevator(s)

· Automatic Conveyances

Floor Plans/Drawings:

· All floors (new and renovated)

· Penthouse

· Roof plan

· Pipe basement

· Pipe tunnel

· Reflected ceiling4

· Equipment floor plans 1:50 (1/4 inch) scale5

· Demolition plans6

Room names and numbers7

Program net/designed net

Exterior dimensions/total building gross area

Size and shape of all departmental functions and services9

Exterior building elevations10

Finish floor elevations11

Door locations, sizes, and swings

Wall thickness and chase walls

Handrail location/dimensions

Fixed equipment

Equipment elevations and details

Plumbing fixtures

Wheelchair accessible facilities

Wall sections12

Building sections13

Finish grades at corners, entrances, exits, platforms, and ramps

Fire and smoke rated partitions14

Lead-lined and radiofrequency shielded partitions14

Fire extinguisher cabinets14

Spray-on fire proofing (see fire protection)

Construction details15

Drafting symbols, abbreviations, and general notes

Door, window, and louver schedules

Interior details, elevations, sections

Finish schedule16

Graphics and signage17

Color rendering

Specifications

Lead abatement18

Lead abatement specification19

1. Use lines between spaces to indicate the centerline of the partition (for schematics only).

2. Indicate doors with a slash mark.

3. Along the corridor, the line shall represent the corridor side of the partition.

4. Indicate ceiling mounted equipment, lighting fixtures, air diffusers, registers, tracks, and other significant elements.

5. Identify all equipment for each room. Indicate and coordinate all equipment with the Equipment Guide List (Program Guide 7610) and Activated Equipment List. Use VA standard symbols and notation to distinguish between contractor-furnished and installed (CC), VA-furnished contractor-installed (VC), VA-furnished and installed (VV), VA-furnished with construction funds [VC(CF) and VV(CF)], and relocated (R) equipment. Equipment floor plans are not required for the offices, consultation rooms, classrooms, conference rooms, and waiting rooms within the above departments. Draw equipment details which are necessary for major decisions, though complete detailing is not required for this submittal.

6. Indicate existing finish schedule and notes on plan.

7. Label as required for schematic drawings. Coordinate new room numbering with medical center.

8. Use the same names on drawings as those used in the space program. Provide area figures in fractional form, e.g., 400/390. Indicate space provided, but not called for in the space program, as: -/390.

9. Label each service or activity listed in the Project Scope Data of the Design Program and indicate boundaries with a distinctive line. Include the activity code number (see Handbook 7610).

10. If the project requires exterior work, show all facades indicating massing, proposed fenestration and the building relationship to adjacent structures and the finish grade. Show all significant building materials, including their colors, any proposed roof top mechanical equipment, architectural screens, skylights, and stacks on the elevation drawings.