36C24623R0067_1.docx

Special Notice Special Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 6 1970 Roanoke Blvd.

Salem VA 24153

POINT OF CONTACT*

Contract Specialist Shannon Brown Shannonmarie.brown@va.gov

910.488.2120 ext. 1595

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

DUE DATE FOR SF330 QUALIFICATIONS SUBMISSIONS: April 27, 2023 @ 10:00am EST PROJECT INFORMATION: Project No.: 658-22-104 Project Title: Renovate Shell Space Special Notice Special Notice Place of Performance: Salem VA Medical Center (VAMC), 1970 Roanoke Blvd, Salem, Virginia 2415

PUBLIC ANNOUNCEMENT FOR PROCUREMENT OF ARCHITECT-ENGINEERING (A/E) SERVICES: This is a request for Standard Form 330, Architect-Engineer Qualifications only. A-E Services are being procured in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) subpart 36.6. All submissions will be evaluated in accordance with the below selection criteria. The Government will not pay, nor reimburse, any costs associated with responding to this request. The Government is under no obligation to award a contract as a result of this announcement. Firms will be selected based on demonstrated competence and qualifications for the required work. Any resulting award for the proposed A/E services will be procured under a negotiated Firm-Fixed Price contract.

The NAICS Code for this acquisition is 541330, Engineering Services, and the applicable Small Business Size Standard is $25.5 million annual revenue. During performance, the selected A/E firm will be required to attend meetings in person, on site, at the Salem VA Medical Center, Salem, VA. Therefore, the area of consideration is RESTRICTED to a maximum 500-mile radius of the Salem VA Medical Center, 1970 Roanoke Blvd, Salem, Virginia 24153 in which either the A/E firm’s Primary or established Auxiliary/Satellite office must be located.

NOTE: The 500-mile radius will be measured by one or more of the nationally recognized commercial free on-line mapping services from the Primary or established Auxiliary/Satellite Office Address to the above VA address (shortest driving distance option). Proximity of the firms assigned office, to the project site, including within the 500-mile radius, is one of the criteria on which selection of the most highly qualified firms will be based.

Interested parties shall ensure current licensing to provide real property design services (Engineer Services) in accordance with the State regulations of which the firms assigned office is located, and shall have a current registration in: (1.) the System for Award Management (SAM) database at https://www.sam.gov, (2.) the Small Business Association’s (SBA) database at Veteran Small Business Certification (sba.gov), if applicable, and (3.) have submitted the current cycle VETS-4212 Report at http://www.dol.gov/vets/programs/fcp/main.htm (for contracts in the amount of $150,000.00 or more). Failure of a proposed SDVOSB to be certified by the SBA VetCert at the time the SF 330 is submitted shall result in elimination from further consideration.

DUE DATE FOR SF330 QUALIFICATIONS SUBMISSIONS: April 27, 2023 @ 10:00am EST

PROJECT INFORMATION:

Project No.: 658-22-104 Project Title: Renovate Shell Space Place of Performance: Salem VA Medical Center (VAMC), 1970 Roanoke Blvd, Salem, Virginia 24153

A/E STATEMENT OF WORK

Project 658-22-104 Renovate Shell Space

PART A – SCOPE OF WORK

Architect-Engineer Services shall include:

1. Provide professional engineering services to include option analysis, phasing design, investigative surveys and reports, planning, consultation and visits, design work, preparation of contract drawings and specifications, preparation of cost estimates and provision of construction period services as necessary for demolition, construction, inspection, testing and certification for all required components for Project 658-22-104 Renovate Shell Space, at the Salem VAMC, located in Salem, Virginia.

2. Provide a design to renovate approximately 1,800 SF of existing shell space to accommodate seventeen (17) new cubicle workstations. The project should account for all architectural, mechanical, electrical, plumbing, structural, data/telecommunication, life safety, and all other impacts to the medical center as a result of the renovation and shall include but not limited to the following:

· Comprehensive review of the existing conditions to include extensive field investigation and, other projects in-progress that will impact this scope.

· Complete life safety review to ensure project includes necessary upgrades to sprinklers, fire alarms, means of egress and other life safety features to ensure compliance with NFPA 101.

· Summary of findings from the review of building records, reports, plans and interviews with station personnel. The A/E shall be responsible for doing site investigation and not relying on records as some available records are outdated.

· Drawings - submit construction drawings in accordance with VA guidelines

· Specifications – submit specifications in accordance with VA guidelines

· Calculations

· Submit all calculations in published format in addition to native file format

· Calculations shall be included with every submission after the design report

3. Provide construction period services which shall include submittal review, RFI responses, site visits, progress meeting attendance (virtual accepted), change order review including preparation of ASI as necessary, and as-built preparation.

4. Construction Amount: The project is to be designed within an estimated base construction cost between $100,000-$250,000. If the base bid cost exceeds budget, the A/E shall redesign or take steps necessary to reduce cost so that budget limitations are not exceeded.

5. Provide all necessary site visits for design and construction not listed under construction period services.

6. All work to be performed for this project must meet all Center for Engineering, Occupational Safety and Health (CEOSH); National Fire Protection (NFPA); National Electric Code (NEC); National Electrical Manufacturers Association (NEMA); Energy Independence and Security Act of 2007 (EISA 2007); Underwriters Laboratory, Inc. (UL); Federal, State, and Local regulations and codes; and JCAHO standards and guidelines. Coordinate all correspondence with regulatory agencies through VAMC engineering management prior to contact with the regulatory agency.

7. All designs shall incorporate all electrical, mechanical, structural and architectural components necessary to provide for a complete structural and functional area. Designs shall be in accordance with all applicable requirements of Center for Engineering, Occupational Safety and Health (CEOSH); National Fire Protection Association (NFPA), Environmental Protection Agency (EPA),Occupational Safety Health Agency( OSHA), Building Official Code Administrators(BOCA), National Plumbing Code, National Electric Code, American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE), Center for Disease Control(CDC), National Safety Code, AIA Guidelines for Construction and Equipment of Hospital and Health Care Facilities, VA Specifications, VA Standard Details, VA Construction Standards, VA Design Guides , VA Design Manuals and applicable local, National Electrical Manufacturers Association (NEMA); Energy Independence and Security Act of 2007 (EISA 2007); Underwriters Laboratory, Inc. (UL); Federal, State, and Local regulations and codes; and JCAHO standards and guidelines.

8. Develop plans and specifications for construction of the shell space. The design must consider requirements of the overall project as the desired future condition and allow for future construction of follow-on components, if needed, without significant effect to the project constructed under this contract

9. The A/E shall conduct hazardous material survey to comply with all NESHAP requirements.

10. Design is to be accomplished using AutoCAD 2016 to include BIM. Design and cost estimates to be in compliance with A/E requirements listed on the VA website.

11. Design Cost: All offerors are advised that in accordance with VAAR 836.606-71(a) the total cost of the architect or engineer services contracted for must not exceed six percent (6%) of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR 52.236-22 Design Within Funding Limitations, will be applicable to this procurement action. Design limitation costs will be provided to the most highly rated AE firm(s) selected in accordance with the process outlined below.

12. Deliverables:

· Design Report: Prior to the initiation of any detailed design, the A/E shall, in conjunction with representatives of the Engineering Department, review documentation, conduct department interviews and tour project areas. Next the A/E will develop various alternatives, which will be presented to the Engineering Department for selection.

· Design Scope: Once alternatives/options are selected, the A/E shall develop and provide a complete set of drawings and specifications for bidding and construction purposes which encompass the previously selected options. Additionally, the A/E shall provide a detailed cost estimate of the project construction costs, and a constructability analysis identifying the most efficient, cost-effective ways to accomplish the construction while allowing for the least disruption of hospital operations. The following A/E design submissions shall be in accordance with the A/E requirements listed on the VA website.

· Part I: 30% Submission: The requirements are working drawings at the 30% stage, marked-up specifications, and a detailed construction cost estimate showing a quantitative survey of all labor and material. Submit 8 half size set of drawings (22” x 34”) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications (.docx and .pdf) on a CD-ROM.

· Part II: 60% Submission: The requirements are working drawings at the 60% stage, marked-up specifications, and a detailed construction cost estimate showing a quantitative survey of all labor and material. Submit 8 half size set of drawings (22” x 34”) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications (.docx and .pdf) on a CD-ROM.

· Part III: 95% Submission: The requirements are complete construction drawings showing all details and views, updated detailed cost estimate, and finalized specifications. Submit 8 half size set of drawings (22” x 34”) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications (.docx and .pdf) on a CD-ROM.

· Part IV: 100% Submission: The requirements are complete construction drawings showing all details and views, updated detailed cost estimate, and finalized specifications. Submit 8 half size set of drawings (22” x 34”) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications (.docx and .pdf) on a CD-ROM.

· Part IV: Final Submission: Provide 1 set of drawings (30”x42”) on bond paper, 6 sets of half size drawings on bond paper, 2 sets of specifications, and an electronic copy of the drawings(.pdf and AutoCAD) and specifications(.docx and .pdf) on a CD-ROM.

13. The design deliverables must adhere to the following requirements:

· Specifications: The project specifications shall be prepared in Microsoft Word by the A/E from the VA Master Specifications. The general format shall include Part 1-General, Part 2-Products, and Part 3-Execution. Part 1 verbiage shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. This information should be directly related and correspond to a specific submittal number enumerated in the Submittal Register as identified below. Part 2 shall include description of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A/E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA Master Specs, the A/E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8 ½” x 11” bond paper using 12pt Times-New-Roman fonts. The A/E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions.

· Construction Cost Estimates: The A/E shall prepare a Construction Cost Estimate in Microsoft Excel using the CSI 34-division format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, overhead, and profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with 30%, 60%, 95% and 100% design reviews and for the final submission. As part of the cost estimating effort, the A/E shall provide a Schedule of Values such that discrete elements of the Specifications are identified and may be used in negotiations with a proposal bidder.

· Construction Schedule: The A/E shall develop a construction phasing schedule to minimize interruptions to normal operations of the affected construction area(s) or the Medical Center. Phasing sequences shall be clearly delineated in the construction documents.

· Submittal Register: The A/E shall develop a list of all uniquely identified submittals required by the specifications in Section 1 of each individual specification. This submittal register should be submitted to the COR for approval in Microsoft Excel using the CSI 34-division format. The register should include specification reference, and item to be reviewed/approved and correspond to the Submittal Requirements as identified in the Specification Section addressed in paragraph above.

· Narratives: Written narratives shall be used as part of each design submission. The narrative should be used to elaborate on and provide an explanation of key design decisions by A/E and/or the VA, objectives, obstacles, alternatives and resolutions, design issues or decisions relating to constructability, and in general to communicate all information relevant to the design submission.

· Reproduction: The A/E shall be responsible for all reproduction during design; however, only materials which are submitted to the VA for design reviews shall be reimbursable. All other reproduction for in-house reviews, consultants, etc. shall not be reimbursed. At the completion of design, the A/E shall be required to print up to fifty (50) construction document bid sets on a reimbursable basis (to be supported by invoice). Note that all bid administration activities will be performed by the VA Contracting office.

14. Submission Due Dates:

1. Note: The VA will have 2 weeks to review each submission. The A/E shall be responsible for all design related meeting minutes and agenda.

2. Period of performance for this requirement is 210 days.

15. Provide the following construction period services:

3. Pre-Construction Meeting: Participate and facilitate this meeting in conjunction with the Contracting Officer and COR, contractor, and representatives of the Building Committee as needed. At this meeting the staging area and work site rules shall be discussed again with the contractor (these should already be included in the specifications). Contract specifications should require a construction schedule submitted within 10 working days from the Notice to Proceed.

· Submittal Review and Logs: Designer shall prepare and maintain a log of key submittals and of RFIs and provide the same to the Contracting Officer and COR. Reviewed submittals are to be returned within 10 working days to the COR. Designer is fully responsible for review of all submittals, retaining a record copy of submittals for turn over to the owner upon project completion, and communication with the contractor regarding any deficiencies or changes required to the submittals.

· Response to RFI’s: The A/E shall be responsible for evaluating RFI’s to determine if a change will be required. The A/E shall then provide recommendations to the Contracting Officer. Within 48 hours, the A/E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A/E shall include a cost/credit estimate for RFI’s which result in a change to contract cost.

· Construction Change Orders: A/E shall provide prompt response when contacted by the Contracting Officer Represented to review and provide analysis of change orders and costs within 5 work days

· Monthly Site Inspections: A/E shall provide construction site visits including the final inspection when requested by the Contracting Officer Representative (COR) to inspect the progress of the construction and report any deficiencies to the same.

The A/E will also make a written inspection report within two (2) work days after each site inspection including the final inspection punch list.

· Monthly Progress Meetings: In conjunction with the site inspection, the designer shall hold formal progress meetings with contractor, contracting officer, and COR. At these meetings, the agenda shall contain a narrative of work completed the previous month, work upcoming, submittals or RFIs outstanding, schedule update, any special coordination items requiring actions, and discussion of change orders or time extension requests. Minutes of this meeting shall be issued within 3 working days of the meeting.

· Project Close Out: Designer shall receive notice of intent for final inspection from the contractor, and contractor shall propose a time and place for this to occur in conjunction with the Contracting Officer and the COR. Following the final inspection, the designer shall issue a punch list. Contract documents shall specify that the contractor has 15 working days to complete the punch list and notify the designer for re-inspection. Following re-inspection and project acceptance the closeout phase will occur.

· Record Drawing Submission: Provide 2 updated set of drawings (30”x42”) on bond marked as “As-built Drawings” that include the contractor’s mark-ups and also an electronic copy of these updated drawings on CD-Rom.

PART B - Supplement “B”

1. Government Supplied:

1) The facility record drawings and AutoCAD files are available for the AE’s use. NOTE: Not all record drawings are available on AutoCAD. Additionally, it is emphasized that the accuracy of facility record drawings must be field verified by the AE. Prints of any current as-built drawings shall be made available to the AE during any of his site visits if requested. The VA Engineering Department drawing files, large size copier and paper will be made available for use by the AE for this purpose. Any existing as-built drawings will be made available to the A/E; however, their accuracy shall be verified by the A/E as part of investigative services. VA specifications, construction standards, design manuals, etc. are available through the VA Technical Information Library @ http://www.va.gov/facmgt/standard/. This web site also includes the guidelines for AutoCAD work.

2) The project design shall be completed in accordance with this AE scope and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The AE shall retrieve all VA design information and standards from the VA Facilities Web Site (http://www.cfm.va.gov/til). These documents and all national, state and local codes adopted and used by the VA shall be incorporated in the design of this project and reflected in the construction cost estimate. The following references, as applicable, shall be utilized for planning and design purposes:

· National CAD Standards and Standard Details PG-18-4

· VHA Program Guide PG-18-3

· VA Master Construction Specifications PG-18-1

· H-18-8 Seismic Design Requirements

· Sanitary Design Manual for Hospital Projects

· PG-18-13 Barrier Free Design Handbook

· NFPA Codes

· Design Manuals PG-18-10 (BIM Standard applies)

· Cultural Resource Management D-7545 & H-7545

· Government-furnished Record Drawings (A/E to field verify conditions)

· PG-18-15 A/E Submission Requirements.

· PG-18-12 Design Guides (graphical, by function)

· PG-18-14 Room Finishes, Door, and Hardware Schedules

· Facility Guidelines Institute (FGI)

· American Institute of Architects (AIA)

PART C – Required Training

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

END OF STATEMENT OF WORK

PROJECT DESCRIPTION: The A/E shall provide design services for NRM construction project 658-22-104, “Renovate Shell Space”. Design shall comply with VA guidelines and specifications. Design manuals and specifications can be found at http://www.cfm.va.gov/TIL/. Proposed work is located at Salem VA Medical Center.

Project shall be designed and constructed to meet all VA sustainability, green and energy initiatives. Project targets reduced energy consumption by 30%. A/E is responsible for all documentation and correspondence necessary for final certification and ensuring all regulatory requirements are met for certification. This is a cradle to grave process ensuring certifications and approvals are documented and submitted. Guidance is available at http://www.cfm.va.gov/til/sustain.asp.

DESIGN COSTS: All offerors are advised that in accordance with VAAR 836.606-71(a) the total cost of the architect or engineer services contracted for must not exceed six percent (6%) of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR 52.236-22 Design Within Funding Limitations, will be applicable to this procurement action. Design limitation costs will be provided to the most highly rated AE firm(s) selected in accordance with the process outlined below.

SDVOSB SET-ASIDE: This request for A-E firm qualifications packages is 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns under VAAR 852.219-73, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (Dec 2009).

LIMITATIONS ON SUBCONTRACTING: In accordance with VAAR 852.219-73, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside and 13 CFR 125.6, a service disabled veteran-owned small business concern (SDVOSB) agrees that, in the performance of the contract, it will not pay more than 50% of the amount paid by the government to it, to firms that are not similarly situated. Firms that are similarly situated are those that are also VetCert certified-registered SDVOSBs.

SELECTION PROCESS: The agency has convened an evaluation board for the evaluation of responses to this notice. Responses will be evaluated in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) 36.6. Specifically, SF 330 submissions will be evaluated to identify the most highly qualified firms, using the selection criteria identified below. Discussions will be held with at least three (3) of the most highly qualified firms. Interviews may be conducted. The processes at FAR 36.602-4 and FAR 36.606 will then be followed.

DUE DATE FOR SF330 QUALIFICATIONS SUBMISSIONS: Firms that meet the requirements listed in this announcement are invited to electronically submit the completed Standard Form (SF) 330 (Parts I and II) packages to shannonmarie.brown@va.gov no later than 10:00am EST, April 27 , 2023. Submissions should be encrypted and may require multiple emails. The single email limit for file attachments is 10MB per email. Late proposal rules found in FAR 15.208 will be followed for late submittals. Acknowledgement of receipt will be provided, which will include the number of emails and number of attachments received.

All SF 330 submissions shall be clearly marked with the subject line displaying the Solicitation Number 36C24623R0067

See attached document: Past Performance Questionnair.

See attached document: SF330-21.

Special Notice