36C24622R0006 - Solicitation Chilled Water.pdf

3B. TELEPHONE NO.

2. DATE OF CONTRACT

1. CONTRACT NO.

3C. ADDRESS OF ARCHITECT-ENGINEER

9. ADMINISTRATIVE, APPROPRIATION, AND ACCOUNTING DATA

8. NEGOTIATION AUTHORITY

7. CONTRACT AMOUNT (Express in words and figures)

5. PROJECT TITLE AND LOCATION

3A. NAME OF ARCHITECT-ENGINEER

4. DEPARTMENT OR AGENCY AND ADDRESS

6. CONTRACT FOR (General description of services to be provided)

NSN 7540-00-181-8326 STANDARD FORM 252 (REV. 10-83)

PREVIOUS EDITION NOT USABLE Prescribed by GSA-FAR(48CFR)53.236-2(a)

(Include ZIP Code)

(Include Area Code)

(Include ZIP Code)

ARCHITECT-ENGINEER CONTRACT

TBD

Shirley Gregory Department of Veterans Affairs Network Contracting Office 6 1100 Tunnel Road Asheville NC 28805

Replace and Upgrade Chilled Water System Asheville VA Medical Center 1100 Tunnel Rd.

Asheville, NC 28805

Replace and Upgrade Chilled Water System Project No. 637-22-103 Project Information: A/E services to design for the replacement and upgrade of current chilled water system.

Project Description: See SOW

THIS IS A 100% SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSB) SET-ASIDE IAW 38 U.S.C. 8127 (d)

The NAICS Code for this project is: 541330

All offerors shall submit a statement of capabilities based upon the attached statement of work and an SF330. The most qualified firms will be determined by source selection board.

Please sign and date BLOCKS 11A, 11B, 11C and 11D of the attached SF 252 and submit with your firm’s response.

DUE DATE FOR SF330 QUALIFICATIONS SUBMISSIONS: November 30,2021 @ 10:00am EDT

Any questions concerning this Solicitation or specific requirements should be addressed to Shirley Gregory at Shirley.Gregory@va.gov and cc Mr. Patrick Stultz on all email correspondence at Patrick.Stultz@va.gov.

SF330s shall be submitted to Shirley Gregory at Shirley.Gregory@va.gov and cc Patrick Stultz at Patrick.Stultz@va.gov

Contractors are reminded that a detailed cost proposal is not required at this time.

Note: All references to telegraphic and telegram submissions shall be construed as via electronic means.

FAR 15

SIGNATURES NAMES AND TITLES (Typed)

STANDARD FORM 252 BACK (REV. 10-83)

10. The United States of America (called the Government) represented by the Contracting Officer executing this contract, and the Architect-Engineer agree to perform this contract in strict accordance with the clauses and the documents identified as follows, all of which are made a part of this contract:

If the parties to this contract are comprised of more than one legal entity, each entity shall be jointly and severally liable under this contract.

The parties hereto have excuted this contract as of the date recorded in item 2.

11. ARCHITECT-ENGINEER OR OTHER PROFESSIONAL SERVICES CONTRACTOR

A

B

C

D

12. THE UNITED STATES OF AMERICA

Contracting Officer

TBD

Charles George VA Medical Center

Asheville, NC

AE SCOPE OF WORK

Replace and Upgrade Chilled Water System

Project # 637-22-103

-- Summary of Services --

PROVIDE: professional Architect/Engineer (AE) necessary to design for the Replacement and Upgrade Chilled Water System at the Charles George VAMC, Asheville, NC. Project will replace the chilled water distribution system consisting of approximately 10,000 linear feet of chilled water distribution piping. Work includes taking load calculations of the existing chilled water system supplied by the 3 large chillers for the main building 47. Work includes demolition of the old system piping and insulation, installing new piping sized to distribute the proper amount of chilled water to the air handling systems in the facility. A/E will investigate the existing conditions at the main building (Building 47), review documents, review the latest NFPA code and VA Fire Safety code.

Services shall include, but are not limited to:

Part Ia – Preparation of Existing Conditions and Conceptual Design –Investigative Services: Preparation of existing conditions plan and conceptual design which includes site investigation for mechanical, plumbing, and environmental hazards, such as suspect ACM, other hazardous materials. Work will consist of A/E personnel crawling in crawlspaces, removing ceiling tile and tracing ductwork above ceilings, and tracing ductwork in the building penthouse. Perform project site investigation in accordance with the ‘Site Investigations’ section of this scope of work.

Part Ib – Preparation of Contract Drawings and Specifications – Design Development: Preparation and submission of construction bid documents, interim design document submittals, and the final construction bid documents at the completion of the design development process in accordance with the ‘Design Package Submission Schedule’ section. Design document packages shall contain a complete set of documents as specified in the ‘Design Requirements/ Submissions’ section of this scope of work. The AE shall develop a design necessary to meet the requirements in the ‘Project Scope’ section of this scope of work. Design shall include engineering services rendered necessary by the VA at the end of Part Ia Investigative Services within the construction cost parameters.

Part II - Construction Period Services: Review and provide concise recommendations on all submittals, shop drawings, product data, samples, RFI’s, change order proposals, etc. in accordance with ‘Construction Period Services’ section of this statement of work. Services shall include providing record drawings based on finalized contractor red-line as-builts.

Part III – Construction Period Site Visits: Visit the site at the request of the VA in accordance with section ‘Site Visits’ in this scope of work. The AE shall respond on site within an 8-hour period when requested. The total number of site visits during the construction period is estimated to be 5 for this project, which may be finalized after selection of the AE and during negotiation of the proposal. Each site visit shall be documented through a field report denoting the purpose and results of the site visit.

-- Project Scope --

GENERAL REQUIREMENTS:

Pursuant to FAR 36.601-3 Applicable Contracting Procedures

(1) For facility design contracts, the statement of work shall require that the architect-engineer specify, in the construction design specifications, use of the maximum practicable amount of recovered materials consistent with the performance requirements, availability, price reasonableness, and cost-effectiveness. Where appropriate, the statement of work also shall require the architect-engineer to consider energy conservation, pollution prevention, and waste reduction to the maximum extent practicable in developing the construction design specifications.

(2)Facility design solicitations and contracts that include the specification of energy-consuming products must comply with the requirements at FAR Part 23, subpart 23.2 Energy and Water Efficiency and Renewable Energy

AE shall review needs identified by the IPT for the area under consideration for design and provide recommendations. In addition, the project shall be phased to minimize the impact to the Medical Center operations and patient care. Prior to submission of schematic design material, the AE shall meet with the VAMC’s COR to discuss proposed phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what VA constraints will exist that will influence the Contractor's approach to the construction project. The AE shall be responsible for documenting the phasing requirements.

The AE shall provide an evaluation, cost estimate, and conceptual plans to determine the feasibility of completing the project within project budget. Disadvantages and advantages shall be provided including impacts to patient care/medical center operations and order of magnitude cost estimates (with cost of patient care factored into the economy/feasibility).

The AE shall function as the commissioning agent for all necessary commissioning actions. The AE shall provide testing, inspection, and reporting services during construction. The AE must conduct a site visit, at least once a month, during each phase of the project, and must be present for every test or inspection, and to document the outcome.

At the 65% design submission, the AE shall finalize a construction plan showing temporary conditions for construction, per phase, to ensure general conditions and PCRA requirements are designed, identified and specified including:

Infection Control Risk Assessment (ICRA) classification sheet on construction plan

Identify contractor laydown area, trash, delivery, and pedestrian/construction routes

Identify temporary utilities for contractors use as necessary

Identify utilities/systems passing through construction space or that require bypass during construction to be maintained/bypassed to ensure continuity of services in adjacent areas

Identify environmental hazards, such as suspect lead-containing materials, suspect ACM, other hazardous materials, stormwater, air pollution, etc. that may impact construction, budget, permitting, etc.

The following items shall be addressed with the design:

Provide NC DHEC certified Asbestos Management Planner to perform asbestos survey investigations, bulk sampling, and development of abatement specifications and drawings. Asbestos surveys shall include sampling of all suspect ACM within this statement of work. Survey investigations, sampling and reporting shall meet the requirements of NC DHEC regulations.

Minimize impacts to continuity of VA business at all times. Phase construction as required to minimize impacts to VA business as the work is being completed.

AE shall retain the services of a registered FPE to design and review the entire project for code compliance. Guidance on FPE Consultant Services can be found at the following links:

http://www.cfm.va.gov/til/aeDesSubReq.asp

At the 95% design submission phase, the VA will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance with the latest edition of VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The AE shall incorporate all comments into the design prior to finalizing the design. https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331

SPECIFICS:

The A/E shall notify the VA of any discrepancies in proposed budget amount at least at the

35% design (with schematics) and give the VA the estimate for construction so that alternatives can be designed to meet the budget.

-- Site Investigations --

EXPECTATION: AE will make site visits as necessary to survey and document existing conditions.

The AE shall make site visits as required to determine existing as-built conditions affecting this project. Information, including drawings and other documentation, provided to the AE shall be used as reference only. The AE is responsible for verifying all existing site conditions to include but not be limited to crawling in crawlspaces, looking above ceilings, the building penthouse.

Coordinate visits with the COR as assigned at the NTP. The AE shall arrange for and oversee the performance of such investigations necessary for the proper design of the project. AutoCAD background drawings shall be provided by the VA upon request if available and shall be used as reference only. The AE shall field verify every aspect that relates to the project.

Perform Photographic Documentation during Investigative Services; files are to be maintained for future reference of existing conditions for construction documents and unforeseen unit costing basis. PHOTOGRAPHS – Any photographs taken shall not contain and persons (patients, staff, visitors, etc.) and not contain any individually-identifiable information (III), Personal identifiable Information (PII), or Protected Health information (PHI). No photographs shall be viewed outside the federal government or used on construction documents.

The Contractor shall prepare digital photo documentation of construction work, including sites, buildings, and field activities. Digital photos shall be submitted in JPEG format to the project website, and to a resolution sufficient and appropriate for the type of work photographed. The Contractor shall provide an index for each set of photographs submitted identifying the contractor, base, facility, project number, date, and a brief description. The Contractor shall coordinate photography of any kind through the COR.

The AE shall complete all necessary site investigations prior to the 15% Schematic Design submission.

-- Design Package Submission Schedule --

EXPECTATION: Submit review package so they are received on the noted day.

Initial Integrated Project Team (IPT) meeting (on-site) 14 days after notice to proceed.

Investigative Services/meeting with staff complete 30 days after IPT

Schematic Design/15% design 30 days after Investigative Services complete.

IPT VA Review (on-site) 14 days

Design Development/35% design 30 days after IPT approval of Schematic Design

(** NOTE: A/E will notify the VA if the Budget is adequate, if not, the A/E will need to design to the budget.)

IPT VA Review (on-site) 14 days

Design Development/65% design, validation of cost 30 days after VA approval of 35% design

IPT VA Review (on-site) 7 days

Construction Documents/95% design 30 days after VA approval of 65% design

IPT VA Review (on-site) 7 days

Construction Documents/100% design 14 days after IPT approval of 95% design

IPT VA Review 7 days

FINAL Construction Bid Documents 14 days

Total calendar days (if on schedule) 241 days

Note: The issuance of the NTP will be done in writing. The introduction of the AE team to the IPT will take place on-site or electronically. The IPT shall consist of members of the impacted clinical and administrative services, engineering (safety, biomed and M&O), IT, Contracting and any other members of the VA or outside entities who have vested interests in the design, compliance, and accreditation for the VAMC. The AE shall attend and take minutes at each IPT meeting. Minutes shall be submitted electronically to the COR and CO within five (5) business days of each meeting.

The Contractor shall attend meetings and teleconferences to discuss technical requirements, issues, and project progress and status as required. The Contractor shall prepare, and submit for review, presentation materials for meetings and an agenda. The Contractor shall be responsible for taking meeting minutes prepare and submit minutes for all meetings attended no later than 3 business days, with the exception of the IPT meetings as discussed in previous paragraph, after the meeting has occurred. The minutes shall be sent to the Contracting Officer and COR for coordination and approval prior to distribution.

The Contractor shall perform Progress Meetings after contract award monthly. These meetings will include the COR, CO, Project Manager, and other relevant personnel on an as needed basis. These meetings shall cover the progress made in the past period and shall include any pertinent issues which could affect future contract progress/performance. The Contractor shall record and provide meeting minutes for all meetings. The following items shall be covered, at a minimum: Attendees and contact information; project percent complete (Actual and Scheduled);

RFI’s and statuses; submittals and statuses; three-week look ahead; project schedule; safety;

resolution of existing issues; new business.

The Contractor shall provide Monthly Progress Reports for the Contract. Monthly Progress Reports shall be submitted NLT the 15th calendar day of the following month and shall contain information about contract, contract performance, schedule, and deliverables. The Progress Reports shall also describe progress of activities necessary to achieve the project objectives and shall contain a description of activities accomplished during the month, activities forecasted for the future months, and problems and issues associated with the performance. The bi-weekly and monthly report shall be used to review and evaluate the overall progress of the project, along with any existing or potential problem areas. The report shall include a summary of the events that occurred during the reporting period, discussion of performance, identification of problems, proposed solutions, corrective actions taken and outstanding issues. The progress report shall depict projected percentage complete and actual percentage complete for the Contract.

The VA shall determine minimum acceptability of each submission within five (5) business days of submission by the AE. If the VA finds the design submission to be unacceptable, the AE shall resubmit the submission. VA review time shall not be impacted and shall remain the same number of allotted days, including five (5) business days for the VA to determine acceptability of the design submission. The AE shall be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions. An incomplete/not minimally acceptable/ unacceptable submission is defined as:

a submission lacking any piece of information outlined in Attachments A – F of this SOW, incompleteness of any piece of information in Attachments A – F of this SOW, or failure of the submission to include a required item as outlined by PG-18-15.

All documents submitted shall comply with the VA Building Information Model Standards.

-- Additional Criteria --

EXPECTATION

Submittal Register The A/E shall create and maintain a submittal register for the Contract. The submittal register shall be incorporated into the Project Website.

Master Document List (MDL) The A/E shall create and maintain an MDL for this Contract that includes all documents, whether the documents are a deliverable or not, which are prepared during the course of the Contract. The MDL also shall contain the Project Management Plan, material and data submittal register, contract progress/status reports, and daily QC construction log documentation. The MDL and its documents shall be maintained in libraries readily available for submittal to or viewing by the government.

GOVERNMENT-FURNISHED INFORMATION, EQUIPMENT, AND

PROPERTY (GFI, GFE, AND GFP)

NO GFP/GFE will be required.

GFI

Existing as-builts as available

Hours of Work The normal hours of work on installations are from 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding holidays. For work during other than these hours of work, the A/E shall submit, in writing, for the Contracting Officer's approval, a notice of any period of scheduled work other than the normal hours of work specified above. This notice shall be submitted not less than two weeks prior to each period of work scheduled at times other than normal hours of work including holidays.

US Government holidays. When any of the US Government Holidays fall on a non-workday, the holiday will be observed on either the preceding or succeeding workday. The choice of any such preceding or succeeding workday shall be coordinated with the COR and the CO. The facility follows, in general accordance, the dates outlines by OPM which is available at:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Other Contract Requirements

Travel

All United States Government Contractor personnel shall be in economy class or as otherwise directed in the United States Joint Federal Travel Regulations.

Contractor badge must be obtained and worn by contractor or representative at all times while on campus

Nicotine Free Campus Effective 1 Oct 2019

As part of the U.S. Department of Veterans Affairs’ (VA) commitment to provide excellent health care for Veterans, the department will implement a new policy restricting smoking by patients, visitors, volunteers, contractors, and vendors at its health care facilities by October. VHA’s new smoke-free policy applies to cigarettes, cigars, pipes, any other combustion of tobacco and non- Federal Drug Administration approved electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens or e-cigars.

Compliance Awareness Training Document of training shall be completed by A/E prior to access to the Charles George VAMC.

A/E has the responsibility for “Duty to Report” any fraud, waste, or abuse witnessed while on VA premises to the Compliance Officer.

Compliance with Emergency Management Directives

Contractors shall comply with all safety directives and emergency management instructions as directed by the local VA Medical Center site specific policies & procedures, Local Construction Handbook, and any subsequent updates to the handbook directed by policy or law. These directives are to ensure preparedness and safety of all personnel doing business on the VA Medical Center property. Notifications of “Exercise” and Real-World events are typically made via a Public Address/Giant Voice Systems. The contractor shall be responsible for the participation of their on-site employees and reasonably respond to these announcements in the safest means practicable.

All employees of the contract are required to participate in mandatory required facility exercises to meet facility accreditation and compliance. The timeframe for these exercises are typically short. Examples include, but not limited, Active Shooter/Active Threat, Tornado, Bomb Threat and Fire Drills. The contractor/subcontractor employees shall be required to respond to any VA Medical Center Drill as if it were a real-world emergency/threat.

All employees of the contractor/subcontractor shall participate in preparations for all VAMC Safety or Emergency Management as directed. All hazards, events, and disasters including inclement weather, earthquakes, mandatory evacuations and also includes site safety and preparations for visits by high profile VIP’s.

Tuberculosis Screening

Contractor shall provide written certification that all contract employees assigned to the work site have had a pre-placement tuberculosis screening within 90 days prior to assignment to the worksite and been found have negative TB screening reactions. Contractors shall be required to show documentation of negative TB screening reactions for any additional workers who are added after the 90-day requirement before they will be allowed to work on the work site.

Flu Shot

Contractor shall provide written certification that all contract employees assigned to the work site have had a flu shot within 365 days prior to assignment. This includes site visits for investigation work.

COVID-19

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date.

Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

-- Design Requirements/Submissions --

EXPECTATIONS: Submit the complete design review package in accordance with the following requirements and guidelines outlined in PG-18-15. Pay specific attention to the schematic, design, and construction submission requirements. As appropriate, depending upon the complexity of the design, the AE may elect to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects). The AE shall document these deletions as a part of the appropriate submission package.

Deliver all design packages electronically and hardcopy as described in Appendix A – F and this page. Hardcopy will be addressed as follows, below, directly to the COR on the established dates to allow the VA IPT to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Charles George VAMC

ATTN: Name of COR

BLDG15 R338 FMS PROJECTS

1100 TUNNEL ROAD

ASHEVILLE, NC 28805

Include all information required for each submittal as outlined in PG-18-15, and as outlined in Appendix A – F. The AE shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

The term copies in Appendix A – F are to be submitted as hardcopies. Each submission described in the respective Appendix shall be also submitted electronically, via email or share drive for example, in conjunction with the hardcopy submission. The submission date will be whichever arrives sooner between electronic and hardcopy conforming to all requirements and found to be acceptable as described in this document at al.

All designs shall be accomplished in accordance with VA guidelines and specifications, which are available at http://www.cfm.va.gov/til/. As a minimum, the design shall comply with the applicable sections from the following VA standards and guidelines found at the web site above (where they apply):

PG-18-1 Master Construction Specifications PG-18-3 Design & Construction Procedures PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-

SEPS)

PG-18-10 Design Manuals PG 18-12 Design Guides PG-18-13 Barrier Free Design Guide PG-18-15 Minimum Requirements for AE Submissions PG-18-17 Environmental Planning Guide NC DEQ: State Environmental Policy Act (SEPA) Special Design Requirements (includes asbestos, commissioning, fire/life safety and physical security) Sustainable Design Requirements Cost Estimating Requirements AE Quality Alerts

AE Design Alerts

Design shall comply with 2013 ASHRAE 90.1 Standards, as well as:

VA Directive 0055 VA Energy and Water Management Program

VA Directive 0056 VA Sustainable Buildings Program

VA Handbook 0056 VA Sustainable Buildings Program

VA Directive 0065 Climate Change Adaptation Planning

VA Directive 0066 VA Sustainable Locations Program

VA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems

VA Directive 1116 Sterile Processing Services

VHA Directive 1129 Radiation Protection for Machine Sources of Ionizing Radiation

VHA Handbook 1330.01 Health Care Services for Woman Veterans

VA Directive 7545 Cultural Resource Management

VA Handbook 7545 Cultural Resource Management Procedures

COST ESTIMATING:

The AE shall manage the execution of the project within the VA programmed construction budget. The entire AE design team shall take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding. The cost estimator’s role must be viewed as a critical element of project cost management. Rather than limiting responsibilities to simply reporting costs, the estimator must be an integral part of the design team, continually interacting and providing input to design decisions at every stage of development.

Objective - Cost estimates for the base bid shall be within ±5% of the VA programmed construction budget. If the cost estimate is outside of ±5% of the construction budget, the AE is responsible for notifying the VA of potential budget issues, providing non-scope impacting recommendations to get the estimate within ±5% of budgeted construction cost, and providing design documents that correspond accordingly. Design submissions with cost estimates outside of the ±5% window are grounds for rejecting a design submission. The final construction document submission estimate shall not be greater than the VA programmed construction budget and not less than -5% of the VA programed construction budget.

Recapitulation - Provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet is required for each bid package (deductive alternates).

Detail - The level of detail in an estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures shall not be acceptable. Project estimates shall include all elements within the contractor’s bid such as insurance, bonds, hazardous abatement, current market atmosphere, and any other such items.

Timing of Submission - Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other design submissions.

The AE is responsible for managing workflow and communications to ensure that this shall be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that could affect cost.

-- Construction Period Services --

Expectations: Respond to submittals and other requests in a timely manner.

The AE shall provide the following services:

Assist in answering bid questions during solicitation and issuing any addendums, drawings, etc. necessary to address questions.

Assist the VA to determine whether the contractor or subcontractor meets technical qualification requirements, assist in the review of contractor proposals for technical acceptability, support by written recommendations of any problems or litigation encountered in past performance based on first-hand knowledge.

Review all submissions and provide concise direction to the VA. Provide direction within 5 business days upon request for shop drawings, product data, installation instructions, samples, etc. Provide direction within 10 business days for RFI’s and change order proposals. Changes to contract documents based on errors and omissions in design will be at no cost to the VA to include cost estimates for the change. The CO shall make the final determination on what is or is not an error or omission.

Provide Commissioning for all affected systems.

Prepare record drawings based on contractor red-line as-built drawings with correspondence performed during construction. The AE shall provide a set of updated drawings and specifications on CD within 20 business days of construction contract completion to the COR.

The AE fee shall include all costs for printing and miscellaneous reimbursable costs.

Invoice payments for construction period services shall be directly correlated to the construction project progress percent complete. This amount will be coordinated with the COR throughout construction (i.e. if the construction is 20% complete, construction period services shall be billed at 20% complete).

-- Site Visits --

The AE shall:

Make site visits on requests of the VA and prepare documented field reports denoting the purpose and results of the site visit, to include agreed upon changes in design as determined necessary during the construction. Visits made based on errors and omissions in design will be at no cost to the VA.

Participate in partial/final acceptance inspections (in-wall, above ceiling, and final) as scheduled and generate punch list items for completion. Inspections shall cover quality of installations and locations/placement of items in accordance with the contract documents.

The punch list shall reference the contract documents for specific deficiencies (i.e.

specification section, drawing detail, etc.).

Attend the pre-bid and pre-construction conference to review and confirm project scope.

During construction, allow for a minimum of site visits as negotiated for the contract, as directed and scheduled by the COR.

Appendix A

Schematic Design Submission Requirements (SD–15%)

Deliver the following (labeled with Schematic Design) and include this attachment as a checklist with your submission:

2 copies evaluation narrative addressing items listed in the design requirements and any additional AE recommendations.

2 copies of documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design

Investigative services/reports include mechanical, plumbing, and environmental hazards, such as suspect lead-containing materials, suspect ACM, other hazardous materials.

1 copy of the preliminary cost estimate for each option being considered.

1 CD containing

All drawings in latest AutoCAD and pdf format

Narrative report in pdf format

Electronic copy of preliminary cost estimate

PG-18-15, Volume C checklists, completed and signed

Design review checklists completed and signed.

Documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design

***Achieve a consensus on design approach before proceeding to 35% design***

Appendix B

Design Development Submission Requirements (DD1-35%)

Deliver the following (labeled with 35% submission) and include this attachment as a checklist with your submission:

2 copies of a narrative report forwarding the design developed 15% submission addressing items listed in the design requirements and any additional AE recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

2 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2016 software.

2 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

2 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples and inspections required per drawing and specification section.

2 Copies of completed Pre-TAB of existing impacted HVAC systems.

2 Copies of completed load-testing and coordination tests/studies.

1 CD containing

All drawings in AutoCAD 2016 and pdf format

All specifications in Microsoft Word and pdf format

Narrative report in pdf format

Cost estimate in pdf format

PG-18-15, Volume C checklists, completed and signed

Design review checklists completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

All design related calculations.

Completed Pre-TAB of existing impacted HVAC systems.

Completed load-testing and coordination tests/studies.

Appendix C

Design Development Submission Requirements (DD2–65%)

Deliver the following (labeled with 65% submission) and include this attachment as a checklist with your submission:

2 copies of a narrative report forwarding the design developed 65% submission addressing items listed in the design requirements and any additional AE recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

2 half size and 1 full size set of all drawings (blueline copies) required by project, produced on latest AutoCAD software.

Electronic submission of updated cost estimate prepared in accordance with Cost Estimating Requirements.

Electronic submission of custom edited VA Master Specification to be used for this project and a master submittal list identifying all submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

1 CD containing

All drawings in latest AutoCAD and pdf format

All specifications in Microsoft Word and pdf format

Narrative report in pdf format

Cost estimate in pdf format

PG-18-15, Volume C checklists, completed and signed

Design review checklists completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and

Appendix D

Construction Document Submission Requirements (CD1–95%)

Deliver the following (labeled with 95% submission) and include this attachment as a checklist with your submission:

2 copies of a narrative report forwarding the design developed 65% submission addressing items listed in the design requirements and any additional AE recommendations. The report shall identify potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

2 half size and 1 full size set of all drawings (blueline copies) required by project, produced on latest AutoCAD software.

Electronic submission of updated cost estimate prepared in accordance with Cost Estimating Requirements.

Electronic submission of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

1 copy of construction plan showing temporary conditions for construction, per phase, to ensure general conditions, construction safety requirements are designed, identified, and specified

1 CD containing

All drawings in latest AutoCAD and pdf format

All specifications in Microsoft Word and pdf format

Narrative report in pdf format

Cost estimate in pdf format

PG-18-15, Volume C checklists, completed and signed

Design review checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and

Appendix E

Construction Document Submission Requirement (CD2–100%)

Expectation: Submit complete bid documents for final review prior to solicitation

Deliver the following (labeled with 100% submission) and include this attachment as a checklist with your submission:

2 copies of a narrative report forwarding the design developed 95% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential deductive alternatives, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

2 half size and 1 full size set of all drawings (blueline copies) required by project, produced on latest AutoCAD software.

Electronic submission of updated cost estimate prepared in accordance with Cost Estimating Requirements.

Electronic submission of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples and inspections required per drawing and specification section.

1 CD containing

All drawings in latest AutoCAD and pdf format

All specifications in Microsoft Word and pdf format

Narrative report in pdf format

Cost estimate in pdf format

PG-18-15, Volume C checklists, completed and signed

Design review checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and

NOTE: All other disciplines (Architectural, Electrical, Plumbing and Sanitary) should be complete 100% at this time.

Appendix F

Construction Bid Document Submission Requirements

Expectation: Continue to submit until all changes are incorporated by the AE for final signature prior to solicitation. Upon approval, duplicate copies as required.

Continue to update and submit until approved. Final design documents shall be sealed and signed by the design professional responsible/liable for the design represented in the respective document. The seal and signature shall conform to laws and requirements for the application of seals and signatures for professionals in the state or region in which the person taking liability for the work is registered.

1 full size set of all drawings required by project, produced on AutoCAD software for final markup of any changes prior to signature.

1 copy (bound) of project specifications produced on Microsoft Word software.

1 CD containing

All drawings in latest AutoCAD and pdf format

All specifications in Microsoft Word and pdf format

Narrative report in pdf format

Cost estimate in pdf format

PG-18-15, Volume C checklists, completed and signed

Design review checklists, completed and signed.

Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

All design related calculations.

Upon final signature approval, provide

1 full size set of final Contract Drawings (complete with VA signed Cover Sheet).

Appendix G

QUALIFICATIONS AND SCOPE OF SERVICES:

PROJECT FIRE PROTECTION ENGINEER

1. REQUIREMENTS: The Architect/Engineer (A/E) shall retain the services of a fire protection engineer (FPE) for all VA major and minor construction projects, and all NRM projects where the cost of fire protection work exceeds 50% of the total project cost.

2. QUALIFICATIONS: The FPE shall have each of the following qualifications:

2.1 A licensed professional engineer who:

A Has a degree in fire protection engineering or

B Has passed the principles and practices examination in fire protection engineering or

C Maintains a current license in fire protection engineering.

2.2 Two years of experience in application and interpretation of National Fire Protection Association (NFPA) Codes and Standards and the model building codes.

2.3 Two years of experience in the design/review of automatic sprinkler and fire alarm systems, including:

A Automatic sprinkler and fire alarm system shop drawings.

B. Automatic sprinkler system hydraulic calculations.

C. Application and interpretation of NFPA 1, 10, 13, 14, 20, 24, 30, 45, 72, 75, 82, 90A, 99, 101, 220 and 241.

2.4 Two years’ experience in the design of health care facilities.

2.5 Two years’ experience in acceptance tests of fire protection systems.

3. SCOPE: The FPE shall remain on the A/E's project staff throughout project design and construction. The FPE must be directly involved in the design of fire protection systems or in responsible charge of: the design of fire protection features; review of fire protection equipment submittals and shop drawings; and participation of preliminary inspection and final testing of fire protection systems. The FPE shall provide to the A/E:

3.1. Consultation and review of fire protection and life safety requirements as addressed in the VA Fire Protection Design Manual.

3.2 Preparation of fire protection and life safety design (narrative) analysis report as required by VA Handbook PG-18-15 which addresses project compliance with all applicable requirements.

3.3. Preparation of fire protection drawings when required by VA Handbook PG-18-15.

3.4 Design of fire alarm and sprinkler systems.

3.5 Review of architectural, electrical, HVAC, plumbing drawings and related documentation during schematics, design development, and construction documents to ensure all fire protection requirements are coordination between disciplines.

3.6. Attending meetings with the A/E, VA facility and VA Headquarters to discuss the project during schematic, design development and construction document preparation phases.

3.8. Review of fire protection system shop drawings, technical data submitted by contractors and automatic sprinkler system hydraulic calculations for compliance with contract documents.

3.9. Interim inspections of job site to verify adequacy of fire protection system installation.

3.10. Witnessing final acceptance tests for newly installed fire protection systems.

3.11 Review the Fire protection system As-Built drawings prepared by the contractor.

Review and approve fire protection maintenance manuals.

Appendix H

Acronym Definitions:

AE – Architect/Engineer or Designer of Record.

ACM – Asbestos Containing Material.

CIH – Certified Industrial Hygienist.

CO – Contracting Officer.

COR – Contracting Officer’s Representative.

FPE – Fire Protection Engineer.

IPT – Integrated Project Team.

PCRA – Pre-Construction Risk Assessment.

NCRP – National Council on Radiation Protection & Measurements.

NFPA – National Fire Protection Association.

NHPP – National Health Physics Program.

NRC – Nuclear Regulatory Commission.

NTP – Notice to Proceed (official start date of the contractual period of performance).

RFI – Request for Information.

NC DHEC – North Carolina Department of Health and Environmental Control.

SEPS – Space and Equipment Planning System.

TIL – Technical Information Library, http://www.cfm.va.gov/til/index.asp.

VA – Veterans Affairs; typically refers to the Charles George VAMC main facility or the Contracting Officer’s Representative.

VAMC – Veterans Affairs Medical Center; typically refers to the Charles George VAMC main facility.

VPIH/CIH – VA Professional Industrial Hygienist/Certified Industrial Hygienist, per VA TIL Master Specifications.

36C24622R0006

Table of Contents

PART I - THE SCHEDULE

SECTION A - SOLICITATION/CONTRACT FORM

A.1 SF252 ARCHITECT-ENGINEER CONTRACT

A.2 SF252 ARCHITECT-ENGINEER CONTRACT- BACK

GENERAL REQUIREMENTS:

SPECIFICS:

The Contractor shall attend meetings and teleconferences to discuss technical requirements, issues, and project progress and status as required. The Contractor shall prepare, and submit for review, presentation materials for meetings and an agenda. The Contractor shall be responsible for taking meeting minutes prepare and submit minutes for all meetings attended no later than 3 business days, with the exception of the IPT meetings as discussed in previous paragraph, after the meeting has occurred. The minutes shall be sent to the Contracting Officer and COR for coordination and approval prior to distribution

Submittal Register Master Document List (MDL)

GOVERNMENT-FURNISHED INFORMATION, EQUIPMENT, AND PROPERTY (GFI, GFE,

AND GFP)

GFI

Hours of Work

Other Contract Requirements

Travel Nicotine Free Campus Effective 1 Oct 2019 Compliance with Emergency Management Directives Tuberculosis Screening Flu Shot -- Design Requirements/Submissions --

A.3 PRICE/COST SCHEDULE

ITEM INFORMATION

A.4 DELIVERY SCHEDULE

REPRESENTATIONS AND CERTIFICATIONS

1.1 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (MAR 2020)

(JUL 2020) (DEVIATION)

1.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

1.3 52.209-13 VIOLATION OF ARMS CONTROL TREATIES OR AGREEMENTS—

CERTIFICATION (FEB 2021)

GENERAL PROVISIONS

2.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

2.2 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED

BY REFERENCE (JAN 2008)

2.3 52.216-1 TYPE OF CONTRACT (APR 1984)

2.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

2.5 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

GENERAL CONDITIONS

3.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

3.2 52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND

CERTIFICATIONS (DEC 2014)

3.3 52.204-23 PROHIBITION ON CONTRACTING FOR HARDWARE, SOFTWARE,

AND SERVICES DEVELOPED OR PROVIDED BY KASPERSKY LAB AND OTHER

COVERED ENTITIES (JUL 2018)

3.4 52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REREPRESENTATION

(NOV 2020)

3.5 52.222-35 EQUAL OPPORTUNITY FOR VETERANS (JUN 2020)

3.6 52.222-40 NOTIFICATION OF EMPLOYEE RIGHTS UNDER THE NATIONAL

LABOR RELATIONS ACT (DEC 2010)

3.7 52.236-22 DESIGN WITHIN FUNDING LIMITATIONS (APR 1984)

3.8 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

3.9 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

3.10 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

3.11…